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Resources for Procurement Requesters

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Frequently Asked Questions

Table of Contents

Procurement

Finance

Gifts and Endowments

Grants and Projects

 

Procurement

Users who have been identified as a procurement requester by their business unit/entity approval group will have access to the Purchase Requisitions module in Oracle Cloud's springboard or from the Navigator menu under the heading "Procurement." From the Purchase Requisitions module, users can initiate a requisition by clicking on the Aquiire logo to browse our supplier catalogs or by initiating a requisition through the selection of a Smart Form from the Smart Forms link. Either by adding items to the Aquiire cart and "checking out" or by completing the chosen Smart Form(s), the user builds the lines of their requisition. Upon review of the requisition lines, the user can edit the costing and delivery details of each line and submit the requisition for approval. Upon completion of the required workflow for approvals, purchase orders are generated and transmitted to the suppliers.

Smart Forms are available for procurement requesters to use to create requests for goods and services that are not available in the Aquiire catalog.

Smart Form types include blanket orders, capital equipment, construction/furniture/facilities, general order by quantity, general order by total cost, lease, professional services, service/maintenance and subcontract.

Generally, if an item is available to purchase in the Aquiire catalog from one of our suppliers, users should purchase the item from the Aquiire catalog rather than use a Smart Form. Additional guidance as to whether and which Smart Form is appropriate for use is available on the Procurement & Payment Services website.

Aquiire is a new eMarketplace that replaces the current systems and is integrated into Oracle Cloud. Aquiire hosts catalogs from our current suppliers and allows Vanderbilt to add additional catalogs for new suppliers in the future. Additionally, Vanderbilt's faculty and staff will benefit from Aquiire's unique functionality, which allows users to search across all relevant catalogs for a single good simultaneously, comparison shop, and choose based on features, available inventories, and lowest prices. 

The Klarity tool in Aquiire enhances a user's search across multiple supplier catalogs by suggesting related search terms to refine or clarify the search request and returned search results, expediting a user's ability to select the appropriate item and continue the procurement process.

Yes. Users will continue to be able to initiate non-catalog purchase requisitions by creating a requisition from a Smart Form.

NOTE: For procurement of any goods or services, a requisition must be submitted and approved for a PO to be issued, and a PO is required for supplier payment. Confirming POs (requesting a PO after receiving an invoice from a supplier) negate important legal rights provided by the PO terms and conditions and should be avoided.

Users can initiate the process to add a new supplier to the system during the requisition process by selecting the "new supplier" checkbox in the Smart Form template or by contacting Purchasing and Payment Services in advance. 

Best practice is to include the proposed supplier's W9 (U.S. company) or W8 (foreign company) tax form with the requisition to expedite the supplier set-up process.     

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Yes. The original requester of a purchase requisition will be able to initiate changes to a requisition by selecting the requisition from the "Manage Requisitions" panel of Oracle's Procurement module and initiating the edit order function from the Actions menu. Changes to an existing PO line can also be made after requisition approval and after the issuance of a purchase order by selecting "Manage Order."

When the required changes to a requisition would add a new line to an issued purchase order, the requester should send an email documenting the requested change with the approval of the department FUM or central approval to the assigned purchasing agent noted on the purchase order. The agent will make the change and issue the revised PO.   

Our implementation of Oracle Cloud includes the ability to image and electronically import supplier invoices using optical character recognition (OCR) technology. In order to work properly, Payment Services must receive high quality invoice images directly from our suppliers.

To ensure proper, timely payment of invoices, please adhere to the following policy guidelines:

  1. Suppliers must send original invoices to invoices@vanderbilt.edu. Suppliers may also send a simultaneous copy to departmental contacts, however any invoices not sent directly to Payment Services (i.e., submitted by the department) will by sent to the Vice Chancellor for Finance and require appropriate Vice Chancellor level approval from the relevant area for payment;
  2. Invoices must be legible, submitted in portrait orientation and be printed with the following key control elements: Supplier name and address; Invoice date; Invoice number; Purchase order number; and Description of the goods and/or services provided.
  3. Emails sent to invoices@vanderbilt.edu may contain multiple attachments, but each attachment must include only one, unique invoice.

Please note that the Payment Services Team will return emails and invoices not adhering to these guidelines to the supplier or department for rework.  

Yes. Procurement requesters have the ability to prepare a requisition on behalf of another person and can even choose the appropriate shipping/delivery address for the person to whom the goods or services should be directed. By shopping on behalf of another, both the requester and the recipient will be able to process receipt acknowledgements in the system, assuring timely payment to suppliers and safeguarding Vanderbilt's assets by enforcing a proper three-way match.

Yes. Procurement requisition lines can be allocated among multiple grants or financial units for an individual line or for a group of lines.

The following video demonstrates how to edit multiple lines in your requisition at one time:

 

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Goods purchased through the Aquiire Catalog use a two-way match process and do not require receiving. If using a Smart Form, receiving may or may not be required. Please refer to the lists below for clarification:

Receiving IS required when using the following Smart Form types (three-way match):

  • Capital Equipment                                
  • Construction/Furniture/Facilities
  • General Order by Total Cost
  • Professional Services                                                                      
  • Service/Maintenance
  • Subcontracts

Receiving IS NOT required when using the following Smart Form types (two-way match):

  • Blanket Orders
  • Lease
  • General Order by Quantity
  • Non-PO Payment Request

 

The following video demonstrates how to perform Receiving in Oracle Cloud:

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The Oracle PO process with VUMC is very similar to the previous process. In fact, whatever type of eProcurement order format you used in the past, you should use the same one in Oracle (Blanket or General). Once your requisition has been approved by the purchasing agent in your area, you can look up the assigned PO in the Purchase Requisition module. The PO will appear in the Order Column with a "P" prefix. The PO number is a hyperlink; click on it to open up the PO document.

Yes, eProcurement purchase orders in an Open status (the PO has funds remaining on one or more lines) will automatically transfer to Oracle. Only the PO lines with remaining funds will transfer.

For example, if the PO has five lines but only line 3 has funds remaining, only line 3 will show up on the PO in Oracle. The other closed lines will not transfer. These converted POs will retain their current eProcurement PO number.

Today’s manual, paper-based check request process will be replaced by the Non-PO Payment Request. This payment request is actually a “Smart Form” that resides within the requisition module of Oracle. It will enable the requester to request payment for non-PO-based transactions while leveraging the embedded workflow within Oracle. Because the Non-PO Payment Request is initiated via Smart Form within Oracle Cloud's Procurement module, a user with the privileges of "Procurement Requester" must enter this transaction, which must be approved by the financial unit manager. This process follows the same workflow as any procurement transaction.

When your financial unit provides billable goods or services to an external customer, the treatment varies based on whether the service is related to a project. If the services are unrelated to a project, the department requester completes the appropriate customer charge details in the Accounts Receivable Spreadsheet template and transmits this to Finance. Finance will then review and confirm the details and upload the information into Oracle Cloud. When journals are processed in the ordinary course of business, these charges will be appropriately reflected in our financial reports.

Finance, CORES, and Grants will generate bills monthly and send to customers.

When goods or services are rendered to an external customer and are related to a project, the transaction follows the award invoicing process for grants or the CORES customer billing process. In both instances, invoicing is handled by OCGA. 

When goods or services are rendered to an internal customer, the registered provider organization can bill for authorized goods or services via inter-company billing. These billings are completed via spreadsheet upload and require approval from the recipient's financial unit manager.

The key to viewing the attachments is the “view requisition details” button, which will appear when viewing a requisition from your BPM worklist. An easy way to access this is by clicking the Bell > More Details > Procurement. Once you click the correct requisition from the pop-up screen, a new pop-up will appear. Scroll down on this screen until you see the “view requisition details” button, which is located on the left-hand side. The final screen will show the attachments.

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Finance

The ownership and depreciation will be split based off of the PO source lines if the split is greater than 25 percent. If the split is less than 25 percent, the asset ownership and depreciation will reside with the entity that funded the majority.

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Gifts and Endowments

We are not utilizing budgetary control for Gifts and Endowments projects, so no warning should be generated. If a warning appears signifying that you are charging to a grant, it is advisory only.

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the gift's financial unit manager to assure accuracy. When a change is required, a Miscellaneous Batch upload process must be initiated by your business officer or another member of your business unit/entity approval group. This process must be followed by a journal entry.

When the other project is a grant, users must submit a request with all supporting details to OCGA, which will initiate the transaction.

It is imperative that transactions are entered correctly by a transaction initiator and reviewed carefully by the gift's financial unit manager to assure accuracy. When a change is required, a two-line Miscellaneous Batch upload process must be initiated by your business officer or another member of your business unit/entity approval group to appropriately reflect the changes in PPM.

When the other project is a grant, users must submit a request with all supporting details to OCGA, which will initiate the transaction.

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Grants and Projects

By referencing the appropriate POET segments, any user can specify the project as the funding source during the creation of an expense item or when entering the requisition line details.

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