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Resources for Procurement Requesters

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Chart of Accounts

Requisition and Purchase Order Statuses

New Supplier Requests

Invoice Approvals (NEW 08/06/2018)

 

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.

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. 

Smart Forms are available for procurement requesters to use to create requests for goods and services that are not available in the Aquiire catalog - a table of these requisition types and their appropriate uses is available here.

Procurement Requesters and Financial Unit Managers can identify the line type for a requisition by reviewing the transaction details.

 

Catalog Requisition Lines

All information regarding Catalog Requisition Line Items (i.e., items selected in Aquiire) is contained within the item hyperlink for each line.  This link identifies the line items as selected from the online catalog.

Non-Catalog Requisition Lines

For Non-Catalog Requisitions, the Requisition Line Type and other information entered via Smart Form is available within the Description field of each line. To view, click the Additional Information icon as displayed below.

If you do not see the Additional Information icon in the description field, you may need to allow for text wrapping in the Description column.  To do this, (1) Click the Description column header to highlight the field, and then (2) Click the Wrap button as shown below.  This will display the full description and allow you to view the Additional Information icon.

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.

Users can initiate the process to add a new supplier to the system prior the requisition process.  To do this, select Suppliers  from your Oracle Cloud Navigator, then use the Search (magnifying glass icon) to search for a supplier...if your supplier is not found, use the Register Supplier button to open the request form.  You should include the proposed supplier's W-9 (domestic) or W-8 (international) tax form, the ACH form/bank information (for electronic payment), and any other pertinent documentation (e.g., subject participation form).

If you have a large group of new suppliers/payees, such as a large group of study participants, contact purchasequestion@vanderbilt.edu to discuss use of the spreadsheet upload process.

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.   

Yes.  Procurement Requesters can review invoice information and now, when applicable, view invoice images submitted by our suppliers through the View Life Cycle feature in Oracle Cloud Procurement.

To do this, open a requisition from the Manage Requisitions screen in Oracle Cloud Procurement and then:

  1. Click the View Life Cycle button at the top of the page (note: you can also access this using the Life Cycle icon on an individual invoice line)
  2. Scroll to the bottom of the page to the Invoices section - if an invoice has been received in Payment Services, you will see a blue invoice hyperlink.  The gray paperclip icon indicates that an invoice image is attached.  Click the blue invoice hyperlink to view invoice details.
  3. If an invoice image is available, click the blue invoice image hyperlink to view the image of the invoice.

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 either for themselves or on behalf of another Procurement Requester and can choose the appropriate shipping/delivery address for the person to whom the goods or services should be directed. Both the person entering the requisition (i.e., "Entered by") and the person listed as the requester for the requisition line (i.e., "Requester") will be able to view the information related to the purchase.

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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All non-catalog purchases, including non-PO payment requests, require in-system receiving via an invoice approval.  When an invoice is received for one or more PO lines, the Requester for the requisition line item (i.e., the person listed in the requisition as the Requester) will receive a notification to review the invoice and confirm that the goods/services have been received.  If so, then the Requester will Approve the invoice for payment.  Incorrect invoices should be Rejected so that the Purchasing & Payment Services Team can address any issues.

If a Procurement Requester will be out on vacation and invoices need to be approved during that absence, the Procurement Requester can delegate their responsibility to another Procurement Requester.  Please refer to the FAQ on setting a Vacation Delegate for instructions.  Note that delegating the Invoice Approvals responsibility requires delegation of Finance (not Procurement) tasks.

Goods purchased through the Aquiire Catalog use a two-way match process and do not require invoice approvals in order for payments to be processed. 

 

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.

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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