Suppliers in Procurement Workshop - October 2021

Monthly P2P Workshop October 2021 Understanding Suppliers

UR Procurement Website P2P Self Help Not sure how to create a catalog requisition, set a delegation or resolve an invoice match exception? Visit the UR Procurement Website P2P Self Help Section. It provides Quick Reference Guides, Videos and Tips and Tricks to support your use of the P2P System. You can also access the website from within Workday under the Resources section 2

October 2021 Monthly Workshop Topics Finding Supplier Records Understanding Supplier Groups Identifying PO issue information Requesting SIR Suppliers Requesting Purchasing Qualified Suppliers Independent Contractors 3

October 2021 Monthly Workshop Topics Searching for Suppliers The easiest way to find supplier records is to use the Supplier Prefix, Supplier: Type Supplier: followed by a shortened version of the supplier name. The system can search with only three letters and it is best to keep your search simple to avoid spelling errors and/or additional letters. This is particularly helpful if you are not certain about the way the supplier name is entered. 4

October 2021 Monthly Workshop Topics Clicking on the Actions button next to a supplier name will open a window that will show you a limited amount of information. You can see the remit to address, but not the business address. For additional information you should click on the supplier name to view the full record. Approval status only indicates the supplier is active in the system. It is not indicative of qualification status. 5

October 2021 Monthly Workshop Topics Understanding Supplier Groups When you click to the supplier record your first view will show you the supplier groups. This is very important information. The 1 designation is tied to the supplier name and is for reporting purposes. The letter will always be the first letter of the supplier name. 4 Qualified indicates the supplier has been qualified by the Purchasing department and can be used on a requisition. If the supplier is not in the 4 Qualified group you should likely submit a SIR. You can learn about the different supplier groups by accessing the Buying and Paying Guide at https://www.rochester.edu/adminfinance/urproc urement/wp-content/uploads/2021/07/Buying- and-Paying-Guide-Version-16-06242021-2.xlsx 6

October 2021 Monthly Workshop Topics Identifying PO issue information Clicking on the tab labeled Contact Information will allow you to see phone numbers, remit to and business addresses, and will allow you to see how Purchase Orders will be sent to the supplier. An address labeled as Procurement indicates the business address and generally will show up on Purchase Orders. An email labeled as Procurement means that Purchase Orders will be emailed to that email address. A phone listed as PO Issue Fax indicated PO s will be faxed to that number. If a supplier record lists both PO Issue Fax and a Procurement Email the system will default to the email address for PO distribution. 7

October 2021 Monthly Workshop Topics You can also see PO distribution information by clicking on the Contracts and Purchase Orders tab and viewing Procurement Setup. Purchase Order Options will confirm how PO s are distributed to the supplier. If you have been notified by a supplier that PO distribution information is incorrect, please submit a ticket to the Service Desk and attach the communication from the supplier so we can correctly distribute PO s. 8

October 2021 Monthly Workshop Topics Requesting SIR Suppliers If you have not located a supplier you need to use to pay an invoice, you will likely have to request a SIR supplier. Please refer to the Accounts Payable SIR acceptable use policy to be certain your supplier can be paid via a SIR. To create a supplier to use on a SIR ONLY, you will initiate the task Create Supplier Request. Supplier requests cannot be used to initiate the addition of a qualified supplier for a Purchase Order. A guide for this is posted on the UR Procurement Website under P2P Self Help. https://www.rochester.edu/adminf inance/finance/request-for- payment/ 9

October 2021 Monthly Workshop Topics Requesting SIR Suppliers If you search for a SIR supplier and see that a supplier is inactive the best thing to do is click on the supplier s name and view the supplier record. Under Supplier Status Details It will show the date they were inactivated and a reason, which may include additional details. If a supplier was inactivated due to no activity for 18 months, the reason will show as Inactivity. These suppliers can be reactivated by getting proof of the supplier s current address from the supplier and submitting a ticket to the Procurement Service Center requesting reactivation. You may see a comment that it is a duplicate supplier and there is an alternate supplier ID listed to use. If no alternate ID is listed, please contact the P2P Service Center to determine which supplier to use. Suppliers CAN NOT be reactivated by initiating a Create Contact Information Change. 10

October 2021 Monthly Workshop Topics Requesting Purchasing Qualified Suppliers If you would like to suggest a new supplier be qualified for use on a Purchase Order, or to change a SIR supplier to a qualified supplier you will need to work with Purchasing. You are encouraged to check the Buying and Paying Guide Commodity Preferred Supplier Tab to identify if there is an existing qualified supplier you can use. Please forward a request to have to supplier qualified to the Procurement Service Center. Attach documentation about the supplier and be sure to provide a contact name and email address. We will need to know what the supplier does or sells so we can forward your request to the correct team for review. If we have suppliers who already provide the items or service, an alternate supplier may be suggested. The qualification process is dependent upon participation by the supplier. There is no general time frame for how long the qualification process will take. Some suppliers respond quickly while others do not. *Right click on the hyperlink to open the Buying and Paying Guide 11

October 2021 Monthly Workshop Topics Independent Contractors Some supplier records will show a supplier group of 3 Independent Contractor. If that supplier group is on the supplier record you will be required to submit all three Independent Contractor Forms with each SIR or Requisition submitted. These forms can be found on the Purchasing and Supply Chain website in the Forms Bank. 12

October 2021 Monthly Workshop Topics Remember you can get help regarding suppliers by calling or emailing the P2P Service Center. 275-2012 or procurement_service_center@ur.rochester.edu 13