Elcom PECOS Demo for School Districts

PECOS Overview

1 Buyer Search PECOS 1. Search for Products or Services
Buyer login
Buyer searches for items in:
a. Internal hosted catalog (loaded by Elcom via simple excel template provided to Supplier)
b. Supplier Web storefront (cXML punchout)

PECOS Logon Page

Home Page

Search Supplier Catalogs – Hosted or External Marketplaces

Hosted Catalogs – Search and Select Items to Add to Requisition

External Marketplace – Browse, Search and Select Items

Build Shopping Carts on External Sites

Transfer Shopping Carts to PECOS Requisition

1 Buyer Search PECOS 2. Complete & Submit Requisition 2 Requisition
Add items to requisition
Additional data – optional if defaults to be edited:
a. Shipping info
b. Payment-pcard or invoice
b. Attachments
c. Financial tracking codes at header or lines
d. PO number-manual entry or system will generate
Submit – approval optional

Shipping & Billing Information

Financial Allocations

Submit Request – Approvals Invoked

Approver 1 Buyer Search PECOS 3. Approval 2 Requisition
Approver receives eMail
Approver logs in and navigates to inbox of transactions pending approval
Review
a. can be edited
b. can be returned
Submit approval
3 Approval

Inbox for Routed Transactions

Approval Summary and Actions

Supplier Approver 1 Buyer Search PECOS 4. Purchase Order Transmission 2 Requisition
Approved Requisition is converted into PO(s)
Supplier receives PO
a. eMail
b. cXML
3 Approval Purchase Order 4

Status Search

Review Status, Perform Tasks

Audit Trail

Supplier Approver Receiver 1 Buyer Search PECOS 5. Delivery & Receipt 2 Requisition
Goods/services delivered
Receiver enters receipt
a. Receipt date, packing slip, product condition tracked
b. 3-way matching supported
c. Return tracking supported
3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b

Receipts & Returns

Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 6. Supplier Invoicing 2 Requisition
Supplier issues Invoice
a. Paper
b. Electronic (cXML)
2. Invoice sent to AP (paper) and/or PECOS (electronic) for posting and matching in PECOS
3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a Paper Invoice 6b

Invoice Posting and Entry

Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 7. Invoicing Matching & Settlement 2 Requisition
Invoices Matched (2- or 3-way matching supported).
Settlement workflow routing (Optional) for action or approval:
a. Matched invoices
b. Mismatched invoices
c. Credits & returns
3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a 6b Paper Invoice 7 Invoice Matching

Matching and Settlement

Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 8. Import Transaction Data to Finance System 2 Requisition
Export batches generated (orders, receipts, returns, invoices, as required)
Export data posted to Finance System
3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a 6b Paper Invoice 7 Invoice Matching Export and Post to Finance System 8 User or Automated Process

Reporting
Suite of 14 Standard Reports
Purchasing activity
Requisition and PO details
Requisitions and POs by status
Orders by supplier
Category analysis
Orders by financial segment
Monthly purchasing activity
Outstanding receiving
……
Exportable to Adobe PDF or Microsoft Excel format

Many Reports Contain Multiple Data Views, Drilldown Functionality

Users with administrative privileges can maintain the following data:
Company hierarchal levels and settings
Procurement cards
Users, business rules for users, assigned privileges
Approval criteria
Approver role assignments
Approval groups
Catalogs and Suppliers
Supplier access rules
Financial tracking codes
Financial tracking code access rules
Report access
Administration Subsystem

Administration

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Elcom PECOS Demo for School Districts

by Jon Hansen

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Elcom PECOS Demo for School Districts Webinar Transcript