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Procure to-pay-best-practices
This document outlines best practices for PeopleSoft procurement. It discusses leveraging integration across procurement to reduce costs, improve controls and visibility. It provides tips on compliance, streamlining processing, extending automation to suppliers, and gaining business insights. Specific topics covered include procurement and supplier contracts, purchase orders, recurring vouchers, procurement cards, and eProcurement approvals. The overall aim is to provide guidance on optimizing procurement processes through PeopleSoft to increase strategic focus and return on investment.
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Procure to-pay-best-practices
- 2. <Insert Picture Here> BestPractices in PeopleSoft Procurement SRM PUG February 2008 Alexa Dhillon PeopleSoft SRM Product Strategy Manager alexandra.haytcher@oracle.com
- 3. The following isintended to outline our general product direction. It is intended for information purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, and timing of any features or functionality described for Oracle’s products remains at the sole discretion of Oracle. Safe Harbor Statement
- 4. Leveraging Best PracticesAcross Procurement • Benefits of Integration to Your Organization: • Reduce Spend on Goods and Services • Greatly reduced processing costs • Less Time on Non-Value Add Activities • Stronger internal controls • Better visibility into the entire process • Better communication across parties to optimize decisions and strategies
- 5. Procurement Best Practices Gettinga Return on Your Investment • Compliance • Enforce Negotiated Terms • Legal and Organizational • Drive Contract Compliance • Streamline Processing • Increase process effectiveness • Extend Procurement Automation to Suppliers • Free Buyers and Payables Clerks to Focus on more Strategic Activities • Greater Business Insight / Analytics • Gain deeper insight into spending • Enhanced, Configurable Reporting to Meet User Needs
- 6. Procurement Best Practices Gettinga Return on Your Investment • Compliance • Procurement and Supplier Contracts • Streamline Processing • Procurement Cards • eProcurement Approvals • Extend Procurement Automation to Suppliers • eSupplier Connection and Evaluated Receipt Settlement • Greater Business Insight / Analytics • SRM Dashboard
- 7. Source Purchase Settle •Supplier Selections • Negotiations and Agreements • Requisitions • Approvals • Purchase Orders • Acknowledgments • Receipts • Procurement Cards • Vouchers / Invoices • Matching • Payments Manage Suppliers & ContractsManage Suppliers & Contracts • Supplier Performance • Expirations & Renewals Procurement Contracts
- 8. Supplier Contract Procurement Contractsvs. Supplier Contracts • Procurement Contracts • Part of Core Purchasing • Focuses on execution of contract • Captured key information to support execution • Does not have true legal contract document will all terms and conditions • Available for all releases • Supplier Contracts • Separate Module • Integrates with Core Purchasing • Focuses on Document side of Contract with MS Word Integration • Has structured clause library, rules-based authoring, approval workflow, etc. • SLA and Deliverables Management for contract compliance • Supports powerful contract searching • Starting in Release 8.9
- 9. Procurement Contracts Best Practicesfor Purchasing Contracts • Automate sourcing and releases buyers from routine work • Enforce Contract Usage • Ensure contract pricing and take advantage of volume pricing • Use contract expiration and maximum amount notification • Generate fewer purchase orders • Track contract spend
- 10. Procurement Contracts Tips forGetting Started Set Up • Contract Set Controls • User Preferences • Item / Vendor Relationship Contract • Create Contract • Generate Document (Supplier Contracts) • Approve • Generate Releases • Notifications • Review Contract Events, Analytics, SLAs
- 11. Purchasing Contracts Recurring Vouchers Both •Purchase Order • Release to Single PO Only • Recurring Voucher • Recurring PO Voucher • General Procurement Contract Process Options: Procurement Contracts Contract Process Options
- 12. Procurement Contracts Purchase Ordervs. Single PO Contracts • Use Purchase Order Contract when • You want separate purchase orders for each of your contract releases • You want to be able to close your POs once your order is received and paid • Use Single PO Contract when • You or your supplier would like the convenience of tracking, receiving, and vouchering against one PO • You are using PeopleSoft Release 8 SP2 or higher
- 13. Procurement Contracts Purchasing Contracts •Master Contract Association – Track and Inquire across multiple contracts • Open Item Reference – Eliminates need to define individual items on a contact • Corporate vs. Non-Corporate Contract – Lower maintenance by sharing contracts across multiple business units • Price Adjustments – Permits volume discounts • Automatic Association of Contract onto PO – Ensure contract compliance • Inquiries and Reports • Dashboards and Analytics – View trends, usage, and opportunities • Milestones, Notifications, Minimum and Maximum Edits …
- 14. Procurement Contracts Generating Releasesfrom Contract to Purchase Order Contract Planning (Planned Orders) Releases Contract PO Process PO Calc & PO Create Purchase Orders Requisition Other External Sources
- 15. Procurement Contracts Manually ReferencingContract on Requisition Contract Planning (Planned Orders) Requisition Selection PO Calc & PO Create Purchase Orders Requisitions with Contract Other External Sources
- 16. Procurement Contracts PO CalcLooks for Available Contract if None Specified Contract Planning (Planned Orders) Requisition Selection PO Calc & PO Create Purchase Orders Req without Contract PO Stage Process Other external Sources
- 17. Procurement Contracts Manually AssociateContract on Purchase Order Contract Purchase Order Purchase Order Purchase Order Select Contract on PO Line, or Copy entire Contract into PO
- 18. Purchasing Contracts Process Flow Conduct Negotiation Analyze andAward Requisition Contract / Document / SLAs Consolidate Demand Accrue / Relieve Encumbrance Purchase Order Integrated Contracts Enforce Negotiated Terms and Operational Compliance
- 19. Procurement Contracts Recurring VoucherBest Practices • Scheduling Vouchers for Repetitive Payments • Automatic Invoice Number Generation • Retention – Ensure project completion before paying full amount • Master Contract Association, Miscellaneous Charges, Milestones … • Tracking and Reporting
- 20. Procurement Contracts Recurring VoucherReleases Recurring Voucher Releases Voucher Build VoucherVouchers Create Vouchers on an as-needed basis • Stage all releases up front, create vouchers as needed, or • Stage and create vouchers as needed
- 21. Procurement Contracts Recurring POVoucher Contract $12,000 Purchase Order $12,000 Voucher $4,000 Voucher $4,000 Voucher $4,000 • Encumber funds on Contract prior to Voucher Creation • Applies to Voucher Contracts, and organizations using commitment control
- 22. Supplier Contract Management WhatIs It? Create and Enforce Better Supplier Contracts Contract Document Authoring Content Management Lifecycle Management
- 23. Supplier Contracts :Monitoring & SLAs Enforce Contract Compliance Automatic Spend Threshold Notifications Proactive Performance Monitoring Al po icy de via tio ns ar re or ed to ap pr ve s alo ng sid e cla us de via tio ns in Track Spend & Performance:Easily Track SLAs: • % of quality receipts • % Correct Receipt Qty • % On-time deliveries • % Total Ordered versus Received • Define On-Time Metrics • Associate to contract • Update metric based on receipts • View Results In Contracts Monitor • Monitor contracted Service Level Agreements with suppliers and take corrective actions • Understand current spend vs. contract ‘at-a- glance’ and accelerate or reduce spend accordingly Procure-to-Pay for Goods & Services
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- 26. Source Purchase Settle •Supplier Selections • Negotiations and Agreements • Requisitions • Approvals • Purchase Orders • Acknowledgments • Receipts • Procurement Cards • Vouchers / Invoices • Matching • Payments Manage Suppliers & ContractsManage Suppliers & Contracts • Supplier Performance • Expirations & Renewals Procurement Cards
- 27. Procurement Cards Best Practices •Reduce the cost associated with vendor set up, processing invoices/payments to vendors • Efficient management of cash flow • Increase Rebate Potential • Improve Controls (Policies and Procedures, Spend monitoring) • Automate Reconciliation • Faster Payment to Vendors • Global Acceptance
- 28. Procurement Cards Process Flow USBank& VISA InfoSpan Statement Layout USBank & VISA InfoSpan Statement Layout Misc. Statement Layout Misc. Statement Layout Procurement Card Stage Process Procurement Card Stage Process Inbound File Publish Process Inbound File Publish Process Load Statement ProcessLoad Statement Process Statement Notification ProcessStatement Notification Process Reconcile TransactionsReconcile Transactions Voucher Stage ProcessVoucher Stage Process Voucher Build ProcessVoucher Build Process Budget Check and PostBudget Check and Post Requisition with Procurement Card as Payment Method Requisition with Procurement Card as Payment Method Vendor Ghost CardVendor Ghost Card PO with Procurement Card as Payment Method PO with Procurement Card as Payment Method Dispatch PODispatch PO Streamline Business Process by Automatically Matching Incoming Bank Statement with Purchase Order
- 29. Procurement Cards Ghost Cardon Vendor • Vendor Ghost Card can automatically be used as a Payment Method on Requisitions and POs
- 30. Procurement Cards Reconciling Statement •View Transactions of all Users for which Role has Authority
- 31. Source Purchase Settle •Supplier Selections • Negotiations and Agreements • Requisitions • Approvals • Purchase Orders • Acknowledgments • Receipts • Procurement Cards • Vouchers / Invoices • Matching • Payments Procurement Analytic ToolsProcurement Analytic Tools • Supplier Performance • Expirations & Renewals eProcurement Approvals
- 32. Simplified Requisition Processing ManageRequisitions – Release 8.9 Visibility into Entire Requisition Lifecycle
- 33. Simplified Requisition Processing ApprovingRequisitions Made Easier – Release 8.9 Mass Approvals Expandable Requisitions
- 34. Simplified Requisition Processing EmailApprovals – Release 8.9 Approve Without LoggingApprove Without Logging into Applicationinto Application
- 35. Source Purchase Settle •Supplier Selections • Negotiations and Agreements • Requisitions • Approvals • Purchase Orders • Receipts • Procurement Cards • Vouchers / Invoices • Matching • Payments Manage Suppliers & ContractsManage Suppliers & Contracts • Supplier Performance • Expirations & Renewals Advanced Shipping Notice / Evaluated Receipt Settlement (Using eSupplier Connection)
- 36. Advanced Shipping Notice/ Evaluated Receipt Settlement Best Practices • Streamline Receipt Creation Process by having your Vendors Send Advanced Shipping Notices (ASN) • Generate Vouchers without Waiting for Vendor Invoice using Evaluated Receipt Settlement (ERS) • Enables Touchless Receipt and Voucher Creation to reduce data entry time and errors • Useful for vendors with whom you have a trusting relationship
- 37. Advanced Shipping Notice/ ERS Process Flow PO Entry/ApprovalPO Entry/Approval PO DispatchPO Dispatch Receive by ASNReceive by ASN View PO Information View PO Information Ship & Record ASN with Invoice ID Ship & Record ASN with Invoice ID Buyer Side Supplier Side (eSupplier Connection) Review Shipment History Review Shipment History PO AcknowledgedPO Acknowledged Acknowledge POAcknowledge PO Voucher BuildVoucher Build Voucher / MatchingVoucher / Matching PaymentPayment Review PaymentReview Payment
- 38. eSupplier Connection Supplier’s Dashboard Visibilityinto Transaction History and Supplier’s Performance
- 39. eSupplier Connection Advanced ShippingNotices • Supplier Creates ASN On-Line • Alternatively, ASN loaded through EDI
- 40. eSupplier Connection Invoice andPayment Details Suppliers View Transaction Details On-Line Frees Buyers to Focus on Strategic Activities
- 41. eSupplier Connection Supplier PerformanceMetrics • On time performance • PO/Receipt Quantity Performance • Quality Performance • Quantity Performance
- 42. Source Purchase Settle •Supplier Selections • Negotiations and Agreements • Requisitions • Approvals • Purchase Orders • Acknowledgments • Receipts • Procurement Cards • Vouchers / Invoices • Matching • Payments Procurement Analytic ToolsProcurement Analytic Tools • Supplier Performance • Expirations & Renewals SRM Dashboard
- 43. Supplier Relationship Management Insight-DrivenBusiness Processes Business Insight • Expanded KPIs for buyers and managers • Summary metrics at business unit level • Supplier performance analytics pagelet SRM Dashboard Collection of pagelets and metrics presenting aggregated view of source-to-settle business process for Buyers and Managers
- 44. SRM Dashboard Pagelets andMetrics in Release 8.9 Activity Monitor Displays Buyer’s Current Task List
- 45. SRM Dashboard Pagelets andMetrics in Release 9.0 98% for period 7/06, Total Schedule Lines: 12 Mouse over bar indicates amount and total number of schedules for period
- 46. SRM Dashboard Spend byBusiness Unit Total Spend by BU
- 47. SRM Dashboard Spend byBusiness Unit Filter and View Schedules Drill into PO
- 48. Supplier Relationship Management SRMDashboard – Spend by Category Category Spend Broken Down by Vendor
- 49. Procurement Best Practices Gettinga Return on Your Investment • Compliance • Procurement and Supplier Contracts • Streamline Processing • Procurement Cards • eProcurement Approvals • Extend Procurement Automation to Suppliers • eSupplier Connection and Evaluated Receipt Settlement • Greater Business Insight / Analytics • SRM Dashboard
- 50. Source-to-Pay Best Practices Benefits •Simplification • Eliminate paper • Reduce manual entry and errors • Standardization • Validation of master and transaction data • Automation • Matching, payment and dispute resolution • Manage and control enterprise spend • Consolidation • Shared services • Supplier collaboration • Strategic alignment of finance activities with overall corporate goals • Gain visibility and control over spending • Focus on strategic activities • Improve internal policy compliance • Better visibility into the entire process • Better communication across parties to optimize decisions and strategies • Leverage supplier base
Editor's Notes
- #5 Reduce Spend – Contracts Reduce Processing Costs – PCards, ASN/ERS - streamline Improved Cash Management – Procurement Cards Stronger Internal Controls – Contracts, Matching Better Visibility – Contracts, eSettlements life cycle Better Communication – eSettlements using dispute settlements
- #29 Need to get file from bank, they need to be able to support the format. PCard information communicated with vendor Vendor passes PO information onto card issuing bank Bank passes PO information to customer in PCard bank statement Statement Load loading process attempts to use PO ID, along with transaction date and dollar amount, to try and match transaction with PO information Two notifications: Bank statement workflow and Grace Period Expired Workflow Procurement Cards on Requisitions and Purchase Orders To reduce the overhead costs associated with processing invoices and payments to suppliers companies are increasingly turning to procurement cards as a preferred payment method. To assist customers in streamlining their procurement and payables business process, Purchasing 8.9 enables users to specify Procurement Cards as a payment method on their requisitions and purchase orders. The users have an option of using their departmental cards or a ghost card on their transactions with various secure options to transmit the card numbers to suppliers. With this information available, the system can automatically match the incoming bank statements with purchase orders, accurately assigning costs to the right accounts. This enables companies to reduce their settlement costs with suppliers without sacrificing controls or access to spend information.
- #30 To ease the administrative burden of procurement cards, mass maintenance features have been added to this release. Since an organization can have a large number of procurement card users, administration of the individual cards can become very time intensive. The Mass Assign Proxy enables the management of proxies for multiple cards reducing the amount of time needed to administer and manage procurement cards. If, for example, a user that was an administrator for multiple cards leaves the company and is replaced by another, the existing set of cards can be moved to the new administrator. Change, delete, copy & move proxy rights for Cards
- #32 Transaction details for line
- #34 Performing key requisition processing tasks from the Manage Requisitions page accelerates and streamlines the requisition process, making users more efficient and effective You’ll see enhancements in a bit Prior to 8.9, lifecycle on separate page
- #35 Revisit your approval rules and heirarchy before implementing
- #37 automation
- #45 SRM Dashboard The SRM Dashboard was introduced in Release 8.9, is a collection of pagelets and metrics presenting aggregated view of source-to-settle business process. It provides the ability to view Purchasing and eProcurement-related information in one centralized location. We have improved business insight in Release 9.0 through the expanded KPI’s, which include the addition of the following metrics: For the Buyer Role: Total PO Spend, Percentage Contract Spend, Category Spend, and Supplier Spend For the Manager Role: Requisition Approval Notification, Total PO Spend, Category Spend, and Supplier Spend Business Unit Level Summaries includes reporting information summarized for a user defined business unit, including the following metrics: Requisition Transaction Summary by Month Purchase Order Transaction Summary by Month Receipt Transactions Summary by Month Supplier Performance Analytics allows for the inclusion of a pagelet containing supplier performance information Contract Mgmt Following up on the initial launch of PeopleSoft Enterprise Supplier Contract Management in release 8.9, release 9.0 contains the following key enhancements: Request for Contract – When creating a requisition, the requester can create a supplemental request that captures needed information pertaining to a contract request and any additional information in the supporting document. When you award the requisition to a contract, the contract specialist can reference the original request document and refer to the requesters responses within that request document to help drive the content and enter required data on the actual contract. The benefit of this process is that by the time the contracting specialist gets involved, the requestor has already been prompted for and provided all of the necessary information. SLA Compliance –Sometimes contracts contain service level agreements or supplier performance clauses that specify measurable goals or expectations for the supplier. Examples include on-time commitments, shipment accuracy, and shipment quality. Previously, PeopleSoft could only list SLAs. PeopleSoft Enterprise Supplier Contract Management 9 enables you to define these targets as part of the contract agreement and contract deliverable structure and have the application proactively notify you concerning the supplier’s performance. Evaluating the transactional data and then notifying the interested party if the supplier falls out of compliance, makes managing performance on an exception basis easier. Services Procurement Time reporting -- Customers using PeopleSoft Enterprise Services Procurement 9 to manage resource-based contingent labor can now have Service Providers report time based on shifts, assignments, or both. A shift is essentially a specified period of time that groups of people work such as day shift, swing shift and graveyard shift. Assignments relate to the work being done or conditions of work. For example an assignments can be when a person is on-call and when they are called out. Service providers will be able to report standard time as well as shifts and assignments all in the same user interface. Expanded roles - Customers will now be able to define a Service Provider with the additional ability to manage the process as a Service Coordinator. By allowing a service provider to act as a services coordinator, PeopleSoft Enterprise Services Procurement 9 streamlines the management of these service providers and integrates them completely into the PeopleSoft Enterprise Services Procurement application. This provides a lower total cost of ownership, better rate compliance, enhanced performance analysis, and easier replacement of service providers. Requisitioning Amount-only reqs -- Before PeopleSoft Enterprise Purchasing 9, the requisition was quantity-based. Amount only requisitions enable requesters to order goods and services specifying only a dollar amount and not quantity. PeopleSoft Enterprise Purchasing 9 extends support for amount only requisitions, so requesters now can place an order, receive the order, and pay for an order based solely on the amount that is purchased. Off-catalog requests – Item catalogs may not contain all items for which a requestor is searching. The Special Request feature enables users to request off-catalog items by providing item information to buyers. Typically requesting an item using the Special Request feature is more time consuming than selecting an item from a catalog. If the same item were to be requisitioned repeatedly using the Special Request feature, the requisitioning process would be greatly streamlined for users requesting that common, off-catalog item if it were part of the catalog. Additionally, after the item is added to the catalog, better spend control will occur and the procurement organization may be able to negotiate contracts for this item.
- #52 According to Hackett Group: Simplification of finance process Automation of routine or repetitive tasks Consolidation of redundant resources Standardization of data and processes Strategic alignment of finance activities with overall corporate goals Shared Services: Consolidation of redundant resources Standardization of data and processes How: Centralized ERP Processing COA Validation Accounting plus inter/intra company Allocations Statutory Reporting Industry Support & Best Practice Express Capitalization Configurable Matching (up to 4 way) Expense Analysis & Control Electronic Invoice/Bill Presentment & Payment for Supplier and Customer collaboration Centralized Payment platform to improve yield on cash assets & improved working capital Contracts PCard ERS Supplier Collaboration POAs Analytics Duplicate Vendor Checking Matching (4 way) Gain visibility and control over spending – which reduces spend on goods and services Focus on Stretegic activities because spending less time on non-value activities – supplier collab Other best practices: Electronic invoices (XML) Supplier self-service Online approvals Online dispute resolution Email notifications Matching at header, lines Tolerances functionality Exceptions workflow Virtual approver Central payment factory Real-time bank connectivity Workflow