Would like to see 'Need By' Date functionality.
Under review. What if supplier can't meet need by date? How do we train users/suppliers.
What do you do if the prices on order are not correct when submitted and department is notified by vendor?
Recommended best practice is for submitter to add comment to EI Order in eProcurement that they approve the price change. Ensure comment be put on PO, not Requistion. This will only be an issue until we get Change Orders Implemented.
Why does the Order address fill in automatically?
Must fill automatically because the system has to work the same for both catalog and non-catalog suppliers. You can select another order address if the supplier has more than one in the system. But you must choose from the addresses in the system. You cannot enter your own.
Can you change the budget or account codes?
Not until Change Ordering is implemented (over 10K process). Then you will be able to do this IF the order is not completely invoiced. You can always do an expense tranfer in MyFD to move the money to the correct budget. If the budge is bad (i.e., closed after the order was placed but before invoiced, you can contact AP and they can change it to a good budget, but this is the only exception.)
Does the system support change orders?
For this rollout which only supports non-catalog orders for under 10K, there will be no "Change Order" button. To change an order, the user who placed the order must contact the supplier and add a comment to the EI Order stating the order is regarding the change. If it is simply a price difference (line item description and quantities stay the same) and the supplier is OK with shipping and invoicing at the new price, it is OK to use the same EI PO number. Add a comment to the EI noting the price change.
If a supplier is not Ariba Enabled, how do they receive the order? What is the "Manual Order" Process?
A Manual Order is a Non-Catalog Order that must be manually emailed to a supplier by Procurement Services because the supplier is not Ariba Enabled. Jeff Mellama and a backup are trained in the process of emailing the EI to the supplier.
Where does a user specify an email address and supplier contact name for where the order should be sent?
Send PO To Box. This will only appear if the supplier you select is NOT Ariba Enabled. Ariba Enabled suppliers already have electronic ordering set up and the order will be routed based upon their configuration.
After an order is issued who and how are the bounce back of order acknowledgements handled? For example, how do you dispute General Terms & Conditions, additional indemnification addendums, etc?
For manual orders, an email goes back to end user from supplier. If end user can't answer it, they can contact PCS help for assistance.
Does Non-Catalog Ordering provide basic order confirmation, ship confirmation, cancellations, back order notifications, etc?
For Ariba Enabled supplies only, there is the ability to force them to send order and shipping confirmation. If they are set up this way, then they cannot invoice until they send the confirmations. However, there are no timing guarantees. Ariba trains suppliers to set a field to force sending the Order and Ship Confirmations before the invoice can be sent. Again, there is no way to force the supplier to send these in a timely manner. All they have to do is send them before the invoice.
How will multiple shipments be reflected in MyFD. With Procard each shipment shows up as a separate transaction in MyFD
There is one (1) MyFD Transaction per invoice.