Job Aid

Purchasing – Shared Services Scenario A

Document Control
Date Owner App Release Change Reference
7-Mar-2019 Joseph.Kim HRZ18CD01 Updated for role
simplification, need AP user
for Invoice Accounting and
Payment. Noted in Step 30.
14-Nov-2017 Joseph.Kim HRZ17CD03 Updated for HRZ17CD03 UI
changes
08-Jun-2017 Joseph.Kim GSIL12D01 No changes for R12
22-Apr-2016 Joseph.Kim GSIL11D01 Updated for R11

Italics are used for notes and information.

Where applicable, you will see one of more of the following icons at the far right of screen on the
various product homepages (ex. Purchasing Homepage). The demo scripts refer to each icon per
the description next to the icon below (ex. Click Task icon > Create Initiative task)

Task icon

Search icon

Recent Documents icon

Reports and Analytics icon

DEMO NOTE for accessing login screen:

 From GSE Launchpad > click Launch Demo link
 From Index screen > click Primary Login Pages link > click ERP and SCM Cloud
hyperlink to access main user sign on screen.

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Step Action
1. For Scenario A:
Requisition BU = UK
Procurement BU = US1
Sold-to Legal Entity = UK
This demo flow specifically covers the Shared Services feature.
The setup is as follows:
 For BU = UK:, it is setup so that US1 is a “Service Provider” for UK.
UK is also a service provider for itself.
 The supplier used for this demo is “Staples” with the US1 Site = “Staples
US1”. For this supplier Site in US1, the Site Assignment setup has an
entry where Client BU and Sold-to Legal Entity is UK Business Unit.
This is what allows this US1 Supplier Site to purchase for UK.
 BPA 52176 has been created by US1 Procurement Agent (calvin.roth)
where the Business Unit Access has entry for both US1 and UK as
Requisitioning BU, AND where Staples US1 is set as the Purchasing Site
for BOTH US1 and UK Requisitioning BU.

So in this demo flow:

 The employee/requisitioner (Liz.Morgan) is tied to UK Business Unit
 Liz.Morgan goes to Self Service Procurement to order a Franklin Covey
Planner item
 This item is centrally procured through US1 BU via the BPA 52176
 After item is added to Requisition and submitted, this will autogenerate a
Purchase Order in UK, but where the Procurement BU is US1.
 Then continue to do Self Service Receipt in UK, and optionally create an
Invoice and Payment in UK.
2. Sign in as user liz.morgan/ (weekly password), Click on Sign In
3. Click Favorites icon > Self Service Procurement
Or
Click Navigator icon> Procurement > Purchase Requisitions
4. Notice at the bottom right corner of screen, under the Requisition Preferences portlet,
the user is tied to Requisitioning BU = UK Business Unit
Be sure to note this during the demo, so it is clear this request is coming from UK
Business Unit.

For Search field. Enter in "franklin covey"

Click the Search graphic.
5. The search results are displayed. There should be multiple planners to choose from
based on BPA 52176 for Staples.
Also notice the price shows in both GBP and USD.

Update Quantity to 2 for item: Franklin Covey Planning System ; Supplier Item
AAG56703 ; for price 53.70 pounds
Click Shopping Cart icon

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Step Action
6. The Planner is added to our shopping cart.

At top right corner, click Shopping Cart icon > click Review button.
7. Users can optionally change the billing information or in most cases just proceed with
submitting the requisition.

Click the Submit button.

8. Click the OK button to Confirmation pop up window

NOTE your Requisition Number: _________________

9. DEMO NOTE: It may take 1-2 minutes for the Requisition to go to Approved status
and for the PO to get created and auto approved. You can note that the BPA for the
printer is setup with controls so the system will automatically generate the PO and
approve the PO.
10. Click Manage Requisitions hyperlink (again it may take a minute or longer for the
requisition to Approve and the PO to get generated)

NOTE your Purchase Order Number: _______________

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Step Action
11. Click on the Order number hyperlink to get the Order details.

Notice the following information on the Purchase Order details screen:

Procurement BU US1 Business Unit
So in
Requisitioning BU UK Business Unit

Sold-to Legal Entity UK Legal Entity

Bill-to BU UK Business Unit

Order (note the PO number is based on UK

sequence, ie. It starts with 55####, not
16####)
Buyer Calvin Roth (which is a US1
Procurement Agent)
Supplier Staples

Supplier Site Staples US1

From Lines table, click on 303.30.7100.360.000.000

Distributions sub-tab and (Account from Requisition that is valid
scroll to column: for UK BU, since this is the also the Sold
to BU, in which the invoice is created)
PO Charge Account
this scenario, the Requisition BU, Sold to Legal Entity, and Bill-to BU is UK, but the
Procurement BU is US1. Which is where the BPA agreement resides. This means the
Invoice and Payment is done in UK. Invoice and Payment from UK will be show later
in this demo flow.

At this point the Requisition submitted/approved, and the PO was created/approved.

The next step is to do receipt of the PO.
12. At top left corner of screen:
Click Favorites icon > Self Service Receiving
Or
Click Navigator icon > Procurement > My Receipts

This will take user to the Self Service Receiving Workarea

13. The custom search “My Requisitions” should find your Requisition/Purchase Order. If
your transaction is not visible, try the following search:

Update the following fields in the Search section:

Items Due = Anytime
Requisition = your Req #
Click Search button

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Step Action
14. The Search Results table should show your requisition.

Use mouse to click on your line to highlight it

NOTE: DO NOT try to receive any other lines that is NOT your transaction.

Click the Receive button

15. Enter your Quantity (ex 2) under the Quantity column
Click Submit button

Note the Receipt # __________from the pop up confirmation window.

16. Click OK button to close confirmation window
17. At this point the Requisition and PO are created and approved, along with a
Receipt number. You can choose to end the demo at this point.

Or you can continue to the next section to create an invoice in UK BU.

18. At top left corner of screen:
Click Favorites icon > Invoice Homepage
Or
Click Navigator icon> Payables > Invoices

Taken to Invoice Workarea

19. Click Task icon > Create Invoice hyperlink
20. Click on Search Icon (magnifying glass) next to the field Indentify PO
Enter in your Purchase Order number _____
Click Search button

After system finds your PO, highlight the PO number in the table, then click OK
button
21. The Business Unit and Supplier information will default in the fields.

Verify the Supplier Site field value is Staples US1

For field Number, enter in a invoice number (ex your PO Number-INV)

For field Amount, enter in the amount based on your Requisition Approval Amount (line
totals + tax): Ex: 131.98
22. Under the Lines section in screen, click on the Go button, which looks like a circle with
an arrow in it. This is next to the “Match Invoice Lines” drop down field.
23. Check the box under the Match column to select the PO,
Then click OK button

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Step Action
24. OPTIONALLY, if you were not sure of the Invoice Total Amount, you can go to Invoice
Actions LOV and click Calculate Tax

Then scroll down to bottom of page to see the correct, then as needed go back to Amount
field at header level and enter in correct amount.
25. Click Invoice Actions > Validate

Notice the screen updated and the Invoice Summary portlet at far right shows Validation
as Validated
26. Click Save and Close button
27. AT THIS POINT THE PROCUREMENT MANAGER USER HAS VIEWED AND
VALIDATED THE INVOICE.

FROM 18C THE DEMO ENVS HAS BEEN UDPATED TO REMOVE THE AP
MANAGER AND SUPERVISOR ROLE, SINCE IT IS NOT COMMON BUSINESS
PRACTICE FOR THE PROCUREMENT MANAGER TO BE ABLE TO PAY THE
INVOICE.

SO YOU WILL NEED TO LOG IN AS THE ACCOUNTS PAYABLE USER TO

“POST TO LEDGER” AND “PAY IN FULL” THE INVOICE.
THIS IS OPTIONAL, AND SHOULD BE SHOWN AS NEEDED FOR YOUR
DEMO.
28. Click down arrow next to name, then Sign Out hyperlink at top right corner of screen to
log out
Click Confirm button
29. OPTIONAL STEPS TO “POST TO LEDGER” AND “PAY IN FULL” THE INVOICE
30. Sign in as AP user jane.payne / (weekly password)
31. At top left corner of screen:
Click Navigator icon > Payables > Invoices

Taken to Invoice Workarea

32. Click Task icon > Manage Invoice hyperlink
Search in the invoice:
Invoice Number field enter in your invoice number
Invoice Date field enter in current date (that ERS invoice was generated)
Click Search button
33. Click Invoice Actions > Post to Ledger link

Click OK to pop up window confirmation that accounting completed.

Notice the screen updated and the Invoice Summary portlet at far right shows
Accounting as Accounted

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Step Action
34. The next section will create a Payment for the invoice.

Click Invoice Actions > Pay in Full link

Pop up window opens for Pay in Full.

35. Enter for the following fields:
Bank Account = Multi Currency - 1
Payment Process Profile = SWIFT MT100
Conversion Rate Type = Corporate
Click Submit button

Click OK button to pop up confirmation window

36. Return to Invoice details screen

Notice the screen updated and the Invoice Summary portlet at far right shows Paid as
Paid

Click Save and Close button for the Invoice

37. Click down arrow next to name, then Sign Out hyperlink at top right corner of screen to
log out
Click Confirm button
38. At this point the Procure to Pay flow is complete. This includes Requisition,
Purchase Order, Receipt, Invoice, and Payment.

Optionally you can go back to Self Service Procurement to get a complete

“Lifecycle” view of the P2P transaction.
39. Sign in as user liz.morgan/ (weekly password), Click on Sign In
40. Click Favorites icon > Self Service Procurement
Or
Click Navigator icon> Procurement > Purchase Requisitions
41. Click on your Requisition description hyperlink under the Recent Requisitions section
42. Click View Life Cycle button

Highlight all the transaction details for the Requisition, Purchase Order, Receipt, and
Invoice.
To view Payment, drill into the Invoice number hyperlink, then click on the Payments
sub-tab.

To see the Payment number, you can drill into the Invoice number hyperlink, then click
on Payments sub-tab.

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Step Action
43. SEEDED TRANSACTION:
You can check the following transactions as an example of the above flow and if you
want to quickly show the Life Cycle.
Requisition = 900502
Purchase Order = 553934
Receipt = 40759
Invoice = 553934inv
Payment = 3422
44. End of Procedure.

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