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Best Practices in PeopleSoft Procurement SRM PUG February 2008


Alexa Dhillon PeopleSoft SRM Product Strategy Manager alexandra.haytcher@oracle.com

Safe Harbor Statement


The following is intended 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 Oracles products remains at the sole discretion of Oracle.

Leveraging Best Practices Across 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

Procurement Best Practices


Getting a Return on Your Investment
Compliance
Enforce Negotiated Terms Legal and Organizational Drive Contract Compliance

Streamline Processing
Increase process effectiveness

Extend Procurement Automation to Suppliers Greater Business Insight / Analytics

Free Buyers and Payables Clerks to Focus on more Strategic Activities

Gain deeper insight into spending Enhanced, Configurable Reporting to Meet User Needs

Procurement Best Practices


Getting a Return on Your Investment
Compliance
Procurement and Supplier Contracts

Streamline Processing
Procurement Cards eProcurement Approvals

Extend Procurement Automation to Suppliers Greater Business Insight / Analytics


SRM Dashboard

eSupplier Connection and Evaluated Receipt Settlement

Procurement Contracts
Manage Suppliers & Contracts
Supplier Performance Expirations & Renewals

Source

Purchase

Settle

Supplier Selections Negotiations and Agreements

Requisitions Approvals Purchase Orders Acknowledgments

Receipts Procurement Cards Vouchers / Invoices Matching Payments

Supplier Contract
Procurement Contracts vs. 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

Procurement Contracts
Best Practices for 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

Procurement Contracts
Tips for Getting 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

Procurement Contracts
Contract Process Options Procurement Contract Process Options:
Purchasing Contracts Purchase Order Release to Single PO Only

Recurring Vouchers

Recurring Voucher Recurring PO Voucher

Both

General

Procurement Contracts
Purchase Order vs. 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

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

Procurement Contracts
Generating Releases from Contract to Purchase Order
Contract Releases

Requisition

Planning (Planned Orders)

Contract PO Process

PO Calc & PO Create

Purchase Orders

Other External Sources

Procurement Contracts
Manually Referencing Contract on Requisition
Contract

Requisitions with Contract

Requisition Selection

PO Calc & PO Create

Purchase Orders

Planning (Planned Orders)

Other External Sources

Procurement Contracts
PO Calc Looks for Available Contract if None Specified
Contract

Req without Contract

Requisition Selection

PO Calc & PO Create

Purchase Orders

Planning (Planned Orders)

PO Stage Process

Other external Sources

Procurement Contracts
Manually Associate Contract on Purchase Order

Select Contract on PO Line, or Copy entire Contract into PO

Purchase Order

Contract

Purchase Order

Purchase Order

Purchasing Contracts
Process Flow

Consolidate Demand

Conduct Negotiation

Requisition

Integrated Contracts Enforce Negotiated Terms and Operational Compliance

Analyze and Award

Accrue / Relieve Encumbrance

Purchase Order

Contract / Document / SLAs

Procurement Contracts
Recurring Voucher Best 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

Procurement Contracts
Recurring Voucher Releases
Create Vouchers on an as-needed basis
Stage all releases up front, create vouchers as needed, or Stage and create vouchers as needed

Recurring Voucher

Releases

Voucher Build

Vouchers Voucher

Procurement Contracts
Recurring PO Voucher
Encumber funds on Contract prior to Voucher Creation Applies to Voucher Contracts, and organizations using commitment control
Contract $12,000

Voucher $4,000

Voucher $4,000
Purchase Order $12,000 Voucher $4,000

Supplier Contract Management


What Is It?
Content Management Contract Document Authoring Lifecycle Management

Create and Enforce Better Supplier Contracts

Supplier Contracts : Monitoring & SLAs


Enforce Contract Compliance

Proactive Performance Monitoring

Automatic Spend Threshold Notifications

Monitor contracted
Service Level Agreements with suppliers and take corrective actions

Easily Track SLAs: Define On-Time Metrics Associate to contract Update metric based on
receipts View Results In Contracts Monitor

Track Spend & Performance: % of quality receipts % Correct Receipt Qty % On-time deliveries % Total Ordered versus
Received

Understand current
spend vs. contract at-aglance and accelerate or reduce spend accordingly

Procure-to-Pay for Goods & Services

Supplier Contracts
Request Document

Supplier Contracts
Contract Request Document

Procurement Cards
Manage Suppliers & Contracts
Supplier Performance Expirations & Renewals

Source

Purchase

Settle

Supplier Selections Negotiations and Agreements

Requisitions Approvals Purchase Orders Acknowledgments

Receipts Procurement Cards Vouchers / Invoices Matching Payments

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

Procurement Cards
Process Flow
Requisition with Procurement Card as Payment Method
Vendor Ghost Card PO with Procurement Card as Payment Method
USBank & VISA InfoSpan
Statement Layout

Misc. Statement Layout


Inbound File Publish Process

Procurement Card Stage Process

Load Statement Process Statement Notification Process

Dispatch PO

Reconcile Transactions
Voucher Stage Process Voucher Build Process Budget Check and Post

Streamline Business Process by Automatically Matching Incoming Bank Statement with Purchase Order

Procurement Cards
Ghost Card on Vendor Vendor Ghost Card can automatically be used as a Payment Method on Requisitions and POs

Procurement Cards
Reconciling Statement

View Transactions of all Users for which Role has Authority

eProcurement Approvals
Procurement Analytic Tools
Supplier Performance Expirations & Renewals

Source

Purchase

Settle

Supplier Selections Negotiations and Agreements

Requisitions Approvals Purchase Orders Acknowledgments

Receipts Procurement Cards Vouchers / Invoices Matching Payments

Simplified Requisition Processing


Manage Requisitions Release 8.9

Visibility into Entire Requisition Lifecycle

Simplified Requisition Processing


Approving Requisitions Made Easier Release 8.9

Expandable Requisitions

Mass Approvals

Simplified Requisition Processing


Email Approvals Release 8.9

Approve Without Logging into Application

Advanced Shipping Notice / Evaluated Receipt Settlement (Using eSupplier Connection)


Manage Suppliers & Contracts
Supplier Performance Expirations & Renewals

Source

Purchase

Settle

Supplier Selections Negotiations and Agreements

Requisitions Approvals Purchase Orders

Receipts Procurement Cards Vouchers / Invoices Matching Payments

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

Advanced Shipping Notice / ERS


Process Flow Buyer Side
PO Entry/Approval PO Dispatch PO Acknowledged Receive by ASN Voucher Build

Supplier Side (eSupplier Connection)


View PO Information

Acknowledge PO Ship & Record ASN with Invoice ID Review Shipment History

Voucher / Matching
Payment Review Payment

eSupplier Connection
Suppliers Dashboard

Visibility into Transaction History and Suppliers Performance

eSupplier Connection
Advanced Shipping Notices Supplier Creates ASN On-Line Alternatively, ASN loaded through EDI

eSupplier Connection
Invoice and Payment Details Suppliers View Transaction Details On-Line

Frees Buyers to Focus on Strategic Activities

eSupplier Connection
Supplier Performance Metrics

On time performance
PO/Receipt Quantity Performance Quality Performance

Quantity Performance

SRM Dashboard
Procurement Analytic Tools
Supplier Performance Expirations & Renewals

Source

Purchase

Settle

Supplier Selections Negotiations and Agreements

Requisitions Approvals Purchase Orders Acknowledgments

Receipts Procurement Cards Vouchers / Invoices Matching Payments

Supplier Relationship Management


Insight-Driven Business Processes
Business Insight
SRM Dashboard
Expanded KPIs for buyers and managers Summary metrics at business unit level Supplier performance analytics pagelet

Collection of pagelets and metrics presenting aggregated view of source-to-settle business process for Buyers and Managers

SRM Dashboard
Pagelets and Metrics in Release 8.9

Activity Monitor Displays Buyers Current Task List

SRM Dashboard
Pagelets and Metrics in Release 9.0
Mouse over bar indicates amount and total number of schedules for period

98% for period 7/06, Total Schedule Lines: 12

SRM Dashboard
Spend by Business Unit

Total Spend by BU

SRM Dashboard
Spend by Business Unit

Filter and View Schedules


Drill into PO

Supplier Relationship Management


SRM Dashboard Spend by Category

Category Spend Broken Down by Vendor

Procurement Best Practices


Getting a Return on Your Investment
Compliance
Procurement and Supplier Contracts

Streamline Processing
Procurement Cards eProcurement Approvals

Extend Procurement Automation to Suppliers Greater Business Insight / Analytics


SRM Dashboard

eSupplier Connection and Evaluated Receipt Settlement

Source-to-Pay
Best Practices
Simplification
Eliminate paper Reduce manual entry and errors

Benefits
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

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

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