Purchasing and Procurement

Purchasing leverages the institution’s buying power to develop strategic relationships with suppliers and implements cost-effective contracts. Their expertise ensures that procurement decisions will be made in the best interest of the university and in compliance with applicable rules and regulations. Source: http://purchasing.osu.edu/aboutus/default.aspx

The Procurement process at the University consists of four major processes. The procurement decision tree can help you determine which process to follow. Source: https://u.osu.edu/pssc/procurement-processes

  • Payments, Voucher Approvals, and Match Exceptions – process for issuing payments for payments, approving purchase order vouchers, and resolving match exceptions on purchase orders.
  • PCard – process for making purchases on one of three types of University issued credit cards.
  • Purchase Orders, Requisitions, and eStores Orders – process for issuing a Purchase Order or Material Stock Request (MSR through Stores Warehouse).
  • Travel – Process for requesting travel approval, prepayment of travel expenses, and post trip reimbursement of travel expenses.

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The purchasing and procurement learning we offer include: 

Purch1 Policy Overview (online)
Provides an overview of university procurement methods and policies related to purchasing on behalf of the university. After completing this course, participants will be able to explain relevant policy guidelines and list the methods available to purchase goods and services.

Purch2 Requisitioner (online)
Describes the responsibilities of a Requisitioner and explains the procurement process. After completing this course, participants will be able to enter an eStores requisition and a standard requisition, describe the steps in the requisition process, and use the Procurement ASSIST pages as a reference for processing all the variations of requisitions. Information about OSP Purchasing is included to explain any differences in specific procedures.

Purch3 Delegated Buyer (online)
Introduces the steps for processing a purchase order in the Financials system including how to enter, dispatch, modify (as needed) and close a standard purchase order. After completing this course, participants will be able to define the responsibilities of a Delegated Buyer, describe the steps in the purchase order process, and use the Procurement ASSIST pages as a reference for processing all the variations of POs.

Purchasing Experience–Delegated Buyer/Requisitioner (computer lab)
This three-hour session is held in a computer lab. During this session, participants create requisitions and purchase orders within the training environment. While attending the Purchasing Experience session, participants will have the opportunity to:

  • View the Financials system pages
  • Work on training scenarios for requisitions and purchase orders
  • Complete entry fields
  • Access Inquiry pages
  • Become familiar with the navigational features

Note: Participants are required to take Purchasing Experience – Delegated Buyer/Requisitioner if they are requesting to take the Delegated Buyer Final Assessment.

Purch4 Inquiry (online)
Provides an overview of the procurement inquiry tools. After completing this course, participants will be able to identify and use the Procurement Inquiry tools, and leverage the selection criteria fields to get more specific results.

Purch5 Approver (online)
Provides an overview of the approval process in the Financials system. After completing this course, participants will be able to describe the responsibilities of an Approver, use the Worklist to approve/deny transactions and add comments to explain why a transaction is being denied.

Purch6 Receiver (online)
Provides an overview of the receiving process in the Financials system. After completing this course, participants will be able to explain the benefits of the Central Receiving process and when a supplier may deliver directly to the department. They will also be able to describe the receiving process, identify the steps for entering different types of receipts, enter comments on a receipt and receive partial shipments or damaged goods. Please note: with the introduction of Central Receiving, very few individuals need this course and associated security role. 

Purchasing Experience–Delegated Receiver (computer lab)

This three-hour session is held in a computer lab. During this session, participants will be working with a “receipts” packet to enter, update, and inquire on different types of receipts in the training environment.
New users will be able to:

  • View the Financials system pages
  • Complete entry fields
  • Use the look up feature
  • Identify the fields with default values
  • Become familiar with the navigational features

Note: Participants are required to take Purchasing Experience – Delegated Receiver if they are requesting to take the Delegated Receiver Final Assessment.

The Procurement & Payment Process (instructor-led)
Explains the procurement and payment process at OSU. Topics include paying against purchase orders and convenience orders; processing invoices, credit memos, and payment requests; as well as honoraria and other payments to individuals.

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2 thoughts on “Purchasing and Procurement

  1. There’s no explanation here about bid requirements, how to start a bid, the Strategic Sourcing process, etc. Is there a plan to extend the Purchasing training to include also the Strategic team?

    • Good morning. Thank you for your inquiry. With the implementation of Workday, there is no immediate plan to update the current purchasing training to include strategic sourcing data. The individual may be able to find what they need at: http://purchasing.osu.edu. There is a drop down menu for suppliers to understand the bid process as well as for employees to learn how the process is handled.

      Financial Training (sjs)

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