The eProcurement Marketplace
The Newsletter for eProcurement Services June 2004
Greetings! The eProcurement Marketplace has three
components:
1) Vendor catalogs— we have 4 vendors
Welcome to our new newsletter for
who have their catalogs available for
eProcurement Services. Our goal is to
direct ordering. These vendors are Bank
provide you with timely information and tips
& Office (Steelcase Furniture), Corporate
that will help you do your job.
Express, Dell Computers, and VWR To
access vendor catalogs, you login into
What is eProcurement? eProcurement and click on the Vendor
Catalogs link. Then you click on the
UW eProcurement = Web Based One-Stop “Buy From Supplier” button and you will
Shopping! be automatically directed to the vendor’s
website.
eProcurement is an easy, fast and convenient
way to order stocked items from UW Stores
plus direct ordering from vendors such as
VWR, Corporate Express, Dell Computer,
Bank and Office Interiors – Steelcase; with
many new suppliers coming soon - all at UW
special pricing.
eProcurement –offers:
• Direct billing using your budget
number
• Budget splitting
• Vendor catalogs for direct ordering 2) Hosted catalogs—these are catalogs that
• Online department review/approval are housed within eProcurement’s
• Client generated report inquiry categories of products. Currently we
• Improved product descriptions and a have two vendors with hosted catalogs:
more advanced search engine University Stores and Qiagen. We will
be expanding the list of hosted vendor
Hands-on training is also available! catalogs.
3) Noncatalog items —for items that are not
Introducing The eProcurement available in the hosted catalog or the
Marketplace vendor catalogs, you can choose to place
a noncatalog requisition. You do this by
The eProcurement Marketplace is a central clicking on the
location where you can shop from multiple Create Non-Catalog
vendors while taking advantage of UW Item button. Enter a
pricing and contracts. description of the item you are ordering
(Continued on page 2)
eProcurement Services is sponsored by Purchasing and Stores—contact us at 685-3558 or
eprocure@u.washington.edu
eProcurement News Pg. 2
(Continued from page 1)
After a requisition is approved, eProcurement
and the vendor you want to order from. assigns an order number to the requisition.
After you click “Submit”, an Order The order number begins with “EP" (EP
Service Coordinator from University stands for eProcurement”).
Stores will get pricing from the vendor The order number beginning “EP” appears on
and then advance the order. packing slips from vendors, on invoices and
packing slips from University Stores, and on
Tips for placing Noncatalog Reqs the BAR.
Each time you place a Non-Catalog How do I find the EP number?
Requisition, an Order Service Coordinator
must contact the vendor to determine pricing If you are the preparer, all approved orders
and availability. While the pricing is are automatically saved to your Approved
determined, all items on the requisition folder. Click on the Approved folder. You
(University Stores, Corporate Express, etc) will see a list of requisitions. To view the EP
must wait until the pricing for the noncatalog number, click on the underlined Title of the
items are final. This means that if you mix requisition. At this screen you will see the
Non-Catalog items and Corporate Express EP number. You can also click the “Print”
Items, all the Corporate Express Items will button at the top for a printable copy of the
wait until the Non-Catalog Item is approved. order. When you click the “Print” button, you
Depending upon your business needs, you will see the form below.
can choose to combine Non-Catalog
requisitions with other types of requisitions or
to place Non-Catalog requisitions separately. The EP number appears on the BAR.
Reconciling eProcurement Charges
eProcurement provides all the numbers you
need to reconcile charges to the BAR (Budget
Activity Report).
eProcurement assigns two numbers: a
requisition number and an order number. The
order number is the most important number
for reconciling charges to the BAR.
The requisition number is the first number
assigned by eProcurement. A requisition
number is assigned to a requisition when you
click “Create Requisition.” Each and every
requisition has a requisition number that
begins with "S". This “S” number will
appear on invoices and packing slips from
University Stores.
eProcurement Services is sponsored by Purchasing and Stores—contact us at 685-3558 or
eprocure@u.washington.edu
eProcurement News Pg. 3
How do I see an EP number if I did not How does the EP number appear on the
prepare the requisition? BAR?
eProcurement has a role called “Global The EP Number appears on the BAR in the
Watcher”. A Global Watcher can view all field labeled “REQN NO” (see diagram
order activity for a budget number or for an below). The EP number will contain zeros
org code. If you need to view all orders to on the BAR. In other words, eProcurement
help reconcile your charges, contact order EP6660 will show up on the BAR as
eProcurement and we will help your EP0006660.
department setup Global Watchers.
This is the position in which the EP number appears on all Budget Activity Reports.
selected stock items. We are working on
FAQ—Frequently Asked solutions to keep discontinued items visible
Questions so we can direct you to the vendor who
supplies the discontinued item. Do you need
How Do I use E-Quotes in Dell? to know where to place a Nonstock order?
We have a file on web that lists all the
E-Quotes were temporarily unavailable obsolete items. Just go to http://www.
during Dell’s website upgrade. E-Quotes is washington.edu/admin/purchstores/stores/
available now again. To use E-Quotes, login obsolete.pdf to find out what items we no
to eProcurement and go to Dell’s vendor longer carry and which vendor you can place
catalog. On the gray bar at the top of the Dell a nonstock order through.
website is a button “Retrieve E-Quotes.”
Click on the button. Then enter the email Corporate Express automatically
address that the E-Quote was saved under. substitutes for items that are unavailable
Important: you need to know the email and I don’t want the substitutes.
address that the E-Quote was saved under. If
Dell offers you an E-Quote on a computer, Corporate Express is no longer going to be
you need to get the email address that the substituting items that are not in stock. If
Dell representative saved the E-Quote under. they don’t have the item it will go into
backorder status and you will be notified by
How do I order an obsolete item? email. If this doesn’t happen please call 685-
3558 and we will be happy to work with you
University Stores is reducing inventory on to resolve the issue.
eProcurement Services is sponsored by Purchasing and Stores—contact us at 685-3558 or
eprocure@u.washington.edu