Dummy Purchase Order in Oracle - PowerPoint

							INTERNAL TRADE IN ORACLE
       October 2009
   Lisa Thomas & Olivia Stokes
Agenda

•   Introduction to Internal Trade
•   Benefits
•   Impact of Change
•   Internal Trade Process
•   Demonstration of Internal Trade
•   Completion of Internal Supplier Set- up Form & Deadline
•   “Off System” Processes
• Questions & Answers
Introduction to Internal Trade

• Internal Trade is the purchase of goods or services from University
  Schools & Directorates.

• The process in Oracle is the same as purchasing goods and
  suppliers from external suppliers.

• Exceptions include Estates Hotline charges, telephone and postal
  charges. Journal type transactions will continue.

• The Internal Trade process is not for transferring funds within a
  School or Directorate.
Benefits

• TRF’s will no longer exist!

• 99% internal and external ordering processes are consistent.

• Commitment for Internal Trade transactions are applied at point of
  order – additional manual input not required.

• Improved control over authorising Internal Trade transactions.


• Improved management information for supplying School/Directorate.
Impact of Change

• Internal Trade will be an electronic process for most areas (requiring
  electronic approval).

• Customers will no longer manually complete TRF’s.

• As a Supplier you can check the status of orders and follow up un-
  receipted PO’s.

• The workload is likely to remain the same, but a more efficient
  process.
INTERNAL TRADE PROCESS
Internal Trade Cycle

                              iProc
                            Requisition
            Journal and                     Purchase
              reconcile                       order
             income a/c


       Run report                               Goods/Svs
       to indentify                              supplied
         income


              Internal
            Supplier paid                    Receipt
                                            Goods/svs
                            Invoice auto-
 Customer
                               created
 Central FINCE

 Supplier
DEMONSTRATION OF PROCESS
Customer- Place requisition with
Internal Supplier
Customer- Requisition Approved
PO Received by Supplier
Customer- Receipt Goods
Customer- Receipt relevant lines
Central Finance Functions

• Report scheduled to convert receipted PO’s to invoices.

• Invoices Validated – available for payment.

• “Dummy” payment run scheduled for Internal Supplier.

• Payment run credits Internal Supplier account and
  specified Chart of Accounts Code.
Supplier - GL Income
Supplier- Internal Trade Report
Supplier - Transfer Income

• Process journal transfer if income is coded to a suspense account.




• Suspense accounts should be reconciled on a monthly basis
Supplier - Report of Unreceipted PO’s
What is Your School or Directorate?


                             School / Directorate?




         Customer                     Supplier       Both




Customer = School / Directorate requiring goods
or services
Supplier = School/ Directorate supplying goods
or services
Supplying to other Schools / Directorates
 Internal Trade Supplier accounts must be set up in Oracle.

 Some examples of CSERVs’ Internal Trade Supplier Accounts are:
 1.  CSERV Catering
 2.  CSERV Conference Facilities
 3.  CSERV Security

 Will your School or Directorate be an Internal Trade Supplier?

 Yes – define each supplier account name for each group of
 goods/services supplied by:

 a. using your acronym
 b. naming the type of good(s) or service (s)

 No – you do not require a supplier account name
Supplier Account Codes for Internal Trade

 Will the income go to one nominal code?

 Yes – Provide the CODA nominal account & equivalent analysis code in
   Oracle:

 Optom’s Eye Clinic Code

 Nominal Code - KSOP001 – Oracle Analysis - AA14901001

 If No – income needs to go to more than one code - a
 suspense code will be set up in your New Chart of Accounts by Management
     Accounts from go live.
Internal Trade Supplier Set up Form - Guidance


   • The form should be completed for each Supplier Account Required.

   • Always use the School / Directorate Acronym followed by
     description of goods/service if required.

   • A generic email is recommended i.e. Eyeclinic@cf.ac.uk

   • Deadline – Monday 26th October 2009.
“Off-System” Processes

• You can continue with current processes but you should take into
  consideration the iProc ordering process.

• For example CSERV will use Catering charge sheets as a Goods
  Received Note in Oracle.

• Changes to your current processes should be communicated on
  your webpage pre Go Live.

•   Publish your Oracle Supplier name and reference once created.
CSERV “Off-System” Processes


  • CSERV Suppliers
     – 1. CSERV Catering
     – 2. CSERV Conference Facilities
     – 3. CSERV Security
     – 4. CSERV Portering Services (inc Manual Handling)
     – 5. CSERV Auxillary Services


  • Customers should contact CSERV in advance of placing a PO to
    agree service provision – except standard catering orders for
    buffets.
  • Services should not be receipted until the relevant paperwork from
    CSERV has been received advising of final charges.
  • Receipt on a timely basis.
           Questions & Answers

Further information – Thomasl8@cardiff.ac.uk