PO Buyer

The PO Buyer responsibility is assigned to buyers in the central purchasing office, as well as buyers with delegated authority located in departments such as Facilities Management, College at Wise and Environmental Health and Safety. The specific functions to which the PO Buyer will have access within the Integrated System include:

• Request vendor file additions
• Can create a purchase order from a purchase requisition
• Issue direct entry purchase orders
• View PO information and run reports
• View on hand quantities of items in ChemStores
• View Accounts Payable information

The following courses are required:

Integrated System Navigation and Overview
PO4: Central Purchasing - Part 1
PO5: Central Purchasing - Part 2

Registration Information

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The PO Buyer Manager responsibility is assigned to individuals requiring access to all areas that buyers use, plus those required to manage buyer workload. The specific functions to which the PO Buyer Manager will have access within the Integrated System include:

• Request vendor file additions
• Can create a purchase order from a purchase requisition
• Issue direct entry purchase orders
• View PO information and run reports
• Complete internal requisitions (ChemStores)
• View on hand quantities of items in ChemStores
• View Accounts Payable information
• Receive requisitioned goods
• Manages buyer workload and assigns requisitions to buyers

The following courses are required:

Integrated System Navigation and Overview
PO4: Central Purchasing - Part 1
PO5: Central Purchasing - Part 2
PO6: Purchasing Management

Registration Information

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The PO Administrator responsibility is assigned to individuals requiring access to all screens and application setup. It should only be given to persons responsible for the maintenance of the module and its functions. The specific functions to which the PO Administrator will have access within the Integrated System include:

• Changing vendor information
• Receiving
• Resolving a receiving discrepancy
• Complete a purchase requisition
• Complete an internal requisition
• Issuing direct entry purchase orders
• Changing a Limited Purchase Order
• Issuing a Purchase Order
• Changing a Purchase Order
• Evaluating supplier performance
• Purchasing setup steps
• Location management
• Managing interfaces

The following courses are required:

Integrated System Navigation and Overview
PO4: Central Purchasing - Part 1
PO5: Central Purchasing - Part 2
PO6: Purchasing Management
PO7: Purchasing Administration

Registration Information

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The PO Locations Specialist responsibility is assigned to individuals who maintain PO customers and locations.

The following courses are required:

Integrated System Navigation and Overview
PO Locations

Registration Information

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The Workflow Specialist responsibility is assigned to individuals who maintain Purchasing Self-Approval Limits and Approval Hierarchy, Delivery Location Codes (Locations and Customer Table), and General Ledger Self-Approval Limits and Approvers. The Responsibility involves screens from three modules: PO, HR, GL, and AR.

Training is provided on request after responsibility is assigned.

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This responsibility will allow a central user to close all three modules from one menu screen. This limits the access of the individual(s) closing the modules and relieves them from having to sign on as Administrators to all three modules.

Training is provided on request after responsibility is assigned.

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The AP P-Card Coordinator responsibility is assigned to individuals who require access to procurement card program functions, including working directly with the procurement card vendor to manage the University's procurement card program. The specific functions to which the AP P-Card Coordinator will have access within the Integrated System include:

• View procurement card information and run reports
• Maintain procurement card setup (P-card assignments, default PTAEO, etc.)
• Change PTAEO on individual transactions

The following courses are required:

Integrated System Navigation and Overview
AP4: P-Card Transactions
AP5: P-Card Management

Registration Information

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The AP Vendor File/1099 Coordinator responsibility is assigned to individuals requiring access to establishing suppliers and changing supplier information. The specific functions to which the AP Vendor File/1099 Coordinator will have access within the Integrated System include:

• Maintain vendor file information
• Release payment holds from vendors added by departments
• Approve requests for additions/changes to the vendor file
• View supplier, invoice/payment information and run supplier and 1099 reports
• Make changes to vendors already in vendor file
• Merge old to new supplies and/or sites

The following courses are required:

Integrated System Navigation and Overview
AP1: Vendor File Maintenance

Registration Information

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The AP Invoice Processor responsibility is assigned to individuals who will approve departmental payment vouchers and enter invoices. This responsibility will not have access to payment functions. The specific functions to which the AP Invoice Processor will have access within the Integrated System include:

• Input vendor invoices and match to purchase orders
• Review payment vouchers and travel reimbursements
• View AP information and run reports

The following courses are required:

Integrated System Navigation and Overview
AP2: Invoice Processing

Registration Information

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The AP Payment Processor responsibility is assigned to individuals who are authorized to process payments, including payment scheduling and printing of checks. Invoice input access will be granted only for changing due dates. This responsibility will not input invoices. This responsibility will have full inquiry access and access to run payment related reports. Specific functions the AP Payment Processor has access to within the Integrated System include:

• Authorize checks to be printed
• View AP information and run reports
• Cannot enter vendor invoices
• Print checks in AP
• Run Comptroller Debt Set-off (CDS) reports
• Submit files to the University's bank
• Handle ACH rejections from the bank
• Process voiding and canceling checks

The following courses are required:

Integrated System Navigation and Overview
AP3: Payment Processing

Registration Information

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The AP Administrator responsibility is assigned to individuals who will have access to all Accounts Payable functions in order to manage the University's AP process. This responsibility includes access to all set up functions. Specific functions to which the AP Administrator has access within the Integrated System include:

• Adding vendors
• Changing vendor information
• Clearing vendor payment holds
• Entering vendor invoices received in AP
• Entering recurring invoices
• Problem invoice resolution
• Processing debit memos
• Processing credit memos from vendors
• Computer-generated payment batches (check runs)
• Creating single payments (quick checks)
• Processing manual checks (disaster recovery)
• AP month end close
• AP year end close
• AP period end reconciliation
• 1099 processing
• Processing payment vouchers
• Procurement card transactions
• Procurement card program management
• Internal invoice import
• Vendor invoice import

The following courses are required:

Integrated System Navigation and Overview
AP1: Vendor File Maintenance
AP2: Invoice Processing
AP3: Payment Processing
AP5: P-Card Program Management
AP6: AP Administration

Registration Information

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