Elcom PECOS Demo for School Districts

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Information about Elcom PECOS Demo for School Districts
Education

Published on May 17, 2011

Author: piblogger

Source: slideshare.net

Description

The following is the audio-synchronized version of the Elcom Pecos Demonstration, featuring the SaaS Solution that powered the millions of dollars in savings for the Oakland Unified School District.

To learn more about the Oakland Unified School District initiative here is the link to a radio interview with the District's Procurement Director Michael Moore (Feb. 16th, 2011): http://www.blogtalkradio.com/jon-hansen/2011/02/16/success-amidst-failure-how-oakland-usd-realized-the-promised-value-from-procurement-automation

Essential Connections Blog: http://elcomusa.wordpress.com/

PECOS Overview

PECOS Overview

1 Buyer Search PECOS 1. Search for Products or Services Buyer login Buyer searches for items in: a. Internal hosted catalog (loaded by Elcom via simple excel template provided to Supplier) b. Supplier Web storefront (cXML punchout)

Buyer login

Buyer searches for items in:

a. Internal hosted catalog (loaded by Elcom via simple excel template provided to Supplier)

b. Supplier Web storefront (cXML punchout)

PECOS Logon Page

Home Page

Search Supplier Catalogs – Hosted or External Marketplaces

Hosted Catalogs – Search and Select Items to Add to Requisition

External Marketplace – Browse, Search and Select Items

Build Shopping Carts on External Sites

Transfer Shopping Carts to PECOS Requisition

1 Buyer Search PECOS 2. Complete & Submit Requisition 2 Requisition Add items to requisition Additional data – optional if defaults to be edited: a. Shipping info b. Payment-pcard or invoice b. Attachments c. Financial tracking codes at header or lines d. PO number-manual entry or system will generate Submit – approval optional

Add items to requisition

Additional data – optional if defaults to be edited:

a. Shipping info

b. Payment-pcard or invoice

b. Attachments

c. Financial tracking codes at header or lines

d. PO number-manual entry or system will generate

Submit – approval optional

Shipping & Billing Information

Financial Allocations

Submit Request – Approvals Invoked

Approver 1 Buyer Search PECOS 3. Approval 2 Requisition Approver receives eMail Approver logs in and navigates to inbox of transactions pending approval Review a. can be edited b. can be returned Submit approval 3 Approval

Approver receives eMail

Approver logs in and navigates to inbox of transactions pending approval

Review

a. can be edited

b. can be returned

Submit approval

Inbox for Routed Transactions

Approval Summary and Actions

Supplier Approver 1 Buyer Search PECOS 4. Purchase Order Transmission 2 Requisition Approved Requisition is converted into PO(s) Supplier receives PO a. eMail b. cXML 3 Approval Purchase Order 4

Approved Requisition is converted into PO(s)

Supplier receives PO

a. eMail

b. cXML

Status Search

Review Status, Perform Tasks

Audit Trail

Supplier Approver Receiver 1 Buyer Search PECOS 5. Delivery & Receipt 2 Requisition Goods/services delivered Receiver enters receipt a. Receipt date, packing slip, product condition tracked b. 3-way matching supported c. Return tracking supported 3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b

Goods/services delivered

Receiver enters receipt

a. Receipt date, packing slip, product condition tracked

b. 3-way matching supported

c. Return tracking supported

Receipts & Returns

Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 6. Supplier Invoicing 2 Requisition Supplier issues Invoice a. Paper b. Electronic (cXML) 2. Invoice sent to AP (paper) and/or PECOS (electronic) for posting and matching in PECOS 3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a Paper Invoice 6b

Supplier issues Invoice

a. Paper

b. Electronic (cXML)

2. Invoice sent to AP (paper) and/or PECOS (electronic) for posting and matching in PECOS

Invoice Posting and Entry

Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 7. Invoicing Matching & Settlement 2 Requisition Invoices Matched (2- or 3-way matching supported). Settlement workflow routing (Optional) for action or approval: a. Matched invoices b. Mismatched invoices c. Credits & returns 3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a 6b Paper Invoice 7 Invoice Matching

Invoices Matched (2- or 3-way matching supported).

Settlement workflow routing (Optional) for action or approval:

a. Matched invoices

b. Mismatched invoices

c. Credits & returns

Matching and Settlement

Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 8. Import Transaction Data to Finance System 2 Requisition Export batches generated (orders, receipts, returns, invoices, as required) Export data posted to Finance System 3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a 6b Paper Invoice 7 Invoice Matching Export and Post to Finance System 8 User or Automated Process

Export batches generated (orders, receipts, returns, invoices, as required)

Export data posted to Finance System

Reporting Suite of 14 Standard Reports Purchasing activity Requisition and PO details Requisitions and POs by status Orders by supplier Category analysis Orders by financial segment Monthly purchasing activity Outstanding receiving …… Exportable to Adobe PDF or Microsoft Excel format

Suite of 14 Standard Reports

Purchasing activity

Requisition and PO details

Requisitions and POs by status

Orders by supplier

Category analysis

Orders by financial segment

Monthly purchasing activity

Outstanding receiving

……

Exportable to Adobe PDF or Microsoft Excel format

Many Reports Contain Multiple Data Views, Drilldown Functionality

Users with administrative privileges can maintain the following data: Company hierarchal levels and settings Procurement cards Users, business rules for users, assigned privileges Approval criteria Approver role assignments Approval groups Catalogs and Suppliers Supplier access rules Financial tracking codes Financial tracking code access rules Report access Administration Subsystem

Users with administrative privileges can maintain the following data:

Company hierarchal levels and settings

Procurement cards

Users, business rules for users, assigned privileges

Approval criteria

Approver role assignments

Approval groups

Catalogs and Suppliers

Supplier access rules

Financial tracking codes

Financial tracking code access rules

Report access

Administration

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