eProcurement
eProcurement Newsletters
- eProcurement Newsletter, Edition 5, (March 2007)
- eProcurement Newsletter, Edition 4, (September 2006)
- eProcurement Newsletter, Edition 3, (April 2006)
- eProcurement Newsletter, Edition 2, (February 2006)
- eProcurement Newsletter, Edition 1, (December 2005)
General Information
Over recent years the University has been transforming its procurement activities including the introduction of the University Corporate Card, expense management solution and streamlined travel processes. Another strategy currently underway is the introduction of an electronic procurement process using automation, including electronic workflow, to improve the process and provide efficiencies for University staff in the full procure to pay process.
During June 2006 the University implemented an upgrade to its core financial system, PeopleSoft Financials. At the time of the purchase of the upgraded software the University purchased the PeopleSoft Financials eProcurement module as the vehicle it will use to transform the procurement of goods and services to the next stage of automation. This module includes the sourcing, requisitioning, approval, acceptance and electronic invoice receipting removing many of the existing labour intensive processes in locating suppliers, organising purchase orders and payments through accounts payable.
The eProcurement model is a pre-approval module. For the staff member requesting goods and services this is a two-touch process and for the authorising officer/s this is a once only approval. The Requisitioner will shop online using eProcurement and once finalised ‘check out’ or submit their request to an authorising officer for electronic approval. The only other time the Requisitioner is required to touch the application is upon receipt of advice that the goods are received and are asked to enter the GRN (goods receipt note or delivery note number) into the system. An electronic file received from the supplier within the system will then automatically match payment information, invoice, PO number and GRN and if they agree payment will be submitted to the supplier based on the payment terms negotiated.
A trial program is expected to commence early October and once formally approved this program will be introduced to all business units using the enabled suppliers. Further information will be made available over the coming weeks through this webpage and newsletters. Questions, comments and concerns can be directed to
Technical Requirements
The University of Sydney has implemented the eProcurement module of PeopleSoft Financials and requires all of its suppliers to be able to trade electronically.
The University of Sydney is serious about moving all of our transactional processing for all procurement online and the vehicle for this is the University's PeopleSoft Financials eProcurement module. The model approved and implemented at the University follows the standard PeopleSoft Financials eProcurement version which using the Ariba cXML world wide standard.
Our model is the industry termed 'punch-out' model in that the University of Sydney does not host any catalogues nor use a third party to do this for us. Our integration is direct from our eProcurement module via URL and authentication to each supplier’s website catalogue to source the goods that we would like to purchase in an online requisition, shopping basket, and return this to the eProcurement model.
From here the approval processes take place and upon approval an electronic purchase order is transmitted by cXML to the supplier. As noted above, the cXML technology uses the standard, world wide Ariba industry specific cXML standards.
Our model has the requirement to conduct all of our invoicing electronically as well. The system requests advice from our suppliers on receipt of the purchase order, shipping details and invoice details which are converted within the PeopleSoft eProcurement solution into electronic invoices and electronic payment processes.