Updates & Tips

Update 1: Purchasing Decision Guide App

 

In the first “tip” of this series, we wanted to highlight the new "Purchasing Decision Guide" created by our Accounts Payable (AP), Procurement Services (PSO) and Technology (TMPE) teams that compiles essential information on "How to Make a Purchase" at RIT.

The guide offers detailed instructions and resources for submitting various requests, including honorariums, goods, services, and more. Given the complexity of different workflows, depending on the scenario, this guide is meant to help individuals navigate the processes and accurately submit requests. By following this information, you'll learn which processes must be completed and how to accurately submit these requests.

A sneak preview of the purchasing guide is below but we hope you use it to help you on future purchases!

RIT Controller Purchasing Guide sneak preview

For more information on what contracts/suppliers your department can utilize, please visit the RIT PSO Supplier Directory.

For the Community of Practice webinar outlining the Purchasing Decision Guide, please visit the CTO website. 

If you have any questions, please do not hesitate to reach out to either Accounts Payable or Procurement Services.

Thank you for your continued cooperation and support.

Best regards,

Jessica Hishman
Business Analyst/Strategic Sourcing Specialist
Procurement Services Office
Rochester Institute of Technology

Update 2: PaymentWorks: Sending a Supplier Invite

PaymentWorks: Sending a supplier invite

Last year, the University implemented PaymentWorks as its new supplier onboarding portal, to assist in validating information provided by suppliers and automating certain validation steps for checking sanction/debarred lists. This platform requires vendors to maintain and provide accurate information and allows suppliers to provide sensitive banking information for ACH in a secure environment.

Before suppliers can be paid by RIT, they are now required to register through PaymentWorks. Departmental users can easily send out invites using their assigned Initiator role. 

To create an invitation, follow these steps:

  • Check the ERP & PaymentWorks to ensure your supplier does not have an active invite.
  • From the PaymentWorks Home screen, select Vendor Master updates.
  • Navigate to the New Vendors tab.
  • Change the display setting on this page to “On-boarding Tracker".
  • Click the Send Invitation button.
  • In the new invitation window, enter the appropriate information into the fields.
    • Please ensure this information is accurate.
  • Click the Send button to save this invitation in the system (performing this action does not send the invitation to the vendor).

Your invitation has now been saved and will be forwarded to the supplier for their step of providing a New Vendor Registration (NVR). Once the NVR is received from the supplier, both PaymentWorks and RIT will review the submitted information. This process may take longer than expected, depending on the supplier’s input.

For more information on the PaymentWorks process and steps, visit the Procurement Services website.

If you have any questions, please do not hesitate to reach out. Thank you for your continued cooperation and support.

Best regards,


The Procurement Services Team