Terminology

A leading strategic procurement and supplier enablement solution (provided by a company named SciQuest) that integrates customers with their suppliers to improve the procurement of goods and services.

Individual who shops within LSU GeauxShop to select goods and services via catalogs or forms and submits their cart to a Requester for completion. Shoppers do not need to know or enter accounting information, but they can enter this information.

Individual who has all the capabilities of a Shopper and also enters the proper accounting information. When the Requester selects “place order” the cart is transformed into a purchase requisition (PR) and sent through the proper approval workflow.

Individual that is responsible for ensuring the purchase requisition is allowable, allocable and reasonable for that account.  This person determines if funds are available, allowable and appropriate for purchase on that account.

The first step in the purchasing process, the shopping cart, represents the current “wish list” of a user but is not submitted for approval. A user may manage and maintain multiple carts at the same time. Shopping cart information can be populated from any source (punch-out, catalog, non-catalog forms). Shopping carts are “assigned” to Requesters.

An electronic document that contains the shopping cart items, shipping information and accounting values. The purchase requisition goes through the formal review and approval process.  A requisition may contain multiple line items with multiple accounting distribution lines.

The approval path that a requisition must follow in order to become a purchase order. The workflow is based on department permissions/authority, and custom rules such as State requirements or university Policies. A fully approved purchase requisition is automatically converted to a purchase order.

The electronic document created when a requisition completes all approval steps. The PO is automatically transmitted to the supplier on a real time basis.  Upon PO creation, an encumbrance (hold on funds) takes place in the LSU financial system to reflect that funds are currently committed.

The formal process of entering an acknowledgement in LSU GeauxShop to indicate that goods were received (or services rendered) in accordance with the purchase order. This functions as the user’s “ok to pay” message to Accounts Payable.

Stands for:  “Extensible Markup Language.” Refers to the electronic language that LSU GeauxShop utilizes to dispatch purchase orders to and receive Invoices from select suppliers. This expedites order processing and allows for processing efficiencies on both sides.

In addition to workflow related to the upfront purchasing side, the LSU GeauxShop allows for invoices to be sent to Accounts Payable and departmental users for approval based on select business rules and criteria.

The category used to represent the type of product being purchased. LSU GeauxShop will support a custom list of United Nations Standard Products and Services Code (UNSPSC) categories. The accuracy of these categories is important for PR Approval Workflow and reporting.

The accounting values used to designate funds to be used for a purchase or payment. The accounting structure is the same in LSU GeauxShop as in the LSU financial system.

LSU supplier specified address for order fulfillment. Some suppliers may have more than one fulfillment address. If so, fulfillment address descriptions will provide details on the appropriate address for a user to select.

Suppliers provide product listings and university pricing for an electronic catalog. This allows a user to search and shop easily across multiple catalogs and suppliers, conduct price comparisons and add items to a cart with no additional data entry.

Allows a user to connect to a supplier’s website from within LSU GeauxShop with no additional logins. This allows users to search and shop the supplier’s website, which provides university pricing, add items to a temporary cart and return items to their LSU GeauxShop cart with no additional data entry.

Custom requisition forms within the LSU GeauxShop  are used to facilitate unique shopping processes such as Non-Catalog Orders,  Sole Source Orders, and AP payments such as Direct Payments/Miscellaneous Payment requests.

Allows a user to create lists of commonly purchased products/services in order to speed up the purchasing of these items.

Provides query capability for all eProcurement solution carts, requisitions, purchase orders, receipts and invoices.

The settlement tab houses the receipt and invoice functionality.