MarketPlace+

https://brandeis.coupahost.com

MarketPlace+ is an online Procure to Pay tool, for Brandeis University faculty and staff. This tool includes the Procurement Module, The Expense Module and Invoicing.

 

Procurement Module

Allows users to Request goods and services through punchout catalogs or free form requisitions, creating a paperless ordering environment.

How does it work?

  • Identify the need
    • The requestor will identify the need for a good or service
  • Initiate the request
    • The requestor will log into MarketPlace+ and use the search tools to find the good(s) and/or service(s) desired
    • Select the correct vendor or form type (punchout supplier or free form requisition)
    • Initiate the request  by adding all good(s) and/or service(s) to cart
  • Complete all necessary fields
    • Enter all basic item information
    • Choose any optional fields which may apply for the requisition type
    • Add any additional approvers/watchers
    • Attach any required documents
    • Add notes to suppliers and/or approvers if necessary
  • Submit the requisition for approval
    • Approval chain will be built based on who is doing the requesting as well as dollar amount of the total requisition
    • Once all approvals are met, a purchase order will be created
  • Purchase Order is sent to supplier by Procurement

 Expense Module

Allows users to request reimbursement for items which they have paid for out of pocket and also reconcile expenses which were purchased on their P-Card. Procurement can also grant users access to do this function "on behalf of" another user on campus.

How does it work?

 Items paid for out of pocket by Brandeis faculty or Staff which is deemed reimbursable

  • Create an Expense Report
    • Complete all required fields
    • Enter all basic item information
    • Choose any optional fields which may apply for the expense report
    • Attach any required receipts
    • Add any additional approvers
    • Add notes/comments that may be beneficial to reviewers/approvers
  • Submit the Expense Report for approval
    • Approval chain will be built based on who is doing the submitting as well as dollar amount of the total expense report (additional approvers can be added)
    • Once all approvals are met, Reimbursement will be processed via Accounts Payable
Items charged to a University Credit card (P-Card)
  • Wait for transaction to post to expense report (generally 1-2 days after supplier charges the P-Card)
  • Allocate P-Card transactions
    • Complete all required fields
    • Enter all basic item information
    • Choose any optional fields which may apply for the expense report
    • Attach any required receipts
    • Add any additional approvers
    • Add notes/comments that may be beneficial to reviewers/approvers
  • Submit the Expense Report for approval
    • Approval chain will be built based on who is doing the submitting as well as dollar amount of the total expense report (additional approvers can be added)
    • Once all approvals are met, Transactions will post to General Ledger as approved P-Card charges. Items charged on a P-Card by University Card holders

Invoices (Forms)

Allows users access to request processing and payment of various types of invoices which are due to suppliers or other Non-Employees*. Also allows users access to view invoices charged against Purchase Orders or view, edit and modify invoices payable to suppliers and other Non-Employees.

How does it work?

  • Traditional supplier invoices should in most cases be sent directly to accounts payable from suppliers
    • Invoices which are against Purchase Orders  will be processed against the PO and based on need will either be routed for additional approval or paid according to the payment terms of the supplier.
    • Invoices without a Purchase Order will be reviewed by Accounts Payable and sent through MarketPlace+ to the appropriate contact on campus, these requests will be sent to a users email and also be able to be viewed through MarketPlace+.
  • Non traditional invoices are requests for payment for other services provided to community members. These requests can be made by filling out the proper form from the Forms Drop down menu on the home page of MarketPlace+
    • Non-Employee Payment Requests
      • Honoraria Payments
      • Prize and Awards payments (AP related only)
      • Athletic Official Payments
    • Non-Employee Reimbursement Requests
      • Business expense or travel expenses incurred and deemed reimbursable
    • Advance Payment Request
      • Travel Advances
      • Long Term Activity (Human Subject payments)

Invoices which have been processed can be viewed through Activity, by users who requested, approved or were set up as a watcher per each invoice submitted.

 

*Non-Employees - can be defined as outside parties and students as well as faculty and staff who do not have access to MarketPlace+ as a User.
If you are unsure if someone has access to the system please email: procurement@brandeis.edu