Name: COE PO PR Tool training
Uploaded: 2024-12-16
Duration: 7 min 58 s
Description: COE PO PR Tool training. Nov-2024. ©2022 Visa. All rights reserved. Visa Confidential.

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Purpose To replace current process of manual monitoring request through email to using a SharePoint form. Centralized/Increased Monitoring-The tool will be used and monitored by the COE team, ensuring centralized control and oversight. Automated Workflow -Tool Automatically reject requests with insufficient information in PW email , ensuring only complete and accurate requests are processed.. 

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Purpose 

To replace current process of manual monitoring request through email to using a SharePoint form.


Centralized/Increased Monitoring-The tool will be used and monitored by the COE team, ensuring centralized control and oversight.


Automated Workflow -Tool Automatically reject requests with insufficient information in PW email , ensuring only complete and accurate requests are processed.

PO PR Tool – Process Flow. Business (B) Tool Controllership (C). 

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Forward PW email  to designated  mail-box  Ensure include  signed contract .  Ensure all details in PW mail is correctly aligned. Ensure the PW number mentioned  in the mail  If VIK , please provide the AVIK number.

2. PR tool will scan the PW email and look for mandatory fields to create the ID

6b. Receive Email Notification if request is rejected/Approved.  If rejected, update request per comments via the hyperlink in form and re-submit the form. Request ID remains the same. (after submission ,process will start from point-3)

6c. Sent  Email Notification that request is completed.

2a. Reject  the request in case of any insufficient details  in PW email

6a. Sent email notification based for action

3a. Reject  the request in case of any query  with comments

PO-PR – submission tool. PM forward the PW email generated from PRAPACCoECore@visa.com Email subject must contain the PW number., 'PWXXXXXXXX: Create purchase requisition'. Otherwise, the request will not be processed Email must be received from individual email ID not any group or mail The PW email should include only the necessary information required for the tool to process request. Any additional text or details outside of this will be ignored by the tool hence this can be added in the comment box. PM to monitor the rejected request and submit the complete information to expedite the PR creation.. 

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PM forward the PW email generated from PRAPACCoECore@visa.com
 Email subject must contain the PW number., 'PWXXXXXXXX: Create purchase requisition'. Otherwise, the request will not be processed
 Email must be received from individual email ID not any group or mail
 The PW email should include only the necessary information required for the tool to process request. Any additional text or details outside of this will be ignored by the tool hence this can be added in the comment box.
 PM to monitor the rejected request and submit the complete information to expedite the PR creation.

RE: SHTY NB
AO
To
: Create purchase requisition
Cc AP VIK; APAC Operations COE
Not Classified
Please CllCk on the t0110W1ng link to create your requlsltlon :
If you have any questions, please contact your Sourcing partner (Ong, Mei Yi Yvonne)
The following notes might also be helpful to you:
# : R66310 - R66310 - AP-HWA-i3 Inc.-Paris 2024 Merchandise Allocation for Home Credit
Category : Marketing & Communication
potential.suøp1iå"Names 13 INC
Region Name : ASPAC
: 80141605 - Promotional merchandise (GL 795100 / 141902)
CostCenter.1D&.Name : 40066 - 40066 - ctry Mkting VAS - IPVMC
Activity-: 422284
qountry.C0'd9 : Philippines - 608
Need By Date : Fri, 15 Nov, 2024
BudgetllApprOVéd? : Yes
Requester Office Country : Philippines
Please refer to the attached contract for the value of the spend

Type of email notifications(auto-email). Scenario-1 -Request has been submitted successfully in PR tool.. 

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Scenario-1 -Request has been submitted successfully in PR tool.

Scenario-2- Request has been rejected  by tool in case of missing fields in PW email

Scenario-4- Request rejected after review from COE Team-in case the contract is not signed , any other queries related to this request .

Scenario-3- Rejected due to Duplicate request

Scenario-5- Once PR is raised- PM to receive a confirmation email with PR number

Scenario 1: Request has been submitted successfully in PR tool. 

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Scenario 1: 
Request has been submitted successfully in PR tool

1.	If the request has been submitted successfully with complete information with all mandatory fields in PW emails.. 

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1.	If the request has been submitted successfully with complete information with all mandatory fields in PW emails.

A white background with black text

Description automatically generated

Scenario 2: If the request has been rejected by the PR Tool. 

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Scenario 2: 
If the request has been rejected by the PR Tool

2. If the request has been rejected in case of insufficient/missing information in the PW email. 

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2.  If the request has been rejected in case of insufficient/missing information in the PW email

[Action Required] PR Creation: Missing/lnaccuraté'lhformation -
PRAPACCoECore
e
Banerjee, Nandini
To
Follow up. Start by Monday, November 18, 2024. Due by Monday, November 18, 2024.
Dear Banerjee, Nandini,
Thank you for submitting your request for PR Creation: PW4674017483. The ID for this request is 221.
PR Accounting String Information Received
Country Code:
410
Cost Centre ID:
40065 - 40065 - ctry Mkting VAS - Korea
OBAL
Supplier Risk ID (starts with R): Blank
Budget Approved:
Yes
Activity:
799010 / 141902
GL Code:
Please Update Form (PW4674017483)
We noticed that there is/are missing information(s) in your submission. The PR creation will only proceed once all the required information has been submitted.
Please click here to update the required information in this link.
Please reach out to APACoperationscoe@visa.com indicatingthe relevant request I D if you require assistance. Thank you.
Regards,

Re-submission of Request due to Rejection. "Click on the hyperlink in the email received." "Click to get approval from the Processing Team to access the form• To edit the existing form, you can click on the link and after submission you would receive below confirmation (to be shown).. 

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Re-submission of Request due to Rejection

"Click on the hyperlink in the email received." "Click to get approval from the Processing Team to access the form•	 To edit the existing form, you can click on the link and after submission you would receive below confirmation (to be shown).

[Action Required] PR Creation: Missing/lnaccurate Information
PRAPACCoECore
Banerjee, Nandini
To
Dear Banerjee, Nandini,
- Please Update Form (D: 237) (PW4232660423)
Reply
Thank you for submitting your request for PR Creation: PW4232660423. The ID for this request is 237.
PR Accounting String Information Received
Country Code:
036
47111 - 47111 - ctry MktingA&P - Australia/NZ
Cost Centre ID:
Supplier Name:
Blank
Supplier Risk ID (starts with R): RI 1107 -Starcom Worldwide, Inc. MSA for Media Creative Services
Budget Approved:
Yes
Activity:
791101 / 141902
GL Code:
We noticed that there is/are missing information(s) in your submission. The PR creation will only proceed once all the required information has been submitted.
Please click here to update the required information in this link.
Please reach out to APACoperationscoe@visa.com indicating the relevant request ID if you require assistance. Thank you.

PR Submission Request - Update PR Details Submitter N•ndini Subm Date 22.'07,'2024 Status Submitted • Pending Upd•t Music and Festival 2024 Sponsorship Event Activation Description Task Comment Junghun, Accounting Information Supplier Name * Budget Approved? Cost Center ID * •OOéS • •OOéS • ctry Mk:ing vas Remarks from PM Risk ID (RXXXXX) GL Code * Activity Code * Note: If an oetivity fans under the Varketing Category and is not V,'K• related. mde begin With letter A Attachments RE_ PW'E74017483 _ Create purchase requisitioneml Category Commodity Code Country Code *. 

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PR Submission Request - Update PR Details
Submitter N•ndini
Subm Date 22.'07,'2024
Status
Submitted • Pending Upd•t
Music and Festival 2024 Sponsorship Event Activation
Description
Task Comment
Junghun,
Accounting Information
Supplier Name *
Budget Approved?
Cost Center ID *
•OOéS • •OOéS • ctry Mk:ing vas
Remarks from PM
Risk ID (RXXXXX)
GL Code *
Activity Code *
Note: If an oetivity fans under the Varketing Category and is not V,'K•
related. mde begin With letter A
Attachments
RE_ PW'E74017483 _ Create purchase requisitioneml
Category
Commodity Code
Country Code *

Click to get approval from the Processing Team to access the form•	 To edit the existing form, you can click on the link and after submission you would receive below confirmation (to be shown).

For insufficient details, Fields that are empty will be in red Attest to the completion of the update and click “Submit”.  Note: The “Submit” button will only be enabled if All mandatory fields in the Accounting Information section is completed accurately. Checkbox in the “Update Confirmation” section is checked

Scenario 3: Rejected due to Duplicate request. 

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Scenario 3: 
Rejected due to Duplicate request

3. Rejected due to Duplicate request. DUPIiCåtélD Detected: PR Submission Request (PW D: PW4232660423) PRAPACCoECore Banerjee, Nandini To 9/25/2024 @Follow up. Start by Monday, November 18, 2024. Due by Monday, November 18, 2024. You forwarded this message on 11/7/2024 9:22 AM. Dear Banerjee, Nandini , We have identified that the submission with PW ID: PWQä266ö42SIhas been previously received by us. Please note that duplicate submissions will not be processed in order to maintain the accuracy and efficiency of our operations. We kindly request that you send each PW request only once to prevent any potential processing errors. Thank you. Regards, APAC Operations COE. 

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DUPIiCåtélD Detected: PR Submission Request (PW D: PW4232660423)
PRAPACCoECore
Banerjee, Nandini
To
9/25/2024
@Follow up. Start by Monday, November 18, 2024. Due by Monday, November 18, 2024.
You forwarded this message on 11/7/2024 9:22 AM.
Dear Banerjee, Nandini ,
We have identified that the submission with PW ID: PWQä266ö42SIhas been previously received
by us.
Please note that duplicate submissions will not be processed in order to maintain the accuracy
and efficiency of our operations.
We kindly request that you send each PW request only once to prevent any potential processing
errors. Thank you.
Regards,
APAC Operations COE

Scenario 4: Request rejected after review from COE Team. 

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Scenario 4: 
Request rejected after review from COE Team

4 . Request rejected after review from COE Team (refer to 'Re-submission of Request due to Rejection' for follow-up action) During the COE review if they identified any issues, you will receive this notification indicating that your submission has been rejected.. 

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4 . Request rejected after review from COE Team (refer to 'Re-submission of Request due to Rejection' for follow-up action)
 During the COE review if they identified any issues, you will receive this notification indicating that your submission has been rejected.

A screenshot of a computer

Description automatically generated

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[Action Required] PR creation Request Rejected (ID 230)
PRAPACCoECore
To par, Cresencio
Cc O par, Cresencio
Dear par, Cresencio,
Thank you for submitting your request for PR Creation. Kindly note that the PR Creation Request has been rejected for ID: 230
Rejection Reason
Accounting information is incorrect
(08/30/2024 Cresencjo parl test
(09/05/2024 cresenci0 parl test
(09/05/2024 Cresenci0 Parl test
(09/06/2024 Cresencio parl test
Please here to update the required information. You may reach out to APACner.a.uqns.GQe@.Yisanm indicating the relevant request ID if your require assistance.
Regards,
APAC Operations COE

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Once the request is completed and PR is raised:. "PR has been raised.". 

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Once the request is completed and PR is raised:

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Things to note. Once PW request is forwarded to designated mail-box, please wait for 5-10 mints to generate the ID, in case of any challenges please reach out to APAC COE team.. 

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Once PW request is forwarded to designated mail-box, please wait for 5-10 mints to generate the ID, in case of any challenges please reach out to APAC COE team.

We would love to hear your feedback/queries about this tool, please don’t hesitate to reach out to APACOperationsCOE@visa.com.

Request ID will be created once request is successfully received  by tool.

COE PO PR Tool 
training

 PM forward the PW email generated from PRAPACCoECore@visa.com
 Email subject must contain the PW number., 'PWXXXXXXXX: Create purchase requisition'. Otherwise, the request will not be processed
 Email must be received from individual email ID not any group or mail
 The PW email should include only the necessary information required for the tool to process request. Any additional text or details outside of this will be ignored by the tool hence this can be added in the comment box.
 PM to monitor the rejected request and submit the complete information to expedite the PR creation. 


