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News & Announcements

Deacon Depot Enhancements!

In response to user feedback and with the goal of enriching user experience, Procurement Services is pleased to announce the following enhancements to Deacon Depot:

Receiving
Effective November 3rd  all Purchase Orders placed in Deacon Depot that have a total value equal to or less than $250 will not require a Deacon Depot receipt to be generated.  Invoices will still be processed as normal.

Apple Computer Catalog
Effective November 7th we will have an Apple Computer catalog enabled in Deacon Depot.  Our campus customers will be able to order all Apple Computer hardware and software through this punch-out catalog at the Wake Forest University contracted price.

Internal Service Providers
In past Business Administrator Forums (BAFs), Procurement Services presented a plan where Internal Service Providers (ISP) were scheduled to be setup in Deacon Depot.  An Internal Service Provider is a department that provides goods\services that fulfill business needs of other departments.

Effective November 4th the following entities will be setup in Deacon Depot as Internal Service Providers:

  • Reynolda House Museum of American Art Gift Shop
  • Benson University Center Van Rentals
  • Parking and Transportation Shuttle Rental

Our campus customers will have the ability to order products and services from these Internal Service Providers (ISPs) in Deacon Depot and journal entries (JEs) will be automated through the procure to pay process.

Be on the lookout for a job aid on how to utilize these new Internal Service Providers coming on Tuesday, November 4th!

If you have any specific questions or suggestions for future enhancements, please feel free to contact us at UBUY (x8289). Thank you for your partnership and continued support of Deacon Depot.

14.1 upgrade

Deacon Depot will be unavailable starting Friday, March 28th at 9:00 pm. The system will be available Monday, March 31st at 8:30 am.

2013 Product Release Schedule

Each year, SciQuest, the host company for Deacon Depot, provides three required product upgrades. The releases dates for 2013 are listed below.

13.1 Release – March 24, 2013

13.2 Release – July 21, 2013

13.3 Release – November 3, 2013

With each release, there will be periods of downtime while the system is upgraded. As we approach each release, we will provide users with more detailed information about what is included in the release as well as a more detailed timetable for when to expect the system to be unavailable.

Additionally, the Deacon Depot Learning Team will offer lunch & learn sessions for users to come and find out what will be new and/or different for each upgrade.

Members of the Deacon Depot Core Team will be attending a preview webinar on February 6th to learn more about what to expect with the 13.1 release. Once we know, we will pass that information on to our users via the listserv, user forum and newsletter.

New Office Depot Contract for WFU

A new contract between Wake Forest University and Office Depot has been negotiated! This new contract is a collaborative effort with Wake Forest Baptist Health, to create a single contract for all of Wake Forest University, and offers better pricing, a dedicated support representative, a renovated space in the Campus Bookstore, and a new web portal exclusively for students. We are already enjoying the new pricing structure, which provides an additional 15% off our already discounted pricing!

Two other important changes based on the new contract will go into effect on January 1, 2013:

1. Office Depot will be discontinuing the “old” site as of December 31, 2012. Beginning January 1, 2013, the only way to order from Office Depot will be through Deacon Depot. Staff from Procurement Services and Finance Systems will be reaching out to all departments not already live in Deacon Depot to get them transitioned by December 31st.

2. To be able to continue to take advantage of free shipping, as well as to support the University mission of sustainable practices, Office Depot is moving to a $35.00 minimum order requirement. A $9.95 shipping rate will be applicable for all orders that do not meet the $35.00 minimum.

If you have questions regarding these Office Depot changes, or would like to speak to someone regarding transitioning your department to Deacon Depot, we would love to hear from you! Please contact us.

SciQuest Upgrade to Version 12.2

The time is quickly approaching for the second of three annual upgrades from SciQuest Higher Markets, Inc., the host provider for Deacon Depot.

On July 22, 2012, Deacon Depot will be upgraded to version 12.2. Below, please find information regarding key dates related to the upgrade. As we know more, we will be passing along information on product enhancements delivered with this version.

Key Dates:

June 22, 2012  – The 12.2 release will be promoted to user test environments. Test environments will be unavailable from Friday, June 22nd, 8:00 am through Sunday, June 24th, 12:00 pm.

July 20, 2012 – The 12.1 release will be promoted to the production environment. Production environments will be unavailable from Friday, July 20th, 10:00 pm through Sunday, July 22nd at approximately 12:00 pm.

Date information for this upgrade as well as future upgrades for 2012 can be found on our Product Upgrade Information page.

Year End Deacon Depot Purchasing

As we come to the end of the fiscal year, it is important that Deacon Depot purchases follow established year end Procurement guidelines for requisition and purchase order creation. To that end, the following guidelines have been put in place year end Deacon Depot spending:

5:00 pm, Monday, June 25th – The deadline for placing new orders in the Deacon Depot system. At 5:01 pm, the “Place Order” button to create a Purchase Requisition will be removed from the application until 8:30 am on Monday, July 2nd. Requisitions that are created prior to this deadline will still flow through the appropriate approval steps, but no new orders can be placed.

Receiving – In accordance with the Finance Year End Close procedures, in order for FY12 funds to be used to pay for purchases, goods must be received by June 30th. To be sure that FY12 funds are used for all purchases made and received in Deacon Depot prior to June 30th, it may be necessary to adjust the Receipt Date to reflect the actual date that items were received.

SciQuest Upgrade to Version 12.1

SciQuest Higher Markets, Inc., the solution provider for Deacon Depot will be performing their first of 3 upgrades to our e-Procurement system in March, 2012. On March 25, 2012, Deacon Depot will be upgraded to version 12.1 – the latest version of SciQuest. Below, please find information regarding key dates related to the upgrade as well as some of the product enhancements.

Key Dates:

March 2, 2012  – The 12.1 release will be promoted to user test environments. Test environments will be unavailable from Friday, March 2nd, 8:00 am through Sunday, March 4th, 12:00 pm.

March 23, 2012 – The 12.1 release will be promoted to the production environment. Production environments will be unavailable from Friday, March 23rd at 10:00 pm through Sunday, March 25th at approximately 12:00 pm.

March 25, 2012 – 12.1 product release is available.

Date information for this upgrade as well as future upgrades for 2012 can be found on our Product Upgrade Information page.

Feature Highlights:

1. Document Search
The new Document Search functionality was introduced with version 11.3. This new capability made searching for requisitions, purchase orders, and invoices in the application a more intuitive, user-friendly and efficient process. Additionally, new filter options were provided to look more like the item searches within the application. With the 12.1 upgrade, the Document Search will be the primary way to search for documents in Deacon Depot, and the History tab will no longer be available. Enhancements to look forward to include:

  • Improved navigation between documents (no more having to do a new search every time you need to find a document!)
  • Enhanced Advanced Search Options – Depending on the type of document your are
  • looking for (requisition, purchase order, etc), there are new search options to choose from
  • to make searching more user-friendly and efficient.
  • Enhanced Post-search filtering
  • Ability to save searches
  • Ability to schedule searches to run automatically for certain date ranges.

Introducing Level II Punch Out Suppliers

We are excited to announce that a few of our Punch Out suppliers have agreed to be Level II Punch Out suppliers! What does that mean? It means that even though they are a Punch Out supplier, when you perform a search in the “Shop at the Top” bar, items from their catalog that match your search will show up in your search results! If you then want to order an item you see in your search results from that Punch Out supplier, you can click on the “Order from Supplier” link that appears in place of the “Add to Cart” button. Clicking on that link will then take you to the supplier’s Punch Out site. We think that this will be a very convenient option for our users! Currently, Office Depot is a Level II Punch Out Supplier, and we will be transitioning a few other suppliers in the coming weeks. They include Grainger, Fischer Scientific, VWR, and Sigma Aldrich. Stay tuned!

SciQuest Upgrade to Version 11.3

As you may recall, SciQuest Higher Markets, Inc. is the solution provider for Deacon Depot. To be sure we are receiving the best system possible, SciQuest performs 3 upgrades to their product each year. On November 6, 2011, Deacon Depot will be upgraded to version 11.3 – the latest version of SciQuest. Below, please find information regarding key dates related to the upgrade as well as some of the enhancements you can look forward to.

Key Dates:

October 14, 2011 – The 11.3 release will be promoted to user test environments. Test environments will be unavailable from Friday, October 14 at 8:00 am through Sunday, October 16 at 12:00 pm.

November 4, 2011 – The 11.3 release will be promoted to the production environment. Production environments will be unavailable from Friday, November 4 at 10:00 pm through Sunday, November 6 at 12:00 pm.

November 6, 2011 – 11.3 product release is available.

Date information for this upgrade as well as the upgrades for 2012 can be found on our Product Upgrade Information page.

Feature Highlights:

1. New search functionality (history search)
With 11.3, searching for requisitions, purchase orders, and invoices in the application will be a more intuitive process. The current search capabilities, which are commonly accessed via the history tab, can be overwhelming to users. Additionally, the filter options seem like an advanced technique. The improvements with 11.3 will make searching for items easier and the search results will be presented more efficiently (quickly). Users can expect to get a much more simplified user experience while at the same time taking advantage of the improved processing time of the search.

2. Date range options for “My Requisitions” and “My POs”
The “My Requisitions” and “My Purchase Orders” sub-tabs are frequently used to view orders that the user has placed. By default, requisitions and orders from the last 90 days display, and the user cannot specify a date range. With 11.3, users will have the ability to specify a date range, enabling the user to view requisitions and orders that they placed during the specific time frame.

3. “Next and Previous” options for viewing requisitions and POs
Searches are commonly performed for requisitions, orders, and invoices. When the user begins looking at the purchasing document, oftentimes they realize they would like to look at the next or previous document. For 11.3, we are adding functionality that allows the user to quickly move from document to document. This can be helpful when comparing information, helping the user quickly get to the “right” document, and more. The next and previous options are commonly found in applications, and users should find this functionality easy to use and familiar. This change allows users to view the subsequent document in search results without having to go back and click on the different number from the search results.

4. New email reminders for assign carts
A new email reminder will be available with 11.3 for users with draft carts assigned to them. These emails will be sent at regularly scheduled intervals as a reminder to process the order. System Administrators can configure the initial interval for the reminder, an optional follow-up interval for subsequent reminders, and a reminder threshold based on the length of time the draft cart has been assigned to them. An email will be sent to any user with draft carts assigned to them that are older than the specified days, reminding them to process the cart(s) if possible.

5. Assign substitute available for all approval folders
Approvers often assign a substitute approver when they are on vacation or leave. A new feature available with 11.3 allows an approver to assign a substitute and end substitution for all folders at one time rather than individually for each folder.

Join Us For Deacon Depot Days!

Come and enjoy refreshments and fun while learning more about Deacon Depot – the new, online, automated procurement system for Wake Forest. This system offers many benefits to the University, including:

• Better customer service through a powerful and user-friendly online shopping platform
• Centralized catalog of supplier products and prices
• Paperless procurement environment
• Improved price negotiation ability
• Improved utilization of sustainable and diverse suppliers

There is much more to this new tool, and many of our suppliers will be on hand to talk more about who they are and what they do. Those suppliers include:

October 10th – E&I and Premier (group purchasing organizations), AT&T, Fisher Scientific, Grainger, Lenovo, Sigma Aldrich, SciQuest, Strategic Connections, and University Stores

October 11th – E&I and Premier (group purchasing organizations), Verizon, Graybar, Hauser Rental Service, Lowes Home Improvement, Office Depot, SciQuest, VWR Scientific Products, and University Stores

Come and see how Deacon Depot can benefit you and your department!