Genesis & Suppliers

Providence currently has multiple legacy ERP systems supporting clinical, community and business services across its operations. Having multiple, parallel systems does not allow us to ease the way of caregivers, communities and external partners due to inefficiency and duplicative work.

Integrating into a single ERP through Genesis (Oracle Cloud Fusion) will allow Providence to further modernize Mission-inspired services, while improving core business operations and services for internal and external stakeholders. Once the ERPs are modernized to Genesis, suppliers will experience increased standardization in Procure to Pay, Sourcing and Operations processes of Providence.

As a result of the Genesis implementation, AP, Procurement and Sourcing activities will be impacted, including:

  • Updates to Purchase Order numbering, Non-PO Invoice Routing and Bill To Address Updates
  • Sourcing Activities, like contract extensions and supplier adds
  • EDI updates in partnership with GHX

Even though Providence is modernizing its ERP, the following will not change as a result of the implementation:

  • Supplier Onboarding will still flow through internal sponsorship and Supplier Gateway
  • Vendor Credentialing will continue to be supported by Vendormate
  • GHX will remain Providence’s VAN partner for EDI transactions

The timeline for Genesis communication and key dates are:

  • February 2022: Supplier site updated with Genesis content, including freeze dates
  • April 2022: Function-specific content complete; FAQs are live
  • June 2022: Go/No Go decision and final reminder
  • July 2022: Waved deployments start
  • Q3 2023: Waved deployments end

Genesis FAQ

Process Updates

  • Procure-to-Pay

    Procure-to-pay integrates procurement and accounts payable to create greater efficiencies while simplifying and controlling financial transactions. The process includes four key stages:

    1. Requisitioning goods and services
    2. Enforcing compliance and order
    3. Receipt and reconciliation
    4. Invoicing and payment
  • Accounts Payable

    The Accounts Payable team manages the invoice payment functions for the organization, and Genesis will impact both invoices and payments. We value strong relationships with our supplier community and want to ensure continuity of business processes with minimal disruption.

    Invoice requirements

    To streamline invoice routing, all invoices require a PO number. If the purchase doesn’t require a PO number, a Providence caregiver/employee email address will be used to manage approval for payment versus routing codes (ex. 49684800). Invoices sent to accounts payable that do not include a valid PO number or caregiver email address will not be processed.

    Invoice Submission

    Beginning July 1, 2022, PDF invoice files should be sent via email to providence@ghxinvoices.com. Each email can have multiple PDF files attached, but each file should be only one invoice. Invoices require either a PO number or caregiver email address.

    Please note: invoices emailed to providence@ghxinvoices.com before July 1, 2022, will not be processed.

    GHX EDI 810 setup

    As we approach go live, GHX will be communicating with existing EDI suppliers. Prompt responses from our EDI-enabled suppliers will ensure the transactional exchange of Invoices (EDI810) and subsequent payments are not disrupted.

    Bill to Address update

    Providence’s Bill to Address will be updated as part of the move to Genesis as of July 1, 2022. This change is related only to where invoices are submitted; ship to addresses and accounts are not impacted. If your organization will require new accounts as part of this process, please email Customer Service and include “Bill to address update” in the subject line. If new accounts are not needed, no action is required.

    Bill to address (effective July 1, 2022):
    Providence St. Joseph
    PO Box 31263
    Salt Lake City, UT 84131

    Customer Service

    Accounts Payable is committed to supporting our suppliers. For inquiries please send us an email.

  • Procurement

    The Procurement team manages purchasing transactions by facilitating the Purchase Order (PO) cycle for goods and services with the supplier. As a result of Genesis, PO numbering and PO layout will look different.

    Purchase Order numbering

    Purchase Order numbering will be standardized for all Providence locations.

    GHX EDI 850 setup

    GHX will communicate with existing EDI suppliers as we approach go live. Prompt responses from our EDI-enabled suppliers will ensure the transactional exchange of Purchase Orders (EDI850) and Purchase Order Acknowledgement (EDI855) are not disrupted.

    Customer Service

    Procurement is committed to supporting our suppliers. For inquiries please send us an email.

  • Strategic Sourcing

    Providence’s REH Sourcing team is committed to excellence in spend stewardship, Diversity, Equity and Inclusion, and the contracting life cycle. Key areas of contract extensions, conversions, RFPs and Supplier Onboarding will be impacted by the Genesis implementation.

    Extensions

    The Sourcing team is proactively reaching out to suppliers that have upcoming expiring contracts to mitigate potential disruption while Genesis is being deployed and stabilized. Providence will reach out to your organization if needed and provide specific communication for next steps in the extension process.

    Freeze dates

    The following supplier activities will be frozen May 1, 2022 to July 8, 2022.

    • Urgent products for critical care
    • Urgent activities impacting existing Real Estate, IS or Equipment projects
    • New supplier onboarding for urgent product or service impacting existing projects or clinical care

    The following supplier activities will be frozen May 1, 2022 to October 31, 2022

    • Product evaluations
    • Non-urgent product conversions
    • Non-urgent new supplier onboarding
    • Contracting: New Contracts, Amendments including for non-urgent products, equipment or services
    • Non-urgent products, equipment or service

    Have questions?

    Please reach out to your REH Strategic Sourcing partner.