statewide financial system program 1 po 220 processing purchase orders po 220 processing purchase...

Statewide Financial System Program1

PO 220 PO 220 Processing Purchase OrdersProcessing Purchase Orders

PO 220 PO 220 Processing Purchase OrdersProcessing Purchase Orders

Welcome


Refrain from side conversations

Obey building safety rules and regulations

Silence cell phones, PDAs, refrain from checking email

Ask Questions

Take breaks as needed

Ground Rules


Learning Objectives

After completing this course, you should be able to:

Understand the purchase order structure and lifecycle.

Understand and create procurement contracts.

Create, approve, and process purchase orders in purchasing.

Inquire on purchase order activities.

Define the scope of SFS Purchasing training.

Locate additional training materials, job aids, and other useful information.


Training Methodology

Training Steps

Tell Me – Facts, Concepts, Terms, Definitions Show Me – Relevant Demonstrations of Process Steps Let Me – Hands-on practice in User Productivity Kit (UPK) and

Live Environment Help Me – Facilitator Support

Training Materials

Course Presentation UPK Simulations Training Exercises and Data Sheets User Guide and Job Aids


Agenda

SFS PO Terms and Concepts

Procurement Contracts

Understanding Purchase Orders

Sourcing Requisitions

Creating Purchase Orders

Approving Purchase Orders

Processing Purchase Orders

Purchase Order Inquiry

Processing Returns to Vendors (RTV)

SFS PO Learning Path and Resources



In this lesson, you should learn:

Key SFS Purchasing terms and concepts.

Key SFS Purchasing process changes.

Key SFS Purchasing ChartField values.


Key Terms and Concepts – Contracts


Term/Concept Definition

Procurement Contract

The procurement contract is a document used to establish an agreement with a vendor for the purchase of goods and / or services.

Centralized Contracts

Centralized contracts are contracts established by one agency for use by other agencies and are managed within SFS. The contract language and detail can be accessed on the website of the contract’s holding agency.

Audit Type Audit type replaces the Batch Type as the value that determines if a transaction must be routed to OSC for approval.

Amendment An amendment is used to modify the terms, conditions, and / or contract amounts related to a formal contract between a vendor and the state entity.

Amendment Sequence Number

A sequence number uniquely identifies each transaction with a contract and is required to encumber PO funds against a contract.


Key Terms and Concepts – Purchase Orders


Term/Concept Definition

Buyer A buyer is a user with security privileges to create purchase orders and PO change orders.

PO Dispatch PO dispatch is a batch process used to generate a PDF document that contains purchase order information to be sent to the vendor.

PO Change Order

A PO change order is created when changes are made on a dispatched purchase order to the header, lines, or schedule. It copies the information from the purchase order but is assigned a change sequence and must re-enter workflow.

Sourcing Sourcing is an automated process that allows users to create purchase orders from requisitions based on user defined criteria.

Purchase Order

A PO is a written contract between a buyer and seller detailing the exact items or services to be rendered from a vendor. POs can be standalone or associated to a contract.


Process Changes – Contracts (1 of 3)


Old Process New Process

The AC340 is used to encumber funds.

In SFS, funds are encumbered through the purchase order, not the contract. Also, AC340 in SFS is represented by a Contract Record (Single Transaction Summary) and a Purchase Order encumbrance.

Contracts are routed and approved manually.

Once the contract is saved, a processor must review the contract and change its status. Upon agency approval, the contract transaction will be routed to OSC for approval, depending on the audit type selected.

Electronically, agencies can change the vendor name associated with a contract; the original contract number and all other related data is retained.

In SFS, vendor reassignments on a purchase order or contract must be addressed by closing the current purchase order or contract and then creating a new one. Agencies must request this task be completed by the BOC. Name change requests must be sent to OSC VMU.





Contract numbers can be reused. Agencies can reuse contract numbers if BOC rejects a contract for any reason. The number cannot be reused if there is an existing contract with the same number in SFS.

The management of contract budgets and deliverables is frequently paper-based. Time-based deliverables are not communicated to the vendor consistently.

Agencies create PO releases from approved contracts in SFS and contract budgets, and deliverables must be managed to the individual PO release.

Encumbrance transactions and vouchers are created against contract numbers.

Purchase orders are used for the encumbrance and must reference the contract number. Vouchers must reference purchase orders, not contracts.





BOC can make changes to the contract transaction record in CAS on behalf of agencies, and update start and end dates for contracts, which start on OSC approval.

The only agency submitted information that BOC will be able to update in SFS as part of its audit is contract begin and end date. Changes, including corrections, to any other data fields will require that the contract be returned to the agency disapproved, and the agency will need to create a replacement contract (no resubmissions).

Agencies submit expense and revenue contracts using the same process.

Phase 1 agencies enter revenue (customer) contracts in SFS in the Customer Contracts module. The selection of contract type determines if the contract requires BOC approval. Prior to the transaction, there must be a valid customer for the contract. In addition, when a revenue contract is amended, a new transaction is created with a new contract number.


Process Changes – Purchase Orders



Purchase Orders are managed via many different processes.

All agencies will use the same SFS system workflow to process and record approvals.

Agencies create and approve purchase orders and contracts on paper before entering the approved transactions into their system.

Agencies will use the system generated workflow to approve purchase orders and contracts.

Several processes exist for locating transactions within the approval process.

All agencies will use the same SFS system workflow for the approval process.


Process Changes – Purchase Orders (cont.)



Vendor IDs are entered into a free form text field for Payee ID.

Agencies will choose vendors from a list of valid vendors.

There is no integration between the requisition and a purchase order.

In SFS, requisitions can be used to electronically create a purchase order.

Each purchase order is completed manually.

In SFS, a new purchase order can be created by copying from a previously processed purchase order.

In CAS, in order to encumber funds or create a purchase order, only the PO number and chart of account information is required.

All purchase orders in SFS require a vendor ID number, item, unique PO number, and ChartField distribution.



At the transactional level, the SFS Chart of Accounts is comprised of two elements:

General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.

Chartfields – Codes used to categorize financial and budget transactions.

• Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code).

• Agency-specific ChartFields include Operating Unit and Product.

The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.

More details about the SFS Chart of Accounts may be obtained at:

http://www.sfs.ny.gov/programElements/coaMaterials.htm




What are procurement contracts?

The financial impact of contracts and encumbrances.

How to create, approve, amend, and close a contract.



Procurement contracts are used by the State of NY within SFS to denote an agreement to procure goods or services from a vendor.

Contracts in SFS do not have a financial impact. Purchase Orders released from the contract encumber funds and identify a specific order against the contract, but a contract must be established before an encumbrance can be created against it.

Some contracts require OSC approval while others do not; the audit type of the contract determines the approval process.



Transactions

Creating a contract

Amending a contract

Closing a contract


Learning Exercise

Create a Contract

You have been asked to create a contract with vendor NYS Industries for the Disabled, Inc. for office supplies.

You must create a contract.

15 min

Note: Please refer to your exercise sheet handouts which contain the data you

need to complete this activity. The job aid can be used to assist you.


Purchase Order Life Cycle


The purchase order life cycle.


The basic steps of the Purchasing process are depicted below. The purchase order lifecycle is highlighted.

Purchase Order Life Cycle




How to create a purchase order (using different approaches).


Transactions

Creating a purchase order by copying an existing requisition

Creating a purchase order using the Requisition Selection page

Creating a purchase order using the Expedite Requisitions page

Using the Sourcing Workbench





How to create a purchase order online.

How to create a purchase order by copying an existing purchase order.

How to create a purchase order from a contract.

How to edit a purchase order.

How to manage a change order.



Transactions

Creating a purchase order online

Creating a purchase order by copying an existing purchase order

Creating a purchase order from a contract

Editing a purchase order

Managing a change order

Encumbering a contract


Learning Exercise

Create a Purchase Order

You have been asked to create a purchase order for office supplies.

You must create a purchase order.

15 min




Learning Exercise

Create a Purchase Order by Copying an Existing Purchase Order

You have been asked create a purchase order for office supplies. To save time, you will copy an existing purchase order.

You must edit a purchase order.

10 min






How to approve, recycle, and deny a purchase order.


Transactions

Approving a purchase order

Recycling a purchase order

Denying a purchase order





How to dispatch, close, and reopen a PO.

How to use the PO reconciliation workbench.

How to perform a PO roll over.


Transactions

Dispatching a PO

Using the PO reconciliation workbench

Closing a PO

Reopening a PO

Performing a PO Roll Over





How to view PO Data Activity.



Transactions

Viewing PO data activity


Processing Returns to Vendor (RTV)


How to create an RTV.

How to dispatch an RTV.

How to run an RTV reconciliation process.


Processing Returns to Vendor (RTV)

Transactions

Creating an RTV

Dispatching an RTV

Running the RTV reconciliation process




The SFS Purchasing training structure.

Where to find training materials and resources.



SFS Purchasing Training Structure



Training Materials Location and Class Preparation

Location

ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=123:trainer-materials&catid=83:training-toolkit&Itemid=667

All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127:training-courses&catid=83:training-toolkit&Itemid=662

Job Aids and Reference Materials

http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=124:job-aids-and-reference-materials&catid=83:training-toolkit&Itemid=668


Summary

Having completed this course, you should now be able to:

Understand the purchase order structure and lifecycle.

Understand and create procurement contracts.

Create, approve, and process purchase orders in purchasing.

Inquire on purchase order activities.

Define the scope of SFS Purchasing training.

Locate additional training materials, job aids, and other useful information.


Conclusion

Thank you for your participation!


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Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines)

In this lesson you should learn: (Arial font 24)

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statewide financial system program 1 po 220 processing purchase orders po 220 processing purchase...

Documents

process purchase orders

processing purchase

contract transaction

purchase order information

purchase order encumbrance

dispatched purchase

purchase order structure

current purchase order