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Key Points to Emphasize during Training: PO 220




                                     Version: 1.0
                                     8/18/11
Key Points to Emphasize during Training - PO 220
Contents
Description……………………………………………………………………………………………………………………………………………………………………….3
Participant Comfort………………………………………………………………………………………………………………………………………………………....3

UPK…………………………………………………………………………………………………………………………………………………………………………………..3

All Topics Messages………………………………………………………………………………………………………………………………………………………….3

Purchasing Messages………………………………………………………………………………………………………………………………………………………..4

Bulkload Messages……………………………………………………………………………………………………………………………………………………………4

Procurement Contracts…………………………………………………………………………………………………………………………………………………….4

Sourcing Requisitions………………………………………………………………………………………………………………………………………………………..8

Creating Purchase Orders………………………………………………………………………………………………………………………………………………….9

Approving Purchase Orders…………………………………………………………………………………………………………………………………………….11

Processing Purchase Orders……………………………………………………………………………………………………………………………………………13

Processing Returns to Vendor…………………………………………………………………………………………………………………………………………14




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Key Points to Emphasize during Training - PO 220
Description
This document serves to assist trainers during end user training. It contains general notes for participants, general notes
about User Productivity Kit (UPK), general notes about SFS, key messages about the Purchasing module, and key
messages about specific transactions in the Purchasing module. The document is not all inclusive but can be thought of
as a guide containing key points to remember as well as some additional information.

General notes for participant comfort during training

       Inform participants that a break will be given during training, provide the location of the restroom
        facilities, and remind participants to silence cell phones.
       Remind the participants that varying levels of resistance/frustration are expected both before
        deployment and after deployment.
       Provide participants with a brief overview of how the Functional Roles were developed, when
        reviewing the “Role Descriptions” associated with each course.
       Remember the Instructor Run Sheet is simply a guide; the timing may (and probably will) change as
        you teach. Stay flexible.


General notes about UPK

       Explain to participants how to navigate within UPK (ex. clicking the actions tab, selecting the options to
        go back to the previous screens, etc.)
       Explain the importance of following exact steps demonstrated during the “Try It” mode walkthrough,
        when using the “Know It” mode.
       Explain to participants that the “Know It” text box can be moved if it is blocking information. The box
        can be moved by dragging the box from the header (blue part of the box), to a different part of the
        screen.
       Explain to participants that “Know It” mode does not include the action-less “explanation” frames that
        provide information, but do not require the user to complete an action.
       Walk around the training room, to observe participants as they complete the scenarios in “Know It”
        mode.


General notes for all topics

       Throughout all topics, hosted agencies’ business unit defaults on all screens. Make sure the users are
        aware of the business unit
       When searching for any items, the wildcard (%) can be used. The full name / ID does not have to be
        used.
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      Explain to participants that the “Back” button should not be used while completing an exercise in the
       Training Environment. Users should also avoid using the “Back” button in the Production environment,
       after go-live.
      Explain to participants that within SFS the asterisk (*) denotes a required field.
      Explain to participants the concept of default values and note when they can be over-written.
      Remind participants that the menu bar which displays the pages they can access will be different in
       production, based on their security profile. A majority of participants will likely have a smaller menu
       bar when the system is deployed.
      Explain to participants that the “scroll wheel” on the mouse should not be used in UPK. When the UPK
       action requires the user to click the scrollbar, participants must actually click on the scrollbar.
      Remind participants that there will be Help Desk support during training.


General Messages about the Purchasing module

      Standardization of purchasing process  improved data for purchasing and reporting
      Vendors maintain own information via self service improved visibility by vendors into SFS and
       transactions affecting them
      Key data field validation during/after transaction entry  reduced data input errors and increased
       accuracy of data entry
      Values can be defaulted on a Requisition / Purchase Order based on user preferences and item
       categories. Defaults can be changed on Requisition/Purchase Order if needed.
      Requisitions, Purchase Orders, and Receipts can all be viewed in one place by system users.


Bulkload Messages

      Agencies will use the SFS similar to how they currently use CAS by creating transactions in their
       financial management system and transmitting those transactions to the SFS via bulkload process.
      Agencies can use Legacy or PeopleSoft.
      Also, agencies can do direct entry if bulkload is unavailable.
      Agencies cannot bulkload requisitions.
      Some agencies use both online and bulkload.


Procurement Contracts

      Agencies will submit all contracts and amendments through the Purchasing module for Audit and
       approval purposes.
      Agencies can reuse contract ID; If OSC non-approves an original contract amendment (seg 000), SFS
       will add a letter to the contract # portion of the contract # ID (ex. OGS01-C00000001Z-114000).
      Some things are not changing: OSC encumbrance policy, audit type, contract number prefixes, physical
       contract delivered to OSC with cover sheet, procurement record documents required.
      Amendment 0 is automatically created once the procurement contract is approved.
      OSC Contract Review Process
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           o OSC receives physical contract

           o OSC receives electronic record in the SFS

           o OSC assigns and audits contract

           o OSC requests encumbrance/purchase order (PO), when required

           o If OSC issues approval:
                  Contract header remains at “Requested PO”
                   Amendment status updated to “approved”
           o If the original contract is not approved, the header updates to canceled and the amendment
             updates to non-approved
           o OSC will pull Contracts submitted requiring pre-audit into their auditing module known as
             Contract Audit Module (CAM)

           o Audit type determines which contracts get pulled into CAM and which contracts get
             systematically approved

           o Request for PO can occur at any time during the audit process

            o Approval status will be indicated on the contract amendment header in SFS and/or via extract
               file
      Process
            o Requisition - Can be used to document Determination of Need and associated approvals
               (optional)
            o Procurement – vendor selection process happens as it does today (offline)
            o Contract – maintains spending limit without amendment; start and end dates
            o Purchase Order (work order) – PO is a point of reference with vendor; encumber funds and
               authorize work
      Contract Status definitions
            o Open – contract has been entered and saved but not yet submitted to approvals
            o Pending OSC Approval – contract has been submitted and is available for OSC to review and
               approve
            o Requested PO – contract is available for amendments (amendment 0 is automatically created)
               and POs to be created against it, if required
            o Cancelled – contract has been cancelled by contract processor prior to submission for approval,
               or has been rejected by OSC
            o Closed – contract is closed and now activity can take place on the contract
      A contract must be fully encumbered (w/POs)
      Totals released amount (SFS) = encumbered amount (CAS)
      Expire date (SFS) = end date (CAS)
      If contract is not approved, header updates to cancelled and amendment is not approved.
      After OSC approves the contract, the agency has 5 days to submit a PO.
      When a contract is expiring, the natural thought is to reduce encumbrances, but really should reduce
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        the contract spending. This is done because if a report is run, the contract would show the complete
        amount (for example $100), even if the agency is only spending some of it (for example $80).
       Paying against contracts occurs in Accounts Payable. This part is now taught in AP.
       If someone asks about having a purchase order spanning multiple years:
             o This is a rare situation, but once a contract is approved an agency can create a PO to span
               multiple years, as long as the contract is still valid. Additional purchase orders can be created.
       If someone asks about accessing other agency’s contracts:
             o There are rare occasions in which an agency can access another agency’s contracts, but the
               agency needs special OSC approval. This may be done if there is a statewide approach to a
               similar topic (for example, training).
Creating a contract

       SetID is defaulted to SHARE for now, but if the user clicks on the magnifying glass, the user may be able
        to change it. The availability depends on security.

       Emphasize that the contract date can be past, current, or future.

       Expire date is currently not a required field.

       Corporate Contract option – Currently, the option is selected by default. This means that any BU can
        pay off the contract, unless specific business units are defined on the PO Defaults page (up to three
        can be entered). We are urging users to unselect this check box. Additionally, if agencies are using a
        contract for their own BU, they should unselect the check box.

       For contracts subject to OSC audit, the contract status progression is Open>Pending OSC>Request PO.
        The Amendment is generated when Contract header is switched to Pending. Statuses are then Request
        PO>Approved. For Contracts not subject to audit, the contract status is the same, and the Amendment
        goes Pending OSC>Approved.
       BOC will not approve a contract until there is an encumbrance.
       Can only cancel a contract prior to submitting it to OSC for approval.

       Process options checkboxes and links – in case trainees ask:

       Allow                      Select this check box if the purchase order that you create to satisfy the
        Multicurrency PO            contract can be in a currency other than the one that is specified on this
                                    vendor contract. If so, the currencies from the contract are converted to
                                    the currency of the purchase order.
       Corporate                  Select this check box if you want this contract to apply to all business units
        Contract                    within the specified setID. If you do not select this option, you must enter a
                                    list of valid business units for this contract on the PO Defaults page. At the
                                    time of release, the release business unit must be defined on the Contract
                                    Defaults page. This option is selected by default for order contracts. This
                                    option does not apply to voucher contracts.

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       Lock Chartfields        Select this check box to prevent changes to purchase order ChartFields at
                                 the purchase order distribution level that are released from this contract.
                                 When this check box is selected, you cannot manually reference this
                                 contract on requisitions and purchase order lines. Purchase orders that
                                 reference contracts with the Lock Chartfields check box selected must be
                                 created as releases from the contract or created by copying the contract


       Allow Open Item         Select this check box to enable items that are not specified on the contract
        Reference                to be purchased against it. Whether you're defining an open or fixed item
                                 contract, this check box enables you to reference the contract for any
                                 requisition and purchase order item that is ordered from this vendor within
                                 the terms and limits of this contract. This check box also enables you to add
                                 open-item price adjustments to the contract. This check box is available
                                 only for PO and General contract process options with purchase order
                                 releases
       Adjust Vendor           If you're defining price adjustments for open items and vendor adjustments
        Pricing First            also apply, you can specify which adjustments the system applies first. To
                                 apply vendor adjustments before the contract adjustments, select this
                                 check box. If you do not select this check box, only the contract
                                 adjustments are applied.

       Price Can Be            Select this check box, if you want to be able to change the system
        Changed on               calculated prices on purchase orders for this contract. This field setting
        Order                    applies only to open items that are referenced on a purchase order. If you
                                 do not select this check box, the price fields on the purchase order are
                                 unavailable for entry.

       Must Use                Select this check box to have any purchase orders that are created against
        Contract Rate            this contract use the rate date on this contract for currency conversions.
        Date                     This check box becomes available for selection if you select the Allow
                                 Multicurrency PO check box.


       Rate Date               If you select the Must Use Contract Rate Date check box, enter the rate
                                 date that you want to use. The rate date is the date that the system uses to
                                 determine the correct currency conversion rate to use on the purchase
                                 orders that are created to satisfy the contract. The default value for this
                                 field is the current system date.




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       PO Defaults                Click this link to access the PO Defaults page, where you can set default
                                    information for order contracts for each business unit.




       PO Open Item               Click to access the PO Open Item Pricing page, where you can enter price
        Pricing                     adjustments that apply to items that reference the contract as an open
                                    item contract




Amending a contract

       The only Agency submitted information that OSC will be able to update in the SFS as part of its audit is
        contract is begin and end date. Scope change in request to make audit type editable.
       Point out the amendment details link once you go to the procurement contract; you can get back to
        the amendments page by clicking on the link.
       Once an amendment is approved, the correct purchase order must be linked to the correct sequence
        number in order to encumber funds. The latest amendment governs the contract.
       Currently an amendment can be created while the original procurement contract is still in pending
        status. There is a scope change #2777 which will restrict this ability where the original will have to be
        approved before amendments can be created. This scope change is on the deferred until after go live
        list though so will not be put in place until after 10/1/11.


Sourcing Requisitions

       Three types of sourcing: copying requisition, using the Requisition Selection page, and Expedite
        Requisition page. Most will be using the first option. The other two are related to process, and only
        specific people will be given access to run them.
Creating a purchase order using the Requisition Selection page

       Regular PO Processors will not have access to this page, to run the batch process. Since it is a batch
        process, no one will really be running the process. It must be set up though.
       The Requisition Selection page allows users to view and edit requisitions before selecting them to be
        staged in order to be sourced. Once requisitions are saved and staged, they become purchase orders
        through autosourcing.
       You must manually select requisitions for sourcing, via buyer, vendor ID, category, requisition ID, or
        contract ID. Relevant requisitions display, and you must select the desired requisition. After they are
        selected, the requisitions become POs in the next AutoSource process.

Creating a purchase order using the Expedite Requisition page

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      Regular PO Processors will not have access to this page, to run the batch process. Only one or two
       manager level people per agency will have access, probably batch processor or buyer manager. Since it
       is a batch process, no one will really be running the process. It must be set up though.
      Users can quickly source requisitions to become purchase orders through selection using the Expedite
       Requisitions page.
      The sourcing process using this page is a one step process.
      After selecting the requisitions, through a batch process, the approved requisitions become purchase
       orders.
Using the sourcing workbench

      Not a very common page, but the page to look for POs creating through autosourcing. You can see
       errors on this page.
      If a requisition is approved, the requisition ID and purchase order ID are visible.
      If a requisition does not source successfully (most common error would be a missing vendor, because a
       vendor is optional on a requisition but mandatory on a purchase order), the error can be viewed and
       modified. Once a requisition is modified, it is set to a Recycle status to be picked up by the next
       sourcing process to become a purchase order.


Creating Purchase Orders

      A purchase order is a document that is used to encumber funds for a procurement contract or as a
       standalone procurement instrument.
      A PO can be sourced from a requisition or created independently and always encumbers funds within
       SFS.
      A PO must reference a valid vendor in the Statewide Vendor file.
      Dispatch method for PO in SFS will be “Print”, meaning the “buyer” who originated the PO will receive
       a file that can be printed if needed.
      Bulkload agencies can bulkload PO information through Legacy or PeopleSoft layout.
Creating a purchase order online

      A purchase order might have many different statuses during its life cycle. These statuses let buyers,
       users, and managers know where the purchase order is in the process so that they can make business
       decisions. A purchase order can have a purchase order status of Initial only when it is added to the
       system manually. A manually entered purchase order remains in a status of Initial until a buyer is
       specified for it. Once a buyer has been assigned, the purchase order status becomes either Open or
       Pending Approval, depending on the default setup at the buyer level.
      Most of the time purchase orders would be created to encumber funds against a contract.

      PO Defaults
          o Billing location, ship to locations default from the business unit.
          o Can have multiple shipping addresses but not multiple billing addresses.
          o Most commonly used option will be Override. For all the information to default in, put it in the
             header level, and it is all coming from the same place. With the default option, information
             defaults from 2 different places, and it may be hard for users to understand where the
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               information comes from.

      Master Contract ID – A field the user can put a contract number in that is not the line contract number.
       It’s a way to reference a specific contract number. But the encumbrances will not come from the
       contract number being referenced in the Master Contract ID field. For example: Particular
       circumstance in which it is most used is value re-seller (example, cell phones). A company (HTC) sells
       cell phones. They may sell cell phone directly, but other resellers will sell the same phone that alter it
       (AT & T). The master contract ID is with HTC, not with AT&T. The user pays AT&T, but the Master
       contract ID would reference the HTC contract to capture all the activity. Here the user wouldn’t
       reference any contracts or contract details, just the HTC contract, but the Vendor would be AT&T.
      DOB approval code – data element that’s a useful tool in the approval process. It identifies that the
       agency went through the DOB approval process, and this is what that approval is. Buyer or budget unit
       can enter the information. Currently this is the B1184 process. It’s a pre-approval to be entered into
       procurement. Up to now, the procurement is tentative up to this point because the agency does not
       want to approve the PO and release it to a vendor if it hasn’t gone through the right channels.

      For the UPK scenario, the PO is a standalone PO that does not require OSC approval.
      Inspect ID – Agencies do not automatically have inspect IDs defined; agencies will have to send request
       to SFS operations to get them defined.
      Receiving field - Required vs Optional, and Receiving Not Required. Option defaults from category, but
       the PO processor can override if they have an item that does not require a receipt (like a service).
       Usually made not required or optional for a service.
      On PO Approval page, if PO requires OSC approval, will see OSC as a final line in the approval history
       grid.
Creating a purchase order by copying an existing contract

      Not a very common transaction because most contracts are open item reference contracts without
       items, so not very much to copy from. If the contract doesn’t have items, the vendor and buyer copy.
      Contract ID copies at the line level.
      Once the PO is saved, the status should change from initial to Pend Appr.
      You cannot associate multiple contracts to a single PO. System will let you, but SFS will not process it.
      Remind users that the contract details link is used to view the sequence number, not contract
       information.

      This transaction is useful when the contract contains lines. The line, schedule, and distribution
       information will be copied from the contract to the PO. If the contract doesn’t have lines, might as well
       create a PO and associate it with a contract.

      Another scenario, the user wants to copy the information from a contract, but the contract is dead, but
       the user wants to make use of the information.

      NOTE: If the user no longer wants to associate the purchase with the contract, the user must
       disassociate it or add a new contract ID. Potentially may have to go to the Header details and put a PO


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       type.

Creating a purchase order by copying an existing purchase order

      The PO Date field on the new purchase order automatically defaults to the current system date. The
       NOTE mentions override, but there are a lot of business rules that drive that.
Editing a purchase order

      If users change something on an approved PO, then it kicks off workflow. When a user saves / submits
       an approved PO, it kicks off workflow. Change order is manually dispatched when changes are made to
       a dispatched PO.
Creating a PO change order

      After a purchase order is created, budget checked, approved, and dispatched, changes can still be
       made on the purchase order.
      If any edits are made to the header, lines, or schedule on a purchase order with a dispatched status, a
       change order is created.
      A change order copies the information from the existing purchase order but is assigned a change
       sequence and must re-enter the workflow process.
      As a user makes changes to a PO, the sequence number changes.
      The PO ID doesn’t change, but SFS generates a new Change Order field. You will only see this field
       appear on the page after a Change order has been applied, and it is un-editable.
      On ‘Notice the PO Number field…’ The user can search using PO number, it is populated only because
       you just navigated there from the previous screen, usually the PO number will be blank if just
       navigating there directly.
      There is a custom report to view the change order information – PO Change Order Report


Approving Purchase Orders

      For hosted agencies, when looking at the worklist, will see documents for multiple business units (your
       own business unit and the agencies you are hosting). Pay specific attention to the business unit on
       work items.
      If any supervisor besides the initiator is also mapped to budget unit, as soon as that supervisor logs in,
       it will be like that one supervisor becomes budget unit and skips all the approvers between their
       approval role and the budget unit. This supervisor can change chartfield values. Be aware that skipping
       may occur. Approvers should be aware of this.
      Priority for a worklist item is set to a default value by the workflow engine. Yet, the users can change
       the priority to Low, Medium and High. A worklist item is updated and saved immediately when a
       change is made to the Priority field. When an approver changes the priority and then approves the
       work item, the changed priority will appear for the next approver (for example if the work item started
       as Medium and the first approver changed it to High, the next approver will see it as High).
      Mark worked button – This option will be enabled for specific work items only (approved and denied
       requisitions). For example: An item related to an approved requisition. This particular worklist item
       remains in the requester’s queue until the user clicks on the ‘Mark Worked’ button. Another scenario

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       would be an error in workflow routing. Approvers cannot click this button during the approval process.
Approving a purchase order

      Once a purchase order has been created and budget checked, it is submitted for approval.
      A purchase order approver's worklist contains the purchase orders ready for approval.
      Before the purchase order is approved, the header and line details must be reviewed. Once a purchase
       order is approved, the purchase order continues in the purchasing lifecycle to be dispatched and
       fulfilled by the vendor.
      After pending status is Pending OSC approval; this means that the purchase order still needs to be
       approved by OSC before the purchase order can be dispatched. Pending OSC approval has generally 2
       scenarios:

           o 1. If the purchase order is tied to a contract and the contract is approved, the user may never
             see a “pending status” but only “approved” because when the last approver in the approval
             chain clicks “approve,” the system automatically updates the purchase order status to match
             the contract status.

           o 2. If the contract is not approved, the purchase order status is pending OSC approval until the
             contract is approved.

           o This occurs because the purchase order approval is tied to the audit type and must follow the
             contract approval.

Denying a purchase order

      Once a purchase order has been created and budget checked, it is submitted for approval.
      A purchase order approver's worklist contains the purchase orders ready for approval.
      Before the purchase order is approved, the header and line details must be reviewed.
      Once a purchase order is approved, the purchase order continues in the purchasing lifecycle to be
       dispatched and fulfilled by the vendor.
      However, sometimes, the purchase order does not meet approval standards. If the purchase order
       requires additional information or edits, the purchase order can be denied. Denying a purchase order
       sends it to the buyer with comments concerning the purchase order. The buyer can then either cancel
       the purchase order or make adjustments and resubmit it for approval.
      Once a purchase order is rejected, it cannot be resubmitted.
Rejecting a purchase order

      Once a purchase order has been created and budget checked, it is submitted for approval.
      A purchase order approver's worklist contains the purchase orders ready for approval.
      Before the purchase order is approved, the header and line details must be reviewed.
      Once a purchase order is approved, the purchase order continues in the purchasing lifecycle to be
       dispatched and fulfilled by the vendor. However, sometimes, the purchase order does not meet
       approval standards. If a purchase order is beyond editing or not in compliance with an Agency's
       procedures, the purchase order can be rejected. The buyer can view the comments regarding the
       reasoning of the rejection. A rejected purchase order does not continue in the purchasing lifecycle.
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      Once a purchase order is rejected, it cannot be resubmitted. It returns to the PO Processor’s worklist.

Processing Purchase Orders

      Mostly batch processor has access to these topics
Dispatching a purchase order

      Batch process scheduled at the agency level.
      The batch processor must schedule the dispatch and auto-source processes.
      Dispatch and auto-source programs are agency and PO Processor based; create one run control for
       each PO Processor, especially with multiple PO Processors for one agency.
      Each agency is expected to setup a PO Dispatch process run control, one for each PO Processor within
       the agency. A pdf document (one or more files for each PO Processor per day depending on the
       process frequency set by the agency) that includes all the POs dispatched within the day will be posted
       to the SFS Report Manager. PO Processor will then access his/her own POs through the Report
       Manager to view, print and fax. SFS is not currently setup to dispatch POs through email.
Using the purchase order reconciliation workbench

      Agencies may use this feature for force closing (for POs not eligible for batch closing) but not often.
      Used by batch processor.
      Used during closing/rollover process.
      Usually, the only type of purchase orders eligible for closing include purchase orders that are fully
       matched and received.
      However, sometimes at fiscal year end, not all purchase orders are fully matched or received but still
       need to be closed. For example, if an agency originally ordered ten items on a purchase order but only
       received eight. At the year end the agency does not need the two additional items, so the purchase
       order can be closed to re-encumber the funds. The purchase order reconciliation workbench is used to
       qualify such purchase orders for the closing process. After a purchase order is found, the purchase
       order is selected and then closed.
Closing a purchase order

      Statewide (not agency specific) batch process that runs periodically. The agency can schedule this, but
       usually will not.
      Closing is not required, but is a cleanup process.
      A purchase order qualifies for closing only when it is fully received and vouchered. In addition to fully
       received and vouchered purchase orders, cancelled purchase orders are also eligible for closing.
      After the closing process is complete, the PO status changes to complete. Once closed, no further
       changes can be made to the purchase order unless a specific business need exists.
      On the Process Scheduler, only select the checkbox of the Close Purchase Orders with a hyperlink. The
       hyperlink one runs the other jobs too.

      Close by Document vs Close by BU
           o Usually want to run by BU, not document. Same as POs. Both are valid ways, but the preferable
              way is to run by BU. Agencies won’t be able to close documents for other Business Units. There

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Statewide Financial System        Key Points to Emphasize during Training                     8/16/2012 9:56 AM
                are very large Agencies out there, so closing by BU would be a very big task.

            o Instructor note: Agencies could close by Document, or by BU knowing that it would take a long
              time.

Reopening a purchase order

       Done by agencies by batch processor.
       Not performed for a group of purchase orders; only for special exceptions.
       Once a purchase order is vouchered, paid, and closed, it can be reopened if a business need arises, for
        example if there is a problem with the payment on the purchase order. A purchase order that is
        reopened can be edited once again.
       While a purchase order can be reopened if a payment issue arises, the reopening process is not
        performed very frequently. For example, if a different number of quantities is desired, a purchase
        order would not be reopened. In this case, the agency would copy from an existing purchase order to
        create a new purchase order, which is a more frequently performed process.
Performing a purchase order rollover

       Not a common process, probably performed by batch processor.
       Not a common process, probably performed by batch processor.
       Purchase order rollover is used to budget check distribution lines against budgets with expiring budget
        periods and then roll funds over to new budget periods.
       Purchase orders with open encumbrances at the budget year end qualify for rollover to the next
        budget year.
       While the budget reference remains the same, the budget period will change to the next budget
        period.
       SFS enables the selection of specific purchase orders to rollover. Purchase orders that are canceled,
        fully vouchered, on hold, in process, or have not been successfully budget checked are not qualified for
        rollover.
       The purchase order rollover process contains five steps, coordinating both the Purchasing and Billing
        modules.
       Finalize requisitions check box
            o This is a fund liquidation.
            o It shows that the current distribution line on the requisition represents a final liquidation of the
                PO transaction. This eliminates the need to run the PO and requisitions reconciliation processes
                to determine that you can close a PO or requisition. Consequently, you have more control over
                the budget because you quickly free it up.
            o For example, if you have 10 items on a purchase order ($100 encumbrance), and you receive 9
                items ($90), $10 is still encumbered. You have to force close the requisition (on the requisition
                workbench) or click this option. Doing so puts that money back in the budget. After closing, you
                must run budget check.
Closing a requisition

       Statewide (not agency specific) batch process that runs periodically. The agency can schedule this, but
        usually will not.

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Statewide Financial System         Key Points to Emphasize during Training                      8/16/2012 9:56 AM
      Closing is not required, but it is a cleanup process.
      A requisition qualifies for closing only when it is fully sourced, received, and vouchered.
      After the closing process is complete, the requisition status changes to complete.
      Once closed, no further changes can be made to the requisition. A common example in which an
       agency would close a requisition would be to eliminate it from the requisition queue.
      If a requisition is not fully sourced, received, and vouchered yet needs to be qualified for closing, the
       requisition can be qualified on the requisition reconciliation workbench.
      Close by Document vs Close by BU
            o Usually want to run by BU, not document. Same as POs. Both are valid ways, but the preferable
               way is to run by BU. Agencies won’t be able to close documents for other Business Units. There
               are very large Agencies out there, so closing by BU would be a very big task. Agencies could
               close by Document, or by BU knowing that it would take a long time.

           o The third check option on the process scheduler page both closes and includes the report .pdf.
             The second check option does the close option only, produces no report.


Processing Returns to Vendor

Creating an RTV

      Ship date is the day the agency is shipping items back to the vendor.

      You do not have to select the line to view information, only must select the specific line to view source
       details.

      Carrier ID and Lading are transportation information, but the State will not be using it.

      If a receipt is created against a PO, that option should be used; if the PO does not required a PO,
       search using the select PO option.

Dispatching an RTV

      Once an RTV is created, it can be dispatched to the vendor.

      When the dispatch process is complete, the RTV can be printed to fax to the vendor.

      Not a required process.

      Agency scheduled batch process.

Reconciling an RTV

      This will be a scheduled batch process.

      The RTV Reconciliation process reviews the status of RTV line records to evaluate and update the RTV
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Statewide Financial System        Key Points to Emphasize during Training                      8/16/2012 9:56 AM
       header record status.

      The process compares the shipped quantities for the RTV line records to determine whether all of the
       returned quantities for all of the lines have been shipped.

      If the shipped quantity equals the return quantity on every line, the process changes the header status
       to Shipped. After the RTV header status changes to Shipped, the process changes the header, line, and
       schedule statuses to Closed.

      This prepares the RTV for the AP Voucher Build process to stage the adjustment voucher.

      Before a voucher can be created, this process must be run. The RTV Reconciliation should be a monthly
       or bi-weekly process for an agency to create adjustment vouchers for returns. This process itself
       doesn’t create an adjustment voucher, but it qualifies RTVs for the vouchers to be created through the
       voucher build process.

      When the RTV Reconciliation process is run, any RTV that qualifies will have a return voucher built in
       the voucher build process.




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Statewide Financial System       Key Points to Emphasize during Training                     8/16/2012 9:56 AM

				
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