Contract Price Change Update All Open Purchase Orders

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					                   The Simplified Administrative Services
                               Project Update

NEW MARS FEATURES AVAILABLE MONDAY, AUGUST 6
 On Monday, August 6, a new version of Procurement Desktop will be available. This
 important software release (Version 4.8.36) includes improvements suggested by
 agency users and will address more than 120 Procurement Desktop issues. Following is a
 preview of some of the highlights. If you would like additional details, please refer to
 MARS August 6 (End User Release Notes) coming soon at:

                         http://www.state.ky.us/agencies/adm/mars/marsreleasenotes.htm

       INCLUDED IN THIS ISSUE-THE                        TOP    16

       2   (1) Validating Modification Documents

       2   (2) New Proof of Necessity (PON) Tab Added to Contracts and Master Agreements

       3 (3) Enforcement of Tolerances

       3   (4) Enforcement of Partial/Final Payment Checkbox Flag on Invoices

       5   (5) Enforcement of Not to Exceed Limits on Capped PSC’s and Master Agreements

       5   (6) Solicitations Posted to the Web Are Now in Microsoft Word Format

       5   (7) New Printing Option to Print Clauses and Conditions with the Document

       6   (8) Approval Chain Report Changes

       6   (9) Negative Value Can Be Entered on Contracts and Purchase Request Modification Documents
       7    (10) Contracts, Catalog Delivery Orders, Delivery Orders and Master Agreements:
                 May Not Have More than One Draft Copy

       7   (11) Payment Authorization ‘Hold Recurring Payment’ Checkbox Now Working

       8   (12) Invoice Routing with Three Way Matches
       8   (13) Disbursement Type on Vendor Search Window Now Visible

       9   (14) New Warning Message When Closing Purchase Request to be Awarded as a Master Agreement

       10 (15) Document Subtypes Default on Modification Documents

       10 (16) Printing Addresses on Procurement Desktop Documents


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Administrative Services Update              07/16/10                                       Page 1
        (1) Validating Modification Documents

With the release of 4.8.36, Procurement Desktop will allow modifications to be validated. This will enable
users to identify and correct document errors prior to routing for final approval.

           To validate a Purchase Request modification, users will access the following menu options:
            Procurement>Requirements>PR Validation.

           To validate Award document modifications (i.e., Master Agreement, Catalog Master Agreement,
            Contract, Purchase Order, Delivery Order, Catalog Delivery Order), users will access the following
            menu option: Procurement>Post Award>Process Modification>Validate.

           To validate a Solicitation modification, users will access the following menu option:
            Procurement>Pre-Award/Award>Solicitations>Solicitation Validation.


        (2) New Proof of Necessity (PON) Tab Added to Contracts and Master Agreements

A Proof of Necessity (PON) Tab has been added to Contract and Master Agreement documents with Personal
Service Contract and Memoranda of Agreement subtypes. This tab must be completed prior to saving the
document. The information entered may be edited after initial completion, until the document is released.

To find more information regarding the required fields on the PON tab, select <Shift+F1> while on the PON
tab to access the PD Help. Once you have accessed the Contract/Master Agreement PON Window, you may
then select Field Definitions for detail related to each field.

All Contract documents with these subtypes created on or after August 6 will require this tab to be
completed. Those documents created and released prior to August 6 will not contain this tab. Nor will this
tab be visible on modification documents created on or after August 6 when the preceding document was
processed prior to August 6.




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Administrative Services Update              07/16/10                                       Page 2
        (3) Enforcement of Tolerances

 Quantity and line item total tolerances will now be enforced and may be set on Contracts, Purchase Orders,
 Delivery Orders or Catalog Delivery Orders. Tolerances will be enforced on invoices generated from these
 preceding award documents where the tolerances have been set. Tolerances are not checked on invoice
 documents generated from Master Agreements. Tolerance amounts are not encumbered on any document.

 You may set tolerances on the Line Item Detail Pricing Tab.

            For commodity lines utilizing a quantity and unit cost, enter the upper tolerance amount in the
             quantity tolerance field.
            For commodity lines utilizing miscellaneous cost, enter the tolerance amount in the line item total
             tolerance field.

Document lines may not utilize a mix of pricing and tolerances. For instance, a commodity line priced by
quantity and unit cost could not also contain a line item total tolerance. An error will result when attempted.

 Unit cost tolerances are grayed out on all documents in this version of PD. The unit cost entered on
 Contracts, Purchase Orders, Delivery Orders or Catalog Delivery Orders may not be increased by any amount
 on a succeeding invoice; however, the unit cost may be lowered. Unit costs on delivery orders or catalog
 delivery orders may not exceed those listed on the referenced fixed price Master Agreement or Catalog
 Master Agreement.      Delivery Orders or Catalog Delivery Orders created from fluctuating Master
 Agreements or Catalog Master Agreements may exceed the unit cost listed.




        (4) Enforcement of Partial/Final Payment Checkbox Flag on Referencing Invoice

A new edit requires that the Partial Pay or Final Pay Checkbox on the Lines Tab of an invoice be selected for
all commodity lines. By selecting the Final Pay Checkbox, the encumbrance in Advantage is liquidated for that
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Administrative Services Update              07/16/10                                       Page 3
line. When a line is marked as Partial Pay, only the amount entered on the invoice commodity line is liquidated;
the remaining encumbrance amount is unaffected.




System-generated invoices resulting from the completion of receiving reports will default the checkbox based
upon the requirements of the encumbering document.

           If the Contract, Delivery Order or Catalog Delivery Order allows for partial payment as indicated
            on the Lines Tab, the invoice defaults to partial pay regardless of the amount received. (Invoices
            created by either highlighting the document or utilizing the Find Match will also default to partial.)

           If the Contract, Delivery Order or Catalog Delivery Order does not allow for partial payment, all
            system-generated invoices will default to final pay. (Invoices created by highlighting or Find
            Match do not default, therefore the Partial/Final Pay checkbox must be selected.)

Invoices created directly from Master Agreements by highlighting or Find Match or generated from Market
Baskets do not default and therefore the Partial/Final Pay checkbox must be selected.

NOTE: When an encumbering award document does not allow for partial payment and multiple, partial
receivers are necessary, an error will result. To prevent this:

           Ensure that the first invoice created contains all lines for the award, to allow for subsequent
            receivers to update the existing invoice;

           Do not process the invoice until all items are received.

 Otherwise, it will be necessary to modify the award document prior to releasing any additional invoices to
allow for future, partial payments.



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Administrative Services Update              07/16/10                                       Page 4
        (5) Enforcement of Not to Exceed Limits on Capped PSC’s and Master Agreements

The Not to Exceed Limits for Personal Service Contracts, Memoranda of Agreement and other capped Master
Agreement subtypes will be strictly enforced with this version of PD. Under no circumstance can Delivery
Orders or Invoices directly referencing a Master Agreement exceed the Not To Exceed limit established on
the Main Tab of the contract.

Please note that all unexpended amounts on a Delivery Order (DO) referencing a capped Master Agreement
must be liquidated through a Delivery Order Modification document. This will reduce the Delivery Order to
the actual amount expended. (This is necessary because the Final Pay Checkbox on a referencing invoice used
to liquidate an encumbrance is a tool for Advantage only. It does not restore the available balance on the
award in PD. Although it is liquidated in Advantage, PD would allow partial payments to be processed against
the DO up to the limits established by the tolerances.)

        (6) Solicitations Posted to the Web Are Now in Microsoft Word Format

Solicitations and Solicitation Modifications are now posted to the web as Microsoft Word documents unlike
previous PD versions that posted Solicitations as html documents. This will allow for special characters, fonts,
tables and pictures to be utilized and they will appear on the web as they do within the PD Word Document.
So in other words, anything formatted within the PD Word Document will appear the same when posted to the
web. Users will continue to format the document within the PD clauses.

NOTE: Documents created or formatted outside of PD may change in appearance when pasted into a PD
document due to differences in machine settings.

        (7) New Printing Option to Print Clauses and Conditions with the Document

A checkbox has been added to the Print window to allow users to print clauses and conditions with PD
documents. To print a document with its clauses and conditions:

           Highlight the document
           Select the File>Print Menu Option
           Select the “Print Clauses and Conditions” Checkbox
           Click on <OK>




The “Print Clauses and Conditions” Checkbox is selected by default. Deselect the checkbox if you do not want
clauses and conditions to print.

NOTE: If user screen settings utilize large or extra large fonts, the checkbox may not be visible. Settings
must be adjusted.


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Administrative Services Update              07/16/10                                       Page 5
        (8) Approval Chain Report Changes

The following functionality has been added to the Approval Chain Report:

           Document numbers will be displayed.

           Users may print the report; click on the new <Print> button, and obtain a printed copy.

           New Routing History Tab added which will display the routing history of a document. This tab
            includes User Name, Send Date and Age. It will assist in tracking when a document has been sent
            and how long it was on a user‟s desktop between routes. Note: This tab cannot display routes
            that were completed prior to this software release.

           The Routing Tab label has changed to the Routing Envelope tab.
            This newly named tab will display the routing information as long as the document is on a
            route…where a Routing Envelope and Routing Sheet exist. Once the document reaches its final
            route stop, and there is no longer a Routing Envelope, the information will disappear from the
            Routing Envelope tab. The information will now be retained on the Routing History Tab.




               User, Pd1
               User, Pd2




      (9) Negative Value May Now Be Entered on Purchase Request Mods and Award Mods

It is now possible to enter a negative value in the Unit Price or Miscellaneous Cost fields on Purchase Request
Modifications and Award Modifications. Negative values will only be accepted if the total of all funding strips
is not negative. If a negative line is added to a modification document, it must contain the exact funding as
another existing line item.



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Administrative Services Update              07/16/10                                       Page 6
        (10) Contracts, Catalog Delivery Orders, Delivery Orders, Purchase Orders and Master
        Agreements: MAY NOT Have More than One Draft Copy
Users may not create more than one draft document against a preceding document for Contracts, Catalog
Delivery Orders, Delivery Orders, Purchase Orders and Master Agreements. In other words, PD will only
allow one “Active” copy of these documents at any one time. Users will obtain the following error when trying
to create a second draft document:




        (11) Payment Authorization ‘Hold Recurring Payment’ Checkbox Now Working

The Hold Recurring Payment checkbox on a Payment Authorization is now working and when selected will not
allow an invoice to be generated. The Hold Recurring Payments checkbox is located on the Main Tab of the
Payment Authorization document in the Recurring Payment window. To open the Recurring Payments window:

                   Go to the Main Tab of the Payment Authorization (see below)
                   Click on the <Recurring Payment> button
                   Select the Hold Recurring Payments checkbox on the Recurring Payment window




NOTE: Do not select the „Payment Hold‟ checkbox on the MAIN Tab of the Payment Authorization.
Selecting this checkbox will NOT prevent Invoices from being generated and will not place recurring
payments on hold.




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Administrative Services Update              07/16/10                                       Page 7
                                               Not This



        (12) System Invoice Routing with Three Way Matches

System generated invoices resulting from completed receiving reports automatically route to the appropriate
contact name as indicated on the contract. If everything is in order (i.e., received quantities do not exceed
ordered quantities), the invoice is routed to the Contact Name associated with the Invoice Address field in
the Line Item Detail on the contract. If the received quantity exceeds the ordered quantity, the invoice is
routed to the Contact Name associated with the Administered By field on the Main Tab of the contract.

It is important that users indicate the appropriate contacts when creating awards where receiving will occur
(Contracts, Delivery Orders, Catalog Delivery Orders).

Please note that the Contact Names for the Administered By and Invoice Address fields will default to the
DO and CDO from the MA and CMA. Unless users verify and change the appropriate Contact Name when
creating a DO or CDO, system generated invoices will be routed to the MA or CMA Administered By Contact
Name rather that the appropriate agency Contact Name.



        (13) Disbursement Type on Vendor Search Window Now Visible

Users may now view the vendor Disbursement Type (i.e., EFT or Check) on the Vendor Search screen. This will
enable users to tell at a glance which Vendor Suffix to select without having to open the vendor record.




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Administrative Services Update              07/16/10                                       Page 8
        (14) New Warning Message Upon Closing Purchase Request to be Awarded
                                as a Master Agreement

A new warning message will be displayed when a user saves a Purchase Request (PR) that has been marked for
an award as a Master Agreement in the Master Agreement checkbox on the Purchase Request Contract Tab.
The message will ask the user to confirm that the user wishes to continue because the PR is marked to be
awarded as a Master Agreement.




Purchase Requests released with the Master Agreement checkbox selected cannot result in a contract, as
there will not be an encumbrance established in Advantage. Purchase Requests released without this
checkbox selected may result in either a Contract or a Master Agreement.




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Administrative Services Update              07/16/10                                       Page 9
        (15) Document Subtypes Default on Modification Documents

When creating a modification document, the subtype of the active document defaults as the subtype for the
modification, but can be edited if necessary. This greatly reduces the chances for error in selecting the
subtype and will not require reopening the active document to verify the correct subtype.


        (16) Printing Addresses on Procurement Desktop Documents

Printing addresses on the PD document types has been changed so that if there is one address for Bill To or
Ship To then that address will be printed on the first line with the message <This address is applicable to all
line items>. The remaining lines will not print the address. However, if there is more than one distinct
address for Bill To or Ship To then each line will be printed with its associated address. The following
document types have been affected: Contracts, Master Agreements, Purchase Orders, Delivery Orders,
Catalog Delivery Orders, Solicitations, Purchase Requests, Invoices, Payment Authorizations and all associated
modification documents.




          Please remember to synchronize PD when you logon Monday



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Administrative Services Update              07/16/10                                      Page 10

				
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Description: Contract Price Change Update All Open Purchase Orders document sample