Purchasing Year End Presented by Donnita Thomas Revised April 19, 2012

1. Purchasing Year End Presented by Donnita Thomas Revised April 19, 2012

2. Clean Up Activities – PO Budgetary Activity Report Purchasing > Purchase Orders > Reports > Req and PO Budgetary Activity

3. Clean Up Activities – PO Budgetary Activity Report (Cont) • Identify PO Concerns, such as: • a payment has been made but the user forgot to copy in the PO • the PO was not an amount only PO, but the voucher was a partial payment

4. Clean Up Activities – PO Budgetary Activity Report (Cont) • In both of the examples, the PO may have a Remaining Amount (encumbrance) that needs to be released.  • Agency Buying Administrator: manually close PO  • Remaining encumbrance released: PO closed and budget checked  • Job Aid: Manual PO Close Process • http://www.da.ks.gov/smart/Training/JobAid_ManualPOClose20110330.doc • Batch PO Close process: • Will run weekend of June 2nd • Won’t run in month of July

5. Clean Up Activities – Sourcing Workbench Purchasing > Purchase Orders > Stage/Source Requests > Sourcing Workbench

6. Clean Up Activities – Sourcing Workbench (Cont.) • Clean-up: Daily or Weekly • Errors generally: • Missing Vendor ID • Problem with Contract ID • Job Aid: Sourcing Workbench Errors • http://www.da.ks.gov/smart/Training/JobAid_SourcWorkbenchErrs_20110512.doc

7. Clean Up Activities – P-Card Transactions • P-Card transactions: reconciled in SMART on a timely basis • Division of Purchases: • Monitoring for old transactions • Contacting agencies: Contact will be more frequent as we get closer to fiscal year end • Query: KS_PO_PCARD_STATUS • Users with the following roles have access to this report: • Agency P-Card Coordinator • Agency P-Card Reconciler or • Agency P-CARD Reconciler / Approver • Navigation: Reporting Tools > Query > Query Viewer > search by – KS_PO_PCARD_STATUS 

8. Clean Up Activities – P-Card Transactions (Cont) Reporting Tools > Query > Query Viewer > KS_PO_PCARD_STATUS Enter: Billing Date & Business Unit

9. Clean Up Activities - Purchase Requisitions Navigation: eProcurement > Manage Requisitions Request Status: “Open”

10. What is the last date that I can obligate FY 2012 funds through the purchasing process? • Does not require central intervention: June 30th • Requisitions must be entered and saved by June 30th • Subsequent PO must be Approved, Budget Checked and Dispatched by July 11th

11. What is the last date that I can obligate FY 2012 funds through the purchasing process? (Cont) • Requires central intervention: July 6th • PR must be entered and Saved by July 6th • Procedures: • “Save and Preview” Purchase Requisition • Submit Help Desk: must be logged by July 6th • Category: Purchasing • Subcategory: Budget Date Updates • Description: include Purchase Requisition number(s) • Budget Date will be updated on the PR and notification sent to agency • Agency submits the PR for approval • Subsequent PO must be Approved, Budget Checked and Dispatched by July 11th

12. How will I know what P-Card transactions are being paid out of FY 2012 vs. next Fiscal Year? • Last P-Card file to be loaded on June 22nd • Includes transactions with a Posted Date of June 21st • Transactions will carry a FY2012 Budget Date • Available for reconciliation on June 23rd • All transactions for FY 2012 must be reconciled by close of business on Monday, July 9th or encumbered through a Purchase Order • P-Card voucher build process will run the following dates during concurrent processing: July 2, 5, 9 & 10. • We’ve added July 10th to the normal processing dates

13. What should I do if I have transactions that can’t be reconciled by July 9th but need to use FY 2012 funds? • POs will need to be created for any P-Card transaction payments that need to use FY2012 funds but will not be reconciled by end of day July 9th. • A PO will need to be created for each merchant • If multiple P-Cards are used for a single merchant, you will need a PO for each merchant / P-Card combination • Reminder: Requisitions must be entered and saved no later than end of business on July 6th. (Refer to slides 10 and 11) • NOTE: Do NOT create UMB voucher payments. System will create vouchers based on reconciled P-Card transactions

14. Questions?

15. When can we start entering Purchase Requisitions that will use FY 2013 funds? • Requisitions for FY 2013 funded transactions that require bidding may be entered in SMART as of May 1, 2012. • Procedures: Exceeds Agency Delegated Authority • Enter, and “Save and Submit” the Purchase Requisition for approvals • The Requisitioner or Agency Approver must type “FY13 FUNDED TRANSACTION” in the Justification/Comments field on the requisition • Send an e-mail notifying the applicable Division of Purchases Procurement Officer identifying the Requisition ID that is to be FY13 funded • The Procurement Officer will change the budget date on the requisition to reflect an FY13 date and then initiate the bid process.

16. When can we start entering Purchase Requisitions that will use FY 2013 funds? (Cont) • Requisitions for FY13 funded transactions, requiring Prior Authorization approvalfrom Procurement and Contracts (Dept of Admin, Office of Business Process and Improvement), may be entered in SMART starting on June 1, 2012. • Procedures: • Enter Requisition, Save and Submit • The Requisitioner or Agency Approver must type “FY13 FUNDED TRANSACTION” in the Justification/Comments field • Send an e-mail to bids@da.ks.gov identifying the Requisition ID that is to be FY13 funded • (Continued on Next Slide)

17. When can we start entering Purchase Requisitions that will use FY 2013 funds? (Cont) • Requisitions for FY13 funded transactions, requiring Prior Authorization approvalfrom Procurement and Contracts (Dept of Admin, Office of Business Process and Improvement), may be entered in SMART starting on June 1, 2012. • Procedures Continued: • The assigned Procurement Officer will change the budget date on the requisition to reflect an FY13 date. • PO's will not pass budget check until the appropriation budget has been loaded and posted in SMART; consequently, we recommend not approving the PO until you receive notification that appropriation budgets have been loaded. • Prior Authorization Requisitions must be processed in accordance with Information Circular 11-03 (located at http://www.da.ks.gov/purch/InformCirc.htm). • (Continued on Next Slide)

18. When can we start entering Purchase Requisitions that will use FY 2013 funds? (Cont) • For previously approved Contracts in SMART (i.e. multiyear contracts, including leases), requisitions for FY13 funded transactions should be entered in SMART on July 1, 2011. However, agencies may have a need to insure payment is made on July 2, 2011. In this case, requisitions may be entered in SMART beginning June 1, 2012. • Procedures: Entering purchase requisition BEFORE July 1, 2012 • The requisition is entered prior to July 1, 2012. The Requisitioner selects ‘Save and Preview’ (NOT ‘Save and Submit’) on the requisition. • Agency logs a SMART Service Desk Ticket requesting the budget date on the requisition be changed to reflect FY13. The SMART Service Desk Ticket subject should state ‘Change Requisition Budget Date’ and must include the Business Unit and the Requisition ID • (Continued on Next Slide)

19. When can we start entering Purchase Requisitions that will use FY 2013 funds? (Cont) • Procedures: Entering purchase requisition BEFORE July 1, 2012 (Cont) • The budget date will be changed and the ticket closed, which will notify the ticket creator. • Requisitioner may then ‘Save and Submit’ the requisition for further approvals. • Once the Requisition is approved, it will source to a Purchase Order with the FY 13 budget date used. • PO's will not pass budget check until the appropriation budget has been loaded and posted in SMART; consequently, we recommend not approving the PO until you receive notification that appropriation budgets have been loaded.

20. When will the P-Card transactions with a posted date of June 22nd through July 1st be available for reconciliation? • We expect that the UMB files that have been held from June 22nd through July 1st will start to be loaded on July 2nd. • Includes P-Card transactions having posted dates from June 22nd through July 1st • Nightly P-Card file loads will resume as normal starting July 2nd • Reminder: If any of these transactions need to be paid with FY 2012 funds, Requisitions must be entered and saved no later than end of business on July 6th. (Refer to slide13)

21. Questions?