Welcome

1. Welcome PO 220 Processing Purchase Orders

2. Ground Rules Silence cell phones, PDAs, refrain from checking email Ask Questions Refrain from side conversations Take breaks as needed Obey building safety rules and regulations

3. 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.

4. 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

5. 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

6. SFS PO Terms and Concepts In this lesson, you should learn: • Key SFS Purchasing terms and concepts. • Key SFS Purchasing process changes. • Key SFS Purchasing ChartField values.

7. SFS PO Terms and Concepts Key Terms and Concepts – Contracts

8. SFS PO Terms and Concepts Key Terms and Concepts – Purchase Orders

9. SFS PO Terms and Concepts Process Changes – Contracts (1 of 3)

10. SFS PO Terms and Concepts Process Changes – Contracts (2 of 3)

11. SFS PO Terms and Concepts Process Changes – Contracts (3 of 3)

12. SFS PO Terms and Concepts Process Changes – Purchase Orders

13. SFS PO Terms and Concepts Process Changes – Purchase Orders (cont.)

14. SFS PO Terms and Concepts • 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

15. Procurement Contracts In this lesson, you should learn: • What are procurement contracts? • The financial impact of contracts and encumbrances. • How to create, approve, amend, and close a contract.

16. Procurement Contracts • 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.

17. Procurement Contracts Transactions • Creating a contract • Amending a contract • Closing a contract

18. 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.

19. Purchase Order Life Cycle In this lesson, you should learn: • The purchase order life cycle.

20. Purchase Order Life Cycle The basic steps of the Purchasing process are depicted below. The purchase order lifecycle is highlighted.

21. Sourcing Requisitions In this lesson, you should learn: • How to create a purchase order (using different approaches).

22. Sourcing Requisitions 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

23. Creating Purchase Orders In this lesson, you should learn: • 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.

24. Creating Purchase Orders 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

25. 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 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.

26. 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 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.

27. Approving Purchase Orders In this lesson, you should learn: • How to approve, recycle, and deny a purchase order.

28. Approving Purchase Orders Transactions • Approving a purchase order • Recycling a purchase order • Denying a purchase order

29. Processing Purchase Orders In this lesson, you should learn: • How to dispatch, close, and reopen a PO. • How to use the PO reconciliation workbench. • How to perform a PO roll over.

30. Processing Purchase Orders Transactions • Dispatching a PO • Using the PO reconciliation workbench • Closing a PO • Reopening a PO • Performing a PO Roll Over

31. Purchase Order Inquiry In this lesson, you should learn: • How to view PO Data Activity.

32. Purchase Order Inquiry Transactions • Viewing PO data activity

33. Processing Returns to Vendor (RTV) In this lesson, you should learn: • How to create an RTV. • How to dispatch an RTV. • How to run an RTV reconciliation process.

34. Processing Returns to Vendor (RTV) Transactions • Creating an RTV • Dispatching an RTV • Running the RTV reconciliation process

35. SFS PO Learning Path and Resources In this lesson, you should learn: • The SFS Purchasing training structure. • Where to find training materials and resources.

36. SFS PO Learning Path and Resources SFS Purchasing Training Structure

37. SFS PO Learning Path and Resources Training Materials Location and Class Preparation

38. 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.

39. Conclusion Thank you for your participation!

40. Slides for Agency Use (Arial, Font 36) • Agency specific Heading (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

41. Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines) • In this lesson you should learn: (Arial font 24) • Topic 1. (Arial Font 20) • Topic 2. • Topic 3. • Topic 4. • Topic 5.

42. Slides for Agency Use (Type Topic here) • Agency Specific Key Terms and Concepts (Arial Font 24)