Welcome to AP 310: Vendor Processing

1. Welcome to AP 310: Vendor Processing

2. Welcome • First Things First Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks

3. Welcome • Icebreaker Get to know your fellow Trainers and Drivers!

4. Training Materials Overview

5. Training Materials Overview • Participant Guide • Produced in Microsoft Word • Contains key concepts, processes, and task information required to complete a user’s role in SMART • Process flows and screenshots of the SMART system are included • This is a great reference to use after training!

6. Training Materials Overview • Concept Slides • Used to help the Trainer facilitate the course materials • Produced in Microsoft PowerPoint • Contains key content and graphics • Generally used at the beginning or end of each Lesson

7. Training Materials Overview • Business Process Flows • Used to present the flow of either business processes or information within SMART

8. Training Materials Overview • Activity Guide • Produced in Microsoft Word • Contains a scenario for each activity completed in the training database • Provides data that you must enter for the exercise • Organized by classrooms and users • Take note of the user ID assigned to you

9. Training Materials Overview • Activity Types • Demonstration – instructor only (hands off) • Walkthrough – instructor leads and participants complete exercise with instructor (hands on) • Exercise – Participants complete on their own • Challenge – Participants complete on their own

10. Training Materials Overview • User Productivity Kits (UPKs) • An online help tool that contains user procedures for completing tasks in SMART • Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide • UPKs are also available after training on the SMART Training website • UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART.

11. Training Materials Overview • Job Aids • A short document that contains key concepts or steps involved in a course • Can be content or system related • Available for all participants to use during training • Used after training for quick reference from the Training Portion of the SMART website • Referenced as often as possible during training to indicate the “handiness” of the material

12. Training Materials Overview • Course Evaluations • Are conducted using the SurveyMonkey tool • Please complete a course evaluations for each new course that you attend • Trainers also complete a course evaluation at the end of each class

13. Training Materials Overview • Questions

14. Lesson 1: Vendor Processing Overview • Lesson Objectives After completing this lesson, you will be able to: • Explain the vendor process • Describe how vendor processing integrates with other functions in SMART • List the roles involved in vendor processing • Search for a vendor • Enter a Vendor • Request an update to the vendor master record

15. Lesson 1: Vendor Processing Overview • Key Terms • Vendor – Any person or company from whom the State of Kansas purchases goods or services, including state agencies, sub-recipients, and sub-grantees • Note: As a general rule, employees will not be in the vendor table for expense payment purpose • Vendor Name – Legal or full name of the vendor • Vendor Classification – The SMART field that denotes the classification for a vendor, including employee, medical, Human Resources Management System (HRMS), or supplier. Most vendors are suppliers. • Vendor Status – The SMART field used to select the status of the vendor. The values available include Approved, Inactive, To Archive, and Unapproved. • Persistence – Term that denotes the frequency of transactions the vendor has with the state. Values include onetime, regular, permanent, and single payment.

16. Lesson 1: Vendor Processing Overview • Vendor Types

17. Lesson 1: Vendor Processing Overview • Vendor Business Process

18. Lesson 1: Vendor Processing Overview • Vendor Integration This topic is covered on page 9 of the Participant Guide • Vendor Data can also be defaulted to purchase orders, vouchers, and payments that reference the vendor • The Accounts Payable and Purchasing modules of SMART share vendors • A vendor must be added to the system before it can be used on a purchase order, request for quote, requisition, voucher or payment • If you are using a single pay vendor, you must use the single pay vendor ID (pre-determined)

19. Lesson 1: Vendor Processing Overview • Vendor Roles

20. Lesson 1: Vendor Processing Overview • Lesson Summary In this lesson, you learned how to: • Define vendors and basic vendor processing terms • Discuss the types of vendors entered into SMART and when each vendor type is used • Describe the process for vendor processing • Discuss the integration of vendors with other functionality in SMART • Identify where roles fit into the vendor process

21. Questions?

22. Lesson Two Search for a Vendor

23. Lesson 2: Search for a Vendor • Lesson Objectives After completing this lesson, you will be able to: • Describe the importance of verifying if a vendor exists in the system prior to adding a new vendor • Search for a vendor that has previously been entered into SMART • Find a vendor’s address on the vendor master record • View conversation information for a vendor that has previously been entered into SMART

24. Lesson 2: Search for a Vendor • Search for a Vendor This topic is covered on page 11 - 12 of the Participant Guide • Navigation to vendors task is through the Accounts Payable Center • There are several fields to use in searching for a vendor, including: • Set ID • Vendor ID • Short Vendor Name • Name 1

25. Begin Activities We will now complete Activity 1 in your Activity Guide

26. Lesson 2: Search for a Vendor • View Vendor Information This topic is covered on pages 13 – 14 of your Participant Guide • Identifying Information Tab – This tab lists further vendor information including name, number and classification status • Location Tab - This tab is the default ordering, invoicing and remitting location(s) for this vendor • Address Tab - This tab lists the address(es) for the vendor • If view all is highlighted, there is more an one address associated with the vendor

27. Begin Activities We will now complete Activity 2 in your Activity Guide

28. Lesson 2: Search for a Vendor • Activity 2 Questions • What is the address for Bo Supplies Shop? • 413 South Avenue, Garden City, KS 67846 • Is Bo Supplies Shop an approved vendor? • Yes, Status on Summary page is Approved • What is the main telephone number for Bo Supplies? • 620-654-6554, found on Address Tab

29. Lesson 2: Search for a Vendor • Vendor Conversations This topic is covered on page 15 of your Participant Guide • You can view conversation information for a vendor that has previously been entered into SMART • Note: Vendor Processors can add conversations to vendor records • Remember that Vendor Conversations are visible to anyone with access to the vendor file

30. Lesson 2: Search for a Vendor • Lesson Summary In this lesson, you learned how to: • List the steps required to search for a vendor in SMART • Explain the steps required for viewing vendor information, including address and conversation information in the vendor profile

31. Questions?

32. Lesson Three Enter a Vendor

33. Lesson 3: Enter a Vendor • Lesson Objectives After completing this lesson, you will be able to: • Enter a vendor into SMART

34. Lesson 3: Enter a Vendor • Enter a Vendor This topic is covered on pages 17 – 45 in your Participant Guide • On the Maintaining Vendors – Identifying Information page, users who have the appropriate permissions may enter and approve vendors. Users who do not have authority to approve vendors may enter them with a status of pending. You should use ALL CAPS when adding records to the vendor file. • Note: A vendor must be in an approved status to use on a voucher.

35. Begin Activities We will now complete a walkthrough using a UPK: Adding Vendors

36. Begin Activities We will now complete Activity 3 in your Activity Guide

37. Lesson 3: Enter a Vendor • Lesson Summary In this lesson, you learned how to: • List the steps required to enter a vendor in SMART

38. Questions?

39. Lesson Four Modify a Vendor

40. Lesson 4: Modify a Vendor • Lesson Objectives After completing this lesson, you will be able to: • Request an update to the vendor master record

41. Lesson 4: Modify a Vendor • Vendor Roles in the Modification Process

42. Lesson 4: Modify a Vendor • Modify a Vendor This topic is covered on page 47 of the Participant Guide • The process to modify a vendor in SMART will be similar to the current process. Central will provide paper forms to the agencies to fill out with modifications to existing vendors. These forms will be returned to central for processing. Central will make the changes to the vendor record.

43. Lesson 4: Modify a Vendor • Lesson Summary In this lesson, you learned how to: • Explain the Vendor Modification Request process • List the roles and requirements for requesting modifications to the vendor master record

44. Questions?

45. Closing the Day

46. Resources Available Use the following resources • SMART Training Website • http://da.ks.gov/smart/training.html • SMART Training Team • Contact us at smarttraining@da.ks.gov • SMART materials • Review, Review, Review your SMART materials after training!!

47. Questions

48. Evaluation Please fill out the evaluation for today’s instructor led training session! http://www.surveymonkey.com/s/SMARTtrainingAP310

49. Thanks for coming and participating today!