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Procurement Forum

Procurement Forum. May 15, 2012. Follow up items from last month. AASIS Task List OSP Task List. AASIS Task List. Decimal places where they can enter more than two (2)

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Procurement Forum

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  1. Procurement Forum May 15, 2012

  2. Follow up items from last month • AASIS Task List • OSP Task List

  3. AASIS Task List • Decimal places where they can enter more than two (2) • DBA vendor name on warrants - The DBA vendor name will begin appearing on the warrant before fiscal year end. Line 1 from the vendor master record (Taxpayer Name from the W-9) will appear AND Line 3 from the vendor master record (Business Name from the W-9).  Lines 1 AND 3 from the vendor master record print on every warrant.

  4. OSP Task List • Establishment of contracts for FY13 • Review potential of new contracts: • Electronics – Best Buy • Trash service • Pest Control • Shredding Services • Fire Extinguisher Maintenance • Plumbing, electrical, HVAC services

  5. Navigating Reports in US Bank

  6. Reports on Specific Vendors Click on Reporting

  7. Click on Financial Management

  8. Reports in US Bank Click on Transaction Detail

  9. Choose the date range you need to look at

  10. Click box Display Transaction Comments and Display Allocation Detail Click Merchant Names Then Type in the Vendor name Click on the Add>> icon If you have multiple vendors , type in a another name and click on the Add>> icon

  11. Reports out can be displayed in PDF; Excel ; Browser Click on Run Report

  12. Transaction Report in Excel

  13. Declined Transaction Report

  14. Click on Reporting • Click on Program Management

  15. Report Output • Click on down arrow choose excel • Click on Run Report Icon

  16. State Credit Card Contact • Email : creditcards@dfa.arkansas.gov • All credit card requests:            • Indicate in the subject line your request (example: MCC open) • Close accounts • Open or Close MCCs • Increase/decrease credit limits • Applications – (travel & p-card) • Reviewer application forms • Changes to account (i.e. dept code, division, name changes) • Download corrections • Account payment issues (suspension, past dues, misapplied payments, missing payments) • New managing accounts • Include in your email – The name of the cardholder and the last 10 digits of the cardholders account and the complete detail of the request.

  17. Upcoming Contracts Paint First Aid Kits Portable Toilet Rentals Protective Vests Linens (sheets & towels) Heavy Equipment – Kubota & Caterpillar

  18. More…. • Millican Carpet • Lowes • Napa, Autozone, O’Reilly • Applied • MSC • School Buses • Bulk Fuel

  19. AASIS Info

  20. The Easy Screen Training • Will be a webinar • Approximately 3 hours in length • Can begin using as soon as you are trained; do not have to wait until 7/1/12

  21. Transparency • Contracts for Leases

  22. Purchase Requisition

  23. Purchase Order

  24. Outline Agreement

  25. FY13 Contracts Tips • Wait on instructions from AASIS prior to creating FY13 contracts • Purchase orders must be created by adopting items from OSP’s Contracts (OA) to properly reflect on the Transparency Site

  26. Purchases From A Statewide Contract • For FY12 purchase orders, adopt from the state contract • If this doesn’t work, then create a purchase order without adopting the contract in AASIS (stand alone)

  27. Next Meeting • Tuesday, June 19th • 10 – 11:30 • ASP Small Commission Room • Use Administrative Svcs. Entrance THINK Certification Program Overview

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