1 / 22

Welcome

Welcome. Purchasing Refresher Training. Purchasing Roles. PO Roles . Agency Requestor – enters purchasing information Agency Requisition Approver (Workflow) – manage and approve purchasing information

tyler
Download Presentation

Welcome

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Welcome Purchasing Refresher Training

  2. Purchasing Roles

  3. PO Roles Agency Requestor – enters purchasing information Agency Requisition Approver (Workflow) – manage and approve purchasing information Agency Ad-hoc Requisition Approver – manage and approve purchasing information on behalf of an Agency Requisition Approver Agency Contract Processor– enter contract information that will be used to create and manage purchases and purchase orders Agency PO Processor – create purchase orders Agency PO Approver (Workflow) – Review and approve / deny purchasing information Agency Receiver – record the receipt of purchased goods and services

  4. PO Roles Agency Return-to-Vendor Processor – Review, approve and reconcile vendor returns Agency New Vendor Requestor – identify and request that new vendors be added to SFS Agency PO Batch Processor – run scheduled and ad-hoc purchasing processes in SFS Agency Purchasing Inquiry – look up purchasing information Agency Purchasing Reporting – access and print purchasing information

  5. PO Workflow

  6. PO Approval Workflow Overview • PO Processor • Supervisor • Only PO Processors create and submit purchase orders. • Purchase orders are routed to the PO Processor’s Supervisor on the SFS file for approval.

  7. PO Approval Workflow Overview • Supervisor • Pooled Roles • When purchase orders are routed to pooled roles, they are routed to the worklist of every user in an agency with that role. • Once one of the users in a pooled role takes an approval action (approves, denies or rejects) on a purchase order, the purchase order is removed from the worklist of others in the same role.

  8. PO Approval Workflow Overview • Pooled Roles(1) Department Approver (2) PO Manager (3) Budget Office (4) Finance Officer • All approvers have the ability to: approve, reject, or deny the purchase order.

  9. PO Approval Workflow Overview • Finance Officer • NYS Office of the State Comptroller (OSC) • When the approval status reads “Pending OSC”, the purchase order is routed to OSC for approval. OSC may approve or reject a PO. • A rejected PO may not be submitted again. The agency must create a new PO. The rejected PO must be canceled so that the encumbrance may be relieved.

  10. Key Points

  11. Key Points – Creating a PO

  12. Key Points – Department Field

  13. Key Points – PO Defaults Creating Purchase Orders The PO Defaults link is displayed in the Header section.

  14. Key Points – PO Defaults

  15. Key Points – Line Item Description

  16. Key Points – Schedule Button

  17. Key Points – ChartFields/Distribution

  18. Key Points – PO Related to P-Card

  19. Key Points – Submit for Approval

  20. Key Points – Canceling a PO

  21. SFS Website Resources

  22. Conclusion Thank you for your participation!

More Related