Upload
hugo-goodwin
View
226
Download
5
Tags:
Embed Size (px)
Citation preview
Statewide Financial System Program1
PurchasingPurchasingRefresher TrainingRefresher Training
PurchasingPurchasingRefresher TrainingRefresher Training
Welcome
Statewide Financial System Program2
Purchasing Roles
Statewide Financial System Program3
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
Statewide Financial System Program4
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
Statewide Financial System Program5
PO Workflow
Statewide Financial System Program6
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.
Statewide Financial System Program7
PO Approval Workflow Overview
Pooled RolesSupervisor
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.
Statewide Financial System Program8
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.
Statewide Financial System Program9
PO Approval Workflow Overview
Finance Officer
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.
NYS Office of the State Comptroller (OSC)
Statewide Financial System Program10
Key Points
Statewide Financial System Program11
Key Points – Creating a PO
Statewide Financial System Program12
Key Points – Department Field
Statewide Financial System Program13
Key Points – PO Defaults
Creating Purchase Orders
The PO Defaults link is displayed in the Header section.
Statewide Financial System Program14
Key Points – PO Defaults
Statewide Financial System Program15
Key Points – Line Item Description
Statewide Financial System Program16
Key Points – Schedule Button
Statewide Financial System Program17
Key Points – ChartFields/Distribution
Statewide Financial System Program18
Key Points – PO Related to P-Card
Statewide Financial System Program19
Key Points – Submit for Approval
Statewide Financial System Program20
Key Points – Canceling a PO
Statewide Financial System Program21
SFS Website Resources
Location
ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=123:trainer-materials&catid=83:training-toolkit&Itemid=667
All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127:training-courses&catid=83:training-toolkit&Itemid=662
Job Aids and Reference Materials
http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=124:job-aids-and-reference-materials&catid=83:training-toolkit&Itemid=668
Statewide Financial System Program22
Thank you for your participation!
Conclusion