College Administrative Services (CAS) Purchase Orders Supplier Contracts Kevin Dalla Betta Accounting Analyst Friday, March 17, 2017

Introduction Purpose for this lab. Training Manual SOCCCD SharePoint Site → Workday Training/Communications → Requisitions & POs → Procurement and Asset Course Manual Workday Monthly Training

Procurement Process Procurement Process and Budget Check: Requisition (Requester) Purchase Order (Purchasing) Receipt (Warehouse) Invoice (Accounting) Payment (Accounting) Commitment (Pre Encumbrance) Obligations (Encumbrance) Actuals (Total Amount Paid) Balance (Budget Available)

Requisitions Types of Requisitions: Punchouts – Connects to certain Supplier’s website to order goods (i.e. Amazon, Grainger, etc.) Stores Catalog – Goods from the warehouse (i.e. Paper) Non-Catalog Items Blanket POs – Will not be received in the Warehouse, will have Dollar as Unit of Measure. POs with Receiving – Will be received by the Warehouse. Paid in Advance – Issuing a payment without having a receipt from the Warehouse. This is typically for “intangible goods” (i.e. memberships to an organization, some licenses, magazine subscriptions, etc.). Deposit Required Before Goods Received – Receipt from the warehouse is not required before the invoice is paid. Usually a certain percentage or the full amount needs to be deposited before the goods are shipped (i.e. (e.g. 50% of total up front, 50% at time of receipt). This can also be if the deposit is 100% up front).

Common Mistakes “Memo to Suppliers” First line should be a short description of what is requested. DO NOT USE ALL CAPS, this will description will go on the Board of Trustees Report. Second line is the content within the brackets [Memo to suppliers]. If a quote is attached, be sure to note it within the brackets. Third line is information you are relaying to Purchasing. Example: Shipping amount “Item Description” in the “Goods Lines” Be specific of the item you are purchasing. “Location” section on the “Goods Lines” Add room number for delivery. Search by number only and select appropriate delivery location. Obligations Contact Purchasing Department to close Purchase Orders that you know have been completed.

Amazon Punchout

Change Orders

Supplier Contract All services require a contract. Complete a Contract Approval Cover Page. Provide 2 original contracts to the Office of the Vice Chancellor of Business Services. Contracts over $100,000 will require agenda item for board approval. While waiting for contract to be fully executed, check if the supplier exists in Workday. If not, request new supplier. After receiving executed agreement, enter supplier contract. After services are rendered, email invoices to District Accounting for payment (AccountsPayable@socccd.edu).

Common Mistakes Copy Supplier Contracts Also copies “Contract Specialist”. Be sure to update this field if copying a contract submitted by different user. Contracts should follow the agreement Example: $20K/year entered, but contract was not by year, just lump sum. Look for Multi-Year contracts obligation errors / amendment issues. Obligations Not closing Supplier Contract when you know last invoice for contract has been paid and Obligation balance remains.

Purchasing Department

Considerations History of obligation roll forward issues from FY15-16 close Monitor budget vs. contract or PO Look for negative commitments/obligations and report them to District Accounting (provide them with examples)

Reports

Navigation Tips Multiple tabs Right-Click “Duplicate Tab”

College Administrative Services Fiscal Office Staff Name & Position Telephone Email Kevin Dalla Betta Accounting Analyst 582-4437 kdallabetta@saddleback.edu Michelle Weidenkopf Senior Administrative Assistant 348-6225 sweidenkopf@saddleback.edu Dolores (Dolly) Paguirigan Senior Accounting Specialist 348-6197 dpaguirigan@saddleback.edu Elena Hill Accounting Specialist 348-6863 ehill24@saddleback.edu

Thank You! Any questions? Open Lab