Goals of this Session:  Review most significant features added that pertain to Purchasing and A/P  Highlight how districts are doing Purchasing and A/P differently  Discuss more fully Purchase Order attachments and how to control at approval time (Y,V). At what degree do we involve end users in attachments?  Workflow at Purchasing, at A/P - with images online and available is this having any impact?  Tricks at A/P time Purchasing & A/P

Purchasing –Enhancements to PUR.202 message codes to be available to schools in AC (reduce list for schools) –Great enhancement PUR.202 to ‘Include Message code in P/O Notifications’ Y/N … meaning if the P/O notification is ed – this message is highlighted in the –PUR.301 – new P/O Print information 3 rd screen… Goal here is to include this in all P/O Prints (each customer MUST inform us where to place this – custom) to this vendor = reduce message codes! –PUR.301 – default account number –P/O Lookup: new F10, F2 view internal/vendor attachments Purchasing & A/P

Purchasing –Annual event: cleanup unused Vendors PUR.975! –Employees not really a concern as CDS.684 will automatically inactivate! Confirmation of what does occur at time of CDS.684! Purchasing & A/P

Discussion (P/O Volume - Fundamentals) –P/O: (13,000 P/Os a year) Are we concerned with doing more/less P/Os? Is anybody thinking about purchasing smarter? Less often? Or is this not a theory? Purchasing strategies: –SD23: Large Central Warehouse, Purchasing cards –FMCM/SD72: Schools do their own purchasing, own P/Os direct AND they have their own bank accounts –BSD/SEVEN/MLAKE: Levels of approval –MLAKE: Field “emergency” Pos for schools (other districts do this for Maint) confirm that only only 10% used Purchasing & A/P

Purchase & A/P Volume of Entries - P/O Last 5 Years - Look at Changes in your own volume of P/Os - Look at differences between districts due to Purchasing strategies SD DELTA SD FMPSD MLAKE TMSD709 PLPSD2401 BSD RETSD SOAKS

Discussion P/O Process –Does purchasing keep a copy? STOP! If you cannot stop … WHY NOT? –Do you send a copy back to the schools? STOP! At best - send them an to confirm it has been processed –Do you match up the invoice to the physical P/O? STOP! –Do you expect the packing slip back from the school? Purchasing & A/P Paper Waste, Printer Cost, Time on your part and at the schools =.25cents, $2, $2 …. $4.25 per P/O

Discussion –A/P: (28,000 invoices a year) It is SUPER common to pay Invoices without P/Os (as high as 86%) … How do you manage the Approvals? How could CIMS do this better? All these Invoices with no P/O - how much detail are you indicating? Does it matter now with the image lookup?? –A/P Strategies … what is your strategy? SEVEN: Posts invoices constantly - uses A/P Invoice approval at school level BSD: Posts invoice and pays - no official OK from schools Purchasing & A/P

Volume of Entries - A/P Invoices Last 5 Years - Look at Changes in your own volume of A/P Invoices - Look at differences between districts due to A/P strategies % NO PO SD DELTA SD FMPSD MLAKE TMSD PLPSD BSD RETSD SOAKS

A/P Tips: –Even for Invoices that do not have a P/O attached - if it belongs to a location add the appropriate PO DOCID on the invoice! –How to close out P/O lines RIGHT on the A/P Invoice.. Leave the quantity in there and 0 price it. Purchasing & A/P

Employee Reimbursement –EC Entry Employee# (automatically resolved) Type (Mileage, Expense Claim, PD Claim, ….) Description Account (Believe they have to input, will this be a problem?) Amount.. Consider input of taxes so goes to appropriate accounts Potential to attach backup –** If it is mileage need separate input to calculate automatically and allow Core setup for KM set value and account? –AC - Admin (Location) acknowledgement –Appears in CIMS Core for A/P to approve - would become invoices in a batch to process Purchasing & A/P

Input Screen (no need to show history - already there in their Finance Paybacks tab) Purchasing & A/P Reimbursement Type: _____ Date Description Account Total PST GST Total 04/28/12 Staples - Folders /28/12 Student Study Guid Date Mileage Kms Account Total 04/28/12 Wpg-Portage 120 x $45.60

Discussion –School Petty Cash reimbursement –SchoolBooks reimbursement –Purchasing and A/P Are districts concerned about maintaining all of these? Are they working efficiently? –Districts that have moved to VISA cards - has it helped? Purchasing & A/P