1. Processing Purchase Orders
Welcome
PO 220
Processing Purchase Orders

2. Ground Rules Silence cell phones, PDAs, refrain from checking email
Ask Questions
Refrain from side conversations
Take breaks as needed
The slide sets the ground rule expectations for the classroom.
Obey building safety rules and regulations

3. Learning Objectives
After completing this course, you should be able to:
Understand the purchase order structure and lifecycle.
Understand and create procurement contracts.
Create, approve, and process purchase orders in purchasing.
Inquire on purchase order activities.
Define the scope of SFS Purchasing training.
Locate additional training materials, job aids, and other useful information.
The slide introduces the learning objectives of the course, as defined in the course outlines.

4. Training Methodology Training Steps
Tell Me – Facts, Concepts, Terms, Definitions
Show Me – Relevant Demonstrations of Process Steps
Let Me – Hands-on practice in User Productivity Kit (UPK) and Live Environment
Help Me – Facilitator Support
Training Materials
Course Presentation
UPK Simulations
Training Exercises and Data Sheets
User Guide and Job Aids
The slide introduces the class to the highly interactive training methodology used in each of the SFS courses. Briefly describe the content of the available training materials. The location of these materials will be provided at the end of the lesson.

5. Agenda SFS PO Terms and Concepts Procurement Contracts
Understanding Purchase Orders
Sourcing Requisitions
Creating Purchase Orders
Approving Purchase Orders
Processing Purchase Orders
Purchase Order Inquiry
Processing Returns to Vendors (RTV)
SFS PO Learning Path and Resources
This agenda slide introduces the class to the lessons included in the course.

6. SFS PO Terms and Concepts
In this lesson, you should learn:
Key SFS Purchasing terms and concepts.
Key SFS Purchasing process changes.
Key SFS Purchasing ChartField values.
This slide lists the topics to be explored in this lesson.

7. SFS PO Terms and Concepts
Key Terms and Concepts – Contracts
Term/Concept
Definition
Procurement Contract
The procurement contract is a document used to establish an agreement with a vendor for the purchase of goods and / or services.
Centralized Contracts
Centralized contracts are contracts established by one agency for use by other agencies and are managed within SFS. The contract language and detail can be accessed on the website of the contract’s holding agency.
Audit Type
Audit type replaces the Batch Type as the value that determines if a transaction must be routed to OSC for approval.
Amendment
An amendment is used to modify the terms, conditions, and / or contract amounts related to a formal contract between a vendor and the state entity.
Amendment Sequence Number
A sequence number uniquely identifies each transaction with a contract and is required to encumber PO funds against a contract.

8. SFS PO Terms and Concepts
Key Terms and Concepts – Purchase Orders
Term/Concept
Definition
Buyer
A buyer is a user with security privileges to create purchase orders and PO change orders.
PO Dispatch
PO dispatch is a batch process used to generate a PDF document that contains purchase order information to be sent to the vendor.
PO Change Order
A PO change order is created when changes are made on a dispatched purchase order to the header, lines, or schedule. It copies the information from the purchase order but is assigned a change sequence and must re-enter workflow.
Sourcing
Sourcing is an automated process that allows users to create purchase orders from requisitions based on user defined criteria.
Purchase Order
A PO is a written contract between a buyer and seller detailing the exact items or services to be rendered from a vendor. POs can be standalone or associated to a contract.

9. SFS PO Terms and Concepts
Process Changes – Contracts (1 of 3)
Old Process
New Process
The AC340 is used to encumber funds.
In SFS, funds are encumbered through the purchase order, not the contract. Also, AC340 in SFS is represented by a Contract Record (Single Transaction Summary) and a Purchase Order encumbrance.
Contracts are routed and approved manually.
Once the contract is saved, a processor must review the contract and change its status. Upon agency approval, the contract transaction will be routed to OSC for approval, depending on the audit type selected.
Electronically, agencies can change the vendor name associated with a contract; the original contract number and all other related data is retained.
In SFS, vendor reassignments on a purchase order or contract must be addressed by closing the current purchase order or contract and then creating a new one. Agencies must request this task be completed by the BOC. Name change requests must be sent to OSC VMU.
This slide describes some key terms essential for an understanding of PO.

10. SFS PO Terms and Concepts
Process Changes – Contracts (2 of 3)
Old Process
New Process
Contract numbers can be reused.
Agencies can reuse contract numbers if BOC rejects a contract for any reason. The number cannot be reused if there is an existing contract with the same number in SFS.
The management of contract budgets and deliverables is frequently paper-based. Time-based deliverables are not communicated to the vendor consistently.
Agencies create PO releases from approved contracts in SFS and contract budgets, and deliverables must be managed to the individual PO release.
Encumbrance transactions and vouchers are created against contract numbers.
Purchase orders are used for the encumbrance and must reference the contract number. Vouchers must reference purchase orders, not contracts.
This slide describes some key terms essential for an understanding of PO.

11. SFS PO Terms and Concepts
Process Changes – Contracts (3 of 3)
Old Process
New Process
BOC can make changes to the contract transaction record in CAS on behalf of agencies, and update start and end dates for contracts, which start on OSC approval.
The only agency submitted information that BOC will be able to update in SFS as part of its audit is contract begin and end date. Changes, including corrections, to any other data fields will require that the contract be returned to the agency disapproved, and the agency will need to create a replacement contract (no resubmissions).
Agencies submit expense and revenue contracts using the same process.
Phase 1 agencies enter revenue (customer) contracts in SFS in the Customer Contracts module. The selection of contract type determines if the contract requires BOC approval. Prior to the transaction, there must be a valid customer for the contract. In addition, when a revenue contract is amended, a new transaction is created with a new contract number.
This slide describes some key terms essential for an understanding of PO.

12. SFS PO Terms and Concepts
Process Changes – Purchase Orders
Old Process
New Process
Purchase Orders are managed via many different processes.
All agencies will use the same SFS system workflow to process and record approvals.
Agencies create and approve purchase orders and contracts on paper before entering the approved transactions into their system.
Agencies will use the system generated workflow to approve purchase orders and contracts.
Several processes exist for locating transactions within the approval process.
All agencies will use the same SFS system workflow for the approval process.
This slide describes some key terms essential for an understanding of PO.

13. SFS PO Terms and Concepts
Process Changes – Purchase Orders (cont.)
Old Process
New Process
Vendor IDs are entered into a free form text field for Payee ID.
Agencies will choose vendors from a list of valid vendors.
There is no integration between the requisition and a purchase order.
In SFS, requisitions can be used to electronically create a purchase order.
Each purchase order is completed manually.
In SFS, a new purchase order can be created by copying from a previously processed purchase order.
In CAS, in order to encumber funds or create a purchase order, only the PO number and chart of account information is required.
All purchase orders in SFS require a vendor ID number, item, unique PO number, and ChartField distribution.
This slide describes some key terms essential for an understanding of PO.

14. SFS PO Terms and Concepts
At the transactional level, the SFS Chart of Accounts is comprised of two elements:
General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.
Chartfields – Codes used to categorize financial and budget transactions.
Statewide ChartField segments include Department, Program, Fund, Account (CAS Object code).
Agency-specific ChartFields include Operating Unit and Product.
The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.
More details about the SFS Chart of Accounts may be obtained at:

15. Procurement Contracts
In this lesson, you should learn:
What are procurement contracts?
The financial impact of contracts and encumbrances.
How to create, approve, amend, and close a contract.
This slide lists the topics to be explored in this lesson.

16. Procurement Contracts
Procurement contracts are used by the State of NY within SFS to denote an agreement to procure goods or services from a vendor.
Contracts in SFS do not have a financial impact. Purchase Orders released from the contract encumber funds and identify a specific order against the contract, but a contract must be established before an encumbrance can be created against it.
Some contracts require OSC approval while others do not; the audit type of the contract determines the approval process.

17. Procurement Contracts
Transactions
Creating a contract
Amending a contract
Closing a contract
This slide lists the topics to be explored in this lesson.

18. Learning Exercise Create a Contract 15 min
You have been asked to create a contract with vendor NYS Industries for the Disabled, Inc. for office supplies.
You must create a contract.
15 min
Use the job aid handout for step-by-step instructions for completing the activity.
Use the data sheet handout for specific values to enter into the system.
Note:
Please refer to your exercise sheet handouts which contain the data you need to complete this activity.
The job aid can be used to assist you.

19. Purchase Order Life Cycle
In this lesson, you should learn:
The purchase order life cycle.
This slide lists the topics to be explored in this lesson.

20. Purchase Order Life Cycle
The basic steps of the Purchasing process are depicted below. The purchase order lifecycle is highlighted.
Note: This is a high-level overview of the Purchase Order Life Cycle Business Process, and is not intended to represent every possible transaction.

21. Sourcing Requisitions
In this lesson, you should learn:
How to create a purchase order (using different approaches).
This slide lists the topics to be explored in this lesson.

22. Sourcing Requisitions
Transactions
Creating a purchase order by copying an existing requisition
Creating a purchase order using the Requisition Selection page
Creating a purchase order using the Expedite Requisitions page
Using the Sourcing Workbench
The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

23. Creating Purchase Orders
In this lesson, you should learn:
How to create a purchase order online.
How to create a purchase order by copying an existing purchase order.
How to create a purchase order from a contract.
How to edit a purchase order.
How to manage a change order.
This slide lists the topics to be explored in this lesson.

24. Creating Purchase Orders
Transactions
Creating a purchase order online
Creating a purchase order by copying an existing purchase order
Creating a purchase order from a contract
Editing a purchase order
Managing a change order
Encumbering a contract
The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

25. Learning Exercise Create a Purchase Order 15 min
You have been asked to create a purchase order for office supplies.
You must create a purchase order.
15 min
Use the job aid handout for step-by-step instructions for completing the activity.
Use the data sheet handout for specific values to enter into the system.
Note:
Please refer to your exercise sheet handouts which contain the data you need to complete this activity.
The job aid can be used to assist you.

26. Learning Exercise
Create a Purchase Order by Copying an Existing Purchase Order
You have been asked create a purchase order for office supplies. To save time, you will copy an existing purchase order.
You must edit a purchase order.
10 min
Use the job aid handout for step-by-step instructions for completing the activity.
Use the data sheet handout for specific values to enter into the system.
Note:
Please refer to your exercise sheet handouts which contain the data you need to complete this activity.
The job aid can be used to assist you.

27. Approving Purchase Orders
In this lesson, you should learn:
How to approve, recycle, and deny a purchase order.
This slide lists the topics to be explored in this lesson.

28. Approving Purchase Orders
Transactions
Approving a purchase order
Recycling a purchase order
Denying a purchase order
The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

29. Processing Purchase Orders
In this lesson, you should learn:
How to dispatch, close, and reopen a PO.
How to use the PO reconciliation workbench.
How to perform a PO roll over.
This slide lists the topics to be explored in this lesson.

30. Processing Purchase Orders
Transactions
Dispatching a PO
Using the PO reconciliation workbench
Closing a PO
Reopening a PO
Performing a PO Roll Over
The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

31. Purchase Order Inquiry
In this lesson, you should learn:
How to view PO Data Activity.
This slide lists the topics to be explored in this lesson.

32. Purchase Order Inquiry
Transactions
Viewing PO data activity
The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

33. Processing Returns to Vendor (RTV)
In this lesson, you should learn:
How to create an RTV.
How to dispatch an RTV.
How to run an RTV reconciliation process.
This slide lists the topics to be explored in this lesson.

34. Processing Returns to Vendor (RTV)
Transactions
Creating an RTV
Dispatching an RTV
Running the RTV reconciliation process
The slide lists the transactions to be demonstrated using the UPK tool. Go to UPK now to explore these transactions.

35. SFS PO Learning Path and Resources
In this lesson, you should learn:
The SFS Purchasing training structure.
Where to find training materials and resources.
This slide lists the topics to be explored in this lesson.

36. SFS PO Learning Path and Resources
SFS Purchasing Training Structure
PO 101
Introduction to SFS Purchasing
PO 205
Processing Requisitions
PO 210
Approving Requisitions
PO 215
Using Procurement Cards
PO 220
Processing Purchase Orders
PO 225
Receiving and Return to Vendor
This slide shows the course training sequence. You have just completed the highlighted course.

37. SFS PO Learning Path and Resources
Training Materials Location and Class Preparation
Location
ILT Course Materials
All Training Courses
Job Aids and Reference Materials
This slide contains a link to additional resources.

38. Summary Having completed this course, you should now be able to:
Understand the purchase order structure and lifecycle.
Understand and create procurement contracts.
Create, approve, and process purchase orders in purchasing.
Inquire on purchase order activities.
Define the scope of SFS Purchasing training.
Locate additional training materials, job aids, and other useful information.
This slide lists the summary learning objectives of the course.

39. Thank you for your participation!
Conclusion
Thank you for your participation!
Thank you!

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