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

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

4. 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)

5. 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).

6. 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.

7. Amazon Punchout

8. Change Orders

9. 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, invoices to District Accounting for payment

10. 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.

11. Purchasing Department

12. 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)

13. Reports

14. Navigation Tips
Multiple tabs
Right-Click “Duplicate Tab”

15. College Administrative Services Fiscal Office Staff
Name & Position
Telephone
Kevin Dalla Betta
Accounting Analyst
Michelle Weidenkopf
Senior Administrative Assistant
Dolores (Dolly) Paguirigan Senior Accounting Specialist
Elena Hill
Accounting Specialist

16. Thank You!
Any questions?
Open Lab