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 emailed – this message is highlighted in the email

– PUR.301 – new P/O Print information 3rd 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/PVolume 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

2007 2008 2009 2010 2011

SD72 1543 1346 1240 1080 1622

DELTA 3057 2615 2151 1570 1456

SD23 2674 2589 2521 2285 2165

FMPSD 1144 1350 1282 1388 1639

MLAKE 3410 3577 3600 3400 3867

TMSD 709

PLPSD 2401

BSD 3034 2843 2919 3043 2873

RETSD 14216 14037 13778 13314 13119

SOAKS 9701 9698 10801 12184 13043

• 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 email 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

Purchasing & A/PVolume 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

2007 2008 2009 2010 2011 % NO PO

SD72 11650 11918 11452 10781 9070 50

DELTA 25536 23679 20981 18165 20726 86

SD23 24623 24552 25446 24764 23436 83

FMPSD 5725 6778 1868 8014 7641 77

MLAKE 7838 7418 7044 6973 7668 43

TMSD 5332 81

PLPSD 5689 47

BSD 14197 13745 15094 15885 15911 77

RETSD 29732 29254 29052 28218 28172 41

SOAKS 16835 17080 18401 20904 21465 28

• 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 01.120.100 100.00 7.00 5.00 112.00

04/28/12 Student Study Guid 01.117.760 100.00 5.00 105.00

Date Mileage Kms Account Total

04/28/12 Wpg-Portage 120 x .38 01.120.100 $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