Statewide Financial System Program 1 Purchasing Refresher Training Purchasing Welcome.

Statewide Financial System Program1

PurchasingPurchasingRefresher TrainingRefresher Training

PurchasingPurchasingRefresher TrainingRefresher Training

Welcome


Purchasing Roles


PO Roles

Agency Requestor – enters purchasing information

Agency Requisition Approver (Workflow) – manage and approve purchasing information

Agency Ad-hoc Requisition Approver – manage and approve purchasing information on behalf of an Agency Requisition Approver

Agency Contract Processor– enter contract information that will be used to create and manage purchases and purchase orders

Agency PO Processor – create purchase orders

Agency PO Approver (Workflow) – Review and approve / deny purchasing information

Agency Receiver – record the receipt of purchased goods and services


PO Roles

Agency Return-to-Vendor Processor – Review, approve and reconcile vendor returns

Agency New Vendor Requestor – identify and request that new vendors be added to SFS

Agency PO Batch Processor – run scheduled and ad-hoc purchasing processes in SFS

Agency Purchasing Inquiry – look up purchasing information

Agency Purchasing Reporting – access and print purchasing information


PO Workflow


PO Approval Workflow Overview

PO Processor Supervisor

Only PO Processors create and submit purchase orders.

Purchase orders are routed to the PO Processor’s Supervisor on the SFS file for approval.



Pooled RolesSupervisor

When purchase orders are routed to pooled roles, they are routed to the worklist of every user in an agency with that role.

Once one of the users in a pooled role takes an approval action (approves, denies or rejects) on a purchase order, the purchase order is removed from the worklist of others in the same role.



Pooled Roles(1) Department Approver (2) PO Manager (3) Budget Office (4) Finance

Officer

All approvers have the ability to: approve, reject, or deny the purchase order.



Finance Officer

When the approval status reads “Pending OSC”, the purchase order is routed to OSC for approval. OSC may approve or reject a PO.

A rejected PO may not be submitted again. The agency must create a new PO. The rejected PO must be canceled so that the encumbrance may be relieved.

NYS Office of the State Comptroller (OSC)


Key Points


Key Points – Creating a PO


Key Points – Department Field


Key Points – PO Defaults

Creating Purchase Orders

The PO Defaults link is displayed in the Header section.


Key Points – PO Defaults


Key Points – Line Item Description


Key Points – Schedule Button


Key Points – ChartFields/Distribution


Key Points – PO Related to P-Card


Key Points – Submit for Approval


Key Points – Canceling a PO


SFS Website Resources

Location

ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=123:trainer-materials&catid=83:training-toolkit&Itemid=667

All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127:training-courses&catid=83:training-toolkit&Itemid=662

Job Aids and Reference Materials

http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=124:job-aids-and-reference-materials&catid=83:training-toolkit&Itemid=668


Thank you for your participation!

Conclusion

Statewide Financial System Program 1 Purchasing Refresher Training Purchasing Welcome.

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