Vendor Location Online Agency WebEx April 26, 2017 11:00 a.m. – 12:00 p.m.

Vendor Location Overview Paul Kalinowski

Vendor Location Vendor Location is a default set of rules, or attributes, that define how an agency conducts business with a particular vendor. A vendor location comprises information such as payment terms, email ordering address, shipping method, payment options, withholding options, pay to bank accounts, and so on. Although a vendor location is not an address, it does reference addresses. No longer will location represent just a payment method. New and existing Vendors will be able to request the addition of new vendor locations through the vendor portal. For example: Different locations for regional offices that have different ACH accounts that payments should go to, or for different product ordering lines such as hardware vs software

Vendor Location Effective April 1, 2017: SFS enables Vendors to create additional “Locations” which align with their business needs. Allow multiple bank accounts; one per location Allow multiple ordering, invoicing, and remittance addresses; one per location Allow for multiple discount payment terms; one per location Effective April 1 Multiple bank accounts, multiple addresses Primary contact email address required New vendors: MAINEPAY and MAINCHECK will not be used. Will have LOC01, LOC02, LOC03, etc. Associated Description should be descriptive! Such as Buffalo office or software. Initial setup – LOC01 with payment method of CHK –initial default When vendor signs up for ACH, LOC02 which then becomes the default Existing vendors: MAINCHECK and MAINEPAY will continue to be available.

Vendor Location Impacts Agencies are able to collaborate more effectively with vendors by choosing the appropriate Location on all procurement transactions. Agencies should encourage vendors to update their information in the vendor portal instead of asking them to send the information. Agencies should be directing vendors to the Vendor Portal to identify their payment information on their own rather than providing the vendor with the information. Getting payment to correct location speeds up the business process Vendors should be updating locations online. Agencies should instruct vendors to do this

Vendor Location Impacts For vendors existing in SFS prior to 4/1/2017, the MAINCHECK and MAINEPAY were used as the location names For vendors entered into SFS after 4/1/2017, MAINCHECK and MAINEPAY are no longer being used. Vendor Locations will not be smart-coded, but rather will use the prefix ‘LOC’ and will be numbered, starting with ‘LOC01’ Agencies should use locations to support vendor collaboration The Vendor’s default Location will always populate on the transaction but can be changed.

Location Example – How Company ABC Does Business LOC03 - Buffalo Buffalo Service Center Main Contact: Mary@cabc.com Ordering: Gary@cabc.com Payment: bank acct 0001 LOC04 - Rochester Rochester Service Center Main Contact: Jean@cabc.com Payment: bank acct 0002 LOC02 – Downtown Downtown Marketing Office Main Contact: Tom@cabc.com Ordering: Tom@cabc.com Payment: bank acct 0003 LOC05 – Albany Albany Corporate Office Main Contact: Jen@cabc.com Ordering: orders@cabc.com Payment: bank acct 0004 LOC06 – Troy Troy Facility Main Contact: Lee@cabc.com Company ABC has a variety of offices across New York State, different points of contact, different bank accounts, and different ordering addresses. Company ABC has multiple Locations in the SFS to align with their business needs. Different bank accounts. LOC05 and LOC06 have same Different contacts Different Ordering email addresses (where POs go). LOC03 & 04 have same, LOC05 & 06 have same Different addresses

Company ABC Vendor Locations – Prior to and Effective April 2017 Vendor_ID, Company ABC Vendor Location, MAINEPAY PO/Voucher with MAINEPAY Location (Current) Vendor Location, LOC03 - Buffalo PO/Voucher with Use of New Locations (April 2017) Prior to April 2017 Effective April 2017 Previously, payment method MAINEPAY, 1 location April 1, payment method MAINEPAY, multiple locations –going directly to the correct bank acct

Example: State Orders from Company ABC Using MAINEPAY Location – Prior to April Use Company ABC MAINEPAY Location Troy Factory Orders Rochester Service Orders Buffalo Service Orders Albany Service Orders Downtown Service Orders Before vendors had the ability to create multiple Locations in the SFS, agencies may have been unsure where POs should be sent and which bank account should be used. Previously all payments went to one Location. To which email address do I send the PO? To which bank account is your ACH payment?

Example: State Orders from Company ABC Buffalo Location – Effective April 2017 Use Company ABC Buffalo Location Automatically email dispatch purchase orders Pay by ACH to that Location’s bank account Correspond and follow-up on routine matters and exceptions By utilizing the ability to select different Locations with different email ordering addresses and different bank accounts, agencies and vendors can save time by using automatic PO dispatch and making payments by ACH. Now the regional office of Buffalo in this example is central rather than the payment method being central How much time/money is saved by automatic PO dispatch? How much is saved using ACH and not using paper checks?

Training & Resources Stakeholder Services

Training Resources Agencies New Vendor Location Overview topic has been added to the following Statewide Learning Management System (SLMS) self-paced training courses: Procurements Contract 210 Requisition 205 Purchase Order 220 Receiving 205 Procurement Cards 215 Return to Vendor 205 Accounts Payable 205 Vendors Three new topics have been added to SFS Training for Vendors available directly in the Vendor Portal using the Help link: Adding a Location Viewing P-Card Information Updating an Existing Email Address of Existing Address

Submit your questions via the WebEx Chat If you have any questions after this call, please send them to the SFS Help Desk and include “Vendor Location” in the subject line of the email. SFS Help Desk: HelpDesk@sfs.ny.gov; (518) 457-7737; (877) 737-4185 toll-free  This presentation will be posted to the SFSSecure site by the end of the day Thursday, 4/27. Please type your questioning the chat and address it to “everyone” or use the “raise your hand” feature in the chat. If your agency has additional questions that were not addressed on the call please submit them to the SFS helpdesk. 1/10/2019

Post WebEx Information Stakeholder Services

Roles- Vendor Address Information Processor roles have the ability to view vendor address information on vouchers and requisitions. Approver roles have ability to view vendor address information on vouchers but not requisitions.

As part of the Summer 2017 changes anticipated for the M131: Bulkload Impacts- M131 (March 8 Vendor Location-Bulkload WebEx) As part of the Summer 2017 changes anticipated for the M131: Add “Location Description” to the M131 layout It will be the description entered for the location (with a character maximum of 30) Add Default Location Indicator Flag of Y/N Update “Location Payment Default Method” Always display the default payment method for that location, mot just for the default location Complete layout details to come