Statewide Financial System Program 1 Purchasing Refresher Training Purchasing Welcome

Statewide Financial System Program 2 Purchasing Roles

Statewide Financial System Program 3 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

Statewide Financial System Program 4 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

Statewide Financial System Program 5 PO Workflow

Statewide Financial System Program 6 PO Approval Workflow Overview PO ProcessorSupervisor  Only PO Processors create and submit purchase orders.  Purchase orders are routed to the PO Processor’s Supervisor on the SFS file for approval.

Statewide Financial System Program 7 PO Approval Workflow Overview 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.

Statewide Financial System Program 8 PO Approval Workflow Overview 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.

Statewide Financial System Program 9 PO Approval Workflow Overview 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)

Statewide Financial System Program 10 Key Points

Statewide Financial System Program 11 Key Points – Creating a PO

Statewide Financial System Program 12 Key Points – Department Field

Statewide Financial System Program 13 Key Points – PO Defaults Creating Purchase Orders  The PO Defaults link is displayed in the Header section.

Statewide Financial System Program 14 Key Points – PO Defaults

Statewide Financial System Program 15 Key Points – Line Item Description

Statewide Financial System Program 16 Key Points – Schedule Button

Statewide Financial System Program 17 Key Points – ChartFields/Distribution

Statewide Financial System Program 18 Key Points – PO Related to P-Card

Statewide Financial System Program 19 Key Points – Submit for Approval

Statewide Financial System Program 20 Key Points – Canceling a PO

Statewide Financial System Program 21 SFS Website Resources Location ILT Course Materials le&id=123:trainer-materials&catid=83:training-toolkit&Itemid=667 All Training Courses le&id=127:training-courses&catid=83:training-toolkit&Itemid=662 Job Aids and Reference Materials le&id=124:job-aids-and-reference-materials&catid=83:training- toolkit&Itemid=668

Statewide Financial System Program 22 Thank you for your participation! Conclusion