Welcome to AP 310: Vendor Processing

Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks  First Things First Welcome

Get to know your fellow Trainers and Drivers!  Icebreaker Welcome

Training Materials Overview

Produced in Microsoft Word Contains key concepts, processes, and task information required to complete a user’s role in SMART Process flows and screenshots of the SMART system are included This is a great reference to use after training! Training Materials Overview  Participant Guide

Used to help the Trainer facilitate the course materials Produced in Microsoft PowerPoint Contains key content and graphics Generally used at the beginning or end of each Lesson Training Materials Overview  Concept Slides

Used to present the flow of either business processes or information within SMART Training Materials Overview  Business Process Flows

Produced in Microsoft Word Contains a scenario for each activity completed in the training database Provides data that you must enter for the exercise Organized by classrooms and users Take note of the user ID assigned to you Training Materials Overview  Activity Guide

Demonstration – instructor only (hands off) Walkthrough – instructor leads and participants complete exercise with instructor (hands on) Exercise – Participants complete on their own Challenge – Participants complete on their own Training Materials Overview  Activity Types

An online help tool that contains user procedures for completing tasks in SMART Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide UPKs are also available after training on the SMART Training website UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART. Training Materials Overview  User Productivity Kits (UPKs)

A short document that contains key concepts or steps involved in a course  Can be content or system related Available for all participants to use during training Used after training for quick reference from the Training Portion of the SMART website Referenced as often as possible during training to indicate the “handiness” of the material Training Materials Overview  Job Aids

Are conducted using the SurveyMonkey tool Please complete a course evaluations for each new course that you attend Trainers also complete a course evaluation at the end of each class Training Materials Overview  Course Evaluations

Training Materials Overview  Questions

 Lesson Objectives After completing this lesson, you will be able to: Explain the vendor process Describe how vendor processing integrates with other functions in SMART List the roles involved in vendor processing Search for a vendor Enter a Vendor Request an update to the vendor master record Lesson 1: Vendor Processing Overview

 Key Terms Vendor – Any person or company from whom the State of Kansas purchases goods or services, including state agencies, sub-recipients, and sub-grantees Note: As a general rule, employees will not be in the vendor table for expense payment purpose Vendor Name – Legal or full name of the vendor Vendor Classification – The SMART field that denotes the classification for a vendor, including employee, medical, Human Resources Management System (HRMS), or supplier. Most vendors are suppliers. Vendor Status – The SMART field used to select the status of the vendor. The values available include Approved, Inactive, To Archive, and Unapproved. Persistence – Term that denotes the frequency of transactions the vendor has with the state. Values include onetime, regular, permanent, and single payment. Lesson 1: Vendor Processing Overview

 Vendor Types TypeDescription Regular vendors Select for a vendor only if you do not mind that it is removed from the system once activity for the vendor stops for a designated period. Permanent vendors Select for vendors you know your organization will always use, even if not on a frequent basis. One-time vendors This is for vendors you know you will use only once. Single payment vendors SMART Accounts Payables enables you to enter a voucher without adding rows to vendor tables. You must use the single pay vendor ID: SINGLE_PAY Foreign vendors Foreign vendors will be entered online only. Any ACH payments to foreign banks will be entered online only. Lesson 1: Vendor Processing Overview

 Vendor Business Process Lesson 1: Vendor Processing Overview

 Vendor Integration Vendor Data can also be defaulted to purchase orders, vouchers, and payments that reference the vendor The Accounts Payable and Purchasing modules of SMART share vendors A vendor must be added to the system before it can be used on a purchase order, request for quote, requisition, voucher or payment If you are using a single pay vendor, you must use the single pay vendor ID (pre-determined) Lesson 1: Vendor Processing Overview This topic is covered on page 9 of the Participant Guide

 Vendor Roles RoleDescription Agency Vendor Processor This role is responsible for entering vendors into SMART Vendor Approver This role is responsible for approving new vendors and maintaining vendors in SMART. This role, which is performed centrally, is the only role that has access to modifying vendors in SMART. Lesson 1: Vendor Processing Overview

 Lesson Summary Define vendors and basic vendor processing terms Discuss the types of vendors entered into SMART and when each vendor type is used Describe the process for vendor processing Discuss the integration of vendors with other functionality in SMART Identify where roles fit into the vendor process In this lesson, you learned how to: Lesson 1: Vendor Processing Overview

Questions?

Lesson Two Search for a Vendor

 Lesson Objectives After completing this lesson, you will be able to: Describe the importance of verifying if a vendor exists in the system prior to adding a new vendor Search for a vendor that has previously been entered into SMART Find a vendor’s address on the vendor master record View conversation information for a vendor that has previously been entered into SMART Lesson 2: Search for a Vendor

 Search for a Vendor This topic is covered on page of the Participant Guide Navigation to vendors task is through the Accounts Payable Center There are several fields to use in searching for a vendor, including: o Set ID o Vendor ID o Short Vendor Name o Name 1 Lesson 2: Search for a Vendor

Begin Activities We will now complete Activity 1 in your Activity Guide

 View Vendor Information Identifying Information Tab – This tab lists further vendor information including name, number and classification status Location Tab - This tab is the default ordering, invoicing and remitting location(s) for this vendor Address Tab - This tab lists the address(es) for the vendor o If view all is highlighted, there is more an one address associated with the vendor Lesson 2: Search for a Vendor This topic is covered on pages 13 – 14 of your Participant Guide

Begin Activities We will now complete Activity 2 in your Activity Guide

 Activity 2 Questions What is the address for Bo Supplies Shop? 413 South Avenue, Garden City, KS Is Bo Supplies Shop an approved vendor? Yes, Status on Summary page is Approved What is the main telephone number for Bo Supplies? , found on Address Tab Lesson 2: Search for a Vendor

 Vendor Conversations You can view conversation information for a vendor that has previously been entered into SMART Note: Vendor Processors can add conversations to vendor records Remember that Vendor Conversations are visible to anyone with access to the vendor file Lesson 2: Search for a Vendor This topic is covered on page 15 of your Participant Guide

 Lesson Summary List the steps required to search for a vendor in SMART Explain the steps required for viewing vendor information, including address and conversation information in the vendor profile In this lesson, you learned how to: Lesson 2: Search for a Vendor

Questions?

Lesson Three Enter a Vendor

 Lesson Objectives After completing this lesson, you will be able to: Enter a vendor into SMART Lesson 3: Enter a Vendor

 Enter a Vendor This topic is covered on pages 17 – 45 in your Participant Guide On the Maintaining Vendors – Identifying Information page, users who have the appropriate permissions may enter and approve vendors. Users who do not have authority to approve vendors may enter them with a status of pending. You should use ALL CAPS when adding records to the vendor file. o Note: A vendor must be in an approved status to use on a voucher. Lesson 3: Enter a Vendor

Begin Activities We will now complete a walkthrough using a UPK: Adding Vendors

Begin Activities We will now complete Activity 3 in your Activity Guide

 Lesson Summary List the steps required to enter a vendor in SMART In this lesson, you learned how to: Lesson 3: Enter a Vendor

Questions?

Lesson Four Modify a Vendor

 Lesson Objectives After completing this lesson, you will be able to: Request an update to the vendor master record Lesson 4: Modify a Vendor

 Vendor Roles in the Modification Process RoleDescription Vendor Approver This role is responsible for approving new vendors and maintaining vendors in the system. This role, which is performed centrally, is the only role that has access to modifying vendors in SMART. Vendor Processor This role is responsible for entering vendors into the system Buyer This role is responsible for maintaining purchase orders. Also has access to enter vendors into the system. Contract Processor This role is responsible for maintaining contract information for non-bid contract purchases. Also has access to enter vendors into the system. Lesson 4: Modify a Vendor

 Modify a Vendor The process to modify a vendor in SMART will be similar to the current process. Central will provide paper forms to the agencies to fill out with modifications to existing vendors. These forms will be returned to central for processing. Central will make the changes to the vendor record. Lesson 4: Modify a Vendor This topic is covered on page 47 of the Participant Guide

 Lesson Summary Explain the Vendor Modification Request process List the roles and requirements for requesting modifications to the vendor master record In this lesson, you learned how to: Lesson 4: Modify a Vendor

Questions?

Closing the Day

 Use the following resources SMART Training Website  SMART Training Team  Contact us at SMART materials  Review, Review, Review your SMART materials after training!! Resources Available

 Questions

 Evaluation Please fill out the evaluation for today’s instructor led training session!

Thanks for coming and participating today!