1. Finance
Effective July 1, 2017
Finance FY 2018

2. Finance 101 Example: $34,192 / 27 = $1,266.37 Key Points to Remember:
Employees are paid bi-weekly on 27 pay periods. Your bi-weekly pay is your annual salary / 27.
Example: $34,192 / 27 = $1,266.37
The Jasper County School District is a direct deposit district. Pay stubs for payroll can be obtained using the Employee Self Service portal (ESS).
Finance FY 2018

3. Finance 101 Key Points to Remember:
The SC Retirement System mandated an increase in employee and employer shares of retirement contributions as of July 1, The employee share is now 9%.
Payroll and Accounts Payable schedules are under Finance on the district’s website.
Classified and Certified salary schedules are also listed under Finance on the district’s website.
Finance FY 2018

4. Purchasing Procedures
Effective July 1, 2017
Purchasing Procedures FY 2018

5. Purchasing Process Goals
Centralize the Purchasing Process to achieve better control of District Funds.
Minimize data entry time requirements for Office Managers.
Remove paper requisitions from the purchasing process completely.
Limit paper Purchase Orders whenever possible.
Purchasing Procedures FY 2018

6. Process Overview
Purchasing Procedures FY 2018

7. https://djcsess01.jcsd.net Starting a Requisition
Purchasing Procedures FY 2018

8. https://djcsess01.jcsd.net Starting a Requisition
Purchasing Procedures FY 2018

9. Requisition Form Details
Purchasing Procedures FY 2018

10. Requisition Vendor List
If the drop-down list doesn’t appear after the first letter, Logout and Login with a different browser.
List comes from Smart Fusion-no user security is applied
All vendors available to all employees
Type fist letter of location name to enable drop-down
CANNOT be changed AFTER [Save]
Purchasing Procedures FY 2018

11. Requisition Ship to Location Names
If the drop-down list doesn’t appear after the first letter, Logout and Login with a different browser.
List comes from Smart Fusion-no user security is applied
All locations available to all employees
Smart Fusion limited to 22 characters
Type fist letter of location name to enable drop-down
Determines which Office Manager/Administrative Assistant Approves Requisition
CANNOT be changed AFTER [Save]
Purchasing Procedures FY 2018

12. Requisition Field Data
Section
Field Name
Field Type
Required
SF Equivalent
Vendor Section
Vendor Name Lookup
Drop-Down
Yes -
Vendor Name
Auto-populated
Vendor number/name
Address
Not seen on Requisition Screens
City
State
Zipcode
Ship to Location
Location Lookup
N/A
Location Name
Ship to
“Ship to” Address
“Ship to” City
“Ship to” State
“Ship to” Zip code
Purchase Order
Requested Date
Date
Requested By User
Alphanumeric
Requested by
Alphabetic
Sales Tax
Numeric (2 dec.)
Notes No
Note on Purchase Requisition Tab
Purchase Order Detail
Description
Description (Max 35 characters)
Part Number
Vendor Item (10 max output)
Discount %
Disc.
Qty
Numeric (whole #)
Qty.
Unit
U/M
Taxable?
Check Box
Tax
Unit Cost
Currency
Item Price
Line Total
Auto-calculated
Ext. Price
Item Notes
Note on Items Detail Tab
Purchasing Procedures FY 2018

13. * Required Information or [Save] will not be enabled!
Purchase Order Section
ESS will set the following by default based on the user logged in:
Request Date*: Default today, change if needed.
Requested By User*: ESS Username originator of Requisition.
State*: SC, from Smart Fusion Configuration .
Sales Tax*: 9.00%, from Smart Fusion Configuration.
* Required Information or [Save] will not be enabled!
Notes: This field is not required but can be used to provide information to the Purchasing Department and does NOT appear on Purchase Order.
Purchasing Procedures FY 2018

14. * Required Information or [Save] will not be enabled!
Purchase Order Detail Section-I
Complete the Purchase Order Detail (Requisition Detail)
Description*: Maximum of 35 alphanumeric characters.
Part Number*: Maximum of alphanumeric 10 characters, use Item Notes if you need more.
Discount: If applicable, enter a number with a maximum of two decimal places.
Qty*: Enter a whole number only, no decimal places or letters.
Unit*: Select an option from the drop-down menu.
Taxable: Check this box if the item(s) is taxable.
Unit Cost*: Enter the Amount per unit of item(s) to be purchased.
Line Total: Automatically calculated (Qty x Unit Cost = Line Total).
* Required Information or [Save] will not be enabled!
Item Notes: This field is not required but can be used to provide information to the Vendor and does appear on Purchase Order.
Purchasing Procedures FY 2018

15. Purchase Order Detail Section-II
Remember to hit the [Add Item] button to save your item information.
Before you hit [Add Item]
After you hit [Add Item]
Purchasing Procedures FY 2018

16. Submitting the Requisition for Approval
CANNOT be changed AFTER [Save]
If you select Back, you will cancel your requisition.
Hit the [Save] button to submit!
Purchasing Procedures FY 2018

17. Approving Requisitions-Office Managers-I
An is generated to ALL users that are setup as Approvers for the Location selected by the ESS User.
Click on Task tab.
Review the Approver Tasks.
Click on the row of the form you want to process.
Purchasing Procedures FY 2018

18. Required Information or [Save] will not be enabled.
Approving Requisitions-Office Managers-II
Scroll down to see the Requisition Details.
Scroll back up on the form to select the status.
Complete the following information.
Status*: Select Approve/Completed or Rejected as applicable.
Approval Notes: Not Required.
Account Number*: Enter a valid account number, you must key dashes (-).
Required Information or [Save] will not be enabled.
Hit the [Save] button.
If Approved/Completed, the requisition is not in Smart Fusion.
If Rejected, the requisition is canceled and the originator is notified.
Purchasing Procedures FY 2018

19. Editing a Requisition-Office Managers
If you need to edit a requisition:
Login to Smart Fusion.
Go to Accounting Section.
Select Purchasing.
Click on the Process Tab.
Select Enter/Edit Purchase Requisitions.
Make necessary changes.
Save your changes.
Purchasing Procedures FY 2018

20. Reviewing a Requisition-Principal/Director
To Review/Approve a Requisition:
Login to Smart Fusion.
Go to Accounting Section.
Select Purchasing.
Click on the Process Tab.
Select Review/Approve Edit PO Requisitions.
Locate the Requisition you need to Review.
Review the Requisition.
Add Review/Approve Notes if needed.
Click on the to Approve the Requisition.
Purchasing Procedures FY 2018

21. Requisition Approval-PO# Issued
Final Approval of Requisitions Occur at the District Office
Purchasing Agent processes Requisitions in Smart Fusion.
On a predetermined schedule, Purchasing Agent “Prints” Purchase Orders.
Purchase Orders are ed to the Office Manager/Administrative Assistant assigned to the Location used on the Purchase Requisition.
Purchase Order is delivered to the Vendor.
Sample Notification that will include a PDF attachment of the Purchase Order
From: Sent: Monday, June 26, :06 PM To: Jane Subject: Approved PO# for SOFTDOCS.
Vendor Phone:
Vendor Fax:
Vendor
Purchasing Procedures FY 2018

22. Summary Summary of Changes to the Purchasing Process:
Office Managers at the School Level will be using ESS to approve Requisitions.
Most Departmental Secretaries located at the District Office will continue to enter requisitions directly into Smart Fusion.
If a Requisition requires editing or is otherwise is unacceptable “as is,” the OM can.
Reject the Requisition by selecting the Rejected option from the Status drop-down.
Select Approved/Completed from the Status drop-down and then login to Smart Fusion to edit the requisition manually (the originator will have to submit a new Requisition).
The first three letters of the Office Managers’ user login will appear in Smart Fusion as the originator.
The process used to Review/Approve Requisitions has NOT CHANGED for Principals & Directors. These individuals will continue to log directly into Smart Fusion for Review/Approval.
Purchase Order will be issued only by the Purchasing Agent at the District Office.
Printing of Purchase Orders will only be initiated by the Purchasing Agent at the District Office.
Purchasing Procedures FY 2018