Purchasing Year End Presented by Donnita Thomas Revised June 23, 2011

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Purchasing Year End

Presented by Donnita Thomas

Revised June 23, 2011

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Purchasing > Purchase Orders > Reports > Req and PO Budgetary Activity

Clean Up Activities – PO Budgetary Activity Report

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Clean Up Activities – PO Budgetary Activity Report (Cont)

Identify PO Concerns, such as:•a payment has been made but the user forgot to copy in the PO•the PO was not an amount only PO, but the voucher was a partial payment

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In both of the examples, the PO may have a Remaining Amount (encumbrance) that needs to be released.

•Agency Buying Administrator: manually close PO

•Remaining encumbrance released: PO closed and budget checked

•Job Aid: Manual PO Close Process http://www.da.ks.gov/smart/Training/JobAid_ManualPOClose20110330.doc

Batch PO Close process:

•Will run weekend of June 4th

•Won’t run in month of July

Clean Up Activities – PO Budgetary Activity Report (Cont)

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Clean Up Activities – Sourcing Workbench

Purchasing > Purchase Orders > Stage/Source Requests > Sourcing Workbench

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•Clean-up: Daily or Weekly

•Errors generally: oMissing Vendor ID

oProblem with Contract ID

•Job Aid: Sourcing Workbench Errors http://www.da.ks.gov/smart/Training/JobAid_SourcWorkbenchErrs_20110512.doc

Clean Up Activities – Sourcing Workbench (Cont.)

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Clean Up Activities – P-Card Transactions

•P-Card transactions: reconciled in SMART on a timely basis

•Division of Purchases:oMonitoring for old transactionsoContacting agencies: Contact will be more frequent as we get

closer to fiscal year end

•Query: KS_PO_PCARD_STATUS o Agency P-Card Coordinator Users with either a 'KPO_Agy_P-Card_Reconciler’ or

'KPO_AGY_P-CARD_RECON_APPROVER’ roles will soon have access to this report as well

o Navigation: Reporting Tools > Query > Query Viewer > search by – KS_PO_PCARD_STATUS

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Clean Up Activities – P-Card Transactions (Cont)

Reporting Tools > Query > Query Viewer > KS_PO_PCARD_STATUS

Enter: Billing Date & Business Unit

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Clean Up Activities - Purchase Requisitions

Navigation: eProcurement > Manage Requisitions

Request Status: “Open”

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What is the last date that I can obligate FY 2011 funds through the purchasing process?

Does not require central intervention: June 30th

•PR must be entered and saved by June 30th

• Subsequent PO must be Approved, Budget Checked and Dispatched by July 13th

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Requires central intervention: July 8th

•PR must be entered and Saved by July 8th

•Procedures:o“Save and Preview” Purchase RequisitionoSubmit Help Desk: must be logged by July 8th

Category: PurchasingSubcategory: Budget Date Updates

Description: include Purchase Requisition number(s)oBudget Date will be updated on the PR and notification

sent to agencyoAgency submits the PR for approval

•Subsequent PO must be Approved, Budget Checked and Dispatched by July 13th

What is the last date that I can obligate FY 2011 funds through the purchasing process? (Cont)

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How will I know what P-Card transactions are being paid out of FY 2011 vs. next Fiscal Year?

•Last P-Card file to be loaded on June 22nd

o Includes transactions with a Posted Date of June 21st

o Transactions will carry a FY2011 Budget Date

o Available for reconciliation on June 23rd

• All transactions for FY 2011 must be reconciled by close of business on Monday, July 4th

• P-Card voucher build process will run at 8:00 AM on Tuesday, July 5th

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What should I do if I have transactions that can’t be reconciled by July 4th but need to use FY 2011 funds?

POs will need to be created for any P-Card transaction payments that need to use FY2011 funds but will not be reconciled by end of day July 4th.

•A PO will need to be created for each merchant

o If multiple P-Cards are used for a single merchant, you will need a PO for each merchant / P-Card combination

• Reminder: PRs must be entered and saved no later than end of business on July 8th. (Refer to slides 10 and 11)

• NOTE: Do NOT create UMB voucher payments. System will create vouchers based on reconciled P-Card transactions

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When can we start entering Purchase Requisitions that will use FY 2012 funds?

Requisitions for FY 2012 funded transactions that require bidding may be entered in SMART as of May 2, 2011.

•Procedures: Exceeds Agency Delegated Authority

o Enter, and “Save and Submit” the Purchase Requisition for approvals

The Requisitioner or Agency Approver must type “FY12 FUNDED TRANSACTION” in the Justification/Comments field on the requisition

Send an e-mail notifying the applicable Division of Purchases Procurement Officer identifying the Requisition ID that is to be FY12 funded

o The Procurement Officer will change the budget date on the requisition to reflect an FY12 date and then initiate the bid process.

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When can we start entering Purchase Requisitions that will use FY 2012 funds? (Cont)

Requisitions for FY12 funded transactions, requiring Prior Authorization approval, may be entered in SMART starting on June 1, 2011.

•Procedures:

o Enter Purchase Requisition, Save and Submit

The Requisitioner or Agency Approver must type “FY12 FUNDED TRANSACTION” in the Justification/Comments field

o Send an e-mail to [email protected] identifying the Requisition ID that is to be FY12 funded

(Continued on Next Slide)

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•Procedures Continued:

o The assigned Procurement Officer will change the budget date on the requisition to reflect an FY12 date.

PO's will not pass budget check until the appropriation budget has been loaded and posted in SMART; consequently, we recommend not approving the PO until you receive notification that appropriation budgets have been loaded.

o Prior Authorization Requisitions must be processed in accordance with Information Circular 11-03 (located at http://www.da.ks.gov/purch/InformCirc.htm).


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•Procedures Continued:

o Change Accounting Date to an FY 2012 date


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For previously approved Contracts in SMART (i.e. multiyear contracts, including leases), requisitions for FY12 funded transactions should be entered in SMART on July 1, 2011. However, agencies may have a need to insure payment is made on July 2, 2011. In this case, requisitions may be entered in SMART beginning June 1, 2011.

•Procedures: Entering purchase requisition BEFORE July 1, 2011o The requisition is entered prior to July 1, 2011. The Requisitioner

selects ‘Save and Preview’ (NOT ‘Save and Submit’) on the requisition.

o Agency logs a Help Desk Ticket requesting the budget date on the requisition be changed to reflect FY12. The Help Desk Ticket subject should state ‘Change Requisition Budget Date’ and must include the Business Unit and the Requisition ID


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•Procedures: Entering purchase requisition BEFORE July 1, 2011 (Cont)

o SMART Team will change the budget date and close the ticket, which will notify the ticket creator.

o Requisitioner may then ‘Save and Submit’ the requisition for further approvals.

o Once the Requisition is approved, it will source to a Purchase Order with the FY 12 budget date used.

PO's will not pass budget check until the appropriation budget has been loaded and posted in SMART; consequently, we recommend not approving the PO until you receive notification that appropriation budgets have been loaded.

o Change PO Date to an FY 2012 date (see slide 18)

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When will the P-Card transactions with a posted date of June 22nd through July 2nd be available for reconciliation?

• We expect that the UMB files that have been on hold will be available for reconciliation on July 6th

o Includes P-Card transactions having posted dates from June 22nd through July 2nd

• Nightly P-Card file loads will resume as normal starting July 5th

• Reminder: If any of these transactions need to be paid with FY 2011 funds, PRs must be entered and saved no later than end of business on July 8th. (Refer to slide13)

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Documents

Purchasing Year End Presented by Donnita Thomas Revised June 23, 2011