Welcome to AP 310: Vendor Processing

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!


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


Concept Slides

Used to present the flow of either business processes or

information within SMART


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


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


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.


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


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


Course Evaluations


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.


Vendor TypesType Description

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.


Vendor Business ProcessNavigate to the Find Existing Value tab on the Vendor

page

DuplicateVendor?

Identify the need for a new vendor

Enter Identifying Information

Use existing vendor

No

YesSearch to see if vendor exists

Obtain W-9 information from vendor

Navigate to the Add New Value

tab on the Vendor page

and add vendor

Check Withholding

box

1099 Vendor?

Enter Address information

No

Yes

Enter Contacts information

Enter Location information

Enter Custom information

Navigate to 1099 link

1099 Vendor?

Enter Withholding Information

Enter Withholding Reporting

information

Yes

No

Save Vendor


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)


This topic is covered on page 9 of the Participant Guide

Vendor Roles

Role Description

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 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:


Questions?

Lesson Two

Search for a Vendor

Lesson Objectives


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 11 - 12 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


Begin ActivitiesWe 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


This topic is covered on pages 13 – 14 of your Participant Guide


Activity Guide

Activity 2 Questions

What is the address for Bo Supplies Shop?

413 South Avenue, Garden City, KS 67846

Is Bo Supplies Shop an approved vendor?

Yes, Status on Summary page is Approved

What is the main telephone number for Bo Supplies?

620-654-6554, found on Address Tab


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


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



Questions?

Lesson Three

Enter a Vendor

Lesson Objectives


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.


Begin ActivitiesWe will now complete a walkthrough using a

UPK: Adding Vendors


Activity Guide

Lesson Summary

List the steps required to enter a vendor in SMART



Questions?

Lesson Four

Modify a Vendor

Lesson Objectives


Request an update to the vendor master record

Lesson 4: Modify a Vendor

Vendor Roles in the Modification Process

Role Description

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.


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.


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



Questions?

Closing the Day

Use the following resources

SMART Training Website http://da.ks.gov/smart/training.html

SMART Training Team Contact us at [email protected]

SMART materials Review, Review, Review your SMART materials after

training!!

Resources Available

http://da.ks.gov/smart/training.html

mailto:[email protected]

Questions

Evaluation

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

http://www.surveymonkey.com/s/SMARTtrainingAP310

http://www.surveymonkey.com/s/SMARTtrainingAP310

Thanks for coming and participating

today!

Documents

Welcome to AP 310: Vendor Processing