Welcome to the Procurement Users Group

1. Welcome to theProcurement Users Group Wednesday, April 4, 2007 9:00am - Noon

2. Today’s Agenda • Announcements • Presentations • Setting up Address Book Records • Procurement Issues Update • New Process for removing items stuck in Approval Route • New Process for Revising Documents • Reports • Group Work 2

3. Announcements • Year-End Reminders • Menu Changes • Answers to Questions from last meeting 3

4. Year-End Reminders • Look at Open Purchase Orders and make sure they are valid • Run one of the following reports: • Open PO by Supplier • Open PO by Business Unit • Clean up Requisitions • Run the Open Requisitions report 4

5. New Procurement Report Menus

6. Current Procurement Reports Menus 6

7. New Procurement Reports Menus • Categorize Reports by • Procurement Reports • Contract Reports • Vendor Reports • Reduces Scrolling • Improves Visual 7

9. Answers to Questions from Last Meeting • What is the advantage of using 2-way match vs. 3-way match? • What is the DAS Policy on Terms and Conditions? • How do you handle approval route issues when staff leave the agency? 9

10. Issue: Employees’ Transfer to Another Agency • Service Contracts are tied up in approval routes that no longer exist • Service Contracts are intertwined with approvers from a non-interested agency 10

11. Resolution: Centralized Procurement • Agencies with a Centralized Procurement Group – Create Position ID’s. The new ID stays with the Position, regardless if the employee transfers to a new agency or leaves the State Of Nebraska. • Position ID is based on address book record type B (buyer) and a unique address book number. 11

12. Resolution: Centralized Procurement 12

13. Resolution: Non-Centralized Procurement • ContactCIO Help Desk and provide the following: • All active O4 Service Contracts tied up in approval routes that no longer exist • Address Book number of previous Employee • Identify if previous Employee is still a State Employee or no longer with the State • New Employee & Address Book number • Second Level Help Desk with NIS will “point” the requested Service Contracts’ to follow a new Approval Route • Will be done for Service Contracts only 13

14. Address Book

15. Make payments with V records only if address for sending payment is the same as the address for sending purchase orders • Use PP records to send ACH payments and/or to send payments to an address that is different than the remit to address 15

16. Address Book – Searching for Records • Please refer to the work instructions for Searching/Adding/Changing Address Book Records. • Always search by both Alpha Name and Tax ID fields. • When a new Vendor record is created, State Purchasing Bureau encourages having the vendor complete the Vendor application form on the State Purchasing Bureau website to indicate the items (commodity codes) they can provide. 16

17. Address Book – W9s • When do I request a W9 form? • If the Tax ID or business name has changed (this information should be verified each time you do business with the vendor) • Please note that address book change requests may be delayed due to verification with vendor. • How do I know if a current W9 has already been requested? • Look for an attachment on the address book record (paperclip to the left of the row) • If I need a current W9 from a business, where do I send the completed form? • Use Agency Contact links on State Accounting website. 17

18. Address Book – ACH Enrollment Form • When should I send an ACH Enrollment Form to the business? • If payment(s) will be over $75,000 (Large contracts) • Where do I find an ACH Enrollment Form? • State Accounting Website under Forms • Where do I send the completed ACH Enrollment Form? • Send to Dee Ward in State Accounting. Address can be found on the ACH Enrollment form in the top left hand corner 18

19. Address Book – Linking V and PP Records • How do I know if the V and PP records are linked? • Look at the Factor Special Payee field on the Vendor record • If records are not linked, where do I send a request to have them linked? • Use Agency Contact links on State Accounting website. 19

20. Update on Procurement Issues

21. Issue: Canceling a Purchase Order with a Cancel Date in the next Fiscal Year • Before 8.10, a cancelled PO would de-commit on the date of cancellation. In 8.10, the manually entered cancel date on the PO is used as the de-commitment date. This is a problem because the de-commitment should not occur in a future fiscal year.  • Example: PO is entered on 4/21/2006 with a cancel date of 8/21/2006 (which is in a future fiscal year). When PO is canceled, the PA Commitment Inquiry record shows the commitment on 4/21/2006 (this fiscal year) and de-commitment on 8/21/2006 (next fiscal year). 21

22. Workaround: Canceling a Purchase Order with a Cancel Date in the next Fiscal Year • Remove all future cancel dates on purchase orders. • Note: PO document types OG, O6, O9, OU and ZG pull the Cancel Date from the Contract. The generated PO must be revised to remove the cancel date. • Update: Please remember to delete the cancel date prior to canceling the lines. Use New Revision Process to ease removal of cancel date. 22

23. Issue: Header to Detail > Populate does not automatically go to the PO detail lines • Before 8.10, when clicking Row > Header to Detail > Populate, the detail lines would appear with the updated information. In 8.10, the detail lines do not appear after clicking Row > Header to Detail > Populate. • Note: Process above is used in New Revision Process. 23

24. Workaround: Populate Header to Detail does not automatically go to the PO detail lines • Click OK and the system will take you to the updated detail lines. • Update: Oracle determined this is an enhancement SAR (System Action Request). ESU (Electronic System Update) is pending. 24

25. Issue: Populate Header to Detail - Cancel button grayed out in PO detail lines • This is only a problem if the Purchase Document is cancelled/closed or the GL date is in the last fiscal year. 25

26. Workaround: Populate Header to Detail - Cancel button grayed out in PO detail lines • Check the Purchase Order Detail Lines prior to updating Header to Detail. • If the Purchase Order is a closed, do not use the Populate Header to Detail function. • If the G/L is last fiscal year (usually on non-encumbering document) change the G/L date to current year and then use the Populate Header to Detail function. • Update: Oracle determined this is an enhancement SAR (System Action Request). ESU (Electronic System Update) is pending. 26

27. New Issue: Detail Lines – Supplier Number will not update to NEW Supplier number • After receiving a Purchase Order, a reverse receipt is done on the same Purchase Order, user changes the Supplier Number in the Header. • Header information changes, detail information does not. 27

28. Workaround: Detail Lines – Supplier Number will not update to NEW Supplier number • Contact Help Desk and Provide the following: • Document Number • Document Type • How Many Lines • Old Supplier Number • New Supplier Number • Second Level Help Desk with NIS will update • Waiting for response from Oracle 28

29. New Issue: Cancelled lines on a Procurement Document show up in Orders Awaiting Approval • Lines cancelled before they are processed through the approval route will still show in the Orders Awaiting Approval window. When the approver brings up the Approval Review window, the cancelled line(s) will show with a line through the extended price. The approver is not able to approve or reject the order (the Approve and Reject options are gray). 29

30. Workaround: Cancelled lines on a Procurement Document show up in Orders Awaiting Approval • Cancelled lines are neither approved nor rejected. Instead, the Remove Msg row exit is used to process the cancelled line once the approver has determined that the cancelled line is OK. • New Revision Process – Please refer to Flash Memo sent March 7, 2007. • April will demonstrate 30

31. Repeated Issue: Find Icon on Orders Awaiting Approval Screen • Search is taking a long time when inquiring on Approval screen – “bouncy ball” issue • Wait period can be up to 20 minutes • This issue was previously resolved, but has since resurfaced. 31

32. Workaround: Find Icon on Orders Awaiting Approval Screen • Narrow search by document type • Narrow search by dates • Update: • SAR 8418381 created by Oracle and submitted to their development team. • Identified as a P1(Prioity One) SAR. 32

33. Issues Pending Resolution • Please continue to use workarounds for the following issues, as they will be fixed in future Tools Releases. • OSA Interface name does not self populate for Citrix users on Printer Selection screen (Tools Release 8.95 P1) • Printing a text attachment from media object (Tools Release 8.95 O1) • Double quotes in Description field are replaced with “&quote” (Tools Release 8.97) 33

34. Resolved Issues • Word wrap has been fixed on procurement documents. • Document Caught in Approval Loop due to reverse receipt • Cancelled lines on a Procurement Document shows up in Orders Awaiting Approval • Creation of Position ID’s /Update Original Approval Route Code 34

35. New Process – Approval Route Loop

36. New Process – Approval Route Loop • Please refer to theApproval Route Loop Flash Memosent 3/7/2007. • Step-by-step instructions can be found in the following work instructions: • Approving Purchase Requisitions, Contracts and Purchase Orders • Rejecting Purchase Requisitions and Purchase Orders 36

37. Click Form, Approve. • If “Approve” is gray, either the order, or a line on the order, has been cancelled. Click Cancel to return to the Work with Order Awaiting Approval window. 37

38. Click Row, Remove Msg to remove the order from the Work with Orders Awaiting Approval window. 38

39. New Process – Revising Documents

40. New Process – Revising Documents • Use this process when generating any document from an existing document. • Examples: • Commodities • Commodity Contract (OC) to Purchase Order (OG, O6, or OU) • Requisition (OR) to Purchase Order (OP) • Stock Inventory • Requisition (ZR) to Purchase Order (ZP) • Commodity Contract (ZC) to Purchase Order (ZG) • Services • Service Contract (O4) to Purchase Order (O9 or O6) • Service Requisition (O3) to Purchase Order (O9) • Service Requisition (O3) to Quotation Requisition (Z1) 40

41. New Process – Revising Documents (cont.) • Documents can now be revised during the generation processes, prior to closing the Generate Purchase Orders screen. • The following example will show the process for a Purchase Order (OP) generated from a Requisition (OR). 41

42. On the Generated Purchase Orders screen, choose the document and click Row, Open Order Inquiry. 42

43. Choose the document and click Row, Header Revisions. 43

44. Update the following fields, if applicable: • Ship to • Buyer • Send Invoice to • Promised Delivery Date • ALWAYS REMOVE CANCEL DATE • Click Row, Header to Detail, Populate. • Click OK. 44

45. Verify Header changes populated to detail lines and revise as needed. • Add additional lines pending your agencies rules and regulations. • Click OK. • Click Close until you return to the main menu. 45

46. Reports

47. Two New Reports • Located in Receiving Menu • General Journal for ‘O’ Batches • Voucher Lines Added at 3-way Match 47

48. Report #1: General Journal for ‘O’ Batch Report • Report includes the following: • Batch Type • Batch Number • Date • Poster • Receiver • Story about PO • Communication Tool to Finance • Posted vs Unposted 48

49. General Journal for ‘O’ Batch Report – Changes to Purchase Order • For communication to Central Finance, add a T Line Type (LN TY) on the Purchase Order. • Enter all data in detail lines. • On the last detail line, enter TXT in the NIGP Number field. • Enter “T” in the Ln Ty (Line Type) field. 49

50. General Journal for ‘O’ Batch Report – Receiving Purchase Order • Receive the TXT detail line. 50