Statewide Procurement User Group

1. Statewide Procurement User Group January 21st, 20099:00 AM – 12:00 PM

2. Announcements • Presentations ~ Receiving ~ VP, PP, V ~ Service PO Generation Prior to Invoice ~ NVISION NIS Demo ~ When to Use Commodity Requisition and Using the Correct Document Types • Questions and Answers Today’s SPUG Agenda

3. Opening Remarks Steve Sulek

4. Announcements Next SPUG – Year End Issues . . . Please plan to attend – Will be in April

5. Receiving Kay McKay

6. Receiving To access the work instructions for receiving a PO click the link below. http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/proc/109_PR_WI_L9_T1.a_Entering_Receipts_by_PO.pdf

7. VP, PP, V Amy Archuleta

8. VP, PP, V • Use of VP’s on Purchase Orders • Use of V’s and PP’s • Confused? Who to call for the answer

9. Purchase Order Generation Prior to InvoiceWhat Does A Purchase Order Do For You Brenda Pape

10. Purchase orders are to be completed at the time the order is placed. Purchase orders document the item/service deliverable being ordered, the date order was placed, delivery time required, quantity, delivery location, and pricing. The purchase order holds the vendor/contractor accountable The purchase order is used to establish vendor/contractor performance requirements If there is a vendor performance problem, the purchase order is used to document requirements Issuing a purchase order at the time an invoice is received defeats the purpose of the purchase order. There isn’t a way to verify what was ordered, quantity ordered, pricing, date vendor was notified of order, delivery location, etc. (This process creates a he said she said situation.) Items can be received on-line in NIS Accounting departments have the ability to pay timely. If invoice matches the purchase order and receipts, payment process is streamlined. Service PO Generation Prior to Invoice

11. Service PO Generation Prior to Invoice Placing Orders from Established Contracts • Generating a purchase order from contract streamlines process for the agency. • Eliminates re-keying of items and pricing. • Establishes delivery time, location, date order was placed. • Receive product/service on-line in NIS. • Accounting Departments do not have to verify pricing as the pricing is pulled from the contract automatically when generating the purchase order. (No date entry errors). If invoice matches purchase order and receipts, payments can be made easily to vendor. • Approval status of order can be looked up on-line in NIS. • Waiting to issue a purchase order until an invoice is received defeats the purpose of the purchase order (as discussed previously. • Eliminates the need to re-open contract to pay invoices as purchase order is issued prior to contract expiration.

12. NVISION NIS Demo Brian Svik

13. NVISION NIS Demo NVISION NIS is a training tool which records a procedure and then creates a simulated environment and printable work instructions for that procedure. Currently there is a System Basics course available and we are working on developing addition courses. To access the NVISION NIS System Basics courses go to the following link: http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/nvision/index.html

14. NVISION NIS Demo The NVISION NIS window has an “Outline” window on the left and a “Concept” window on the right. To begin a course click on a lesson and then click on the Playback Mode.

15. NVISION NIS Demo The online course will begin. When taking a course you will need to follow the instructions in the bubble to complete the simulation.

16. When to Use A Commodity Requisition and Using the Correct Document Types Connie Heinrichs and Sharon Zimmerman

17. When to Use A Commodity Requisition and Using the Correct Document Types • Commodity Requisitions • OT = Communications Equipment • Routes through OCIO for Processing • ON = Computer Hardware/Software, not already on contract • Commodity or Service • Routes through OCIO • Routes through SPB at $10,000 • OI = Motor Vehicles, not already on contract • Routes through TSB • Routes through SPB at $10,000

18. When to Use A Commodity Requisition and Using the Correct Document Types • Commodity Requisitions (continued) • OW = Exception Orders routed through SPB • Copiers & Printing Equipment and Services • Mailing Equipment • Firearms • Furniture not from CSI • Request for Commodity Contract under $10,000 • OR=Commodity Contract/One Time Purchase • Routes to SPB at $10,000 • ON, OI, OW routed to SPB are turned into an OR • OO = Direct Purchase Authority (DPA) • OR turned into an OO for DPA given by SPB buyers • Purchases authorized by DPA letter

19. When to Use A Commodity Requisition and Using the Correct Document Types • Commodity Quotation Requests • OQ = Agency Quotation Request • Generated from Requisition or Entered Direct • Used to Generate Purchase Order after bids received • Optional use by agency • OF = SPB Quotation Request • Commodity Contracts • OC = Commodity Contract • Entered and Maintained by SPB • Requests for contract by Agency made via Requisitions • Contract must be used if available rather than purchasing from another source.

20. When to Use A Commodity Requisition and Using the Correct Document Types • Commodity Purchase Orders • O6 = Computer Hardware/Software from contract • Routes to OCIO • Commodity or Service • OU = Motor Vehicles from contract • Routes to TSB • Routes to SPB for review and send to vendor • OG = PO from contract • Remains at Agency for review and send to vendor

21. When to Use A Commodity Requisition and Using the Correct Document Types • Commodity Purchase Orders (continued) • ZO = Direct Purchase Authority • Direct Entry if authorized by DPA letter • Generated from Requisition OO • Enter correct Dev Request Code • OP = One Time Purchase • Direct Entry, from Requisition, or from Quotation • Routes to SPB at $10,000 • OH = CSI Purchase • Direct Entry • Routes to CSI for Processing

22. When to Use A Commodity Requisition and Using the Correct Document Types • If AS Materiel – State Purchasing Bureau (SPB), Office of the CIO or AS TSB is in an approval route, do not assume that the document will be approved. • OR documents greater than $10,000 will be assigned to a buyer in State Purchasing for processing. • If a purchase requisition routes to the State Purchasing Bureau, you must wait for State Purchasing to solicit bid opportunities or be notified by State Purchasing of the OO (Direct Purchase Authority Document). • Do not print a Purchase Order and send it to the vendor until you have verified the document has been approved. • Look for Approvers on the Status Summary of your procurement document whether it is a Requisition or a Purchase Order.

23. List of Doc Types: http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/proc/015_PR_QRC_L1_T3.c_Document_Types.xls DPA Letter http://www.das.state.ne.us/materiel/purchasing/agencycommoditiesprocurementmanual/DirectPurchMemo10-08.pdf When to Use A Commodity Requisition and Using the Correct Document Types

24. When to Use A Commodity Requisition and Using the Correct Document Types • Quick Reference for Specialized Purchase • Computer Hardware/Software • Commodity or Service • If not already on contract and bidding is required more steps may be necessary.

25. When to Use A Commodity Requisition and Using the Correct Document Types • Quick Reference for Specialized Purchase • Vehicles • If not already on contract and bidding is required more steps may be necessary.

26. When to Use A Commodity Requisition and Using the Correct Document Types • Quick Reference for Specialized Purchase • Contract Purchases • Commodity or Service • If not already on contract and bidding is required more steps may be necessary.

27. When to Use A Commodity Requisition and Using the Correct Document Types • Quick Reference for Specialized Purchase • Direct Purchase Authority

28. When to Use A Commodity Requisition and Using the Correct Document Types • Process of Elimination

29. Questions & Answers