Welcome to Contract Training. Contract Training – CN210. Learning Objectives. Upon completion of this course, learners will have the knowledge to: Understand contract roles within the SFS; Understand contracts in the SFS; Create a contract; Edit a contract Enter a contract amendment;
Training – CN210
in the SFS
The flowchart below represents a high-level view of how the SFS Purchasing (PO) module integrates with other SFS modules. Contracts are created within the Purchasing module.
The table below lists key concepts of the Statewide Financial System related to contracts.
New York State Master Contract
Vendors > Vendor Information > Add/Update > Review Vendors
Purchasing > Procurement Contracts > Add/Update Contracts > Select the Add a New Value tab
On the Contract Entry page, a Contract ID must be entered. The contract ID naming convention consists of a five-character valid Business Unit (BU), a one-to-ten alpha numeric contract ID that includes the contract prefix, and a seven-character valid department ID.
The SetID field is always SHARE. Do not change.
The contract status field displays where the contract is in the contract lifecycle.
The Audit Type determines the approval process in the SFS. Enter the appropriate Audit Typeusing Job Aid JAA-PO000-008 Audit Type – Value Definitions.
Enter the contract vendor, contract term (begin/expire date), contract amount (maximum amount), and description.
The PO Defaults page must be used to validate the business unit (BU) for the contract by clicking the PO Defaults. After validation, click OK to return to the main page and then click Save.
For a contract with an audit type selected that does not require OSC approval, the SFS will automatically change the Status to Requested PO. When the status is Requested PO, a purchase order can be entered and associated to the Contract.
Navigation to generate the STS in the SFS:
Under Detailsthere is a link at the right entitled Generate Summary Report – this will produce the STS.
Create a Contract
You have been asked to create a contract.
Purchasing > Procurement Contracts > Add/Update Contracts > Select the Find a New Value tab
Purchasing > Procurement Contracts > Amendments > Add/Update Contracts > Select the Add a New Value tab
Enter the Contract ID for the contract to be amended or use the look up button.
The sequence number will automatically update with the next available number. This sequence number will be needed to create a PO and encumber funds against the contract.
Only edit/change the fields that need to be modified pursuant to the contract amendment.
Information regarding OSC financial processes is located in the OSC Guide to Financial Operations at www.osc.state.ny.us/agencies/guide/MyWebHelp/
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