Welcome to theProcurement Users Group

Wednesday, July 25, 2007

2:00pm – 4:00pm

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Today’s Agenda

• Announcements• Presentations

– Vendor Registration– Printing Vendor Labels– Help Desk – Purchasing or Accounting– Releasing from Contract– Update on Procurement Issues

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Announcements

• Tools Update• Fiscal Year End• Original Order Number prints on POs and

contracts• Batch Management should be set up for

receiving• Remember to remove cancel date from POs• Address Book – Z and Y search types• Answers to Questions from last meeting

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Address Book

• If a vendor has both a PP and a V record, ALWAYS use the V record for purchase orders.

• If a vendor has more than one address book number for a search type, ALWAYS use the lowest address book number.

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Answers to Questions from Last Meeting

• Can you provide more information on Generic IDs = position ID changes and Batch Management?

• Why are AB Payment Terms set up for 30 days instead of the 45 days required in statute?

• Why do vendors need to register with Secretary of State?

• Why can’t we copy POs?• Why don’t we set up ACH in the beginning with

vendors, before a payment >$75,000 is needed?

Vendor Registration

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Vendor Registration with State Purchasing Bureau

• Vendor Applications and instructions may be found at: http://www.das.state.ne.us/materiel/purchasing/vendorappinstruct.htm

• These should be filled out each time a request is made to add a vendor to the Address Book.

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• As per Neb. Rev. Stat. §21-19, 146; §21-20, 168, §21-2638; §67-281; §67-453, Foreign Vendors also must be registered with the Secretary of State before conducting business in the State of Nebraska.

• Applications are found at: http://www.sos.ne.gov/business/corp_serv/corp_form.html– A “foreign” vendor is any entity who is not chartered in

Nebraska. To check if a specific vendor is registered or chartered in Nebraska visit: https://www.nebraska.gov/sos/corp/corpsearch.cgi?nav=search

Vendor Registration with Secretary of State

Printing Vendor Labels

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Printing Vendor Labels

• Agencies no longer have to call SPB to get a mailing list

• Use Avery 5961 Easy Peel Label (template)• Print Vendor Label(s) by Commodity Code

• Print Vendor Label No Address Book Number• Print Vendor Label With Address Book Number

– Choose different data selection:• NIGP• City• Phone Prefix

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Printing Vendor Labels - Navigation

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• Start this instruction from the Version Prompting window.

1.Click Data Selection. 2. Click Submit. The Data Selection window

appears

Printing Vendor Labels

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Printing Vendor Labels

• Complete the following Right Operand fields as necessary:– 2 Item Number (NIGP number)– City– Phone Prefix

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Print Vendor Labels - without AB #

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Print Vendor Labels - With AB #

Help Desk

Purchasing or Accounting

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• Assign To NIS Procurement – Approval Route Changes/Updates– Approval Status– Position ID’s– Invalid Address Book on PO– Receiving against a PO– Reverse Receipt– Req Quote Contract PO

Help Desk – Is it Procurement or Finance?

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Help Desk – Is it Procurement or Finance?

• Assign To NIS Procurement – Media Attachments

• OLE• Text• URL• File

– Object Reservation – Cancel a Purchase Order– NIGP Codes

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Help Desk – Is it Procurement or Finance?

• Assign To NIS Procurement – Procurement Policies / Statutes

– Purchase Order Revisions

– Header and Detail Info does not follow to new Procurement Document

– Printing Procurement Documents

• Purchase Order

• Contracts

• Requisitions

– Restore a Line to a State Wide Contract

• Increase Qty

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Help Desk – Is it Procurement or Finance?

• Assign To NIS Finance– Printing General Ledger Post Reports– Prior Year Purchase Order Payments – Batch Approval/Post

• “O” Batches – Receipt Batches• “V” Batches – Voucher Batches

– 3-Way Match– Posting Batches– Invoice Issues

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Help Desk – Is it Procurement or Finance?

• Assign To NIS Finance– Difference Between Allotment Status and Open

PO Report– Cancel Date Remains after PO Cancelled

• Purge Rebuild Repost

Releasing from Contract

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Generate a PO from an Existing Contract

• Use this process when generating a purchase order from any contract (commodity or service).

• Examples:– Commodities

• Commodity Contract (OC) to Purchase Order (OG, O6, or OU)

– Services• Service Contract (O4) to Purchase Order (O9

or O6)

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• Enter any known information in the header or QBE line to minimize the search.

• Click Find.• Choose the desired Order Number and

corresponding detail line on the grid.• Click Row, Order Release.

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• Ship To: must be changed to reflect a delivery location for your agency.• If multiple delivery locations are desired, change Ship To back to 559783

when revising the PO and specify delivery location on each line of the PO (this can be done in a text attachment or in the Description 2 field)

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• Business Unit: must be changed to a valid Business Unit for your agency.

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• Release Qty: The available quantity remaining on the contract will appear in this field.

• FOR COMMODITIES ONLY: NIS will not allow the entire quantity available on a commodity contract to be depleted or exceeded. If a quantity greater than available is required, contact State Purchasing Bureau.

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• Account Number: must be changed to a valid Account Number for your agency

• NOTE: Object Code 554900 is the object code for “Other Contractual Services”. Object Code 554900 should not be utilized for any commodity purchases and should only be utilized for services if this is the most appropriate Object Code.

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Contact State Purchasing Bureau to Increase Statewide Contract Quantities

• To increase quantities available on Statewide commodity or service contracts, complete the Request To Increase NIS Contract Quantity form on the State Purchasing Bureau website: www.das.state.ne.us/materiel/purchasing/contractincrease.doc

• Email completed form to State Purchasing Bureau at matpurc@notes.state.ne.us

• Please estimate the quantity necessary for the remainder of the contract period rather than for just this order.

Update on Procurement Issues

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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).

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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.

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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.

• How is this happening?

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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

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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• Update:

– SAR 8508263 created by Oracle and submitted to their development team.

– Identified as a P2(Prioity Two) SAR.– Anticipated Completion Date 09/25/2007

• This issue was previously resolved, but has since resurfaced. Please see the following slides for the workaround.

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Repeated Issue: Find Icon on Orders Awaiting Approval Screen

• Narrow search by document type

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Repeated Issue: Find Icon on Orders Awaiting Approval Screen

• Narrow by search dates.

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Repeated Issue: Find Icon on Orders Awaiting Approval Screen

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Repeated Issue: Find Icon on Orders Awaiting Approval Screen

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Issues Pending Resolution

• Please continue to use workarounds for the following issues, as they will be fixed in future Tools Releases.– Header to Detail > Populate does not

automatically go to the PO detail lines

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Resolved Issues

– OSA Interface name does not self populate for Citrix users on Printer Selection screen

– Printing a text attachment from media object

– Double quotes in Description field are replaced with “&quote”

– Original Order Number is printing on Contracts and Purchase Orders

Thank you for coming!

Please remember to fill out an evaluation!