Purchasing - Implementation Plans
Will be implemented as is, with no customizations, but purchasing client will not be put on desktops. Independent web requisitioning. Catalog ordering, vendor orders etc, will still be handled by the purchasing staff.
Purchasing will continue to use a web form, either existing or redesigned, for end-user input.
Will need to focus on linking the pro card to purchasing. Will switch to PSFT pro card if to our benefit. Ours has link to dept accounting. Does PSFT financials give us everything Dept Acctg gives us. If not, and if depts keep something like dept acctg, we will keep our procurement card.
Vendor file - continuing to do analysis . Trying to determine which purchasing and accounts payable vendors and do they link. Purchasing doesn’t always have the information to get information in correctly. Likely to start from scratch. We don’t know from what we have now which addresses match. (Multiple addresses to pay for single vendor).
Payment terms, shipping terms, XLAT tables. They are not customizations -- just tables.
PURCHASING EVENTS FOR
PS FINANCIALS
Requisition submitted with suggested supplier, needed item(s), accounting info, authorization
Verification of:
Required information
Account validity
Account balance
Account authorization
Commodity authorization
Routing
Requistion received in purchasing
Routing for additional approval if necessary
Distribution to buyers
RFQ/Bid/RFP
Develop specifications
Develop bidder list
Deliver RFQ/Bid/RFP to bidder list
Issue addenda
Receive, tabulate, record results
Distribute results
Purchase Order
Assign purchase order number
Select supplier
Assign payment terms
Assign shipping terms
Review funding, change if necessary
Select items
Assign correct pricing
Authorization by buyer
Distribute to supplier
Change Order
Submit/receive change order request
Verify authorization
Route if necessary
Change vendor
Change item
Change pricing
Change accounting
Change terms
Change shipping info
Solicit documentation
Produce change order
Distribute to supplier
Encumbrances
Encumber at PO or requisition
Encumber change order
Disencumber order
Kill order
Procurement Cards
Request card
Submit request to bank
Record card number
Assign accounting info
Change accounting info
Download transactions
Distribute transactions
Allocate transactions
Cancel card
Other
Payment request with order
Report on all transactions