Procure-to-Pay Lifecycle - Statewide Financial System - New York ...

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End-to-End Process Tools Used for Scenarios ‣ Contracts Events Page: Displays contract related balances ‣ Contracts Document Status Page: Displays POs, Receipts and Vouchers associated with the contract ‣ Budget Overview Page: Displays a summary of the encumbrance and expenditure balances* for an appropriation or segregation *Balances are updated based on PO/Voucher Budget Check activity. ‣ Budget Activity Log Page: Displays POs with related encumbrance activity and vouchers with related expenditure activity ‣ Transaction Pages: Contracts, POs, Receipts and Vouchers. Shown upon entry of transaction and to show changes in status after processes are run ‣ Transaction Table: Summarizing effects of PO and Voucher transactions on contract balances and KK (Budget) Ledgers Statewide Financial System 6
Contract Events Page Definitions Field Description Effected by Maximum Amount Total amount that the contract should not exceed Contract Activity Released Remaining Total amount that has been released for this contract ( PO amounts + converted LTD) Total amount remaining on this contract (Maximum Amount – Total Released Amount). This is the same as the unencumbered balance in CAS. PO Activity (Creation of the PO, PO Cancel, PO Change and PO Close during lapsing) Contract and PO Activity Year-to-Date Expenditures YTD expenditures for fiscal year Voucher Activity (upon Budget Check) Life-to-Date Expenditures Total expenditures to date on the contract (this includes converted expenditures) Voucher Budget Check (upon Budget Check) Statewide Financial System 7
Page 1 and 2: Procure-to-Pay Lifecycle Contract/P
Page 3 and 4: • Basic Concepts Content • Rela
Page 5: Budget Checking POs and Vouchers in
Page 9 and 10: End to End Scenario with No Errors
Page 11 and 12: Procurement Contract Statewide Fina
Page 13 and 14: Contract Header: Order Contract Opt
Page 15 and 16: Contract Events and Doc Status afte
Page 17 and 18: Purchase Order Statewide Financial
Page 19 and 20: Purchase Orders for Bulkload Agency
Page 21 and 22: Matching on PO Header and Line PO H
Page 23 and 24: Budget Overview Prior to PO Budget
Page 25 and 26: PO Transaction Detail: Encumbrance
Page 27 and 28: PO Budget Check: M041 Segregation M
Page 29 and 30: PO Submitted for Approval PO Header
Page 31 and 32: PO is Dispatched PO Header: POs mus
Page 33 and 34: Receipt Statewide Financial System
Page 35 and 36: Matching Default on Receipt Header
Page 37 and 38: Contract Document Status Page after
Page 39 and 40: Create and Save Voucher Associated
Page 41 and 42: Transaction/Payment History for Bul
Page 43 and 44: Voucher Lifecycle Statewide Financi
Page 45 and 46: Matching on Voucher Lines Default f
Page 47 and 48: Contract Events and Doc Status afte
Page 49 and 50: Voucher Transaction Detail: Encumbr
Page 51 and 52: Match Status on Voucher Attributes
Page 53 and 54: Match Status on Receipt Header afte
Page 55 and 56: Transaction/Payment History for Bul
Page 57 and 58:
Entering a Contract Amendment SFS F
Page 59 and 60:
Contract Amendment Approved SFS Fin
Page 61 and 62:
Choose which Contract Sequence to a
Page 63 and 64:
Contract Updated after PO Saved SFS
Page 65 and 66:
Budget Overview After PO Budget Che
Page 67 and 68:
PO Approved Next Steps: Create and
Page 69 and 70:
PO Corrections to POs and PO Relate
Page 71 and 72:
POs Associated with the Wrong Contr
Page 73 and 74:
SFS Contract Related Payment Correc
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