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

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Corrections • POs Associated with the Wrong Contract • How to find incorrectly referenced POs (POs associated with wrong contract) • How to fix POs associated with the wrong contract that has no payment activity • How to fix POs associated with the wrong contract that has already been vouchered against • Difference between fixes related to CAS payments and SFS payments • SFS: Job Aid JAA-AP000-010 entitled “Correction of Vouchers Related to a PO Following a Payment” • CAS: Job Aid JAA-PO000-016 entitled “Re-Class Converted Expenditures against a Contract originally created in CAS (being finalized – not yet posted) Statewide Financial System 70
POs Associated with the Wrong Contract • How to find incorrectly referenced POs (POs associated with wrong contract) • Contract Document Status Page o Purchasing Procurement Contracts Review Contract Information Document Status o Displays all documents (including POs) associated with a given contract • PO Document Status Page o Purchasing Purchase Orders Review PO Information Document Status o Displays the contract that a PO is associated to (if applicable) • How to fix POs associated with the wrong contract that have no payment activity 1. Cancel the original PO (associated with the wrong contract) 2. Enter a new PO associated with the correct contract • How to fix POs associated with the wrong contract that have already been vouchered against • If the payment was made in SFS: o Job Aid JAA-AP000-010 entitled “Correction of Vouchers Related to a PO Following a Payment” • If the payment was made in CAS: o Job Aid JAA-PO000-016 entitled “Re-Class Converted Expenditures against a Contract originally created in CAS (being finalized – not yet posted) Statewide Financial System 71
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Procure-to-Pay Lifecycle Contract/P
Page 3 and 4:
• Basic Concepts Content • Rela
Page 5 and 6:
Budget Checking POs and Vouchers in
Page 7 and 8:
Contract Events Page Definitions Fi
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: PO Corrections to POs and PO Relate
Page 73 and 74: SFS Contract Related Payment Correc
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