welcome to ap 310: vendor processing
DESCRIPTION
Welcome to AP 310: Vendor Processing. Welcome. First Things First. Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! - PowerPoint PPT PresentationTRANSCRIPT
Welcome to AP 310: Vendor Processing
Please set cell phones and pagers to silent
Refrain from side discussions. We all want to hear what you have to say!
Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later
Two breaks and a one hour lunch are planned
Bathrooms / Snacks
First Things First
Welcome
Get to know your fellow Trainers and Drivers!
Icebreaker
Welcome
Training Materials Overview
Produced in Microsoft Word
Contains key concepts, processes, and task information
required to complete a user’s role in SMART
Process flows and screenshots of the SMART system are
included
This is a great reference to use after training!
Training Materials Overview
Participant Guide
Used to help the Trainer facilitate the course materials
Produced in Microsoft PowerPoint
Contains key content and graphics
Generally used at the beginning or end of each Lesson
Training Materials Overview
Concept Slides
Used to present the flow of either business processes or
information within SMART
Training Materials Overview
Business Process Flows
Produced in Microsoft Word
Contains a scenario for each activity completed in the training
database
Provides data that you must enter for the exercise
Organized by classrooms and users
Take note of the user ID assigned to you
Training Materials Overview
Activity Guide
Demonstration – instructor only (hands off)
Walkthrough – instructor leads and participants complete
exercise with instructor (hands on)
Exercise – Participants complete on their own
Challenge – Participants complete on their own
Training Materials Overview
Activity Types
An online help tool that contains user procedures for completing
tasks in SMART
Used in training to perform a simulation of a SMART task or to
be used during an activity as a help guide
UPKs are also available after training on the SMART Training
website
UPKs are simulated to have the look and feel of SMART, but do
not impact the production environment. It is a safe way to
practice tasks that you perform in SMART.
Training Materials Overview
User Productivity Kits (UPKs)
A short document that contains key concepts or steps involved
in a course
Can be content or system related
Available for all participants to use during training
Used after training for quick reference from the Training Portion
of the SMART website
Referenced as often as possible during training to indicate the
“handiness” of the material
Training Materials Overview
Job Aids
Are conducted using the SurveyMonkey tool
Please complete a course evaluations for each new course that
you attend
Trainers also complete a course evaluation at the end of each
class
Training Materials Overview
Course Evaluations
Training Materials Overview
Questions
Lesson Objectives
After completing this lesson, you will be able to:
Explain the vendor process
Describe how vendor processing integrates with other functions in SMART
List the roles involved in vendor processing
Search for a vendor
Enter a Vendor
Request an update to the vendor master record
Lesson 1: Vendor Processing Overview
Key Terms
Vendor – Any person or company from whom the State of Kansas purchases
goods or services, including state agencies, sub-recipients, and sub-grantees
Note: As a general rule, employees will not be in the vendor table for expense
payment purpose
Vendor Name – Legal or full name of the vendor
Vendor Classification – The SMART field that denotes the classification for a
vendor, including employee, medical, Human Resources Management System
(HRMS), or supplier. Most vendors are suppliers.
Vendor Status – The SMART field used to select the status of the vendor.
The values available include Approved, Inactive, To Archive, and Unapproved.
Persistence – Term that denotes the frequency of transactions the vendor has
with the state. Values include onetime, regular, permanent, and single
payment.
Lesson 1: Vendor Processing Overview
Vendor TypesType Description
Regular vendors
Select for a vendor only if you do not mind that it is removed from the system once activity for the vendor stops for a designated period.
Permanent vendors
Select for vendors you know your organization will always use, even if not on a frequent basis.
One-time vendors
This is for vendors you know you will use only once.
Single payment vendors
SMART Accounts Payables enables you to enter a voucher without adding rows to vendor tables. You must use the single pay vendor ID: SINGLE_PAY
Foreign vendors
Foreign vendors will be entered online only. Any ACH payments to foreign banks will be entered online only.
Lesson 1: Vendor Processing Overview
Vendor Business ProcessNavigate to the Find Existing Value tab on the Vendor
page
DuplicateVendor?
Identify the need for a new vendor
Enter Identifying Information
Use existing vendor
No
YesSearch to see if vendor exists
Obtain W-9 information from vendor
Navigate to the Add New Value
tab on the Vendor page
and add vendor
Check Withholding
box
1099 Vendor?
Enter Address information
No
Yes
Enter Contacts information
Enter Location information
Enter Custom information
Navigate to 1099 link
1099 Vendor?
Enter Withholding Information
Enter Withholding Reporting
information
Yes
No
Save Vendor
Lesson 1: Vendor Processing Overview
Vendor Integration
Vendor Data can also be defaulted to purchase orders, vouchers,
and payments that reference the vendor
The Accounts Payable and Purchasing modules of SMART share
vendors
A vendor must be added to the system before it can be used on a
purchase order, request for quote, requisition, voucher or payment
If you are using a single pay vendor, you must use the single pay
vendor ID (pre-determined)
Lesson 1: Vendor Processing Overview
This topic is covered on page 9 of the Participant Guide
Vendor Roles
Role Description
Agency Vendor Processor
This role is responsible for entering vendors into SMART
Vendor Approver
This role is responsible for approving new vendors and maintaining vendors in SMART. This role, which is performed centrally, is the only role that has access to modifying vendors in SMART.
Lesson 1: Vendor Processing Overview
Lesson Summary
Define vendors and basic vendor processing terms
Discuss the types of vendors entered into SMART and when each vendor
type is used
Describe the process for vendor processing
Discuss the integration of vendors with other functionality in SMART
Identify where roles fit into the vendor process
In this lesson, you learned how to:
Lesson 1: Vendor Processing Overview
Questions?
Lesson Two
Search for a Vendor
Lesson Objectives
After completing this lesson, you will be able to:
Describe the importance of verifying if a vendor exists in the system prior
to adding a new vendor
Search for a vendor that has previously been entered into SMART
Find a vendor’s address on the vendor master record
View conversation information for a vendor that has previously been
entered into SMART
Lesson 2: Search for a Vendor
Search for a Vendor
This topic is covered on page 11 - 12 of the Participant Guide
Navigation to vendors task is through the Accounts Payable Center
There are several fields to use in searching for a vendor, including:
o Set ID
o Vendor ID
o Short Vendor Name
o Name 1
Lesson 2: Search for a Vendor
Begin ActivitiesWe will now complete Activity 1 in your
Activity Guide
View Vendor Information
Identifying Information Tab – This tab lists further vendor
information including name, number and classification status
Location Tab - This tab is the default ordering, invoicing and
remitting location(s) for this vendor
Address Tab - This tab lists the address(es) for the vendor
o If view all is highlighted, there is more an one address
associated with the vendor
Lesson 2: Search for a Vendor
This topic is covered on pages 13 – 14 of your Participant Guide
Begin ActivitiesWe will now complete Activity 2 in your
Activity Guide
Activity 2 Questions
What is the address for Bo Supplies Shop?
413 South Avenue, Garden City, KS 67846
Is Bo Supplies Shop an approved vendor?
Yes, Status on Summary page is Approved
What is the main telephone number for Bo Supplies?
620-654-6554, found on Address Tab
Lesson 2: Search for a Vendor
Vendor Conversations
You can view conversation information for a vendor that has
previously been entered into SMART
• Note: Vendor Processors can add conversations to vendor
records
• Remember that Vendor Conversations are visible to anyone
with access to the vendor file
Lesson 2: Search for a Vendor
This topic is covered on page 15 of your Participant Guide
Lesson Summary
List the steps required to search for a vendor in SMART
Explain the steps required for viewing vendor information, including
address and conversation information in the vendor profile
In this lesson, you learned how to:
Lesson 2: Search for a Vendor
Questions?
Lesson Three
Enter a Vendor
Lesson Objectives
After completing this lesson, you will be able to:
Enter a vendor into SMART
Lesson 3: Enter a Vendor
Enter a Vendor
This topic is covered on pages 17 – 45 in your Participant Guide
On the Maintaining Vendors – Identifying Information page, users
who have the appropriate permissions may enter and approve vendors.
Users who do not have authority to approve vendors may enter them
with a status of pending. You should use ALL CAPS when adding
records to the vendor file.
o Note: A vendor must be in an approved status to use on a voucher.
Lesson 3: Enter a Vendor
Begin ActivitiesWe will now complete a walkthrough using a
UPK: Adding Vendors
Begin ActivitiesWe will now complete Activity 3 in your
Activity Guide
Lesson Summary
List the steps required to enter a vendor in SMART
In this lesson, you learned how to:
Lesson 3: Enter a Vendor
Questions?
Lesson Four
Modify a Vendor
Lesson Objectives
After completing this lesson, you will be able to:
Request an update to the vendor master record
Lesson 4: Modify a Vendor
Vendor Roles in the Modification Process
Role Description
Vendor Approver
This role is responsible for approving new vendors and maintaining vendors in the system. This role, which is performed centrally, is the only role that has access to modifying vendors in SMART.
Vendor Processor
This role is responsible for entering vendors into the system
Buyer This role is responsible for maintaining purchase orders. Also has access to enter vendors into the system.
Contract Processor
This role is responsible for maintaining contract information for non-bid contract purchases. Also has access to enter vendors into the system.
Lesson 4: Modify a Vendor
Modify a Vendor
The process to modify a vendor in SMART will be similar to the
current process. Central will provide paper forms to the agencies
to fill out with modifications to existing vendors. These forms will
be returned to central for processing. Central will make the
changes to the vendor record.
Lesson 4: Modify a Vendor
This topic is covered on page 47 of the Participant Guide
Lesson Summary
Explain the Vendor Modification Request process
List the roles and requirements for requesting modifications to the vendor
master record
In this lesson, you learned how to:
Lesson 4: Modify a Vendor
Questions?
Closing the Day
Use the following resources
SMART Training Website http://da.ks.gov/smart/training.html
SMART Training Team Contact us at [email protected]
SMART materials Review, Review, Review your SMART materials after
training!!
Resources Available
Questions
Evaluation
Please fill out the evaluation for today’s instructor led training session!
http://www.surveymonkey.com/s/SMARTtrainingAP310
Thanks for coming and participating
today!