Business Process Overview

Purchasing Process Flow
Integration of NCAS

Buying Entity
Paying Entity
Buyer Definition
Vendor Definition
Item Definition
Item Quotation
Requisition Header and Line
Purchase Order Header and Line
Benefits of the Policy Hierarchy

Vendors
Purging Vendors
NCAS Agency and Division Short Names
Two Letter State Abbreviations
Standard Vendor Short Name Abbreviations
Items
Permanent Items
Generic Items
Short Names
Commodity Codes
Units of Measure
Shipping Codes
Ship-To Codes
Ship-Via Codes
FOB Codes
Payment Terms
Standard Phrases

Performing Vendor Selection

Processing RFQs
Creating a Direct RFQ
Creating an RFQ from a Requisition
Status Codes
Changing an RFQ
Printing an RFQ
Deleting an RFQ
Inquiring on RFQs
Posting Quotes
Entering Vendor Quotes
Maintaining Quotes
Evaluating Quotes

Standard PO for Goods
Standard PO for Contractual Services
Blanket Purchase Order
Multiple-Year POs
Generating a Direct PO
Creating a PO Header
Creating PO Lines
Creating PO Comments
Creating a Purchase Order from a Requisition
Method1:  Single Sourcing and Converting
Method 2:  Cumulative Sourcing and Converting
Requisition Selection (RQS) Screen
Buyer Work Sheet (BWS) Screen
Split Requisition Selection (SRS) Screen
Requisition to Purchase Order (RTP) Screen
Converting Units of Measure
Units of Measure List (UML) Screen
SKU Conversion Factor
System-Calculated SKU Conversion Factor
Converting the SKU (Requested) Quantity to the UOP (Ordered) Quantity
Special Conversion Considerations
Implications of Inaccurate SKU-to-UOP Conversions
Processing Fractions
Establishing Transaction Controls
Receipt Controls
% Tolerance Over/Under
Delivery Point Check
Early Delivery Accepted/Early Days Allowed
Late Delivery Accepted/Late Days Allowed
Invoice Header Controls
Vendor Match Required
Tax/VAT Authorized
Freight Charge Authorized
Additional Cost Authorized
Payment Basis
Invoice Detail Controls
Unit Price Tolerance Percent/Amount
Payment Basis
Tax/VAT Authorized
Extended Value Tolerance
Additional Cost Authorized
Integration with the Inventory Module
Considerations for Creating POs for Stock Items
Reviewing Generic Item Selection
Inquiring on Split Requisitions
Resolving Budgetary Exceptions

PO Header Inquiry
PO Header Inquiry Menu (PHM) Screen
PO Header Inquiry Selection (PHI) Screen
PO Line Inquiry
PO Line Inquiry Menu (PLM) Screen
PO Line Inquiry Selection (PLI) Screen

Purchase Order Status
Changing PO Status
PO Status Control (PSC) Screen
PO Header Status Selection (PHS) Screen
PO Line Information (PL1) Screen
PO Line Status Selection (PLS) Screen

Closing PO Lines to Receiving
Closing PO Lines to Invoicing
Reopening PO Lines

Canceling POs

Printing an Original PO
Printing in Batch
Printing in Real-Time
Using the PSC Screen to Print in Batch or Real-Time
Printing a Standard PO
Printing a Blanket PO
Reprinting a PO
Printing a Change Notice
Printing a Copy

Processing Receipt Exceptions
Releasing Held Receipts
Receipt Exception (REX) Screen
Authorizing an Exception or Warning
Released Receipt (REL) Screen
Applying the Receipt to a PO or PO Line
Authorizing a Warning or Exception
Processing Returns
Receipts and Return Modification (RRC) Screen
Returns (RTN) Screen
Processing Invoice Exceptions
Problem Invoice Work Queue (IWQ) Screen
The EIL Screen
The Exception Invoice Worksheet-Document (EIW) Screen
Processing Invoice Exceptions
View Exception Comments (VEC) Screen
Permit-to-Pay Calculations
Implications of the PTP Calculation

Generating Report Management and Distribution System (RMDS) Reports
Req-to-PO Reports
PS Daily Reports
Buyer Action Report
Generic Item Audit Report
Blanket Order Summary
Generating Information Expert (IE) Reports
Invoice Status Report
Buyer Assignments Report
Buyer Productivity Reports
Listing of Requisitions by Account Distribution Report
Funds Exceptions Report
Historically Underutilized Businesses (HUB) Reports
Inspection Status Reports
Listing of P&C Class Codes and Descriptions Report
Item Reports
Future Year Purchase Order Lines Report
Future Year Requisition Lines Report
Listing of Signature Payment Basis PO Lines that are Partially Paid and Not Received Report
PO Past Due Reports
PO Lines Included in AFF Encumbrance Balance Reports
Purchase Order Headers with No Assigned Lines Report
Purchases on Non-Paper Recycled Materials and Supplies Report
Recycled Paper Reports
Unapproved Requisitions Status Reports
Requisition Headers with No Assigned Lines Report
Open Requisition Line Reports
Requisition Print Report
Standard Phrases Reports
NCAS/DBS Vendor Order Totals by County Report
Closed or Partially Received PO Lines with Zero Receipts Reports