January 13, 1997
MEMORANDUM No. NCAS-97-0042
TO: North Carolina Accounting System Users
FROM:
Don Waugh
Assistant State Controller
SUBJECT: Purchase Order Print Process Change
The Office of the State Controller (OSC) currently supports several different methods for printing Purchase Orders (POs) from the North Carolina Accounting System (NCAS) purchasing module. The current method requires PO printing files to be created for each agency which must then be released by either OSC or an agency and directed to a specified printer. Some agencies also receive the OSC PO files and copy these to the Report Management Distribution System (RMDS) for printing execution. The OSC will be standardizing the PO print process for NCAS during the month of February.
The new process will eliminate the need for creating the OSC PO print files each night. The POs will be placed in RMDS for each agency to view its POs and print these in the same manner as other reports from RMDS. We have tested this process at several agencies with good results and comments. In addition to standardizing the print process, there are several benefits of printing POs from RMDS. With POs being in RMDS, an agency can reprint POs as many times as needed if misalignments or paper problems occur without having to call OSC for assistance. Another advantage is that OSC will be keeping multiple versions (days) of POs in RMDS to provide an agency with the ability to print or review prior days POs if a day is missed. The RMDS method also allows an agency to print only what is wanted and needed, thus reducing waste.
This new process will require that agency personnel responsible for printing POs be attached to an RMDS group that has access to the NCAS reports. They will also need basic skills for printing from RMDS. If the individuals currently responsible for printing the POs do not have access to RMDS and cannot get the needed training before this process is implemented, it may be necessary to delegate the PO printing responsibility to an alternate with RMDS access until security and training can be completed. POs can continue to be printed on the same printers that are currently being used. This process will also be used for Request for Quotes (RFQs).
You will receive detailed information when we know the exact conversion date. If you have any questions, comments or concerns in regards to this change please call Rick Pieringer at 715-2864 or OSC NCAS Client Support at 875-HELP (4357).
DW/zp/rp