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Purchase card reconciliation_and_compliance_workshop_power_point_deck_final

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  • ?????
  • This is a standard approval flow. It is important to note that: (to be edited) Many requesters have a required supervisor who must approve before the request reaches Procurement Approval flows vary based on Requesting Office and Request Type Other agencies may have their own accountants, certifying officer, etc. Flows can be changed at any time and updated for individual PRs or for every request
  • Only Show for Ariba UsersThe following, basic Request Guidelines are used. Your may identify additional guidelines in order to address specific business processes.
  • Consequences of Noncompliance U/S for Management Mandates.PCard Manual stipulates.New rules to be implemented on suspension and revoking of PCard for noncompliancePCard compliance will be an element of GS and FS work commitments.In October 2007, Under Secretary for Management Patrick Kennedy mandated that all domestic PCard purchases be recorded in ILMS Ariba. Logistics Management branch creates monthly compliance reports, comparing Citibank records to Ariba records. Q:Are domestic Cardholders required to enter requirements into Ariba? A: Yes, all domestic purchase Cardholders are mandated to enter all purchase card transactions into ILMS Ariba.The Report will show your card is non-compliant by dollar amount for a certain period.  As a purchase card holder, it is your responsibility to ensure that all purchases are recorded in AribaConsequences of Noncompliance PCard Manual stipulates.New rules to be implemented on suspension and revoking of PCard for noncompliancePCard compliance will be an element of GS and FS work commitments.
  • Approval Flows are out-dated.Requests haven’t been finalized in Ariba (“Submitted” status).Requisitions are incomplete in Ariba. (Without Final Approve)Purchase card configuration is not updated or incorrectwhen the card is expired.when name is changed.when Requesting office physical address is changed.when your name in Ariba is not identical with name in Citibank.Ariba ‘Preferences’ – Accurate profile information determines your compliance. One behalf of a ‘Customer’Citibank’s Transaction Post Date (payable date) varies from days to months. Misinterpreted PCard Policy -- Ariba is fully deployed domestically.
  • iFORM New User AccessOnline request User cannot determine Requesting Office in Ariba.Cardholder’s Name Change Office is relocated - Change REQUESTING OFFICE in Ariba y changing the physical address
  • I am a purchase card holder since 2003 and have been using the Ariba Purchase Card module since it first piloted in 2005.In the next 15 minutes, I am going to show you how to use Ariba to make your job easier and more efficient. As Christine mentioned, the Purchase Card holder is the last approver in the approval flow for a purchase card request type.->->Show slide with the steps. So these are the Steps that I (emphasize) go through when completing a request. You don’t have to follow these steps. find your own process that you are comfortable with. First, let’s assume that my card is bulk funded.I retrieve the requisition by clicking the link from the e-mail I received or go directly to the ILMS Portal.I review requisition for requirements and specifications and to make sure that the 7 steps of buying that the PCARD Program Manager, Margaret Colaianni mentioned a while ago are followed.For example, I make sure that I follow the required sources, that the amount is not over my threshold limit, the item or items requested are not in the prohibited list of purchases and that I don’t need a pre-acquisition clearance to purchase the request, etc.Contact Vendor to confirm Pricing and shipping charges and to make sure that vendor do not charge any tax.Add funding information
  • Approve the requisition- this a critical step because by approving, you are completing the order and that the item or items will be received in final receipt for tracking the asset.Once I approved the request, Ariba will generate the Credit Card Order. Print and sign the Credit card order and send it to the vendor via e-mail. If you don’t have an e-mail address for the vendor, you can send it via FAX.In the email, I write a note instructing the vendor to call me so I can provide my credit card number.Attach all documentation in Status TrackingLast step Once item is received, confirm that there is a DS-127 within Final Receipt.You will see how the steps above come alive when I demonstrate the process to you. So follow along with me.
  • Ok, so when Paul submitted the request for a camera this morning, the system sends out an email notification that would look like what you see in this slide. Note: this is in a training environment, the notification is not exactly for the request that Paul submitted. I just wanted to show you how the notification would look like. So there are two things you can do: You can ignore the notification – just kidding ****click on the URL if you want to work on this request. The link is conveniently provided right on the notification . or****if you want to work on the requisition in a later day because you have other priorities, you can go directly to the ILMS portal by typing http://ilms.state.gov when it’s time for you to work on the request.Ok, so let’s log in to Ariba so you can see how easy it is to use it.
  • Status Tracking: Assets TabUsers will have the ability to view a list of all assets created from the order in document management and link directly to that asset.
  • This slide shows the steps I take to reconcile my monthly statement. Again, you don’t have to follow my steps. Adopt the ones that you are most comfortable with.Receive e-mail from Citibank – as soon as I received the email from Citibank, I go to their website and download the statement. Each month the Cardholder can download the monthly Statement of Account two days after the close of the billing cycle (28th of each month). The Cardholder is responsible for reconciling the monthly Statement of Account with his or her Buying Log and all supporting documentation within five business days of availability of the Cardholder Statement on lineDownload the current statement.Go to Ariba to download the buying log – I will show you in a minute how to do this.Reconcile the report with the Citibank statement - Compare statement to the PCard buying logNote discrepancies if any on the statement and/or buying logSign the Citibank StatementAttach Citibank Statement with the PCard log and submit to the Approving Official – within 5 business days from availability on line.
  • This slide shows the e-mail that we received from Citibank. I am sure you are familiar with this.
  • As an example, I downloaded this Auguststatement to use as an example. Now that I have my Citibank statement, I am going to go to Ariba to get the buying log for August. Follow along with me as I demonstrate how to get my buying log so I can do my reconciliation for the month of August.
  • SO this is the report I run. The next step is to then compare the statement with this buying log.
  • So now that I have both statement and the buying log, I start comparing them. I noticed that the amount in the first line in the Citibank statement does not match with the buying log. The statement has $5486.28. So I looked at closely that the first two items add up to the amount so, I will make a notation. Then on the buying log there is a purchase for $11, 772.00 that is not in the statement. So I highlight this line and note that this will appear on the next statement because of the cut off date.
  • Now that we have reconciled the statements, we sign the Citibank statement (right click and choose pen) and submit to the approving official for signature.
  • DEMO: CREATE A FURNITURE REQUESTThe purpose of this Demo is to show the GSOs/FMOs how to create a furniture request for AQM using the online Drexel catalog. Typically the GSO will not create this but it’s helpful to show what the process looks like. Benefits of the catalog:All pricing is accurate and all relevant details associated with the items are included onlineThe individual items are broken out by line to ensure receiving clerks can receive by line and generate assetsThe kits in the catalog match the groups of rooms/houses of furniture so no items are forgottenContainerization is automatically calculated and addedGo to ilmstraining.state.gov.Log in as PL1, Password1.Click the Ariba link.Click the Create > Requisition link on the left.Add a title: TORONTO RESIDENTIAL FURNITURE REQUEST. Make sure to mention that these requests must remain “REQUISITIONS” in order for AQM to be able to process the order.Add Sourcing Office: AQM – RESIDENTIAL FURNITURE PROGRAM. Point out the fields that default.Add Order Contact, Competed (Full and Open), Solicitation Procedures (Basic Research), Receipt Req (Receive in ILMS). Click the Add items button. Enter “HOUSE-18TH-C-3” into the Keywords field and click Search.Point out the “US” and “EU” options and the catalog icon. Click Add to Cart for the EU option.Show the line items that are included in the kit – point out the prices, descriptions, quantities. Click OK.Click Checkout.Show the checkout screen – Kit Summary (Can update the quantity here) and Line Items (Select page 2 and scroll to the bottom to show Containerization).Add 2 surcharges: 1% Procurement Fee and Transportation (show the Transportation Calculator but if time is short, simply use 30%).Add an ICASS line. Add comments. Click Submit.
  • DEMO: CREATE A FURNITURE REQUESTThe purpose of this Demo is to show the GSOs/FMOs how to create a furniture request for AQM using the online Drexel catalog. Typically the GSO will not create this but it’s helpful to show what the process looks like. Benefits of the catalog:All pricing is accurate and all relevant details associated with the items are included onlineThe individual items are broken out by line to ensure receiving clerks can receive by line and generate assetsThe kits in the catalog match the groups of rooms/houses of furniture so no items are forgottenContainerization is automatically calculated and addedGo to ilmstraining.state.gov.Log in as PL1, Password1.Click the Ariba link.Click the Create > Requisition link on the left.Add a title: TORONTO RESIDENTIAL FURNITURE REQUEST. Make sure to mention that these requests must remain “REQUISITIONS” in order for AQM to be able to process the order.Add Sourcing Office: AQM – RESIDENTIAL FURNITURE PROGRAM. Point out the fields that default.Add Order Contact, Competed (Full and Open), Solicitation Procedures (Basic Research), Receipt Req (Receive in ILMS). Click the Add items button. Enter “HOUSE-18TH-C-3” into the Keywords field and click Search.Point out the “US” and “EU” options and the catalog icon. Click Add to Cart for the EU option.Show the line items that are included in the kit – point out the prices, descriptions, quantities. Click OK.Click Checkout.Show the checkout screen – Kit Summary (Can update the quantity here) and Line Items (Select page 2 and scroll to the bottom to show Containerization).Add 2 surcharges: 1% Procurement Fee and Transportation (show the Transportation Calculator but if time is short, simply use 30%).Add an ICASS line. Add comments. Click Submit.
  • Transcript

    • 1. ILMS Ariba Purchase CardReconciliation and Compliance Workshop October 1, 2012 9:00am to 4:00pm
    • 2. Purchase Card Reconciliation and Compliance WorkshopeLogistics for the Department of State Morning Session Opening Remarks Dorothy A. Jones Overview of the Department’s Purchase Card Program Margaret Colaianni Overview of ILMS Edwin Lyons Break Ariba Purchase Card Compliance Christine Yuan - Winter Ariba Demonstration: Create a Non-Catalog Request Paul Edmondson
    • 3. Office of Acquisitions Management PURCHASE CARD PROGRAM OVERVIEW October 1, 2012 Margaret ColaianniPurchase Card Program ManagerOffice of Acquisitions Management Business Operations Division A/LM/AQM/BOD
    • 4. Office of Acquisitions Management ILMS Ariba versus Pcard Program• ILMS Ariba  Mandatory Application  Used for entering Purchase Card requirements  Contains automated approval flows  Ensures proper funding of requirements• DoS SmartPay2 Purchase Card Program  Government wide Credit Card program  Program managed in A/LM/AQM  Administered by Bureau (Executive Director)  Cards used to obtain supplies and services  Citibank/Visa 4
    • 5. Office of Acquisitions ManagementSmartPay2 (SP2) Charge Card Program• More than 350 Participating Agencies/Organizations• Largest Charge Card Program in world• Established by GSA in 1998• Offer Purchase, Travel & Fleet Cards & Related Products• Citibank, JP Morgan Chase & US Bank• FY 11 GSA Statistics:  Program Spend: 30.8 Billion  Transactions: 100.4 Million  Cards: 3.4 Million 5
    • 6. Office of Acquisitions Management SmartPay2 Purchase Card Products• Purchase Card – Used by CH to purchase supplies & services for official use• Domestic Convenience Checks – Used when Vendor does not accept Purchase Card• Payment Card – Used to purchase Recurring Services (Courier services, Utilities, etc.)• Foreign Currency Cards (Under Pilot at Embassy Tokyo) – Limited to currencies available (Euro, Yen, etc.)Available Products Not currently in use: – Prepaid Cards – Disposable cards funded in advance – Declining Balance Cards – Non pre-funded cards w/assigned one time credit limits. 6
    • 7. Office of Acquisitions Management FY 11 DoS PCard Statistics• 38 Bureaus• 250 Overseas Missions PCard 1995 2011 Annual $7 M $97.8 M• $97.8 Million Annual Spend Spend (13x) (1995: $7 Million)• 179,177 Annual Transactions Annual 11,627 179,177 Transactions (1995: 11,627) No. of 204 1,619• 1,619 Purchase Card Accounts Accounts (1995: 204)• 1,425 Cardholders 7
    • 8. Office of Acquisitions Management Bureau Purchase Card Participants• Cardholder (CH) – Purchases supplies/services for official use• Approving Official (AO) – Reviews/approves monthly CH statements & supporting documentation• Designated Billing Official (DBO) – Reconciles & pays monthly invoice• Program Coordinator (PC) – Bureau Executive Director or Post Management Officers responsible for local program 8
    • 9. Office of Acquisitions Management Program Training Requirements• Initial Training – Required for all program participants• Refresher Training – Required every 3 years thereafter for all participants• Annual Ethics Training – Required for Cardholders, Approving Officials & Program Coordinators• Simplified Acquisition Training – Required for single purchase limit above $3,000 9
    • 10. Office of Acquisitions Management Role Based PCard Training Options• Cardholder (CH) & Approving Official (AO) Training Options  FSI PA-297• Program Coordinator (PC) Training Options  FSI PA-299 - Program Coordinator (PC) Training  FSI PA-297 above• Designated Billing Official (DBO/FMO) Training Options  FSI PA-300 – Designated Billing Official (DBO/FMO) Training  FSI PA-297 above• All Participants – Additional Training Options  FSI PA-287 Purchase Card Basics  FSI PA-288 Purchase Card Advanced 10
    • 11. Office of Acquisitions Management Purchase Card Spend Thresholds• Category I: Up to & including $3,000 per transaction• Category II: Exceeding $3,000 up to $25,000• Category III: Exceeding $25,000 up to $100,000* (*Warranted COs only) 11
    • 12. Office of Acquisitions ManagementSpecial Requests Available• Forced Authorization – One Time Request• Change in Merchant Category Codes - Permanent• Threshold Increase – Permanent Use “Toolkit” to submit request 12
    • 13. Office of Acquisitions ManagementSeven Steps in Buying Process 7. Reconcile CH Monthly Statement of Account 6. Record in Purchase Card Buying Log 5. Make the Buy 4. Review Required Sources & other Mandatory Requirements 3. Ensure Available Funding 2. Ensure Requirement is Authorized 1. Ensure Requirement Defined 13
    • 14. Office of Acquisitions Management Reconciliation Time Frames• Accessing Online Statements/Reports Via Landing Page: home.cards.citidirect.com or www.citimanager.com• Statements/Invoice available 2 days after cycle (28th) CH Reconciliation Time: 5 business days AO Reconciliation Time: 3 business days 2 Days Grace Period• FMO/DBO should receive reconciled CH statements no later than 10 business days from availability on line 14
    • 15. Office of Acquisitions Management Best Practices• Use Ariba• Monitor Transactions via Online Statements• Keep Current with Training• Standardize (Logs, Procedures, etc.)• Implement internal written procedures• Keep Program Participant Information current• Maximize use of Bulk Funding• Use Payment Card for Recurring Services (UPS courier services, etc.)• Involve AOs in Annual Reviews (OIG Recommendation)• Report misuse or abuse• Timely Disputes• Bureau Champion 15
    • 16. Office of Acquisitions Management Questions? 16
    • 17. Purchase Card Reconciliation and Compliance WorkshopeLogistics for the Department of State Morning Session Opening Remarks Dorothy A. Jones Overview of the Department’s Purchase Card Program Margaret Colaianni Overview of ILMS Edwin Lyons Break Ariba Purchase Card Compliance Christine Yuan - Winter Ariba Demonstration: Create a Non-Catalog Request Paul Edmondson
    • 18. ILMS OvervieweLogistics for the Department of State  Understand the different modules of ILMS and how they work together  ILMS Benefits to the Department  The DoS Supply Chain Process  Understand the Approval Flows in Ariba  Ariba Requester Guidelines
    • 19. eLogistics for the Department of State What is ILMS? ILMS - Integrated Logistics Management System ILMS is a single, integrated Web-based information system that encompasses all of the Department of State’s supply chain functions in one unified system.
    • 20. eLogistics for the Department of State ILMS OverviewThere are several modules in ILMS that include Ariba Buyer, AssetManagement, and Status Tracking. All modules are accessed via the ILMSPortal. Enterprise ILMS Ariba Momentum Performance Portal Acquisitions Management Status Ariba Tracking Contracts Fleet Warehouse Management Management Asset Transportation Management Final Diplomatic = Overseas Modules Pouch & Mail Receipt = Overseas Modules in Expendables Deployment = Secure ILMS
    • 21. eLogistics for the Department of State ILMS Benefits Benefits to Bureau Benefits to the Department Visibility across all orders and assets Visibility across the global supply Improved management controls and chain internal controls to ensure accuracy Improved internal controls and of data and easy auditing capabilities increased data reliability Integration and reduction of Integration with other DoS systems duplicative data entry Paperless processing supports green Flexibility to meet Bureau needs initiatives and reduces hard copy form Increase efficiency with better data management and insight into processes Enterprise-wide data availability FSI training and support Cost savings No local system/server maintenance Cycle Time Improvements
    • 22. ILMS Domestic Purchase Card Supply Chain Process eLogistics for the Department of State Higher Thresholds or One time Authorization P-Card Holder Vendor More than $3000.00 Less than Requester Approving Official-Enter data into Ariba - Approve Purchase -PR # assigned Shipping P-Card Holder Vendor ILMS Status Tracking Property Management Receiving Clerk ILMS users can have visibility -Track goods in Asset Receiving Clerk -Receive goods in through the entire process via Management -Updates asset record (if applicable) Final Receipt ILMS Status Tracking - Create DS-127
    • 23. eLogistics for the Department of State Domestic Approval Flows Requisitions (over $3000) PR Approver Org Approver Budget GFMS/ Momentum Purchase Card Orders (Any Dollar Amount) Approving PR PR Official PCard Holder P-Card Holder
    • 24. eLogistics for the Department of State Ariba Requester Guidelines Include the type of request and brief description in title • PCard – Office Supplies Create one request per vendor • Group items that will be ordered from the same vendor • If unsure of vendor, group items logically by type Enter a detailed description • Include your exact specifications for the products or service • Describe where and how it will be used Enter comments to provide further information or instructions • Include any information you may have originally written in an email • You may suggest a vendor, or provide special instructions (i.e. – date needed etc.) Attach all necessary supporting documentation • Statement of Work, Justification, Vendor Quote, Pictures of Items, etc. • No limit to number or type of attachments
    • 25. QuestionseLogistics for the Department of State
    • 26. Purchase Card Compliance and ReconciliationeLogistics for the Department of State Morning Session Opening Remarks Dorothy A. Jones Overview of the Department’s Purchase Card Program Margaret Colaianni Break Overview of ILMS Edwin Lyons Ariba Purchase Card Compliance Christine Yuan - Winter Ariba Demonstration: Create a Non-Catalog Request Paul Edmondson
    • 27. ILMS AribaeLogistics for the Department of State Purchase Card Compliance October 2007: Under Secretary for Management Patrick Kennedy mandated all domestic purchase card transactions must be recorded in ILMS Ariba.
    • 28. Complete theeLogistics for the Department of State ILMS PCard Request  All purchase cardholders and approving officials must have an ILMS Ariba account.  Submit all PCard purchases in Ariba for approval by your Approving Official.  The Cardholder is the Final Approver on all Ariba PCard requests.  The ‘Ordered’ status indicates the request is completed.  Complete the Ariba purchase request before, or as soon as possible after the offline purchase.
    • 29. Measurements of ComplianceeLogistics for the Department of State  A/LM (Office of Logistics Management) compiles a monthly Compliance report 1. Comparison of the Citibank statement to Ariba PCard data 2. Reconciliation of Citibank statement and Ariba data 3. Discrepancies are reported.  Reports  Ariba Non-Compliance percentage rate (%)  Ariba Non-Compliance dollar amount ($)  The top ten offenders with the worst statistics are ranked.
    • 30. Ariba PCard Compliance RatioeLogistics for the Department of State July 2012 19% Compliance Non Compliance 81%
    • 31. ILMS Ariba Purchase Card ComplianceeLogistics for the Department of State 2012 Year to Date 90% 80% 70% 60% 50% 40% PCard Compliance Rate 30% Linear (PCard 20% Compliance Rate) 10% 0%
    • 32. PCard Transactions Recorded ineLogistics for the Department of State ILMS Ariba Benefits  ILMS is the centralized system for all procurement data at DoS  Accountability and Transparency of DOS Purchase Card spending  Improved Management Controls
    • 33. eLogistics for the Department of State Causes for Noncompliance  Delay between date of purchase and date of request is finalized in Ariba  Ariba Approval Flow is incorrect  Purchase Card configuration  Misinterpreted PCard Policy  Purchasing outside Ariba office supplies catalog (FSSI)
    • 34. eLogistics for the Department of State Available Resources Where to Get Help  Bureau Ariba Champion  Submit an ILMS iForm to update:  Approval flows and Ariba Configuration  Locations/Offices  Credit Card information and configuration  ILMS Support HelpDesk  888-313-ILMS  ILMS@state.gov
    • 35. ILMS ComplianceeLogistics for the Department of State Contact Christine Yuan- Winter  703-875-4382  Yuan-WinterCB@state.gov
    • 36. QuestionseLogistics for the Department of State
    • 37. Purchase Card Compliance and ReconciliationeLogistics for the Department of State Morning Session Opening Remarks Dorothy A. Jones Overview of the Department’s Purchase Card Program Margaret Colaianni Overview of ILMS Edwin Lyons Ariba Purchase Card Compliance Christine Yuan - Winter Ariba Demonstration Create a Non-Catalog Request Paul Edmondson
    • 38. Demonstration: Non-Catalog RequesteLogistics for the Department of State  Create a non-catalog request in Ariba  Search for Commodity Codes and Vendors in Ariba  Understand the Approval Flows in Ariba  Check the Status of a Submitted Request in Ariba
    • 39. QuestionseLogistics for the Department of State
    • 40. Purchase Card Compliance and ReconciliationeLogistics for the Department of State Afternoon Session Overview of the Federal Strategic Sourcing Initiative Paul Edmondson Ariba Demonstration: Create a Catalog Request for Office Supplies Paul Edmondson Ariba Demonstration: Completing the Request Myrna Temple Break Final Receipt Demonstration: Receiving Process and Documentation Management Sam Bullard Monthly Purchase Card Reconciliation Myrna Temple
    • 41. Step One in Buying ProcesseLogistics for the Department of State Ensure Requirements are Defined 7. Reconcile CH Monthly Statement of Account 6. Record in Purchase Card Buying Log 5. Make the Buy 4. Review Required Sources & other Mandatory Requirements 3. Ensure Available Funding 2. Ensure Requirement is Authorized 1. Ensure Requirement Defined
    • 42. Overview of the Federal StrategiceLogistics for the Department of State Sourcing Initiative
    • 43. Purchase Card Compliance and ReconciliationeLogistics for the Department of State Afternoon Session Overview of the Federal Strategic Sourcing Initiative Paul Edmondson Ariba Demonstration: Create a Catalog Request for Office Supplies Paul Edmondson Ariba Demonstration: Completing the Request Myrna Temple Break Final Receipt Demonstration: Receiving Process and Documentation Management Sam Bullard Monthly Purchase Card Reconciliation Myrna Temple
    • 44. Demonstration: Ariba Catalog RequesteLogistics for the Department of State  Create a Ariba catalog request in Ariba  Search for Commodity Codes and Vendors in Ariba  Understand the Approval Flows in Ariba  Check the Status of a Submitted Request in Ariba
    • 45. ILMS Ariba TrainingeLogistics for the Department of State Contact  Paul Edmondson 703-875-4307 edmondsonPR@state.gov
    • 46. QuestionseLogistics for the Department of State
    • 47. Purchase Card Compliance and ReconciliationeLogistics for the Department of State Afternoon Session Overview of the Federal Strategic Sourcing Initiative Paul Edmondson Ariba Demonstration: Create a Catalog Request for Office Supplies Paul Edmondson Ariba Demonstration: Completing the Request Myrna Temple Break Final Receipt Demonstration: Receiving Process and Documentation Management Samuel Bullard Monthly Purchase Card Reconciliation Myrna Temple
    • 48. Complete Ariba Purchase Card RequesteLogistics for the Department of State Steps in Completing a Requisition: Retrieve the requisition Review the requisition Contact vendor to confirm pricing and shipping charges Add funding information
    • 49. Complete Ariba Purchase Card RequesteLogistics for the Department of State cont’d Approve the requisition Send Credit Card Order generated by Ariba to the vendor Verify receipt of order and pay vendor Attach all documentation in Status Tracking Once item is received, confirm DS-127 within Final Receipt.
    • 50. Steps Two - Six in Buying ProcesseLogistics for the Department of State Ensure Requirements are Defined 7. Reconcile CH Monthly Statement of Account 6. Record in Purchase Card Buying Log 5. Make the Buy 4. Review Required Sources & other Mandatory Requirements 3. Ensure Available Funding 2. Ensure Requirement is Authorized 1. Ensure Requirement Defined 50
    • 51. Overview of the Department’seLogistics for the Department of State Purchase Card Program Topics you will cover and accompanying slides
    • 52. QuestionseLogistics for the Department of State
    • 53. Purchase Card Compliance and ReconciliationeLogistics for the Department of State Afternoon Session Overview of the Federal Strategic Sourcing Initiative Paul Edmondson Ariba Demonstration: Create a Catalog Request for Office Supplies Paul Edmondson Ariba Demonstration: Completing the Request Myrna Temple Break Final Receipt Demonstration: Receiving Process and Documentation Management Samuel Bullard Monthly Purchase Card Reconciliation Myrna Temple
    • 54. Final Receipt Demonstration: Status Tracking and Documentation ManagementeLogistics for the Department of State  Status Tracking and Documentation Management  Monitor receipt status of ordered items  Manage/upload documents  View assets  Status Tracking Enhancements
    • 55. Status TrackingeLogistics for the Department of State Purchase Order Detail Link between Status Tracking and Ariba by clicking on the Purchase Order Number View Receipt status (Received Full, Partial, DS-127)
    • 56. Status TrackingeLogistics for the Department of State Document Management View all files related to a Purchase Order in one place (i.e., Order, DS- 127, DS-132, and uploaded files by users).
    • 57. Status TrackingeLogistics for the Department of State Asset Information View all assets associated with a Purchase Order
    • 58. Status Tracking Home Page–eLogistics for the Department of State Advanced Search LinkDescription of Change: A new link, Advanced Search has been added to the bottom of the Status Trackinghomepage. Old New
    • 59. eLogistics for the Department of State Status Tracking – New Advanced Search PageDescription of Change: The Status Tracking Home Page has been redesigned to display a newlink, Advanced Search. Once the hyperlink is clicked, it will take the user to the page, Advanced Search.Advanced Search allows users to search using over 35 different search filters to help find an order if theexact or partial PR/Order/Requisition number is not known. New
    • 60. Status Tracking – Advanced Search Page– eLogistics for the Department of State Saved Search CriteriaDescription of Change: Users are able to save and name up to 30 different searches for use at alater time. Users can show/hide different search results fields and can export search results toMS Excel for further analysis. Users will be able to Name the Search and save for a later use. This functionality will allow users to find their saved searches in a more efficient manner.
    • 61. QuestionseLogistics for the Department of State
    • 62. Purchase Card Compliance and ReconciliationeLogistics for the Department of State Afternoon Session Overview of the Federal Strategic Sourcing Initiative Paul Edmondson Ariba Demonstration: Create a Catalog Request for Office Supplies Paul Edmondson Ariba Demonstration: Completing the Request Myrna Temple Break Final Receipt Demonstration: Receiving Process and Documentation Management Sam Bullard Monthly Purchase Card Reconciliation Myrna Temple
    • 63. Step Seven in Buying ProcesseLogistics for the Department of State Ensure Requirements are Defined 7. Reconcile CH Monthly Statement of Account 6. Record in Purchase Card Buying Log 5. Make the Buy 4. Review Required Sources & other Mandatory Requirements 3. Ensure Available Funding 2. Ensure Requirement is Authorized 1. Ensure Requirement Defined
    • 64. Monthly RevieweLogistics for the Department of State and Reconciliation Process Receive e-mail from Citibank Download the current statement Go to Ariba to download the buying log Reconcile the report with the Citibank statement Compare statement to the PCard buying log Note discrepancies if any on the statement and/or buying log Sign the Citibank Statement Attach Citibank Statement with the PCard log and submit to the Approving Official
    • 65. Monthly Review and ReconciliationeLogistics for the Department of State E-mail Notification from Citibank Topics you will cover and accompanying slides
    • 66. eLogistics for the Department of State
    • 67. eLogistics for the Department of State PurchaseProcurement ID Requesting Office Vendor Description Amount Currency Date SPACE MANAGER OFC OF PROGRAM MGMT W/LIVEREORG NT TIER CSOTHER12VDR32 8/1/2012 (A/LM/PMP) DLT SOLUTIONS, INC MAINTENANCE. $2,743.14 USD SPACE MANAGER OFC OF PROGRAM MGMT W/LIVEREORG NT TIER CSOTHER12VDR32 8/1/2012 (A/LM/PMP) DLT SOLUTIONS, INC MAINTENANCE. $2,743.14 USD TOAD FOR ORACLE PER OFC OF PROGRAM MGMT SEAT MAINTENANCESOTHER12VDR43 8/1/2012 (A/LM/PMP) DLT SOLUTIONS, INC RENEWAL $3,997.25 USD Grey Sparling Desktop LOGISTICS SYSTEMS DIV Single Sign-on (10/01/2012SOTHER12VFL33 8/27/2012 (A/LM/PMP/SYS) GREY SPARLING - 09/30/2013). $3,300.00 USD $12,783.53 USD
    • 68. Purchase Requesting Vendor Description Amount Date Office OFC OF SPACE MANAGEReLogistics for the Department of State PROGRAM W/LIVEREORG NT MGMT DLT SOLUTIONS, TIER C 8/1/2012 (A/LM/PMP) INC MAINTENANCE. 2,743.14 OFC OF SPACE MANAGER PROGRAM W/LIVEREORG NT MGMT DLT SOLUTIONS, TIER C 8/1/2012 (A/LM/PMP) INC MAINTENANCE. 2,743.14 OFC OF TOAD FOR ORACLE PROGRAM PER SEAT MGMT DLT SOLUTIONS, MAINTENANCE 8/1/2012 (A/LM/PMP) INC RENEWAL 3,997.25 LOGISTICS Grey Sparling SYSTEMS DIV Desktop Single Sign- (A/LM/PMP/SYS on (10/01/2012 - 8/27/2012 ) GREY SPARLING 09/30/2013). 3,300.00 12,783.53
    • 69. eLogistics for the Department of State
    • 70. QuestionseLogistics for the Department of State
    • 71. eLogistics for the Department of State Closing Remarks Ariba Purchase Card Enhancements Nathalie Stevens Closing Remarks Ceci Coates
    • 72. eLogistics for the Department of State Ariba Purchase Card Enhancements Setting up and Recording Funding • Single Transaction Limit • Simplified Approval Flows • Purchase Card Funding Form Using a Purchase Card • New Purchase Card Request Link and View • Apply Bulk Funding • Updated Purchase Card Order Form Searches and Reports • New Search Filters • New and Updated Reports Purchase Card Reconciliation
    • 73. eLogistics for the Department of State Single Transaction Limit Ariba will now capture the Single Transaction Limit per card Requesters will see a warning message if they submit a purchase card request greater than the purchase card’s Single Transaction Limit.
    • 74. eLogistics for the Department of State Approval Flows Ariba will now capture purchase card Approving Official(s) Purchases under the set threshold will abbreviate the approval flow to contain only the Approving Official and the Cardholder instead of multiple Office Approver groups.
    • 75. eLogistics for the Department of State Purchase Card Funding Form Purchase Card Funding Updated through eForms
    • 76. eLogistics for the Department of State Purchase Card Funding Form Editable Fields • Title • Bill To • Bulk Funding Details • Comments Informational Fields • Cardholder Name & Number • Expiration Date • Threshold • Approving Official(s) • Single Transaction Limit • Balances • Transactional Funding Details 76
    • 77. eLogistics for the Department of State Purchase Card Funding FormApprove bulk funding: Budget Office can make updates and fully approve the purchase card funding form. After bulk funding is approved, it will be available to Cardholder to select.
    • 78. eLogistics for the Department of State Purchase Card Request Link and View Required fields that do NOT default: • Title • Description, Quantity, Price • Commodity Code, Vendor • Bulk Funding Fields that DO default based on Card/Requester: • Preferred Purchase Card • Purchase Card Details, Bulk Funding Details • Request Type • Requesting Office • Customer • Order Contact • Issuing Office (MULTI19008) • Vendor Ship To, Deliver To, Need By Date • Bill To New Checkbox: • Include Comments on Purchase Card Reports 78
    • 79. eLogistics for the Department of State Apply Bulk Funding Apply Bulk Funding to a Purchase Card Request within the Line Item Notes • Split and partial split bulk funding available • Mass edit line items to apply bulk funding also available
    • 80. eLogistics for the Department of State Purchase Card Order Form PR Number: PR1928358 Updates: • Cardholder’s electronic signature and date • Date of funds certification (Budget Office Approval) • PR Number • Increase font size of Line Item section • Decrease font size of Order Comments Funds Certified: Sep 09, 2012 Sep 10, 2012
    • 81. eLogistics for the Department of State New Search Filters New Search Filters: • Preferred Purchase Card • Purchase Card Funding Forms
    • 82. eLogistics for the Department of State New and Updated Reports Updates to Existing Reports New ReportsPurchase Card Summary Report Purchase Card Drawdown by Card- Updated to show one line per order Card #- New fields: Fiscal X • Requester PO 1 • PR Number PO 2 • Date Received Fiscal Y • Receipt Status Comments PO 1Purchase Card Detailed Log Purchase Card Drawdown by Fiscal- Two versions: domestic and overseas Fiscal X- One line per fund cite Card #1- New fields: PO 1 • Requester PO 2 • PR Number Card #2 • Date Received PO 1 • Receipt Status Comments
    • 83. eLogistics for the Department of State Purchase Card Reconciliation Add reconciliation information via eForms
    • 84. eLogistics for the Department of State Purchase Card Reconciliation Add reconciliation information via eForms Date Billed Amount Billed
    • 85. QuestionseLogistics for the Department of State
    • 86. Additional ResourceseLogistics for the Department of State ILMS Help & Support Page http://lm.a.state.gov/ilms askILMS website http://askilms.a.state.gov ILMS Support Desk 24/7 • 1-888-313-ILMS (4567) • ilms@state.gov • iForms
    • 87. eLogistics for the Department of State Closing Remarks Ariba Purchase Card Enhancements Nathalie Stevens Closing Remarks Ceci Coates

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