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ILMS Ariba Purchase CardReconciliation and Compliance Workshop              October 1, 2012             9:00am to 4:00pm
Purchase Card Reconciliation and Compliance                                                                               ...
Office of Acquisitions Management   PURCHASE CARD PROGRAM                          OVERVIEW                               ...
Office of Acquisitions Management   ILMS Ariba versus Pcard Program• ILMS Ariba    Mandatory Application    Used for ent...
Office of Acquisitions ManagementSmartPay2 (SP2) Charge Card Program•   More than 350 Participating Agencies/Organizations...
Office of Acquisitions Management  SmartPay2 Purchase Card Products• Purchase Card – Used by CH to purchase supplies & ser...
Office of Acquisitions Management            FY 11 DoS PCard Statistics• 38 Bureaus• 250 Overseas Missions              PC...
Office of Acquisitions Management    Bureau Purchase Card Participants• Cardholder (CH) – Purchases supplies/services for ...
Office of Acquisitions Management Program Training Requirements• Initial Training – Required for all program participants•...
Office of Acquisitions Management    Role Based PCard Training Options• Cardholder (CH) & Approving Official (AO) Training...
Office of Acquisitions Management    Purchase Card Spend Thresholds• Category I: Up to & including $3,000 per transaction•...
Office of Acquisitions ManagementSpecial Requests Available• Forced Authorization – One Time Request• Change in Merchant C...
Office of Acquisitions ManagementSeven Steps in Buying Process                                                            ...
Office of Acquisitions Management          Reconciliation Time Frames• Accessing Online Statements/Reports Via Landing Pag...
Office of Acquisitions Management                       Best Practices•   Use Ariba•   Monitor Transactions via Online Sta...
Office of Acquisitions Management                   Questions?                                    16
Purchase Card Reconciliation and Compliance                                                                               ...
ILMS OvervieweLogistics for the Department of State                  Understand the different modules of ILMS and how    ...
eLogistics for the Department of State                                                                  What is ILMS?     ...
eLogistics for the Department of State                                                                                    ...
eLogistics for the Department of State                                                             ILMS Benefits          ...
ILMS Domestic Purchase Card                                                                                Supply Chain Pr...
eLogistics for the Department of State                                                        Domestic Approval Flows     ...
eLogistics for the Department of State                                                                   Ariba Requester G...
QuestionseLogistics for the Department of State
Purchase Card Compliance and ReconciliationeLogistics for the Department of State                                         ...
ILMS AribaeLogistics for the Department of State                                         Purchase Card Compliance         ...
Complete theeLogistics for the Department of State                                                ILMS PCard Request      ...
Measurements of ComplianceeLogistics for the Department of State                  A/LM (Office of Logistics Management) c...
Ariba PCard Compliance RatioeLogistics for the Department of State                                                        ...
ILMS Ariba Purchase Card ComplianceeLogistics for the Department of State                                                 ...
PCard Transactions Recorded ineLogistics for the Department of State                                                    IL...
eLogistics for the Department of State                                             Causes for Noncompliance               ...
eLogistics for the Department of State                                                                      Available Reso...
ILMS ComplianceeLogistics for the Department of State                             Contact                        Christine...
QuestionseLogistics for the Department of State
Purchase Card Compliance and ReconciliationeLogistics for the Department of State                                         ...
Demonstration: Non-Catalog RequesteLogistics for the Department of State                       Create a non-catalog reque...
QuestionseLogistics for the Department of State
Purchase Card Compliance and ReconciliationeLogistics for the Department of State                                         ...
Step One in Buying ProcesseLogistics for the Department of State                                                   Ensure ...
Overview of the Federal StrategiceLogistics for the Department of State                                                   ...
Purchase Card Compliance and ReconciliationeLogistics for the Department of State                                         ...
Demonstration: Ariba Catalog RequesteLogistics for the Department of State                       Create a Ariba catalog r...
ILMS Ariba TrainingeLogistics for the Department of State                              Contact                         Pa...
QuestionseLogistics for the Department of State
Purchase Card Compliance and ReconciliationeLogistics for the Department of State                                         ...
Complete Ariba Purchase Card RequesteLogistics for the Department of State      Steps in Completing a Requisition:      R...
Complete Ariba Purchase Card RequesteLogistics for the Department of State                                 cont’d      Ap...
Steps Two - Six in Buying ProcesseLogistics for the Department of State                                                Ens...
Overview of the Department’seLogistics for the Department of State                                               Purchase ...
QuestionseLogistics for the Department of State
Purchase Card Compliance and ReconciliationeLogistics for the Department of State                                         ...
Final Receipt Demonstration: Status Tracking                                                    and Documentation Manageme...
Status TrackingeLogistics for the Department of State                                                                     ...
Status TrackingeLogistics for the Department of State                                                             Document...
Status TrackingeLogistics for the Department of State                 Asset Information   View all assets associated with ...
Status Tracking Home Page–eLogistics for the Department of State                                                   Advance...
eLogistics for the Department of State                                          Status Tracking – New Advanced Search Page...
Status Tracking – Advanced Search Page– eLogistics for the Department of State                                            ...
QuestionseLogistics for the Department of State
Purchase Card Compliance and ReconciliationeLogistics for the Department of State                                         ...
Step Seven in Buying ProcesseLogistics for the Department of State                                                 Ensure ...
Monthly RevieweLogistics for the Department of State     and Reconciliation Process         Receive e-mail from Citibank ...
Monthly Review and ReconciliationeLogistics for the Department of State                                E-mail Notification...
eLogistics for the Department of State
eLogistics for the Department of State                               PurchaseProcurement ID                               ...
Purchase    Requesting                                                                      Vendor        Description     ...
eLogistics for the Department of State
QuestionseLogistics for the Department of State
eLogistics for the Department of State                                                                    Closing Remarks ...
eLogistics for the Department of State                                         Ariba Purchase Card Enhancements           ...
eLogistics for the Department of State                                                   Single Transaction Limit         ...
eLogistics for the Department of State                                                                  Approval Flows    ...
eLogistics for the Department of State                                         Purchase Card Funding Form                 ...
eLogistics for the Department of State                                                   Purchase Card Funding Form       ...
eLogistics for the Department of State                                         Purchase Card Funding FormApprove bulk fund...
eLogistics for the Department of State                                         Purchase Card Request Link and View        ...
eLogistics for the Department of State                                                   Apply Bulk Funding         Apply ...
eLogistics for the Department of State                                                                         Purchase Ca...
eLogistics for the Department of State                                         New Search Filters            New Search Fi...
eLogistics for the Department of State                                          New and Updated Reports          Updates t...
eLogistics for the Department of State                                              Purchase Card Reconciliation          ...
eLogistics for the Department of State                                              Purchase Card Reconciliation          ...
QuestionseLogistics for the Department of State
Additional ResourceseLogistics for the Department of State                 ILMS Help & Support Page                 http:/...
eLogistics for the Department of State                                                                    Closing Remarks ...
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Purchase card reconciliation_and_compliance_workshop_power_point_deck_final

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Purchase card reconciliation_and_compliance_workshop_power_point_deck_final

  1. 1. ILMS Ariba Purchase CardReconciliation and Compliance Workshop October 1, 2012 9:00am to 4:00pm
  2. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 16. Office of Acquisitions Management Questions? 16
  17. 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. 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. 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. 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. 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. 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. 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. 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. 25. QuestionseLogistics for the Department of State
  26. 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. 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. 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. 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. 30. Ariba PCard Compliance RatioeLogistics for the Department of State July 2012 19% Compliance Non Compliance 81%
  31. 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. 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. 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. 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. 35. ILMS ComplianceeLogistics for the Department of State Contact Christine Yuan- Winter  703-875-4382  Yuan-WinterCB@state.gov
  36. 36. QuestionseLogistics for the Department of State
  37. 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. 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. 39. QuestionseLogistics for the Department of State
  40. 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. 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. 42. Overview of the Federal StrategiceLogistics for the Department of State Sourcing Initiative
  43. 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. 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. 45. ILMS Ariba TrainingeLogistics for the Department of State Contact  Paul Edmondson 703-875-4307 edmondsonPR@state.gov
  46. 46. QuestionseLogistics for the Department of State
  47. 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. 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. 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. 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. 51. Overview of the Department’seLogistics for the Department of State Purchase Card Program Topics you will cover and accompanying slides
  52. 52. QuestionseLogistics for the Department of State
  53. 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. 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. 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. 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. 57. Status TrackingeLogistics for the Department of State Asset Information View all assets associated with a Purchase Order
  58. 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. 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. 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. 61. QuestionseLogistics for the Department of State
  62. 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. 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. 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. 65. Monthly Review and ReconciliationeLogistics for the Department of State E-mail Notification from Citibank Topics you will cover and accompanying slides
  66. 66. eLogistics for the Department of State
  67. 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. 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. 69. eLogistics for the Department of State
  70. 70. QuestionseLogistics for the Department of State
  71. 71. eLogistics for the Department of State Closing Remarks Ariba Purchase Card Enhancements Nathalie Stevens Closing Remarks Ceci Coates
  72. 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. 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. 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. 75. eLogistics for the Department of State Purchase Card Funding Form Purchase Card Funding Updated through eForms
  76. 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. 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. 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. 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. 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. 81. eLogistics for the Department of State New Search Filters New Search Filters: • Preferred Purchase Card • Purchase Card Funding Forms
  82. 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. 83. eLogistics for the Department of State Purchase Card Reconciliation Add reconciliation information via eForms
  84. 84. eLogistics for the Department of State Purchase Card Reconciliation Add reconciliation information via eForms Date Billed Amount Billed
  85. 85. QuestionseLogistics for the Department of State
  86. 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. 87. eLogistics for the Department of State Closing Remarks Ariba Purchase Card Enhancements Nathalie Stevens Closing Remarks Ceci Coates

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