Purchasing

Introduction

This page contains the SMART training materials associated with the Purchasing module in SMART. The SMART Purchasing training materials are organized into the following sections:

                        Requisitions  
Return to Vendor      
                        Purchase Orders 
                                            Procurement Queries
                        Procurement Cards  
                                            Procurement Reports
                        Receipts                                             Denied Vendors
                        Supplier Contracts


  

  • Each training material section on this page contains the following elements:
    - A blue section header, containing the heading for the section.
    - An overview of the training materials within the section, located beneath the section header.
    - The training materials for the section displayed in a list format, located beneath the section overview.

  • Each section of training materials contains training material items such as training guides and job aids.
  • Each list of training materials is displayed in alphabetical order, by title (of the training items).
  • Each training material item is presented with a brief summary that describes the contents of the training material.
  • To view the contents of a training document, simply click the title of the training document.
  • Some training documents may appear in more than one section (if they pertain to multiple sections).

Requisitions

Training on requisitions in SMART. 

Purchase Orders (POs)

Training on purchase orders in SMART.
  • Reviewing and Approving POs - Training Guide
    Provides detailed information on reviewing and approving a PO, including information on creating a Change Order.
    DOC, 3.91 MB

  • Default Buyer ID BYRDFLT
    Provides information on what to do if the Default Buyer ID (BYRDFLT) appears on a POs, and how to prevent this default on future POs.
    DOCX, 154.32 KB

  • P-Card Link Not Appearing On PO
    Provides steps to validate that each criteria for the 'Use Procurement Card' link to display has been met, and provides steps to resolve issues associated with these criteria.
    DOC, 1.14 MB

  • 1099 Withholding Indicators on POs
    Provides instructions to set 1099 withholding indicators on POs.
    DOC, 682.50 KB

  • 10% Match Tolerances
    A match variance allowance, commonly referred to as a match tolerance, of 10% is established in SMART for limited category codes. These category codes are for products that often produce production overruns and are difficult to provide to the State of Kansas in exact ordered quantities.
    DOC, 495.00 KB

  • Modifying PO Email Destinations
    Provides steps to modify email destinations for Purchase Orders.
    DOC, 861.50 KB

  • Sourcing Workbench - Staging Statuses - Cheat Sheet
    Provides description and explanation of the Sourcing Workbench staging statuses.
    PDF, 44.15 KB

  • Working Errors on the Sourcing Workbench
    Provides the steps agencies should take to correct errors on the sourcing workbench when a requisition fails to source to a Purchase Order.
    DOCX, 469.71 KB

  • Purchase Order Inquiry Page
    Provides an overview for the Purchase Order Inquiry page. This page allows users who are not the buyer, or do not have authority for the buyer, to view PO information. It also allows the PO information for Closed or Canceled POs to be viewed.
    RTF, 48.76 MB

  • PO Accounting Entries
    Provides PO (encumbrance) amounts versus Voucher (encumbrance reversal) amounts.
    DOCX, 209.65 KB

  • PO Activity Summary Page
    Provides summary information pertaining to purchase orders, receipts, vouchers, payments, matching information, and RTV (Return to Vendor) information.
    DOCX, 448.86 KB

  • Closing a Contract PO Not Used in Full
    Provides instructions for closing a PO, that has not been used in full and is associated to a contract, so that unused spend will go back to the contract and be available for a future PO.
    DOCX, 2.16 MB

  • Manual PO Close Process
    Provides steps for agencies to manually close a Purchase Order and to manually close a single PO line.
    DOC, 929.50 KB

  • Automatic PO Close Process
    Provides information about the various criteria used to determine a Purchase Order's eligibility to close during the monthly auto-close process.
    DOCX, 85.50 KB

  • PO Month End Checklist
    Provides a checklist of transaction reviews that should be conducted by agencies at least monthly.
    DOCX, 1.06 MB

  • Budget Date Change Request
    Provides information about submitting a Budget Date Change Request.
    DOCX, 200.24 KB

Procurement Cards

Training on procurement card (PCard) information in SMART.
  • Procurement Cards Training Guide
    Provides detailed information on key agency roles and tasks: Creating/Maintaining Cardholder Profiles, Associating PCards to Requisitions and Purchase Orders, Reviewing/Approving PCard Transactions, Building the PCard Voucher.
    DOC, 8.17 MB

  • PCard Disputes and Incorrect Charges
    Provides the steps that need to be taken in SMART in regard to PCard disputes and incorrect charges.
    PDF, 580.70 KB

  • Assigning / Removing PCard Proxies
    Provides steps for the PCard maintenance of assigning new proxies or removing old proxies who have left the agency and had their roles removed for security.
    DOCX, 894.23 KB

Receipts

Training on receipt information in SMART.
  • Receipts Training Guide
    Provides instructions for those with the Agency Receiver role on how to add and update receipts.
    DOC, 1.20 MB

  • Receiving Workbench
    Provides instructions on using the Receiving Workbench which will allow agency users more control over managing their receipts by providing a method to manually close, re-open, and cancel receipts.
    DOC, 584.50 KB

Supplier Contracts

Training on supplier contracts in SMART.
  • Entering Supplier Contracts Training Guide
    Provides basic Supplier Contract Entry terms and concepts, explains how Supplier Contract Entry fits into the end-to-end process for Purchasing, explains how to enter transactional Supplier Contracts into SMART and explains the business processes associated with transactional Supplier Contracts.
    PDF, 1.27 MB

  • Using the Contract Expiration Report
    Provides central Procurement Officers and agency purchasing staff with a summary view of contracts due to expire.
    PDF, 1022.61 KB

  • Viewing Contract Attachments
    Provides agency users with the Agency Contract Processor role instructions to get to contract attachment documents and view them once the contract has been saved.
    PDF, 639.97 KB

Procurement Queries/Reports

Training on how to use the procurement queries in SMART.

Return To Vendor

Training on Return to Vendor (RTV) information in SMART.
This section includes training on how to make a payment to a denied vendor.