Kansas Department of Administration

Purchasing

Foundation Information

It is important to understand that a Purchase Order (PO) must be:

    ‘Dispatched' PO Status and 'Valid' Budget Status BEFORE it can be pulled in to a voucher or receipt.

If ‘Receiving is Required’ for the PO line, then a receipt must also be:

     created BEFORE the PO can be pulled in to the voucher.

 

Req to Check Process in SMART

'Amount Only' Information

 

This page contains a list that may be difficult to use with assistive technology. Click here to reformat the list if you are using assistive technology.

Requisitions

Provides a reference tool that can be used when determining if a Req to PO and encumbrance is required.

Provides detailed instructions for entering and maintaining requisitions in SMART.

DOCX, 5.71 MB

Provides an overview of entering a requisition in SMART. For more detailed information please see the "Entering Requisitions Training Guide."

DOCX, 426.07 KB

Provides detailed instructions for creating a requisition in SMART using the Staples web catalog.

DOCX, 342.10 KB

Provides an overview of the Request Options available for a requisition. For more detailed information please see the "Entering Requisitions Training Guide."

DOCX, 966.90 KB

Provides the steps needed to attach documents where the Office of Procurement and Contracts can easily access them for reqs requiring their approval.

DOCX, 318.69 KB

Provides instructions for using the Manage Requisitions page including editing requisitions in SMART.

DOCX, 309.98 KB

Provides step by step instructions of how to view an attachment on a requisition. For example: Prior Authorizations.

PDF, 291.20 KB

Provides definitions for requisition statuses.

PDF, 66.07 KB

Provides information about submitting a Budget Date Change Request.

DOCX, 200.24 KB

Purchase Orders (POs)

Provides detailed information on reviewing and approving a PO, including information on creating a Change Order.

DOC, 3.91 MB

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

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

Provides instructions to set 1099 withholding indicators on POs.

DOC, 682.50 KB

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

Provides steps to modify email destinations for Purchase Orders.

DOC, 861.50 KB

Provides description and explanation of the Sourcing Workbench staging statuses.

PDF, 44.15 KB

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

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

Provides summary information pertaining to purchase orders, receipts, vouchers, payments, matching information, and RTV (Return to Vendor) information.

DOCX, 448.86 KB

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

Provides steps for agencies to manually close a Purchase Order and to manually close a single PO line.

DOC, 929.50 KB

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

Provides a checklist of transaction reviews that should be conducted by agencies at least monthly.

DOCX, 1.06 MB

Provides information about submitting a Budget Date Change Request.

DOCX, 200.24 KB

Procurement Cards

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

Provides the steps that need to be taken in SMART in regard to PCard disputes and incorrect charges.

PDF, 580.70 KB

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

Provides criteria to check, and what changes would be needed, if a PO should have the 'Use Procurement Card' link displaying and it does not. 

DOCX, 1,165 KB

Receipts

Provides instructions for those with the Agency Receiver role on how to add and update receipts.

DOC, 1.20 MB

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

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.

DOCX, 1.91 MB

Provides central Procurement Officers and agency purchasing staff with a summary view of contracts due to expire.

PDF, 1022.61 KB

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

Provides PO information for original amount, liquidated amount remaining amount and vouchered amount.

DOC, 1.01 MB

Provides a listing of all encumbrances from Purchase Orders and Travel Authorizations and pre-encumbrances from Requisitions (for pre-encumbering agencies only) that have a remaining balance not equal to zero. It also provides the Payment Date and the Payment ID against Purchase Orders that allow for multiple payments.

DOC, 791.50 KB

Provides detail Requisition Approval Workflow information.

DOC, 785.00 KB

Provides assistance with clean up tasks prior to creating and/or deleting chartfield combo edits.

PDF, 936.37 KB

Provides a list of POs that were closed during a monthly PO close batch process. Agencies will need to review their POs that have closed and submit a ManageEngine Service Request to re-open any POs that were closed unexpectedly.

PDF, 581.64 KB

Provides agencies with enough data to calculate contract spend provided that the Contract ID has been entered on either a Purchase Order or PCard transaction.

PDF, 688.76 KB

Provides a list of POs that will close if the agency does not take some action.

PDF, 647.89 KB

Provides those POs that have a negative PO line, which creates unauthorized budget in the SMART system.

PDF, 472.67 KB

Provides results on the status of PCard transactions at the PCard transaction line level. This query does NOT include 'Closed' PCard transactions or funding/chartfield information for PCard transactions.

DOC, 538.00 KB

Provides a listing of Purchase Orders that have a PCard associated to them and a voucher has not been created against the PO.

PDF, 426.72 KB

Provides a list of the most current and active Ship To Addresses.

PDF, 693.51 KB

Provides PCard transactions, with a status other than Closed, at the Distribution Line level so that chartfield results are included.

DOC, 501.00 KB

Return To Vendor

Provides highlights of the Return To Vendor (RTV) Header Status and Line Status, and displays descriptions of the various Header Statuses and Line Statuses.

PDF, 144.85 KB

© 2022 Kansas Department of Administration. All rights reserved.