WELCOME TO OK CORRAL ADVANCED TRAINING!
OBJECTIVE To obtain a better understanding of how forms function and why they are used to help create a better end user experience.
WHAT IS A FORM? Pre-OK Corral: • Forms were not considered requisitions. • Forms were used as justification or additional information that were attached to a requisition. • Forms did not create purchase orders. • All forms followed the same workflow as the requisition they were attached to. Post OK Corral: • Forms are a type of requisition. • Forms can have additional information attached to them (ex. Invoices, contracts, specifications). • Forms create purchase orders. • Forms can have different workflow routings depending on how they are configured.
TO COMPLY WITH STATE STATUTES AS WHY DO I USE A FORM? WELL AS OSU POLICY AND PROCEDURES. TO ENSURE PROPER PAYMENT DISTRIBUTION. REQUEST FOR ADDITIONAL INFORMATION TO BE ENTERED INTO THE SYSTEM. BETTER USER EXPERIENCE.
WHERE CAN I FIND THE FORMS? Forms can be accessed in two ways: 1. On the main toolbar located at the top of the OK Corral Home/Shop page. 2. Under the “Shop” toolbar located on the OK Corral Home/Shop page.
FORMS
IMPREST CASH REIMBURSEMENT • Use: This form is used to process payments to reimburse an existing imprest cash account that has been established through University Accounting. This payment form is needed to meet the requirements of the Office of State Finance for the submission of the claim as imprest cash. • Reason for Form: This form will download to FRS such that a separate payment will be processed through the state that will not combine with other payments and will download as an imprest cash payment through the state and produce a state warrant. This form will not be handled through e-payables. • Order Distribution: This form will not distribute a purchase order. • Workflow: This form will follow the standard workflow approval process. (OSU campus codes will bypass Purchasing approval) • This form will not require a receipt.
IMPREST CASH REIMBURSEMENTS Required Fields: • Supplier • Total Amount • Needed By • Reason for Use of Institutional Funds • Attachments
INTERAGENCY PAYMENTS • Use: This form is used for payments to other Oklahoma state agencies with the exceptions of K-12 and cities/counties. • Reason for Form: The State Treasurer requires that payments between Oklahoma agencies be handled as internal transfers of funds among agencies rather than processing payments by checks. This form will download as an interagency payment that will be processed as an interagency wire transfer by the state and will not produce a state warrant. • Order Distribution: This form will distribute a purchase order. • Workflow: This form will follow the standard workflow approval process.
INTERAGENCY PAYMENTS Required Fields: • Supplier • Check Amount • Needed By • Reason for Use of Institutional Funds
INVOICE ATTACHED • Use: This form is used for payments for goods or services that have already been purchased in compliance with Purchasing policy and procedures and total $5, 000 or less. • Order Distribution: This form will not distribute a purchase order. • Workflow: This form will follow the standard workflow approval process. • This form does not require a receipt, but will require a manual receipt be created. • This form MUST be submitted in a separate cart. If any other items are placed in the same cart with this form, it will be returned.
INVOICE ATTACHED Required Fields: • Supplier • Catalog Number • Quantity • Price • Description • Attachments
NEW VENDOR REQUEST • Use: This form is used to request a supplier’s information be placed in the OK Corral for use. • Reason for Form: Suppliers must be entered into both the OK Corral and FRS systems before they are available for use. • Order Distribution: This form will not distribute a purchase order. • Workflow: This form will bypass all standard workflow approvals and will go straight to the Vendor Administrator for entry. • This form does not require an invoice or a receipt. • This form MUST be submitted in a separate cart. If any other items are placed in the same cart with this form, it will be returned.
NEW VENDOR REQUEST Required Fields: • Requester Name/Phone • Supplier Name • Address • Phone Number • Fax and/or E-Mail • FEI
OTHER PAYMENTS • Use: This form is used for certain types of payments such as refunds, royalties, stipends, utilities, and other payments that are exempt from Purchasing. • Reason for Form: This form will download to FRS as an encumbered claim which will produce a state warrant unless the vendor is set up for epayables. • Order Distribution: This form will not distribute a purchase order. • Workflow: This form will follow the standard workflow process. (OSU campus codes will bypass Purchasing approval) • This form will not require a receipt.
OTHER PAYMENTS Required Fields: • Supplier • Catalog Number • Quantity • Price • Description
SEPARATE CHECK/PAYMENT • Use: This form is used for payments that should not combine with other payments to the same vendor. • Reason for Form: This form will download to FRS to create a separate state warrant unless the vendor is set up for e-payables. • Order Distribution: This form will distribute a purchase order. • Workflow: This form will follow the standard workflow approval process.
SEPARATE CHECK/PAYMENT FORM Required Fields: • Supplier • Amount • Needed By • Quantity • Description
SOLE SOURCE/PRODUCT • Use: This form is used for purchases that are greater than $5, 000 and are to be deemed to be a Sole Source/Product. • Reason for Form: This form is used to identify those orders that have restricted the procurement of goods and/or services to only one (1) bidder or brand. • Order Distribution: This form will distribute a purchase order. • Workflow: This form will follow the standard workflow approval process with the exception that all Sole Source/Product forms will be approved by the Department Head and Dean/VP.
SOLE SOURCE/SOLE PRODUCT Required Fields: • Acquisition Type • Supplier • Description • Catalog Number • Quantity • Cost • Certification
YEARLY/SERVICE ORDER • Use: This form is for those orders which are placed on a yearly basis, or for goods and services that will be invoiced over an extended amount of time. • Order Distribution: This form will distribute a purchase order. • Workflow: This form will follow the standard workflow approval process. • This form does not require a receipt.
YEARLY/SERVICE ORDER Required Fields: • Supplier • Amount • Product Description
WHAT IS “ORDER DISTRIBUTION”? • Order distribution occurs when a copy of the purchase order is distributed to the specified supplier via e-mail, fax, or XML, depending on the suppliers preferred method. • If a form that distributes a purchase order is used, can I choose NOT to send a purchase order to the supplier? -YES • All requester’s have the option to choose whether to send a purchase order or not.
HOW TO BYPASS DISTRIBUTION • After “Proceeding to Checkout”, check the box next to “PO Distribution Bypass” located in the General section. • By placing a check in this box, the requester is specifying that a purchase order is NOT to be sent to the supplier.
ADDING MULTIPLE ITEMS USING FORMS
HOW DO I TELL IF I AM APPROVING A FORM?
THERE ARE TWO DIFFERENT WAYS TO TELL IF APPROVING A FORM #1 – Via Email:
THERE ARE TWO DIFFERENT WAYS TO TELL IF APPROVING A FORM # 2 – Via the Approvals Tab:
QUESTIONS?
OK CORRAL HELP DESK: OKCORRAL@OKSTATE. EDU OR 405 -744 -5985
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