If an invoice is received from the supplier then SFS will generate a voucher for payment. The purchase order and the voucher will be available to view and print in SFS. No invoices will be generated for P-Card purchases.
No paper invoice will be available for P-Card purchases. You will have the submitted purchase order and the packing slip(s) received with the order. This is all that is required for P-Card reconciliation. For more information, see the SFS job aid on the updated P-Card reconciliation process.
Receiving is required for all quantity-based purchase orders in SFS, including orders placed through the eMarketplace. Receiving is done the same way for eMarketplace orders as for standard Purchase Orders. For information on how to do receiving in SFS, see the SFS training module regarding Receiving (SFS-9.2-SPT, REC-205) in the Statewide Learning Management System (SLMS).
You should work directly with the supplier to address the issue following their standard business process.
Suppliers may fulfill orders in multiple shipments. SFS allows for partial receiving against a purchase order and partial payment against an invoice. If you believe there are items missing for your order or that it was filled incorrectly, you should contact the supplier directly.
Change orders cannot be processed in the eMarketplace. Change orders can be processed in SFS if the purchase order needs to be revised. Please note that because purchase orders will be electronically dispatched to the supplier, there will only be a short window of time to amend a purchase order before it is received and acted on. If a change order is required when the invoice is received or when P-Card purchases are reconciled, then the change order will need to be requested of the Business Services Center or processed by the Agency.
Yes, you can submit your cart and create a requisition. The requisition can be saved in SFS and updated later. If you click out of the eMarketplace and leave your cart without submitting it to a requisition, you will lose what is in your cart. No warning message will be generated.
SFS will store a requisitioner’s P-Card information and it will be available to use as a payment method on requisitions, including those created in the eMarketplace. The eMarketplace module itself will not store any P-Card information. To use your P-Card, select your P-Card number in the Card Number field on the Requisition Settings page. If you do not see this field, your Agency P-Card administrator will need to assign a P-Card to you in SFS.
Yes, SFS users may make purchases in the eMarketplace with standard vouchering or with a P-Card, as long as the vendor accepts payment via P-Card. Some vendors do not accept the NYS P-Card and this is noted in their contract award document on the OGS Procurement Services website.
Yes, you can order multiple items from different suppliers on the same requisition. When the requisition is submitted it will generate a separate purchase order for each supplier. Each supplier will then process the payment for the order they receive. This will result in one payment per supplier on an order.