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Purchasing

Purchasing is part of the KFS Purchasing/Accounts Payable module (PURAP). Purchasing functionality includes the following:

  • Vendor setup
  • Requisition creation
  • Purchase Order (PO) and PO amendment
  • Contract Manager assignment
  • Receiving
  • Shop catalog (e-SHOP)

In KFS, Purchasing functionality will become much more streamlined. Rather than having to memorize function key commands—a cumbersome mainframe method of the legacy APPS system—users will benefit from e-docs, which will employ well-labeled buttons and links to guide users: “Approve,” “Disapprove,” “Amend,” “Calculate,” “Submit,” “Cancel,” Copy,” and “Close.”

A similar system-wide advantage in Purchasing will be the ability to search by document type (requisition, purchase order, payment request) or number, date(s), description, account number, status, amounts, even aliases like “NYSEG.” Naming and saving search criteria makes ongoing work simpler. In addition, Purchasing will enable closer integration with Accounts Payable, Capital Assets, Contracts and Grants, and Financial Processing modules.

Purchasing e-docs, as with all KFS e-docs, are based on predefined rules and automated workflow. These will decrease errors and guide the staff performing transactions. All KFS users can view most transaction documents, except for sensitive or confidential information like salaries. Maintenance e-docs are administered centrally and do not route for approval.

To learn more, watch the Purchasing presentations.