Transcript OK Corral Forms

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:
Post OK Corral:
• Forms were not considered
requisitions.
• Forms are a type of
requisition.
• Forms were used as justification
or additional information that
were attached to a requisition.
• Forms can have additional
information attached to them
(ex. Invoices, contracts,
specifications).
• Forms did not create purchase
orders.
• Forms create purchase
orders.
• All forms followed the same
workflow as the requisition they
were attached to.
• Forms can have different
workflow routings depending
on how they are configured.
Why do I use a form?
To comply with State Statutes as 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:
[email protected] or
405-744-5985