RFP Market Place Catalog and e Invoicing Solution

RFP: Market. Place Catalog and e. Invoicing Solution Attachment 4 Integration Information

e. Invoicing Procure to Pay Vision PRELIMINARY Requisition to PO BSC approval Create requisition Agency approvals Select marketplace/ catalog Update chartfields Check-out Review and select supplier and items SOURCE: ITS, IBM, NYSPro discussions Budget check and issue PO Issue PO change notice SFS integration required Search items from catalog ECM workflow e. Catalog and e. Invoice SFS Start Invoice to Pay SFS integration required Pay by p-card End § Data capture (short term) § Validation with SFS master data (longer term) Direct entry Distribute PO/change notice PDF Matching and budget check Fiscal officer approval (BSC) PO receiving and matching OSC approval Data entry/transfer Payment disbursement End EDI, XML e-invoice creation/ capture Invoice data feed to SFS (longer term) Supplier PO flip Research worklist Agency approval Scan invoice OCR/ICR File. Net repository Receive paper invoice Email/e. Fax Research worklist ECM workflow 2

e. Invoicing High-Level e. Invoicing Process Suppliers can receive POs and submit invoices in various electronic formats to the State via Cloud technology. Suppliers Supplier Portal Integrated Suppliers EDI, XML, c. XML PO Dispatching Portal Suppliers PO Flip Manual Suppliers Email, Fax e. Invoicing SFS sends the following information to the provider system to maintain data continuity: • Vendor Information (State Vendor ID, Vendor Name, etc. ) • Contract Numbers • Purchase Order Numbers

Procurement Transformation High-Level Process Integration Various types of catalogs can be hosted on the Marketplace Site. Users can shop the site from SFS or directly via Cloud technology. Ø Local governments will have the ability to shop, settle with a P-Card, or export a shopping list. Supplier Data Sources Ø Future phases may include allowing localities to post their catalogs on the State Market. Place Site. Supplier Catalogs NYS Marketplace Supplier Punchout Warehoused Items SFS sends the following information to the provider system to maintain data continuity: • Vendor Information (State Vendor ID, Vendor Name, etc. ) • Contract Numbers