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Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures

Advisory Number: 43
Advisory Name: GFO Updates – Supplier, Prompt Payment Interest and more
Date Issued: 04/06/2017 Date Last Updated: 04/06/2017
Subject:
GFO Updates – Supplier, Prompt Payment Interest and more

Update:
The below sections of the GFO were updated and are effective April 1, 2017.  Please review the below chart for information on what changes were made.  Particular attention should be paid to bolded items, as they represent the most significant changes.

Chapter

Name

Description of Change

X.3.A.1

Online Vendor Add Portal

Updated to include new requirements for adding vendors to SFS - primary contact email, classification, ordering address and email. Also updated to reorder X.3.

X.3.A.2

Vendor Request Mass Add

Updated to include new requirements for adding vendors to SFS - primary contact email, classification, ordering address and email. Also updated to reorder X.3.

X.3.B.1

Add a Foreign Vendor to the Statewide Vendor File

Updated to include new requirements for adding vendors to SFS - primary contact email, classification, ordering address and email. Also updated to reorder X.3 - Used to be X.3.A.3.

X.4

Vendor Records

New section to give detail on various items included in vendor records.

X.4.A

Identifying Information

New section giving detail about important parts of the “Identifying Information” tab of a vendor record.

X.4.A.1.a

Vendor Classifications

Updated to indicate Special Use or Single Pay classification will be marked as open for ordering.  Also updated to reorder X.4 - Used to be X.4.B.1.

X.4.B

Address

New section giving detail about important parts of the address tab of a vendor record.

X.4.C

Contacts

New section giving detail about important parts of the contacts tab of a vendor record.

X.4.D

Location

New section giving detail about important parts of the location tab of a vendor record. Explains new concept of location (each location is a set of business rules as determined by the vendor, no longer synonymous for payment method).

XI-A.3

Purchase Orders

Updated based on new concept of location.

XI-A.6

Auto-Sourcing Purchase Orders

Updated based on new concept of location and the new default of email dispatch for some vendors.

XI-A.7

Electronic Purchase Order Authorization and Purchase Order Dispatch

Updated based on new concept of location.

XII.4.E

Electronic Invoicing

Updated to reflect new way of vendors enrolling in eInvoicing.

XII.4.E.2

Electronic Invoicing Process

Updated to include new concept of location and requiring agencies to provide PO's to vendors who want to eInvoice.  Also updated to reorder X.4.E - Used to be XII.4.E.3.

XII.4.E.5

Identifying and Processing Vouchers Created From Electronic Invoices

Updated to remove mention of MAINCHECK/MAINEPAY.  Also updated to reorder X.4.E - Used to be XII.4.E.3.

XII.5.D

Selecting the Appropriate Payment Location

Updated based on new concept of location

XII.5.I

Prompt Payment Interest and Merchandise/Invoice Receive Date

New to add information about 15 day prompt payment interest for qualified small businesses. Also updated to reorder X.5.I - Original XII.5.I is now XII.5.I.2.

XII.5.I.1

Prompt Payment Interest

Updated to add information about 15 day prompt payment interest for qualified small businesses. Also updated to reorder X.5.I.

XII.5.I.2

Merchandise Invoice Received Dates & Prompt Payment Interest Calculation

Updated to add information about 15 day prompt payment interest for qualified small businesses and eInvoicing. Also updated to reorder X.5.I - Used to be XII.5.I.

XII.8.F

Changes to Vouchers After Submission to OSC

Updated based on new concept of location.

XII.8.G

Payment Alternatives

Updated based on new concept of location, removed mention of MAINCHECK/MAINEPAY.

Additionally, many sections were moved or edited due to updates to the reordering of Chapters X and XII:

Chapter

Name

Description of Change

X.3

Vendor Registration

Updates to reorder X.3

X.3.A

Agency Vendor Registration

New due to reordering of X.3

X.3.A.3

Resolving Vendor Registration Issues

Updates to reorder X.3 - Used to be X.3.B

X.3.A.3.a

Vendor Exists on Staging Table

Updates to reorder X.3 - Used to be X.3.B.1

X.3.A.3.b

Vendor Exists on the Statewide Vendor File

Updates to reorder X.3 - Used to be X.3.B.2

X.3.A.3.c

Valid Duplicate TIN in the Statewide Vendor File

Updates to reorder X.3 - Used to be X.3.B.3

X.3.A.3.d

Invalid TIN/Name Match

Updates to reorder X.3 - Used to be X.3.B.4

X.3.B

OSC Vendor Registration

New due to reordering of X.3

X.3.B.2

Single Payment Vendor Add

Updates to reorder X.3 - Used to be X.3.A.4

X.3.B.3

Special Use Vendor ID Request

Updates to reorder X.3 - Used to be X.3.A.5

X.3.B.4

Specially Designated Nationals Failures

Updates to reorder X.3 - Used to be X.3.B.5

X.4.A.1

Vendor Designations

Updates to reorder X.4 - Used to be X.4.B

X.4.A.1.b

Vendor Certifications

Updates to reorder X.4 - Used to be X.4.B.2

XII.4.E.1

Electronic Invoice Sources

Updates to reorder X.4.E

XII.4.E.3

Supporting Documents Associated with Electronic Invoices

Updates to reorder X.4.E - Used to be XII.4.E.4

XII.4.E.4

Addressing Electronic Invoices that Fail Voucher Build

Updates to reorder X.4.E - Used to be XII.4.E.5

XII.6.C

Paying Prompt Contract Interest

Updated due to reordering of X.5.I


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