JuneJune 13, 2013

PROCUREMENT REQUIREMENTS for Nonvisual Access technologyAccessibility

State technology must be accessible to the visually impaired.

Its the law - and has been since 1999.

Whose responsibility is it?Yours!

What are the standards to meet?State standards issued by DISFederal standardsSection 508 of the Rehabilitation Act of 1973 and Workforce Investment Act of 1998Americans with Disabilities Act

How can I tell if its accessible?VoluntaryProductAccessibilityTemplate

Where can I learn more?

Year End Instructions Susan RojasAASIS Service Centersue.rojas@dfa.arkansas.gov

Fiscal Year-End Deadlines

All agencies must clean up purchasing documents before year-end to properly reflect their program activity level for FY 2013 by: Eliminating unwanted Purchase Orders (POs)Closing open Purchase Requisitions (PRs)Reducing open Funds ReservationsDeleting PO lines with discontinued account assignments (those carrying Cost Center, WBS Element, and/or Internal Order), which will no longer be valid in the new fiscal year

AASIS Service Center (ASC) will carry forward the following open commitments where there is sufficient budget in the new fiscal year to cover the commitment.

NOTE: Agencies should be aware that POs and commitments carried forward into FY 2014 must pass a FY 2014 budget validation or they will be reversed and deleted in FY 2013 by ASC prior to the system being available for normal operations on Friday, July 5, 2013.

Exclusions from carry forward:

No held or blocked POs will be carried forward from FY 2013 to FY 2014.No PRs will be carried forward from FY 2013 to FY 2014. No POs created prior to FY 2013 will be carried forward even if line items were added in FY 2013. POs created in FY 2013 will be carried forward only if sufficient budget exists in FY 2014 to support the entire document.

A Goods Receipt (MIGO) transaction must not be keyed unless goods or services have actually been received.

An Invoice Receipt (MIRO) transaction must not be keyed unless invoice has actually been received.

POs which require account assignment information changes (Cost Center, Internal Order, WBS Element, Asset number, and/or G/L Account)Delete existing line with incorrect dataAdd new line for desired account assignment

Agency Responsibilities

Clear by posting or deleting all parked, saved as complete, held or blocked documents and invoices prior to June 28, 2013. Any documents remaining in parked status on June 28, 2013 prior to the start of the final payment run will be deleted by DFA Office of Accounting.

GR/IR items should be reviewed. Any old items should be researched and processed to completion through an invoice receipt or through the reversal of receipts (if paid in another manner), etc. This activity should be completed early in June 2013.

If your Outline Agreement has a validity date later than 6/30/2013 it will show on the transparency website. If that is not correct, make your edits.

POs containing assets should not be carried forward

End of Year calendarFriday, June 28

DFA personnel will be conducting year end related activities during this time period. Agency personnel will be locked out of the AASIS system.

Friday, July 5

AASIS Service Center opens FY2014 period 1 for posting

AASIS Service Center unlocks user roles by 7:00 AM to begin normal operations.

CRITICAL TRANSACTIONS

ZOPENREQ list of open PRsMB5S Display list of GR/IR balancesZPO_OPEN_INV list of PO with open invoicesZPO_PARTGR_IR PO partially received and/or invoicedME52N close or delete PRME22N close PO

ZOPENREQ OPEN PRs

MB5S GR/IR BALANCES

ZPO_OPEN_INV PO WITH OPEN INVOICES

ZPO_PARTGR_IR PO PART RECD AND/OR INVOICED

ME52N CLOSE OR DELETE PR

ME22N CLOSE PO

Additional Transactions used for yearend cleanup:

Outline agreements must be output in ME9KOutline agreements must have validity dates opened in order to close outstanding POs and then changed back. If Outline agreement has validity date passed 6/30/2013, it will show on the transparency website. Change OA ME32K

Where Do You Go To Look At Your Budget And View The Commitments?The Actual Budget report - Transaction Y-BCS_80000046The Open Commitment Item report Transaction ZCMT

What Reports Can You Run To View Your Open/Held Purchase Requisitions? List Display Of PRs Transaction ME5A List Display Of Open PRs Transaction ZOPENREQ

What Reports Can You Run To View Your Open/Held/Blocked POs? Display List Of GR/IR Balances Transaction MB5S Purchasing Document Per Document Number Transaction ME2NPurchasing Documents Per Account Assignment - ME2K

What Reports Can You Run To View Outline Agreements and their Release POsPurchasing Document Per Document Number Transaction ME2NOSP B--Annual Minority Report - Transaction ZMM12What Reports Can You Run To View Expiring Outline AgreementsPurchasing Documents Per Document Number - ME3NPOs With An Open Invoice Transaction ZPO_OPEN_INVPOs That Have Been Partially Received and/or Invoiced - ZPO_PARTGR_IR.What Reports Can You Run to Find Invoicing Errors?Vendor Line Item Display Report Transaction FBL1NPO Vendor Payment Report ZPOVP

What Reports Can You Run to Find Open AP Documents that are committing budget in error? Open Commitment Report Transaction ZCMT Display Parked Document Report Transaction FBV3 Parked Vendor Invoices Transaction ZFI_PARKHELD_RPT Open Item AP Report Transaction ZOPENITEMAP The Actual Budget Report Transaction Y-BCS_80000046Change PR ME52NChange PO ME22NDelete Parked Invoice Documents FBV0Delete Parked Invoice Documents Transaction FBV2Reversing A Posted But Unpaid Direct Vendor Invoice Or A Direct Vendor Credit Memo Transaction FB08Reversing A Posted But Unpaid Logistics Vendor Invoice Or A Logistics Vendor Credit Memo Transaction MR8M. Clearing Vendor Open Items For A Logistics Invoice Transaction F-44Change An Unpaid Logistics or Direct Vendor Invoice Or A Logistics or Direct Vendor Credit Memo Transaction FB02What Reports Can You Run To View Vendor Status, i.e. Blocked/Deleted - Display Vendor - Transaction XK03

Points of ContactFor AASIS courseware regarding PO and Invoice Clean-up: ESS is found at https://www.ez.arkansas.govGo to Learning, Arkansas State Employee Training Program, AASIS training, Materials Management, Procurement, POVIC (PO and Vendor Invoice Cleanup), Reference materials procurement, open items: POVIC, user manual

If you have any questions regarding AASIS transactions, please call the AASIS help desk at (501) 683-2255 and log a help desk ticket.

**Since Act 1227 of 1999 people with visual impairments must be provided access to information and technology equivalent to that of sighted people.

Technology is not just PC software. It can be other devices, web sites, phones, etc.

Exceptions are made for information that is inherently visual in nature e.g. mapping systems, etc.

*The law makes it the responsibility of the head of any covered entity to ensure that technology procured for or produced by the state entity provides for equivalent access. They may be sued in the event of non-compliance.

It is NOT primarily the responsibility of the supplier to ensure compliance. It is the responsibility of the State to buy accessible products.

**Part of the process used by the Federal Government is the submission of VPATs by vendors.

These are vendors descriptions of how their products meet accessibility standards.

This form was produced by an industry advocacy group The Information Technology Industry Council.

As the name indicates, this self evaluation by the vendor was initiated as a voluntary process.

The technology access clause published by DIS specifies that vendors will be asked for documentation of accessibility a VPAT is a good way to do that.*Close POs you no longer needClose open PRsReduce open funds reservationsDelete PO lines which have outdated account information*Purchasing documents can only be carried forward into FY14 if you have enough budget available.If there is not budget enough to cover the document, your document will be reversed and deleted by ASC during the year end closeout *Held or blocked POs cannot be carried forwardPRs will not be carried forwardPOs created before FY13 will not be carried forward, even if they have had some new lines addedOnly POs created in FY13, with sufficient budget to cover the entire PO will be carried forward.*Basic rules: You cannot create a goods receipt unless youve received the product.An invoice receipt cannot be entered unless youve received an invoice.Ensure your accounting information is correct. Correcting account assignment info ensures budget accuracy and avoids errors.

*Agency dutiesPost or delete all parked, saved as complete, held, or blocked documents and invoices before 6/28. If you neglect to clear any documents, they will be deleted.

Review GR/IR items. If you have received it, do a GR, if you have received the invoice, process it. If they should be cancelled, do so soon.*Transparency was started last year. Any outline agreements that shows a validity date of 6/30 or greater, appears on the transparency website. It is important we ensure these dates are correct so that they appear if they should and do not appear if they shouldnt.

POs with assets can be problematic during year end. You should not carry forward these documents, but instead create a new PO for this asset for the new fiscal year.*Our last available day of FY13 is 6/28/2013. you must have your documents cleaned up by then.You can begin working again in aasis 7am, 7/5/2013 for FY2014.*These are a few of the transactions we have which allow us to facilitate yearend processes. It is critical that we clean up the system each year. This allows us to start with a clean slate at the beginning of each fiscal year. Without your help, it would take aasis much longer to close out the fiscal year. We will close out documents in the system however, we do not have the history on each document. We generally run a program which indiscriminately closes the document without regard to circumstances. If you process your remaining documents at the end of each year, you can ensure they are processed as you desire.*This report gives you a list of your open PRs. At this time of year, you should be closing out your PRs, creating POs from them or deleting etc. Use this report to ID, then process or close PRs. *This report will show your PO that has a balance on the goods receipt or Invoice receipt.By this time of the year, you should be closing out your POs. Use this report to id any discrepancies and make your edits. As you can see on this first example, we have received 9,600 but only have an invoice for 8,800. These type of discrepancies must be cleaned up before June 28th*Identify any PO with an open invoice meaning a GR was done, but the IR was not. Use this information to complete this process.*Use this report to identify a PO that has a partial goods receipt and/or a partial invoice receipt. Correct as needed.*When you have identified a PR or list of PRs to be closed, go to ME52N, select your PR, go to Quantities/Dates tab, select the closed box and save.*When you have identified a PO to be closed, go to ME22N, enter the PO number, go to the delivery tab and select the Delv. Compl. box. Then go to the invoice tab. Then select the Final Invoice box. You can only delete (trashcan) an item if there are no follow on documents associated with it (GR or IR). If you do not intend to receive against this line, trashcan it after you have selected the final invoice and delivery complete boxes. **Go to your ESS site under aasis training/material management*