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RFP 22816: MarketPlace Catalog and eInvoicing Solution Attachment 4

RFP 22816: MarketPlace Catalog and eInvoicing Solution Attachment 4. Integration Information. eInvoicing. PRELIMINARY. Procure to Pay Vision. Invoice to Pay. Requisition to PO. BSC approval. Budget check and issue PO. Issue PO change notice. Matching and budget check.

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RFP 22816: MarketPlace Catalog and eInvoicing Solution Attachment 4

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  1. RFP 22816: MarketPlace Catalog and eInvoicing Solution Attachment 4 Integration Information

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

  3. eInvoicing High-Level eInvoicing Process Suppliers can receive POs and submit invoices in various electronic formats to the State via Cloud technology. PO Dispatching Supplier Portal Suppliers eInvoicing Integrated Suppliers • 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 EDI, XML, cXML Portal Suppliers PO Flip Manual Suppliers Email, Fax

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

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