AP/Purchasing FAQ
When is the encumbrance booked? It is booked once the PO is completely through workflow and approved.
How are service orders handled, where there is no quantity? The quantity on a PO can be null, which means as invoices come in the total cost is paid down over time.
What if a payment is made against a different account? What happens to the encumbrance? The encumbrance will still be released against the original account so there are no dangling encumbrances.
Can you have attachments on a PO? Yes, this will be a part of the KFS infrastructure.
Are there thresholds for “low dollar” POs? Yes, this can be set by organizations within the institution, and PO’s below that threshold do not require Purchasing approval.
Can subcontracts be put into the Purchasing system so payments can be made that way? Yes, subcontracts can be set up as PO’s and coded such that they can live over multiples years, have additional funds, etc.
Are “ad hoc” payments done via a PO or some other methods? Payments after the fact are done via Disbursement Voucher documents in KFS.
Can a partial payment be recorded? If so, how? The Payment request can reflect the quantity received, or in the case of services, the amount to be paid. The encumbrances for just that quantity or partial payment are disencumbered.
Can a buyer be assigned by the system based upon certain parameters? No. We had considered this but the investment was too great for the return. The current buyer assignment screen is very efficient.
Is the accounting line forced on the requisition? What if the user doesn’t know it? There is a workflow level for this purpose, so that if a Requisitioner doesn’t know the accounting information, the Req is routed to a workgroup who can add that information.
Is there a receiving module? Not now, but this is an essential enhancement identified by the AP/Purchasing Subject Matter Experts team, so it will be a part of KFS.