Accounts Payable Advisory No. 43

Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures
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:

ChapterNameDescription of Change
X.3.AOnline Vendor Add PortalUpdated 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.AVendor Request Mass AddUpdated 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.BAdd a Foreign Vendor to the Statewide Vendor FileUpdated 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.4Vendor RecordsNew section to give detail on various items included in vendor records
X.4.AIdentifying InformationNew section giving detail about important parts of the “Identifying Information” tab of a vendor record
X.4.AVendor ClassificationsUpdated 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.BAddressNew section giving detail about important parts of the address tab of a vendor record
X.4.CContactsNew section giving detail about important parts of the contacts tab of a vendor record
X.4.DLocationNew 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.3Purchase OrdersUpdated based on new concept of location
XI-A.6Auto-Sourcing Purchase OrdersUpdated based on new concept of location and the new default of email dispatch for some vendors
XI-A.7Electronic Purchase Order Authorization and Purchase Order DispatchUpdated based on new concept of location
XII.4.EElectronic InvoicingUpdated to reflect new way of vendors enrolling in eInvoicing
XII.4.EElectronic Invoicing ProcessUpdated 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.EIdentifying and Processing Vouchers Created From Electronic InvoicesUpdated to remove mention of MAINCHECK/MAINEPAY; Also updated to reorder X.4.E - Used to be XII.4.E.3
XII.5.DSelecting the Appropriate Payment LocationUpdated based on new concept of location
XII.5.IPrompt Payment Interest and Merchandise/Invoice Receive DateNew 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.IPrompt Payment InterestUpdated to add information about 15 day prompt payment interest for qualified small businesses; Also updated to reorder X.5.I
XII.5.IMerchandise Invoice Received Dates & Prompt Payment Interest CalculationUpdated 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.FChanges to Vouchers After Submission to OSCUpdated based on new concept of location
XII.8.GPayment AlternativesUpdated 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:

ChapterNameDescription of Change
X.3Vendor RegistrationUpdates to reorder X.3
X.3.AAgency Vendor RegistrationNew due to reordering of X.3
X.3.AResolving Vendor Registration IssuesUpdates to reorder X.3 - Used to be X.3.B
X.3.AVendor Exists on Staging TableUpdates to reorder X.3 - Used to be X.3.B.1
X.3.AVendor Exists on the Statewide Vendor FileUpdates to reorder X.3 - Used to be X.3.B.2
X.3.AValid Duplicate TIN in the Statewide Vendor FileUpdates to reorder X.3 - Used to be X.3.B.3
X.3.AInvalid TIN/Name MatchUpdates to reorder X.3 - Used to be X.3.B.4
X.3.BOSC Vendor RegistrationNew due to reordering of X.3
X.3.BSingle Payment Vendor AddUpdates to reorder X.3 - Used to be X.3.A.4
X.3.BSpecial Use Vendor ID RequestUpdates to reorder X.3 - Used to be X.3.A.5
X.3.BSpecially Designated Nationals FailuresUpdates to reorder X.3 - Used to be X.3.B.5
X.4.AVendor DesignationsUpdates to reorder X.4 - Used to be X.4.B
X.4.AVendor CertificationsUpdates to reorder X.4 - Used to be X.4.B.2
XII.4.E.1Electronic Invoice SourcesUpdates to reorder X.4.E
XII.4.E.3Supporting Documents Associated with Electronic InvoicesUpdates to reorder X.4.E - Used to be XII.4.E.4
XII.4.E.4Addressing Electronic Invoices that Fail Voucher BuildUpdates to reorder X.4.E - Used to be XII.4.E.5
XII.6.CPaying Prompt Contract InterestUpdated due to reordering of X.5.I