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:
| Chapter | Name | Description of Change |
| X.3.A | 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 | 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 | 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 | 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 | 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 | 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 | 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 | 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 | Resolving Vendor Registration Issues | Updates to reorder X.3 - Used to be X.3.B |
| X.3.A | Vendor Exists on Staging Table | Updates to reorder X.3 - Used to be X.3.B.1 |
| X.3.A | Vendor Exists on the Statewide Vendor File | Updates to reorder X.3 - Used to be X.3.B.2 |
| X.3.A | Valid Duplicate TIN in the Statewide Vendor File | Updates to reorder X.3 - Used to be X.3.B.3 |
| X.3.A | 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 | Single Payment Vendor Add | Updates to reorder X.3 - Used to be X.3.A.4 |
| X.3.B | Special Use Vendor ID Request | Updates to reorder X.3 - Used to be X.3.A.5 |
| X.3.B | Specially Designated Nationals Failures | Updates to reorder X.3 - Used to be X.3.B.5 |
| X.4.A | Vendor Designations | Updates to reorder X.4 - Used to be X.4.B |
| X.4.A | 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 |