CCCAP QI Pilot: Vendors & Purchasing

CAPITAL IMPROVEMENTS AND TECHNOLOGY PURCHASES have special requirements. Click here for more information. 

 

PRE-APPROVED CCCAP QI PILOT VENDORS

Access the list of pre-approved vendors for the CCCAP QI pilot.

  1. Create a new QI usage request through ecConnect/Sugar with Type: Direct Payment to Vendor.
  2. Choose the appropriate vendor from the drop-down list in ecConnect or via the Organizations field in Sugar.
  3. Review the order using the Review Checklist.
  4. Transmit the order to the vendor via Sugar, from the QI Usage record, using the QB Status: “Send Order to Vendor.” This will generate an order email to the vendor; it will CC you on the email; it will update to QB Status: Ordered; and it will record this action in a Note on the QI usage record.
  5. The vendor may contact you with questions or updates about the order.
  6. The vendor will generate an invoice and send it. When you receive the invoice from the vendor, finalize the QI usage record in Sugar before setting the QB Status to “Approved and Ready for Finance Review.”

 

NON-APPROVED VENDORS WHICH AGREE TO BILL FOR PURCHASES

  1. As with any QI usage request, your council staff should review and approve all purchases.
  2. Submit a QI usage request via ecConnect/Sugar with Type: Direct Payment to Vendor.
    • In ecConnect, you can select Vendor: Other and enter the vendor’s name and address. However, you must select the vendor in Sugar > QI Usage record > Billing Information section > Organizations field to complete the request.)
    • If the vendor does not have a record in Sugar already, you won’t be able to find them and select them for the Organizations field! You’ll need to Create an Account for them in Sugar and then select them in the QI usage record.
  3. Contact Marianne you have any special requirements or concerns about direct payments to non-approved vendors (such as the vendor’s terms/payment deadlines).
  4. When you receive the invoice from the vendor, finalize the QI usage record in Sugar before setting the QB Status to “Approved and Ready for Finance Review.”

 

NON-APPROVED VENDORS WHICH REQUIRE PAYMENT AT TIME OF PURCHASE

  1. As with any QI usage request, your council staff should review and approve all purchases.
  2. The provider (or, entirely at your discretion, the council) should make the purchase and pay.
  3. Submit a request via ecConnect/Sugar for reimbursement. See the Reimbursement Checklist for required documentation.
  4. If the provider made the payment, submit a request type: “Reimbursement to Site.”
  5. If your council made the payment, submit a request type: “Direct Payment to Vendor.” In Sugar, when creating/editing the QI usage record, choose your ECC as the vendor.  (You can enter this as text in ecConnect, but to complete the request, you will need to select your council in Sugar > QI Usage record > Billing Information section > Organizations field.)
  6. Finish the QI usage request in Sugar as usual, attaching all required documentation and updating all the required fields before setting it to QB Status: “Approved and Ready for Finance Review.”

 

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