Purchasing

The Purchasing Unit generates and executes purchase orders.

The Purchasing Unit:

  • Provides guidance and training to customers. For current training opportunities, see the BSC training calendar.
  • Prepares and issues agency standalone purchase orders (PO).
  • Makes changes to existing POs at customer’s request for standalone and lease POs.
  • Reviews PO documentation to ensure that an adequate procurement record exists and maintains all related documentation in accordance with State guidelines
  • Issues Invitation for Bids (IFBs) for one time commodity purchases as they are requested but does not perform Requests for Proposals (RFPs), Requests for Quotes (RFQs) and IFBs that result in "C" or "T" contracts.
  • Establishes OGS negotiated leases in SFS and conducts maintenance including processing amendment holdovers, assignments, voucher processing and payments.

How do I contact BSC Purchasing to ask a question?

For inquiries regarding Purchase Order change notices for lease related POs, email ContractPOs@ogs.ny.gov.  For standalone and all other inquiries, please email OGSPurchasingUnit@ogs.ny.gov or contact us by phone at (518) 457-4272.

Purchasing FAQs

  • Q.
    Will the BSC conduct the initial shopping and specification development required for a requisition on behalf of the agency?
    A.

    No, the BSC will assist the potential requisitioner on the requisition process and provide guidance on purchasing rules and regulations.  The agency employees will need to source quotes and research the items required, prior to processing a requisition in SFS. Agencies need to submit the quotes and research in SFS when processing the requisition.

  • Q.
    What is the purpose of the two purchasing email addresses?
    A.

    OGSpurchasingunit@ogs.ny.gov is the address agencies use to make changes and/or inquiries regarding standalone purchase orders.  Contractpos@ogs.ny.gov is for requests, changes to, and inquiries regarding purchase orders that encumber funding for agency specific contracts.

  • Q.
    Will the agency, the BSC, or another entity prepare bid packages and materials and postings for purchases requiring a competitive solicitation? Who will conduct the bid openings, conduct evaluations and submit recommendations for award?
    A.

    The BSC will issue Invitation for Bids (IFBs) for one time purchases when requested to do so. Requests for Proposals (RFPs), Requests for Quotes (RFQs) and IFBs resulting in C or T contracts remain the Agency’s responsibility.

  • Q.
    Are requisitions required for all purchase orders(POs)? Can we do a requisition for blanket purchase orders?
    A.

    The BSC requires a requisition for POs.  A requisition should be done for blanket orders as well.  Blanket orders can be for any part of the fiscal year depending on funds available and the seasonal nature of the order.  If the agency is going to do quarterly POs, then the BSC will need a requisition each quarter or a PO change request.

  • Q.
    A requisition was created for a small dollar amount but was “pushed back” by the BSC, why?
    A.

    For small dollar amounts agencies should use credit cards.  If the vendor will not take the credit card or the agency, for some other reason, does not want to use it, an explanation should be noted in SFS.  The credit card should be used whenever possible as it is the least expensive and most efficient payment option for NYS.

  • Q.
    Do I process a requisition in SFS if I am placing an order on a p-card?
    A.

    No, do not process a requisition in SFS if you are placing an order on a p-card.

  • Q.
    Will agencies retain the responsibility for securing the appropriate DOB Attachment-A/B and other approvals?
    A.

    Agencies are required to obtain appropriate approvals.  On a requisition, the information is added to the "additional information" area.  Copies of approvals should be scanned and attached to the requisition in SFS.

  • Q.
    Can requisitions be edited through the various levels of approvals?
    A.

    Requisitions can be edited by the originator and at the budget approver level.  However if a change is made, the workflow is reset and the requisition must go through the approval process again.  Once a requisition is sourced to a PO, no changes can be made to the requisition.

  • Q.
    How will the BSC handle confirming orders?
    A.

    When a confirming order is done, the agency should complete a requisition and attach the invoice to the requisition, indicating that it is a confirming order.  The BSC would like to reiterate that confirming orders are not exempt from State Finance Law.  Preferred sources, state contracts, etc. should be used where appropriate.  When they are not, an explanation should be provided.

  • Q.
    When it comes to procurement records, do we transfer the original or do you want scanned copies?
    A.

    Originals are not required.  Whenever possible, procurement record documents should be attached to the requisition electronically in SFS.

  • Q.
    How should the agency map the requisition approval process?
    A.

    All roles stay with the agency except the last approval role, which is held by the BSC.  The agency should map their roles according to their process.

  • Q.
    How does an agency require inspection?
    A.

    If an agency wants this requirement on a PO, it can indicate so on the requisition.  When creating a requisition in SFS, on the final tab (review and submit) go to the line level, line defaults, item detail, inspection required check box, and save.  This must be done for each line.

  • Q.
    How will the BSC determine where to send POs?
    A.

    The requestor should indicate on the requisition how and where the PO should be delivered.  Email is the preferred method of PO delivery.  The requisitioner and anyone else designated on the requisition will receive a copy of the PO at the same time it is sent to the vendor.

  • Q.
    If Purchase Orders will be issued by the BSC, who signs the PO (an agency designee or BSC designee)?
    A.

    Once the PO is approved by the BSC, it is authorized electronically.

  • Q.
    When OSC approves a contract and requests a PO, does the agency or the BSC submit the PO?
    A.

    The BSC submits the PO based on a requisition provided by the agency.

  • Q.
    Why does it take the BSC several days to issue a PO given that agencies usually approve the PO in a day?
    A.

    The BSC has a service level agreement with agencies to process POs in 3 business days.  If a PO needs to be processed quickly, please contact the BSC Purchasing Unit.

  • Q.
    Depending on availability of funds, an initial PO‘s coding may need to change after the PO is issued but before payment of the invoice. How is that handled?
    A.

    For stand alone purchase orders, the agency should send an email request to OGSPurchasingUnit@ogs.ny.gov.  The email should include specific information as to the changes to line items, dollar amount and coding.  For changes to lease related POs, the agency should send a request to ContractPOs@ogs.ny.gov.

  • Q.
    What types of purchase orders require receiving?
    A.

    Most POs issued by the BSC will require receiving.  The types of transactions that do not require receiving are: leases, confirming purchase orders, agency specific contracts for service, utilities and direct pay transactions.

  • Q.
    Where can I learn about receiving in SFS?
    A.

    The BSC is offering training classes that customer agencies can sign up for through SLMS. More information can be found at https://bsc.ogs.ny.gov/training-events. Users can also refer to the Job Aids in SFS Secure under the receiving section located here: https://www.sfs.ny.gov/index.php/master-sfs/sfs-job-aids/category/37-rec.

  • Q.
    How do I receive on an amount only purchase order?
    A.

    Receiver should create a receipt in SFS indicating the total dollar amount that has been completed against the purchase order.

  • Q.
    How do I receive on a quantity based purchase order?
    A.

    Receiver will need to create a receipt indicating the total quantity of goods received against the purchase order.

  • Q.
    What will happen if I don’t put receiving required on my requisition?
    A.

    The BSC will contact the agency to advise that the purchase order will be set up with receiving required, and make the change on the purchase order.

  • Q.
    What do I do if I need an invoice paid in an emergency and I cannot perform SFS receiving?
    A.

    Agencies can reach out to ogs.sm.ogspurchasingunit@ogs.ny.gov, and indicate receiving needs to be removed due to an emergency. This should only be intended for “true emergencies”.

  • Q.
    Should receiving be completed for Pcard purchases?
    A.

    Purchase orders for Pcards are defaulted to not require receiving. Receiving is not required for these transactions.

  • Q.
    Is receiving required for an eMarketplace purchase order which uses a credit card?
    A.

    No, receiving is defaulted to “not required” for purchases using a credit card in the eMarketplace. However, the purchase order will still need to be linked to the credit card transaction when reconciling.

  • Q.
    Is receiving required in SFS for purchase orders linked to agency specific contracts?
    A.

    Receiving is not required in SFS for purchase orders linked to agency specific contracts for services. Receiving is required for agency specific quantity based contract purchase orders.

  • Q.
    How long after I received a good or service do I have to enter receiving in SFS?
    A.

    It would be best practice to enter the receipt immediately or as soon as possible. The receipt indicates your agency’s “ok to pay”. This will allow the BSC to bypass agency review, and voucher against the invoice when it is initially received.

  • Q.
    If I enter receiving in SFS, will the voucher appear in Agency Review in FileNet for an OK to Pay?
    A.

    The receipt will indicate your agency’s “ok to pay”. As long as receipts are entered timely and match to what is invoiced, the BSC will automatically voucher the invoice without having to direct invoices to your agency review queue. Agency Review will only be needed if there are exceptions with the invoice that do not match to what is received, or if the receipt has not been added to SFS yet.

  • Q.
    If I enter receiving in SFS, do I need to enter the receipt number in FileNet?
    A.

    If the receiving is entered timely and accurately, the invoice should bypass Agency Review. If an invoice has been sent to your Agency Review, and the receipt(s) were entered subsequently, you can simply respond with the receipt number for processing.