When goods are being ordered from a vendor, which electronic files are either read or updated?

We follow the OSC Guide to Financial Operations outlines for a proper invoice, Section 12.4.F.

read the GFO Section 12F details

OSC also has a resource available to understand what makes an invoice complete and accurate to be processed in a timely manner. The invoice checklist can assist vendors to ensure consistency and completeness of invoices submitted to New York State for payment.

Read what to include on your invoice to NYS

Best Practices for emailing invoices to BSC Accounts Payable for processing:

Vendors Should:

Send only one invoice per email to [email protected] The subject field should include: agency name, invoice number, and Routing ID (if any) being billed.
Invoices must be in a non-editable format (preferably a PDF).
Excel and Word files should be converted to PDF to ensure data presentation/integrity.
Do not send zip files, encrypted, or password protected emails.
Invoices should not include confidential information, such as social security numbers, patient names, and medical diagnosis.
Preferably emails are under 20 mb and less than 100 pages.
Invoices should not include gif files or pictures.
Provide a complete and accurate invoice.

What is it?

Electronic invoicing (eInvoicing) allows vendors to directly bill New York State agencies with paperless invoices (eInvoices) using the Statewide Financial System (SFS).

Advantages to eInvoicing:

Convenient and easy to use 24/7 online access.
Submit eInvoives and view their status in a real-time environment.
Streamlines the invoice to payment process and supports compliance with NYS Proper Invoice Standards.
READ THE GFO SECTION 12.4.F DETAILS
Ability to create detailed reports in a few easy steps.
Save on postage and handling costs.
Set up your own schedule for submitting and managing your invoices.
Access and update your information online, anytime.

How can I enroll in eInvoicing?
Before a business can submit an eInvoice, you need to:

Create a vendor account in SFS.
Enroll in direct deposit via the SFS Vendor Portal to receive funds via ACH processing.

visit the osc website for more details

Methods Vendors may use to submit eInvoies:

Method of Electronic Invoicing

Recommended for

Where to Start

Self-Service Invoice (SSI)

Vendors who submit a low volume of invoices per year (e.g., Less than 100).

Vendors can create and submit eInvoices once they are logged into their SFS Vendor Portal Account.
Supporting documents may be attached to the eInvoice, which will be available for viewing by agency staff.
You may access step-by-step instructions for submitting an eInvoice, by clicking the SFS Coach icon in the SFS Vendor Portal and reviewing the Entering a Self-Service Invoice help guide.

For assistance logging into the SFS Vendor Portal, Vendors should contract the SFS Help Desk: [email protected] | 855-233-8363 toll-free | 518-457-7717

XML Data Exchange

________________

Electronic Data
Interchange (EDI)

Vendors who submit a high volume of invoices per year (e.g., more than 100).

Vendors can submit invoice data between their systems and SFS in either an XML or EDI format.

For guidance on setting up the eInvoicing method, vendors should contact the SFS Help Desk: [email protected] | 855-233-8363 | 518-457-7717

Resources Available:

Advantages of using the Statewide Financial System (SFS) website:

24/7 online access
Ability to create detailed reports in a few easy steps
Track and receive payments
Check Status of Purchase Orders
Maintain vendor information
See when your invoice will be paid
Review details about a payment you received
Submit electronic invoices
Sign up for electronic payments
Access to Vendor Announcements page

What is it?

A legislative amendment that requires state agencies to pay qualified small businesses within 15 days after receiving (1) the good or service; and (2) a proper electronic invoice against a purchase order.1 for goods/services, whichever is later. If payment is not made within 15 days, the qualified small business may be entitled to interest.

Am I eligible to be paid within 15 days?

You must meet all of the following criteria:

Your primary place of business is in New York State
You have a significant business presence in the state
You are independently owned and operated
You are not dominant in your field
You employ no more than two hundred employees
You submit your invoices electronically into the Statewide Financial System against a dispatched and valid purchase order
You have signed up to receive electronic payments (direct deposit)

How do I sign up?

You can self-certify your business, sign up for electronic payment, and submit electronic invoices directly through SFS under "Supplier Portal" with a valid vendor ID.

go to the osc vendor portal in sfs

1 Note: Your company MUST submit electronic invoices to qualify for 15-day payments.

If you are a vendor looking to send a check to refund a NYS BSC hosted agency please contact the agency or individual you are working with. If you are advised to mail the check to the BSC, please provide detailed information on what the payment should be applied to, including PO number or Travel Expense Report number, and mail the check to: Business Services Center Attn: Cashier 1220 Washington Ave Building 5, Floor 4

Albany NY 12226

If you have a specific question and you need a contact:

Topic

Office

Phone

You have questions about the SFS software.

You need access to the Vendor Portal.

You want to sign up for eInvoices.

SFS

[email protected]

(518) 457-7717

(855) 233-8363 toll-free