PASSPort Financials

To cancel a POCR Request, you will need to reach out to your contracting agency and state your request and reason. Once you have connected with them, they will be able to process your request.

No, because the budget is being modified. When the PO status is Registered, vendors will be able to submit invoices. Note: Invoicing will always take place against the Active PO.

1. Check if the PO (Purchase Order) is In Progress and ask the Agency if contacts from your organization are displaying in the Workflow (which would indicate that you have the ability to complete a task). Also, make sure you have one of these user roles and are listed in the Setup Team section of the contract: Vendor Financials Level 1, Vendor Financials Level 2, or Vendor Admin.
2. Verify that you are in the correct Purchase Order (PO). To locate In Progress POs, navigate to the Active PO section in your contract and review the Change log.

Note: If a task reaches your queue and you do not have the correct user role, you cannot proceed, even if you eventually obtain the right profile. The task cannot be forwarded to you.

Voiding pre-existing line(s) is no longer necessary. You can now edit the unit price by clicking the pencil icon, if the line is not invoiced against. If the line is invoiced against, use the Zero Out feature. Note: Pre- existing budget lines can be edited in a POCR created against an Active PO.

Zero Out is a new button on the budget line.

• It allows the vendor to reduce the quantity/budgeted amount to 0 (if the line is uninvoiced)
• or reduces the budget line to the invoiced amount (if the line has already been invoiced)

Budget modifications can be approved as soon as they are submitted to the Agency. However, approval timeframes vary by Agency – depending on the type of budget (Lump Sum, Line Item, or Rate-Based).

Yes, vendors can copy budget lines from the previous fiscal year’s PO budget. Click the Duplicate Lines from Previous FY PO button. This option is only available if your previous FY PO exists.

The Change Order tab records change orders. Vendors can use the Create PO Change Request button if the Agency has enabled vendor submitted budgets on the contract and you're listed as a contact with the Vendor Admin or Vendor Financials L2 roles.

Submitting a POCR is required when a vendor sets up their budget or makes changes to their detailed budget.

Note: Only Human Services providers can submit a Purchase Order Change Request (POCR) to adjust their budget.

When the Purchase Order (PO) associated with your contract is in Active status and when there is a completed budget with invoiceable lines on a Purchase Order that is in Active status, you may submit invoices. For instructions, refer to the Submit Invoices guide.

Note: Review the Budget tab in the Fiscal year PO to confirm that a budget with invoiceable lines exists, and no Modifications (POCRs) are needed before submitting an invoice. Modifications (POCRs) can cause delays, as both processes cannot occur at the same time.

Invoiceable Budget Line Items are marked with a check in the Invoiceable? column in the Purchase Order (PO) of your contract. To review invoiceable line items, follow the steps below:

• Log in to PASSPort.
• Click Financials from the top navigation menu, then click Browse Contract Budgets.
• Click the pencil icon to the left of the desired PO to access it. The PO Header tab displays with details regarding the contract budget.
• Click the Budget tab to review the Detailed FY Budgets for line items with a checkmark in the Invoiceable? column.

You will see the same list in a Draft invoice when you click Add an Item then click the Item Label ellipsis icon to display the Order Line Items pop-up window.

If you are unable to create an invoice, this could mean

• You do not have the required roles in your PASSPort user profile to be able to create an invoice. Only users with a Vendor Financials Level 2 or Vendor Admin user profile can create and submit invoices.
• You are not in the correct Fiscal Year (FY) Purchase Order (PO).

Please refer to guidance from your contracting Agency.

The system allows you to submit multiple invoices. However, please confirm your invoicing cadence with your Agency.

Note: Please avoid submitting duplicate Invoices.

Yes, your organization requires a PIP account to set up and receive electronic payments.

To access PIP: https://a127-pip.nyc.gov/webapp/PRDPCW/SelfService

If you are submitting an invoice that spans across two or more fiscal years, please submit separate invoices for the amount corresponding to the Fiscal Year Purchase Orders (POs) in which the services were provided.

Vendors should only submit an invoice deduction if the contracting Agency issues a reconciliation request for a deduction or if the invoice amount was incorrect. As a best practice, the Agency can simply return the invoice to you for revision and re-submission instead.

The Invoice Value field should be left blank. The invoice amount should only be entered in the Invoice Amount field.

Contact your Agency Contract Liaison to determine whether your contract is to be managed in PASSPort.

Note: PASSPort Financials is in the process of being adopted by most City Agencies but not all agencies and not all types of contracts use PASSPort Financials.

Your contracting Agency is responsible for launching the Purchase Orders (POs).

A PO Number is unique to each of your contract's fiscal year purchase orders (POs). You may find your PO ID by accessing your contract in PASSPort by following these steps:

• Log in to PASSPort.
• From the top-level navigation menu, click Contracts.
• Click Manage my Contracts to view a list of your organization's contracts.
• Click the pencil icon to access the contract associated with your PO.
• From the left navigation, click the Header tab.
• In the Header tab, scroll down to view the Fiscal Year Budgets section at the bottom. This section contains a table with Purchase Orders for each Fiscal Year represented by a hyperlinked PO Number. PO Numbers appear in this format: POXXXXXX.

Note: A direct way to access your POs is through the Financials module's Browse Contract Budgets search.

Enter the PO ID in the Keywords field, then click the Search button.

Each contract in PASSPort lists a Setup Team tab with Agency Contact(s) information listed in the Setup Team section. To view the Agency contact(s):

• Log in to PASSPort.
• From the top-level navigation menu, click Contracts.
• Click Manage my Contracts to view a list of your organization's contracts.
• Click the pencil icon to the left of the contract for which you wish to find a contact.
• Click the Setup Team tab. The Setup Team table displays the Agency contact(s).

While the Fiscal Year (FY) for New York City always starts July 1st and ends June 30th, the contract terms vary. See the contract terms listed in the contract.

It takes about 11 to 13 days for FMS to reflect new EFT information after the vendor has uploaded it to PIP.