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Lawson Response: Yes, the Purchase Order system has a change order function. The updated amount is <br />reflected in the encumbrance file. If the change order pushes the transaction over the budgct limit, then it is <br />stopped automaticalh and not :Jluo Ned to be proccssed. <br />• Does the system support the mass cancellation of old un- liquidated pre - encumbrances and encumbrances? <br />Lawson Response: No. Each transaction (Requisition or Purchase Order) needs to be cancelled individually. <br />• In regards to encumbrances reconciliation, if an error is found on a liquidation of an encumbrance does the <br />system allow and adjustment to correct the error or "un" liquidates the encumbrance? <br />l,a,*Fson Response: Yes, this will i.e demonstrated in the demo. <br />Demonstrate how encumbrances and pre - encumbrances are carried over to the next year. How does that affect <br />the budget? Show budget report of the new year including the carried over encumbrances and pre - <br />encumbrances. <br />Lawson Response: Lawson provides sacral options fior year end roil over, based on your operating rules. <br />Balances can be brought forward and decrease the available budget, or the available balance can be increased <br />by the transaction amount„ then reduced accordingly for the proper amount. <br />Contract Maintenance: <br />• Please demonstrate contract maintenance such as a contract for professional consulting services over a two <br />year period and a landscape maintenance contract over three years. <br />Lawson Response: Lawson provides a robust contract management function within the Purchasing module to <br />allow multi year contracts for both products and services. This will be demonstrated. <br />• Are contracts encumbered? <br />Lawson Response: Contracts can be encumbered against both the General Ledger budget and a Project <br />Management budget. <br />Project Management: <br />• Set up a street improvement project called "Bristol Street ". The project is funded by two grants. <br />Lawson Response: This will be demonstrated. <br />• How would you keep tract of information for this project regarding Right of Way acquisition; Project Design <br />Consulting; Construction progress payments; Design Engineer and Construction Engineer labor and materials <br />for each funding source? <br />Lawson Response: This will be demonstrated. <br />• The City is also is required to keep information regarding the outside purchases and force accounts for the <br />California Street report, how would the system handle this? <br />Lawson Response: A project can be linked to a requisition, purchase order or accounts payable voucher <br />through the procurement process. A report can be generated displaying vendor information linked to a specific <br />activity. <br />• Can the system track billable /allowable grant costs and unbillable /unallowed grant costs? <br />La��son Response: Yes, you can track both billable and non billable grant costs. <br />Lawson Software — Confidential 19 <br />