Enterprise Resource Planning System and Services

The Vendor is required to provide for the acquisition, implementation and hosting services for a turn-key replacement enterprise resource planning (ERP) system.
- Accounts Payable integrates with the following modules or external agencies:
•    General Ledger
•    Purchasing
•    Budgeting
•    Fixed Assets
•    Payroll
•    Banks/Financial Institutions (Positive Pay Uploads)
•    Employee Expense Reimbursement
•    eBuilder (Capital Projects Invoices)
- System requirements:
•    Ability to have vendors submit invoices online and to be able to attach a pdf file to the online invoice. There could be multiple files associated with this upload.
•    If vendors, do not enter invoices online the ERP system has the ability to read the pdf document sent by the vendor to create an invoice in the ERP system.
•    Ability to auto-populate invoice data based on a manually entered purchase order number
•    System provides ability to "drill down" to view further transaction detail by date in date order (for example, from invoice receipt, goods receipt, purchase order, and vendor detail).
•    System provides ability to automatically liquidate encumbrances for invoiced purchase orders
•    System maintains an accounts payable open-item (unpaid invoice) file which contains detailed records of invoices by vendor, invoice number, and due date.
•    System must provide detailed audit trail reports to support payable items and liabilities reflected in the General Ledger system.
•    System reconciles bank accounts (outstanding check reconciliation).
•    System provides standard account number cross-references to type of product/service appropriate for that account number.
•    System must allow edits for duplicate invoice numbers from the same vendor:
•    Edit for vendor number
•    Edit for purchase order number
•    System must allow users to adjust an invoice to reflect damaged goods received and returned, unapplied discounts, etc., using debit/credit memos.
•    System allows users to generate mailing lists and labels for mailings to vendors.
•    Voiding of checks must automatically return invoices to "due" and PO to "open" status.
•    System allows users to track all required information for 1099 reporting purposes; since 1099s are for calendar years, at least seven (7) fiscal years of 1099 information must be accessible.
•    System allows vendor look up (i.e., by name, by number, by sounds-like, by wildcard) from within any module where vendor name or number is required.
•    System allows users to enter vendor invoices.
•    System provides control totals for data entry.
•    System provides users with an option for automatic or manual interfund postings.
•    System allows staff, to enter travel expense statements for supervisor approval with automatic processing into the Payables module.
•    System allows staff, to enter travel expense statements for supervisor approval with automatic processing into the Payables module.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: September 11, 2025