NCEP 2020 Upgrade - State Agencies

NCEP Updated Upgrade Timeline for NCAS Agencies

To understand more about how the NCEP Upgrade will affect State Agencies, please take a look at the timeline below. The NC eProcurement Project Team is working diligently to provide focused training to users ahead of the Go-Live, as well as providing self-learning materials that will be available at the launch.

June 16-26, 2020

Six End-User Webinars

End Users receive targeted role-based trainings via webinar.

June 24, 2020

Creation of new requisitions on hold

Users can no longer create new eRequisitions in the existing NC E-Procurement 9R1 platform, nor can they copy existing requisitions. Users still retain the ability to approve submitted requisitions, change orders, cancel orders, and receive orders.

July 1, 2020

New System Goes Live!

The upgraded NC eProcurement goes live!

July 1 -

September 30, 2020

Dual Processing

Users create all new Purchase Requisitions in the new NC eProcurement AOD platform. Users may still reduce quantity on change orders, cancel purchase orders, close purchase orders, and enter receipts within 9R1. All unapproved requisitions will be withdrawn from 9R1 to release the encumbrance in NCAS.

September 30, 2020

Old System becomes Read-Only

To release the encumbrance, all Purchase Orders still in “Ordered” status in 9R1 will be cancelled, and all remaining Purchase Orders in “Receiving” status will be changed automatically to match the already received quantity.

December 31, 2020

Old System is Retired

All new actions occur in AOD. Users will have read-only access to 9R1 to view previous transactions until 9R1 is retired. After 9R1 is retired, historical data will then be accessed through the eProcurement eReporting Tool.

Dual Processing Explained

To help understand how the Dual Processing period will affect State Agency users of NC eProcurement, please watch the video to the left. NC eProcurement's very own Eloise Explainer is here to show you how it will work!

Dual Processing FAQs

Can you receive against both systems through August 31?

Yes. Requisitions fully approved and ordered prior to July 1 can be received in Version 9R1 until August 31. All new requisitions made in Version AOD after July 1 will be received in Version AOD.

Can Accounts Payable pay against old purchase orders in NCAS after June 30?

Yes. Accounts Payable will be able to pay against old purchase orders in NCAS. On August 31, any requisition from Version 9R1 that hasn't yet been received and is still in "Ordered" status will be automatically cancelled and must be re-entered in Version AOD.

Does it matter if vendors don't send Order Confirmations and/or Ship Notices?

It doesn't matter if vendors do not use these new features; requesters will still be able to process and pay. The new features will hopefully cut down on some of the ambiguity about the status of some orders after they are released and before they are received, but not all vendors will use them.

Can requisitions still be accessed to close out? Can you receive on all purchase orders?

All requisitions will need to be fully approved prior to June 30. If a requisition is still in 'Composing' or 'Submitted' status on July 1, it will be automatically cancelled, and must be manually re-entered into the new system. If an order was fully approved and sent to the vendor before June 30, you will be able to receive and/or close it out until August 31. Anything entered after July 1 in the new system will be available to receive against past August 31 in the new system.

What if an item might not be received before August 31?

If there is any concern that an order may not be received before August 31, and it is okay to be ordered in Fiscal Year 2021, requesters should wait to submit the requisition until after Go-Live.

For long term POs that have been approved that have future year indicators (e.g. Rent), will those be transferred into the new system?

Orders like this may have to be re-entered into the new system for the remaining portion beyond July 1, 2020 since changes cannot be made in Version 9R1 after August 31. There will be an opportunity in late July/early August to indicate service-only orders that should remain open in Version 9R1 and will be paid out of accounts payable. Any orders with goods on them that will not be received before August 31, will need to be reduced or closed in Version 9R1 and the remaining amount should be re-entered in the new system.

Will users be able to enter orders on July 1, or will we have to wait until July 2 like in previous years?

The new system will be available on July 1. NCAS will be down on July 1 as usual. Any requisitions that are entered on July 1 in the new system will go to 'Submitted' status, but won't be able to get past the 'Budget Check Approver' until NCAS comes back up on July 2.