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User Manual - University of Kentucky

1. sssscssssssesssseseees 3D Requisition and Purchase Order Inquiry Screens Overview 40 Purchase Order Line Inquiry Screen 228 scsssssssssessssssesessssesseseseees Active PR List Screen 254 OOCOOOOOOOOOOOOOOO00000000000000 000000000000000 0000000000000000000000000000000 42 PR FO Bid Response Line Inquiry Screen 258 sesesssseeeeesesesessees 43 Active Document List Screen 282 sssososesoseseseseseseoseeosososesosososesesesssesesssse 44 Purchase Order Summary Screen 284 ssssscsssscsssssssssessessseesssesssesere AB Recewiig Oyer view cuna Rocer me Srn 2 E meen Receiving Receiving All or Multiple Items of a PO scssssssssssesseeee 52 Deletion of Individual Receiving Lines Screen 237 sesssseseseosossososeseseosesee 5I Contr act O rders 000000 0000000000000 000000000000 0000000 00000000000 0000000000000 0000000000000 00 00000 sTeeeeseeee 55 i E E E E I EEE EPE E A ETE Page 4 FRS Screen Design There are several standard parts of each FRS screen These parts include screen messages screen number screen name action context line body of the screen Screen messages appear at top a j The screen number and name appear on the second line M971 ENTER DOCUMENT CODE 220 Header Add Modify Inquire PAGE F 2 These Screen Vendor 3 ine two lines Invoice are the Document Date 00 00 00 Type Tele
2. 0 In Process 1 Status Completing the Action Line Code field required Your cursor will appear at the Code prompt To create a requisition always type 1 at the Code prompt You can press the F2 key for online help to see which codes can be used Press Enter repeatedly as shown at the bottom of the screens to move through the Help screens and return to Screen 220 Document field required This field is used for the document number When creating a requisition type RO the letter R and the number zero The system will generate the next available requisition number Once you have an assigned number to your document you can enter that number in the Document field on any of the Purchasing screens Line field not required on Screen 220 This element uniquely identifies each line on a requisition or purchase order You must assign a line number when you create a line Thereafter you must specify the assigned number whenever you work with this line Invoice field not required This field is not required to create a requisition This field will be used mainly by the Accounts Payable department An invoice number would be entered to view a particular invoice posted to a document Commodity field not required This field is not required to create a requisition The entry for this field would be a numerical listing of commodity codes The Purchasing Division does not have a commodity table implemented in the system at this
3. INS JAR LB LBS LNF LNG no UOM specified invalid on Screen 231 discount fixed amount discount percent bag board feet bale box bottle boxes hundred can curie case carton cubic feet cubic yard hundred weight cylinder day lump sum discount dozen days each freight gallon gram gross grain hour hours insurance jar kilogram pounds pounds linear feet length LOT LTR ML PC PK PKT PL PR PT RLS RM ROD ROL SET TN TRD VL VLS VOL YD YDS YR YRS lot liter thousand milligram milliliter month other ounce piece pack package packet pail pair pint quart quarter rolls ream rod roll set sheet square feet square yard tax ton trade in tube vial vials volume week weeks yard yards year years Page 62 QUICK REFERENCE GUIDE TO PURCHASING SCREENS SCREEI DESCRIPTION 1A2 Vendor Name Search This screen is used to search for a Vendor by name You may enter all or part of a Vendor s name in the Vendor field to search 1A4 Vendor Address Select and Maintenance This screen is used to select the appropriate address for a Vendor that has multiple addresses O Order From R Remit To B Both Order or Remit To 220 pinan The requisit men is nein a This screen is ner sees to inquire about Requisitions or Purchase Dibra 220 2 Header Add Modify Inquire page 2 of 2 This screen is used for Authorization Name Dept
4. but have not received all of the items you can receive the following way Tab down to the Receive column next to the line item you have received and enter a Y Tab and enter a Quality code The code you choose will apply only to that line item 931 Receive Multiple Lines Screen Vendor Code 0 Document X000036 Line 002 Invoice Commodity Receive Entire Order Quality Last Receive Quality Line Qty Ord Qty Rec d UOM Dt Rec d UPO Commodity 001 1 00 EA 06 11 98 Description DESK ACCESSORY SET MODEL 2333RT OAK FINISH Comments 2 00 EA 06 30 98 Description CHAIR MATS PLASTIC MODEL A12SX33 Comments 2 00 EA 05 19 98 Description DESK LAMPS MODEL DL22233 Comments Page PF7 Page Backward PF8 Page Forward Press Enter one time The Y that you entered in the Receive column will change to an R indicating receiving has posted You will also receive a diagnostic message at the top of the screen REQUEST PROCESSED SUCCESSFULLY You now have indicated receipt of all the line items and all quantities listed on the purchase order After you have received this message you should go to Screen 228 to verify receiving has posted correctly August 1999 Page 52 Screen 231 Partial Line Item Receiving You will begin the receiving process on Screen 230 as explained on pages 48 and 49 Your cursor will be flashing at the Receive All Multiple Lines field The system defaults this field to N for No Leave the
5. 931 931 Receive Multiple Lines Screen Vendor Code 0 Document X000036 Line 002 Invoice Commodity Receive Entire Order Y Quality A Last Receive Quality Line Qty Ord Qty Rec d UOM Dt Rec d UPO Commodity 001 1 00 EA 06 11 98 Description DESK ACCESSORY SET MODEL 2333RT OAK FINISH Comments 2 00 2 00 EA 06 30 98 Description CHAIR MATS PLASTIC MODEL A12SX33 Comments 2 00 2 00 EA 05 19 98 Description DESK LAMPS MODEL DL22233 Comments Next Page PF7 Page Backward PF8 Page Forward If all of the items on the purchase order have been received At the field labeled Receive Entire Order enter a Y Tab and enter a Quality code The code you choose will apply to ALL the line items Space Valid if no accepted quantity entered A Good B Fair C Poor but accepted August 1999 Page 51 Receiving Screen 931 cont d Press Enter one time The Y that you entered for Receive Entire Order will change to an R indicating receiving has posted You can also verify this by looking at the Quantity Received column You will also receive a diagnostic message at the top of the screen REQUEST PROCESSED SUCCESSFULLY You now have indicated receipt of all the line items and all quantities listed on the purchase order After you have received this message you should go to Screen 228 to verify receiving has posted correctly If you have received one or more complete line item s on the purchase order
6. Addr 1 PROCUREMENT amp CONSTRUCTION DIV Addr 2 222 PETERSON SVC BUILDING Addr 3 UNIVERSITY OF KENTUCKY Addr 4 City LEXINGTON State KY Zip Code 405060005 Country Telephone 606 257 5911 Extension 113 Authorization Name SHIRLEY GOUGH Freight Delivery Date 00 00 00 Route Vendor S0079894630 ZEDEC TECHNOLOGIES INC Campus 00 Division 00 School 00 Department A4110 Delete 0 Freeze 0 In Process 0 Receiving Header Receive All Multiple Lines N Date 06 02 98 Receipt 2 Location Receiver ID No Boxes Wt Carrier B L The following fields at the bottom of the screen are all required Receive All Multiple Lines required Default N When you first reach Screen 230 your typing cursor will be at this prompt The system defaults to N for No You can type over the N with Y for Yes If you enter Y the system will create a receiving entry either for all items on the purchase order or for one complete line item This is the shortcut to use whenever all of the items on a purchase order are received at the same time If you leave the N for No then you can enter partial receiving information on each line item as it is received As explained later in this section Date required The system will display the current date in MM DD YY format You can type over this date if you want to show that the item was received on a prior date Receipt system generated The system displays this number a
7. Antique White Misty Mint Green Lemon Chiffon Yellow Wedgewood Blue REQUISITION NUMBER Page 68 CASE 4 In this example use LINE ITEM ACCOUNTING You want to order several computers monitors and software Your document type will be a LC Leave the vendor blank but put a vendor s name and address in the text field on Screen 220 1 as a suggested vendor For instance you might want a Dell computer or a Macintosh Order two CPU s 5 500 each Two 25 monitors 2 000 each and two software packages 1 000 each The all items will be charged to Department A0000 Use Account 2 00100 5011 for the CPU and monitor The software should be charged to account 2 00200 5010 REQUISITION NUMBER Page 69
8. Date 00 00 00 Deliver To Name Address Name PAMELA LOWERY Addr 1 PURCHASING DIVISION Addr 2 322 PETERSON SERVICE BUILDING Addr 3 UNIVERSITY OF KENTUCKY Addr 4 City LEXINGTON State KY Zip Code 405060005 Country Telephone 606 257 9100 Extension 238 Text APPROVAL LEVEL 123456 Document Amt 0 00 APPROVAL REQUIRED Delete 0 Freeze 0 In Process 1 Status APPROVAL POSTED Page 58 Contract Orders cont d Contract Orders will be completed as you would a regular order document See Creating a Requisition in your manual You may use line item accounting or header accounting on these types of documents Once the document has been completed and trailered the responsible person for the account should approve the document after approvals have been posted PS900556 I Z0556 ENTER DATA TO MODIFY RECORD OR PRESS ENTER TO CONTINUE 220 Header Add Modify Inquire PAGE 1 OF 2 FISHER SCIENTIFIC COMPANY Screen Vendor S0000016150 Code 1 Document C000054 Line 002 Invoice Commodity Document Date 07 13 98 Type CO Buyer Telephone Code Reference Start Date 07 01 98 End Date 06 30 99 Change Date 00 00 00 Change Number 00 Quote Reference UK PCT 12345 1999 Quote Date 00 00 00 Currency Freight Delivery Date 07 20 98 Route TENTATIVE VEND ADDR S0000016150 01 FISHER SCIENTIFIC COMPANY Vendor Terms 0 000 0 0 Print Print Date 00 00 00 Deliver To Name Address Name PAMELA LOWERY Addr 1 PURCHAS
9. ITEMS EXIST Document Date 06 12 98 Type LR Buyer 020 Telephone Code 020 Reference Start Date 00 00 00 End Date 00 00 00 Change Date 00 00 00 Change Number 00 Quote Reference Quote Date 00 00 00 Currency Freight Delivery Date 00 00 00 Route TENTATIVE VEND ADDR S0000022490 01 CARDINAL OFFICE SYSTEMS Vendor Terms 0 000 0 0 Print Print Date 00 00 00 Deliver To Name Address Name Jane Doe Addr 1 University of Kentucky Addr 2 Department Addr 3 Loading Dock Addr 4 University Drive City Lexington State KY Zip Code 40506 Country Telephone 606 xxx xxxx Extension xxxx Text APPROVAL LEVEL Document Amt 50000 00 APPROVAL REQUIRED Delete 0 Freeze 0 In Process 0 Status APPROVAL POSTED If a requisition stays in the system unapproved for several days without a note on Screen 22N the Purchasing Division will notify the department Page 39 Resetting Approval Flags If a requisition is fully approved and there is incorrect information such as the document type the Purchasing Division staff will not change it The individual specified on Screen 220 2 as the Authorization Name will be notified that the requisition needs to be corrected Once a requisition has been approved changing the document type accounting information or dollar amount will reset the approval flags If you are unsure of what document type to use call Purchasing prior to trailering the document Screen 226 Page 40 Requi
10. Requisition First there is a flowchart showing the screens used to create a requisition Remember that a minimum of four screens MUST be completed each time you create a requisition The pages after the flowchart explain details of each of these four important screens Information is provided for all required fields and all optional fields Until you complete the entire sequence of screens and trailer your requisition it will stay In Process If you have any difficulty selecting a vendor check the previous pages of this manual for details on selecting vendors and vendor addresses Who will create requisitions Many of the people who will create requisitions are those who have been typing paper uisitions The procurement card should be used whenever it is appropriate Online Purchasing will replace paper requisitions Page 14 Screens for Creating a Requisition 220 PAGE 1 Requisition Header 1A2 and 1A4 Vendor Screens 220 PAGE 1 Requisition Header 220 PAGE 2 Document Header Account Information 224 Creating Document Line Items Line Item Accounting 226 Trailering the Document Page 15 Creating a Requisition Online Purchasing is part of the Financial Resource System FRS To access Online Purchasing you must first log on to FRS Once you have logged on at the Screen prompt of the action line type 220 and press Enter Screen 220 the Header Add Modify Inquire Page 1 of 2 screen will appea
11. default N to partially receive on one line item All of the remaining fields at the bottom of Screen 230 are required see pages 48 and 49 After all of the fields are completed press Enter The message Press Enter to Continue will appear at the top of the screen When you press Enter you will now be on Screen 231 PS900550 I Z0550 ENTER DATA 231 Receiving Line Add Screen Vendor Code Document X000036 Line 001 Invoice Commodity PO Line 001 Quantity Ordered 1 00 Commodity UOM EA UPO Quantity Accepted 1 00 Last Received Date 05 19 98 Description DESK ACCESSARY SET MODEL 2333RT OAK FINISH Receiving Line Date 06 02 98 Comments Accepted Quantity 0 00 Quality Status Rejected Quantity 0 00 Quality Quantity Back Ordered 0 00 Quantity Late 0 00 In the top half of the screen you will see data contained on the original purchase order This is displayed for your reference only you cannot change this The line item number displayed will be included in this data If you are looking at information for a line item that you have not received press Enter and the next line item will appear on screen Keep pressing Enter if needed until you see the line item for which you wish to enter the receiving information The lower part of the screen titled Receiving Line is where you can enter your receiving information Below that are the fields to be completed Date required The system will display the current d
12. fields on Screen 282 can be used to assist in your search of documents Entering more information to narrow your search can cause a shorter response time PS900567 I Z0567 ENTER SELECTION CRITERIA 282 ACTIVE DOCUMENT LIST SCREEN VENDOR CODE 1 DOCUMENT INVOICE COMMODITY SELECTION CRITERIA START DOCUMENT R000000 VENDOR DEPARTMENT A4111 BUYER TYPE SR TRACKING STATUS ROUTE REFERENCE APPROVAL LIST M FROM TO BLANK ALL PRS EFFECTIVE DATE 00 00 00 00 00 00 REQUIRE MY APPROVAL START DATE 00 00 00 00 00 00 REQUIRE HIGHER APPROVAL END DATE 00 00 00 00 00 00 APPROVED EXPECTED DELIVERY DATE 00 00 00 00 00 00 TRANSFERRED In the example above a Code 1 was entered on the Action Line the Start Document was entered as R000000 the Department number was entered as A4111 the Type was entered as SR and an M was entered in the Approval List field which indicates all requisitions requiring my approval Page 45 Active Document List Screen 282 cont d Press Enter to begin your search If the system does not have a match to your request you will receive a message at the top of Screen 282 that says No match on selection criteria Ifa match is found Screen 282 will appear with a list of the matches Screen 282 displays the documents that match your selection criteria 282 ACTIVE DOCUMENT LIST SCREEN VENDOR CODE 1 DOCUMENT INVOICE COMMODITY R100169 VENDOR S0000003660 R amp D SPRAYERS INC DEPARTMENT A4
13. on Screen 22N for these requisitions In addition General Accounting will approve these documents on the regular approval Screen Screen 252 as well as on the Notepad Screen 22N PS900547 I Z0547 ENTER DATA TO ADD RECORD S 22N Notepad Item Create Maintain Screen Vendor Code 1 Document R000421 Line Invoice Commodity MEMO FROM FRS1195 ON 09 22 98 AT 11 23 CHANGED BY FRS1195 ON 09 22 98 AT 11 24 Line 1 DON T PROCESS UNTIL FUNDING IS AVAILABLE Line 2 CHRISTA WILL NOTIFY YOU Line 3 Line 4 Line 5 Line 6 Line 7 Line 8 Item lof 1 Next Item PF7 Page Backward PF8 Page Forward When you view the Notepad Screen you may see a diagnostic message across the top of the screen that says Inquiry Access Only Once an item has been created you cannot change it You can however create a new one Press the Enter key This will clear the notepad screen and allow you to create your new note After you are finished Press Enter You should now see the following across the bottom of your screen Item 2o0f 2 Next Item PF7 Page Backward PF8 Page Forward Page 37 Approved Document The Next Step Purchasing monitors all the requisitions on the database daily Once all the approvals required have posted for a requisition Purchasing will then review and approve it and procure the requested items in accordance with State and University regulations It is extremely important to notify the assigned Purchasing Officer
14. required However an H indicates that either this approval level or any one above it must be supplied An N indicates that approval level is not required These approval requirements are displayed on Screen 220 1 and Screen 252 ELECTRONIC REQUISITION APPROVAL Do eee D rI O EEE r C TT LC LC LR co Revised 10 12 98 Page 34 Approving Requisitions Electronic Approval Requirements Document Types SR Small Requisitions Regular Orders lt 10 000 LR Large Requisitions Regular Orders gt or 10 000 LC Computer Purchases gt 10 000 LP All Capital Project Purchases 7 1XXXX amp 7 OXXXX SP _ Plant Fund 7 ledgers other than Capital Projects DP Purchases only on discretionary accounts CO Contract Order Based on the document type and dollar amount of a requisition the requisition approval flags are set at the Trailer Screen Screen 226 once all the edits are passed You will see the approvals required for the requisition on the bottom right of Screen 220 In the example below the H means level six or five are required unless a higher level approves for them In addition levels four three and one are required Level 2 is not required Changing the document type accounting information or dollar amount will reset the approval flags even if some of the approvals have already been supplied In the above example the flags to the right
15. screen 220 by entering a Code of 1 on the Action Line but the value in the Document field differs A C0 the letter C and the number zero is placed in the Document field for Contract Orders This allows the system to automatically assign a document number with the prefix C for Contract Orders rather than R for normal requisitions Also the document code CO the letter C and the letter O for Contract Order will be placed in the Type field rather than the various other values used in normal requisition processing i e SR LR LC LP SP DP The Price Contract Number should be placed in the Quote Reference field to allow the Purchasing Department to verify a vendor s compliance with their contract and report on specific items when required You may contact Purchasing or search the Purchasing Web site for the Price Contract Numbers PCT numbers PS900555 I Z0555 PAGE 1 COMPLETED PRESS ENTER TO CONTINUE 220 Header Add Modify Inquire PAGE 1 OF 2 FISHER SCIENTIFIC COMPANY Screen Vendor S0000016150 Code 1 Document C000054 Line Invoice Commodity Document Date 07 13 98 Type CO Buyer Telephone Code Reference Start Date 07 01 98 End Date 06 30 99 Change Date 00 00 00 Change Number 00 Quote Reference UK PCT 12345 1999 Quote Date 00 00 00 Currency Freight Delivery Date 07 20 98 Route TENTATIVE VEND ADDR S0000016150 01 FISHER SCIENTIFIC COMPANY Vendor Terms 0 000 0 0 Print Print
16. that the invoice amounts equal the Unit Price amount PS918864 R FZ864 PO LINE CANNOT BE MODIFIED WHEN INVOICING IS FINAL 224 Document Line Add Modify Screen Vendor Code 0 Document C000051 Line 001 Invoice Commodity Current Pricing Y N N Trade Quantity Commodity Unit Price Discount UOM Extended Price UPO PL 1 00 300 0000 0 000 LOT 300 00 Disc Type Tax Code NO Extended Price Plus Tax 0 00 Description INVOICES AS LISTED BELOW 150 00 50 00 100 00 Text INVOICE 1 INVOICE 2 INVOICE 3 Inventory More Lines Y N Blank After you enter the information choose Y for more lines or N for no more lines Once you choose N you will proceed to Screen 226 the trailer screen to complete the document The individual in your area that is Level 6 for approval must approve this document After the approval has been posted print Screen 220 Page 1 and Screen 224 where invoice numbers are listed then forward your invoices and your screen print to the Purchasing Division Purchasing will review the requisition transfer it to a Purchase Order and forward the screen print and invoices to A P for payment processing After a Purchase Order has been created you are required to go in and receive online Page 61 Appendix Unit of Measure Codes Space BAG BDF BL BOX BTL BXS CAN CI CTN DAY DIS DOZ DRM DYS EA FRT GAL GR GRA HR HRS
17. to search for active requisitions based on various criteria you select Type a 1 in the Code field and press Enter Your cursor automatically goes to the 254 Active PR List Screen Vendor Code 1 Document Invoice Commodity Selection Criteria Start Document Vendor Department Buyer PO Type Tracking Status Route Reference Exclude Frozen Documents Y Exclude Deleted Documents Y N Transferred Approved Not Approved T A N List Documents In Process Y N Needing My Approval Only Y N From To Effective Date 00 00 00 00 00 00 Start Date 00 00 00 00 00 00 End Date 00 00 00 00 00 00 Expected Delivery Date 00 00 00 00 00 00 first field of the selection criteria labeled Start Document The system will search all the records in the database but will display only the requisitions beginning with your start document number and those after You may enter as much selection criteria as needed to search for a requisition The system uses Value Based Security so you will only be able to view your requisitions After you press Enter a list will appear To move through the screens in the list press F8 to go to following screens press F7 to go to preceding screens Or enter a page number at the Page prompt lower right bottom of your screen to go to directly to a page 254 ACTIVE PR LIST SCREEN VENDOR CODE 1 DOCUMENT X000007 LINE INVOICE COMMODITY R000007 VENDOR DEPARTMENT BUYER TYPE SR TRACKING STA
18. 111 BUYER 020 TYPE SR TRACKING STATUS ROUTE REFERENCE DATE 03 26 98 START END DELIVERY GROSS AMOUNT 201 25 APPROVAL REQUIRED NYNNNH APPROVAL POSTED NNNNNN R200003 VENDOR DEPARTMENT A4111 BUYER 024 TYPE SR TRACKING STATUS ROUTE REFERENCE DATE 04 09 98 START END DELIVERY GROSS AMOUNT 3300 00 APPROVAL REQUIRED NYNNNH APPROVAL POSTED NNNNNN PAGE BACKWARD PF7 PAGE FORWARD PF8 PAGE 001 Page 46 Purchase Order Summary Screen 284 284 Purchase Order Summary Screen Screen Vendor Code 0 Document X000144 Invoice Commodity Vendor S0000016150 FISHER SCIENTIFIC COMPANY Date 09 29 98 Type RO Buyer 021 Telephone 021 Route Reference R000085 Tracking Status Total Amount 1750 00 Last Receiving Date 11 01 98 Invoice Number Date Due Date Amount Voucher Bank Check Credit I x000144 11 12 98 00 00 00 1750 00 000028 N Page Backward PF7 Page Forward PF8 Page 0001 This screen is used to view a summary of Purchase Orders including the voucher number if one has been created On the Action line place a 0 number zero in the code prompt and enter your Purchase Order number in the document prompt Press Enter to view the information Page 47 Receiving Overview This section presents information about receiving items ordered via the FRS Purchasing System When items are delivered the person receiving the items will need to update the receiving information in the FRS Purchasing Module If a
19. 222 OF THE CHEM SUPPLIER INC CATALOGUE Inventory More Lines Y N Blank N PS900545 I Z0545 REQUEST PROCESSED SUCCESSFULLY 224 Document Line Add Modify Screen Vendor Code 1 Document R200007 Line 002 Invoice Commodity Current Pricing Y N N Trade Quantity Commodity Unit Price Discount UOM Extended Price UPO PL 0 00 0 0000 0 000 0 00 T Tax Code NO Extended Price Plus Tax 0 00 Description ADDITIONAL TEXT FOR LINE ITEM 1 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Text XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Inventory More Lines Y N Blank N Page 30 Screen 226 the Document Trailer Screen Once N is entered at the More Lines prompt you will automatically advance to the next Screen Screen 226 the Document Trailer PS918977 R FZ977 INSUFFICIENT BBA FOR HIGHLIGHTED ACCOUNT S 226 Document Trailer MARCON amp ASSOCIATES Screen Vendor S0000002020 Code 1 Document R200007 Line 001 Invoice Commodity Lines Amount Tax Amount Plus Tax Totals 001 250 00 0 00 0 00 Header Header Distribution Available ACCOUNT PERCENT Amount Amount Amount 2005003020 20 00 0 00 50 00 0 00 AB PRINT 2005003020 80 00 0 00 200 00 0 00 TD PRINT 0 00 0 00 0 00 0 00 0 00 0 00 00 0 00 0 00 0 00 00 0 00 0 00 0 00 00 0 00 OVERRIDE BBA Y N N This screen summarizes the header accounting information for the requisition If you enter account number and percent or am
20. 4 5 6 7 8 9 Line Number Page Notice that the bottom of the screen indicates that you can use the F8 key to CALL MOBILE COMPUTER FOODSERVICE FRAMING SUPPLIES INC GLASS CO INC GLASS COMPANY INDUSTRIAL CO LIFT INC MECH CO MECHANICAL CO MUSIC AND SOUND SERVICE CO TRAN WINNELSON 1 of 0 Next Page Previous Screen 001 PF7 S0079883990 0000001260 0000003890 0000005660 0000016950 0000016950 0000019530 0000020300 0000024730 0000024730 s0000019570 0000016630 0079893410 0000025990 oo0oo0oo0oo0o00000000 Search Key LEX Page BWD PF8 Page FWD page forward and see more vendors in the alphabetized list You can also press the Enter key to page forward To scroll backward press F7 The next screen of listed vendors will appear Page 9 Selecting a Vendor 1A2 VENDOR NAME SEARCH SCREEN Ee zZ VEND LEX VENDOR NAME BUILDING SUPPLY CALL MOBILE CENTER CHAMBER OF COMMERCE CHILD ABUSE COUNCIL Screen 1A2 cont d ACCT S0079892080 S0079883990 S0079886910 S0079890980 T9554900510 CITY COFFEE FAYETTE FAYETTE COUNTY HEALTH HERALD LEADER IVEY MECHANICAL CO SINGERS STUDY GROUP TROPHY CO S0079886140 S0079882810 S0079886470 0079924270 0079882570 0079902450 0079922210 T0059000030 0079882290 1 2 3 4 5 6 7 8 9 oo0oo0oo0oo0o00000000 Line Number Page 2 of Previous Screen 0 Next Page 001 Search Key L
21. 5 Line Invoice Commodity PO Header Vendor No S0000000120 Name CARDINAL OFFICE SYSTEMS PO Type RO Req No R000128 Dept A0000 PO Date 08 18 98 Buyer 021 Route Delivery Date Rec Flag Line Date Who Loc How Weight Carrier Bill of Lading Status Chg Del Received Many 1 08 18 98 PUR 1 1 UPS 123456 2 08 18 98 HEL 65 0500 UPS 65656565656565655 3 08 18 98 PUR 1 0001 UPS 12222112211221121 4 08 18 98 HRS 2 0001 UPS 1234567 Page Backward PF7 Page Forward PF8 August 1999 Page 57 Contract Orders Replacement Process for Standing Orders Purchasing establishes contracts with a wide variety of vendors on an annual or multiple year basis These contracts are available for use by University departments In the past purchases were made for these contract items via the Standing Order process Purchasing established Standing Orders upon request and issued a PO number that was used each time an order was placed with the specific vendor This process will change in the new online system We will no longer use the term Standing Orders You will use a CONTRACT ORDER process to initiate repetitive payments to vendors for goods purchased and received on price contracts Purchases for equipment will be made through the normal requisition process Contract Orders will be created with the same screens used for normal requisitions However there are some differences in the data entered on these screens Both documents are created on
22. EX PF7 Page BWD PF8 Page FWD If the list contains too many entries and you wish to narrow the search you might want to re enter the search criteria You can tab to the vendor prompt and enter LEXINGTON to jump forward in the alphabetized list to vendors that start with the full word Lexington 1A2 VENDOR NAME SEARCH SCREEN VEND LEXINGTON VCHR ACCT hh z VENDOR NAME ODATHDHUAWNE Line Page LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON LEXINGTON Number 1 of AREA WIDE DIRECTORIE AREA WIDE DIRECTORIE AREA WIDE DIRECTORY BILLIARD BLUEGRASS SHRM BUILDING SUPPLY CALL MOBILE CALL MOBILE CENTER CORPORATION CENTER CORPORATION CHAMBER OF COMMERCE CHILDREN S THEATRE CHILDREN S THEATRE Previous Screen 001 0 Next Page PF7 0079883510 HO000048140 H0000059130 0079955130 0079936600 T0135300010 0079892080 H0000021600 0079883990 HO000008150 S 0079886910 0079890980 T0046100150 0079922230 Search Key Page BWD 0 0 0 0 0 0 0 0 0 0 0 0 0 LEXINGTON PF8 Page FWD Page 10 Selecting a Vendor Screen 1A2 cont d To select a vendor type the line number in the Line Number field at the bottom of the page and press Enter You will automatically return to the screen from which the vendor search was originated and the vendor number will appear in the Vendor field on the Act
23. HAT KEY 1A4 VENDOR ADDRESS SELECT AND MAINTENANCE CARDINAL OFFICE SYSTEMS SCREEN VEND S0000022490 VCHR ACCT LINE NO TYP CONTACT ADDRESS LINE 2 ADDRESS LINE 1 CITY STATE ZIP D F 576 EAST MAIN STREET FRANKFORT KY 40601 123 WARREN COURT LEXINGTON KY 40356 101 BRADLEY DR NICHOLASVILLE KY 40356 PO BOX 5160 FRANKFORT KY 40602 PO BOX 24098 LEXINGTON KY 40524 oooooooo0o o LINE NUMBER PREVIOUS SCREEN 1A4 PAGE 1 OF 1 NEXT PAGE PF7 PAGE BWD PF8 PAGE FWD Page 1 of 1 Place the LINE NO of the address you wish to select in the LINE NUMBER field at the bottom of your screen and press Enter Page 18 Selecting a Vendor Address cont d Screen 220 Page 1 will reappear with the selected vendor name displayed in upper right corner of the screen and the vendor number displayed in the Vendor field PS918971 I FZ971 ENTER DOCUMENT CODE 220 Header Add Modify Inquire PAGE 1 OF 2 MARCON amp ASSOCIATES Screen Vendor S0000002020 Code Document Line Invoice Commodity Document Date 00 00 00 Type Buyer Telephone Code Reference Start Date 00 00 00 End Date 00 00 00 Change Date 00 00 00 Change Number 00 Quote Reference Quote Date 00 00 00 Currency Freight Delivery Date 00 00 00 Route VEND ADDR i Vendor Terms 0 000 0 0 Print Print Date 00 00 00 Deliver To Name Address Name Addr 1 Addr 2 Addr 3 Addr 4 City Zip Code Country Telephone Extension Text Document Amt 0 00 Delete 0 Freeze
24. ING DIVISION Addr 2 322 PETERSON SERVICE BUILDING Addr 3 UNIVERSITY OF KENTUCKY Addr 4 City LEXINGTON State KY Zip Code 405060005 Country Telephone 606 257 9100 Extension 238 Text THIS DOCUMENT FOR PAYMENT PURPOSES ONLY APPROVAL LEVEL Document Amt 123 75 APPROVAL REQUIRED Delete 0 Freeze 0 In Process 0 Status APPROVAL POSTED If you have several accounts to charge for the items you may want to consider using line item accounting when processing your contract order When you place your order for the contract items with the vendor you will give the vendor the C number on the Contract Order document as your purchase order number Once Purchasing sees that your Contract Order document is approved they will process a purchase order with the same document number to authorize payment to the vendor Therefore your Contract Order and the corresponding purchase order will be the same number with different document codes 1 Requisition 0 Purchase Order Page 59 Contract Orders cont d The vendor will send invoices for contract orders to your department Once you have received the items you must go back into the Purchase Order and post receiving to the items PS900556 I Z0556 ENTER DATA TO MODIFY RECORD OR PRESS ENTER TO CONTINUE 220 Header Add Modify Inquire PAGE 1 OF 2 Screen Vendor Code 0 Document C000051 Line 001 Invoice Commodity Document Date 06 30 98 Type CO Buyer Telephone Code Refer
25. N ADDRESS NUMBER 01 02 etc REGARDLESS OF THE TYPE Vendor Terms system generated This field defines the discount percentage allowed for early payment of this order The system copies this value from the Vendor Terms on the Vendor record Screen 1A3 Print Leave this blank This field is to be used by Purchasing only This field indicates whether the document is to be printed Requisitions will not be printed Page 23 Completing the Body of the Screen cont d Print Date Leave this blank This field indicates the date on which a document was last printed The value is system generated Deliver To Name Address required by Purchasing This label is a section heading which marks several fields as shown on the picture below Use these fields to indicate the person department room number city and state zip code and telephone number of the individual responsible for receiving the shipment Skip the first field and tab over to the Name field The first field is for a code that would populate the delivery address based on a table of departmental addresses for each department at the University Purchasing has not implemented a table at this time Deliver To Name Address Name Lisa Lewis Addr 1 Human Resource Development Addr 2 123 Scovell Hall Addr 3 University of Kentucky Addr 4 City Lexington State KY Zip Code 405060064 Country Telephone 606 257 1955 Extension 148 Text optional This label is a
26. OTE For line item accounting leave the accounting information fields blank on this screen and press Enter to continue Page 25 Screen 220 Page 2 the Requisition Header cont d Account required Enter your department s six digit account number and the four digit object code with no space between the two NOTE IF YOU ARE SHARING THE COST OF A PURCHASE WITH ANOTHER DEPARTMENT s AND YOU DO NOT HAVE ACCESS TO THE ACCOUNT YOU WILL NEED TO SEND A PAPER REQUISITION TO PURCHASING WITH THE APPROPRIATE SIGNATURES FOR EACH ACCOUNT User Code optional Enter your department s user code if applicable Example 2999993356 XXXXXXXXXX 299999 represents the account number 3356 is an object code XXXXXXXXXX represents the user code Percent or Dollar Amount required when using Header Accounting THE PERCENTAGE COLUMN MUST ALWAYS EQUAL 100 Enter either a percentage or a dollar amount and the remaining percent of the requisition cost per account number and object code You cannot enter both percent and dollar amount on the same account line You may use various account numbers with various dollar amounts but one of the accounts must be 100 rather than a dollar amount The system posts the dollars first then 100 of the balance remaining is posted to the account with 100 in the percentage column See the example below This allows you to use up to six accounts or one account with several object codes and split the dollar amount be
27. TUS ROUTE REFERENCE U980000 DATE START END DELIVERY GROSS AMOUNT APPROVAL REQUIRED NYNNNH APPROVAL POSTED NYYNNN R000008 VENDOR S0000000120 CARDINAL OFFICE SYSTEMS DEPARTMENT BUYER 020 TYPE SR TRACKING STATUS ROUTE REFERENCE U980021 DATE START END DELIVERY GROSS AMOUNT APPROVAL REQUIRED NYNNNY APPROVAL POSTED NYYNNY R000009 VENDOR S0000000060 DRYWALL amp BUILDING SUPPLY CO I DEPARTMENT 00000 BUYER 020 TYPE SR TRACKING STATUS ROUTE REFERENCE DATE START END DELIVERY GROSS AMOUNT 1760 00 APPROVAL REQUIRED NYNNNH APPROVAL POSTED NYNNNN PAGE BACKWARD PF7 PAGE FORWARD PF8 PAGE 001 Page 43 PR FO Bid Response Line Inquiry Screen 258 Type 258 at the Screen prompt and press Enter Screen 258 the PR FO Bid Response Line Inquiry screen appears 258 PR FO Bid Response Line Inquiry Screen Vendor Code 1 Document R100016 Line 001 Invoice Commodity Trade Extended Line Quantity Commodity Unit Price Disc UOM Price 001 125 00 115 0000 0 000 EA 14375 00 Tax Code NO Extended Price Plus Tax 0 00 Reference Description SHRUBS ACCOUNT 2050735101 PSL4301998 Inventory 002 8 00 4495 0000 0 000 EA 35960 00 Tax Code NO Extended Price Plus Tax 0 00 Reference Description MOWERS ACCOUNT 2050735122 PSL4301998 MODEL M234 Inventory On the Action Line enter a Code 1 for a Requisition and your document number in the Document Field Press Enter The screen will then display a summ
28. Tax 0 00 Reference R000038 Description CHAIR MATS PLASTIC MODEL A12SX33 Received Quantity 1 00 Received Flag P Invoice Quantity 0 00 Invoice Flag Invoice Amount PF7 Page Backward PF8 Page Forward Page 0001 You must enter your PO number to view the record You may obtain that number by going to Screen 220 and typing in your requisition number In the Reference field you will see the PO number listed Note that the prefix will be an X for regular orders and C for contract orders Screen 220 Vendor Code 1 Document R000036 Line Invoice Commodity Document Date 05 19 98 Type SR Buyer 024 Telephone Code 024 Reference X000036 Start Date 00 00 00 End Date 00 00 00 Change Date 00 00 00 Change Number 00 Quote Reference 00 00 Return to 228 by typing the screen number at the Screen Prompt and pressing Enter You can now view your PO line item information You can page forward to the next screen of details by pressing the F8 key You can page backward from subsequent pages by pressing the F7 key You can print a copy of this screen for your records You ll need to use the mouse and click on the word File in the upper left corner of your window Then click on Print Screen in the pull down menu A dialogue box will appear in the center of the window click on the OK button You can file these printouts as long term records Page 42 Active Purchase Requisition PR List Screen 254 Screen 254 can be used
29. The system can display data for two receiving lines at a time PO Line Inquiry Use this screen to view the activity on line items of a Purchase Order Page 64 WORKSHOP 1 CREATING REQUISITIONS FOR GOODS AND SERVICES Attached is information from which you may prepare five requisitions All of the requisitions that you create should be dated between the Ist and the 15th of the current month Unless otherwise specified the requisitions you create will be an SR Small Purchase Requisition It is recommended that you note the Requisition number that the system assigns for reference in subsequent workshop sessions Write this document number next to the exercise instructions Again as with all workshops and problem solving exercises read through all of the data provided before you begin There may be information or facts presented in later statements that could be relative to earlier situations If there are any matters that you can not resolve by yourself the instructor is available To begin creation of a new requisition you will need to go to Screen 220 and clear the Action Line Vendor Number and the Document number Code 1 for Requisitions is required Press Enter You should receive a clear screen to begin Page 65 CASE 1 FOR THIS CASE USE LINE ITEM ACCOUNTING The President s Office has asked that we prepare a requisition for 1 one Double Pedestal Walnut Finish Executive Desk 1200 00 2 t
30. University of Kentucky Purchasing System OnLine User Manual RECEIVING pages 49 57 updated 8 26 99 Table of Contents FRS RECT Desioa renner aai How to Use the Action Context Line eesessoesesoosscccceseeoessssocsossossoesoseoesessoesese D The Purchasing Menu Screens sesesesosososocossosososososscecsososososoosososssosssessosososesseses O Selecting a Vendor Screens 1A2 and 1A4 OvervieW sesossssesesssesescsosososoeses 7 Selecting a Vendor Manipulating Screen 1A2 Selecting a Vendor Address before Creation of a Requ on Screen 1A4 1 Creating a Requisition O verview SOOO CO OOOO OOOO OOOO OOOO OO OOOO OOOO OOOO OOOOH OOOO OOOO OOOO OOOO OOOOOOO 1 3 Screens for Creating a Requisition POOCOOO OOH OSHS OHSS OHOSOHOSOHOSOSOSOOOSOSOS ESOS OOOO OOOO OO SOOOSEES 14 Cr eating a Requisi tion 0000 0000000000000000000000000000000000000000000000000000 000000000000 00sec seeeseelee 15 Selecting a Vendor Address during Creation of a Requisition Screen 1A4 Approving Requisitions Screen 252 sseseserererererereseseseseseseeeseeeoecrcsesesesesesesee SD Approvals Using Notepad Screen 22N ccsssssccscssccsccsccscssssssssssesseesesseesees J Approving Requisitions Approved Document The Next Step 37 Approving Requisitions Delays in Electronic Approval 0s000000008 38 Approving Requisitions Resetting Approval Flags
31. You can press Enter to see Part 2 of the Purchasing menu 201 Purchasing Menu Part 2 FPR IDMS Release Version 3 0 Screen Vendor Code Document U980036 Line Invoice Commodity Requisitions Document Inquiry 252 Approval 254 Requisition List 258 Document Line Item List Document Transfers 268 MO Line Item List 257 Transfer PR to MO Bid PO 282 Document List 267 Transfer MO to Purchase Order 284 Purchase Order Summary 277 Transfer FO to Purchase Order 286 PR PO Statistics Report 290 Transfer to Bid Response 292 Transfer to Purchase Order Invoicing 240 Header Create Modify Receiving 241 Invoice Multiple Lines 230 Header Create 243 Flag Maintenance 231 Line Item Create via 232 only 244 Line Item Create Modify 232 Header History Line Inquiry 245 Frt Ins Tax Oth Trd Disc 237 Change Status Line Delete 246 Trailer 239 Line Inquiry by PO Line 247 Invoice Diagnostic Scan 248 Line Item List 249 Posted Invoices by PO Line Page 7 Selecting a Vendor Screens 1A2 and 1A4 Overview Do I have to specify a vendor on each requisition If you want to order from a particular vendor then you must indicate that vendor in your online requisition If you want the Purchasing Division to choose a vendor for you then you can leave the vendor information fields blank If you are unable to locate your preferred vendor in the database you should indicate this in the text of your requisition along with their address phone etc Purchasing
32. appear at the Line Number prompt at the bottom of this screen Type the line number of the vendor you wish to select and press Enter Then you will return to Screen 220 with this vendor listed as the selected vendor Page 16 Rev 10 6 98 Selecting a Vendor Address During Creation of a Requisition Screen 1A4 After you have chosen a vendor you should verify the vendor s address If you select a vendor for a requisition on the Action Line then you must also specify the vendor s address number in the middle of Screen 220 at the TENTATIVE VEND ADDR FIELDS To view select the addresses for should advance you to this Screen if the Vendor you selected has multiple addresses Sometimes a vendor will only have one address INSTRUCTIONS FOR A VENDOR WITH ONLY ONE ADDRESS To verify or find the correct vendor address of the vendor you chose on the Action Line type 1A4 at the Screen Prompt and press Enter If there is only ONE ADDRESS listed for a vendor in the database the system will not allow you to advance to Screen 1A4 You will remain on Screen 220 To verify the one address listed is correct from Screen 220 you must go to Screen 1A3 Vendor Create Modify You may do this by typing 1A3 in the Screen prompt and pressing Enter You should now be on Screen 1A3 From this Screen you can type in 1A4 or press PF5 this is a choice at the bottom of the screen that will automatically advance you to Screen 1A4 and view the address for that ven
33. ary of your requisition line item s Page 44 Active Document List Screen 282 Use Screen 282 to display header information for some or all of your department s requisitions or purchase orders If you enter selection criteria the system will display information only for the documents that meet those criteria The selection criteria will vary depending on the Code value in the Action Line This is a required field on Screen 282 You would use a code one 1 for requisitions or a code zero 0 for purchase orders The display of header information will vary depending on the Code value and the selection criteria you specify PS900567 I Z0567 ENTER SELECTION CRITERIA 282 ACTIVE DOCUMENT LIST SCREEN VENDOR CODE 1 DOCUMENT INVOICE COMMODITY SELECTION CRITERIA START DOCUMENT VENDOR DEPARTMENT BUYER TYPE TRACKING STATUS ROUTE REFERENCE APPROVAL LIST FROM TO BLANK ALL PRS EFFECTIVE DATE 00 00 00 00 00 00 REQUIRE MY APPROVAL START DATE 00 00 00 00 00 00 REQUIRE HIGHER APPROVAL END DATE 00 00 00 00 00 00 APPROVED EXPECTED DELIVERY DATE 00 00 00 00 00 00 TRANSFERRED Under Selection Criteria Start Document is a required field The system will search the entire database for your records This may take some time to process depending on the volume of records in the system and number of users We suggest you enter a previously processed requisition number AND your department number to narrow the search All other
34. ate in MM DD YY format You can type over this date if you want to show that the item was received on a prior date UOM Unit of Measure required The default displays EA as the value This can be changed if appropriate Use the F2 key to view the list of codes The UOM must match the UOM on the Purchase Order Comments optional Type comments here as desired August 1999 Page 53 Screen 231 Partial Line Item Receiving cont d Accepted Quantity required Type this amount in the format 0 00 to show the quantity that you accepted When you tab to the Quantity field your cursor will be flashing at the left side of the format 0 00 If you enter the quantity here you must delete 0 00 for your receiving to post correctly Quality required Use a code to indicate the quality condition of the items received SPACE Valid if no accepted quantity entered A Good B Fair C Poor but accepted Status optional This field represents the status of the line item based on receipts and how the system will process the information If you leave this field blank the system will generate a P or F partial or final and post the information on Screen 228 If you receive only a portion of the items indicate a P for partial in the Status Field If you receive all of the items type F for final in the Status Field to indicate that line item is complete Rejected Quantity optional Type this amount in th
35. cking slip Press Enter The screen will display the information you entered The message Press Enter to Continue will be displayed at the top of the screen If corrections or additions must be made you can type over the receiving fields to make corrections If you press Enter the next screen will appear Screen 931 Receive Multiple Lines If N is selected at the Receive All Multiple Lines prompt Screen 231 Receiving Line Add screen will appear August 1999 Page 50 SCREEN 931 Receiving All or Multiple Items of a PO You can receive all the items of a PO on one screen Screen 931 You cannot access this screen directly you must complete Screen 230 the Receiving Header screen first Enter 230 at the Screen prompt and press Enter Enter the document code 0 zero Tab to the Document field and enter your PO number If you do not know your PO number go to Screen 220 type in your requisition number and you will see your purchase order number in the Reference field Return to Screen 230 Enter the PO number on the Action Line and press Enter Your cursor should now be at the field labeled Receive all or multiple lines The default is N Type Y over the default and complete the receiving header data near the bottom of your screen in the fields as described on pages 48 and 49 then press Enter The message Press Enter to Continue will appear Press Enter again and you will advance to Screen
36. d be used in conjunction with commodity code information However at this time Purchasing will not be using a commodity code program Quantity required This field specifies the quantity to be ordered Commodity Leave this blank Unit Price required Type the dollar amount per unit price of your item Trade Discount optional If you are receiving a discount from the vendor enter the percentage here The system will apply the trade discount to the unit price For example if the unit price is 100 and the trade discount is entered as 10 formatted as 10 00 the system adjusts the unit price to 90 when the entries are processed If you change the trade discount or the unit price the system automatically recalculates and changes the unit price The trade discount is always applied to the current value of the unit price Examples Unit Trade Extended Quantity Commodity Price Discount Price 2 45 00 0 00 90 00 2 40 50 10 00 81 00 2 38 25 15 00 76 50 UOM Unit of Measure required Type the unit of measure abbreviation for your item i e box ctn ea doz etc Press F2 for a listing of valid abbreviations Page 28 Screen 224 Document Line Add Modify Screen Cont d Extended Price system generated The price of your item multiplied by the quantity ordered will be your extended price The system will automatically generate this figure UPO Unit Processing Override optional This field indicates the type of
37. d from a Price Contract Page 21 Completing the Body of the Screen cont d It is critical that you select the correct document type in order to ensure the appropriate electronic approval flags are set If an incorrect document type is entered the Purchasing Division will not process the requisition Note that all other document types are reserved for purchase orders Buyer optional This field contains a code identifying the buyer responsible for a document You can press F2 for a list of codes representing each buyer Telephone Code optional This field contains a code identifying the telephone number of the buyer associated with this document You can press F2 for a list of codes representing each buyer Reference system generated If this document was created from another document this element identifies the source document If a requisition has been transferred into a purchase order the purchase order will contain the requisition number in the Reference field and the requisition will contain the purchase order number in the Reference field Start Date optional Indicates the first date that payment can be made If this field is not entered the system assumes the document may be processed immediately This field is required if an end date is entered End Date optional Indicates the last date that payment can be made i e June 30th of the current fiscal year This date will be required if a start date is
38. dor on Screen 1A4 If it is the correct address you will enter this address number later on Screen 220 in the TENTATIVE VEND ADDR field located in the middle of Screen 220 In order to return to Screen 220 go back to the screen prompt enter 220 and press Enter If there are multiple addresses for a vendor after you enter 1A4 in the Screen prompt on Screen 220 you will advance to Screen 1A4 and a list of multiple vendor addresses will appear See example below The first column indicates the line number of the address to be chosen The Type TYP column specifies if the listed address is O Order from R Remit payment to or B Both You may choose any one of the addresses listed regardless of the type listed If you were advanced to Screen 1A4 directly from Screen 220 and there are multiple addresses listed select a vendor address by typing the line number for that address at the bottom of the screen and pressing Enter You will be returned to Screen 220 and your vendor address number should now appear in the middle of your screen at the TENTATIVE VEND ADDR fields Rev 10 6 98 Page 17 Selecting a Vendor Address During Creation of a Requisition Screen 1A4 cont d Notice the far right column labeled D F If a number one 1 is in the D F column that particular address is not available and will be dropped from the system You can only select an address with a zero 0 in the D F field PS918578 R FZ578 NO MORE VENDORS W T
39. e Screen Prompt press Enter The system should advance you to this Screen if the Vendor you selected has multiple addresses Sometimes a vendor will only have one address INSTRUCTIONS FOR A VENDOR WITH ONLY ONE ADDRESS To verify or find the correct vendor address of the vendor you chose on the Action Line type 1A4 at the Screen Prompt and press Enter If there is only ONE ADDRESS listed for a vendor in the database the system will not allow you to advance to Screen 1A4 You will remain on Screen 220 To verify the one address listed is correct from Screen 220 you must go to Screen 1A3 Vendor Create Modify You may do this by typing 1A3 in the Screen prompt and pressing Enter You should now be on Screen 1A3 From this Screen you can type in 1A4 or press PF5 this is a choice at the bottom of the screen that will automatically advance you to Screen 1A4 and view the address for that vendor on Screen 1A4 If it is the correct address you will enter this address number later on Screen 220 in the TENTATIVE VEND ADDR field located in the middle of Screen 220 In order to return to Screen 220 go back to the screen prompt enter 220 and press Enter INSTRUCTIONS FOR VENDORS WITH MULTIPLE ADDRESSES If there are multiple addresses for a vendor after you enter 1A4 in the Screen prompt on Screen 220 you will advance to Screen 1A4 and a list of multiple vendor addresses will appear See example below The first column indicates the li
40. e format 0 00 to show the amount that was shipped to you that was rejected sent back Quality required Use a code to indicate the quality condition of the items received that were rejected sent back SPACE Valid if no accepted quantity entered D Damaged rejected amp returned E Damaged rejected amp discarded Quantity Back Ordered optional Type this amount in the format 0 00 to show the amount that is back ordered Quantity Late optional Type this amount in the format 0 00 to show the amount shipped to you that was received late After you have completed all of the required fields on this screen press Enter one time only The quantity you received will appear in the Quantity Accepted field and the date will appear in the Last Received Date field The message REQUEST PROCESSED SUCCESSFULLY will also be displayed at the top of the screen After you have received this message you should go to Screen 228 to verify receiving has posted correctly August 1999 Page 54 Screen 231 Partial Line Item Receiving cont d If you wish to continue receiving any remaining line items go to Screen 230 again and repeat the process for the next line item Repeat as needed until all line items are updated August 1999 Page 55 CORRECTING INDIVIDUAL RECEIVING LINES Screen 237 Prior to any corrections view Screen 228 then proceed to Screen 237 You can delete an individual line item after it
41. eive a message that says Page 1 Completed Press Enter To Continue Your assigned document number should appear in the document field in the Action Line Write down this document number so that you will find it easy to work with this requisition later You may want to start a notebook spreadsheet or some other central place to record all document numbers After you press Enter Screen 220 Page 2 the Requisition Header screen will appear Screen 220 Page 2 the Requisition Header PS900550 I Z0550 ENTER DATA 220 Header Add Modify Inquire Page 2 OF 2 MARCON amp ASSOCIATES Screen Vendor S0000002020 Code 1 Document R200006 Line Invoice Commodity Authorization ID 1 Authorization ID 2 Authorization Name Campus 00 Division 00 School 00 Department 00000 Account User Code Percent Dollar Amount 0 0 0 0 0 0 0 This screen allows you to input data regarding the funding for the purchase Authorization ID 1 Leave this blank Authorization ID 2 Leave this blank Authorization Name Required by Purchasing Enter the name of the person creating the requisition Campus Leave this blank This field is not being used at this time Division Leave this blank This field is not being used at this time School Leave this blank This field is not being used at this time Department required Enter your standard department number The next section of this screen is accounting information N
42. ence R000051 Start Date 00 00 00 End Date 00 00 00 Change Date 00 00 00 Change Number 00 Quote Reference UK00005555 Quote Date 00 00 00 Currency Freight Delivery Date 00 00 00 Route VEND ADDR S0000016150 01 FISHER SCIENTIFIC COMPANY Vendor Terms 0 000 0 30 Print N Print Date 06 30 98 Deliver To Name Address Name PAMELA LOWERY Addr 1 PURCHASING DIVISION Addr 2 322 PETERSON SERVICE BUILDING Addr 3 UNIVERSITY OF KENTUCKY Addr 4 City LEXINGTON State KY Zip Code 405060005 Country Telephone 606 257 9100 Extension 238 Text THIS PO FOR PAYMENT PURPOSES ONLY INVOICES SENT VIA CAMPUS MAIL 6 30 98 APPROVAL LEVEL Document Amt 300 00 APPROVAL REQUIRED Delete 0 Freeze 0 In Process 0 Status APPROVAL POSTED If you order daily from a specified vendor and accumulate your invoices for a period of time no longer than 10 working days then you will process the payments as indicated below on Screen 224 You may want to use line item accounting if several accounts object codes and or user codes need to be charged You must put a one 1 in the quantity field the total amount of all invoices will be entered as your unit price and the UOM Unit of Measure Code should be LOT Page 60 Contract Orders cont d In the description field which is a required field you may enter Invoices listed below Then on the following text lines list your invoice number s and invoice amount s Notice below
43. entered Change Date Leave this blank This field is used by the Purchasing Division This specifies the date on which a change order becomes effective for a purchase order Change Number Leave this blank This field uniquely identifies a change order for a purchase order For example if the purchase order number is U change order number is 01 then the purchase order number is printed as U000001 Quote Reference optional This field contains a name or number identifying the person or quote number received by the department If you reference a quote you must fax or mail the information to Purchasing Quote Date optional This element indicates the date on which a quote is given The standard format is MM DD YY where MM is the month DD is the day of the month and YY is the last two digits of the year Currency Leave this blank Leave this field blank unless using currency other than US dollars Page 22 Completing the Body of the Screen cont d Freight optional This field contains a code defining the standard freight terms for a shipment When translated the code provides instructions about how goods are to be shipped as well as information about who will assume the cost Press F2 for online help and more information about this field Delivery Date optional This field indicates the expected delivery date of the goods The department should enter the date they require receipt of the goods or services R
44. has been received using Screen 237 Place 237 at the Screen field and your Purchase Order number in the Document field Press Enter If you do not want to delete the entire receipt only a portion of it tab over to the field labeled Line Del on the selected receipt and press Enter 237 1 Change Shipment Status CARDINAL OFFICE SYSTEMS Screen Vendor S0000016150 Code 0 Document X000065 Line Invoice Commodity PO Header Vendor No S0000000120 Name CARDINAL OFFICE SYSTEMS PO Type RO Req No R000128 Dept A0000 PO Date 08 18 98 Buyer 021 Route Delivery Date Rec Flag Line Date Who Loc How Weight Carrier Bill of Lading Status Chg Del Received Many 1 08 18 98 BRN PUR 1 1 UPS 123456 2 08 18 98 EAT 65 0500 UPS 65656565656565655 3 08 18 98 TWV PUR 1 0001 UPS 12222112211221121 4 08 18 98 MCP 2 0001 UPS 1234567 Page Backward PF7 Page Forward PF8 The system advances you to screen 237 2 You will see two lines of the purchase order listed at a time You can scroll to view more items by using the F8 key Note in the lower right corner of the screen the page number s 1 of 1 2 3 etc Once you have located the line that has an error you will tab to the Delete field for that line item Change the N to a Y and press Enter After you press Enter the Y will become a capital letter and the date will appear beside the Y These are the only changes you will see on this screen and they indicate that the line item rece
45. ion Line You will see the name of the vendor displayed in the upper right corner of the screen PS918971 I FZ971 ENTER DOCUMENT CODE 220 Header Add Modify Inquire PAGE 1 OF 2 LEXINGTON BLUEGRASS SHRM Screen Vendor S0135300010 Code Document Line Invoice Commodity Document Date 00 00 00 Type Buyer Telephone Code Reference Start Date 00 00 00 End Date 00 00 00 Change Date 00 00 00 Change Number 00 Quote Reference Quote Date 00 00 00 Currency Freight Delivery Date 00 00 00 Route VEND ADDR i Vendor Terms 0 000 0 0 Print Print Date 00 00 00 Deliver To Name Address Name Addr 1 Addr 2 Addr 3 Addr 4 City Zip Code Country Telephone Extension Text Document Amt 0 00 Delete 0 Freeze 0 In Process 1 Status PS918578 R FZ578 NO MORE VENDORS W THAT KEY 1A2 VENDOR NAME SEARCH SCREEN VEND WAL MART VCHR ACCT VENDOR NAME A0070455000 A0059013000 0 T0065800070 0 0079887110 0 Line Number Previous Screen 001 Search Key WAL MART Page 1 of 1 Next Page PF7 Page BWD PF8 Page FWD Page 11 Rev 10 6 98 Selecting a Vendor Address Before Creating a Requisition Screen 1A4 After you have chosen a vendor you should verify the vendor s address If you select a vendor for a requisition on the Action Line then you must also specify the vendor s address number in the middle of Screen 220 at the TENTATIVE VEND ADDR FIELDS To view select the addresses for the vendor you choose type 1A4 in th
46. ipt has been deleted You should go to Screen 228 and review the change made on that line s You will see that the number of Accepted Quantity will be deleted from the Received field on Screen 228 August 1999 Page 56 Screen 237 Correcting Individual Line Items cont d 237 2 Receiving Line Delete Receipt 1 CARDINAL OFFICE SYSTEMS Screen Vendor S0000016150 Code 0 Document X000065 Line PO Header Vendor No S0000016150 Name CARDINAL OFFICE SYSTEMS PO Type RO Req No R000128 Dept A0000 PO Date 08 18 98 Buyer 021 Route Delivery Date Line Description FURNITURE PER ATTACHED SPECIFICATIONS Status F 001 Delete N Comments Ordered Quantity 1 00 UOM LOT Accepted Quantity 1 00 Quality A Date Rec d 09 20 98 Rejected Quantity Quality 0 Page Backward PF7 Page Forward PF8 If you wish to delete everything on a particular receipt that can be accomplished at one time The top part of the screen shows information that is pulled from the Purchase Order To delete the receiving information previously entered tab to the field labeled Flag Chg Type a D in that field and press Enter The system moves the D to the right of the receipt number and deletes all information associated with that receipt Proceed to Screen 228 to verify that a change in the number of items received has been reduced 237 1 Change Shipment Status CARDINAL OFFICE SYSTEMS Screen Vendor S0000016150 Code 0 Document X00006
47. n online requisition listed multiple items and the delivery is in multiple shipments then the receiving person can update at various times showing which pieces have been received from each shipment This section will show the screens used in the receiving process and will provide details showing how to input the required information when recording goods received Who will input the receiving information As much as possible any person who signs for a shipment should input the required data on the receiving screens For some departments this may mean that persons who have never before used FRS will now learn to use it in order to update receiving information Very often the person who creates the requisition in the FRS Purchasing System will be the same person who accepts the deliveries and updates the FRS Purchasing receiving information Page 48 Receiving Screen 230 The system allows you to receive purchases at the line item level Once you have received an item ordered via the FRS Purchasing System you should sign onto FRS type 230 at the Screen prompt and press Enter Screen 230 the Receiving Header Add screen will appear PS900547 I Z0547 ENTER DATA TO ADD RECORD S 230 Receiving Header Add Screen Vendor Code 0 Document X000036 Invoice Commodity PO Header Date 05 19 98 Type SR Buyer 024 Telephone Code 024 Reference R000038 Start Date 00 00 00 End Date 00 00 00 Deliver To Name Address Name SHIRLEY GOUGH
48. nd you cannot change it If this is the first time you ve signed onto this screen for this purchase order then the number will be 1 If you or someone else has already updated receiving information for one item on this purchase order then the number will be a 2 The number will change each time to show you how many times receiving information has been entered for the order August 1999 Page 49 Receiving Screen 230 cont d Location required This is a free form text field in which you can enter up to three characters If you do not want to update this field you can type a 1 here and go to the next field Receiver ID required Type your initials up to three characters to show that you received the goods No Boxes required Type the number of boxes received The system will allow a number up to 9999 If you do not know the number of boxes received or do not want to update this field you can type a here and go to the next field Wt required Type a number to indicate the weight of the shipment received If you do not know the weight of the shipment received or do not want to update this field you can type a here and go to the next field Carrier required Type up to three characters to show the carrier For instance type UPS if the delivery came via UPS B L required Type up to 15 characters to indicate the freight number or Bill of Lading for the delivered goods Often this number is found on the pa
49. ne number of the address to be chosen The Type TYP column specifies if the listed address is O Order from R Remit payment to or B Both You may choose any one of the addresses listed regardless of the type listed If you were advanced to Screen 1A4 directly from Screen 220 and there are multiple addresses listed select a vendor address by typing the line number for that address at the bottom of the screen and pressing Enter You will be returned to Screen 220 and your vendor address number should now appear in the middle of your screen at the TENTATIVE VEND ADDR fields Page 12 Selecting a Vendor Address before Creating a Requisition Screen 1A4 cont d Notice the far right column labeled D F If a number one 1 is in the D F column that particular address is not available and will be dropped from the system You can only select an address with a zero 0 in the D F field PS918578 R FZ578 NO MORE VENDORS W THAT KEY 1A4 VENDOR ADDRESS SELECT AND MAINTENANCE CARDINAL OFFICE SYSTEMS SCREEN VEND S0000022490 VCHR ACCT LINE NO TYP CONTACT ADDRESS LINE 2 ADDRESS LINE 1 CITY STATE ZIP D F 576 EAST MAIN STREET FRANKFORT KY 123 WARREN COURT LEXINGTON KY 101 BRADLEY DR NICHOLASVILLE KY PO BOX 5160 FRANKFORT KY PO BOX 24098 LEXINGTON KY oooooooo0o0 o LINE NUMBER PREVIOUS SCREEN 1A4 PAGE 1 OF 1 NEXT PAGE PF7 PAGE BWD PF8 PAGE FWD Page 1 of 1 Next Page PF7 Page BWD PF8 Page FWD Page 13 Creating a
50. number and I ng Header Account 224 Document Line Add Modify This screen is used to create modify document line items and Line Item Accounting 226 Document Trailer This screen is used to trailer a document Requisitions must be trailered before they can be processed 22N Notepad Item Create Maintain Use this screen for special notes to Purchasing i PR Purchasing Requisition Approval This screen is used for approval of requisitions 230 Receiving Header Add This screen is the first screen t uidi to e i If you leave the Receive oo Lines lis screen you must receive on selected li ond you will be automatically advanced to the next Screen 2 1 231 Receiving Line Add This screen is the second screen used in receiving selected line items on a purchase order 931 Mecel yian S en This screen is used when ait want to iini all Page 63 QUICK REFERENCE GUIDE TO PURCHASING SCREENS 232 1 232 2 239 228 Receiving Header History Use this Screen to display all the receipts accepted under a single Purchase Order Tab to the ENT or INQ column and press Enter to either add receipt detail Receiving Lines or view receipt history Receiving Lines Receiving Line Inquiry Use this screen to view all items received ina single shipment Accessed through Screen 232 1 Receiving Information Review Use this screen to review all receiving entries posted to a specific Purchase Order line
51. of APPROVAL POSTED indicate the only required level that has not been supplied is level one Since approvals have been given for levels three and four levels five and six are unnecessary since they were set to H This document is now ready for level one Purchasing Director Assistant Purchasing Director to approve A requisition must be fully approved before Purchasing can transfer it into a purchase order In the previous example the Level must go in and approve the requisition before the buyer can transfer it into a purchase order Page 35 Screen 252 A requisition must be fully approved before the Purchasing Division can use the information to create a purchase order To reach the PR Approval screen type 252 at the Screen prompt and press Enter Type Y here to approve the requisition PS900545 I Z0544 REQUEST PROCESSED SUCCESSFULLY 252 PR Approval Screen Vendor S08Q0016150 Code Document R200007 Invoice Commodity Enter Y to Approve Document Account User Code Percent Amount 200500 3020 AB PRINT 20 00 50 00 Operator Approval Level is 6 200500 3020 TD PRINT 80 00 200 00 Approval Level 123 Approvals Required N Y N Approval Posted NNN Document Amount Vendor S0000016150 FISHER SCIENTIFIC COMPANY Req ed by CHRIS WARD Dept A0000 Line Description Quantity UOM Ext Price UPO PL 001 BUNSEN BURNERS 10 00 EA 250 00 Page 1 of 1 Next Page PF7 Page Backward PF8 Page Forward The system a
52. of any changes to a requisition after their approval has posted either by phone or e mail Once a Purchase Order has been created it will be printed and mailed faxed to the appropriate vendor Departments will continue to receive a copy Pink Copy of their Purchase Order based on the department number given on the requisition Page 38 Delays in Electronic Approval If there is a delay in completing the approval process within your sector Purchasing suggests you indicate it on the Notepad screen Include the reason for the delay and anticipated completion date for the approval process To access the Notepad screen enter 22N at the Screen prompt After you type a message press Enter to save the message on Screen 22N 22N Notepad Item Create Maintain Screen Vendor Code 1 Document R000046 Line Invoice Commodity MEMO FROM FRS1125 ON 06 12 98 AT 10 43 DEAN SMITH WILL BE OUT UNTIL JULY 12TH THIS DOCUMENT WILL BE PROCESSED AS SOON AS HE RETURNS OANHUPWNHEe 1 Next Item PF7 Page Backward PF8 Page Forward Purchasing will see the notepad message on Screen 220 and will go to Screen 22N to review When Purchasing views Screen 220 the top right part of the screen may contain the notification NOTEPAD ITEMS EXIST PS900556 I Z0556 ENTER DATA TO MODIFY RECORD OR PRESS ENTER TO CONTINUE 220 Header Add Modify Inquire PAGE 1 OF 2 Screen Vendor Code 1 Document R000046 Line Invoice Commodity NOTEPAD
53. oice prompt At the Invoice prompt you can enter an invoice number that is associated with your requisition or purchase order Commodity prompt The Commodity prompt is used to list a specific commodity number that you wish to order However at this time the University has not purchased a commodity program for use with this system Therefore this field will not be used Page 6 The Purchasing Menu Screens Type 201 at the Screen prompt and press Enter Screen 201 the Purchasing Menu Part 1 will appear 201 Purchasing Menu Part 1 FPR IDMS Release Version 3 0 Screen Vendor Code Document U980036 Line Invoice Commodity Vendor Maintenance Document Maintenance 1A2 Vendor Name Search 220 Header Create Modify 1A3 Vendor Create Modify 221 Document Line Tracking 1A4 Vendor Address Select 223 Flag Maintenance 1A5 Vendor Name Alias Maintenance 224 Line Item Create Modify 1A6 Vendor Statistics 226 Trailer 1A7 Vendor Cumulative Statistics 22N Notepad Item Create Modify 1A8 Vendor Note Pad 1A9 Vendor Address Note Pad Purchase Orders Delivery Addr Standard Text Maint 222 On Line Print 202 Deliver To Address Maintenance 225 Change Vendor Number 210 Deliver to Address Inquiry 227 PO to PO Copy 229 Standard Text Maintenance Line Item Inquiry Other Menus 301 Purchasing Controls Menu Financial Accounting Menu 401 Bid List and Commodity Menu Accounts Payable Menu ZWriter Menu Press ENTER to continue FRS FPR Batch Job Submission
54. ount on Screen 220 2 Screen 226 shows the summary At the top of the screen you may have a message that says MULTIPLE MESSAGES EXIST F3 TO VIEW If you see that message press F3 to read the system messages The system will read the account information in FRS and verify that funds are available You will receive a message that lets you know if there are insufficient funds for this dollar amount The next message should say Document Complete You will not have to override the BBA change the N flag on that line Your document will still be processed Requisitions will NOT be encumbered However all applicable purchase orders will be encumbered online If you used line item accounting the only message you should receive on 226 is Document Complete PS918978 I FZ978 DOCUMENT COMPLETED 226 Document Trailer Screen Vendor Code 1 Document R000016 Line 002 Invoice Commodity Lines Tax Amount Plus Tax Totals 002 0 00 0 00 Page 31 Screen 226 the Document Trailer Screen cont d Any information regarding your account or object code should have been displayed on Screen 224 This screen will only show Totals Once you have received the Document Complete message your requisition is trailered and all the required approval flags will be set If you return to Screen 220 you will see at the bottom of the screen the total dollar amount of your order and in the lower right hand corner you will see the A
55. oute Leave this blank This field contains a code indicating who should examine the document next Each code may stand for a person a department a group of people and so forth The entry is for your information only it is not used by the system Tentative Vendor Address required if a vendor is selected on the Action Line This label has two fields one before the symbol for the vendor number and one after the symbol for a vendor address number If the appropriate vendor number is displayed in the Action Line you can simply type a pound sign The system will copy the vendor number into this field Use to request the vendor number be copied here 01 The address number is displayed here TENTATIVE VEND ADDR Vendor Address Number required if a vendor is selected on the Action Line Immediately following the label TENTATIVE VEND ADDR there is a back slash symbol The is a label for a two digit field that represents the vendor s address as it appears on Screen 1A4 Unless you specify an address number 01 02 etc in this field the system will automatically search for the first available Order From address for the selected vendor and enter it in the field See Selecting A Vendor Address earlier in this manual NOTE IF THERE IS NO O or B Order From Both listed on Screen 1A4 THE SYSTEM WILL GIVE YOU A DIAGNOSTIC MESSAGE INVALID ADDRESS NUMBER YOU MUST ENTER A
56. phone Code action Reference Start Date 00 00 00 End Date 00 00 00 context Change Date 00 00 00 Change Number 00 Quote Reference lines Quote Date 00 00 00 Currency Freight Delivery Date 00 00 00 Route VEND ADDR Vendor Terms 0 000 0 0 Print Print Date 00 00 00 Deliver To Name Address Name Addr 1 Addr 2 Addr 3 Addr 4 City Zip Code Country Telephone Extension Text Document Amt 0 00 Delete 0 Freeze 0 In Process 1 Status Everything below the action context line is considered the body of the screen Page 5 How to Use the Action Context Line Screen prompt At the Screen prompt type the screen number and press Enter to go to another screen Vendor prompt At the Vendor prompt type all or part of the vendor name and press Enter to reach Screen 1A2 an alphabetized list of vendors from which you can choose Or if there is only one vendor with that name you ll stay on the same screen and the vendor number will appear in the Vendor field SEE SECTION ON SELECTING A VENDOR for detailed explanation Code prompt At the Code prompt type the Code number for the document type and press Enter For requisitions the Code number is always a 1 Document prompt At the Document prompt type RO the letter R and the number zero and press Enter so that the system will automatically assign a number to your document Line prompt Line prompt indicates the line item numbers in the requisition Inv
57. pproval flags that have been set You will also see that the In Process flag is set to 0 That indicates a completed document If In Process is equal to 1 there is a problem in your document usually in the accounting area PS900556 I Z0556 ENTER DATA TO MODIFY RECORD OR PRESS ENTER TO CONTINUE 220 Header Add Modify Inquire PAGE 1 OF 2 Screen Vendor Code 1 Document R000016 Line 002 Invoice Commodity Document Date 07 02 98 Type SR Buyer Telephone Code Reference Start Date 00 00 00 End Date 00 00 00 Change Date 00 00 00 Change Number 00 Quote Reference Quote Date 00 00 00 Currency Freight Delivery Date 00 00 00 Route TENTATIVE VEND ADDR Vendor Terms 0 000 0 0 Print Print Date 00 00 00 Deliver To Name Address Name PAMELA LOWERY Addr 1 PURCHASING DIVISION Addr 2 322 SERVICE BLDG Addr 3 UNIVERSITY OF KENTUCKY Addr 4 City LEXINGTON State KY Zip Code 405060004 Country Telephone Extension Text APPROVAL LEVEL Document Amt 329 90 APPROVAL REQUIRED Delete 0 Freeze 0 In Process 0 Status APPROVAL POSTED Page 32 Approving Requisitions Overview This section presents information about approving online requisitions First there is a subsection which explains requirements for electronic approvals This part outlines the six different levels of approvals It shows the values their meanings and rules for usage Then an illustration of Screen 252 is shown with details rega
58. processing used for a line on a document Example If you place a T in the field nothing else can be entered on the line but text will be printed out on the purchase order An could be used for an internal message only and would not be printed on the purchase order Press F2 for Field Help and descriptions of valid codes Description required This field contains descriptive information about this line You must type text on this first line of the Description field You can continue entering text on the next eight 8 lines Text optional This is a free form field which contains eight lines Type here if more descriptive information is needed for your item There is NO text wrap Inventory Field Leave Blank This field is not used by the system at this time If you left the account information blank on Screen 220 2 you must enter the account information at the bottom of this screen for each line item PS900548 I Z0548 ENTER DATA TO MODIFY RECORD S 224 Document Line Add Modify Screen Vendor Code 1 Document R000016 Line 001 Invoice Commodity Current Pricing Y N N Trade Quantity Commodity Unit Price Discount UOM Extended Price UPO PL 5 00 50 0000 0 000 EA 250 00 Tax Code NO Extended Price Plus Tax 0 00 Description SOFTWARE LICENSES Text LICENSES FOR WORD Inventory ACCOUNT 2013603335 UserCode OVERRIDE BBA Y N N More Lines Y N Blank Account required If line item accounting is
59. r PS918971 I FZ971 ENTER DOCUMENT CODE 220 Header Add Modify Inquire PAGE 1 OF 2 Screen Vendor Code Document Invoice Commodity Document Date 00 00 00 Type Buyer Telephone Code Reference Start Date 00 00 00 End Date 00 00 00 Change Date 00 00 00 Change Number 00 Quote Reference Quote Date 00 00 00 Currency Freight Delivery Date 00 00 00 Route VEND ADDR Vendor Terms 0 000 0 0 Print Print Date 00 00 00 Deliver To Name Address Name Addr 1 Addr 2 Addr 3 Addr 4 City Zip Code Country Telephone Extension Text Document Amt 0 00 Delete 0 Freeze 0 In Process 1 Status Tab to the Vendor field type as much of the name as possible and press Enter This will take you to Screen 1A2 which has an alphabetized list of vendors whose name begins with the string of text you entered For example for Marcon amp Associates type Marcon amp As and press Enter Screen 1A2 the Vendor Name Search appears PS918578 R FZ578 NO MORE VENDORS W THAT KEY 1A2 VENDOR NAME SEARCH SCREEN VEND MARCON amp AS VCHR ACCT VENDOR NO amp ASSOCIATES 0000002020 amp ASSOCIATES HO000014480 Line Number Previous Screen 220 Search Key MARCON amp AS Page 1 of 1 Next Page PF7 Page BWD PF8 Page FWD The F8 page forward command is listed at the bottom of the screen Whenever the list is too long to fit on one screen use F8 to advance to the next screen of vendor names Your cursor will
60. rding usage of the screen The next part explains what occurs to the online requisition after the completion of Screen 252 Then the notepad screens are shown and the process for using them is explained Using the notepad screens plays an important part in managing delays in processing a requisition The final subsection contains information about resetting approval flags Page 33 Approving Requisitions Electronic Approval Requirements The requisition approval process was established in accordance with the University of Kentucky Approval Authority for Transaction Documents It cannot accommodate special internal departmental approvals There are six levels of approval 1 represents the highest or last approval required while 6 represents the minimum or first approval required l Purchasing Director Associate Purchasing Director 2 Buyer 3 Special Purchases 4 Chancellor Vice President 5 Dean Director AVC Community College President 6 Responsible Person The individuals identified above for the approval levels reflect the requirements specified in the University of Kentucky Approval Authority for Transaction Documents The sectors may delegate the approval authority to other individuals where appropriate The charts listed below contain definitions for the document types and the approvals required for each In the first chart a Y is used in the Priority column to indicate which approval level s is
61. section heading which marks several unlabeled fields On the picture below the spaces in the first field are indicated by ones those in the second with twos etc The sixth field has a different purpose is longer and is marked with letters This long field has four lines for freeform text and has no text wrap This field is for important notes These five fields are reserved for use by Purchasing only Text 111 222 333 444 This is an important note xxxxxxxxXxxx XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Each of the five fields on the first line is three characters in length Do NOT use these fields In the future Purchasing may use them The long text field on the next four lines can be used for important notes and special information about the requisition The notes on those lines will print on the purchase order If you want a note for viewing purposes only type an exclamation mark at the beginning of the line For example you could type the following as a reminder Manufacturer s specifications will be sent via fax NOTE If you are unable to locate the vendor in a search of the database type in the vendor name address etc here for Purchasing to use and add to the database Page 24 Completing the Body of the Screen cont d After completing all appropriate fields on Screen 220 Page 1 press Enter You should rec
62. sition and Purchase Order Inquiry Screens Overview This section presents various ways of search and reviewing online document information Screen 228 is a PO Line Inquiry screen This screen is a sum Purchase Order Screen 254 is the Active PR List Here you can search for active requisitions on the database using various selection criteria Screen 258 the PR FO Bid Response Line Inquiry Screen is discussed This screen also displays a summary of your requisition Screen 282 is the Active Document List This screen allows a user to search for documents based on various selection criteria Screen 284 is the Purchase Order Summary screen This screen will show a summary of Purchase Orders including the voucher number created di Page 41 Purchase Order Line Inquiry Screen 228 You can see the details of any purchase order by going to Screen 228 Type 228 at the Screen prompt and press Enter Screen 228 the PO Line Inquiry screen appears 228 PO Line Inquiry Screen Vendor Code 0 Document U980036 Line Invoice Commodity Trade Extended Line Quantity Commodity Unit Price Disc UOM 001 1 00 100 0000 0 000 EA 100 00 Disc Type Tax Code NO Extended Price Plus Tax 0 00 Reference R000038 Description DESK ACCESSARY SET MODEL 2333RT OAK FINISH Received Quantity 2 00 Received Flag F Invoice Quantity 1 00 Invoice Flag F Invoice Amount 002 2 00 19 9500 0 000 EA 39 90 Disc Type Tax Code NO Extended Price Plus
63. splitting dollar amounts PS900558 I Z0558 PAGE 2 COMPLETED PRESS ENTER TO CONTINUE 220 Header Add Modify Inquire Page 2 OF 2 MARCON amp ASSOCIATES Screen Vendor S0000002020 Code 1 Document R200007 Line Invoice Commodity Authorization ID 1 Authorization ID 2 Authorization Name CHRIS WARD Campus 00 Division 00 School 00 Department A0000 Account User Code Percent Dollar Amount 2005003020 AB PRINT 00 00 100 00 2006003020 TD PRINT 00 00 200 00 2001003333 00 0 00 0 0 0 In the example above the total amount of the requisition is 500 00 The system will charge the first account number 100 00 then the next account will be charged 200 00 then the remaining 200 00 100 of the balance remaining would be charged to the last account number Press Enter again to proceed to the next screen Page 27 Screen 224 Document Line Add Modify Screen PS900548 I Z0548 ENTER DATA TO MODIFY RECORD S 224 Document Line Add Modify Screen Vendor Code 1 Document R000016 Line 001 Invoice Commodity Current Pricing Y N N Trade Quantity Commodity Unit Price Discount UOM Extended Price UPO PL 5 00 50 0000 0 000 EA 250 00 Tax Code NO Extended Price Plus Tax 0 00 Description SOFTWARE LICENSES Text LICENSES FOR WORD Inventory ACCOUNT 2013603335 UserCode OVERRIDE BBA Y N N More Lines Y N Blank Current Pricing default N This will always remain at the default N This field woul
64. time Page 19 Completing the Action Line cont d Once you have completed the required fields on the Action Line press Enter You will see a message at the top of the screen that says DOCUMENT NUMBER WILL BE ASSIGNED AFTER DATA IS ENTERED PS900556 I Z0556 DOCUMENT NUMBER WILL BE ASSIGNED AFTER DATA IS ENTERED 220 Header Add Modify Inquire PAGE 1 OF 2 MARCON amp ASSOCIATES Screen Vendor S0000002020 Code 1 Document RO Line Invoice Commodity Document Date 04 09 98 Type SR Buyer Telephone Code Reference Start Date 00 00 00 End Date 00 00 00 Change Date 00 00 00 Change Number 00 Quote Reference Quote Date 00 00 00 Currency Freight Delivery Date 00 00 00 Route TENTATIVE VEND ADDR Vendor Terms 0 000 0 0 Print N Print Date 00 00 00 Deliver To Name Address Name Addr 1 Addr 2 Addr 3 Addr 4 City Zip Code Country Telephone Extension Text Document Amt Delete 0 Freeze 0 In Process 0 Status Page 20 Completing the Body of the Screen The body of the screen is everything below the Action Line In the body of the screen some fields are required others are optional or system generated 220 Header Add Modify Inquire PAGE 1 OF 2 MARCON amp ASSOCIATES Screen Vendor S0000002020 Code 1 Document RO Line Invoice Commodity Document Date 04 09 98 Type SR Buyer Telephone Code Reference Start Date 00 00 00 End Date 00 00 00 Change Date 00 00 00 Change Number 00 Q
65. tween the accounts by dollars and percentage or by percentage only The sum of all percentages listed must equal 100 The format for percentage is different than that used in HRS Here are examples of the percent format used in FRS Online Purchasing 80 isrepresentedas 80 00 20 isrepresentedas 20 00 50 isrepresentedas 50 00 Press F2 Field Help for additional details about these fields Below is a sample screen that shows one account charged for 80 and another account charged for 20 Page 26 Screen 220 Page 2 the Requisition Header cont d PS900558 I Z0558 PAGE 2 COMPLETED PRESS ENTER TO CONTINUE 220 Header Add Modify Inquire Page 2 OF 2 MARCON amp ASSOCIATES Screen Vendor S0000002020 Code 1 Document R200007 Line Invoice Commodity Authorization ID 1 Authorization ID 2 Authorization Name CHRIS WARD Campus 00 Division 00 School 00 Department A0000 Account User Code Percent Dollar Amount 2005003020 AB PRINT 20 00 0 00 2006003020 TD PRINT 00 00 After you type the percent or dollar amount press Enter If you receive an error message regarding the account or object code a message will appear at the top of the screen such as Invalid Account Number Access Denied etc The system will highlight the account number You must correct the error before the document can be completed This example shows how both dollar amounts and percentages MUST be used for various account numbers when
66. uote Reference Quote Date 00 00 00 Currency Freight Delivery Date 00 00 00 Route TENTATIVE VEND ADDR Vendor Terms 0 000 0 0 Print N Print Date 00 00 00 Deliver To Name Address Name Addr 1 Addr 2 Addr 3 Addr 4 City Zip Code Country Telephone Extension Text Document Amt Delete 0 Freeze 0 In Process 0 Status Document Date required This field is generated by the system and defaults to the current date If you create a requisition but do not complete it for several days you may want to change this to the current date Type required Two character field indicating a requisition type Press F2 to see a valid list of all document types The only valid requisition document types are SR Small Requisitions Purchases less than 10 000 Excluding Plant Fund purchases ledger 7 s and vehicles LR Large Requisitions Purchases greater than or equal to 10 000 Excluding computers Plant Fund purchases ledger 7 s and vehicles LC Large Computer Computer purchases 10 000 and above The VP for Information Systems must approve these purchases SP Plant Fund 7 ledgers other than Capital Projects LP All Capital Project Purchases 7 1XXXX amp 7 OXXXX Direct purchases by departments from Capital Construction Funds are not authorized DP Discretionary Purchases Purchases using discretionary funds Policy dated 11 1 97 CO Contract Orders A requisition to initiate the payment of items ordere
67. used you ll see Account field at the bottom of the screen If header accounting was used this field won t appear on Screen 224 In the first 10 spaces enter your account number and object code In the next 10 enter your user code More Lines Y N Blank required Type Y or N If you need to include additional line items to this requisition enter Y This will give you another blank 224 screen to enter additional items The Line Number field on the Action Line should now indicate Line 002 To enter another item follow the same steps listed above If you do not want to include additional items to the requisition enter N for no more lines Page 29 Screen 224 Document Line Add Modify Screen Cont d To continue with text for line item 1 you will need to use line item 2 as each line item screen only has the capacity for eight total lines of text When you have completed the text for a line item that requires more than eight lines of text it may be that line item 3 is actually the second item you are ordering PS900545 I Z0545 REQUEST PROCESSED SUCCESSFULLY 224 Document Line Add Modify MARCON amp ASSOCIATES Screen Vendor S0000002020 Code 1 Document R200007 Line 001 Invoice Commodity Current Pricing Y N N Trade Quantity Commodity Unit Price Discount UOM Extended Price UPO PL 10 00 25 0000 0 000 EA 250 00 Tax Code NO Extended Price Plus Tax 0 00 Description BUNSEN BURNERS Text THESE ARE THE ONES FOUND ON PAGE
68. utomatically indicates what level of approval is required for the completed requisition on Screen 252 and on Screen 220 1 Individuals with the appropriate levels of approval must use Screen 252 to approve the document In the sample screen above header accounting on Screen 220 2 was used therefore a summary of the document indicating item description cost and accounts to be charged are available When line item accounting is used the approver will see item descriptions on this screen but must go to Screen 224 to view individual account information If everything is satisfactory the individual approving should enter a Y for Yes in the field labeled Enter Y to Approve Document It is the only updateable field on this screen Your typing cursor will automatically be placed at this field when you reach this screen If for some reason the approver does not wish to approve the document he or she should not enter any information on this screen The approval status of a requisition may by viewed on Screen 220 at any time The level of approvals required and the levels posted are located in the lower right hand corner of the screen Page 36 Approvals Using Notepad Screen 22N revised 9 29 98 The LP Large Purchases on Capital Project Equipment funds 7 1XXXX amp 7 OXXXX require approval from Capital Project Management and General Accounting before processing The approval by Capital Project Management will be done
69. will add it to the database How to search for a vendor On the action context line of many FRS screens there is a vendor field labeled VEND or Vendor If you are on one of those screens for example Screen 220 you can type all or part of a vendor s name in that field and press Enter You will automatically be advanced to Screen 1A2 providing there are multiple vendor names for your entry If there is only one vendor for your entry you will remain on Screen 220 or the screen where you entered the information The system will replace your entry of the vendor name with the vendor s number If you advance to Screen 1A2 and choose the appropriate vendor enter the line number at the bottom of the screen and press Enter You will automatically be returned to the prior screen in this example Screen 220 It is possible to start directly on Screen 1A2 Just type 1A2 at the Screen prompt and press Enter Once you select a vendor from Screen 1A2 you will be returned to the previous screen Page 8 Selecting a Vendor Screen 1A2 Screen 1A2 shows an alphabetized list of vendors This screen will appear if you enter all or part of the vendor name in the Vendor field of any FRS screen If more than one listing for that string of text exists you will see multiple listings For the screen below LEX was typed in the VEND field and Enter was pressed 1A2 VENDOR NAME SEARCH SCREEN VEND LEX ACCT LN VENDOR NAME 1 2 3
70. wo Posture form Upholstered Swivel Chair 450 00 each 1 one plastic Casta rol exy Chair Mat 19 75 Use Cardinal Office Supplies as the suggested vendor University policy describes Capital Outlay Equipment object codes 5001 to 5999 as items having a useful life of more than one year with a unit cost exceeding 500 00 Charge these items to Department A0000 Account 2 00100 The object codes for these items are Capital Outlay Furniture for office or classroom 5111 Desk Minor Equipment 3333 Chairs and Office Supplies 3335 Chair Mat Delivery is to be made to you at the President s Office REQUISITION NUMBER Page 66 CASE 2 Enter an order for 1 000 gallons of liquid propane gas and have it shipped to you at the Stillings Dining Hall The UPO code will be As Invoiced The Dining Services account to be charged is 2 00200 3399 Your Department Number is A7600 NOTE When you use the UPO code for As Invoiced A the system will not allow you to use a Unit Price This is because As Invoiced means to pay whatever price is on the invoice REQUISITION NUMBER Page 67 CASE 3 Purchase paint from your hardware and paint supplier for the Stock Room Inventory account 2 00300 3399 Department A7400 and have it delivered to the Central Receiving Warehouse The paint will cost 77 70 for a six gallon carton order one carton of each of the following Create a separate line item for each

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