CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting

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1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting PO & Requisition Entry Learning Guide Copyright 2011 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction...1 PO Master... 2 PO > PO Entry... 2 Search Criteria... 3 Results Grid... 4 Copying a PO... 4 Adding Purchase Orders/Requisitions... 6 Shipping/Billing Tab... 8 Items Tab... 9 Accounts Tab Line Item Accounts Tab Audit Tab PO Entry Proof Print Requisition Forms Print PO Forms PO List PO by Account List Incomplete POs Approve Pos Auto Encumbrance Unencumbered Accounts Report Manually Encumber POs Receive POs Update Screens > Receive PO Receiving Info Tab Consumable Inventory Adjustment Receiving Report Items Received Report Items Ordered vs. Received Report Payment History Report PO Audit Purge PO Audit Purge POs PO Messages Copyright 2011 Central Susquehanna Intermediate Unit, USA

4 Requisitioners Units of Measure PO Directory Listing Revised: 05/26/ Central Susquehanna Intermediate Unit Page 3

5 INTRODUCTION This Step-by-Step Guide will cover how to complete Purchase Order and Requisition entry and to generate various purchase order reports using the POs menu in the Fund Accounting application. In this Step-by-Step instruction you will learn: The steps required to access and enter Shipping/Billing, Item, and Account information for Summary and Line Item Purchase Orders, How to print POs and Requisitions, How to generate various reports for Purchase Orders. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 1

6 PO MASTER The PO Master is designed to assist you in locating specific POs, viewing results, adding a new Purchase Order/Requisition, and/or copying an existing Purchase Order. When you select the POs > PO ENTRY menu item, only Purchase Orders or Requisitions entered by the logged in User are available. To enter a new Purchase Order/Requisition, click the Add PO button. To edit an existing Purchase Order/Requisition, first enter your Search Criteria, and then select the record from the Results Grid. Users with Security access to the ADMIN FUNCTIONS > PO MASTER ENTRY menu item can access ALL Purchase Orders/Requisitions. PO > PO Entry If you leave ALL the Search Criteria fields blank and click the Search button, ALL the PO records to which you have access will be listed in the Results Grid. Leave any field blank to disregard it as Search Criteria. Year: By default, the current fiscal year (specified on the FUND ACCOUNTING PARAMETERS/DEFAULTS tab) is entered. If necessary, select a different fiscal year from the drop-down list box; leave blank to search for POs entered in any fiscal year. User: By default, your login displays when you access the POs > PO ENTRY menu item. If you access the ADMIN FUNCTIONS > PO MASTER ENTRY search screen, select a user name to list in the Results Grid those purchase orders added by the user you select. Leave blank to include POs from ALL users. Building: Buildings which the specified User has Security access will be available as Search Criteria. Date Range: Enter a date range in which to search for purchase orders. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 2

7 PO # Range: Enter a beginning and ending PO number for the number range in which to search for purchase orders. REQ # Range: Enter a beginning and ending requisition number for the range in which to search. Requisitioner: Select a requisitioner to search for PO/Reqs for that particular requisitioner. Vendor: Select a vendor to search for PO/Reqs for that particular vendor. Approval Level: You can now search for PO/Reqs at a particular PO level of approval. Status: Select an option to search for PO/Reqs that are either 'Suspended' or 'Open'; leave blank to disregard as search criteria. Print Date: To search for Purchase Orders that were printed on a specific date, enter the date in MM/DD/YYYY format. Leave blank to disregard a Print Date as search criteria. Entry Complete: Select 'Yes' to search ONLY for PO/Reqs that have been marked as entry complete. Select 'No' to search ONLY for PO/Reqs that have NOT been marked as entry complete. Leave blank to disregard as search criteria. Search Criteria To locate Purchase Orders/Requisitions, enter data in the Search Criteria fields and click the Search button. The records that meet your criteria will be listed in the Results Grid. In the following example, we right-clicked in the Vendor field, selected the vendor from the Find screen, and then clicked the Search button. The number of records that met the Search Criteria was displayed in the Record Count field; a list of those records was provided on the Results Grid tab. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 3

8 Results Grid The Results Grid lists the records that meet your Search Criteria. Click on any of the column headings to sort the records based on that criterion. To view a Purchase Order or Requisition, double-click on its PO# or Req#; the PO ENTRY record displays in view mode. To edit a Purchase Order or Requisition, single-click on its PO# or Req# and then click the Edit button; the PO ENTRY record will display in edit mode. Copying a PO To copy a PO and all detail associated with it, single-click on its PO# or Req# and then click the Copy button; or right-click on its PO# or Req#. The screen illustrated below displays to confirm the Purchase Order number from which you want to copy; that record's Fiscal Year and PO Date are entered automatically. You can select a different Fiscal Year, which will default the PO Date to the first date in the selected fiscal year. If needed, you can enter a different PO Date. Click the Accept button to continue the copy process with the data as displayed; or click the Cancel button to return to the Results Grid. AFTER A PO HAS BEEN COPIED, YOU CAN EDIT THE NEW RECORD, AS NECESSARY. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 4

9 When the purchase order is complete, select the Entry Complete checkbox option, and Save the record. As the PO reaches the designated Encumber at level, the Auto Encumbrance will take place. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 5

10 Adding Purchase Orders/Requisitions When you click the Add PO button, the fiscal year and date will default to the current date. You can change the PO Date, if needed. To add a new PO/Req, click the Accept button. This screen displays in the Add mode. For clients who use our Consumables Inventory application, a new checkbox option is available to mark an entire Purchase Order/Requisition as Cons Inv. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 6

11 Complete the data entry fields and Save the record. You can click the Add button to enter additional PO or Requisition records. Year: (Display Only) (Displays the fiscal year that was selected on the Purchase Order FY screen. NOTE: You cannot add, edit, or delete a PO with a locked or archived fiscal year. Building: (Required) Select a building for which to add this purchase order. Depending on your Security permissions, the buildings you can select may be limited. PO#: (Key field) Key field changes are not enabled for POs created by the eschoolmall interface. A PO# cannot be changed on liquidated POs. Required if Auto-assign PO# is NOT selected in the YEAR ASSIGNMENTS directory. Enter a purchase order number, up to eight characters. Defaults to the Next PO# if the Auto-assign PO # checkbox option is selected (established on the YEAR ASSIGNMENTS/PURCHASING tab). Req#: (Required) Enter a requisition number, up to eight characters. Defaults to the Next REQ # if the Auto-assign REQ # checkbox option is selected (on the YEAR ASSIGNMENTS/Purchasing tab). Date: (Required) Enter the issue date of the purchase order. Default is the current date, change as necessary (MM/DD/YYYY format). Vendor: (Required) Enter a valid vendor code. If you do not know the code, right-click or TAB out of the (empty) field to display the Find window. If more than one remittance record exists on the VENDOR DIRECTORY/REMIT INFO tab, select a Remittance ID in the adjacent field. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 7

12 Cons Inv: Select this checkbox option to have the items you enter default as Consumables Inventory items. If you transfer a Purchase Order from Bidding and it is flagged in Bidding to be a Cons Inv bid this checkbox option will default as selected. Line Item PO: Select this checkbox option to alternate the PO style from the default style, which is established on the YEAR ASSIGNMENTS/Purchasing tab. Approval Level: (Display Only) Displays the current level of approval for the purchase order. Approved: (Display Only) Displays the date on which the PO was approved at level 1. Shipping/Billing Tab The Shipping/Billing tab is the first tab of the PO ENTRY screen. Only one shipping/billing record can exist for each purchase order; therefore, you should make any additions/changes to the information as it displays on the screen. Ship To: May be pre-filled if the location where the ordered items should be shipped is a central location and the district has chosen to use a default vendor. If you do not know the code, right-click or TAB out of the (empty) field to display the Find window. Invoice To: May be pre-filled if the district has chosen to use a default vendor. Right-click to look up is available here, as well. Otherwise, enter the vendor code and address where the bill should be sent. Attention: May be used to specify someone s name, title, and/or location and will print on the purchase order under the Ship To information. Ship Mode: If needed, you can enter up to 20 characters to provide specific shipping instructions that will print on the purchase order. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 8

13 Notes: If needed, you can enter up to 65 characters to give special instructions to the vendor fulfilling the order, or delivery instructions, or information for the person printing the purchase order, such as: confirmation order, attachments, etc. Instruction/Notes: If needed, you can enter up to 65 characters. This information will not appear on the purchase order. Requisitioner: Select the requisitioner s name as established in the REQUISITIONER directory. A requisitioner does not have to be a person it can be a building, department, or group. Print $ Amts: By default, the Print $ Amts checkbox option is selected (a check mark in the field). If the check mark is removed, the items will print, but prices (unit prices and extended totals) will not print. PO Print Date: This field contains a value when the purchase order has been printed. The PO Print Date information is listed in the PO ENTRY screen, but does not print on the purchase order. Items Tab The Items tab is the second tab of the PO ENTRY screen. You can add as many Item records as necessary to store all information relating to a specific purchase order. Click on the Add Item button (CTRL+A) to enter information in the Item screen. If the entire Purchase Order should not be marked as Cons Inv, but certain items should be marked as such, you can click the PO ENTRY/Item tab, click the Edit Item button, and select the Asset or Cons Inv checkbox option ONLY for the specific items, when appropriate. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 9

14 Revised: 05/26/ Central Susquehanna Intermediate Unit Page 10

15 Quantity: Enter the number of units associated with this item. Unit: From the drop-down list box, select the unit in which the items are sent (i.e. box, bag, case). The Unit Price will be used to calculate the Total Price. Item: Enter a unique code to identify this item, up to six characters (established in the CSIU Bidding or Consumables Inventory ITEM DIRECTORY). MSG: Select a message code to display the full message on the purchase order (established in the PO MESSAGES directory). The message will automatically populate the Description field. Description: Enter a description of the item to be ordered (displays on the purchase order). If using an item number from Consumables Inventory, this Description field is populated automatically based on the Item s description and additional description in the Consumables Inventory Item directory. Unit Price: Enter the price per unit, up to eight whole digits and three decimal places. Total: Displays the total cost for this item (Quantity multiplied by the Unit Price). Asset: Select this checkbox option to identify this item as an asset for Assets Inventory purposes. Cons Inv: Select this checkbox option to identify this item as Consumables Inventory. After you have completed item information entry, click the Accept button (ALT+A) to add the record to the Items grid. Add more item records as needed to complete the purchase order. You may add as may items as needed to complete the purchase order. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 11

16 When adding a message to the purchase order, such as Shipping and Handling, you do not need to enter a Quantity. Simply select your MSG code from the drop-down list box, and then TAB out of the field. The message will populate the Description field in the grid. If adding a cost, you can enter the amount in the Unit Price field and the Total will display in the grid. Accounts Tab The Accounts tab is the third tab of the PO ENTRY screen. You can add as many account records as necessary to store all information related to a specific purchase order or item (if using a line item PO). Revised: 05/26/ Central Susquehanna Intermediate Unit Page 12

17 Click the Add Account Code button (CTRL+A) to enter account information for the PO. The Account Codes screen displays. Account: Enter the account code, cross reference number, or proration table. If you don't know the account code, right-click in the field to display the Find window. Type P- and right-click to open a Find window with a list of the proration tables. Proration Table: Displays the proration table ID, if available. Cross Ref: Displays the cross reference number of the account code, if available. Amount: By default, the amount of the entire PO displays in the Amount field. If you need to encumber amounts to more than one account, adjust the amount for the first account code, enter a description (if a specific description is needed other than the default account description), and click Accept. Click the Add Acct. Code button again and enter the amount until the total item amount is equal to the total account amount. Encumb: Displays 'Y' (yes) when PO is encumbered and 'N' (no) when PO is not encumbered. Default is 'N'. Batch: Displays the batch number of the encumbrance transactions when the purchase order is encumbered. Description: Enter a description of the account code. A description will automatically display in this field when an account code is selected if YEAR ASSIGNMENT defaults were selected. After you have completed the account code information entry, click the Accept button (ALT+A) to add the record to the accounts grid. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 13

18 Line Item Accounts Tab If you are entering a line item purchase order, you need to select the Line Item PO checkbox option and complete the information on the Line Item Accounts tab. The Shipping/Billing tab and the Items tab are the same as when completing a summary PO; the difference is in the Line Item Accounts tab. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 14

19 Click the Add Acct. Code button (CTRL+A) to enter account information for the Sequence. When completing account information for a Line Item Purchase Order, enter an account for each item that is entered. For example, if three items are on the PO, three account code entries are needed. The account codes may be the same for all three items or can be three different accounts. The account code distribution must equal the price of the item. This feature might be useful if your district uses the CSIU Assets Inventory application and you want to enter detailed line item purchase orders for purchases that will be transferred to Assets Inventory. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 15

20 Upon saving the PO, the Entry Complete checkbox will default to selected (includes a checkmark) if that option is chosen in the YEAR ASSIGNMENTS DIRECTORY. Otherwise, to indicate when information is complete, select the ENTRY COMPLETE checkbox, to allow the PO to move through the approval process and become a printable purchase order. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 16

21 Audit Tab Click the Audit tab to review PO Audit Log entries that are created when the APPROVE POs process is performed, when the PO Entry screen is used to add/delete a PO or change PO information, or when the VENDOR MERGE process updates the vendor code. Notice the action taken is displayed in the Action field. You can click on the printer icon to generate the Purchase Order Audit Log report, which lists the information in the PO AUDIT LOG. When you print the Purchase Order Audit Log, a report similar to the following displays for your review: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 17

22 PO Entry Proof Generate a listing of purchase order information Year Code: (Required) Select a fiscal year for which to generate the report. User: Enter a login ID to include on the report, only purchase orders created by a specific user. Leave blank to include purchase orders created by ALL users. Batch #: Enter a batch number or leave blank for ALL batch numbers. Buildings: Select a building or multiple buildings for which to generate the report. Leave blank to include ALL buildings. Buildings are restricted by the user access established in Security. Date Range: Enter a beginning and ending date to include POs within that range in the report. PO: Enter a beginning and ending purchase order number to include POs within that range in the report. PO Status: (Required) Select an appropriate PO status (ALL, Open, or Suspended) to include in the report. Sort Criteria: Select an appropriate sequence option to determine the sort order of the report. LINE ITEM POs: Print Account Information under the line item: Select this checkbox option to generate the report with the account information printing under the line item or leave blank to include all accounts at the end of the purchase order. Incomplete POs Only: Select this checkbox option to generate the report with ONLY incomplete purchase orders. Click the Run Now button to generate the following report: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 18

23 Print Requisition Forms Use the PRINT REQUISITION FORMS menu item to verify and review data before printing purchase order forms or to distribute for manual approval signatures. This report includes approved and unapproved requisitions/purchase orders. Year Code: (Required) Select a fiscal year for which to generate the report. Buildings: Select a building or multiple buildings for which to generate the report. Leave blank to include ALL buildings. Buildings are restricted by the user access established in Security. User: Enter a login ID to include on the report only purchase orders created by a specific user. Leave blank to include purchase orders created by ALL users. Batch #: Enter a batch number or leave blank for ALL batch numbers. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 19

24 Date Range: Enter a beginning and ending date to include POs within that range in the report. REQ#: Enter a beginning and ending requisition number to include requisitions within that range in the report. Query POs: Click this button to search for POs using the Query Maker function. Print Vendor Phone and Fax numbers: Select this checkbox option to display the vendor's phone number and fax number (established on the Vendor Directory/Order Info tab) on the requisition form. Sort Criteria: Select an option by which to sort the report. When you click the Run Now button, the following requisition will display: On the sample Requisition (shown below), notice the watermark stating THIS IN NOT A PURCHASE ORDER which prints automatically to indicate that it is a requisition form only. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 20

25 Print PO Forms Generate purchase orders that have been entered on the PO ENTRY screen that are approved at Level 1. If the YEAR ASSIGNMENT DIRECTORY has the PO Print Control option selected, previously printed POs will not be printed even though they meet the Run Options criteria. This feature ensures that you do not duplicate a PO. Year Code: (Required) Select a fiscal year for which to generate the report. Buildings: Select a building or multiple buildings for which to generate the report. Leave blank to include ALL buildings. Buildings are restricted by the user access established in Security. User: Enter a login ID to include on the report only purchase orders created by a specific user. Leave blank to include purchase orders created by ALL users. Batch #: Enter a batch number or leave blank for ALL batch numbers. Date Range: Enter a beginning and ending date to include POs within that range in the report. PO: Enter a beginning and ending purchase order number to include POs within that range in the report. Query POs: Click this button to search for POs using the Query Maker function. Print Vendor Phone and Fax numbers: Select this checkbox option to display the vendor's phone number and fax number (established on the Vendor Directory/Order Info tab) on the requisition form. Sort Criteria: Select an option by which to sort the report. Mailing Labels: Select an option to print mailing labels immediately after the purchase orders print. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 21

26 Output Options Tab Choose the form your report will take: printed copy or on-screen preview. PO Selection Tab This tab provides the options to Invert Selection or Unselect All POs to be printed. Or, you can select individual POs within the specified PO Range that you want to print. Click the Run Now button to generate the Purchase Orders: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 22

27 After the Purchase Orders have been printed, the following question will display. If everything printed correctly, click Yes to fill in the PO Print Date on the PO ENTRY screen. If needed, you can click No to retain the ability to print the PO again. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 23

28 PO List Generate a list of purchase orders that have open encumbrances. Year Code: (Required) Select a fiscal year for which to generate the report. User: Enter a login ID to include on the report only purchase orders created by a specific user. Leave blank to include purchase orders created by ALL users. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 24

29 Buildings: Select a building or multiple buildings for which to generate the report. Leave blank to include ALL buildings. Date Range: Enter a beginning and ending date to include POs within that range in the report. Requisitioner: Select a requisitioner to include in the report. Leave blank for ALL requisitioners. Vendor: Enter a valid vendor code (as established in the VENDOR DIRECTORY). If you do not know the code, right-click in the field to open the Find dialog box. PO Status: Select an appropriate PO status (ALL, Open, or Suspended) to include in the report. Summarize the account information: Select this checkbox option to display purchase order total without detail account information. Include POs Without Open Encumbrances: Select this checkbox option to include in the report Purchase Orders/Requisitions with no open encumbrance. Assets: (Required) Select the appropriate option to generate the report: Include Purchase Orders/Requisitions marked as assets, Ignore Purchase Orders/Requisitions marked as assets, or display Only Purchase Orders/Requisitions marked as assets on the report. Consumables: (Required) Select the appropriate option to generate the report: Include Purchase Orders/Requisitions marked as consumables, Ignore them, or display Only them on the report. Sort Criteria: Select a sort option to determine the sequence order of the report. When you select Run Now the following report will be generated: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 25

30 PO by Account List Generate a list of purchase orders that have outstanding encumbrances, sorted by account codes. Year Code: (Required) Select a fiscal year for which to generate the report. User: Enter a login ID to include on the report only purchase orders created by a specific user. Leave blank to include purchase orders created by ALL users. Buildings: Select a building or multiple buildings for which to generate the report. Leave blank to include ALL buildings. Date Range: Enter a beginning and ending date to include POs within that range in the report. Requisitioner: Select a requisitioner to include in the report. Leave blank for ALL requisitioners. Fund: Select a fund or multiple funds for which to generate the report. Leave blank for ALL funds. Function: Select a function or multiple functions for which to generate the report. Leave blank for ALL functions. Object: Select an object or multiple objects for which to generate the report. Leave blank for ALL objects. Fund Source: Select a fund source or multiple fund sources for which to generate the report. Leave blank for ALL fund sources. Incomplete POs: Select to Include, Ignore, or to Only generate incomplete purchase orders on the report. If a purchase order on the report is incomplete, an asterisk will display to the right of the purchase order number. Assets: (Required) Select the appropriate option to generate the report: Include Purchase Orders/Requisitions marked as assets, Ignore Purchase Orders/Requisitions marked as assets, or display Only Purchase Orders/Requisitions marked as assets on the report. Consumables: (Required) Select the appropriate option to generate the report: Include Purchase Orders/Requisitions marked as consumables, Ignore them, or display Only them on the report. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 26

31 When you select Run Now the following report will display: Incomplete POs The INCOMPLETE POs menu item allows you to update the Entry Complete checkbox option (available on the PO ENTRY/SHIPPING AND BILLING tab) for multiple purchase orders. Year Code: Select a fiscal year for which to complete purchase orders. Leave blank to complete purchase orders for all fiscal years. Buildings: Select a building for which to complete purchase orders. Leave blank to complete purchase orders for all buildings. Include Suspended Pos due to: Out of balance: Select this checkbox option to complete out-of-balance purchase orders. Overdrawn Account Code: Select this checkbox option to complete overdrawn purchase orders. When you click the Accept button, the following screen will display: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 27

32 Compl: Select this checkbox option to indicate that data entry is complete for the corresponding purchase order in the grid and (if applicable) that it is ready to be encumbered. Select All: Click this button to select ALL of the Complete checkbox options. To deselect the checkboxes, click the Cancel button. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 28

33 APPROVE POS Auto Encumbrance If your district Auto Encumbers POs, the POs/Requisitions will be encumbered when they have reached the PO level of approval specified on the DIRECTORIES > YEAR ASSIGNMENTS/PURCHASING- ENTRY tab. If a Purchase Order/Requisition is added and remains below the PO level of approval specified in the Encumber at level field, no encumbrance transaction will be created. The encumbrance transaction is created ONLY WHEN the Entry Complete checkbox has been selected AND the PO level of approval has reached the level specified in the Encumber at level field. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 29

34 The Requisition show below has reached an Approval Level of '4', Entry Complete has been selected, and the Requisition has been saved. Notice that the Encumbrance is 'N', non-encumbered. When the Approval Level reaches the specified Encumber at level, this PO/Req will be encumbered. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 30

35 Notice that the approver is logged in with an Approval Level '1'. Because we have set up the YEAR ASSIGNMENTS DIRECTORY to Encumber at Level '2', when he/she clicks the Approve button, the PO will be encumbered, automatically. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 31

36 This process includes identifying purchase orders that are awaiting approval, approving purchase orders entered, and approving by those with a lower approval level. Also, you can reevaluate suspended purchase orders to determine if the reason of the suspension has been resolved and the PO can be approved. If you would like to view the PO prior to approval, you can double-click on the PO# and the PO ENTRY form will display. Year: Select a fiscal year for which to approve purchase orders. Building: Select a building for which to approve purchase orders. Leave blank to include ALL buildings. The Building drop-down list box includes only the buildings to which you have Security access. Date: Enter a date for purchase order approval. Re-evaluate Suspended POs: Select this checkbox option to display suspended purchase orders that are overdrawn and/or out of balance in the grid and determine if they should be active. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 32

37 When you check the PO# you wish to re-evaluate and click the Save button, the following messages could display: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 33

38 Show current + Lower Levels of approval: Select this checkbox option to display any purchase order with a lower level of approval than your own. This feature is helpful if, in the absence of another approver, you needed to approve a PO that is more than one level below your own approval level. When you select the PO # you wish to approve to its new level, the following message will display: Preview: Click this button to generate an on-screen copy of the selected purchase order or all of the purchase orders in the grid. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 34

39 Unencumbered Accounts Report The UNENCUMBERED ACCOUNT REPORT allows you to generate a list of unencumbered account codes for all purchase orders and/or account codes or to indicate specific purchase orders and/or account codes. Year: (Required) Select the fiscal year for which to generate in the report. Check to Activate the PO Start and End Date fields: Select this checkbox option to enable the PO Start and PO End Date. Enter a date range for which to include unencumbered purchase orders on the report. Default is the first and last days of the specified fiscal year. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 35

40 All Account Codes: By default, this checkbox option is selected to indicate that all account codes will be included in the report. Remove the checkmark to enable the ACCOUNTS tab on which you can select up to 10 specific account codes. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 36

41 All Purchase Orders: By default, this checkbox option is selected to indicate that all purchase orders will be included in the report. Remove the checkmark to enable the POs tab on which you can select up to 24 specific purchase orders. Incomplete POs: Select an option to Include, Ignore, or include ONLY incomplete purchase orders on the report. Sort Criteria: Select the sort option to determine the sequence order of the report. Totals: Select the appropriate checkbox option to calculate and include its associated totals on the report (account code and/or purchase order). Click the Run Now button to generate the following report. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 37

42 Manually Encumber POs Year Code: (Required) Select a fiscal year for which to manually encumber purchase orders. Encumbrance Date: (Required) Enter a date for which to create encumbrances. Batch #: Select an existing batch created on the specified encumbrance date in which to encumber purchase orders (leave blank to assign a new batch number). To save the encumbrance in a new batch, click the Accept button while the Batch # field is empty (a message warns you that a batch number is required). Click OK and Accept again to assign a new batch number. A message displays the newly assigned batch number. Click OK. Click the Accept button. The MANUALLY ENCUMBER PURCHASE ORDERS screen displays: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 38

43 Find: Click this button to locate a specific purchase order. Query: Click this button to query purchase orders based on PO fields. Encumber this PO: Click this button to encumber the displayed purchase order. Encumber all selected POs: Click this button to encumber all selected purchase orders. NOTE: All purchase orders created through the CSIU Bidding application will require manual encumbering. RECEIVE POS Update Screens > Receive PO Use this menu item when you record purchase order items that have been received, review purchase order items that have been ordered but not yet received, and cancel purchase order items that have not yet been received. For purchase order items that are assets, automatically create a RECEIVING MODULE WORKSHEET record in CSIU s Assets Inventory application. For purchase order items that are not assets but do have an item number, automatically create an AUTOMATIC RECEIPT record in the Consumables Inventory application. Select the appropriate Fiscal Year and click the Accept button to display the following screen: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 39

44 You can use the scroll bar at the bottom of the screen to display more information. Year Code: The year code (established in the YEAR ASSIGNMENTS DIRECTORY) displays in this field, indicating the fiscal year in which the purchase order was created. You cannot receive items from a PO with a locked or archived fiscal year. PO#: The purchase order number displays in this field. Vendor: The vendor code for this purchase order displays in this field. The Vendor name displays automatically. PO Date: The date of the purchase order displays in this field. Building: The building specified on the Purchase Order displays in this field. Received Date: (Required) By default, the current date displays. Change as necessary to indicate the date items were received. This will serve as the transaction date for when items were received in Consumables. This date is used as a default in the Service Date field on RECEIVING MODULE WORKSHEET records (established in the Assets Inventory application). Receive All Items: Select this checkbox option to receive the entire Purchase Order (automatically receives all items); otherwise, in the Recv Qty field, enter the number of items you received. Cancel All Items: Select this checkbox option to cancel all open quantities for all items on the currently displayed PURCHASE ORDER RECEIPTS record. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 40

45 Notes: Enter any notes that apply to the entire PURCHASE ORDER. Entire PO Received / Canceled: (Display only) The date the entire PURCHASE ORDER was received or canceled, if Receive All Items or Cancel All Items checkbox options were selected. View Received/Canceled POs: Select this checkbox option to display in the grid ALL POs; deselect this option to display ONLY those POs with open quantities. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 41

46 Receiving Info Tab Item: The item code used to identify the item ordered displays in this field (established in the Consumables Inventory ITEM DIRECTORY). Dist Unit: The delivery units of measure (used for distribution) displays in this field. Description: This field displays a description of the item that appears on the purchase order. Order Qty: The total number of item units that were ordered displays in this field. Open Qty: The number of units remaining to be received displays in this field. CnInv: Select this checkbox if this item is a Consumable Inventory Item and, after it is received, it will display on the Consumable Inventory Adjustments tab. Recv Qty: Enter the number of items received. When a record is saved, the Open Qty is recalculated and displayed based on the Recv Qty you specify. Cancel Qty: Enter an open quantity of items that you want to cancel. When a record is saved, the Open Qty is recalculated and displayed based on the Cancel Qty you specify. The Cancel Qty field is then reset to Open Inv Qty: Calculated numeric display indicating the number of inventory units remaining to be received (open inventory divided by the entry in the Inv/Deliv Units field). Bldg: The building in which the inventory item will be stored (established in the BUILDING DIRECTORY) displays in this field. Change if necessary. For building lookup, you may right-click and select a building from the list. The drop-down list box displays ONLY those buildings with a valid Delivery Day AND for which you have Security access. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 42

47 Location: The physical location within the displayed building where the item will be stored (established in the Consumables Inventory LOCATION DIRECTORY). By default, the last known receipt location is displayed for subsequent receipts of the same item; change if necessary. For location lookup, you may right-click and select a location associated with the specified Building. The Bldg will match the building used to create the purchase order. The location should be updated to the physical location within the building where the item will be placed. If location needs to be changed, use the right-click feature to look up available locations. Inv/Deliv Units: Indicates the number of inventory units in each delivery unit. You may modify the entry in this field, as needed, to correctly represent the conversion of delivery to inventory units; a warning message displays to alert you if you override the entry automatically displayed (as established in the Bidding or Consumables Inventory ITEM DIRECTORY/DETAIL record). Item Receiving Note: Displays any notes that pertain to the item. Unit Price: Displays the item s unit price. Open Amt: Displays the item's open amount. When you receive your inventory, a Consumables Inventory batch will be established. When items are received using the RECEIVE POs option, Inventory Transactions (Type I ) will be created in a batch for the receipts. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 43

48 Consumable Inventory Adjustment If you needed to change the Unit Price when receiving a Purchase Order, you can update the amounts on this tab. After you record received inventory, the Current Price and On Hand amount will automatically update in the ITEM DIRECTORY. The Last Vendor will also be updated in the ITEM DIRECTORY with the vendor associated with the received PO. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 44

49 Receiving Report The RECEIVING REPORT menu item allows you to generate a report that lists items recorded as received as entered on the RECEIVE s POs screen. Year Code: (Required) Select the fiscal year for which to include purchase orders on the report. Default is the current year. Buildings: Select a building or multiple buildings for which to generate the report. Leave blank for all buildings. Date Range: (Required) Enter a beginning and ending date to include POs within that range in the report. Default for both the beginning and ending dates is today s date. PO: Enter the beginning and ending purchase order numbers for the range to include in the report. Leave blank for all purchase orders. Include All Items on the Purchase Order: Select this checkbox option to include all items from the purchase order on the report, not just the items received. Print Receiving Notes: Select this checkbox option to include purchase order and item receiving notes on the report. Sort Criteria: Select an appropriate sequence for the report. When you click the Run Now button, the following report is generated: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 45

50 Items Received Report The ITEMS RECEIVED REPORT menu item allows you to generate a report for items recorded as received on the RECEIVE POs screen. Date Range: (Required) Enter a beginning and ending date to include POs within that range in the report. Sort Criteria: Select an appropriate sequence for the report. When you click the Run Now button, the following report is generated: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 46

51 Items Ordered vs. Received Report The ITEMS ORDERED VS. RECEIVED REPORT menu item allows you to generate a report for orders with outstanding quantities as entered on the RECEIVE POs screen. Search Criteria: (Required) Select PO Number to search for purchase orders by number OR select PO Date to search for purchase orders by date. PO Number Range: Required and enabled if the Search by: PO Number option is selected. Enter the beginning and ending PO numbers for which to generate the report. PO Date Range: Required and enabled if the Search by: PO Date option is selected. Enter the beginning and ending PO date to include POs within that range in the report. Print Receiving Notes: Select this checkbox option to include the receiving notes on the report. When you click the Run Now button, the following report is generated: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 47

52 Payment History Report The PAYMENT HISTORY REPORT menu item allows you to generate a report that lists a history of payments for purchase orders based on your selection criteria. The report lists receiving and payment information. Year Code: Select a year code for which to generate the report. User: Enter a login ID to include on the report only purchase orders created by a specific user. Leave blank to include purchase orders created by ALL users. Building: Select a building or multiple buildings for which to generate the report. Leave blank to include ALL buildings. Date Range: (Required) Enter a beginning and ending date to include POs within that range in the report. Default is the beginning and ending of the fiscal year. Requisitioner: Select a requisitioner code for which to generate the report. Leave blank to include all requisitioners. When you select a code, the name of the requisitioner automatically displays in the adjacent field. Vendor: Enter the vendor code for this transaction. If you do not know the code, right-click in the field to display the Find Window. When you select a code, the vendor name automatically displays in the adjacent field. PO: Enter the beginning and ending PO numbers for which to generate the report. Leave blank for all purchase orders. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 48

53 List of POs: Select this checkbox option to activate the Purchase Orders tab. PO Status: Select the All option to generate the report for all purchase orders, select the Open option to generate the report for open purchase orders, or select the Suspended option to generate the report for suspended purchase orders. Asset purchases only: Select this checkbox option to generate the report for asset purchases. Print Receiving Notes: Select this checkbox option to display receiving notes on the report Sort Criteria: Select a sort order for the report. When you click the Run Now button, the following report is generated: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 49

54 PO Audit Generate a report of PO audit log entries. Year Code: (Required) Select a fiscal year for which to generate the report. User: Enter a user login ID to include on the report only purchase orders created by a specific user. Leave blank to include purchase orders approved by ALL users. Datetime stamp Range: Enter a beginning and ending date for purchase orders approvals to include in the report. PO: Enter a beginning and ending purchase order number for the range to include in the report. Buildings: Select a PO building or multiple PO buildings for which to generate the report. Leave blank to include ALL PO buildings. Sort Criteria: Choose which way you would like the report to be sorted. PO SELECTION TAB: Use this tab to select which POs you would like to display on the audit log. This tab provides the options to Invert Selection or Unselect All POs to be printed. Or, you can select individual POs within the specified PO Range that you want to display on the audit log. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 50

55 When you click the Run Now button, the following report is generated: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 51

56 Purge PO Audit Purge purchase order audit log entries that you can view on the PO Entry/Audit tab. An Excel file is created prior to the purge. Year Code: (Required) Enter/select a fiscal year code to purge PO approval audit log entries for a fiscal year. ALL PO approval audit log entries from the specified year will be DELETED. Cutoff Date: Enter a date for which to purge PO approval audit log entries up to the date. Leave blank to ignore date/time stamp. ALL PO approval audit log entries prior to and including the specified date will be DELETED. Excel File: In the available field, identify the path and name of the file to be saved (click the ellipsis button to browse for a location in which to save the output file). When you click the Run Now button, the following report is generated: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 52

57 Purge POs Purge purchase orders by year code, cutoff date, or PO number range. Purge Options: Report only, no purge -Select this report option to generate a report of the purchase orders that match the Run Options criteria. Use the report to verify that the correct purchase orders will be deleted when this process is performed. Report and Purge -Select this report option to permanently DELETE the purchase orders that meet the Run Options criteria; the report is also generated. Year Code: Select the fiscal year code option to purge purchase orders for a fiscal year. Cut off Date: Select the Cut-off Date option to purge purchase orders up to a specified date. PO# Range: Select the PO# Range option to purge purchase order by PO number range. Liquidate POs selected for the purge process: Select this checkbox option to liquidate outstanding encumbrances before purging purchase orders. If this option is left blank, POs with outstanding encumbrances will NOT be purged. When you click the Run Now button, the following report is generated: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 53

58 PO Messages Define standard messages to display on purchase orders. To add a record, click the Add button and complete the data entry fields. Message Code: (Required) Enter a user-defined code to identify the message, up to four characters. Description: (Required) Enter a description of the message code in this unlimited text field. Requisitioners Maintain requisitioner codes and names. To add a record, click the Add button and complete the data entry fields. Requistioner: (Required) Enter a code for this requisitioner, up to 4 characters. Name: (Required) Enter the full name of the requisitioner identified by this code, up to 25 characters. Revised: 05/26/ Central Susquehanna Intermediate Unit Page 54

59 Units of Measure Maintain a directory of Unit of Measure codes and descriptions. To add a record, click the Add button and complete the data entry fields. Unit Code: (Required) Enter the code for Unit of Measure, up to six characters. Description: (Required) Enter a description of the code, up to 12 characters. Use this field to identify the unit of measure more completely or to clarify the meaning of a unit code. PO Directory Listing To get a printed copy of an entire directory. Example of the directory listing: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 55

60 Example of the Requisitioner Listing Report: Example of the Unit of Measure Listing Report: Revised: 05/26/ Central Susquehanna Intermediate Unit Page 56

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