Order Processing User Manual

Transcription

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2 RIO GRANDE CITY CISD Order Processing User Manual Business Office Fort Ringgold Rio Grande City, TX Phone Fax

3 Table of Contents Creating Requisitions 1 Viewing Approval Status 18 Approving Requisitions 21 Disapproving Requisitions 24 i

4 Order Processing Order entry processing is used to create and perform the necessary accounting, allowing your campus/department to accurately manage, maintain, and track expenditures associated with order processing. Creating Requisitions U se the Requisition Entry/Approval function to create Requisitions and implement the requisition approval process. To create a Requisition: 1. On the alio Main Menu, double-click FAS to expand the FAS menu options. 1 1

5 2. On the FAS menu, double-click Order Processing to expand the Order Processing menu options Double-click the Requisition/Entry Approval option. The Requisition Entry/Approval window appears with the Order Header tab selected. 3 2

6 4. If necessary, click the New button to display the window in Entry mode Click the Requisition # button to assign a unique system-generated requisition number. This is a required field. 5 Note: The Account Year field defaults to the year that your system is currently running and should not be modified. 3

7 6. In the Order Header tab, enter the following data to create the Requisition Vendor Click the List of Values button to select the vendor from whom you are requisitioning the items, or type the vendor number. The vendor s mailing address displays

8 6.2. Locations Click the List of Values button to select the Order location, which is the location of the department initiating the order Requestor Type the name of the person requesting the order. You can enter up to 14 alphanumeric characters

9 6.4. Phone Type the phone number of the requestor s order location. 6.4 Tip: Type the phone number without a dash or parentheses, and then press TAB. The number is formatted in (999) format. Tip: Enter the freight cost without commas or decimals and then press TAB. The freight cost is formatted with commas (if applicable), a decimal, and 2 places after the decimal. For example, if 1150 is typed, the entry changes automatically to 1, Enter the freight percentage without a decimal point and then press TAB. The freight percent displays in format. For example, to enter a 5 percent freight charge, type 5 and it displays as If the freight charge is not a whole number (5.5%), type the decimal point Freight Cost Type the freight cost, if applicable. You can enter up to 10 numeric digits, OR Freight % If the vendor calculates the freight using a percentage of the order amount, type that percentage. 6

10 6.6. Discount % If the vendor offers a discount to your organization, type the discount percentage. You can enter up to 7 numeric digits. Tip: Enter the discount percentage without a decimal point and then press TAB. The discount percent displays in format. For example, to enter a 10 percent discount, type 10 and it displays as If the discount is not a whole number (10.5%), type the decimal point Date Needed Type the date by which your organization must receive this order (if applicable). 6.7 Tip: If you enter the date without dashes (mmddyyyy), the date is formatted automatically in mm-dd-yyyy format when you exit the field. You can also double-click the date field to choose a date from the Calendar window. 7

11 6.8. Internal Type any internal instructions you want to display in the Purchase Order Payment window. These are internal instructions only and cannot be viewed by the vendor. You can edit the internal instructions directly on the window or you can click the Edit button to open an editor box PO Type any instructions you want to display on the top of the purchase order. The vendor can view these instructions. You can enter up to 72 alphanumeric characters, AND/OR Header Type any unique instructions you want to display in the purchase order header, AND/OR Footer Type any unique instructions you want to display in the purchase order footer

12 7. Click the Items tab or press the Enter key twice to add items to the requisition. You can also click the Save button to save the requisition header details. The Owner field defaults to the user ID of the person entering the Requisition Click the first blank line. An Item number is generated automatically for that line. 8 Note: A sequential item number is generated automatically each time a line item is added to the requisition. 9

13 9. Enter or change these fields: 9.1. In the Catalog field, type the catalog number for the item you are purchasing, if applicable. Press TAB Description Type a description for the item you are purchasing. You can edit the description directly on the window or you can click the Edit button to open an editor box

14 9.3. Quantity Type the quantity of the item that you want to purchase. You can enter up to seven numeric digits. Press TAB. 9.3 Note: When the freight cost is entered on the Order Header, line item number 9999 is automatically added to the order and the quantity defaults to zero (0) Unit Cost Type the unit cost for this item. Press TAB. The Extended Cost (Quantity x Unit Cost) and Final Cost (Extended Cost + Freight - Discount) are calculated for this line item. The Item Total displayed at the top of the window is also calculated

15 9.5. UOM Click the List of Values button to select the unit of measure (UOM) for this item or type the UOM. The unit of measure is for informational purposes only. Examples of units of measure include a box, carton, each, and piece Freight Cost Type or change the freight cost for this item. Leave this field blank to calculate the freight cost using the freight percent or if no freight cost is needed for this requisition. Press TAB. The Freight Cost is added automatically to the Final Cost of this line item

16 9.7. Freight Percent If the freight percent is entered on the Order Header tab, that percentage will display but can be changed. Leave this field blank if you entered a freight cost or if no freight cost is needed for this Requisition. Press TAB to calculate the Freight Cost associated with this line item, and to add the freight cost to the Final Cost of the line item Discount Amt Type or change the discount amount for this item. Leave this field blank to calculate the discount amount using the discount percent or if no discount is needed for this Requisition. The Discount Amount is subtracted automatically from the Final Cost of the line item

17 9.9. Discount Percent If the discount percent is entered on the Order Header tab, that percentage will display but can be changed. Leave this field blank if you entered a discount amount or if no discount is needed for this requisition. Press TAB to calculate the Discount Amt associated with this line item, and to subtract the discount amount from the Final Cost of the line item When all lines are added to the Requisition, click the Accounts tab or press the Enter key twice to allocate costs to accounts. You can also click the Save button to save the line items on the Requisition

18 11. Enter the following fields to distribute the line item costs: From To Line Type the first and last item numbers to distribute the cost of those line items to the selected internal account. The From field defaults to 1 but can be changed. The To Line can default to 1 or 9999 depending on the Organization Master/Encumbrance profile setting. The Range Total and Unallocated amounts are calculated for the selected line items Account Number Click the List of Values button to select the account number to which you want to distribute the cost of the selected line items or type the account number. Note: Account Description is a description of the account number that displays and cannot be changed

19 11.3. Amount Type the amount you want to distribute to the selected account. Leave this field blank to calculate the amount using a percentage of the final cost of the requisition. Press TAB. The Calculated Amt, Range Total and Range Allocated amounts are calculated. The Amount will automatically populate depending on the Organization Master/Encumbrance profile setting. Tip: Enter the amount without a decimal point and then press TAB. The amount displays in 999,999, format. For example, if you enter 1250 as the amount, it displays as 1, Percent Type the percentage of the unallocated amount you want to distribute to the selected account. Leave this field blank if you entered a distribution amount in the Amount field. Press TAB. The Calculated Amt, Range Total and Range Allocated amounts are calculated. Tip: Enter the distribution percent without a decimal point and then press TAB. The percent displays in format. For example, to distribute 80 percent of the unallocated amount to this account, type 80 and it displays as If the percent is not a whole number (5.5), type the decimal point

20 12. Click the Finish button or the Close button followed by the Save and Finalize button to distribute the specified amounts to the selected accounts. 12 Tip: To print the Requisition, click on the Print Requisition button next to the Requisition #. Note: The Requisition Entry/Approval window appears, and the Requisition status changes to the next link in the approval chain or the next step in the requisition process. 17

21 Viewing Approval Status During any point in the requisition process, you can view the current Requisition approval status on the Approval tab of the Requisition Entry/Approval window. T he Approval tab shows the approval chain for this Requisition. It lists the approver, the requisition status, and the status date for each link in the chain. This data is for informational purposes only and cannot be modified. To view requisition approval status: 1. Click the Find button to search for and retrieve the Requisition which you want to view the approval status for and to display the window in Find mode. 1 18

22 2. Type the Requisition number in the Requisition # field, and click the Find button again to display the Requisition along with the Item Total and Account Total (if applicable) On the Requisition Entry/Approval window, click the Approval tab. 3 19

23 Approval Chain for current requisition. 20

24 Approving Requisitions After a Requisition is entered, it needs to be approved. After the Requisition is approved, the Requisition status changes to the next link in the approval chain or the next step in the requisition process. T o approve a Requisition: 1. On the alio Main Menu, double-click FAS to expand the FAS menu options 1 2. On the FAS menu, double-click Order Processing to expand the Order Processing menu options. 2 21

25 3. On the Order Processing menu, double-click the Requisition Entry/Approval option. The Requisition Entry/Approval window appears Select the Approve option at the top of the Requisition Entry/Approval window. The Requisition Entry/Approval - Inquire window appears. Any orders that need your approval display, and the Approve Order and Disapprove Order buttons are activated. 4 Tip: If the Find option is used to display requisitions for approval, only the requisitions that fall within the specified parameters are displayed. For example, if you used the Find option to find a specific requisition number, only the requisition that matches that number is displayed. The Next and Prev options do not display additional requisitions. 22

26 5. Review the Requisition for accuracy. Note: If the approver makes a change to the Requisition, the Requisition is automatically approved at their approval level. 6. Click the Approve Order button. The Requisition is approved, and the next Requisition that needs your approval appears. If no other Requisitions need your approval, a No Records Found message displays. 6 23

27 Disapproving Requisitions Sometimes it is necessary to disapprove a Requisition. There are many reasons that a Requisition might not be approved. The Requisition may be incorrect, the account distribution is not correct, the organization s needs have changed, or the approver does not feel it is necessary to purchase the item. If a Requisition is disapproved, it can be corrected or modified and resubmitted for approval. T o disapprove a Requisition: 1. On the alio Main menu, double-click FAS to expand the FAS menu options On the FAS menu, double-click Order Processing to expand the Order Processing menu options. 2 24

28 3. On the Order Processing menu, double-click the Requisition Entry/Approval option. The Requisition Entry/Approval window appears Select the Approve option at the top of the Requisition Entry/Approval window. The Requisition Entry/Approval Inquire tab appears. Any orders that need your approval display and the Approve Order and Disapprove Order buttons are activated. Tip: If the Find option is used to display Requisitions for approval, only the Requisitions that fall within the specified parameters are displayed. For example, if you used the Find option to find a specific requisition number, only the Requisition that matches that number is displayed. The Next and Prev options do not display additional Requisitions. 4 25

29 5. Click the Disapprove Order button. A message appears Enter the reason that you are disapproving the Requisition or any other message you want to convey to the owner and click OK. The message displays in the Requisition Status field of the Requisition Entry/Approval window along with the name of the person who disapproved the Requisition. The Requisition is returned to the owner, and the next Requisition that needs your approval appears. If no other Requisitions need your approval, a No Records Found message displays. 6 26