Guide to Using alio Web

Transcription

1 Version 2.0 Bill Magill and Aranthia Rodgers 9/9/2013 **The data displayed on these pages is for example purposes only**

2 Lafayette Parish School System New Chart Of Accounts. 2 Accessing alio... 5 Navigating alio Forms... 7 Account Inquiry Entering a Requisition In alio Copying a Requisition Editing a Requisition Approving a Requisition Tracking a Requisition Entering Budget Transfer Requests Approving a Budget Transfer Request Entering a Warehouse Requisition Approving a Warehouse Requisition Tracking a Warehouse Order APPENDIX Page 1

3 Lafayette Parish School System New Chart Of Accounts Page 2

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6 Accessing alio Alio can be accessed over the internet. The URL to access alio is: *Be sure to type the ending as follows: (vers10g_tree)* Enter the required logon information and click connect Tip: There are two databases. To practice any of the features presented in this user guide, be sure to use the aliodemo database. To enter actual information, use the alio database. Page 5

7 Any messages associated with your user ID will be displayed at the bottom of your screen or under the Messages tab. Tip: Clicking the Messages tab periodically will refresh the messages for your ID Page 6

8 Navigating alio Forms alio is a Web-based system. Unlike some Web-based systems with which you may be familiar, alio Web opens one Web page with a separate frame that contains the opened alio forms. You can open multiple forms at the same time and easily navigate between open forms. This section familiarizes you with terminology related to the alio forms and describes the techniques used to navigate those forms. The following illustration shows a typical alio form and identifies essential items in the forms that are referenced throughout this guide. *****IMPORTANT***** Closing the Web browser will close the alio Web application. You should log out of alio Web before closing the browser. Page 7

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11 Account Inquiry Use the Account Inquiry (Drill Down) option to view account information. Use the list of values box to identify the account in question. Information regarding the account will be displayed on the screen. Tip: Smart search is available in most alio searches. To use it for Account Inquiry you must be familiar with the new Chart of Account composition. Alio will automatically input the year and the first 0 for you but as you begin typing be aware that some parts of the account number will be automatically inserted. Tip: table. In the Find box, the % designates how the search feature will search through the indicated % after your search criteria says Must match beginning but doesn t matter following. % before your search criteria says The end must match the search string. % before and after says find string somewhere within the search field Page 10

12 Entering a Requisition In alio For the typical user in alio, requisitions are entered and maintained using option Requisition Entry/Approval. Steps for entering a new requisition in alio: 1. Order Header tab information 2. Item tab information 3. Accounts tab information *Note at this point you will either perform step 4 OR step 5 depending on the situation* 4. Save (This option is used if there ARE back up documents that need to be scanned and sent via to the Purchasing Department) OR 5. Finish (This option is used if there ARE NO back up documents for the requisition) Double click Requisition Entry/Approval to open the program. Requisition Entry/Approval Screen: A blank requisition will be displayed ready for entering a new requisition. Tip: It is always important to note whether you are in Entry or Find Mode in alio. In entry mode, you are ready to add or maintain/change the record you are in. In find mode, you can search for the specific requisition you want to maintain Page 11

13 To assign the next requisition number available in the system, click the Requisition # button The system will assign the next number available The current date will default also in the Date Entered field along with the accounting year Verify the date is correct Tip: Normally you would leave the system date as the Date Entered date. You can change the date to the date you desire it to be if you wish. 1. Order Header Tab The requisition screen will default to the Order Header tab Enter the vendor the requisition is to be for If the vendor number is known, it can be entered directly into the Vendor field then tab out. This will validate the vendor number given and bring up that vendors name and address If the vendor number is not known, click on the list of values button next to vendor name to get a list of vendors Page 12

14 You can narrow the search by entering a partial name before clicking the list of values In this example, clicking the list of values will show list of vendors with copy in their name: Find the vendor you want and click on it then press OK. Page 13

15 If you click on the vendor list of values without name, you will get: A list of vendors by alpha starting with the first vendor. Using the smart search, start keying in the vendor name. Watch the screen as it will narrow down your search dynamically till you find the vendor you want or scroll to it using the scroll up and down button. Tip: Tip: Smart search is available in most alio searches. To use it, just start typing the name of the item you want to find. alio will find the closest matches to your search. In the Find box, the % designates how the search feature will search through the table you are looking at. % after your search criteria says Must match beginning but doesn t matter following. % before your search criteria says The end must match the search string. % before and after says find string somewhere within the search field (vendor name here). Once the desired vendor name is found, click on it to highlight it and press OK The requisition will show the selected vendor and address information Page 14

16 Once the vendor is determined, choose the Locations for the requisition If the Order location code is known, enter it here. If the Order location is not known, use the list of values and search for the location desired Tip: The Location search will display locations by location code. Search will search for matching code. To search by name, click behind the %, then enter name (partial) and end with % then press tab, this will give list of locations matching your search criteria. Click on the desired location the press OK to return to the requisition screen. Do same for Ship location code Proceed to the requestor portion of the requisition screen Requestor Phone Owner Order Type Enter the person to which the items will be shipped This will print above the Ship To location on the Purchase Order (Use First Initial and Last Name of Requestor) Enter the phone number of the Requestor (**Required Field**) Will default to the user entering the requisition once it is saved Enter REC for all requisitions, means Receiving Required Page 15

17 Buyer Code Select from the list of values according to your location Each location will have a specific Buyer Code assigned to them **see Appendix 1 for Buyer Code assignments Freight Cost, Freight %, Discount %, Contract No, Date Cancel, Date Needed (all optional but if there is a known freight cost it is recommended that you enter it here) Special Instructions Internal This note if used will only display on the requisition approval tab. It will not appear on the printed requisition or purchase order The Internal Special Instructions will be used by LPSS for: Designating the presence of an Attachment This will designate that this requisition has alio Content images that should be looked at when approving this requisition. If the requisition has been returned by an approver for revisions, add Revised and revision date in this area to indicate to all approvers that this requisition has been revised. Header PO Footer This feature is disabled for LPSS PO special instructions will print in the appropriate spot of the purchase order For example: Maintenance agreements for 1 year Select previously defined footer from the footer list of values. **The Purchasing Department will be responsible for updating the Footer Codes The Order Header tab portion of the requisition is completed. Tip: At any time while entering a new requisition, you can save the requisition as is and return to it at a later time to complete it. It will not become an official requisition and start the approval process until the Finish button is clicked on the Accounts Tab Page 16

18 2. Items Tab This is where what is to be purchased is specified. At least one item for the requisition must be entered. Catalog (future use) Not required. Description Enter a description of the item requested. Once catalog items have been electronically loaded into the system, the user will be able to select from a list of items in that catalog by clicking the list of values. The Edit button can be used to enter an extensive, long item description if desired. Product class Not required Quantity Unit Cost UOM Required, must enter at least 1 for quantity Enter the amount of cost for the specific item Unit of measure. Enter the UOM code if known or click the list of values to get list of valid UOM codes and pick one. Freight Cost, Percent, Discount Amt, Percent, Asset Tag No-Grouping (are not required) At this time, note the Extended Costs and verify. It will take into consideration, quantity and unit cost. If there are more items to be entered, go to the next line and enter the required information as shown above. If there are no more items to enter, go to the Accounts tab. Page 17

19 3. Accounts Tab This is where the user selects the account(s) that should be charged for the requisition/purchase. You must enter at least one charge account The items entered in the Items tab will be displayed along with their extended/final costs. The total requisition amount will be displayed. The accounts to be charged against are to be entered here From and To Line Account Number Specifies which Line Items will be charged against this specific account Line 1 to 9999 specifies all items to be charged to this account Enter the account number to be charged against here If not known, click the list of values button to search for the account number Page 18

20 Tip: The Select Accounts search uses smart search to find the account string desired. Recommend watching the results of the smart search to help find the account. The smart search will auto fill any portions of the account that are the same. In this example, all the accounts start with 2-0 so that is filled in here. Once the selection is narrowed down to the desired account, click on it and hit OK to return to the Accounts tab with that account number. Once the account number is entered, the description will appear and the total of the requisition will default into the amount field Amount Percent This is the amount to be charged to the account number Percentage of the amount to be charged to the account number Error/Warning may display: If the requisition amount exceeds the budget available for that account (or host account if using host accounts), a hard stop or warning will appear. If the user has authority to override the budget amount, they can select OK to proceed. If the user does not have authority to override the budget, they will have to stop at that point. They can save the requisition if they want to complete it at a later date once funds are transferred or the budget is fixed. Enter as many accounts, amounts, and percentages as necessary until the requisition is 100% charged to the accounts desired. The total distributed must equal the requisition amount. Page 19

21 4. Save (With Back Up Documentation) When the requisition is completely entered, scan and save any back up documentation as a PDF, click the Save button. Tip: The Requisition Number will need to be documented on each page of the back up before scanning to a PDF. The Requisition Status will show Unfinished Save. At this point the user will the scanned PDF of the requisition back up to the assigned Purchasing Clerk (see Appendix 1 for buyer code assignments) to be attached electronically to the requisition. **Note DO NOT click Finish, this will be done by the Purchasing Department once all back up documents are electronically attached** 5. Finish (Without Back Up Documentation) When the requisition is completed and ready to be sent on the electronic approval pathway in alio, click the Finish button The Finish button does several steps: 1. Saves the requisition 2. Makes the requisition live 3. Begins the electronic approval process in alio Page 20

22 Copying a Requisition You may occasionally find that you need to create a requisition that is similar to a prior requisition. You can use the Copy Requisitions function to copy a requisition to create a new requisition After the new requisition is created, use the Requisition Entry/Approval function to modify and approve the new requisition. To copy a requisition: Double click the Copy Requisitions option The Copy Requisitions window appears. Click the Find button to search for and retrieve the requisition you want to copy. Page 21

23 Under Copy Requisition, click the Requisition # button to assign a system-generated number to the new requisition. In the Date Entered field, type the creation date for the new requisition in mmddyyyy format. {the date will be automatically formatted to mm-dd-yyyy when you exit the field} Check the box Make Current User Owner Un-Check Include Accounting {the new requisition may not be using the same account numbers for payment} Click Process button to copy the requisition. When the process is finished, the new requisition appears in the window. **Note** Use the Requisition Entry/Approval option to edit and approve the new requisition. Page 22

24 Editing a Requisition Steps for changing/maintaining a requisition in alio: 1. Searching for the desired requisition 2. Making changes/amendments 3. Finish and/or Save 1. Searching for the desired requisition Double click Requisition Entry/Approval to open the program. Requisition Entry/Approval Screen: A blank requisition will be displayed ready for entering a new requisition. Tip: It is always important to note whether you are in Entry or Find Mode in alio. In entry mode, you are ready to add or maintain/change the record you are in. In find mode, you can search for the specific requisition you want to maintain To search for your requisition, you must put the requisition program in Find mode Click the binoculars The program is now in Find mode Page 23

25 Several ways to pull up the desired requisition. If the requisition number is known, key in the full number (all digits) in the Requisition # field and then click Find. If the given requisition is found, it will be displayed and the program mode will change to Entry mode for changes to be made. If the requisition is not known, click the Find button to begin the search for open requisitions. The last requisition previously entered will be brought up for change (the program mode will switch to Entry mode). If the requisition shown is not the one desired, used the left and right arrows to move through the existing requisitions until the desired one is found. 2. Making changes/amendments Make the necessary changes to the requisition as desired (See steps for how to enter a new requisition for additional information on each tab in the requisition program) Page 24

26 3. Finish and/or Save If the requisition is completed, ready to be set on the approval pathway in alio, click the Finish button The Finish button does several steps: 1. Saves the requisition 2. Makes the requisition live 3. Begins the electronic approval process in alio Page 25

27 Approving a Requisition If the user is an approver for any requisitions with approval chains attached, they will get notification that requisition(s) need their attention. Anyone with authority or responsibilities for approving requisitions should constantly monitor their alio session to see if there are any new requisitions that need their attention. Each time they log in, their messages are refreshed. If they remain logged it, the message at the bottom left does not refresh if new approvals are requested. The user should make habit of checking the Messages tab and clicking Details to refresh the messages. Steps for approving a requisition in alio: 1. Click Approve radio button 2. Review Requisition(s) 3. Launch alio view to review attachment(s) (if applicable) 4. Approve/Disapprove Requisition(s) Page 26

28 1. Click Approve radio button Shows only those requisitions awaiting your approval 2. Review Requisition(s) Verify that the correct account number is being used Verify amounts Review Special Instructions Internal If the Internal Special Instructions show Attachment approver will have to launch alio view to review the supporting documents Page 27

29 3. Launch alio view to review attachment(s) (if applicable) Double click on the icon of the rocket ship located at the bottom of your computer screen to see the attachment The following screen will appear in the bottom right hand corner of your screen. Click on the Requisition Number that is displayed. This will launch Doc e View which will allow you to view the attachments for that requisition. Log in Username and Password Page 28

30 Review document Page 29

31 4. Approve/Disapprove Requisition(s) Click the Approve or Disapprove Button on the requisition If you disapprove it, you can send it back to anyone on the approval chain by choosing the correct approval level and enter notes as to why it was disapproved Repeat the above processing steps until all assigned requisitions have been approved/disapproved Page 30

32 Tracking a Requisition During any point in the requisition process, the owner can view the current requisition approval status. To view requisition approval status: 1. Select Requisition Inquiry from the menu. The owner can either enter the desired requisition number and click find or search through all requisitions that belong to them. Once desired requisition is found, the status will be displayed. Page 31

33 Entering Budget Transfer Requests Alio allows you to transfer budgeted amounts from one expenditure account to another expenditure account using the Budget Transfer Window. Transfer amounts display as adjustments to the original budget. The account you transfer funds from receives a negative adjustment and the account you transfer funds to receives a positive adjustment. Double-click the Budget Transfer Request Option Page 32

34 The following window will appear. Click the Reference # button to secure the next system generated reference number. 1. Tab to the Budget Date and enter the desired date (mmddyyyy) 2. Tab to the Cost Center and select the desired Cost Center/Location from the list of values 3. Tab to Reason (Leave this section blank) 4. Requestor will automatically fill in once the request is saved 5. Click in the Account Number/Description and either enter or choose from the list of values, the account number that you want to transfer the money from 6. Tab to Description and type a description of the transfer 7. Tab to From Amount and put in the amount to be transferred 8. Click on second line Account Number/Description and either enter or choose from the list of values, the account number that you want to transfer the money to 9. Tab to Description and enter a description of the transfer (you should be able to use Ctl-C and Ctl-V to copy and paste from the above description) 10. Tab to To Amount and put in the amount to be received (the amounts should be the same) Page 33

35 Click on Print BA to print the Budget Approval List for review (Secretaries may want to save this the Budget Approval List) Page 34

36 Once the person entering has reviewed the Budget Approval List, check the box that says OK For Approval Save the request by clicking the disc icon at the top of the screen Once the request has been saved it will activate the Budget Approval Chain for that Cost Center/Location Page 35

37 Approving a Budget Transfer Request Once the budget transfer request has been flagged for approval, a message will be displayed on the approvers sign on menu. To approve the request click on Budget Transfer Approval The Budget Approval screen displays the budget requests that are pending approval. Only requests that require approval by the user will be displayed. The user will then either Approve or Disapprove the request. Once approved, the request will continue down the approval chain. NOTE: If the request is disapproved, the approver must supply a reason, and the request will be sent back to the owner. Page 36

38 Once all requests assigned to that user have been approved/disapproved, the user will receive the following message. Click the OK button and then exit the screen by clicking the red x. Page 37

39 Entering a Warehouse Requisition To Enter a Warehouse Requisition the user will have to choose their Warehouse User role Select WH Order Processing and then WH Order Entry The following screen will appear Page 38

40 1. Click Order NO and this will supply the next system generated order number as well as fill in the Order Date and (Date)Needed. If the date needed is different from what has been automatically filled in, the user can manually enter the date needed (MMDDYYYY). {Write down and save your Order Number} 2. Choose the Warehouse from the list of values menu (103W). 3. Choose the Ship Location from the list of values menu. {This determines if there is an approval chain attached} 4. Choose the Order Type from the list of values menu. 5. The Ordered By field will be automatically filled in with the user s ID. 6. Tab to Requestor and input the name of the person requesting the items {First Initial and Last Name}. 7. Tab and enter the user s Phone number (include the area code) {the system will format the number}. 8. Add Comments if necessary. Click the Edit button to insert longer comments. Page 39

41 *****W A R N I N G***** Be sure that all of the information entered thus far is correct. Once the actual order is started, the user will not be able to make changes. Now you are ready to start your Order. If all items will be charged to the same account, click the Retain Account option. Choose the item you are requesting from the list of values menu. Page 40

42 Tab to Qty To Ship and enter the quantity needed. Enter the Account Number to be charged or use the list of values menu to find the Account Number. Continue this process until all items needed are entered. Once the order is complete, click the Save button. Exit the Order Entry screen and choose the WH Order Edit option from the user menu. Submit the Query: Be sure to choose your user code from the Order Owner list of values Page 41

43 The user will receive a report detailing all the orders that they have created. The user should review this report for accuracy. If there are errors the user should go back to Order Entry, make corrections, save and re-run the query. The Order is now waiting to be released by the Warehouse. Page 42

44 Approving a Warehouse Requisition If the user is an approver for any warehouse requisitions with approval chains attached, they will get notification that requisition(s) need their attention. Under the Warehouse User Role, select WH Order Entry from the menu Clicking the Approve button will display the records that are waiting for the user s approval Page 43

45 Once the user has reviewed the requisition the order can be approved by clicking the Approve Order button. If the order is approved, the requisition will be sent to the next level of the approval chain. If there are issues with the requisitions the order can be disapproved by clicking the Disapprove Order button. The system will force the approver to include an explanation. If the order is disapproved, the requisition will be sent back to the owner of the requisition. Continue this process until all requisitions assigned to you have been approved/disapproved. Page 44

46 Tracking a Warehouse Order During any point in the Warehouse Order process, the owner can view the current order status. To view Warehouse Order status: 1. Select WH - Order Inquiry with Details from the menu. Find the desired Order No. The status of that order will be displayed on the screen as indicated below: Disapproved Order Page 45

47 Order that has been filled by the Warehouse Page 46

48 Location Acadian Middle Acadiana High LJ Alleman Alice Boucher Paul Breaux Broadmoor Elementary Broussard Middle Charles M. Burke W.D. Smith Career Center Carencro Heights Elementary Carencro High Carencro Middle Comeaux High Katherine Drexel Duson ECA Evangeline JW Faulk Ernest Gallet J Wallace James Judice Middle L Leo Judice Lafayette High Lafayette Middle Green T. Lindon Live Oak Edgar Martin Middle Milton SJ Montgomery NP Moss Opportunity Program Myrtle Place Northside Ossun Plantation Prairie Ridge Scott Thibodaux Tech/STEM (NP Moss Middle) Truman Westside Woodvale Youngsville AIM LeRosen Campus Adult ED Media Central Office Bpbergeron@lpssonline.com APPENDIX 1 Buyer Code PSW PSW SJS Sjshelton@lpssonline.com Page 47