PURCHASING INQUIRY 8.9 TABLE OF CONTENTS

Transcription

1 PURCHASING INQUIRY 8.9 TABLE OF CONTENTS CONTENTS: PAGE: Review Requisition 3 Document Status 11 Approval Status 17 Receipt Inquire 22 Change Order History 27 Updated 8/01/2007 Purchasing -- Inquiry Page 1 of 31

2 REVIEW REQUISITION SHORT GUIDE: Step 1: Step 2: Step 3: Step 4: Navigate to the Review Requisition Page Enter the Search Criteria Review the Requisition Run the Report STEP 1 NAVIGATE TO THE REVIEW REQUISITION PAGE 1.1 Navigate to the Review Requisition page by selecting Purchasing, Requisitions, Review Requisition Information, Requisitions Updated 8/01/2007 Purchasing -- Inquiry Page 2 of 31

3 STEP 2 ENTER THE SEARCH CRITERIA 2.1 Enter the purchasing Business Unit if it does not default in Note: The Purchasing Business Unit represents the entity for which the purchase is being made. The available values are as follows: TAMPA Tampa Campus purchases excluding Physical Plant PPLNT Purchases made by Physical Plant STPTE St Petersburg Campus purchases SRSTA Sarasota Campus purchases Exception All bookstore purchases, no matter what location will be made through the TAMPA business unit 2.2 The requisition inquiry provides the ability to search for requisitions based on a variety of criteria. Select the criteria to best suit your needs. (i.e. enter a date range and department to find all requisitions charged to your department in a given time frame) Click on to go to the Requisitions inquiry page, which will display a list of all requisitions that meet the search criteria provided. Updated 8/01/2007 Purchasing -- Inquiry Page 3 of 31

4 STEP 3 REVIEW THE REQUISITION(S) 3.1 The system returns a list of requisitions that meet the search criteria. The maximum return will be 300. The tighter ther search criteria, the less time this will take. The system displays the requisition status, requester, date and total amount on the Details page. 3.2 Requisition ID hyperlinks Status Open Requisition is saved but not been checked for approval or budget checked Pending- Requisition has been checked for approval and may or may not be budget checked Approved Requisition has been approved by Purchasing or, in the case of an LPO, a Req_Manager Canceled Requisition has been canceled and is ready for close (reconciliation) Complete Requisition has been closed (reconciled.) 3.2 To view the line information for a particular requisition click on the Requisition ID hyperlink 3.3 For requisition shipment information, click on the Schedule Detail Icon on the Line Details page 3.3 Schedule Detail Icon Updated 8/01/2007 Purchasing -- Inquiry Page 4 of 31

5 3.4 For requisition chartfield information, click on the Distribution Detail Icon on the Shipment Details page 3.4 Distribution Detail Icon 3.5 Click in the Distribution Details page, then in the Shipment Details page and finally in the Line Details page to return to the Requisitions inquiry page. 3.6 To view associated documents such as Purchase Orders, Receipts and Vouchers, click on the Status tab Updated 8/01/2007 Purchasing -- Inquiry Page 5 of 31

6 3.7 This page will allow you to monitor requisitions and determine if further action is needed to complete the procurement process: Follow up on requisition approval View comments from purchasing (requesting more information, documentation, etc.) Follow up on assignment of purchase order Receipts needed if goods/services are received or vouchers are entered Vouchers processed if received and invoices sent 3.8 A Y will appear in the column where associated documents exist. The Y is a hyperlink that will display basic PO information. Below is the hyperlink for the purchase order on requisition Updated 8/01/2007 Purchasing -- Inquiry Page 6 of 31

7 3.9 By clicking on the PO hyperlink, a new window opens in the PO Inquiry page so more information on the PO can be viewed. Close the window to return to the Requisition to Purchase Order List page Click the Return button on the Requisition to Purchase Order List page to return to the Requisition Status Page The Received Column may display a Y to indicate full receipt or P to indicate Partial Receipt Click on the letter to see basic receipt information and click on the receipt number hyperlink to open a new window in Receipt Inquiry in a new window. Updated 8/01/2007 Purchasing -- Inquiry Page 7 of 31

8 3.13 To view details on any line, check the Sel box to the left of the line. This will activate the hyperlinks to distribution and other details for that line Close the window and click the Return button on the Requisition to Receipts list to return to the Requisition Status page Follow the same instructions for Voucher Information. The Requisition to Voucher List has links to voucher and payment information that will open in a new window Click on the Approval History Icon to display the last approver within the approval rules to process the requisition via workflow. To determine which step in the process this individual is tied to refer to the approval process flow in the Requisition Approval section of this training. Click on OK to return to the Requisition inquiry Updated 8/01/2007 Purchasing -- Inquiry Page 8 of 31

9 3.17 Header Comments if comments exist on the requisition header, the Header Comment Icon will display lines and will be situated to the right of the column. If there is no comment, no lines will be seen No Header Comments Exist Header Comments have been entered 3.18 Click on the Icon to see the comments Click OK to return to the Requisition Status Page Click on the Search hyperlink to start a new search Updated 8/01/2007 Purchasing -- Inquiry Page 9 of 31

10 3.21 The Requisition Status page can be customized to hide those columns for documents not used; On RFQ, Direct Ship, On MSR, Use Procard. Change Order refers to a monetary change on the Requisition not a change on the PO The Document Status of the Requisition can be viewed from the Requisition Status page by clicking on the Document Status Icon. See the Monitor Requisition Document Status section below for greater detail. Updated 8/01/2007 Purchasing -- Inquiry Page 10 of 31

11 MONITOR REQUISITION DOCUMENT STATUS SHORT GUIDE: Step 1: Step 2: Step 3: Navigate to the Document Status Page Enter the Select Criteria Review Related Documents STEP 1 NAVIGATE TO THE DOCUMENT STATUS PAGE 1.1 Navigate to the Requisition Document Status Purchasing- Requisitions - Review Requisition Information - Document Status Updated 8/01/2007 Purchasing -- Inquiry Page 11 of 31

12 STEP 2 ENTER THE SELECT CRITERIA 2.1 Select the Purchasing Business Unit for the requisition you wish to verify Note: The purchasing Business unit represents the entity for which the purchase is being made. The available values are as follows: TAMPA Tampa Campus purchases excluding Physical Plant PPLNT Purchases made by Physical Plant STPTE St Petersburg Campus purchases SRSTA Sarasota Campus purchases Exception All bookstore purchases no matter what location will be made through the TAMPA business unit 2.2 Enter the Requisition ID if known. (Note: Requisition is 10 characters in length) 2.3 NOTE: If you do not have the Requisition ID use any of the other available criteria to assist in the search. 2.4 Click on Updated 8/01/2007 Purchasing -- Inquiry Page 12 of 31

13 STEP 3 REVIEW RELATED DOCUMENTS Throughout the life of a Requisition in the procure to pay process there could be the following related documents: Purchase Order Receipt Inspection (see Requisition section of training for guidelines on when inspection required) Voucher Payment 3.1 To view details for the related Purchase Order click on the DOC ID hyperlink associated to the PO Document Type. Updated 8/01/2007 Purchasing -- Inquiry Page 13 of 31

14 3.2 This will open a new window with the PO Inquiry pages displayed 3.3 Click on the Schedule icon or any of the available hyperlinks to drilldown into more detail on the PO. 3.4 On the Schedule Page, click on the Distribution icon for chartfield information. 3.5 Close this window by clicking on the icon at the top right corner of the window to return to the Document Status page. 3.6 The same process can be followed with each of the related document types. 3.7 Click on the Related Info tab within the Associated Document area to access additional hyperlinks used to view Matching or GL interface information for the various related documents. Updated 8/01/2007 Purchasing -- Inquiry Page 14 of 31

15 Click on the Match Manager hyperlink to open a new window and view match status information related to the PO/Receipt/Voucher. Note: Access to this page is restricted by Accounts Payable and may not be available to all users. Click on the Accounting Entries hyperlink to open a new window and view the accounting transactions to be passed to the General Ledger. Updated 8/01/2007 Purchasing -- Inquiry Page 15 of 31

16 Sample Only Updated 8/01/2007 Purchasing -- Inquiry Page 16 of 31

17 INQUIRE ON APPROVAL STATUS Each requisition that goes through the workflow approval process will be assigned an Approval Instance ID. This Instance ID is required when inquiring on the approval status of a requisition. The Instance ID is assigned when the Departmental User initiates the workflow process (see Initiate Workflow Process section of the Requisitions training document). It is recommended that the user make note of the Requisition ID and its related Instance ID at the time the requisition is saved and placed in the workflow process. Additionally, the USF defined query U_REQ_FIND_INSTANCE_NUMBER will provide the Instance ID for a specificied requisition. See the process flow for the requisition approval process in the Requisition Approval training document to understand the levels and routing of requisitions through the approval workflow process. SHORT GUIDE: Step 1: Step 2: Step 3: Step 4: Run the Query U_REQ_FIND_APPROVAL_INSTANCE_NUMBER Navigate to the Review Approval History Page Enter the Search Criteria View the Approval History STEP 1 RUN THE QUERY U_REQ_FIND_APROVAL_INSTANCE_NUMBER 2.4 Navigate: Reporting Tools Query Query Viewer 2.5 Search by entering the beginning or full query name and clicking the Search button Updated 8/01/2007 Purchasing -- Inquiry Page 17 of 31

18 2.6 Click on the HTML hyperlink and type in the full requisition number and click the View Results button. 2.7 The query displays the last user to approve the requisition in Approve Amounts (OperID), the current user who has the requisition in their worklist (User) the Approval Steps taken and the Approval Instance Number. 2.8 Note the Approval Instance Number in order to view more details of the Workflow routing. Updated 8/01/2007 Purchasing -- Inquiry Page 18 of 31

19 STEP 2 NAVIGATE TO THE REVIEW APPROVAL HISTORY PAGE 2.1 Navigate to the Review Approval History page by selecting PeopleTools, Workflow, Approvals, Review Approval History. STEP 3 ENTER THE SEARCH CRITERIA 3.1 Enter the Approval Instance 3.2 Click on Updated 8/01/2007 Purchasing -- Inquiry Page 19 of 31

20 STEP 4 VIEW THE APPROVAL HISTORY 4.1 The scroll area will identify how many levels of approval the requisition has been processed through. Updated 8/01/2007 Purchasing -- Inquiry Page 20 of 31

21 Continued: Steps skipped indicate that the approver had two roles such as Req_Approver AND Req_Manager so there was no need to approve the requisition twice. Steps not applicable and later steps (like 06) are for requisitions with larger dollar amounts. Updated 8/01/2007 Purchasing -- Inquiry Page 21 of 31

22 RECEIPT INQUIRY SHORT GUIDE: Step 1: Step 2: Step 3: Step 4: Navigate to the Receipt Inquiry Page Enter the Search Criteria Select a Receipt View the Receipt Information STEP 1 NAVIGATE TO THE RECEIPT INQUIRY PAGE 1.1 Navigate to the Receipt Inquiry page by selecting Purchasing, Receipts, Review Receipt Information, Receipts Updated 8/01/2007 Purchasing -- Inquiry Page 22 of 31

23 STEP 2 ENTER THE SEARCH CRITERIA 2.1 Enter the Receiving Business Unit (should be the same as the PO BU). 2.2 Enter additional search criteria as available such as the PO Business Unit and PO number. 2.3 Click on and select a Run Control ID STEP 3 SELECT A RECEIPT 3.1 All lines are displayed. Click on the hyperlink of the Receipt to view. Updated 8/01/2007 Purchasing -- Inquiry Page 23 of 31

24 Receipt Hyperlinks Updated 8/01/2007 Purchasing -- Inquiry Page 24 of 31

25 STEP 4 VIEW THE RECEIPT NOTE: This section does not cover all information in the Receipt Inquiry, only the information most pertinent to the Departmental User. 4.1 View the receipt data. There are several tabs and hyperlinks available within this inquiry view. NOTE: For access to many of the hyperlinks you must select a Receipt Line to view by clicking on the Sel checkbox next to the specific line in order to activate the hyperlinks. 4.2 The Header Details hyperlink will provide you with vendor and ship to information. 4.3 Click on to return to the Receipt Inquiry page. Updated 8/01/2007 Purchasing -- Inquiry Page 25 of 31

26 4.4 The Line Details hyperlink will provide you with the PO number and PO line quantity and amount. 4.5 Click on to return to the Receipt Inquiry page. 4.6 The Line Status Details hyperlink will provide you with the Match Status of the Receipt. 4.7 Click on to return to the Receipt Inquiry page. Updated 8/01/2007 Purchasing -- Inquiry Page 26 of 31

27 CHANGE ORDER HISTORY SHORT GUIDE: Step 1: Step 2: Step 3: Step 4: Navigate to the Review Change History Page Enter the Search Criteria Select a Requisition View the Change Order Information STEP 1 NAVIGATE TO THE REVIEW CHANGE HISTORY PAGE 1.1 Navigate to the Requisition Document Status page by selecting Purchasing, Purchase Orders, Manage Change Orders, Review Change History Updated 8/01/2007 Purchasing -- Inquiry Page 27 of 31

28 STEP 2 ENTER THE SEARCH CRITERIA 2.1 Enter the Business Unit 2.2 Enter the Purchase Order number. 2.3 Click on STEP 3 VIEW BATCH 3.1 The last revision date is shown along with any Batch change numbers. Updated 8/01/2007 Purchasing -- Inquiry Page 28 of 31

29 STEP 4 VIEW THE CHANGE ORDER INFORMATION 4.1 The Header Changes page displays any changes made to the Purchase Order header record. If the changes made were not applicable to the header record, there will be only one row of data on this page, and it will be blank. NOTE: The scroll area will identify how many rows of data are associated with the page. As a general rule there are very few changes that would affect the PO Header 4.2 Click on the Line Changes tab. Updated 8/01/2007 Purchasing -- Inquiry Page 29 of 31

30 4.3 The Line Changes page displays any changes made to the Purchse Order line records. If there were no changes made to the PO lines, there will be one change row associated with each line, and this data row will be blank. NOTE: It is important to remember that a PO could have multiple lines. Only the first line is visible with its applicable original line. You will need to scroll through the lines to be sure there aren t additional lines with changes. PO Line Change scroll area NOTE: The scroll area will identify how many rows of data are associated with the page or data row within the page. Common changes to the PO Line would be a change to the item or description of the item purchased. 4.4 Click on the Ship Changes tab. Updated 8/01/2007 Purchasing -- Inquiry Page 30 of 31

31 4.5 The Ship Changes page displays any changes made to the Purchse Order Schedule records. If there were no changes made to the PO schedule, there will be one change row associated with each line, and this data row will show a sequence of 0. Changes are associated with sequences. In the sample below, the View All feature was clicked. Sequence one consisted of a cancelation on 3/13/07 Sequence 1 Status Change to Cancel Common changes to the Schedule would be changes to the quantity or unit price of the items purchased. Updated 8/01/2007 Purchasing -- Inquiry Page 31 of 31