UAccess FINANCIALS Arizona BuyWays & Requisitions

Transcription

1 UAccess FINANCIALS Arizona Board of Regents, 2011 THE UNIVERSITY OF ARIZONA updated v.2.00 For information and permission to use our PDF manuals, please contact PDFs available at

2 COPYRIGHT & TRADEMARKS Copyright 2011, Arizona Board of Regents. All rights reserved. Page ii

3 Table of Contents Agenda... 1 Objectives... 1 Resources... 1 Purchasing Through Arizona BuyWays... 3 Purchasing from Arizona BuyWays... 3 Purchasing from Multiple Arizona BuyWays Vendors Purchasing a New Capital Asset Using a Requisition Page iii

4 Page iv

5 Agenda In this workshop, you will complete two purchasing scenarios. Scenario One: Purchase items from a single vendor in Arizona BuyWays. Scenario Two: Purchase items from multiple Arizona BuyWays vendors, including one capital asset. Objectives Access Arizona BuyWays through UAccess Financials Purchase items from multiple vendors in Arizona BuyWays Complete accounting information for those purchases Access your List to complete additional Requisitions Complete Capital Assets information for Arizona BuyWays purchases Resources All of the materials covered in this workshop are also covered in the online tutorials ( Feel free to review those tutorials if you need a refresher. You can also contact a SuperUser for help when you begin to process travel documents in UAccess Financials. You can find the SuperUser list at And you are welcome to ask questions in the UAccess Financials group on the Mosaic Community at Page 1

6 Page 2

7 Purchasing Through Arizona BuyWays Purchasing from Arizona BuyWays Procedure In this tutorial, you will learn how to create a Shop Catalog (Arizona BuyWays) Requisition. 1. On the Main Menu go to Transactions > Purchasing > Shop Catalogs. Click the Shop Catalogs link. Page 3

8 2. You have left UAccess Financials and are now in Arizona BuyWays. Note: This tutorial focuses on purchasing from one vendor. You can also shop using multiple vendors, in which case a Requisition will be created for each vendor. This process is covered in the Purchasing > Arizona BuyWays > Purchasing from Multiple Arizona BuyWays Vendors tutorial. 3. Note: If you are purchasing business cards or other printed material from WestPress Printing, save the proof as a pdf and attach it to the Notes and Attachments tab of the Requisition so that reviewers can see it. 4. Click the Office Depot link. 5. You are now in the Office Depot punchout site, which is framed within UAccess Financials. Enter "papermate blue pens" in the SEARCH field. 6. Click the Go button. Page 4

9 7. Choose the item you want and type the quantity in the Qty field. Enter "10" in the Qty field. 8. Click the Add To Cart button. Page 5

10 9. Prior to checking out, you are able to verify this is the item you want to order. Click the Check Out button. Page 6

11 10. Click the Continue button. Page 7

12 11. You are now back on the Arizona BuyWays site. Click the Submit Order button. Page 8

13 12. You're directed back into UAccess Financials, where a new Requisition for the Office Depot order has been created for you. 13. The rest of this tutorial shows the tabs and fields specific to Arizona BuyWays. If you need to know more about Requisitions in general, please review the Purchasing > Creating a Requisition > Purchasing Goods Using a Requisition tutorial. Click the collapse all button. 14. As always, you need to fill out the Document Overview tab. Click the show button. Page 9

14 15. The Requisition Detail section has been filled out for you, but you still need to fill out the Description field and any other details you want to add to the Document Overview. Enter "Pens for Tom" in the Description field. 16. Click the hide button. 17. You should review the Delivery tab for completeness. Click the show button. Page 10

15 18. Once the default building is set, the address information auto-populates. Fields with an asterisk (*) must be completed if they did not auto-populate. Note: For information on completing this tab, refer to the Purchasing > Creating a Requisition > Purchasing Goods Using a Requisition tutorial. Click the hide button. 19. Using Arizona BuyWays makes the Vendor tab easy to manage. Click the show button. Page 11

16 20. This section is already filled out with the information from the Shop Catalog vendor you chose. Click the hide button. 21. You do have a little work to do on the Items tab. Click the show button. Page 12

17 22. The line item has already been completed with the item you chose. You do, however, need to add Accounting Lines information. Adding Accounting Lines to a Requisition is covered in the introductory Requisition tutorial: Purchasing > Creating a Requisition > Purchasing Goods Using a Requisition. Please review the tutorial if you have questions about completing the Accounting Lines for your Requisition. Page 13

18 23. In this image, the Accounting Lines have been completed for you. Click the hide button. 24. There are some defaults you should be aware of on the Additional Institutional Info tab. Click the show button. Page 14

19 25. Method of PO Transmission defaults to ELECTRONIC and cannot be changed. Cost Source defaults to PRICING AGREEMENT. Click the hide button. 26. As always, you must click the calculate button to perform amount and tax calculations. Click the calculate button. 27. Now that you have completed the Requisition, you are ready to submit the e- doc. Once you submit, it will be routed for approval. When all the approvals are complete, a Purchase Order will be transmitted to the Shop Catalog vendor. Click the submit button. Page 15

20 28. Note that the Requisition # field is now complete and the Status is ENROUTE. 29. If you want to know how to purchase items from more than one Arizona BuyWays vendor at a time, move on to the Purchasing > Arizona BuyWays > Purchasing from Multiple Arizona BuyWays Vendors tutorial. End of Procedure. Page 16

21 Purchasing from Multiple Arizona BuyWays Vendors Procedure In this tutorial, you will learn how to create multiple Requisitions from one Shop Catalog (Arizona BuyWays) session. 1. On the Main Menu, go to Transactions > Purchasing > Shop Catalogs. Click the Shop Catalogs link. 2. You have left UAccess Financials and are now in Arizona BuyWays. You are shopping from multiple Arizona BuyWays vendors and, in this example, Life Science Products Inc. is the first. Click the Life Science Products Inc. link. Page 17

22 3. In this case, use a keyword search to find your item. Enter "shoe cover" in the Search field. 4. Click the Search button. Page 18

23 5. This vendor pre-populates the quantity of each item with a one, which can be changed if applicable. Click the Add to Cart button. 6. You have no more shopping to do here. Click the 1 item(s) added, view cart link. Page 19

24 7. Your item from Life Science Products has been added to your shopping cart in Arizona BuyWays. Click the Continue Shopping link. Page 20

25 8. Next, you are purchasing an item from Fisher Scientific. Click the Fisher Scientific link. Page 21

26 9. Enter the Fisher Scientific catalog number to find the exact product you are seeking. If you enter only part of a catalog number, you will see a listing for any product that contains that exact sequence as part of its catalog number. You may enter catalog numbers with or without hyphens or spaces (HATF04700, HATF , HATF ). Enter " " in the Search field. 10. Click the Submit button. Page 22

27 11. The item you are searching for appears, with a short description. The name is a link to the order form. Click the Thermo Scientific* Sorvall* Evolution* RC Superspeed Centrifuge link. 12. Click the scrollbar. Page 23

28 13. Enter "1" in the Quantity field. 14. Click the Add to Cart button. 15. Your shopping cart displays on the left side of the page. Since this is the only purchase from this vendor, go ahead and check out. Click the Checkout link. Page 24

29 16. Click the Submit button. Page 25

30 17. Your item from Fisher Scientific has been added to your shopping cart in Arizona BuyWays. Page 26

31 18. Once all items have been selected from the multiple vendors, you need to submit the order. Click the Proceed to UAccess Financials button. Page 27

32 19. You are now back in UAccess Financials. Two Requisitions have been created from the two vendors you chose in Arizona BuyWays. Notice the explanation near the top. Complete the fields as instructed in the Purchasing > Arizona BuyWays > Purchasing from Arizona BuyWays tutorial. Click the collapse all button. 20. Submit the Requisition. End of Procedure. Object codes for Requisition: Shoe cover: 5290 Centrifuge: 7660 Page 28

33 Purchasing a New Capital Asset Using a Requisition Procedure When you purchase a new Capital Asset using a Requisition, you need to complete the Capital Asset tab in order to trigger creation of your new asset. This tutorial covers creating a new asset. If you need to learn how to add your new purchase to an existing asset, review the Capital Asset > Acquiring Capital Assets > Adding an Existing Asset on a Requisition tutorial. 1. You must complete the Capital Asset tab when you use a Capital Object Code on the Items tab. Capital Object Codes are 5750 and 7610 through FSO Property Management uses the information you enter here to create the asset after a payment is made against the Requisition. 2. This tutorial focuses on the details of the Capital Asset tab. If you need to review the basics of creating a Requisition, please review the Purchasing > Creating a Requisition > Purchasing Goods Using a Requisition tutorial. 3. The accounts have just been distributed to the items in this Requisition. That means you're ready to enter the Capital Assets information. 4. In this case, you are purchasing a new tractor for Facilities Management. In order to notify FSO Property Management of the new asset, you need to enter details on the Capital Asset tab. Click the show button. Page 29

34 5. Click the Capital Asset System Type drop-down list. Page 30

35 6. You have three choices on this menu. Individual Assets: Use when you are purchasing a freestanding asset. One System: Use when you purchase multiple items that will be combined and assigned a single asset Tag Number. For instance, you might purchase a centrifuge and a computer. They are purchased separately, but will be attached to one another and assigned a single Tag Number. Multiple Systems: Use when you purchase multiple items and combine them into more than one asset. For example, if you buy two computers and two centrifuges and combine them into two computer/centrifuge assets, you will select Multiple Systems. 7. The tractor is a free-standing new asset. Click the Individual Assets list item. 8. Click the Capital Asset System State drop-down list. 9. Since this is a new asset, you need to choose New System. Click the New System list item. Page 31

36 10. Click the select button. Page 32

37 11. UAccess Financials displays the Capital Asset Items section, which is used to describe your new asset. Click the Capital Asset Transaction Type drop-down list. 12. Since you are creating a new asset, choose new. Click the NEW list item. 13. Enter any information about the new asset that might assist FSO Property Management in creating it. Enter "Please create a new Asset and assign a tag number" in the Capital Asset Note Text field. 14. If you are purchasing directly from the manufacturer, use the same as vendor button to pull the information in. Click the same as vendor button. 15. If you are purchasing the asset in one fiscal year but receiving it in another, change Receiving Outside of Current Fiscal Year to Yes using the Select button. Page 33

38 16. You need to identify the Asset Type. Click the Asset Type magnifying glass. 17. The Asset Type is used by FSO Property Management to classify assets by category or type. Enter the description of the asset you are purchasing. For example, since you are purchasing a tractor, search for the Asset Type that is associated with a tractor. Remember to use asterisks as wildcards to get as many results as possible. Enter "*tractor*" in the Asset Type Description field. 18. Click the search button. 19. Click the return value link. 20. Enter the Model Number for your new asset. Enter "John Deere 1026R 6R" in the Model Number field. Page 34

39 21. If all of the items are going to one location, the value in this field should be the same as the Accounting Lines Quantity. If you purchased multiple items and want to distribute them to multiple locations, simply add additional Location sections for each, ensuring that the total item Quantity equals the Accounting Lines Quantity. Enter "1" in the Item Quantity field. 22. You need to look up the Building. Click the Building magnifying glass. 23. Enter "461A" in the Building Code field. 24. Click the search button. Page 35

40 25. Click the return value link. 26. Enter "0001" in the Room field. 27. Click the add button. Page 36

41 28. Click the scrollbar. 29. FSO Property Management uses the information you entered on Capital Asset tab to create the asset, so take a moment to review the information you have entered and verify that it is correct. Click the scrollbar. 30. Click the hide button. 31. Once you have entered your Capital Asset information, you are ready to submit the document for approval. End of Procedure. Page 37