CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting. FIS-Requisition and Purchase Order Entry Learning Guide

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting FIS-Requisition and Purchase Order Entry Learning Guide 2014 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction... 1 Fund Accounting > Purchasing... 2 Requisition - Purchase Order... 2 Requisition Entry... 2 Add Requisition... 3 Shipping/Billing... 5 Edit Requisitions... 6 Item... 6 Summary Distribution... 9 Distribution Sequence: Quotes Requisition Proof Requisition Form Unapproved Requisition Report Approve Requisitions Purchase Order Form Reprint Purchase Order Forms Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This Learning Guide will cover how to complete the entry screen for requests by staff members for goods and services. This screen is used to create Purchase Orders, to earmark funds for spending, and to review prices and vendors. Quotes are also tracked for purchases that exceed PDE definitions as defined in the Purchasing Parameters. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 1

6 FUND ACCOUNTING > PURCHASING Requisition - Purchase Order Requisition Entry Initially the Search Options screen will appear; see below. If searching for an existing requisition, define the search criteria from the options available and select the Search button. After selecting search, the requisitions that meet the criteria entered will appear and you can select a requisition by clicking on the requisition number and make any additions or corrections needed. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 2

7 To add a new requisition, select the Add button, and the screen below will appear: NOTE: A red Asterisk (*) by a field indicates the field is required Add Requisition Year: The year will default to the year set up in the Purchasing Parameters; select a different year by using the dropdown. Date Needed: This is the date the items that are listed on the requisition are needed. Emergency: Select this option if this requisition needs to go through the approval process right away. Building: Select the building from the dropdown. Approval Routes: Select the appropriate Approval Route. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 3

8 Vendor Code: Enter the vendor or click on the magnifying symbol to search for the Vendor. If the vendor is not listed you can select the + sign to add a new vendor. Order ID: Select the correct address for the Vendor that will be listed on the Purchase Order Requisitioner: Select a requisitioner that was entered from the Requisitioner Directory by using the magnifying symbol. Reference #: If you have a reference # you would like populated on the Requisition/Purchase Order, enter that number in this field. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 4

9 Assets: Flag this Requisition if it is an asset item(s). Consumables: Flag the Requisition if it is a consumable item(s). Line Item Entry: Select this option if this will be a line item requisition/purchase Order. If this option is selected the header tabs will change; see below: The Items and Distribution information will both be added under the Items Tab. Print Amounts: By default, the Print Amount 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. Discount: Enter a discount amount, if one was given by the vendor and note whether it is a percentage or dollar amount by the symbol. S/H: Enter shipping and Handling, as applicable, and note if it a percentage or an amount by the symbol. Description: Enter the description for the Requisition. Shipping/Billing Ship To: Select the Ship To information from your dropdown or, if you have a Ship To entered in the Purchasing Parameters, the information will automatically populate in the following fields: Address 1 & 2, City, State, ZIP Code, Zip + 4, Contact, , Phone, Ext, and Fax. Ship Mode: Select the Ship Mode from the dropdown, as applicable. PO Note: Select the PO Note from the dropdown, as applicable. Notes: Enter notes that you would like to appear on the Requisition/Purchase Order. Internal Notes: Enter internal notes for district use only; this information will not appear on the Requisition/Purchase Order. Timestamp: If you click on the timestamp button, the current date and time along with the user name will appear in the internal notes field. Invoice To: Select the Invoice To information from your dropdown or, if you have an Invoice To entered in the Purchasing Parameters, the information will automatically populate in the following fields: Address 1 & 2, City, State, ZIP Code, Zip + 4, Contact, , Phone, Ext, and Fax. Select the option to Save & Close, Save, Save & Add, or Cancel. If you select to Save you will see the screen below appear: Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 5

10 Edit Requisitions If you need to make any changes to the requisition, on the Edit Requisition tab is where the changes can be made. Otherwise you can continue to complete your data entry for the Requisition. Item Select the ITEM TAB to review or Add new item information. Select Add Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 6

11 The above information pulls from the requisition entry screen, continue to add information for items. Item Sequence: Enter the sequence number to assign the appearance order of this item on the Requisition. Catalog #: Enter catalog number given by vendor. Item #: This is for future use. Quantity: Enter the quantity you will purchase for this item. Unit: Select the unit of measure for the item. Unit Price: Enter the price per item. Gross: Displays the total cost for this item (quantity multiplied by the Unit price). Net: Displays the net cost (it accounts for any discounts given by the vendor). Message: Select a message code to display the full message in the description area; this will appear on the Requisition (established in the PO MESSAGES DIRECTORY). Description: Enter a description of the item to be ordered (displays on the Requisition/Purchase Order). Asset: This is for future use. Consumable: This is for future use. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 7

12 NOTE: If the Requisition is flagged as a line item entry the item tab will appear differently; see below: Select to Add Item and Save, then select a Net amount to Add Distribution. Then select Save & Close, Save, Save & Add or Cancel. Once you have an item entered and review the item tab, it will appear as it does in the print screen below: Changes can be made to existing items or items can be copied by selecting the description. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 8

13 Summary Distribution Select the Summary Distribution tab to edit or Add the account code records relating to a specific Requisition/Purchase Order or item (if using line item POs). Select Add Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 9

14 Distribution Sequence: Account Code: Enter the account code or use the Find option (magnifying symbol) to search the account code. Percent: This information defaults to 100%, enter the percentage of the amount that will be reflected for that particular account code. Amount: By default, the Amount of the entire Requisition displays in the Amount field. If you need to encumber amounts to more than one account code, adjust the Amount for the first account code and continue to proceed with the remaining account codes as needed. Description: Enter the distribution's description. Then Save & Close, Save, Save & Add or Cancel. Quotes Enter quotes received by vendors. Select the Add button to add a quote. Year: Defaults to the year code tied to the Requisition/Purchase order. Requisition Number: Defaults to the Requisition number. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 10

15 Quote Date: Enter the date of the quote given. Vendor Name: Enter the vendor name that gave the quote entered. Contact: Enter vendor contact for the quote. Phone: Enter phone number for vendor. Extension: Enter extension for the contact. Enter the information for your vendor. Quote#: Enter a quote reference number. Description: Enter a description of items quoted. Note: Enter a Note regarding quote given or select the timestamp option; the date and time you entered the quote will appear in the notes field. Timestamp: Use this option to populate the notes field with the date and time. File Attachment: Attach the quote given by vendor to the requisition. APPROVAL HISTORY Click the APPROVAL HISTORY tab to review entries that are created as the requisition goes through the approval process. If you select Approval Audit that will print a report of the approval process for the requisition. Once you have entered all your information for your requisition, it needs submitted for approval. Navigate to the Requisition Entry tab and select to Submit. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 11

16 Requisition Proof To review the data entry for a Requisition, there is an option to run a Requisition Proof on the Edit Requisition Tab. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 12

17 Requisition Form Select this option to print your requisition; then enter the information to search for the requisition to print. Year: Defaults to the current year or use the dropdown to select the year. Building: Select the Building or leave the default to pull all Buildings. Date Entered Start: Enter the first date used to enter requisitions. End: Enter the last date used to enter requisitions (this will select all requisitions entered within the date range). Req# Start: Enter a requisition number. End: Enter the last requisition number (this will select all requisitions entered within the Start and End requisition number). Requisitioner: Enter a requisitioner or use the magnifying symbol to search for a requisitioner, this will pull the selected requisitioner's requisitions for review or to save as a pdf. Vendor: Enter a vendor or search for vendor to pull their requisitions. Include Previously Printed: Select this option if need to review or re-print a Requisition that was previously printed. Update Print Date: Select this option when saving a requisition as a pdf; the print date will populate under Edit Requisition tab. Current username: Defaults with the current username. Alternates: Select this option to pull requisitions for alternate usernames or search for a particular username. Other Usernames: Select this option to pull other user's requisitions or search for a particular username. Sort Order: Select from the dropdown how you would like to sort the requisitions. Once the Search information is entered, select Run and the Requisition will appear for review or Save to a pdf (once saved as a pdf print the requisitions if needed). Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 13

18 This is a copy of a requisition. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 14

19 Unapproved Requisition Report Select this option to view Unapproved Requisitions. Year: Defaults to the current year or use the dropdown to select the year. Approval Route: Use the dropdown to select the approval route. Building: Select the Building or leave as the default to pull all Buildings. Status: Select the appropriate Requisition status. NOTE: If Run is selected without making specific selections, all unapproved requisitions will appear. If you need to reset the search, select the reset button and enter the new search criteria. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 15

20 Approve Requisitions Select this option to Approve Requisitions. Year: Defaults to the current year or use the dropdown to select the year. Approval Route: Use the dropdown to select the approval route. Building: Use the dropdown to select the Building. Status: Use the dropdown to select the Status; available options are Submitted, Out of Balance, Overdrawn, Hold, Denied, Cancelled, or Approved. Current username is: Use the dropdown to select if current user is Approver, Alternate Approver, or Both. Emergency Only: Select this option to Search for requisitions flagged as Emergency. Current Plus Lower Approval Route Steps: Select this option to search for current Requisitions as well as lower approval route steps. Action: Select which action will be taking place, options available are Approve, Cancel, Deny, Hold, Redirect, or Reevaluate. Start Req. #: Enter starting Requisition number. End Req. #: Enter ending Requisition number. Select Range: Select Search and if start Req. and end Req. number have been entered, enter the action needed. Then Select Range; this will complete the action within the Req. number range identified. NOTE: You also have the option to print the requisition form from this screen. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 16

21 After search criteria are entered, select the Search button. Select the req. # that needs to be approved or Select All and Save Purchase Order Form Select this option to review or save the Purchase Order as pdf. Year: Defaults to the current year or use the dropdown to select the year. Building: Use the dropdown to select the Building. PO Date Start & End: Defaults with the fiscal year date range, change date as needed. PO# Start & End: Enter a Purchase Order number range. Mailing Labels: Use the dropdown to select options, None, 2-Up or 3-Up to save as pdf for printing. Update Print Date: This is defaulted when the Purchase Order is saved as a pdf; the print date will appear on the requisition entry screen. Sort Order: Use the dropdown to select how the Purchase Order will be sorted, the options are PO Number, Vendor Name, Building/PO Number, Building/Vendor, Name, or Requisitioner. NOTE: If Run is selected without making a specific selections, all Purchase Orders that do not have a print date will be selected. If you need to reset the search, select the reset button and enter the new search criteria. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 17

22 Select the Purchase Orders that need printed or ed, which will be noted in the Vendor Copy Distribution Column, once the selections are made, select Print All Selected. Select the tab of the copy you would like to save as a pdf. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 18

23 This is the vendor copy of the Purchase Order: Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 19

24 Reprint Purchase Order Forms Select this option if a Purchase Order needs re-printed. Year: Defaults to the current year or use the dropdown to select the year. Building: Use the dropdown to select the Building. PO Date Start & End: Defaults with the fiscal year date range, change date as needed. PO# Start & End: Enter a Purchase Order range. Mailing labels: Use the dropdown to select options, None, 2-Up or 3-Up to save as pdf for printing. Update Print Date: This is defaulted when the Purchase Order is saved as a pdf; the print date will appear on the requisition entry screen. Sort Order: Use the dropdown to select the how the Purchase Order will be sorted, the options are PO Number, Vendor Name, Building/PO Number, Building/Vendor, Name, or Requisitioner. NOTE: If Run is selected without making a specific selections, all Purchase Orders that do not have a print date will be selected. If you need to reset the search, select the reset button and enter the new search criteria. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 20

25 Select the Purchase Orders that need to be re-printed and Print All Selected. Follow the same instructions noted above for printing the Purchase Order. Revised: 05/12/ Central Susquehanna Intermediate Unit, USA Page 21