DoIT TRAINING CENTER OFFICE OF INFORMATION TECHNOLOGY

Transcription

1 DoIT TRAINING CENTER OFFICE OF INFORMATION TECHNOLOGY ADPICS Inventory Requisition and Purchase Order Processing Financial Management Information System DoITService Desk 45 Calvert Street Annapolis, MD (410)

2 2 - INVENTORY REQUISITIONS -

3 3 - INVENTORY REQUISITIONS - Let DOC TYPE, INTF TYPE and RQ/JT/TR fields default. One additional entry on Requisition Header Screen is required, the Warehouse ID. Accounting information defaults automatically from the 5300 screen but can be changed. When user selects a commodity on 2110 detail screen, ADPICS displays only those commodities available at the warehouse (5430 screen). User s must have security to purchase items for a specific warehouse/stockroom. If your agency has more than one warehouse, you must have security for each warehouse.

4 REQUISITION PROCESSING 4 - INVENTORY REQUISITIONS - PROCESSING A REQUISITION FOR A WAREHOUSE/STOCKROOM

5 5 Using Menus to Access the Requisition Header Screen PCHL0000 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1995 6:11 PM MAIN MENU COPYRIGHT 1993 KPMG PEAT MARWICK Press F2 to access the Procurement Transactions Menu. USE THE FUNCTION KEYS TO SELECT THE DESIRED FUNCTION: (1) - ACCOUNTS PAYABLE MENU (2) - PROCUREMENT TRANSACTIONS MENU (3) - RECEIVING MENU (4) - INVENTORY TRANSACTIONS MENU (5) - TABLE MAINTENANCE MENU (6) - REPORT PROCESSING MENU (7) - SYSTEMS MANAGEMENT MENU (8) - CHANGE ORDER PROCESSING MENU (10) - DOCUMENT AUTHORIZATION MENU (11) - COMMODITY TABLE INQUIRY (12) - VENDOR TABLE INQUIRY (CL) - EXIT The Procurement Transactions Menu is accessed by pressing F2 from the Main Menu.

6 6 Procurement Transactions Menu PCHL2000 V4.1 ADVANCED PURCHASING/INVENTORY 06/23/ :41 AM PROCUREMENT TRANSACTIONS MENU COPYRIGHT 1994 KPMG PEAT MARWICK LLP Press F1 to access the Requisition Header Entry screen. USE THE FUNCTION KEYS TO SELECT THE DESIRED FUNCTION: (1) - REQUISITION PROCESSING (2) - ITB AND BID PROCESSING (3) - PURCHASE ORDER WRITING (4) - DIRECT PURCHASE ORDER WRITING (5) - BLANKET PURCHASE ORDER WRITING (6) - PURCHASE ORDER INQUIRY MENU (7) - REQUISITION INQUIRY MENU (8) - CONTRACT ADDITIONAL ELEMENTS (CL) - EXIT Requisition Processing is accessed by pressing F1 from the Procurement Transactions Menu.

7 7 Requisition Header Entry Screen PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 2:52 PM REQUISITION HEADER ENTRY REQ ID : DOC TYPE: RQ DUE DATE: INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE: POST : CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT In the exercise that follows, you will be creating a requisition using the single distribution method. The items that you will be requesting will be for restocking a warehouse or storeroom.

8 8 REQ ID: Requisition ID Number. System Assigned when you save the header. DOC TYPE: Agency assigned. Determines the approval path. DUE DATE: Date you expect to receive the goods/services. INTF TYPE: Interface type. Determines the accounting information that is interfaced to R*STARS. ACTION IND: Action indicator. Tells whether a document is posted, in approval, etc. RQ/JT/TR: Requisition, Job Ticket, or Job Ticket Transfer. EFF DATE: Effective Date. Determines when the requisition is to become effective. WHSE: Warehouse. Code that determines the Warehouse that is requesting commodities. DEPARTMENT: Assigned by your agency. Determines the department that created the requisition. FILTER IND: Filter Indicator. Used to sort in approval processing. CONTACT: Person to contact about the requisition. STATUS: Gives the status of the requisition (post, in approval, error, etc.). TELEPHONE: Contact person s telephone number. NOTE PAD: Allows you to attach a note to the requisition. This information will not print on the requisition. CREATE: Gives the date the requisition was created. ADDRESS: Address of contact person. UPDATE: Gives the date the requisition was updated or changed. POST: Gives the date the requisition was final posted. CITY: Defaults to city defined on the department table. ST: Defaults to the state defined on the department table. ZIP: Defaults to the zip code defined on the department table. BLANKET PO ID: Blanket Purchase Order ID. Entered if a state contract exists for the commodity. BUYER CODE: Code that determines who the buyer will be. RECOMMENDED VENDOR: If a vendor is recommended, enter the vendor number here. BILL TO NAME: Name of person to send the Invoice to. BILL TO ADDRESS: Address to send Invoices if different than department ID. SPLIT CAPABILITY: Determines if the commodities on the requisition can be awarded to different vendors. TERM IND: Tells if additional terms are attached to the requisition. DISTRIBUTION METHOD: Determines the accounting distribution method used. QUOTES: Tells if quotes from vendors are attached to the requisition. SF: Accounting distribution line number. AGY: Agency. YR: Appropriation Year. INDEX: Index. PCA: Program Cost Account. OBJ: Comptroller Object. AOBJ: Agency Object. GRANT/PH: Grant and phase number. PROJ/PH: Project and phase number. AG1: Agency Code 1. AG2: Agency Code 2. AG3: Agency Code 3. PERCENT: Tells accounting distribution percentage if distribution method is P. FUNCTION KEYS: F1- Help F2- Copies the requisition F3- Deletes the requisition (if not posted) F4- Other (displays additional function keys) F5- View the next requisition F6- View document (commodities) F7- Select vendor F8- Select terms to attach or Enter quotes F9- Link F10- Save F11- View accounting or Select accounting F12 - Print requisition

9 9 Requisition Header Entry - Additional Required Field PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 2:52 PM REQUISITION HEADER ENTRY REQ ID : DOC TYPE: RQ DUE DATE: INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE: POST : CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT RECORD DOES NOT EXIST, PLEASE TRY AGAIN In addition to the required fields mentioned earlier, you must enter data in the following field: WHSE: This field is required if this is a requisition for a Warehouse. A valid entry is a three character code. When you enter a warehouse code and press F10-SAVE, the accounting information will default automatically. Each warehouse has an accounting line that was determined on the Warehouse Table Maintenance (5300) screen. The accounting information is used by the accounting system when the requisition is posted to pre-encumber funds. You have the choice of changing the default accounting information on the Requisition screen for that transaction.

10 10 Requisition Header Entry - Data Entry for Single Accounting Distribution PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 2:52 PM REQUISITION HEADER ENTRY REQ ID : DOC TYPE: RQ DUE DATE: INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : R50 DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE: POST : CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT Press Tab> to position the cursor. Then, enter the due date in MMDDYY format. Press Tab> to position the cursor. Then, enter the warehouse as a three character code in the WHSE field. F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT RECORD DOES NOT EXIST, PLEASE TRY AGAIN Directions for entering data in the required fields on 2100: 1. When the Requisition Header Entry screen is accessed, the cursor is located in the REQ ID field. Press Tab> until the cursor is located in the DUE DATE field. 2. Enter the date one month from today s date in MMDDYY format. It is not necessary to type slashes or hyphens between the month, day, and year. The system will automatically format the date as MM/DD/YYYY. 3. Press Tab> until the cursor is located in the WHSE field. 4. Enter a three character (alphanumeric) code.

11 11 Requisition Header Entry - Data Entry for Single Accounting Distribution PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 2:52 PM REQUISITION HEADER ENTRY REQ ID : DOC TYPE: RQ DUE DATE: 02/21/99 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : R50 DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE: POST : CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT RECORD DOES NOT EXIST, PLEASE TRY AGAIN After all required fields have been reviewed, press F10-SAVE to store this document in the requisition file. Directions for entering data in the required fields on 2100 (continued): 5. If you want to assign a specific buyer to this requisition: Press Tab> until the cursor is located in the BUYER CODE field. Type in the buyer s four character buyer code in the BUYER CODE field. We won t enter a buyer code for this example. 6. The DISTRIBUTION METHOD field defaults to S for single. We will let this field default. If you were going to use a Multiple Distribution or Percent Distribution method, you would enter an M or P. If the distribution method is P (percentage), more than one accounting line is required. If the distribution method is M (multiple), accounting information is entered on the Requisition Detail Entry screen. 7. When you are finished reviewing the required data on the screen, press F10- SAVE to process the requisition document. The accounting information will default automatically.

12 12 Requisition Header Entry - Processing Results PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 3:07 PM REQUISITION DETAIL ENTRY REQUISITION ID: R00R LINE NO.: 001 BUYER: COMMODITY : BPO LINE NO: QUANTITY : STATE TAX : LOCAL TAX : U/M : UNIT COST: EST. TOTAL COST: 0.00 DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 Write down the requisition ID assigned to your document. SPEC IDS: F1-HELP F2-SELECT F3-DELETE F4-BLK FUNC F5-NEXT F6-VW DOC F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT PLEASE ENTER DETAILS FOR REQUISITION LINE When F10-SAVE is pressed, the system edits the data entered on the Requisition Header Entry screen. If no errors are found, the system automatically transfers to the Requisition Detail Entry (2110) specification screen displayed above. The Requisition Detail Entry (2110) specification screen is used to record the commodity number, quantity, unit price, and specifications (optional) of the item requested. Notice that the system assigned a requisition ID to the document. Write down the requisition number assigned by the system. Requisition ID:

13 Requisition Detail Entry - Data Entry for Single Accounting Distribution 13 PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 3:16 PM REQUISITION DETAIL ENTRY REQUISITION ID: R00R LINE NO.: 001 BUYER: COMMODITY : BPO LINE NO: QUANTITY : STATE TAX : LOCAL TAX : U/M : UNIT COST: EST. TOTAL COST: 0.00 DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT Press F2-SEL COMM to PLEASE ENTER DETAILS FOR REQUISITION LINE access the Commodity by Warehouse (5430) screen. Directions for entering data in the required fields on 2110: 1. When the Requisition Detail Entry screen is accessed, the cursor is located in the COMMODITY field. 2. If you know the commodity ID of the item you would like to request, you can enter it in the COMMODITY field. Otherwise, press F2-SEL COMM to access the Commodity by Warehouse (5430) screen.

14 14 Commodity by Warehouse Screen PCHL5430 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 3:18 PM COMMODITY BY WAREHOUSE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE QUANTITY FREEZE S COMMODITY NAME COMMODITY ID ROW BIN ON HAND YTD ISSUE FL BAGS, PAPER: REGULAR WEIG , N BAGS, PAPER: REGULAR WEIG , N BASEBALL HATS, CORDUROY F ,000 8 N BATTERY ,992 1,140 N BATTERY, ACID , N BATTERY, ACID N BATTERY, ACID , N BLANCHERS, FRUIT AND VEGE N EMBROIDERED BASEBALL HAT ,812 N ERASERS AND CLEANERS, CHA , N ERASERS: PENCIL AND INK XXX ,421 N FRUIT COCKTAIL, JUICE PAC ,612 N FRUITS AND VEGETABLES, DE , N FRUITS, SPECIAL DIET, CAN , N F1-HELP F2-SELECT F5-NEXT F6-RETURN F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL The Commodity by Warehouse (5430) screen lists all commodities alphabetically by commodity name that are available in the warehouse. This screen also shows the physical location of the commodity within the warehouse (by row and bin), the current quantity on hand, year-to-date issue quantity, and whether the commodities have been flagged as frozen ( Y = frozen, N = not frozen). A commodity is flagged as frozen when a count has been initiated for that commodity. A commodity cannot be issued, returned or received until the flag becomes N. A commodity flagged as frozen does not affect purchasing. This screen functions in the same way as the Commodity Table Inquiry (1100) screen. You can scroll through the commodities by pressing F8-NEXT PAGE (scrolls from A-Z) or F7-PRIOR PAGE (scrolls in the opposite direction). Instead of scrolling through the list of commodities page by page, you can enter a search name. If you do not know the exact name of the commodity, partial search names can be entered. In fact, you can just enter p, erase the rest of the commodity name displayed, and press Enter> to move to the first record beginning with that letter. The screen defaults to the warehouse code that you have entered on the Requisition Header Entry (2100) screen. If you have security to view more than one warehouse, you can press F5-NEXT to view the next warehouse. It is advisable that when you are selecting a commodity for a requisition that you do not change the warehouse code.

15 15 Commodity by Warehouse - Selecting a Commodity PCHL5430 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 3:51 PM COMMODITY BY WAREHOUSE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE QUANTITY FREEZE S COMMODITY NAME COMMODITY ID ROW BIN ON HAND YTD ISSUE FL s TAPE, ERASER , N TREES, FRUIT AND NUT , N TREES, FRUIT AND NUT N Type Type S S to to select the the commodity you you want want to to return to to your your document. Press F6-RETURN to to transfer the the selected commodity to to F1-HELP F2-SELECT F5-NEXT F6-RETURN F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Directions for entering data in the required fields on 2110 (continued): 3. You want to request eraser for your warehouse. Type eraser on the first line (make sure any letters to the right of the word you typed are erased) and press Enter>. 4. To select a commodity, press Tab> until the cursor is positioned in the field to the left of the commodity name in the select column. For this example, we want to request eraser. 5. Type an s in the S (select) field to the left of the commodity. 6. Press F6-RETURN to transfer the selected commodity back to the Requisition Detail Entry (2110) screen. Note: If a commodity that you wish to purchase is not on the list, you must ask your agency representative responsible for warehouse table maintenance to add the commodity to the tables.

16 Requisition Detail Entry - Data Entry for Single Accounting Distribution 16 PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 4:02 PM REQUISITION DETAIL ENTRY REQUISITION ID: R00R LINE NO.: 001 BUYER: COMMODITY : TAPE ERASER BPO LINE NO: QUANTITY : 5 STATE TAX : LOCAL TAX : U/M : DZ UNIT COST: EST. TOTAL COST: 0.00 DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 Position the cursor in the QUANTITY field and enter 5. SPEC IDS: F1-HELP F2-SELECT F3-DELETE F4-BLK FUNC F5-NEXT F6-VW DOC F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT PLEASE ENTER DETAILS FOR REQUISITION LINE Directions for entering data in the required fields on 2110 (continued): 7. When the system returns from the Commodity by Warehouse (5430) screen, the commodity code of the selected commodity is automatically entered in the COMMODITY field on the Requisition Detail Entry screen. Notice also that the PURCHASE U/M field has defaulted to the value defined for this commodity on the Inventory Master Table Maintenance screen (4600). If this commodity has been included previously on a posted purchase order, the UNIT COST field defaults to the last unit cost recorded on Press Tab> to position the cursor in the QUANTITY field. 9. Enter the quantity you are requesting. For this example, enter If purchase unit of measure and unit cost fields do not have values in them, enter them now.

17 Requisition Detail Entry - Data Entry for Single Accounting Distribution 17 PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 4:02 PM REQUISITION DETAIL ENTRY REQUISITION ID: R00R LINE NO.: 001 BUYER: COMMODITY : TAPE ERASER BPO LINE NO: QUANTITY : 5 STATE TAX : LOCAL TAX : U/M : DZ UNIT COST: EST. TOTAL COST: 0.00 DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 1/2-inch wide Type specifications in this area of the screen to clarify your request. SPEC IDS: F1-HELP F2-SELECT F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT PLEASE ENTER DETAILS FOR REQUISITION Press F10-SAVE LINE to attach the commodity detail entry to the requisition header. Directions for entering data in the required fields on 2110 (continued): 11. Press Tab> to position the cursor in the SPECIFICATION INFO field. Type the following specs to clarify your request: 1/2-inch wide. You are not required by the system to enter commodity specifications. Text entered in this area of the screen is not edited by the system. 12. When you have finished with data entry, press F10-SAVE to attach the detail record to the requisition header.

18 18 Requisition Detail Entry - Processing Results PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 4:10 PM REQUISITION DETAIL ENTRY REQUISITION ID: R00R LINE NO.: 002 BUYER: COMMODITY : BPO LINE NO: QUANTITY : STATE TAX : LOCAL TAX : U/M : UNIT COST: EST. TOTAL COST: 0.00 DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 SPEC IDS: F1-HELP F2-SELECT F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT RECORD SAVED Press Clear> to transfer back to the Requisition Header screen. When F10-SAVE is pressed, the system edits the data entered on the Requisition Detail Entry screen. If no errors are found, the system displays the blank Requisition Detail Entry specification screen pictured above. For this example, we will not be adding another commodity to the requisition. Press Clear> to return to the Requisition Header screen. PLEASE NOTE: It should be noted that because the existence of a warehouse code on the Requisition Header screen determines which commodity list ADPICS displays, Commodity Table Inquiry (1100) or Commodity by Warehouse (5430), you can not include inventoried and noninventoried items on the same requisition.

19 19 Reviewing the Completed Requisition PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 4:13 PM REQUISITION HEADER ENTRY REQ ID : R00R DOC TYPE: RQ DUE DATE: 02/21/1999 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: 01/21/1999 WHSE : R50 DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: NOPT TELEPHONE : EXT. NOTE PAD: N (Y/N) CREATE: 01/21/99 ADDRESS : 35 ELM STREET UPDATE: 01/21/99 POST : CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: N DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : N MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT 01 R F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Press F6-VW DOC to view this requisition on the Requisition Commodity Summary screen. If you want to verify the commodities you have entered on this requisition, you can view the requisition on the Requisition Commodity Summary (2120) screen by pressing F6-VW DOC. When F6-VW DOC is pressed, the system transfers to the Requisition Commodity Summary (2120) screen and retrieves the summary record associated with the requisition ID.

20 20 Requisition Commodity Summary PCHL2120 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 4:15 PM REQUISITION COMMODITY SUMMARY REQUISITION ID : R00R REQUISITION TOTAL: S LINE QUANTITY U/M UNIT COST TAXES LINE TOTAL COMMODITY ID COMMODITY NAME DZ TAPE ERASER F1-HELP F2-SELECT F4-ADD LINE F5-NEXT F6-SPECS F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Press Clear> to transfer back to the Requisition Header Entry screen. Press Clear> to return to the Requisition Header Entry (2100) screen.

21 21 Posting the Requisition PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 4:17 PM REQUISITION HEADER ENTRY REQ ID : R00R DOC TYPE: RQ DUE DATE: 02/21/1999 INTF TYPE: RQ ACTION IND: P RQ/JT/TR: R EFF DATE: 01/21/1999 WHSE : R50 DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: NOPT TELEPHONE : EXT. NOTE PAD: N (Y/N) CREATE: 01/21/99 Press Tab> ADDRESS to position the cursor in the : 35 ELM STREET UPDATE: 01/21/99 POST : ACTION IND field. CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : Then, type p. RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: N DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : N MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT 01 R F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Press F10-SAVE to post the requisition. Now that you have verified that the data entry for this requisition is correct, you need to POST the requisition. Posting the requisition interfaces the accounting data to R*STARS and preencumbers the funds for the requested item(s). Requisitions cannot be placed on invitations to bid, bids, or purchase orders until they are posted. To post the requisition, press Tab> to position the cursor in the ACTION IND field. Type p in the ACTION IND field. Press F10-SAVE to post the transaction.

22 22 Requisition Posting Results PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 4:20 PM REQUISITION HEADER ENTRY REQ ID : R00R DOC TYPE: RQ DUE DATE: 02/21/1999 INTF TYPE: RQ ACTION IND: P RQ/JT/TR: R EFF DATE: 01/21/1999 WHSE : R50 DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: POST TELEPHONE : EXT. NOTE PAD: N (Y/N) CREATE: 01/21/99 ADDRESS : 35 ELM STREET UPDATE: 01/21/99 POST : DD/MM/YY CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : When the requisition is BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: posted, N the system DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : displays N a status of MASTER ACCOUNTING INFORMATION - post in the STATUS SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT field and the post date 01 R in the POST field. F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT REQUISITION POSTED Press Clear> twice to return to the Main Menu. Notice that the system now displays a date in the POST field and a status of post in the STATUS field. Once the requisition is posted, you will only be able to change the buyer assigned to the requisition or add a note pad entry. All other changes to a posted requisition can only be made through the change order process. Press Clear> to return to the Procurement Transactions Menu (2000). Press Clear> to return to the Main Menu (0000).

23 REQUISITION PROCESSING 23 - INVENTORY REQUISITIONS - PROCESSING A REQUISITION TO RESTOCK PARTS FOR A WAREHOUSE/STOCKROOM

24 24 Using the Link To Method to Access the Requisition Header PCHL0000 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 2:20 PM 2100 MAIN MENU COPYRIGHT 1994 KPMG PEAT MARWICK LLP USE THE FUNCTION KEYS TO SELECT THE DESIRED FUNCTION: In the LINK TO field, type 2100, and press F9. (1) - ACCOUNTS PAYABLE MENU (2) - PROCUREMENT TRANSACTIONS MENU (3) - RECEIVING MENU (4) - INVENTORY TRANSACTIONS MENU (5) - TABLE MAINTENANCE MENU (6) - REPORT PROCESSING MENU (7) - SYSTEMS MANAGEMENT MENU (8) - CHANGE ORDER PROCESSING MENU (10) - DOCUMENT AUTHORIZATION MENU (11) - COMMODITY TABLE INQUIRY (12) - VENDOR TABLE INQUIRY (CL) - EXIT In the following exercise, you will learn how to process a Requisition for parts associated with commodities in the warehouse. You will process a requisition for a commodity that has multiple part numbers using the single accounting distribution method. The steps to create a requisition for parts is very similar to that of a requisition with commodities without part numbers. Instead of using the menu to access the Requisition Header, you can link directly to the screen, if you know the four digit screen number. To link to the Requisition Header: Type 2100 in the LINK TO field. Press F9-LINK.

25 25 Requisition Header Entry - Data Entry for Single Accounting Distribution Press Tab> to position the cursor in the DUE DATE field. Enter the PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 2:52 due date PM in MMDDYY REQUISITION HEADER ENTRY format. REQ ID : DOC TYPE: RQ DUE DATE: INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : R50 DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE: POST : CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT Press Tab> to position the cursor in the WHSE field. Enter the three character code defined for the warehouse. F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT RECORD DOES NOT EXIST, PLEASE TRY AGAIN After all required fields have been entered, press F10- SAVE. Directions for entering data in the required fields on 2100: 1. When the Requisition Header Entry (2100) screen is accessed, the cursor is located in the REQ ID field. Press Tab> until the cursor is located in the DUE DATE field. Enter the date one month from today s date in MMDDYY format. 2. Press Tab> until the cursor is located in the WHSE field. Enter the three character (alphanumeric) code defined for your warehouse. 3. When you are finished entering the required data on the screen, press F10-SAVE. Please Note: A single accounting line will default from the Warehouse Table Maintenance (5300) screen when F10-SAVE is pressed, so you do not have to enter the accounting information. When the requisition is posted, the funds will be pre-encumbered against the defaulted accounting. However, the accounting information can be updated with other valid values prior to posting the requisition.

26 26 Requisition Detail Entry - Data Entry for Single Accounting Distribution PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 9:30 AM REQUISITION DETAIL ENTRY REQUISITION ID: R00R LINE NO.: 001 BUYER: COMMODITY : BPO LINE NO: PART NO : QUANTITY : STATE TAX : LOCAL TAX : U/M : UNIT COST: EST. TOTAL COST: 0.00 DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 Write down the requisition ID assigned to your document. SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT PLEASE ENTER DETAILS FOR REQUISITION LINE When F10-SAVE is pressed, the system edits the data entered on the Requisition Header Entry screen. If no errors are found, the system automatically transfers to the Requisition Detail Entry (2110) specification screen. The Requisition Detail Entry (2110) specification screen is used to record the commodity number, part number, quantity, and unit price of the item requested. Notice that the system assigned a requisition ID to the document before it transferred to this screen. Write down the requisition number assigned by the system. Requisition ID:

27 Requisition Detail Entry - Data Entry for Single Accounting Distribution 27 PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 3:16 PM REQUISITION DETAIL ENTRY REQUISITION ID: R00R LINE NO.: 001 BUYER: COMMODITY : BPO LINE NO: PART NO : QUANTITY : STATE TAX : LOCAL TAX : U/M : UNIT COST: EST. TOTAL COST: 0.00 DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 When F4 is pressed, F2-SEL COMM will change to F2- SEL PART. Press F2-SEL PART to select a part number. If F2-SEL COMM is displayed, press F4-OTHER to view other options for the function keys. SPEC IDS: F1-HELP F2-SEL PART F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT PLEASE ENTER DETAILS FOR REQUISITION LINE Directions for entering data in the required fields on 2110: When the Requisition Detail Entry screen is accessed the cursor is located in the COMMODITY field. If you know the commodity ID and part number of the item you wish to request, you can enter both IDs in their respective fields. Otherwise, you should select the commodity/part number using the function keys. In previous exercises, you learned that F2-SEL COMM will link you to the Commodity By Warehouse (5430) screen. Since a part is attached to a commodity, you can simply select the part and the associated commodity code will also be returned back to the Requisition Detail Entry (2110) screen. 1. For this example, since we do not know the commodity ID, press F4-OTHER to view other options for the function keys. F2-SEL COMM should now read F2- SEL PART. 2. Press F2-SEL PART to select a part number from the Parts at Locations by Warehouse (5445) screen. Note: If the warehouse code is not entered on the Requisition Header Entry (2100), an error message will be displayed on the bottom of the screen. Parts are associated with inventoried commodities only.

28 28 Parts at Locations by Warehouse Screen PCHL5445 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:24 AM PARTS AT LOCATIONS BY WAREHOUSE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE COMMODITY ID: S PART DESCRIPTION COMMODITY ID ROW BIN FREEZE FLAG PART NO QTY ON HAND YTD ISSUE ADAPTER-COPPER FEMALE 3/ N ADAPTER-COPPER FEMALE 3/ N , PIPE-RDG TYPE M RED COPPE N F1-HELP F2-SELECT F5-NEXT F6-RETURN F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL The Parts at Locations by Warehouse (5445) screen lists all parts alphabetically by part description that are available in the specified warehouse. This screen also displays the physical location of the part within the warehouse (by row and bin), the current quantity on hand, the year-to-date issue quantity, and indicates if the parts have been flagged as frozen ( Y = frozen, N = not frozen). A part is flagged as frozen when a count has been initiated for that part. A part cannot be issued, returned, or received until the Flag becomes N. This screen functions in the same way as the Commodity By Warehouse (5430) screen. You can scroll through the parts by pressing F8-NEXT PAGE (scrolls from A-Z) or F7-PRIOR PAGE (scrolls in the opposite direction). Instead of scrolling through the list of parts page by page, you can enter a search name. If you do not know the exact description of the part, partial search names can be entered. In fact, you can just enter p, erase the rest of the part description displayed, and press Enter> to move to the first record beginning with that letter. You can also view all of the part numbers associated with the same commodity by entering the commodity ID in the COMMODITY ID field and pressing Enter>.

29 29 Parts at Locations by Warehouse - Returning the Selected Part to the Requisition Detail Entry Screen PCHL5445 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:24 AM PARTS AT LOCATIONS BY WAREHOUSE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE COMMODITY ID: S PART DESCRIPTION COMMODITY ID ROW BIN FREEZE FLAG PART NO QTY ON HAND YTD ISSUE ADAPTER-COPPER FEMALE 3/ N ADAPTER-COPPER FEMALE 3/ N , s PIPE-RDG TYPE M RED COPPE N Type an s next to the part you want to select. F1-HELP F2-SELECT F5-NEXT F6-RETURN F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Press F6-RETURN to transfer the selected part to Directions for entering data in the required fields on 2110 (continued): 3. To select the part, press Tab> until the cursor is positioned in the select column located to the left of the part description. For this example, we want to select Pipe-RDG Type M Red Copper. 4. Type an s in the S (select) field to the left of the part to select it. 5. Press F6-RETURN to transfer the selected part back to the Requisition Detail Entry (2110) screen.

30 Requisition Detail Entry - Data Entry for Single Accounting Distribution 30 PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:35 AM REQUISITION DETAIL ENTRY REQUISITION ID: R00R LINE Position NO.: the 001 cursor BUYER: in N/A COMMODITY : the PLUMBING QUANTITYFITTINGS, field PIPING BPO LINE NO: PART NO : and enter PIPE-RDG 10. TYPE M RED COPPER 1/2"X10F QUANTITY : STATE TAX : LOCAL TAX : U/M : LT UNIT COST: EST. TOTAL COST: DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 FOR BUILDING 215 Press F10-SAVE to attach the commodity/part detail entry to the requisition. Type specifications in this area of the screen to clarify your request (optional). SPEC IDS: ZYVNJ F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT Directions for entering data in the required fields on 2110 (continued): When the system returns from the Parts at Locations by Warehouse (5445) screen, the commodity ID and part number of the selected part is automatically populated in the COMMODITY field and PART NO field, respectively. Also, notice that the PURCHASE U/M field has defaulted to the value defined for this part on the Inventory Master Table Maintenance screen (4600). If this part has been included previously on a posted purchase order, the UNIT COST field defaults to the last unit cost recorded on Press Tab> to position the cursor in the QUANTITY field. Enter the quantity you are requesting. For this example, enter If the purchase unit of measure and unit cost fields do not have values in them, enter them now. The unit cost should be Press Tab> to position the cursor in the SPECIFICATION INFO field. Type the following specs to clarify your request: for building When you have finished with the data entry, press F10-SAVE.

31 31 Requisition Detail Entry - Processing Results PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 4:10 PM REQUISITION DETAIL ENTRY REQUISITION ID: R00R LINE NO.: 002 BUYER: COMMODITY : BPO LINE NO: PART NO : QUANTITY : STATE TAX : LOCAL TAX : U/M : UNIT COST: EST. TOTAL COST: 0.00 DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT RECORD SAVED When F10-SAVE is pressed, the system edits the data entered on the Requisition Detail Entry specification screen. If no errors are found, the system displays the blank Requisition Detail Entry specification screen pictured above. Press Clear> to transfer back to the Requisition Header screen. Notice that the line number now displayed is 002. The system is ready to accept another detail line. Since we will not add another line for this example, press Clear> to return to the Requisition Header Entry (2100) screen. Note: You may request commodities, part numbers, or a combination of both commodities and part numbers on the same requisition as long as all items are maintained in the warehouse.

32 32 Reviewing the Completed Requisition PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 4:13 PM REQUISITION HEADER ENTRY REQ ID : R00R DOC TYPE: RQ DUE DATE: 08/21/1999 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: 08/12/1999 WHSE : R50 DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: NOPT TELEPHONE : EXT. NOTE PAD: N (Y/N) CREATE: 08/12/99 ADDRESS : 35 ELM STREET UPDATE: 08/12/99 POST : CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: N DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : N MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT 01 R F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Press F6-VW DOC to view this requisition on the Requisition Commodity Summary screen. Verify the commodities/parts you have entered on this requisition. You can view the Requisition Commodity Summary (2120) screen by pressing F6- VW DOC. When F6-VW DOC is pressed, the system transfers to the Requisition Commodity Summary (2120) screen and retrieves the summary record associated with the requisition ID.

33 33 Requisition Commodity Summary PCHL2120 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:39 AM REQUISITION COMMODITY SUMMARY REQUISITION ID : R00R REQUISITION TOTAL: S LINE QUANTITY U/M UNIT COST TAXES LINE TOTAL COMM ID/PART NO COMM NAME/PART NAME LT PIPE-RDG TYPE M RED COPPER 1/2"X10FT F1-HELP F2-SELECT F4-ADD LINE F5-NEXT F6-SPECS F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Press Clear> to transfer back to the Requisition Header Entry screen. Notice that the part number and part name are displayed on the screen, instead of the commodity ID and commodity name. This screen will either display the part number if entered on the Requisition Detail Entry or it will display the commodity if a part number was not entered. Press Clear> to return to the Requisition Header Entry (2100) screen.

34 34 Posting the Requisition PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 4:17 PM REQUISITION HEADER ENTRY REQ ID : R00R DOC TYPE: RQ DUE DATE: 08/21/1999 INTF TYPE: RQ ACTION IND: P RQ/JT/TR: R EFF DATE: 08/12/1999 WHSE : R50 DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: NOPT TELEPHONE : EXT. NOTE PAD: N (Y/N) CREATE: 08/12/99 Press Tab> ADDRESS to position the cursor in the : 35 ELM STREET UPDATE: 08/12/99 POST : ACTION IND field. CITY : SILVER SPRING ST: MD ZIP: BLANKET PO ID : BUYER CODE : Then, type p. RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: N DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : N MASTER ACCOUNTING INFORMATION - Press F10-SAVE to SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 post the requisition. 01 R PERCENT F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Now that you have verified that the data entry for this requisition is correct, you need to POST the requisition. Posting the requisition interfaces the accounting data to R*STARS and preencumbers the funds for the requested item(s). Requisitions cannot be placed on invitations to bid, bids, or purchase orders until they are posted. To post the requisition, press Tab> to position the cursor in the ACTION IND field. Type p in the ACTION IND field. Press F10-SAVE to post the transaction. Now let s link to the 2340 Purchase Order header screen.

35 REQUISITION PROCESSING 35 - INVENTORY PURCHASE ORDERS - PROCESSING A PURCHASE ORDER TO RESTOCK A WAREHOUSE/STOCKROOM

36 36 INVENTORY PURCHASE ORDERS AND DIRECT PURCHASE ORDERS For Standard Purchase Orders, all the information will default from the requisition. One additional entry on the Direct Purchase Order Header (2360) screen is required, the warehouse ID. Accounting information defaults automatically from the 5300 screen. When the user selects a commodity on 2365 detail screen, ADPICS displays only those commodities available at the warehouse (5430 screen). Users must have security to purchase items for a specific warehouse/stockroom.

37 37 Purchase Order/Contract Screen PCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM PURCHASE ORDER/CONTRACT GRAPHICAL PRINT: (Y/N) PO/CONTRACT ID : BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : INTERFACE TYPE: PO EFF DATE : REMAINING VALUE : MATCH TYPE : WAREHOUSE: R50 VENDOR ID : DEPARTMENT : R00XX STATUS : VENDOR NAME : CREATE : ADDRESS : UPDATE : POST : CITY: ST: ZIP: DELIVER TO NAME : REQUISITION CONTACT NAME ADDRESS : 155 COTTAGE STREET NE CITY: BALTIMORE ST: MD ZIP: BILL TO NAME : BILL TO ADDRESS CODE: DELIVERY DATE : F.O.B. POINT : DEST SUBCONTRACTOR: N EXPIRATION DATE : DISCOUNT TERMS: NET NOTE PAD : N TRACK DATE : EXPEDITOR : TRACK CODE : F1-HELP F2-ADD ELE F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SEL VEN F8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT Using the requisition from the last lesson, let s create this purchase order. Link to the 2340 screen.

38 38 Purchase Order/Contract (2340) Screen PRINT SWITCH: Determines whether the print is requisition based or commodity based. GRAPHICAL PRINT: Graphical Print. PO/CONTRACT ID: Purchase order or contract ID number assigned by ADPICS. BLANKET PO ID: Blanket PO ID if Purchase Order is awarded from a Blanket Purchase Order. CALL NO: Indicates Blanket Purchase Order call sequence. PURCHASING TYPE: Determines the type of Purchase Order and the Approval Path. REQUISITION ID: Requisition ID relating to this Purchase Order. LINE: Line number of Requisition pertaining to this Purchase Order. (000 = all lines). BUYER: Code that determines the buyer. ACTION INDICATOR: Tells whether a document is posted, in approval, not posted, etc. BID ID: Bid ID if Purchase Order is awarded through the bid process. AWARD: Indicates award sequence. VEND CHG: Indicates whether the Purchase Order vendor can be changed on the invoice. CONTRACT AMOUNT: Total amount of the Purchase Order or Contract. INTERFACE TYPE: Interface Type. Determines the accounting impact of this transaction. EFF DATE: Effective Date. Determines when the Purchase Order becomes effective. REMAINING VALUE: Remaining value of the Purchase Order. MATCH TYPE: Determines whether an Invoice or a Receiving report are required. WHSE: Warehouse. This works in conjunction with the inventory system. VENDOR ID: ID of Vendor selected. DEPARTMENT: Determines the department associated with the Purchase Order. STATUS: Gives the status of the Purchase Order (POST, APPR, NOPT, PERR, CNCL). VENDOR NAME: Name of Vendor selected. CREATE: Date the Purchase Order was created. ADDRESS: Address where the Purchase Order will be mailed. UPDATE: Gives the date the Purchase Order was updated or changed. POST: Gives the date the Purchase Order was final posted. CITY, STATE, ZIP: Address of where the Purchase Order will be mailed. DELIVER TO NAME: Name of person who will accept delivery. ADDRESS,CITY,ST,ZIP: Delivery Address. BILL TO NAME: Name of person to receive the Invoice/bill. BILL TO ADDRESS CODE: Address code of where the Invoice/bill is to be mailed. DELIVERY DATE: Date you expect to receive the goods/services. F.O.B. POINT: Free on board. Determines liability in shipping. SUBCONTRACTOR: Indicates whether subcontractors are part of the contract. EXPIRATION DATE: Date the contract/purchase Order expires. DISCOUNT TERMS: Indicates ID discount terms apply. NOTE PAD: Allows you to attach a note to the Purchase Order. The note will not print. TRACK DATE: Date the expediter is to review the Purchase Order. FILTER IND: Filter Indicator. Used to sort in approval processing. EXPEDITOR: Code of the expediter. TRACK CODE: Work status of the Purchase Order. FUNCTION KEYS: F1 - Help F2 - Additional Elements F3 - Delete (if not posted) F4 - Other function key toggle F5 - View the next Purchase Order F6 - View document commodity detail F7 - Select a vendor F8 - Select terms to attach F9 - Link F10 - Save F11 - View accounting F12 - Print or Select subcontractors

39 39 Purchase Order/Contract - Default Values PCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM PURCHASE ORDER/CONTRACT GRAPHICAL PRINT: (Y/N) PO/CONTRACT ID : BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : INTERFACE TYPE: PO EFF DATE : REMAINING VALUE : MATCH TYPE : WAREHOUSE : R50 VENDOR ID : DEPARTMENT : R00XX STATUS : VENDOR NAME : CREATE : ADDRESS : UPDATE : POST : CITY: ST: ZIP: DELIVER TO NAME : REQUISITION CONTACT NAME ADDRESS : 155 COTTAGE STREET NE CITY: BALTIMORE ST: MD ZIP: BILL TO NAME : BILL TO ADDRESS CODE: DELIVERY DATE : F.O.B. POINT : DEST SUBCONTRACTOR: N EXPIRATION DATE : DISCOUNT TERMS: NET NOTE PAD : TRACK DATE : EXPEDITOR : TRACK CODE : F1-HELP F2-ADD ELE F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SEL VEN F8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT The fields highlighted on the screen print above contain default values. Default values are used whenever possible to minimize the amount of required data entry. PURCHASING TYPE: Defaults to PO. ACTION INDICATOR: Defaults to N (no post). VEN CHG: Defaults to Y (yes). INTERFACE TYPE: Defaults to PO (establish encumbrance, liquidate pre-encumbrance). F.O.B. POINT: Defaults to DEST (destination). SUBCONTRACTOR: Defaults to N (no). If subcontractors are added, the value displayed in this field changes to Y (yes). DISCOUNT TERMS: Defaults to NET (net 30).

40 40 Purchase Order/Contract - Conditional Defaults PCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM PURCHASE ORDER/CONTRACT GRAPHICAL PRINT: (Y/N) PO/CONTRACT ID : BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : INTERFACE TYPE: PO EFF DATE : REMAINING VALUE : MATCH TYPE : WAREHOUSE: R50 VENDOR ID : DEPARTMENT : R00XX STATUS : VENDOR NAME : CREATE : ADDRESS : UPDATE : POST : CITY: ST: ZIP: DELIVER TO NAME : REQUISITION CONTACT NAME ADDRESS : 155 COTTAGE STREET NE CITY: BALTIMORE ST: MD ZIP: BILL TO NAME : BILL TO ADDRESS CODE: DELIVERY DATE : F.O.B. POINT : DEST SUBCONTRACTOR: N EXPIRATION DATE : DISCOUNT TERMS: NET NOTE PAD : N TRACK DATE : EXPEDITOR : TRACK CODE : F1-HELP F2-ADD ELE F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SEL VEN F8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT Whenever you use F9-LINK to access the Purchase Order/Contract Writing screen from a requisition related screen, the following fields will also default: REQUISITION ID: Defaults to the requisition ID displayed on the screen you linked from. WAREHOUSE: Defaults to the Warehouse on the Requisition. DEPARTMENT: Defaults to user s security profile. DELIVER TO NAME: Defaults to the contact name on the requisition. ADDRESS: Defaults to the contact s address on the requisition. If you link from the Requisition Header Entry (2100) screen and the RECOMMENDED VENDOR field contains a vendor ID number, the following fields will also default: VENDOR ID: The vendor ID defaults to the vendor ID attached to the requisition. VENDOR NAME: The system uses the vendor ID to retrieve and display the vendor name defined on the Vendor Table Maintenance (5200) screen. ADDRESS: The system uses the vendor ID to retrieve and display the vendor address defined on the Vendor Table Maintenance (5200) screen.