DoIT TRAINING CENTER OFFICE OF INFORMATION TECHNOLOGY

Transcription

1 DoIT TRAINING CENTER OFFICE OF INFORMATION TECHNOLOGY ADPICS Inventory Requisitions Processing Requisition to Restock Parts For A Warehouse Stockroom Financial Management Information System DoITService Desk 45 Calvert Street Annapolis, MD (410) servicedesk@doit.state.md.us

2 88 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: Press the Home key to position the cursor in the LINK TO field. Type 2100 in the field and press Enter>. (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. 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: Press the Home key to position the cursor in the LINK TO field Type 2100 Press F9-LINK.

3 89 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: 08/21/99 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 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-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 entered, press F10- SAVE. 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. 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.

4 90 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:

5 91 Requisition Detail Entry - Data Entry for Single Accounting Distribution 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 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 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. 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 screen (5430). 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). 2. 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. 3. Press F2-SEL PART to select a part number from the Parts at Locations by Warehouse screen (5445). 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.

6 92 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 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 (scrolls from A-Z) or F7-PRIOR (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>.

7 93 Parts At Locations by Warehouse - Selecting a Part to Review the Details 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 Type S S to to select the the part part number. F1-HELP F2-SELECT F5-NEXT F6-RETURN F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL Press F2-SELECT to view the commodity/part details. Directions for entering a commodity/part on 2110 (continued): 4. To select the part, press Tab> until the cursor is positioned in the select column located to the left of the part description. Type an s in the select column. For this example we want to select Pipe-RDG Type M Red Copper. 5. Press F2-SELECT to transfer to the Inventory Master Table Maintenance (4600) screen.

8 94 Inventory Master Table Maintenance Screen PCHL4600 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:27 AM INVENTORY MASTER TABLE MAINTENANCE WAREHOUSE: R50 TRAINING DEPT WAREHOUSE OBSOLETE ITEM: N COMMODITY: PLUMBING FITTINGS, PIPING NON-CHARGE ITEM: N PART NO: PIPE-RDG TYPE M RED COPPER 1/2"X10FT INVENTORY U/M: EA PURCHASE U/M : LT CONV FACTOR: QTY ON HAND : QTY ON ORDER : BUYER CODE : AVERAGE COST LAST COST : COMMOD TYPE : BACKORDERS : MAX ORDER QTY: STATUS CODE : XX REORDER POINT: MIN ORDER QTY: INSPECT TYPE: XX SAFETY STOCK : SHELF LIFE : 0 MOVEMENT IND : LEAD TIME : 10 CONSUM IND : MTD USAGE : LAST RECEIPT : 07/15/99 STORAGE TYPE: YTD USAGE : LAST ACTIVITY: 07/15/99 TOTAL VALUE: LAST COUNT : MAX QTY ALLOW: LAST ISSUE : LAST ORDER : 07/01/99 LAST ABC DATE: Press Clear> to transfer back to the Parts at Locations by Warehouse screen. This will be the default F1-HELP F5-NEXT F9-LINK F10-SAVE purchase unit ENTER-INQUIRE of measure CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR and UPDATE unit cost whenever this part is placed on the requisition detail entry. The Inventory Master Table Maintenance screen defines the inventory items by warehouse to the system. Many of the fields displayed are warehouse specific, including quantity on hand, quantity on order, last order, etc. The upper right hand corner of the screen displays a yes/no field OBSOLETE ITEM. If this field is marked with a Y, you will not be able to create a requisition for this item. Notice that the code LT (lot) is defined in the PURCHASE U/M field for this commodity/part. When this commodity/part is entered on the Requisition Detail Entry screen, the PURCHASE U/M field will default to this value. The LAST COST field will also default if it is populated on this screen. This screen also displays the LEAD TIME. This is the average number of days that it takes from creation of the requisition for this part to when the part is received. The system calculates this number based on previous orders. Press Clear> to return to the Parts at Locations by Warehouse (5445) screen.

9 95 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 commodity 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 PCHL2110. Directions for returning the commodity to 2110 (continued): 6. To select a part, press Tab> until the cursor is positioned in the field to the left of the part description. For this example, we want to request Pipe-RDG Type M Red Copper. To select this part, press Tab> until the cursor is to the left of the part description. 7. Type an s in the S (select) field to the left of the part to select it. 8. Press F6-RETURN to transfer the selected part back to the Requisition Detail Entry (2110) specification screen.

10 96 Requisition Detail Entry - Data Entry for Single Accounting Distribution 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 Type specifications in this area of the screen to clarify your request (Optional). Press F10-SAVE to attach the commodity/part detail entry to the requisition. 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: When the system returns from the Parts at Locations by Warehouse (5445) screen, the commodity code 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.

11 97 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.

12 98 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-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 F6-VW DOC to view this requisition on the Requisition Commodity Summary screen. If you want to 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.

13 99 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 description 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.

14 100 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 - 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.

15 101 PROCESSING A JOB TICKET TO REQUEST PARTS FROM THE WAREHOUSE/STOCKROOM

16 102 Requisition Header Entry - Job Ticket (JT) PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 4:34 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 : An An address code CITY : SILVER SPRING code ST: MD ZIP: BLANKET PO ID : must must be be entered BUYER CODE : RECOMMENDED VENDOR : here here to to override the the BILL TO NAME : default address. 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 this next exercise you will process a Job Ticket to request parts from the warehouse using the multiple accounting distribution method. Remember, processing a Job Ticket is similar to processing a Requisition with the exception of the defaulted values. The default values for the DOC TYPE and RQ/JT/TR indicator must be updated to indicate a Job Ticket. Unlike the Requisition, the posting of the Job Ticket does not pre-encumber funds.

17 103 Requisition Header Entry - Data Entry for a JT with Multiple Accounting Distribution Enter JT over the defaulted PCHL2100 value in V4.1 the ADVANCED PURCHASING/INVENTORY 08/12/1999 4:34 PM DOC LINK TYPETO: field. REQUISITION HEADER ENTRY REQ ID : DOC TYPE: jt DUE DATE: INTF TYPE: RQ ACTION IND: N RQ/JT/TR: j EFF DATE: WHSE : Enter DEPARTMENT: J in the R00XX CONTACT : STATUS: RQ/JT/TR field. 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: M ("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 Enter M in the DISTRIBUTION F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR METHOD field. F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT Enter the DUE DATE in MMDDYY format. RECORD DOES NOT EXIST, PLEASE TRY AGAIN Directions for entering data in the required fields on 2100: 1. Press Tab> to position the cursor in the DOC TYPE field. Enter JT over the defaulted value in the DOC TYPE field. 2. Press Tab> to position the cursor in the DUE DATE field. Enter the date one month from today s date in MMDDYY format. 3. Press Tab> to position the cursor in the RQ/JT/TR field. Enter J over the defaulted value of R. 4. Press Tab> to position the cursor in the DISTRIBUTION METHOD field. Enter an M for multiple distribution. 5. Press F10-SAVE to save the data entry.

18 104 Requisition Header Entry - Processing Results for a JT with Multiple Accounting Distribution PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 3:39 PM REQUISITION DETAIL ENTRY REQUISITION ID: R00J 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 : ACCOUNTING INFORMATION- SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH Write down the job ticket ID AG1 AG2 AG3 AMOUNT assigned to your document. MORE ACCOUNTING: N CURRENT DETAIL ACCOUNTING AMOUNT: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VIEW DOC F8-VIEW SPECS F9-LINK F10-SAVE F11-VIEW ACCTING F12-VIEW LN SPECS ENTER-INQUIRE CL-EXIT Since this is a multiple accounting distribution, when F10-SAVE is pressed, the system transfers to the Requisition Detail Entry (2110) accounting screen displayed above. If the accounting distribution method was single or percentage, the system would transfer to the specification screen seen in previous examples. Notice that the system assigned a job ticket ID in the REQUISITION ID field to the document before it transferred to this screen. Write down the job ticket number assigned by the system. Job Ticket ID:

19 105 Requisition Detail Entry - Data Entry for a JT PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 3:43 PM REQUISITION DETAIL ENTRY REQUISITION ID: R00J 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 : ACCOUNTING INFORMATION- SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 AMOUNT MORE ACCOUNTING: N Press F4-OTHER to display other options for the function keys. F2-SEL COMM will be replaced by F2-SEL PART. CURRENT DETAIL ACCOUNTING AMOUNT: F1-HELP F2-SEL PART F3-DELETE F4-OTHER F5-NEXT F6-VIEW DOC F8-VIEW SPECS F9-LINK F10-SAVE F11-ACCOUNTING F12-VIEW LN SPECS ENTER-INQUIRE CL-EXIT Press F2-SEL PART to transfer to the Parts at Locations by Warehouse screen. Directions for entering data in the required fields on 2110: For this example, since we do not know the commodity id and part number of the item to be requested we will select the commodity/part number just as we did during the previous requisition example. 1. 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 screen (5445).

20 106 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 As mentioned previously, this screen functions in the same way as the Commodity By Warehouse (5430) screen with one exception: If you want to see all the part numbers associated with one commodity only, Type the commodity id in the COMMODITY ID field and press Enter>. Alternatively, the commodity code can be entered on the Requisition Detail Entry (2110) screen. When F2-SEL PART is pressed, the commodity id will be populated in the appropriate field on the Parts at Locations By Warehouse screen (5445) and only those part numbers associated with the specific commodity code will be displayed. Note: This is the most up-to-date ON-LINE information at the time of inquiry. Although the quantity may be available at that point, the situation may change by the time your job ticket reaches the warehouse.

21 107 Commodity by Warehouse - Selecting a Commodity 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 Type Type S S to to select the the Commodity ID. ID. S 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 Directions for returning a part to 2110: Press F6-RETURN to return the selected part to the Requisition Detail Entry. 3. You want to request adapter-copper female 3/4 from your warehouse. To select the part, press Tab> until the cursor is positioned in the select column located to the left of the part description. Type an s next to the part. 4. Press F6-RETURN to transfer the selected part back to the Requisition Detail Entry (2110) accounting screen. When the system returns to the Requisition Detail Entry(2110) accounting screen, the COMMODITY and PART NO are populated in the appropriate fields. In addition, the INVENTORY U/M field defaults to the value defined for the commodity/part on the Inventory Master Table Maintenance screen (4600) and the UNIT COST field defaults the average cost of the commodity/part combination.

22 108 Requisition Detail Entry - Data Entry for a JT PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:48 AM REQUISITION DETAIL ENTRY REQUISITION ID: R00J LINE NO.: 001 BUYER: N/A Position the cursor in COMMODITY : PLUMBING the QUANTITY FITTINGS, field PIPING BPO LINE NO: PART NO : and enter ADAPTER-COPPER 50. FEMALE 3/4"X1" QUANTITY : STATE TAX : LOCAL TAX : U/M: EA UNIT COST: 3.64 EST. TOTAL COST: DESTINATION WAREHOUSE : ROW : Enter valid BIN accounting : ACCOUNTING INFORMATIONinformation and the SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 AMOUNT amounts to be 01 R R allocated to each line Press F10-SAVE to save the record. MORE ACCOUNTING: N CURRENT DETAIL ACCOUNTING AMOUNT: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VIEW DOC F8-VIEW SPECS F9-LINK F10-SAVE F11-VIEW ACCTING F12-VIEW LN SPECS ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE Directions for entering data in the required fields on 2110 (continued): 5. Press Tab> to position the cursor in the QUANTITY field. For this example, enter Press Tab> until the cursor is positioned in the first field of the accounting line. Enter the following information for the first line: AGY: R00 YR: 00 PCA: A0BJ: 0901 AMOUNT: Enter the following information for the second line: AGY: R00 YR: 00 PCA: AOBJ: 0809 AM0UNT: Press F10-SAVE when you are finished.

23 109 Requisition Detail Entry - Data Entry for a JT PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:47 AM REQUISITION DETAIL ENTRY REQUISITION ID: R00J LINE NO.: 001 BUYER: N/A COMMODITY : PLUMBING FITTINGS, PIPING BPO LINE NO: PART NO : ADAPTER-COPPER FEMALE 3/4"X1" QUANTITY : STATE TAX : LOCAL TAX : U/M : EA UNIT COST: 3.64 EST. TOTAL COST: DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 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 RECORD SAVED Press F10-SAVE. Directions for entering data in the required fields on 2110 (continued): Press Clear> to transfer back to the Requisition Header screen. When the Requisition Detail Entry (2110) accounting screen is successfully saved, the system transfers to the Requisition Detail Entry (2110) specification screen so that specifications can be attached to the commodity/part. Since we are ordering a commodity/part that the warehouse already has in stock and we are familiar with that product, we won t type any specs in this job ticket. 9. Press F10-SAVE. If there are no errors found the system will transfer to the Requisition Detail Entry (2110) accounting screen. Since we do not want to request an additional commodity/part, press Clear> to return to the Requisition Header Entry.

24 110 Posting the Job Ticket PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 5:41 PM REQUISITION HEADER ENTRY REQ ID : R00J DOC TYPE: JT DUE DATE: 08/21/1999 INTF TYPE: JT ACTION IND: p RQ/JT/TR: J 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: M ("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 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 job ticket. Now you are ready to POST the job ticket. Posting the job ticket interfaces the accounting data to R*STARS. An edit check is performed to ensure that the accounting information is valid and that the necessary funds are available for this request. The funds are NOT preencumbered, however. The transfer of funds between the requesting department and the warehouse will occur at issue posting. The items contained in the job ticket cannot be issued by the warehouse until the job ticket is posted. To post the job ticket: 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.

25 111 Performance Exercise Exercise #2 Create a Job Ticket for your warehouse (use PCHL2100). Request 20 Red Copper Pipes- RDG Type M from row 100 bin 0010 (Commodity id: , Part Number: ). Please use the following single accounting line for this exercise: AGY: R00 YR: 00 PCA: AOBJ: 0809 Record the Job Ticket ID: Post the Job Ticket. Return to the main menu when you are finished. Press Clear> until the system transfers to the Main Menu. Or use the shortcut method and press Home> and enter 0000 and then press F9-LINK.