MSI Purchase Orders Version 4.0

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1 MSI Purchase Orders Version 4.0 User s Guide Municipal Software, Inc W. Winchester Road, Ste 209 Libertyville, IL Phone: (847) Fax: (847) Contents are the exclusive property of Municipal Software, Inc. Copyright All Rights Reserved.

2 TABLE OF CONTENTS PURCHASE ORDER LOGON SCREEN PURCHASE ORDER MAIN MENU REQUISITIONS MENU REQUISITION ENTRY PRINT REQUISITIONS APPROVE REQUISITIONS RELEASE ITEMS FOR PAYMENT RELEASE ITEMS RELEASE ITEMS BY TYPE PURCHASE ORDERS PURCHASE ORDER ENTRY CREATE PURCHASE ORDERS PRINT PURCHASE ORDERS PRINT ENCUMBRANCE DISTRIBUTION JOURNAL POST ENCUMBRANCES TO GENERAL LEDGER RELEASE ITEMS FOR PAYMENT INQUIRY REQUISITION INQUIRY PURCHASE ORDER INQUIRY REPORTS PRINT REQUISITION REPORT PRINT PURCHASE ORDER REPORT PRINT OPEN ENCUMBRANCE REPORT VENDOR LISTING PRINT PURCHASE ORDERS MAINTENANCE ITEM CODES ITEM STATUS CODES DELIVER TO CODES TYPE CODES VENDOR MAINTENANCE G/L DISTRIBUTION PROFILE SUPPORT SYSTEM DEFAULTS BITMAP SET UP DELETE CLOSED REQUISITIONS DELETE CLOSED PURCHASE ORDERS APPENDIX A SAMPLE REPORTS PRINT REQUISITION REPORT PURCHASE ORDER REPORT VENDOR LISTING

3 PRINT REQUISITION PRINT PURCHASE ORDERS APPENDIX B ENCUMBRANCE ACCOUNTING WHY ENCUMBER? HOW DOES ENCUMBRANCE ACCOUNTING WORK? HOW OFTEN SHOULD ENCUMBRANCES BE POSTED TO THE GENERAL LEDGER? HOW TO CLOSE PURCHASE ORDERS MANUALLY? HOW TO REMOVE A LINE ITEM AFTER IT S BEEN ENCUMBERED? WHAT ELSE CAN BE DONE TO VERIFY ENCUMBRANCE FIGURES? HOW TO ACTIVATE ENCUMBRANCE ACCOUNTING HOW DO REQUISITIONS AFFECT THE ENCUMBRANCE PROCESS? APPENDIX C REQUISITION APPROVAL PROCESSING SETTING UP REQUISITION APPROVAL LEVELS ENTERING REQUISITIONS APPROVING REQUISITIONS CREATING PURCHASE ORDERS FROM REQUISITIONS APPENDIX D FREQUENTLY ASKED QUESTIONS REQUISITIONS PURCHASE ORDERS APPENDIX E PO NUMBER LOOKUP BOX ASPECTS OF THE PO NUMBER LOOKUP BOX FAQ S REGARDING THE PO NUMBER LOOKUP BOX APPENDIX F ICON PROGRAMS PO REQUISITION FILE ATTACHMENT REQUISITION COMMENTS

4 PURCHASE ORDER LOGON SCREEN Enter your assigned password, click OK or press tab. Note: Based on the access rights attached to your password, different menu levels will be made available to you. The system will check for your Approval Status of Requisitions. 4

5 0.00 PURCHASE ORDER MAIN MENU This is the system s main menu for the MSI-Purchase Order program. You can access all options in the system here (depending by password security rights) and all processing begins from this menu. File This option exits processing from the Purchase Order System and returns you to your desktop. Requisitions This option is used to enter Requisitions, Print the Requisitions, Approve Requisitions, and Release Items for Payment. Purchase Orders This menu is used to enter Purchase Orders, Create Purchase Orders from Requisitions, Print the Orders, Print and Post Encumbrances to the General Ledger, and Release Items to be paid via the MSI- Accounts Payable System. Inquiry This menu is used to make inquiries into Requisitions and Purchase Orders that have been keyed into the system. It allows you to view the information, but no changes can be made to it from within these programs. 5

6 Reports This option creates printed reports. Maintenance All codes used throughout the Purchase Order System are entered and maintained here. Support This option is used to set up the system defaults, Delete Closed Requisitions, Delete Closed Purchase Orders. Help This selection offers different methods for contacting Municipal Software, Inc. and contains important program information. If there are Requisitions awaiting your approval, this icon will be available when you log into the Purchase Order system. Click it to open the Requisition Approvals program. If you ve entered Requisitions that have been denied approval, this icon will be available when you log into the Purchase Order system. Click it to open the PO Denial of Requisitions Inquiry screen to see a list of your denied Requisitions: NOTE: To remove a Requisition from the list, highlight it and click Delete. 6

7 1.00 REQUISITIONS MENU WHAT IS THE REQUISITIONS MENU? The Requisitions menu allows you to enter, print, and approve Purchase Requests. HOW DO I ACCESS THE REQUISITIONS MENU? From the Purchase Orders System Main Menu click Requisitions. The following menu options are available: Requisition Entry Use this option to enter new purchase requests or to edit existing ones. Print Requisitions Once a purchase request has been saved, it may be printed from this menu option. Approve Requisitions For those requests that require approval before moving on to become a Purchase Order, they can be approved or denied from this menu option. Release Items for Payment This menu gives two options for releasing items for payment via the MSI-Accounts Payable System, either release items or release them by type. 7

8 1.10 REQUISITION ENTRY WHAT IS REQUISITION ENTRY? This program allows you to enter Requisitions. A Requisition is a request to purchase an item. HOW DO I CREATE A REQUISITION? From the Purchase Order System Main Menu click Requisitions > Requisition Entry, this will take you to the PO Requisition Entry screen (see the example below): The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Requisitions Number If you are entering a new requisition, then simply tab from this field. The system will automatically assign the Requisition Number once the Requisition is saved. If you want to edit an existing Requisition, then key that requisition s number in this field and tab in order to pull up that Requisition s detail for modification. If you simply want to view a Requisition s detail without making any edits, it is recommended that you do that from the Inquiry menu instead of within the Entry program. NOTE: You may only edit a Requisition if you are in the approval path of the person who originally entered the Requisition. 8

9 Requisition Date The system will default in today s date, but this detail can be edited if desired. Expected Date Enter the expected delivery date of the items being requested. This field is optional. Requested By The Requested By field will populate based on the name associated with the logon password. As this field is rarely altered, it is not included in the tabbing sequence. If you need to modify this field, you must click into it with your mouse. P. O. Type Code Enter the Code that identifies the type of Requisition. This field is optional. The P. O. Type is a code set up under the Maintenance menu. Vendor Num Either enter the Vendor Code of the Vendor from which the items will be purchased or use the binoculars to lookup the Vendor Code. This is a required field. So, if you try to tab off of it you will either be prompted to enter in detail: or (if your System Defaults are setup to support Temporary Vendors) the system will bring up the Temporary Vendor Input screen. Use this option if the Vendor from which you are purchasing has not yet been setup in the MSI System. Deliver To Enter the Deliver To code for the person who will receive the requested items. This is like a Ship-to address. The address associated with the Deliver To code will print on the top of Requisition. If no Deliver To code is specified then that section on the printed Requisition will remain blank. 9

10 Attention of The Attention of field will populate based on the name associated with the logon password. It may be changed to the name of the person or department to receive the requested items. Item # Each line of detail on the Requisition will have its own item number (sometimes called the line number). The program will default the item number in sequential order Note: Requisitions cannot exceed 99 line items. Code Enter the item code for the line item. This field is optional. If there are items that are purchased frequently then their detail can be setup Maintenance > Item Codes so that they may easily be entered. Note: To enter a comment line, use the Code of C. Description If an item code is used, then its description will default into the field. If an item code is not used, then key in the description here. The description can be modified. This is a required field. Note: Descriptions may also default in based on the Vendor s setup. If a Vendor has detail entered into the Trans Description field under the Invoice Defaults section in Vendor Maintenance, then that description will populate into this field if an item code is not used. Status When keying in a new Requisition, the status will default to O for Open. If the line item is a comment, then it will have a status of X. As Requisitions move through the approval process the line status will change to indicate the level of approval for which the Requisition is pending. Meaning, if a line item has a status of 4, then it is at the 4 th level of approval waiting for that person to review and accept the purchase request. Quantity Enter of the quantity of the items being requested for purchase. If you tab through this field the quantity will default to 1. Unit Price If an item code is used then its unit price will default into the field. The price can be modified. If an item code is not used, then key in the purchase-price-per-unit here. Amount System calculated, based on the quantity times the unit price. Account # The General Ledger account number to which the charge will be expensed is entered here. If an item code is used then its account number will default here, but can be modified. If an item code is not used, then key in the appropriate G/L Account number. Note: The Account # may also default in based on the Vendor s setup. If a Vendor has detail entered into the Account Number field under the Invoice Defaults section in Vendor Maintenance, then that number will populate into this field if an item code is not used. 10

11 If an account number is entered and it is not a Revenue or Expense account and your system is setup to Encumber to the MSI-General Ledger, then you will be prompted with the below message which tells you that the line item will not be encumbered: Number of Items: The system will increase this field sequentially as line items are added to the Requisition. It indicates the number of lines entered into the purchase request (including comment lines). Open: The system will identify the number of open line items in the purchase request. It will not include comment lines or line items that have been fully approved and pulled into a purchase order. Requisition Status This will either be Open or Closed. If it s Open then it hasn t yet been pulled into a purchase order. It it s Closed, then it has been fully approved and a purchase order has been generated off the Requisition. Requisition Total: Displays the total dollar amount of the Requisition. Click Add to add the line item to the Requisition and to go on to the next line item. Click Remove if it is necessary to remove a line item from the Requisition. First highlight the line to be deleted and then select this Remove button. By clicking on the Approval Path button, you can easily see which user is at what level of the Requisition Originator s approval path. 11

12 The OK button is used to save any newly entered or modified data. Once the Requisition is saved you ll see a message similar to the one below: The Cancel button allows the user to scrap the current entry and clear the screen to start over. The Delete button allows you to delete the current Requisition displayed. The Exit button closes the current window. Note that if Exit is selected before the Requisition is saved, then the system will prompt you with the below message. Click Yes to save the entry or No to cancel the entry and close the program. Same as the OK button Same as the Cancel button Same as the Delete button Same as the Exit button Will save and print the current Requisition Will open an available lookup box. Will open the PO Requisition File Attachment program where certain shared files may be attached and viewed from within the Requisition. See Appendix F for more information about this program. 12

13 Will open the REQUISITION COMMENTS program where notes pertaining to the Requisition may be added. See Appendix F for more information about this program. Will open the Contact MSI Customer Service program that will print a fax page that can be sent to MSI for support assistance. Field Name Required? Default Look Up Source Available Requisition Number Yes Yes Yes System Defaults Requisition Date Yes Yes* No PC clock Expected Date No No No N\A P.O. Type Code No No Yes Type Codes Maintenance Vendor Number Yes No Yes AP Vendor Maintenance Deliver To No No Yes Deliver to Codes Maintenance Requested By No Yes* No Password Attention Of No Yes* No Password Item # Yes Yes* No N\A Code No No Yes Item Codes Maintenance Description Yes Yes* No Item Codes Maintenance Status Yes Yes* Yes Item Status Codes Maintenance Quantity Yes Yes* No Default = 1 Unit Price Yes Yes* No Item Codes Maintenance Amount Yes Yes** No System Calculated Account # Yes Yes** Yes Item Codes Maintenance Number of Items: Yes Yes** No System Calculated Open: Yes Yes** No System Calculated Requisition Status Yes Yes** No System Generated Requisition Total: Yes Yes** No System Calculated * = Defaults but can be overwritten ** = Defaults and can not be overwritten 13

14 1.20 PRINT REQUISITIONS WHAT IS PRINT REQUISITIONS? This program allows you to print out Requisitions that have been entered. HOW DO I PRINT REQUISITIONS? From the Purchase Order System Main Menu click Requisitions > Print Requisitions, this will take you to the PO Print Requisitions screen (see the example below): The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Single Requisition To print just one requisition select this option and then either key in the Requisition number or select it from the Binoculars. Print a range of Requisition # s To print multiple, consecutive requisitions select this option and then enter the range of Requisition numbers you d like printed. 14

15 Print non-consecutive Requisitions (up to 10) To print multiple, non-consecutive requisitions select this option and then enter the various Requisition numbers you d like printed. You can print up to 10 Requisitions at a time. Enter a new heading Click the box to key in a new heading. The heading will print on the top, center of each page of the Requisition. There are up to five lines of 30 characters each available to enter. Enter a new user message Click the box to key in a new user message. The user message will print on the bottom of each page of the Requisition. There are up to two lines of 35 characters each available to enter. 15

16 1.30 APPROVE REQUISITIONS WHAT IS APPROVE REQUISITIONS? This program allows the approval or denial of Requisitions based on approval levels setup on individual user s passwords. See Appendix C for more detail on setting up approval levels for Requisition processing. HOW DO I APPROVE REQUISITIONS? Option #1: If a user has requisitions pending their approval they will see the below icon when they log into the MSI-Purchase Orders system: Simply click this icon to access the PO Approve Requisitions screen (see sample below). Option #2: From the Purchase Order System Main Menu click Requisitions > Approve Requisitions, this will take you to the PO Approve Requisitions screen (see the example below): User: The system will default in the name of the person signed into the Purchase Order system. 16

17 Future Approvals This button will only be available if the user has no Requisitions currently pending their approval. So once you see the below message and click OK, then the Future Approvals button will become active. When you click the button, then a list of Requisitions will appear. These are Requisitions that will reach your approval level once they are approved by users lower in the approval path. NOTE: If there are no future requisitions pending your approval then you will be prompted with the Empty File message once more. If you want to expedite the Requisition through the system, then you may select to either approve or deny the purchase request and bypass the user(s) lower on the approval path. 17

18 Requisition Number, Requisition Date, Vendor Number, Vendor Name, Approval Total, Unapproved: All of the Requisitions that need to be approved for the User will be displayed in this box. For each Requisition, you have the choice of approving it, denying it, or reviewing it later. If you want to quickly approve or deny the Requisition, then simply highlight the appropriate line and click OK. When you do the following message will display: If you want to review the details of the Requisition first, then double-click on the appropriate line to open the Approval Detail screen: From here you can approve a line item by double-clicking it. Or if you prefer to only approve a certain quantity being requested, then enter that detail into the available boxes. You can also unapprove a line item if the item s status is O by entering detail into the available boxes. There are also two buttons that 18

19 will allow you to quickly approve or deny the entire purchase request. Once the Requisition has been fully addressed, you will be prompted with the below message: Number of Requisitions: System calculated, displays total Requisitions. Total Unapproved: This field is system calculated. It displays the total of Requisitions that have not been approved yet RELEASE ITEMS FOR PAYMENT WHAT IS RELEASE ITEMS FOR PAYMENT? This menu allows you to release purchase orders for payment via the MSI-Accounts Payable system. HOW DO I RELEASE ITEMS FOR PAYMENT? Click on Release Items for Payment, then select to either Release Items or Release by Type RELEASE ITEMS WHAT IS RELEASE ITEMS? This option will allow you to pull up one Purchase Order at a time and select which items to release (aka approve) for payment via the MSI-Accounts Payable system. HOW DO I RELEASE ITEMS? From the Purchase Order System Main Menu click Requisitions > Release Items for Payment > Release Items, this will take you to the PO Release Items for Payment screen (see the example below): 19

20 The following fields are used to release items. After each field is input, press tab to accept the information and proceed to the next field for entry. Purchase Order # Enter in the P O number to release for payment. Vendor The Vendor attached to the P O will display. This field is not editable. To release a single item, double click the Item If you want to completely release an item, then just double-click it in the Purchase Order Details display. When you do, the Status will change from O to R : To partially release an Item, enter the Item #/Quantity/Unit Cost If you only want to release a portion of a line item, then you can either select to release a specific quantity or a specific dollar amount. 20

21 To release a specific quantity, the quantity of the line # has to be greater than 1. When that s the case you will first enter the # of the item into the appropriate field and then specify the quantity to be released and click Release Item : You will then see a new line item appear in the Purchase Order Details display box. The original line # will maintain a status of O and the quantity will be reduced to the difference between the original quantity less the quantity of what was released. A new line will appear with a status of R for the quantity that is released. To release a specific dollar amount, the quantity of the line # has to be 1. When that s the case, enter the # of the item into the appropriate field and then specify the Unit Cost to be released and click Release Item : You will then see a new line item appear in the Purchase Order Details display box. The original line # will maintain a status of O and the Unit Price will be reduced to the difference between the original Unit Price less the Unit Price of what was released. A new line will appear with a status of R for the Unit Price that is released for payment. To un-release an Item, enter the Item # For any line item with a status of R, if you wish to change that status to O, then enter that line # into the appropriate field and select Unrelease Item When you do, the Status will change from R to O : Release all Items This button, if clicked, will release all of the line items on the Purchase Order. Thus changing the Status of each line (except comment lines) to R. 21

22 Open The number of open lines items and the total dollar amount displays here. Released The number of line items and the total dollar amount that has been released for payment are displayed here. Closed The number of closed and/or comment line items and the total dollar amount is displayed here. 22

23 1.42 RELEASE ITEMS BY TYPE WHAT IS RELEASE ITEMS BY TYPE? Use this screen to display a list of Purchase Orders with a given Type Code in order to easily select the PO s to be released. HOW DO I RELEASE ITEMS BY TYPE? From the Purchase Order System Main Menu click Requisitions > Release Items for Payment > Release Items by Type, this will take you to the PO Release Items by Type screen (see the example below): The following fields are used to release items by type. After each field is input, press tab to accept the information and proceed to the next field for entry. Purchase Order Type Enter in the type of purchase order to be released for payment via the MSI-Accounts Payable system. A binoculars lookup is available for your convenience. 23

24 Once a Type Code is entered, tab from the field to see the associated PO s: At this point, you can double-click on a given PO to open it in the PO Release Items for Payment screen where you can select which items to release or payment. For more information on how to use the Release Items for Payment screen, see Section 1.41 above. 24

25 2.00 PURCHASE ORDERS WHAT IS THE PURCHASE ORDERS MENU? The Purchase Orders menu allows you to Enter Purchase Orders, Create Purchase Orders, Print Purchase Orders, Print and Post Encumbrances to the MSI-General Ledger, and Release Items For Payment via MSI-Accounts Payable. HOW DO I ACCESS THE PURCHASE ORDERS MENU? From the Purchase Orders System Main Menu click Purchase Orders. The following menu options are available: Purchase Order Entry Use this option to enter new purchase orders or to edit existing ones. Create Purchase Orders Use this option to quickly create purchase orders out of fully approved Requisitions. Print Purchase Orders Once a purchase order has been saved, it may be printed from this menu option. Print Encumbrance Distribution Journal If you re setup to encumber PO detail to the MSI-General Ledger, then you may print the distribution journal for review prior to posting via this menu option. Post Encumbrances to the General Ledger Once you re ready to post the distribution journal to the MSI-General Ledger, take this option. Release Items for Payment This menu gives two options for releasing items for payment via the MSI-Accounts Payable System, either release items or release them by type. 25

26 2.10 PURCHASE ORDER ENTRY WHAT IS PURCHASE ORDER ENTRY? This program allows you to enter new and edit existing purchase orders. HOW DO I ENTER PURCHASE ORDERS? From the Purchase Order System Main Menu click Purchase Orders > Purchase Order Entry, this will take you to the PO Purchase Order Entry screen (see the example below): The following fields are used to enter orders. After each field is input, press tab to accept the information and proceed to the next field for entry. Purchase Order Number If you are entering a new Purchase Order, then simply tab from this field. The system will automatically assign the Purchase Order Number once the PO is saved. If you want to edit an existing PO, then key that PO s number into this field and tab in order to pull up that Purchase Order s detail for modification. If you simply want to view a PO s detail without making any edits, it is recommended that you do that from the Inquiry menu instead of within the Entry program. 26

27 Requisition Number If you have a fully approved Requisition that you d like to turn into a Purchase Order, then enter the Requisition Number that applies. The detail from that Requisition will then populate the PO and you can click OK to save the new Purchase Order. Or Tab through this field to bypass it if you do not use Requisitions or if this PO does not need to be linked to a Requisition. If you tab past this field then you will need to populate the remaining fields for the new Purchase Order. Purchase Order Date Enter the date of the Purchase Order or allow the program to default the computer calendar date. Expected Date Enter the expected delivery date of the items being purchased. Requested By The Requested By field will populate based on the name associated with the logon password. As this field is rarely altered, it is not included in the tabbing sequence. If you need to modify this field, you must click into it with your mouse. Type Code Enter the Code that identifies the type of Purchase Order. This field is optional. The P. O. Type is a code set up under the Maintenance menu. Vendor Num Either enter the Vendor Code of the Vendor from which the items will be purchased or use the binoculars to lookup the Vendor Code. This is a required field. If you try to tab off of it you will either be prompted to enter in detail: Deliver To Enter the Deliver To code for the person who will receive the ordered items. This is like a Ship-to address. The address associated with the Deliver To code will print on the top of Purchase Order. If no Deliver To code is specified then that section on the printed Purchase Order will remain blank. Attention of The Attention of field will populate based on the name associated with the logon password. It may be changed to the name of the person or department to receive the ordered items. Item # Each line of detail on the PO will have its own item number (sometimes called the line number). The program will default the item number in sequential order Note: PO s cannot exceed 99 line items. 27

28 Code Enter the item code for the line item. This field is optional. If there are items that are purchased frequently then their detail can be setup Maintenance > Item Codes so that they may easily be entered. Note: To enter a comment line, use the Code of C. Description If an item code is used, then its description will default into the field. If an item code is not used, then key in the description here. The description can be modified. This is a required field. Note: Descriptions may also default in based on the Vendor s setup. If a Vendor has detail entered into the Trans Description field under the Invoice Defaults section in Vendor Maintenance, then that description will populate into this field if an item code is not used. Status When keying in a new Purchase Order, the status will default to O for Open. If the line item is a comment, then it will have a status of X. Once the item is paid for via MSI-Accounts Payable the status will change to C for Closed. Quantity Enter of the quantity of the items being ordered. If you tab through this field without entering anything, the system will set the quantity to 1. Unit Price If an item code is used then its unit price will default into the field. The price can be modified. If an item code is not used, then key in the purchase-price-per-unit here. Amount System calculated, based on the quantity times the unit price. Account # The General Ledger account number to which the purchase will be expensed is entered here. If an item code is used then its account number will default here, but can be modified. If an item code is not used, then key in the appropriate G/L Account number. Note: The Account # may also default in based on the Vendor s setup. If a Vendor has detail entered into the Account Number field under the Invoice Defaults section in Vendor Maintenance, then that number will populate into this field if an item code is not used. If an account number is entered and it is not a Revenue or Expense account and your system is setup to Encumber to the MSI-General Ledger, then you will be prompted with the below message which tells you that the line item will not be encumbered: 28

29 Number of Items: The system will increase this field sequentially as line items are added to the PO. It indicates the number of lines entered into the purchase order (including comment lines). P O Status This will either be Open or Closed. A PO is Open until it s been paid for in the MSI-Accounts Payable system. If you encumber then it will remain Open until the unencumbrances is posted to the GL. Once a PO has a status of Closed it cannot be edited. Purchase Order Total: Displays the total dollar amount of the PO. The OK button is used to save any newly entered or modified data. Once the Purchase Order is saved you ll see a message similar to the one below: The Cancel button allows the user to clear the screen and start over. The Delete button allows you to delete the current Purchase Order. The Exit button cancels the current function and closes the current window. Note that Exit does not save detail. To save your entry you must first click OK. Field Name Required? Default Look Up Available Source P.O. Summary: P.O. Number Yes Yes* Yes System Defaults Requisition Number No No Yes Requisition Entry P.O. Date Yes Yes* No PC Clock Expected Date No No No N\A Type Code No No Yes Type Codes Vendor # Yes No Yes AP Vendor Maintenance Deliver To No No Yes Deliver to Codes Requested By Yes Yes** No Password Attention Of No Yes No Deliver to Codes Purchase Order Detail: Item # Yes Yes* No N\A Code Yes Yes* Yes Item Code 29

30 Description No Yes* No Item Code Description Status Yes Yes* Yes Item Status Code Quantity Yes Yes* No Default = 1 Unit Price Yes Yes* No Item Code U\P Amount Yes Yes* No System Calculated Account # Yes No Yes Item Codes or GL Chart of Accounts Number of Items Yes Yes** No System Calculated P.O. Status Yes Yes** No System Calculated Purchase Order Total: Yes Yes** No System Calculated * = Defaults but can be overwritten ** = Defaults and can not be overwritten 30

31 2.20 CREATE PURCHASE ORDERS WHAT IS CREATE PURCHASE ORDERS? Select this option to quickly create purchase orders out of all fully approved Requisitions. From here you can also easily view and edit Requisitions that have Temporary Vendor detail. HOW DO I CREATE PURCHASE ORDERS? From the Purchase Order System Main Menu click Purchase Orders > Create Purchase Orders, this will take you to the PO Create Purchase Orders screen (see the example below): The following fields are used to create orders. After each field is input, press tab to accept the information and proceed to the next field for entry. Create Purchase Orders beginning with number The MSI-Purchase Order system will default in the next available PO number to this field. This is not an editable field. Purchase Order Date Enter the date to be assigned to each PO that s created. Number of Purchase Orders Created Once the program is run, the system will display how many PO s were created from fully approved Requisitions. 31

32 Currently Processing Displays the Purchase Order being created as it runs through open Requisitions. When the process is complete, you will be notified with the below message: If there are any Requisitions that have Temporary Vendors instead of an actual Vendor Code, you will be prompted with the below message: When you click OK on the message, a list of Requisitions with Temporary Vendors will appear: 32

33 If you double-click on the Requisition, you will be taken into Requisition Entry where you may add a valid Vendor Code to the Requisition. 33

34 After you ve added the appropriate Vendor Num: 34

35 Click OK to be taken back to the Create Purchase Orders program. Then simply Exit from this screen. If the Requisition that had a Temporary Vendor is fully approved, the you will need to re-run the Create Purchase Orders program again in order to turn that Requisition into a Purchase Order. 35

36 2.30 PRINT PURCHASE ORDERS WHAT IS PRINT PURCHASE ORDERS? This program prints entered Purchase Orders. HOW DO I PRINT PURCHASE ORDERS? From the Purchase Order System Main Menu click Purchase Orders > Print Purchase Orders, this will take you to the PO Print Purchase Orders screen (see the example below): The following fields are used to print orders. After each field is input, press tab to accept the information and proceed to the next field for entry. Single Purchase Order Select one Purchase Order to print by clicking this box, key in the purchase order number or select it from the Binoculars. Print a range of Purchase Orders Select a range of consecutive purchase orders to print. 36

37 Print non-consecutive Purchase Orders (up to 10) Select purchase orders that are not in consecutive order. Print only specified PO Type Codes Select a specific P O Type Code to print. Click the checkbox to select. Enter in the Type Code or click the Binoculars for the list of codes and descriptions. Print GL Fund and Department Select this option to print the description of the GL Fund and Department code to which the ordered items are being charged. Enter a New Heading Click the box to key in a new heading. The heading will print on the top, center of the Purchase Order. There are up to five lines available for entry. Whatever is entered here will print on every Purchase Order until the checkbox is selected again and the messaged removed or edited. Therefore, the intention of these fields is to enter detail that should print on most, if not all, PO s. For PO specific comments/messages, include those on the PO itself as a comment line. Enter a New Message Click the box to key in a new footer message. The message will print on the bottom, left of the Purchase Order. There are up to two lines available for entry. Whatever is entered here will print on every Purchase Order until the checkbox is selected again and the messaged removed or edited. Therefore, the intention of these fields is to enter detail that should print on most, if not all, PO s. For PO specific comments/messages, include those on the PO itself as a comment line. 37

38 2.40 PRINT ENCUMBRANCE DISTRIBUTION JOURNAL WHAT IS PRINT ENCUMBRANCE DISTRIBUTION JOURNAL? This option prints a journal showing the General Ledger account numbers and dollar amounts that will be encumbered to the MSI-General Ledger. The Support > Systems Default screen has a flag in it to inform the system to encumber Purchase Orders. This flag must be set to Yes to encumber. HOW DO I PRINT THE ENCUMBRANCE DISTRIBUTION JOURNAL? From the Purchase Order System Main Menu click Purchase Orders > Print Encumbrance Distribution Journal, this will take you to the PO Print Encumbrance Distribution Journal screen (see the example below): The following fields are used to print the journal. After each field is input, press tab to accept the information and proceed to the next field for entry Journal Number The journal number defaults from the computer calendar date. It starts with PO to signify that it is a Purchase Orders journal. The journal number can be modified. If you specify a Journal Number that already exists in the MSI-General Ledger, the system will prompt you with the below message: 38

39 Simply click OK on the message and select a different Journal Number. Journal Date Defaults based on the computer calendar date. The date can be modified, but should be the date for which the journal is being created. Accounting Period The accounting period defaults based on the current period. This is the accounting period to which the journal is to be posted. The accounting period is the fiscal month of the year. Fiscal Year The fiscal year defaults based on the current fiscal year. This is the fiscal to which the journal is to be posted. The fiscal year can be modified. NOTE: If the last distribution journal that was printed has not been posted, then you will be given the below warning when you click OK to print this new distribution journal: NOTE: If there are PO s that are encumbered to a fiscal year other than the one for which this journal is being printed and those PO s are ready to unencumber, then you will receive the below message. This message is telling you to go ahead and post the current journal that printed but then go back in and run another distribution journal for the other fiscal year. 39

40 2.50 POST ENCUMBRANCES TO GENERAL LEDGER WHAT IS POST ENCUMBRANCES TO GENERAL LEDGER? This option posts the contents of the Encumbrance Distribution Journal to the MSI-General Ledger. HOW DO I POST ENCUMBRANCES TO THE GENERAL LEDGER? From the Purchase Order System Main Menu click Purchase Orders > Post Encumbrances to the General Ledger, this will take you to the PO Post Encumbrances to the General Ledger screen (see the example below): The following fields are used to post the journal. After each field is input, press tab to accept the information and proceed to the next field for entry Journal Number/Journal Date/Accounting Period/Fiscal Year These fields all populate in based on what was specified when the Encumbrance Distribution Journal was printed. Post Summary information? Select Yes if you want the journal to post summary information or select No to post detail. Print the Posted Journal? Select Yes to print the Encumbrance Posted Journal Report or select No to if you do not want a copy of this report. 40

41 NOTE: This report cannot be reprinted. So MSI recommends that you always select Yes. If you select the Post Encumbrances to the General Ledger option off the Purchase Orders menu and receive the below message, then simply go back to the Print Encumbrance Distribution Journal option off the Purchase Orders menu and run that program first: 2.60 RELEASE ITEMS FOR PAYMENT WHAT IS RELEASE ITEMS FOR PAYMENT? This menu allows you to release purchase orders for payment via the MSI-Accounts Payable system. HOW DO I RELEASE ITEMS FOR PAYMENT? Click on Release Items for Payment, then select to either Release Items or Release by Type. For additional information on how to use this feature see section 1.40 above for full details INQUIRY WHAT IS THE INQUIRY MENU? The Inquiry menu allows you to display Requisition and Purchase Order detail without making changes to the data. HOW DO I ACCESS THE INQUIRY MENU? From the Purchase Orders System Main Menu click Inquiry. The following menu options are available: Requisition Inquiry This option offers various options for looking up Requisition detail. Purchase Order Inquiry This option offers various options for looking up Purchase Order detail. 41

42 3.10 REQUISITION INQUIRY WHAT IS REQUISITION INQUIRY? This program allows you to perform an inquiry on requisitions. The inquiry screen is display only. You cannot make changes to the data from the inquiry screens. HOW DO I PERFORM A REQUISITION INQUIRY? From the Purchase Order System Main Menu click Inquiry > Requisition Inquiry, this will take you to the PO Requisition Inquiry screen (see the example below): The following fields are used perform a requisition inquiry. After each field is input, press tab to accept the information and proceed to the next field for entry. Single Requisition Enter the number of the requisition you d like to inquire on or click the Binoculars icon for the look up list of requisitions. Once selected, you ll be taken to the Requisition Inquiry screen that displays the detail of the specified Requisition. 42

43 Order by Requisition Number To create a list of Requisitions based on the checkbox criteria available on this screen, select this option if you want the results to display in Requisition Number order. Order by Vendor Number To create a list of Requisitions based on the checkbox criteria available on this screen, select this option if you want the results to display in Vendor Number order. NOTE: In order to select any of the below checkboxes, you must first select how to sort the results by specifying Order by Requisition Number or Order by Vendor Number. If you try to select a checkbox without first specifying how to sort the results, you will get the below message: Include only Open REQ Items Click this box if you want only to inquire on open requisitions. Include only Closed Requisitions Click this box if you want only to inquire on closed requisitions. Include only requisitions initiated by current user Click this checkbox if you want a list of requisitions entered by the current user that s logged into the MSI-Purchase Order system. Requisitions within a Range of Dates Click this box if you want a range of requisitions based on the date of the requisition. Enter the From and To for the date selection. Requisitions within a Range of Amounts Click this box if you want a range of requisitions based on dollar amounts. Enter the From and To for the dollar amount selection. Include only specified Vendors Click this box if you want to select specific Vendors to display. Up to ten Vendors can be selected each time an inquiry is performed. Include only specified Item Codes Click this box if you want to select specific item codes to display. Up to ten Item Codes can be selected each time an inquiry is performed. Include only specified Item Status Codes Click this box if you want to select specific item status codes to display. Up to ten Item Status Codes can be selected each time an inquiry is performed. 43

44 Include only specified Type Codes Click this box if you want to select specific PO type codes to display. Up to ten PO Type Codes can be selected each time an inquiry is performed. Once the above options are specified, click OK to see your list of Requisitions via the Requisition Inquiry Display screen: From this screen, you may double-click on any line of detail to drill-down into the Requisition for more information. 44

45 3.20 PURCHASE ORDER INQUIRY WHAT IS PURCHASE ORDER INQUIRY? This program allows you to perform an inquiry on purchase orders. The inquiry screen is display only. You cannot make changes to the data from the inquiry screens. HOW DO I PERFORM A PURCHASE ORDER INQUIRY? From the Purchase Order System Main Menu click Inquiry > Purchase Order Inquiry, this will take you to the PO Purchase Order Inquiry screen (see the example below): The following fields are used perform a purchase order inquiry. After each field is input, press tab to accept the information and proceed to the next field for entry. Single Purchase Order Enter the number of the PO you d like to inquire on or click the Binoculars icon for the look up list of purchase orders. Once selected, you ll be taken to the Purchase Order Inquiry screen that displays the detail of the specified PO. 45

46 Order by Purchase Order Number To create a list of Purchase Orders based on the checkbox criteria available on this screen, select this option if you want the results to display in PO Number order. Order by Vendor Number To create a list of Purchase Orders based on the checkbox criteria available on this screen, select this option if you want the results to display in Vendor Number order. NOTE: In order to select any of the below checkboxes, you must first select how to sort the results by specifying Order by Purchase Order Number or Order by Vendor Number. If you try to select a checkbox without first specifying how to sort the results, you will get the below message: Include only Open Purchase Orders Click this box if you want only to inquire on open purchase orders. Include only Closed Purchase Orders Click this box if you want only to inquire on closed purchase orders. Purchase Orders within a Range of Dates Click this box if you want a range of purchase orders based on the date of the PO. Enter the From and To for the date selection. Purchase Orders within a Range of Amounts Click this box if you want a range of purchase orders based on dollar amounts. Enter the From and To for the dollar amount selection. Include only specified Vendors Click this box if you want to select specific Vendors to display. Up to ten Vendors can be selected each time an inquiry is performed. Include only specified PO Type Codes Click this box if you want to select specific PO type codes to display. Up to ten PO Type Codes can be selected each time an inquiry is performed. 46

47 Once the above options are specified, click OK to see your list of Purchase via the Purchase Order Inquiry Display screen: From this screen, you may double-click on any line of detail to drill-down into the Purchase Order for more information. 47

48 4.00 REPORTS WHAT IS THE REPORTS MENU? The Reports menu allows you to print a Requisitions report, a Purchase Orders report, Open Encumbrances, a Vendor Listing, and Purchase Orders. HOW DO I ACCESS THE REPORTS MENU? From the Purchase Orders System Main Menu click Reports. The following menu options are available: Print Requisition Report This option allows you to print a report of all or selected Requisitions. Print Purchase Order Report This option allows you to print a report of all or selected Purchase Orders. Print Open Encumbrance Report This option will print a list of Purchase Orders that are encumbered to the MSI-General Ledger. Vendor Listing This report gives a list of Vendors currently entered into the system. Print Purchase Orders This option will print entered Purchase Orders for submission to the vendors. 48

49 4.10 PRINT REQUISITION REPORT WHAT IS PRINT REQUISITION REPORT? This option allows you to print a report with all or selected Requisitions. The report will print in either requisition number order or in Vendor number order. HOW DO I PRINT THE REQUISITION REPORT? From the Purchase Order System Main Menu click Reports > Print Requisition Report, this will take you to the PO Requisition Report screen (see the example below): The following fields are used to print the report. After each field is input, press tab to accept the information and proceed to the next field for entry. REQ Number Select this radio button if you want the report to print in Requisition Number order. Vendor Number Select this radio button if you want the report to print in Vendor Number order. Include only Open REQ Items Click this box to only print open requisition items. A requisition can have multiple line items. Certain line items may be open and others may be closed. This selection will print only open line items. 49

50 Include only Closed Requisitions Click this box to print closed requisitions. A requisition will close once it s pulled into a Purchase Order. Requisitions within a Range of Dates Click this box if you want a range of requisitions based on dates. Enter the From and To for the date selection. Requisitions within a Range of Amounts Click this box if you want a range of requisitions based on dollar amounts. Enter the From and To for the dollar amount selection. Include only specified Vendors Click this box if you want to select specific Vendors to print. Up to ten Vendors can be selected each time a report is printed. Include only specified Item Codes Click this box if you want to select specific item codes to print. Up to ten Item Codes can be selected each time a report is printed. Include only specified Item Status Codes Click this box if you want to select specific item status codes to print. Up to ten Item Status Codes can be selected each time a report is printed. Include only specified Type Codes Click this box if you want to select specific type codes to print. Up to ten Type Codes can be selected each time a report is printed. 50

51 4.20 PRINT PURCHASE ORDER REPORT WHAT IS PRINT PURCHASE ORDER REPORT? This option prints a listing of selected purchase orders. It provides information such as PO #, Date, Vendor, Item #, Item Code, Description, Status, GL Account Number, Quantity, Unit Price, and Item Total. HOW DO I PRINT THE PURCHASE ORDER REPORT? From the Purchase Order System Main Menu click Reports > Print Purchase Order Report, this will take you to the PO Purchase Order Report screen (see the example below): The following fields are used print the report. After each field is input, press tab to accept the information and proceed to the next field for entry. PO Number Select this radio button if you want the report to print in Purchase Order Number order. Vendor Number Select this radio button if you want the report to print in Vendor Number order. 51

52 Include only Open P.O. Items Click this box to print open purchase order items. A purchase order can have multiple line items. Certain line items may be open and others may be closed. This selection will print only open line items. Include only Closed Purchase Orders Click this box to print closed purchase orders. A purchase order will be marked closed once it s paid via MSI-Accounts Payable (if you don t encumber) or when the unencumbrance is posted to the MSI- General Ledger program (if you do encumber). Purchase Orders within a Range of Dates Click this box if you want a range of purchase orders based on dates. Enter the From and To for the date selection. Purchase Orders within a Range of Amounts Click this box if you want a range of purchase orders based on dollar amounts. Enter the From and To for the dollar amount selection. Include only specified Vendors Click this box if you want to select specific Vendors to print. Up to ten Vendors can be selected each time a report is printed. Include only specified Item Codes Click this box if you want to select specific item codes to print. Up to ten Item Codes can be selected each time a report is printed. Include only specified Item Status Codes Click this box if you want to select specific item status codes to print. Up to ten Item Status Codes can be selected each time a report is printed. Include only specified PO Type Codes Click this box if you want to select specific type codes to print. Up to ten PO Type Codes can be selected each time a report is printed. 52

53 4.30 PRINT OPEN ENCUMBRANCE REPORT WHAT IS PRINT OPEN ENCUMBRANCE REPORT? This report will list PO line items that are encumbered to the MSI-General Ledger. HOW DO I PRINT THE OPEN ENCUMBRANCE REPORT? From the Purchase Order System Main Menu click Reports > Print Open Encumbrance Report, this will take you to the PO Open Encumbrance Report screen (see the example below): The following fields are used to print the report. After each field is input, press tab to accept the information and proceed to the next field for entry. NOTE: If none of the below selections are taken, then the report will simply print all PO line items that are currently encumbered to the MSI-General Ledger. Items within a range of Account Numbers Select a range of General Ledger account numbers. Click the Binoculars to view the look up box of the General Ledger Chart of Accounts. Enter the beginning and ending account numbers for the report. Purchase Orders within a Range of Dates Select a range by date. Enter in the date using a MMDDYY date format. 53

54 Purchase Orders within a Range of Amounts Select a range of dollar amounts. Include only specified Vendors Select up to 10 Vendors that should print on the report. Include only specified Item Codes Select up to 10 Item Codes to print on the report VENDOR LISTING WHAT IS VENDOR LISTING? This report will provide a list of Vendors. HOW DO I PRINT A VENDOR LISTING? From the Purchase Order System Main Menu click Reports > Vendor Listing, this will take you to the AP Vendor Listing screen (see the example below): The following fields are used to print the report. After each field is input, press tab to accept the information and proceed to the next field for entry. 54

55 Sort by Vendor Number The report will print in Vendor Number order when this radio button is active. Sort by Vendor Name The report will print in Vendor Name order when this radio button is active. All Vendors Click this box if you want to print all the Vendors in the Accounts Payable database. Vendors within a range of numbers Enter the beginning vendor number and ending vendor number to run the report. Click the Binoculars for the Accounts Payable Vendors look up box. Vendors within a range of names Enter the beginning vendor name and ending vendor name to run the report. Click the Binoculars for the Accounts Payable Vendors look up box. Vendors with specific category codes Enter a maximum of ten category codes for the report. The category code is an Accounts Payable code set up on Vendor Maintenance screens for reporting purposes. Include address and phone number for each vendor Click this box if you want the Vendor s name and phone numbers to print on the report. Include purchase history for each vendor Click this box if you want the Vendor s purchase history to print on the report. Double space between each vendor Click this box if you want the report double-spaced for easier reading. Include only 1099 eligible vendors Click this box if you want to report on only vendors who are eligible to receive an IRS 1099 based on how the Accounts Payables, Vendor Maintenance screens are populated for 1099 s PRINT PURCHASE ORDERS WHAT IS PRINT PURCHASE ORDERS? The option allows you to print out an entered purchase order. HOW DO I PRINT A PURCHASE ORDER? From the Purchase Order System Main Menu click Reports > Print Purchase Orders, this will take you to the PO Print Requisitions screen. For more details on how to use this feature, see section 2.30 above. 55

56 5.00 MAINTENANCE WHAT IS MAINTENANCE? The Maintenance menu allows you to define the Purchase Order application with Item Codes, Item Status Codes, Deliver-To Codes, Type Codes, and Vendor Maintenance. HOW DO I ACCESS THE MAINTENANCE MENU? From the Purchase Orders System Main Menu click Maintenance. The following menu options are available: Item Codes Use this option to enter items that will be purchased frequently. Item Status Codes Use this option to maintain status codes of each line item entry. Typical status codes are O for Open and C for closed. Deliver To Codes Define ship-to addresses here. Type Codes Setup the different types of Requisitions and PO s that will be entered into the system. Vendor Maintenance If the user has rights to the MSI-Accounts Payable Maintenance menu, then they will be able to quickly add and edit Vendors right from the MSI-Purchase Order system. G/L Profile Distribution Item codes may be tied to a specific GL account number or may be linked to a GL profile. The profiles are setup here and allow one item code to hit different GL accounts quickly and easily ITEM CODES WHAT IS ITEM CODES? This option allows you to create Items for purchase. 56

57 HOW DO I CREATE ITEM CODES? From the Purchase Order System Main Menu click Maintenance > Item Codes, this will take you to the PO Item Codes Maintenance screen (see the example below): The following fields are used create an item code. After each field is input, press tab to accept the information and proceed to the next field for entry. Item Code Create the alpha-numeric code (6 characters max) that will be used to identify the item. If you want to view the existing item codes, click on the Binoculars for the look up box. Description Enter a description of the item code. Unit Price If the item code has a known unit price enter it here. The unit price will default onto the requisition or purchase order when the item code is entered. The unit price can be changed on the requisition and purchase order if necessary. Encumber? If you encumber the General Ledger and you want this item to be reflected there, then this flag needs to be set to Yes. 57

58 Stock # If the item to be purchased is an inventory item, enter the stock number of the item. G/L Account # Select this checkbox if the cost of the item will go to one General Ledger Account number, then specify the account number in the box that appears. Dist. Profile Number If this item code should be distributed amongst more than one G/L Account #, then select this checkbox and specify the Profile code that s setup to handle the distribution ITEM STATUS CODES WHAT ARE ITEM STATUS CODES? This option allows you to create status codes for line items that are entered into Requisitions and Purchase Orders such as Open, Closed, or Released status. HOW DO I CREATE ITEM STATUS CODES? From the Purchase Order System Main Menu click Maintenance > Item Status Codes, this will take you to the PO Item Status Codes Maintenance screen (see the example below): 58

59 The following fields are used to create an item status code. After each field is input, press tab to accept the information and proceed to the next field for entry Item Status Code Create a Code for the line status. Description Enter a description to define the status code. Open Status? The program needs to know if the status code being created will indicate that the line item is open or closed. If a line item has this status and it should be considered open by the MSI-Purchase Order system select Yes, if the line should be considered closed select No. 59

60 5.30 DELIVER TO CODES WHAT ARE DELIVER TO CODES? This option allows you to create delivery location codes such as a specific departments or buildings to which the ordered items should be shipped. HOW DO I CREATE DELIVER TO CODES? From the Purchase Order System Main Menu click Maintenance > Deliver To Codes, this will take you to the PO Deliver To Codes Maintenance screen (see the example below): The following fields are used create a deliver to code. After each field is input, press tab to accept the information and proceed to the next field for entry. Deliver To Code Create a code to identify the department or location for delivery. Name Enter the name of the person or department to receive the delivery. Address Enter the address of the person or department to receive the delivery. 60

61 City, State, and Zip Code Enter the persons or departments City, State, and Zip for delivery. Phone Number Enter the phone number of the person or department. FAX Number Enter the fax number of the person or department. 61

62 5.40 TYPE CODES WHAT ARE TYPE CODES? This option allows you to create codes that identify the type of requisition or purchase order being created. HOW DO I CREATE TYPE CODES? From the Purchase Order System Main Menu click Maintenance > Type Codes, this will take you to the PO Type Codes Maintenance screen (see the example below): The following fields are used to create a type code. After each field is input, press tab to accept the information and proceed to the next field for entry. Type Code Enter the code that will represent the Purchase Order Type. Description Enter a description for the type code here. Encumber? Are PO s with this type code going to be encumbered to the MSI-General Ledger system? If so then select Yes, if not then select No. 62

63 NOTE: If No is selected, then none of the line items entered into the PO will encumber to the GL if the PO has this type code. If Yes is selected then PO s with this type code will encumber all line items that are setup to be encumbered VENDOR MAINTENANCE WHAT IS VENDOR MAINTENANCE? This program calls the Vendor Maintenance program from the MSI-Accounts Payable system. Therefore the user that s logged into the MSI-Purchase Order system who needs to be able to access this option should have rights to the Maintenance menu in Accounts Payable. This program is used to key in new vendors. Any vendor entered here will also be available in the Accounts Payable system. HOW DO I ENTER VENDORS? From the Purchase Order System Main Menu click Maintenance > Vendor Maintenance, this will take you to the AP Vendor Maintenance screen (see the example below): The following fields are used create a vendor. After each field is input, press tab to accept the information and proceed to the next field for entry. 63

64 Vendor Number This is the identifying number assigned to the vendor. This field may be up to 8 characters long and is alpha-numeric. Name The business name of the vendor is entered here. A second name line is available if you need an attention line. Address The street address where the vendor is located is entered here. City, State, and Zip Code Enter the City, State and Zip where the vendor is located. Country The country where the vendor is located. Telephone The vendor s phone number (including the area code) is entered here. FAX # The vendor s fax number (including the area code) is entered here. Sort Name This field is used as a sorting criteria for vendors. If you have a vendor named The Data Group (which is entered on the Name line), you would probably want to use Data Group as the sort name. Terms Enter the vendor s payment terms (see terms code set up). The default payment term is due upon receipt F/S/N This field signifies if a vendor receives a 1099 at year-end. If the vendor is to receive a 1099 enter an F or S to identify what type of format will be used. If the vendor should not receive a 1099 then enter an N S = Social Security Format (XXX-XX-XXXX) F = FEIN format (XX-XXXXXXX) N =No (no 1099 needed) Account Number If an order from this vendor is normally charged to the same general ledger account number, you can enter it here as the default. When a PO is entered the account number will default to this number. The account number can be modified in the PO. Trans Description If an order from this vendor is usually for the same item, you can enter a description for that item here. This will default on the PO but can be overwritten. Comments Any comments you wish to relate to the vendor are entered here. The comments will only show on the vendor maintenance screen. 64

65 Category Code Enter a Category Code if you wish to categorize a group of Vendors. Up to three Category Codes can be entered for a Vendor. Web Address Enter the URL or the vendor here. Remit-To Address There is a second screen of Vendor Maintenance where you can log remit-to information. Select the Remit-To option by clicking on the Rolodex icon located on the top tool bar. The remit to address is used if the checks being mailed are forwarded to a location different from the vendor address. Name The business name of the remit-to is entered here. A second name line is available if you need an attention line. Address Enter the street address where the payment is to be mailed City Enter the city where the payment is being mailed 65

66 State Enter the state where the payment is being mailed Zip Enter the zip code assigned to the address Country Enter the country of the remit-to address Telephone # Enter the remit-to phone number including the area code ACH Information This is for processing direct deposit payments to your vendors and can only be implemented upon contacting Municipal Software, Inc. 66

67 5.60 G/L DISTRIBUTION PROFILE WHAT IS G/L DISTRIBUTION PROFILE? This program allows the user to specify a profile that can then be added to an Item Code in order to easily distribute the amount of the item over various GL account numbers by a given percentage. HOW DO I ENTER A DISTRIBUTION PROFILE? From the Purchase Order System Main Menu click Maintenance > G/L Distribution Profile, this will take you to the AP Distribution Profile Entry screen (see the example below): The following fields are available. After each field is input, press tab to accept the information and proceed to the next field. Profile Number Profile numbers run sequentially from The system will default in the next available number. Simply tab from this field to key in a new profile or if you need to edit an existing profile, enter its number here. 67

68 Profile Description Enter the description of the distribution profile. Creation Date This is a system generated date that matches your PC clock. Entry Number Each distribution will be on its own entry line signified by individual entry numbers. The system will default them sequentially as you enter the distribution. GL Number Enter the MSI-General Ledger account number that will receive part of the distribution. GL Description The account number s description will default here and cannot be edited. Distribution Percentage Enter the percentage of the distribution that should go to the GL Account number for this profile. Click Add to include the line entry in the profile. Click Remove to delete a line entry from the profile. 68

69 6.00 SUPPORT WHAT IS THE SUPPORT MENU? The Support menu allows you to perform operations that are used infrequently. HOW DO I ACCESS THE SUPPORT MENU? From the Purchase Orders System Main Menu click Support. The following menu options are available: System Defaults The system defaults screen is used to define the system with default statuses. Bitmap Set up This option will allow you to add a logo that will print on your Purchase Orders. Delete Closed Requisitions This option will allow you to purge closed requisitions from your system s database. Delete Closed Purchase Orders This option will allow you to purge closed purchase orders from your system s database. 69

70 6.10 SYSTEM DEFAULTS WHAT IS SYSTEM DEFAULTS? The system defaults screen is used to define the system with default statuses. HOW DO I DEFINE THE SYSTEM S DEFAULTS? From the Purchase Order System Main Menu click Support > System Defaults, this will take you to the PO System Defaults screen (see the example below): The following fields are used create the defaults. After each field is input, press tab to accept the information and proceed to the next field for entry. Minimum Requisition # Enter the lowest Requisition number to be used in Requisition Entry. This field might change annually if the first 4 digits of your Requisitions correspond with the fiscal year for which the entry is keyed. Minimum PO # Enter the lowest Purchase Order number to be used in Purchase Order Entry. This field might change annually if the first 4 digits of your PO s correspond with the fiscal year for which the entry is keyed. 70

71 Encumbrance Account Enter the General Ledger account number to be used as the default offset account when the purchase orders are encumbered to the MSI-General Ledger. Reserve for Encumbrance Accounts The Reserve for Encumbrance Accounts is used to store the encumbrance dollars in a Capitol account versus the Fund Balance Account. It holds the money in reserve for future spending. Enter the capitol type general ledger account number in this field. Budget Warning Percentage Enter a percentage to have the program issue a warning that the item amount will be within a range of the budgeted amount for the General Ledger account number assigned to the line item. If a budget warning is not needed, enter a zero in the field and the system will not issue the budget warning. When a warning is issued it reads as below: Lookup Box Limit Each time the binoculars icon is selected in the program a certain number of records will automatically display. Keeping the limit low will allow the lookup box to load quickly so that searches can be specified. Move Comments from Requisitions to Purchase Orders If comment lines are entered on Requisitions and you want the comments to move over to the Purchase Order once they re created from the Requisition, then select this box. Allow Temporary Vendors in Requisition Entry If you want to allow Requisition entry personnel to be able to submit purchase requests to vendors that are not yet setup in the database, then select this option. Activate Purchase Order s If this option is selected, then an will be sent after a Requisition is entered that has to move through the approval path before it can become a Purchase Order. An will be sent to the next person in line of the approval path advising them that there is a Requisition pending their approval. If a Requisition is denied during the approval process, then the Requisition originator will receive an advising them as such. NOTE: detail must be setup in the MSI Passwords program before this feature can be used. See Appendix G for more details on setting up and using the feature. 71

72 6.20 BITMAP SET UP WHAT IS BITMAP SET UP? This program allows you to specify an image to print on your Purchase Orders. HOW DO I DEFINE A BITMAP? From the Purchase Order System Main Menu click Support > Bitmap Set up, this will take you to the MSI BITMAP SETUP screen (see the example below): The following fields are available. After each field is input, press tab to accept the information and proceed to the next field for entry. X Coordinate Changing the X coordinate will move the logo left and right. To move one space to the left you will need to subtract 0.1 from the existing number. To move one space to the right you will need to add 0.1 to the existing number. Y Coordinate Changing the Y coordinate will move the logo up and down. To move one space down you will add 0.15 to the existing number, to move one space up you will subtract 0.15 to the existing number. 72

73 Bitmap Height The height should be a relativity small number. Start with and test it out to see how it prints on a Purchase Order. Bitmap Width The width should be a relativity small number. Start with and test it out to see how it prints on a Purchase Order. If you need the logo to print wider than it is tall, then set the number to for the initial test. Bitmap Path/File name Hand-type in the path to the bitmap file you d like to have print on your Purchase Orders. This file should be on a network share, preferably in the CUSTOM directory that s located under the MSI folder on your network. 73

74 6.30 DELETE CLOSED REQUISITIONS WHAT IS DELETE CLOSED REQUISITIONS? This program allows you to purge a full calendar year s worth of closed requisitions. HOW DO I DELETE CLOSED REQUISITIONS? From the Purchase Order System Main Menu click Support > Delete Closed Requisitions, this will take you to the PO Delete Closed Requisitions screen (see the example below): The following fields are available. After each field is input, press tab to accept the information and proceed to the next field for entry. Calendar Year for history removal Enter the two digit year of the calendar year you d like to purge the history from. NOTE: Once requisitions are removed from the database the only way to recover them is to restore your entire MSI-Purchase Order system s data files from a backup tape. 74

75 6.40 DELETE CLOSED PURCHASE ORDERS WHAT IS DELETE CLOSED PURCHASE ORDERS? This program allows you to purge a full calendar year s worth of closed purchase orders. It also allows you to remove closed purchase orders one at a time. HOW DO I DELETE CLOSED PURCHASE ORDERS? From the Purchase Order System Main Menu click Support > Delete Closed Purchase Orders, this will take you to the PO Delete Closed Purchase Orders screen (see the example below): The following fields are available. After each field is input, press tab to accept the information and proceed to the next field for entry. Calendar Year for history removal Enter the two digit year of the calendar year you d like to purge the history from. Delete a closed PO Select this checkbox if you only want to remove a specific PO. A field will then appear where you may enter the PO Number of the purchase order you with to remove. NOTE: Once a purchase orders are removed from the database the only way to recover them is to restore your entire Purchase Order system s data files from a backup tape. 75

76 APPENDIX A SAMPLE REPORTS Print Requisition Report 76

77 Purchase Order Report 77

78 Vendor Listing 78

79 Print Requisition 79

80 Print Purchase Orders 80

81 APPENDIX B ENCUMBRANCE ACCOUNTING This Appendix was written to be read in its entirety and has been broken down into the following sections: 1. Why Encumber? 2. How Does Encumbrance Accounting Work? 3. How Often Should Encumbrances be Posted to the General Ledger? 4. How to Close Purchase Orders Manually? 5. How to Remove a Line Item after it s been Encumbered? 6. What Else Can be Done to Verify Encumbrance Figures? 7. How to Activate Encumbrance Accounting. 8. How do Requisitions affect the Encumbrance process? 1. WHY ENCUMBER? The purpose of encumbrance accounting is to track anticipated spending as compared to budgeted amounts; thus allowing for more effective cash planning and control. 2. HOW DOES ENCUMBRANCE ACCOUNTING WORK? Encumbrance Accounting is a two step process. The first step encumbers newly entered/created purchase order line items to the General Ledger, which helps prevent overspending. The second step unencumbers those line items once they have been pulled into an Accounts Payable invoice for payment. Step 1 Encumbering a Purchase Order The steps described here assume that Encumbrance Accounting has been activated. Information on how to turn on Encumbrance Accounting is located at the end of this Appendix. Once a purchase order is entered/created or new line items are added to an existing purchase order, those line items will need to be encumbered. The system knows which lines to encumber by using flags. The flags are set behind-the-scenes and are not visible from within the Purchase Order application (but, can be viewed by using Relativity). The program s logic takes 6 different flags into account: Flag 1 OpenCloseCd which designates whether or not the purchase order is Open or Closed. If it s Open then that field is empty or has spaces, once it s Closed that field will contain a C. Flag 2 EncumberThisPoYn which basically asks, Should this purchase order be encumbered? Yes or No? This flag is set by PO Type Codes which are defined in their associated Maintenance screen. If a purchase order is entered without a Type Code, then this flag will automatically set to Y. Flag 3 EncumberThisItemYn which asks, Should this line item be encumbered? Yes or No? This flag is set by the PO Item Codes as defined in their Maintenance screen. If a purchase order is entered without an Item Code, then this flag will automatically set to Y. Flag 4 ItemOpenYn uses Yes or No to set whether or not the line item is Open or Closed. Yes means it is Open (it hasn t been pulled into an Accounts Payable invoice) and No means it is Closed (it has been pulled into an invoice). Flag 5 EncumberedYn uses Yes or No to set whether or not the line has been encumbered. Flag 6 UnencumberedYn uses Yes or No to set whether or not the line has been unencumbered. If Flag 2 is N, then none of the line items (no matter what Flag 3 is set to) will ever be encumbered; and since this Appendix deals with purchase orders that will go through the encumbrance process, none such 81

82 purchase orders will be addressed in this appendix. Additionally, if Flag 3 is set to N, then that line item will not be encumbered and therefore not addressed in this appendix. With all of the above in mind, a purchase order line item will be encumbered and thus fulfill Step 1 of the Encumbrance process, when the flags are set as such: Table 1 Flags after purchase order is entered Flag Status OpenCloseCd spaces EncumberThisPoYn Y EncumberThisItemYn Y ItemOpenYn Y EncumberedYn N UnencumberedYn N In other words, this purchase order and line item are flagged to be encumbered and both the purchase order and line item is open, but it hasn t yet been encumbered. Below is an example of how Step 1 works. Firstly, the GL accounts that will hold the Encumbrance figures are defined in the System Defaults of the Purchase Order program. Notice that only the Fund portion of the GL number is set as a wild card. This means that each Fund will need to have its own Encumbrance and Reserve for Encumbrance Accounts established in the General Ledger system: Figure B-1 82

83 Then a new purchase order is keyed into the system. Notice that neither a Type Code nor an Item Code has been used; therefore, both Flag 2 and Flag 3 are set to Y. The status on the Line item is O for Open; so, Flag 4 is set to Y. And, since this is a freshly entered purchase order, both Flags 5 and 6 are set to N. Figure B-2 83

84 Next, print an Encumbrance Distribution Journal by taking that option from the Purchase Order Menu (Figure B-3) and filling in the appropriate detail. Figure B-3 84

85 When the Encumbrance Distribution Journal is printed and when there are purchase orders to be encumbered, it will look as below: Figure B-4 The last thing to do is to post the Encumbrance Distribution Journal (Purchase Orders > Post Encumbrances to General Ledger). When the Journal is posted an Encumbrance Posted Journal report prints, the figures in GL are updated, and Flag 5 EncumberedYn is changed to Y. So, at the end of Step 1 the Flags will be as below: Table 2 After purchase order is encumbered Flag Status OpenCloseCd spaces EncumberThisPoYn Y EncumberThisItemYn Y ItemOpenYn Y EncumberedYn Y UnencumberedYn N 85

86 Step 2 Un-encumbering a Purchase Order The system uses the same 6 flags as defined in Step 1 to determine when to unencumber line items for Step 2. A purchase order line item will be unencumbered and thus complete the Encumbrance process, when the flags are set as such: Table 3 After purchase order is brought into an AP invoice Flag Status OpenCloseCd spaces EncumberThisPoYn Y EncumberThisItemYn Y ItemOpenYn N EncumberedYn Y UnencumberedYn N In other words, this purchase order and line item are flagged to be encumbered, the purchase order is open, and the line item is closed. The line item has been encumbered, but it hasn t yet been unencumbered. 86

87 Below is an example of how Step 2 works. Continuing with the purchase order example that was created and encumbered in Step 1, the first action in Step 2 is to pull that PO into an Accounts Payable invoice. By doing so, Flag 4 ItemOpenYn flips to N : Figure B-5 87

88 Therefore, at this point, all the Flags are set so that if the user goes back into the Purchase Order system and runs the Encumbrance Distribution Journal again, the example PO is set to be unencumbered: Figure B-6 When this Encumbrance Distribution Journal is posted, then Step 2 will be complete and the Flags will be concluded as: Table 4 After purchase order is unencumbered Flag Status OpenCloseCd C EncumberThisPoYn Y EncumberThisItemYn Y ItemOpenYn N EncumberedYn Y UnencumberedYn Y 88

89 3. HOW OFTEN SHOULD ENCUMBRANCES BE POSTED TO THE GENERAL LEDGER? It is the recommendation of MSI that an Encumbrance Distribution Journal should be run and posted daily in order to insure the most accurate cash planning. One thing to keep in mind, though, is that once a purchase order line item is unencumbered, that is the end of the process. Meaning, if the AP invoice that a PO has been pulled into is deleted (which re-opens that purchase order) after that PO has been unencumbered, then the PO will not be re-encumbered. Another thing to keep in mind is that if a purchase order is keyed into the system and then immediately pulled into an AP invoice (without encumbering it first), then that purchase order will not show up on any Encumbrance Distribution Journal to be either encumbered or unencumbered since the cash is already spent and is not just pending spending. 4. HOW TO CLOSE PURCHASE ORDERS MANUALLY? If a purchase order is entered, but will not be used in AP Invoice Entry, then the PO needs to be closed manually. There are two possible scenarios where this may happen: 1) The amounts have been encumbered; the flags are set as Table 2 (page 6). To unencumber the amounts: a. Go into Purchase Order Entry b. Double-click on each (O)pen status line item, and select Yes to the below message. This will automatically set the flags as in Table 3 (page 7). c. Double-click on each (X) status line item and change the status to (C)losed. d. Print the Distribution Journal and Post it to the General Ledger. Once this is done, then the flags are set as in Table 4 (page 9) and the purchase order is closed. 2) The amounts have not been encumbered then simply delete the purchase order. If for some reason that is not appropriate, then encumber it first and follow the instructions for scenario #1 above. 5. HOW TO REMOVE A LINE ITEM AFTER IT S BEEN ENCUMBERED? If a purchase order is keyed incorrectly into the system and the error is not discovered until after the line item has been encumbered to the GL, follow the below steps to remove it from the Purchase Order system: 1) Manually close the wrong line item by double-clicking on it and selecting "Yes" from the popup message (see detail in section 4. How to Close Purchase Orders Manually). 2) Key in a second line item exactly the same as the wrong line item, but with a negative unit price (the Description field may also be changed, depending on how the user prefers for this line item to be displayed). 3) Key in the correct line item. 89

90 4) Print and post encumbrances. 5) Manually close the second line item with the negative unit price. 6) Print and post encumbrances. These steps will leave the PO with the correct dollar amount and ensure that it is properly handled through the encumbrance process. 6. WHAT ELSE CAN BE DONE TO VERIFY ENCUMBRANCE FIGURES? It is recommended that the Open Encumbrance Report in the Purchase Order system and the Revenue and Expense Report Month and YTD Actual with Outstanding Encumbrances in the General Ledger system are run weekly, at least. The total amounts on each report should tie out to one another. When running each report it is not necessary to modify any of the report defaults, just click OK. When asked which printer to print to, it is recommended that these reports are sent to FinePrint as the GL report can be quite lengthy. NOTE: If you do not currently have FinePrint installed, contact your MSI sales representative. Items that appear on these reports have been encumbered to the General Ledger, but have not yet been unencumbered. Below are examples of each report. Notice that the Fund Total from the Open Encumbrance Report matches the Total Fund Expenses under the Outstanding Encumbrances column of the Revenue and Expense Report Month and YTD Actual with Outstanding Encumbrances: Open Encumbrance Report Figure B-7 90

91 Revenue and Expense Report Month and YTD Actual with Outstanding Encumbrances Figure B-8 91

92 7. HOW TO ACTIVATE ENCUMBRANCE ACCOUNTING Activating Encumbrance Accounting requires efforts from both the customer and from Municipal Software. Steps for the customer to complete In the General Ledger system: 1) Establish an Encumbrance Account and Reserve for Encumbrance Account number in each fund. 2) The Department, Class, Sub-class, and Object all need to be the same. Only the fund number will differ. In the Purchase Order system: 1) Make sure there are no open purchase orders or purchase order items. This can be done by running a Purchase Order Report that is set to include only open PO items. 2) Enter the Encumbrance accounts just established in the GL into the PO System Defaults with the fund portion substituted by pluses (see Figure B-1 for an example). 3) Look at each Item Code in Item Code Maintenance to insure that the Encumber? flag is properly set (Figure B-9). Figure B-9 4) Look at all the Type Codes in Type Code Maintenance to ensure that the Encumber? flag is properly set. Note that the Type Code encumbrance setup overrides the Item Code setup. Meaning that whatever the Type Code that s used when entering a PO is set to will override the Item Code flag (Figure B-10). 92

93 Figure B-10 5) After Municipal Software completes their steps, then encumbrancing will need to be tested. This can be done by: a. Enter in a sample purchase order using a type code that is set to Encumber? Yes and a line item for each fund. b. Print the Encumbrance Distribution Journal to insure that each of the line items show up correctly. c. Post the Journal to the GL. d. Open the Accounts Payable system and pull that PO into an AP invoice. e. Go back into the Purchase Order system and print the Encumbrance Distribution Journal again. Did the line items unencumber correctly? If so, then Post the Journal to the GL to offset step c above. f. At this point, the setup is complete. Simply go back into the AP system and delete the invoice. That will re-open the Purchase Order and allow it to be deleted too. 93

94 Steps for MSI to complete MSI will need to dial into the modem machine and check the box for Encumbrance Accounting? in the POINSTAL program: Figure B HOW DO REQUISITIONS AFFECT THE ENCUMBRANCE PROCESS? Requisitions contain 4 of the 6 Flags that affect the Encumbrance process. Flags #1 4 are all set in Requisition Entry per the data that s keyed. When a purchase order is created from a requisition the settings on these 4 Flags transfer their over to the PO. So, if the requisition uses a P.O. Type Code that set to Encumber? Yes (see Figure B-10) or no P.O. Type Code at all, then Flag 2 EncumberThisPoYn will be set to Y and that setting will transfer to the purchase order once it is created from the requisition. The same is true of the other Flags whatever the Flag is set to in the requisition will be the same setting in the purchase order created from that requisition. See the example below: Table 5 Flag Requisition Status Purchase Order Status OpenCloseCd spaces spaces EncumberThisPoYn Y Y EncumberThisItemYn N N ItemOpenYn Y Y 94

95 APPENDIX C REQUISITION APPROVAL PROCESSING This process allows users the ability to key in their own purchase requests (aka requisitions). The system then processes the requests through the designated approval levels, which are established individually for each user. Once fully approved a purchase order can be generated from the requisition. Using this process helps to reduce both data entry errors and dual entry. Below are the details of how to setup and use this process. 1. Setting up Requisition Approval Levels 2. Entering Requisitions 3. Approving Requisitions 4. Creating Purchase Orders from Requisitions 1. SETTING UP REQUISITION APPROVAL LEVELS Each user requires a password to access the MSI Purchase Order system. It is in the MSI Password application where passwords are setup and appropriate approval levels for each user are established (see example in Figure C-1). Figure C-1 95

96 The following fields are used to setup passwords and requisition approval levels: MSI System When launching the MSI Password application, the first field to fill in is MSI System. Since the intention here is to setup passwords and approvals for the Purchase Order program, select PO from the drop down menu. Password Enter in the Password the user will use to sign into the Purchase Order program in the Password field. NOTE: Passwords are case sensitive. User Name Enter in the user s name associated with this password. Access Levels The access levels section is where permissions to Purchase Order System drop-down menus are defined. Each checkbox pertains to the corresponding menus in the Purchase Order program (see Table CT-1). By selecting the checkbox, it grants the user permission to all the options found under the corresponding menu (see Figure C-2). Check off only those boxes that pertain to the menus this user should have permission to access. Password Security Entry Access Levels checkboxes Processing 1 Processing 2 Inquiry Reports Maintenance Support Table CT-1 Corresponding Purchase Order System Main Menu accessibility Requisitions Purchase Orders Inquiry Reports Maintenance Support Figure C-2 NOTE: All users will have access to the options found in both the File and Help drop down menus (Figure C-2). 96

97 GL Account Access/Mask Account # 1, etc. This section can be used to limit the user s access to certain GL account numbers. The standard MSI wild card of pluses (+) may be used for substitutions. NOTE: If the user should be able to access all GL Account numbers, then simply key in enough pluses (+) in the Account # 1 field to match the length of the GL mask. In the example in Figure C-3 below the mask is FFDDCAAA, which is 8 characters long and therefore 8 pluses would be keyed into that Account # 1 field. Figure C-3 In the example illustrated below (Figure C-4) the GL mask is FFDDCAAA. With the Account fields setup as they are, this particular user can only enter in requisitions using GL Account numbers in each of the following: Fund 01 Department 00 Class 9 Account 215 Figure C-4 Purchase Level (up to) Level 1, etc. This section, combined with the Approval Passwords section, is where the requisition approval levels are defined. This section is used to define the maximum dollar amounts each user can approve before the requisition moves on to a higher user level for approval. In the example illustrated in Figure C-1 this user can approve their own requisitions as long as they are no more than $ Meaning that if SUGAR keys in a requisition for $150 or less, it is immediately available to be pulled directly into a purchase order without further approval. When Thomas Smith (aka SUGAR) enters a requisition that totals more than $150, then it will require other user(s) to approve the purchase request before it can become a purchase order. 97

98 NOTE: The highest approval level needs to have total approval rights and should therefore be set to $99,999,999 in the Purchase Level (up to) field. Approval Passwords Level 1, etc. This section works in tandem with Purchase Level (up to) to set requisition approval levels. This section is used to define which users can approve what dollar amounts as set in the Purchase Level (up to) section. In Figure C-5, the user with the password SUGAR can approve requisitions as long as they don t exceed $150, BANKER can approve requisitions up to $1000, DAISY can approve requisitions that are not more than $3000, etc. Figure C-5 Backup Password The Backup Password field is used to specify who can approve requisitions in the event that this user is out of the office. In Figure C-6, CRAIG is setup to approve JULIA s requisitions. 98

99 Figure C-6 Out of Office When this box is checked it activates the backup user specified in the Backup Password field and forwards requisitions for approval from this user (JULIA in Figure C-6) to the backup user (CRAIG in Figure C-6) so that requisition approvals may continue in her absence. NOTE: When this box is checked and the user specified in the Backup Password field logs into the Purchase Order program and there are requisitions for the original user to approve, the backup user will see the below message. When the Backup user clicks OK the PO Approve Requisitions screen will open where a list of requisitions awaiting approval will be listed (see Figure C-9). 99

100 NOTE: In the example pictured in Figure C-6, user JULIA is set Out of Office. If another user has JULIA in their Backup Password and you try to set that user Out of Office too, then the below message will appear and the Out of Office box will automatically uncheck itself: This is because the program is not designed to piggy-back Out of Office users. In this scenario, specify a backup other than JULIA who can approve requisitions on this user s behalf. NOTE: In the example pictured in Figure C-6, user JULIA is set Out of Office and CRAIG is her backup. If you try to set CRAIG as Out of Office too, then the below message will appear and the Out of Office box will automatically uncheck itself: This is because the program is not designed to piggy-back Out of Office users. In this scenario, specify a backup other than JULIA who can approve CRAIG s requisitions in his absence. Print Options Windows, etc. Select Windows Print if using the MSI Purchase Order program over a Windows platform. If MSI is running on a Unix System, then select that option. Line Print should not be selected (it is a remnant from the older, character version of the MSI program). Prior Fiscal Year Access This field can be left blank. It is populated when setting up users for the General Ledger MSI System and can be ignored when setting up users for other applications. 2. ENTERING REQUISITIONS Once passwords, security, and approval levels are setup as detailed in Section 1 Setting up Requisition Approval Levels; the requisition process begins in Requisition Entry (from the Purchase Order System Main Menu select Requisitions > Requisition Entry). For details on how to enter a requisition, see Section 1.10 Requisitions Entry. In the example shown in Figure C-7, Thomas Smith has signed into the Purchase Order system with his password SUGAR and keyed in a Requisition totaling $ , which exceeds his approval level as defined for him in the MSI Password program (see figure C-1). Figure C-7 100

101 Notice that the Status of each line is set to 2, this means that the Requisition is currently pending approval by the user specified at level two in the MSI Password program. To view who that user is, simply select Inquiry > Requisition Inquiry, key in the Requisition number in question and view the Waiting for approval by field at the bottom of the screen (Figure C-7) or use the MSI Password program (Figure C-1) which shows that it is the user who signs in with the password BANKER. 3. APPROVING REQUISITIONS Continuing from the requisition example displayed in Figure C-7, when Olivia Anderson (the user who has approval level 2 rights) signs into the Purchase Order program with her password BANKER, the approvals icon (as in Figure C-8) is displayed on the toolbar which tells her that there are Requisitions awaiting her approval. NOTE: On a regular basis each user who has approval rights should access the Purchase Order system to see if there are any new requisitions that require authorization. Figure C-8 101

102 The PO Approve Requisitions program can be accessed either clicking the approvals icon or selecting Requisitions > Approve Requisitions from the Purchase Order System Main Menu. Once in the PO Approve Requisitions screen, all of the detail will automatically populate as in the example shown in Figure C-9. Figure C-9 From here BANKER has a few options: 1. To quickly approve the requisition without viewing any of its detail, just highlight the line (by single clicking on it) and click OK. This will bring up the message in Figure C-9a which gives BANKER the options to either approve or deny the requisition or to return to the approval screen. If BANKER approves the requisition, then it moves on through the approval process for the next user to approve. If BANKER selects No to deny the requisition then that requisition will be closed. Figure C-9a 102

103 2. To view the detail of the requisition before approving it, double click on the requisition line item to open the PO Requisition Approval Detail screen (see Figure C-10). From this screen, the user has a few options (as defined in the lower left-hand corner of the screen): a. Click the Approve All Items button to approve the entire requisition with just 1 click. b. Double-click on individual line items to only approve those particular lines. c. Enter the Item # and Quantity in the boxes provided to partially approve a line item. For instance, in Figure C-10 Item # 1 is for 65 Cellular Phones. If BANKER only wants to approve 30 of those for purchase, she can type 01 in the To Partially Approve an item enter Item Number field and then type 30 in the and Quantity field. d. Only the user who has final approval for this requisition can use the final option To Unapprove an Item with a status of O enter an Item Number. If that user approves a line item and then decides that was a mistake, they can enter that Item # in this field in order to set the status from O back to the highest approval level # related to that requisition s approval path. Figure C-10 NOTE: Once a line is approved it cannot be unapproved unless the one to approve it moves the Status to an O for Open. NOTE: Once a line item is approved, the status of that line item will change to the next appropriate level of authorization as defined in the requisition originator s password file (see Figure C-1). In 103

104 the example in Figure C-11, BANKER has approved Item # 02, 03, and 05, which have moved on to Status 3 and are therefore awaiting approval from DAISY. Figure C-11 NOTE: To exit this screen and go back to the PO Approve Requisitions screen after all intended changes are made; click the Exit button. Or, if all the line items are approved, then the below message will appear. In this case click OK to exit the screen. NOTE: Once the user approves all pending requisitions, they will see the below message. When OK is selected, the PO Approve Requisitions screen will automatically close taking the user back to the Purchase Order System Main Menu: 104

105 105

106 4. CREATING PURCHASE ORDERS FROM REQUISITIONS Once a line item in a requisition goes through the entire approval process (as defined in the requisition originator s password file in Figure C-1), its line status will be set to O (see example in Figure C-12). At that point the detail is ready to be pulled into a purchase order. This can be done one of two ways: 1. With Purchase Order Entry; to convert one requisition at a time. 2. With Create Purchase Orders; to convert all requisition line items with a status of O. Figure C

107 With Purchase Order Entry Converting a requisition into a purchase order is a very easy process. With this method, simply click Purchase Orders > Purchase Order Entry from the Purchase Order System Main Menu to open the PO Entry program. Then, in the Requisition Number field type in the appropriate requisition number. When the user tabs from this field, all of the lines in that requisition that have a status of O will populate into this purchase order (see Figure C-13). NOTE: Once a user keys a requisition number into a purchase order and tabs from that field, the corresponding requisition closes (if all of the lines of that requisition are pulled into the PO). Even if the user clicks Cancel or Delete afterwards in Purchase Order Entry, the requisition will still remain closed. Figure C

108 With Create Purchase Orders Using this method (by clicking Purchase Orders > Create Purchase Orders from the Purchase Order System Main Menu, Figure C-14) is the fastest way to convert all available requisitions into purchase orders. With the click of one button the user creates purchase orders from all requisitions that have line items with a status of O. Figure C-14 This program gives the user the option of which purchase order number to create first and which purchase order date to use on all the purchase orders created. Once the user clicks OK, the program begins its process; when finished the screen will appear as in Figure C-15 which shows how many purchase orders were created and the highest Purchase Order / Requisition number that the program scrolled through. 108

109 Figure C-15 Clicking OK on the message in Figure C-15 will take the user back to the Purchase Order System Main Menu where they may continue processing the newly created purchase orders. 109

110 APPENDIX D FREQUENTLY ASKED QUESTIONS REQUISITIONS 1. Who can modify requisitions? Only the Originator of the requisition can modify the requisition. Any modifications made to a requisition will set the approval path back to the beginning. 2. Who can delete requisitions? Only the Originator of the requisition can delete the requisition. And only if there are not any line items with a (C)losed status. 3. Can a requisition be deleted if it has (C)losed line items? No. A message will appear that advises the Originator that there are line items that have been closed and therefore the requisition cannot be deleted. 4. How do requisitions close? There are two ways for a requisition to close. Either it is denied during the approval process, or it is pulled into a purchase order. PURCHASE ORDERS 1. How do purchase orders close? For customers who encumber: If the purchase order has been encumbered before it s brought into an Accounts Payable invoice, then it closes after it is unencumbered from the General Ledger. If the purchase order has not been encumbered before it s brought into an Accounts Payable invoice, then it closes once it is pulled into the Accounts Payable invoice. For those who don t use encumbrance accounting Purchase orders close once they are pulled into an Accounts Payable invoice. 2. How do I close a purchase order that is not going to be brought into Accounts Payable? See Section 4 in Appendix B: How to Close Purchase Orders Manually? 3. If a purchase order is deleted that has a requisition tied to it, does the requisition reopen? No. The Requisition stays out there, but maintains its closed status. Otherwise, the next time purchase orders are created that requisition would be pulled back into a new purchase order which would defeat the purpose of deleting it in the first place. 110

111 APPENDIX E PO NUMBER LOOKUP BOX Throughout the MSI-PO system you will see the binoculars icon ( ) next to the Purchase Order Number field. This icon is used to launch the PO Number Lookup Box which will assist you in finding and adding an available purchase order number to that field. To access the lookup screen, you have 3 options: 1) Click the binoculars icon next to the field. 2) While the cursor is in the Purchase Order Number field, click the binoculars icon off of the top tool bar. 3) While the cursor is in the Purchase Order Number field, press F4 on your keyboard. ASPECTS OF THE PO NUMBER LOOKUP BOX (1) (9) (2) (3) (8) (4) (5) (6) (7) (1) Column Headers. Click the headers to re-sort data or to execute the search results keyed into the Value field. (2) When first opening the lookup box, the program will not load more records than the Limit Lookup amount specifies. The limit amount can be changed in the PO System Defaults program that s available off the Support menu. (3) Search options Filter, Match, and Locate. Used in conjunction with the Value field, these options allow you different ways to search for detail. For more detail see the FAQ section below. (4) In order to see closed PO s, select this checkbox and Refresh the screen. 111

112 (5) The Value field is where you will key in your search parameters. (6) Click Refresh to reload the lookup box. (7) Click Exit to close out of the lookup box. (8) The current number of records displayed in the lookup box is shown here. (9) Displayed Results... when you find the record you are looking for, just double click it to return the PO back to the main screen. FAQ s REGARDING THE PO NUMBER LOOKUP BOX HOW IS THE DETAIL SORTED? When you first access this lookup box it will be sorted by PO #. You may re-sort the lookup results by clicking on any column header (i.e. PO Date, Vendor Name, Status, etc.). All the column headers on this particular lookup box may be clicked on in order to re-sort the results displayed. NOTE: sorted. When a column header is shown in italics, then that column is not available to be HOW DO I FIND THE PO I M LOOKING FOR? Select your search option (Filter, Match, or Locate), type your search criteria into the Value field, and then click the corresponding Column Header. For instance, if you know the Requisition Number, then key that into the Value field and click on the Requisition # column header. If you know the date of the PO, then key the date into the Value field and click the PO Date column header. Note: To search by PO Date, type in the criteria as YYYY/MM before clicking the PO Date column header this is because of how the MSI-PO system stores the dates. HOW DO I SELECT A RECORD ONCE IT S FOUND? Now that you ve found the record you re looking for, all you need to do is double click on it from within the list box to return the results back to the field from which the binoculars icon was selected. If you for some reason decide not to select a record, click the Exit button to be taken back to the prior screen. WHAT IS THE UP ARROW ABOVE THE SCROLL BAR? To the far right of the headers and above the scroll bar is an up arrow that looks like: used to quickly move backwards through the list box.. This can be WHY AREN T ALL MY PURCHASE ORDERS DISPLAYED? When the lookup box is first opened, it only loads up to the number of records designated by the Limit Lookup and it only loads Open purchase orders. To display all your Open purchase orders (assuming that there are more than the Limit Lookup amount), uncheck the Limit Lookup box and click on Refresh. You will notice that the Records Displayed quantity has increased to the total number of Open purchase orders in the MSI-PO system. To display all purchase orders (regardless of whether they are open or closed), uncheck the Limit Lookup box, select the Display Closed Purchase Orders box, and then click on Refresh. You will 112

113 notice that the Records Displayed quantity has increased to the total number of purchase orders in the MSI-PO system. NOTE: The Limit Lookup quantity is set in the PO System Defaults program, which is accessed off the Support Menu. WHAT S THE DIFFERENCE BETWEEN FILTER, MATCH AND LOCATE? There are three ways to search for a record in the PO Number Lookup Box, either Filter, Match, or Locate. Each works a little differently, as described below. Locate Locate is the most commonly used lookup option and typically the default option already selected for you by the MSI-PO system. It finds the first record that meets the criteria entered in the Value field and displays every subsequent record. For instance, if you select Locate as your search option, type J into the Value field, and then click the Vendor Name header; then all open POs assigned to Vendors whose names start with J will be displayed. Additionally, all records that come after those records (Vendors whose names start with K through Z ) will also be displayed. See the example screen shot below. Example of Lookup screen when the Locate Option is selected: 113

114 Filter The Filter option removes all the records from the lookup box that do not match the criteria entered in the Value field. For instance, if you select Filter as your search option, type J into the Value field, and then click the Vendor Name header; then only those POs assigned to Vendors whose names start with J that already appeared in the lookup box will be displayed. All other records will be removed from the display box. See the example below. Example of Lookup screen when the Filter Option is selected: 114

115 Match The Match option works similar to the Filter but does not limit the search to the records currently in the lookup box. It finds all records in the Purchase Order file that match the criteria entered in the Value field. For instance, if you select Match as your search option, type J into the Value field, and then click the Vendor Name header; then only open POs assigned to Vendors whose names start with J will be displayed. All other records will be removed from the display. See the example below. Example of Lookup screen when the Match Option is selected: 115

116 I SEE A MESSAGE PLEASE WAIT WHILE REQUESTED CODES ARE LOADING BUT NOTHING LOADS. Look to see if there is something in the Value field. If so, then look to see which column you are sorting by (it will be the column farthest to the left). If there are no records in that column that meet the search criteria in the Value field, then the system will not have anything to load. Try clearing out the Value field and clicking Refresh. See example to follow where is in the Value field and the lookup box is being sorted by Vendor Name. In this case, there aren t any Vendors named , so the system has no results to load. NOTE: When the lookup box is finished searching through your data and cannot find any records to display, the Records Displayed will reduce to

117 I M TYPING IN THE NAME OF THE VENDOR, BUT THE RECORD IS NOT DISPLAYED The Vendor Name header looks for what s in the first line of the Name field (see example to follow) as specified in that vendor s Vendor Maintenance screen. The PO Number Lookup Box does not go by what s in the Sort Name field in the Vendor Maintenance screen. If you are typing in the same detail as is in the Name field of that vendor s Vendor Maintenance screen, then make sure that you have either selected Match or Locate as your search option. 117

118 APPENDIX F ICON PROGRAMS The below programs can be accessed from Requisition Entry or Requisition Inquiry by clicking on the associated Icons: PO Requisition File Attachment WHAT IS REQUISITION FILE ATTACHMENT? This will allow a user to associate up to three files to a Requisition. The program will open associated files by making a DOS system call. This functionality is limited to machines operating on a WINDOWS operating system. The program will have the ability to open files using Adobe Acrobat, Microsoft Word, Microsoft Excel, and Microsoft Internet Explorer (Explorer). The program will determine what kind of document has been attached to the requisition by interrogating the attached file s extension. Extension.doc.txt.pdf.jpg.jpeg.xls Program Used to View Microsoft Word Microsoft Word Adobe Acrobat Microsoft Explorer Microsoft Explorer Microsoft Excel 118

119 HOW DO I ADD A FILE ATTACHMENT TO A REQUISITION? From within Requisition Entry or Requisition Inquiry, pull up an existing Requisition and click the paperclip icon; this will take you to the PO Requisition File Attachment screen (see the example below): Sequence Each attachment will have its own sequence number beginning with 01 through 03. File Description Key in a brief description of the file being attached. File Location and Name Key in the path and filename of the file being attached. 119

120 Requisition Comments WHAT IS REQUISITION COMMENTS? This program can be used to add various notes to a Requisition. HOW DO I ENTER REQUISITION COMMENTS? From within Requisition Entry or Requisition Inquiry, pull up an existing Requisition and click the notepad icon; this will take you to the Requisition Comments screen (see the example below): Entry Date This field will default to the current date, but can be overwritten if required. This date represents the date that the comment is added to the Requisition. Initials Key in your initials to track who enters the comments. Summary Description Enter a brief description of the purpose of your comments. This will be used to quickly locate specific comments once several entries are made. 120

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