University Procurement System

Command Reference: Online Functions

Internal Order Functions and Lists

IV - Internal Vendor table

Figure 1. Screen 1 - IV - Entry screen for vendors and related information used on internal requisitions.

Press PF8 to view next scrren or enter new keys
 UPIV     1 PROD       Internal Vendor table - IV                08/18/00 10:18
 Command:       Action: V  Req:         :       Vendor:
-----------------------------------------------------------------------
Action: V   Vendor #: 999999   Name #:   1  Physical Plant
      MAD Record Type:  IVT    Addr #:   1  PHPL
 
 
 
Print PO (Y/N):  X                              Target Criterion Value: X
 
              Service                                Account #     Account Name
===============================================================================
 
    1   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
    2   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
    3   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
    4   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
    5   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
 
 
Initial creation:  (User id and time stamp)
Updated by:        (User id and time stamp)
 
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit DCode RStrt             NextR        Save

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"Validations"

"Processing"

"Special Considerations"

Purpose

This table is to be maintained by an individual within Business Affairs, knowledgeable in the process of internal requisition creation and internal purchase orders.

Information maintainable here includes:

1. Service
2. Print PO (Y/N)
3. Account Number
4. TARGET Criterion Value

Key Fields Required in the Banner

• Action
• Vendor

Valid Actions

Validations

Action of 'A' - Add

1. Only a vendor with an Org Type of 'I'and a Vendor Status of 'A' may be selected for entry.
2. A Vendor Name Type or Vendor Address Type of 'X' is not allowable.
3. Account numbers are validated against the ACCT table in DART.
4. A vendor may have a maximum of 5 Services offered.
5. At least one Service must be entered.
6. For each Service entered, an Account Number is required entry.
7. The Print PO (Y/N) is required entry.
8. The TARGET Criterion Value is a required field. The number entered may not be duplicated.

Action of 'U' - Update

1. The only fields allowable on an update are: Print PO (Y/N), Account Number, and TARGET Criterion Value.
2. The Account Number entered will be validated against the ACCT table in DART.

Action of 'D' - Delete

1. An internal vendor may be deleted ONLY if there are no internal requisitions with a Status of 'P', 'S', 'G', or 'C'.

Processing

1. Internal vendors are added, along withService, Account Number, whether or not the PO is to be printed, and the number assigned for the TARGET Criterion Value.
2. The numbers associated with the services, not to exceed 5, are used on the upload by the vendor to distinguish how the charges are expensed and posted in DART.
3. The Vendor Help in IREQ is a result of the internal vendors entered on IV. (Internal Vendor table)
4. It is important to remember that care is to be taken in how the services are entered as this determines how they will appear on the PO lines. Also, once entered; these services may not be updated!

Special Considerations

1. If at such a time an internal vendor elects to add an additional service, or remove a service that has been offered, the individual responsible for maintaining IV will contact the BASIS team for discussion to determine the need and the programming to support it.
2. There will also be other information here dealing with other tables that will be associated with this table for the upload of charges.
3. UPIO is the Criterion Type in TARGET which allows the entry of the appropriate user id for the internal vendor desk.

IVCC - Internal Vendor Credit Code table

Figure 2. IVCC - Entry screen for credit code, vendor number and other information related to how internal charges are to be credited.

Press PF8 to view next scrren or enter new keys
 UPIVR    1 PROD  Internal Vendor Credit Code table - IVCC       10/25/00 10:18
 Command:       Action: V      Vendor No: 99999999999        Credit Code: XXXXX
-------------------------------------------------------------------------------
Action: V   Vendor : 999999  XXXXXXXXXXXXXXXXXXXX     Credit Code: XXXXXXX
 
 
 
Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 
Cost Center                            %    Category   Account Code          PR
===============================================================================
 
999999999999999                       999   XXXXXXXX     99999999            99
999999999999999                       999   XXXXXXXX     99999999            99
999999999999999                       999   XXXXXXXX     99999999            99
999999999999999                       999   XXXXXXXX     99999999            99
999999999999999                       999   XXXXXXXX     99999999            99
 
 
 
 
 
Initial creation:  (User id and time stamp)
Updated by:        (User id and time stamp)
 
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit DCode RStrt             NextR        Save

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"Validations"

"Processing"

"Special Considerations"

Purpose

This table is to be maintained by an individual within Financial Affairs, knowledgeable in the process of defining cost centers, categories, and associated account codes related to a particular internal vendor defined credit code.

Information maintainable here includes:

1. Description
2. Cost Center (s)
3. Project
4. Percentage
5. Category
6. Account Number

Key Fields Required in the Banner

• Action
• Vendor Number
• Credit Code

Valid Actions

Validations

Action of 'A' - Add

1. Only a vendor entered on the IVT table may be selected for entry.
2. Account codes are validated against the: ACCT table in DART.
3. Cost Centers selected must be valid with a Project Begin Date less than or equal to, the current date.
4. At least one Cost Center must be entered.
5. For each Cost Center entered, an Account Code along with Percentage and Category are required entry.
6. Categories selected must be the same class as the Account Code.
7. Percentages must equal 100
8. Credit Codes must be unique by Vendor Number.
9. The Description is required entry.

Action of 'U' - Update

1. All fields available on an 'add' are allowable for an update.

Action of 'D' - Delete

1. Credit Codes may be deleted.

Processing

1. The vendor number along with the credit code defined by the vendor are entered as keys in the banner. Once entered, the credit code description, cost center distribution, percentage, category, account code, and project fields are available for entry.

Special Considerations

LSCV - List Suspended Charges for an internal Vendor

Figure 3. LSCV - List Suspended Charges for an internal Vendor

  UPOLSCV 1 PROD List Suspended Charges for an internal Vendor - LSCV 1/31/01
  Command:       Action: V  Req:         :       PO:         :       TA:
  Vendor ID: 100185-01-001  Status: A   Charge Date: 01/31/2001
 -------------------------------------------------------------------------------
 List of Suspended Charges for Vendor ID:
 with Status: A  Active and Charge Date on or before 01/31/2001
 Cmd    Charge    Suspense    Charge Amount  Work Order No  PO Nmbr Reason
 --- ----Date---- --- No---- --------------- ------------- --------  --Cd------
 
 IOSC 99/99/99    9999999      9999999.99   XXXXXXXXXXXX   9999999      X
 Chg Txn Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   Svc Catg: 1
 
 IOSC 99/99/99    9999999      9999999.99   XXXXXXXXXXXX   9999999      X
 Chg Txn Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   Svc Catg: 1
 
 IOSC 99/99/99    9999999      9999999.99   XXXXXXXXXXXX   9999999      X
 Chg Txn Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   Svc Catg: 1
 
 IOSC 99/99/99    9999999      9999999.99   XXXXXXXXXXXX   9999999      X
 Chg Txn Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   Svc Catg: 1
 
             Suspended Charges 1 through 4 of 9
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit Dcode  RStrt       Back  Forwd

The following sections describe the LSCV (List Suspended Charges for an internal Vendor) function.

"Purpose"

"Key Fields Required in the Banner"

"Processing"

"Reason Codes"

"Related Topics"

Purpose

By pressing the PF1 (Help) key in the banner, a list of internal vendors will be displayed. By selecting a vendor then tabbing to the Status field and entering the appropriate status and then Date, any charges that suspended will be displayed.

This list will display in decending order the Date Charge, Charge Amount, Work Order Number, Purchase Order Number, Reason Code, description of charge, and Service Category.

Those charges which are a credit to the dept. will be displayed with a minus sign.

Key Fields Required in the Banner

• Vendor ID
• Status
• Charge Date ¹

Processing

Internal vendors will access this list in order to view any charges that have suspended. The system will default a Status of 'A' and the current date in the banner. Press 'Enter' and a list will display in descending order, any charges that are in a Suspense Status. At this point, the internal vendor may mark the charge and press PF2 - Suspd. This takes the internal vendor to the function IOSC - Internal Order Suspended Charge where further information on both the charge and the Purchase Order is displayed.

Each night the BASIS system will attempt to re-validate all suspended charges. As suspended charges are 'accepted', the charge will be removed from the suspended list.

There is also the ability of changing the Status to an 'X' or a 'P', if the internal vendor would like to look at a list of canceled charges or of processed charges.

Decode

Reason Codes

A charge may suspend for any of the following reasons:

C = PO has been closed

F = PO has been fully expended (reached PO Max)

E = Credit exceeds the amount expensed against PO

D = Date of charge outside the PO Expiration Date

Related Topics

The following function will be used along with this list in order to correct a Purchase Order that has been closed, or has exceeded the PO maximum, or in the case of a credit, has exceeded the expensed amount. The charge may also be canceled.

IOSC - Internal Order Suspended Charge

Figure 4. Internal Order Suspended Charge - IOSC

 Please enter new key fields
  UPOIOSC 1 PROD  Internal Order Suspended Charge                02/01/01 15:31
  Command:       Action: V  Req:         :       PO:         :       TA:
  Vendor ID:                Suspense No.
 -------------------------------------------------------------------------------
 Action: V Vendor ID:                                    Suspense No.: 9999999
==========================Purchase Order Information===========================
 PO Number: 9999999   Original PO No: 9999999      PO Maximum:     99999999.99
 Requestor: XXXXXXXXXXXXXXXXXXXX                 Expensed Amt:     99999999.99
     Phone: 999/999-9999                   PO Expiration Date:     99/99/9999
 ----------------------Suspended Charge Information----------------------------
 Reason Code: X    (decode)                          Original Batch No: 9999999
 Service Category: 9    (decode)                              Batch No: 9999999
 
 Date Charge: 99/99/9999    Charge Amount: 9999999.99  Suspense Status: X
 
 Work Order No: XXXXXXXXXXXX    Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 Comment: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
          XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 Created:
 PO Changed:
 Canceled:
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             NextR       Save

The following sections describe the Internal Order Suspended Charge function.

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"Modifiable Fields"

"Validations"

"Reason Codes"

"Processing"

Purpose

• Changing the Purchase Order
• Changing the Suspense Status to an X to cancel

In the majority of instances the internal vendor will suspend to this function from the list facility - LSCV (List Suspended Charges for an internal Vendor). By suspending from the LSCV function, the Vendor ID and the Suspense No. will be displayed in the banner.

Key Fields Required in the Banner

• Vendor ID
• Suspense No

Valid Actions

Modifiable Fields

• Suspense Status
• Purchase Order

Validations

1. A Purchase Order may only be replaced with one that is for the internal vendor on the charge.
2. A Purchase Order may only be replaced with one that has a Status of 'O' (Open).
3. A Purchase Order may only be replaced with one that has a PO Effective Date equal to or prior to the Date Charge.
4. The Suspense Status may only be changed from an 'A' to an 'X'.
5. If the Suspense Status is changed to an 'X' the Purchase Order Number may NOT be modified.
6. If the Suspense Status is changed to an 'X', a Comment will be required entry.
7. Suspended Charges with a Suspense Status of 'X' or 'P' may not be updated.
8. If the Purchase Order is replaced, the original Purchase Order will be displayed.

Reason Codes

C = PO has been closed

F = PO has been fully expended (reached PO Max)

E = Credit exceeds the amount expensed against PO

D = Date of charge outside the PO Expiration Date

Processing

In the majority of instances, the internal vendor will have suspended from the LSCV function to IOCS in order to obtain further information regarding the charge that suspended.

At this point all information regarding the suspended charge, along with pertinent Purchase Order information will be displayed.

The internal vendor will have the option at this point of notifying the Requestor displayed from the PO information to determine how to correct the suspended charge.

If the Reason Code displayed is a 'C' this means the PO is closed. The dept. has the option of reopening the PO or of giving the internal vendor a different PO for this charge.

If the Reason Code displayed is an 'F' this means the charge exceeds the PO Maximum allowed on the PO. The dept. has the option of increasing the PO Maximum, having the internal vendor assign a different PO, or of working with the internal vendor to decide if this charge was allowable to begin with. If it is found that the charge was not allowable, then the Suspense Status may be changed to an X (Cancel).

If the Reason Code displayed is an 'E' this means the credit charge exceeds the amount already expensed against the PO. The internal vendor will have the option of assigning a new PO number or of canceling the charge by changing the Suspense Status to an 'X'.

If the Reason Code displayed is a 'D' this means the charge date is later than the PO Expiration Date on the PO. If the PO is one in which the PO Expiration Date may be extended, the dept may do this, or they may also give the internal vendor a new PO.

The internal vendor may at any point elect to cancel the charge by changing the Suspense Status to an 'X' and resubmiting the charge at a later date if they so choose.

Each night the BASIS system will look at all suspended charges with a Suspense Status of 'A' and revalidate to determine if the charge can now be processed. As suspended charges are processed they will be given a new Source Batch No and will be removed from the suspended list.

The internal vendor also has the option of entering a Comment associated with a suspended charge for documentation purposes. If the suspended charge is canceled, the Comment field will become required entry.

IREQ - Internal Requisition

Figure 5. Data Entry Screen - IREQ

Enter values and press ENTER to validate
 UPIREQ   1 PROD       Internal Requisition - IREQ               07/27/00 10:18
 Command:       Action: A  Req:         :       PO:      :       TA:
 Req Type: XX
-----------------------------------------------------------------------
Action: A  Requisition No:      Type:                                 Screen 1
                          Req Amount:    99999999.99           Tolerance:  999%
 
Vendor ID: 999999-99-999  Physical Plant
 
                                         Customer ID: XXXXXXXXXXXXXXXX
Requestor: XXXXXXXXXXXXXXXXXXXX    Telephone: 999/999/9999    Ship To: XXXXXXXX
 
- Co Cost Center #      Co Cost Center Name    %    Amount     Category     PR
 9999 99999 99 9999     XXXXXXXXXXXXXXXXXXXXX 999 99999999.99  XXXXXXXX     XX
 9999 99999 99 9999     XXXXXXXXXXXXXXXXXXXXX 999 99999999.99  XXXXXXXX     XX
 9999 99999 99 9999     XXXXXXXXXXXXXXXXXXXXX 999 99999999.99  XXXXXXXX     XX
 9999 99999 99 9999     XXXXXXXXXXXXXXXXXXXXX 999 99999999.99  XXXXXXXX     XX
 9999 99999 99 9999     XXXXXXXXXXXXXXXXXXXXX 999 99999999.99  XXXXXXXX     XX
===============================================================================
PO Effective Date: 99/99/9999                   PO Expiration Date: 99/99/9999
Reference ID: XXXXXXXX                          Exp. PO Close Date: 99/99/9999
Dept. Rep: DONNAC    Donna Carter    BU: AVCB   ASSO VICE CHAN BUSIN
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit       RStrt              NextS Text  Save

Figure 6. List of Internal Vendors for Selection

Select desired vendor number and press ENTER
Values for IVN
- 142729-01-001 Physical Plant
- 103274-01-001 Computing Services
- 163271-01-001 Printing Services
- 142615-01-001 Telephone Office
- 153541-01-001 Scientific Supplies
- 145788-01-001 Mailing Services
 

Figure 7. Screen which allows user to further categorize services being offered along with estabilishing commitment amounts.

Enter data and press ENTER to validate
UPOIREQ 1 PROD         Internal REQuisition - IREQ
Command:    Action:    Req:          :      PO:       :          TA:
Req Type: IB
-------------------------------------------------------------------------
Action: A  Requisition Number:       Type: IB (Internal Blanket)     2 of 2
Req Amt:      1.00   Co Center No1       Co Center No            Co Center No
---------------------0102 02030-61-0000
1 Building Material & Labor
  99999999.99999             XXXXXXXX          XXXXXXXX           XXXXXXXX
 
2 Vehicle Rental
  99999999.99999             XXXXXXXX          XXXXXXXX           XXXXXXXX
3 Rental of Special Setup Equipment
  99999999.99999             XXXXXXXX          XXXXXXXX           XXXXXXXX
 
4 Vehicle Parts Labor & Fuel
  99999999.99999             XXXXXXXX          XXXXXXXX           XXXXXXXX
 
5 Supplies nd Misc. Items
  99999999.99999             XXXXXXXX          XXXXXXXX           XXXXXXXX
 
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
      Help  Suspd Quit       RSrt         PrevS       Text  Save>

The following sections describe the IREQ (Internal Requisition) function.

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"Validations and Default Values"

"Processing"

Purpose

The IREQ (Internal REQuisition) function provides the facilities for creating the internal requisition, which will result in a minimum of a one line internal purchase order. The number of lines which will appear on the requistion are determined by the number of services offered by the internal vendor unless the user elects to put all services in the same category/cost center combination. In that instance, a one (1) line requisition will be created with a description which reads: 'services'.

Once the requisition has been created and saved, the user will access the function REQT (REQuisition TARGET processing) to submit the internal requisition for approval.

Key Fields Required in the Banner

• Action
• Req number ²
• Req Type ³

Valid Actions

Validations and Default Values

Required Entry Fields - Screen 1

• Req Amount
• Tolerance
• Vendor ID
• Requestor
• Telephone
• Ship To
• Company Cost Center
• Percentage or Amount, whichever is applicable
• Category

Required Entry Fields - PF8 NextS - Screen 2

• Line Amt (The total of the line amts for all lines must equal the TOTAL displayed at the top. (The total is coming from the Req Amount on Screen 1.)
• Category

Vendor Validations and Default Values

• Vendors MUST exist on the Internal Vendor table.

Cost center/category Validations and Default Values

• On an 'add', once the user goes to Screen 2, the Category will not be modifiable on Screen 1.
• If on an 'add', the user goes to Screen 2, then back to Screen 1 to add another cost center, the Category at that point must be added on Screen 2.
• Cost centers along with a category will be entered on Screen 1. The Category will default to each service of the internal vendor and may be modified and expanded from Screen 2.
• Cost centers selected must be active.
• Entry of at least one cost center and one category is required. The Category must be validated with the CCC as stored in DART (Departmental Accounting) Dynamic Balance file.
• If a Req Type of 'IB', CC must be distributed by percentage.
• If a Req Type of 'IR' and distributing by dollar amount, each cost center may only have one category associated with it. (This will result in a 1 line internal requisition)
• For a Req Type of 'IR' that is distributed by dollar amount, the total dollar amount entered for ALL cost centers MUST equal the Req Amount.
• Each Cost Center entered may not contain more than five (5) unique categories.
• If multiple CCs and/or categories are used against a line and the line is setup using percentages, the total percent must equal 100%.

Blanket order (Req Type: IB) Validations and Default Values

• The PO Expiration Date will be assigned by the systm based on the last day of the month of Date Co-Center Inactive on the CCC Table. If multiple CCs, the date will be the last day of the month for the CC that has the earliest Date Co-Center Inactive.
• Cost Center Distribution must be by percent.
• The Tolerance on a Req type of 'IB' will be 999 and is not modifiable.

Regular Order (Req Type: IR) Validations and Default Values

• GR-TEXT is required entry (PF9)
• Tolerance will default to 30% and is modifiable.

TARGET Processing

• When submitted for approval, if a Req Type of 'IR', the desk of the internal service dept. will be final approval via the REQT function. (A new criteron type to be added in TARGET)

Deletion validations

• An internal requisition must have a Status of P before it can be deleted.

Update validations

• An internal requisition may only be updated for a Status of 'P'.
• Once an internal requisition has been saved, the Req Type may not be modified. All other fields available on an 'add' are modifiable on an update.
• Categories displayed on Screen 1, may not be modified from Screen 1. User must go to Screen 2 in order to modify.

Miscellaneous Validations and Default Values

• The Expected PO Close Date may not be prior to the current date.
• Ship To address must be active on the Address Code Table for Address Type of 'ST'.
• If an 'N' in the Print PO Field on the Internal Vendor table, then an 'S' is placed in the Handling Code field to prohibit printing of the purchase order.
• TheBuyer ID field will be populated with NO BUYER
• The Purchase Cd field will be populated with EL.
• The Tax Exempt Cd field will be populated with E on the Req Line.
• If the PO Effective Date is going to be in the future, the user to receive a warning stating such.

Date Validations

• The Commitment and Encumbrance Dates will be equal and based on the earliest date in the oldest open period or the latest Project Begin Date of any CCC being used, whichever is later.
• The PO Expiration Date will be based on the last day of the month of earliest date of any CCC used on the Date Co-Center Inactive on the CCC table.

Processing

Add Process

The user will be required to select the appropriate Req Type being created. The Req Amount is a required field for entry of the dolar amount of the internal requisition. (This will establish the commitment)

The Tolerance field will default to 999 for a Req Type of 'IB', and is not modifiable.

For a Req Type of 'IR' the Tolerance field will default to 30%, but is modifiable.

An internal requisition may be distributed up to 5 cost centers. Once cost centers and categories have been entered on Screen 1, the user will go to Screen 2 (PF8) to enter line amounts, redefine categories if desired, and to save the internal requisition. Once the internal requisition has been saved, it will have a Status of 'P'. User will access REQT in order to submit the internal requisition for administrative approval.

Update Process

If the Req Type requires modification, the requisition must be deleted and started over due to the fact that the data requirements vary extensively for different requisition types.

Once the requisition has reached final approval, the internal requisition will have a Status of 'G'.

Delete Process

Copy (Use displayed information as a model to create another entry)

Note: When utilizing the copy action, the Req Type is NOT modifiable; you can only copy a requisition using the same req type.

Auto PO Processing

Purchase orders of this type will be assigned a purchase code of EL.

If an 'S' in the Handling Code No PO will print.

The PO Effective Date will be based on the earliest date in the oldest open period (ECAL) or the latest Project Begin Date of any CCC used, whichever is later.

For those internal vendors that have the capability of receiving PO information downloaded to their system, we will be defining how this will be accomplished. Preferably it will be a process initated by the internal vendor to download any PO information now available from the last time the process was initiated.

Cost Center Distribution

If the user would like to further categorize each service offered by an internal vendor for a particular cost center, this may be done by pressing PF8 (NextS) and entering a different category than what is displayed for any of the services so desired.

The sum of the Line Amounts MUST be equal to theReq Amount.

Tolerance

For a Req Type of 'IB' 999 will be defaulted and is not modifiable.

Use of the Tolerance % can eliminate the need to supplement (update) the purchase order in most cases.

Upload Rules and Validations

TO BE DEFINED

REQT - REQuisition TARGET Processing

Figure 8. Reviewer Screen - REQT

 Please enter new key fields
  UPOREQT 1 DEMO       REQuisition Target Processing - REQT       05/12/97 11:12
  Command:       Action: V  Req: R002389 : 1     PO: 6002117 : 1   TA:
 
  ----------------------------------------------------------------------------
 Action: V Req #:  R002389 : 1    Req Type: RE     Status: A A          Approved
 Requestor: Drk                   Tolerance: 10  % Req Amount:            500.00
 Telephone: 5317                             10    Freight Amount:          1.00
 Vendor: 101522-01-001                             Tax Amount:             32.50
         M & F Office Supply Company               Total Amount:          533.50
 ---- CCC Number ---   ------------- CCC Name -----------------      CCC Amount
  0113 11052-99-0000                                                      533.50
 Adv PO #:                     Hold Check for:
 PO Effective Date: 07/01/1997 Expiration Date:            Const: N  MOF:
 Dept Rep ID: DKEITH                            BU: AVCB ASSO VICE CHAN BUSIN
 ==================   1 through   2 of   2 Line Items   ========================
   Line# ---------   Description  ------------  Quantity  Unit Price   Extension
      1 Filing Cabinet                             1.000      250.00      250.00
      2 Side Desk                                  1.000      250.00      250.00
 
 
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR                   CCC

Figure 9. Cost Center Distribution at Header Level

--CCC No------------------------Name--------------------------------Amount----
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
_9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX   99,999,999.99
Enter--PF1=Help  PF3=Quit  PF4=Category Totals

Figure 10 is an example of the window displayed when the PF4 (Category Totals) is pressed when the cursor is on a particular cost center. A particular cost center may be distributed to a maximum of five (5) categories per requisition.

Figure 10. Category Distribution at the Header Level

Cost Center: 9999-99999-99-9999
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Category-----------Total Amount
XXXXXXXX          99,999,999.99
XXXXXXXX          99,999,999.99
XXXXXXXX          99,999,999.99
XXXXXXXX          99,999,999.99
XXXXXXXX          99,999,999.99
 
PF3=Quit  PF8=NextC

Figure 11. Line Item Decode Window - REQT

Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 
--CCC No---------------------Name-----------------%----Amount--------Cat---Proj
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
                                          Press Enter to continue

The following sections describe the REQT (Requisition TARGET) function:

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"TARGET Process"

"Validations"

"Processing"

"Related Topics"

Purpose

Key Fields Required in the Banner

• Action
• Req number ⁴

Valid Actions

TARGET Process

A Requisition Type of 'IR' will also route to an internal service dept. desk for approval. (Criteron Type to be defined)

Validations

1. The company cost centers will be validated at the time of submission of the requisition via the REQT function.
2. The user will be prohibited from submitting a requisition that has a PO Effective Date in which the active month is not open for commitment posting.
3. A requisition may not be submitted if no lines have been created.
4. When the requisition is submitted, the system will check to insure that the requisition lines total the same amount as the suggested awarded vendor quote.
5. The PO Effective Date may not be after the Date Co-Center Inactive on the CCC table.
6. The Tolerance% may not be modified for a Req Type of 'IB'.
7. For a Req Type of 'IB', the Construction Cd and MOF fields are not allowable entry.
8. Req Type of IB and IR will have a Status of Gupon final approval of the TARGET transaction.

Processing

Transaction review status

The Tolerance % may be modified upon submission of the TARGET transaction.

The update action is used on an approved Status A requisition in order to modify the Tolerance %, Const code, and MOF number.

The MOF and Const code fields will be a modifiable field during TARGET processing for the Property Accounting desk to modify if required.

Related Topics

The following commands perform functions related to requisitions.

LRLN - List Requisition Lines by Number

Figure 12. LRLN - List Requisition Lines by Number

 Select an entry, or enter new keys
 POLRLN 1 DEMO  List Requisition Lines for a req Num
 Command: LRLN  Action: V  Req: R000123 :     PO:         :    TA:
 
 ------------------------------------------------------------------------------
 Lines for Requisition Number: R002567   starting from Line Number: 1
Requisition Status: A (Approved)                Type: TQ
Advance PO:          Contract No:               Req Amount:            5,675.00
 
Special Processing: Licensed Logo               Freight:                  70.00
 
Sales Tax ID:                                   Tax:                     368.88
 
Vendor ID:                   bid, quote, or no vendor: N     Handling Cd: F
Tolerance:     %                                Text:    BU                   -
Supporting Doc: N   Licensed Logo: Y   Construction: N      Handling:  50.00
Line # S  ---------  Description  -----------  Quantity  Unit Price - Extension
 
 _ 1   O Backpacks                              50.000       42.50      2125.00
        Commodity:    78501 SCHOOL EQUIPMENT AND SUPPLIES
 _ 2   O Windsuits for Basketball Team          50.000       35.00      1750.00
        Commodity:    80512 ATHLETIC APPAREL: AWARD JACKETS, JERSEYS, SHOES, S
 _ 3   O Leather Tennis Shoes                   50.000       36.00      1800.00
        Commodity:    80099 SHOES & BOOTS NOT OTHERWISE CLASSIFIED
             Lines      1 through     3 of     3 are displayed
 
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode RStrt                   EItmD

The following sections describe the LRLN (List Requisition Lines by Number) function:

"Purpose"

"Key Fields Required in the Banner"

"Processing"

"Related Topics"

Purpose

If viewing the lines of a Req Type of 'IB' or 'IR', if all service lines of the vendor are being distributed to the same category for each cost center, then only a one line requisition is created.

Key Fields Required in the Banner

• Req number

Decode Window

Figure 13. Decode Window - LRLN

       ENTER to continue
                                                   Commitment Date: 04/29/97
       Buyer:  Donna Carter                              Cancelled: 01/02/00
       Vendor:  bid, quote, or no vendor                        By:
       Address:                                          PO Opened: 01/02/00
                                                           Special: 01/02/00
                                                           Created: 04/29/97
       City:                                   State: XXXX
                                        Zip:
       Ship To: Office of Business Affairs
               Administration Bldg, Rm 321
 
       City:    Fayetteville              State: AR Zip:  72701
 
       Bill To:  ATTN: Accounts Payable Division
       Handling:
       Requisition Amt: 5675.00      Freight Amt: 70.00     Tax: 368.88        -

Processing

For Req Type of 'IB' and 'IR', the Buyer ID field will display NO BUYER.

No Commodity Class Codes are displayed on Req Types of 'IB' and 'IR'.

Related Topics

The following commands perform functions related to requisitions.

LORC - List Open Req lines for a Company cost center

Figure 14. LORC - List Open Req lines for a Company cost center

 UPOLORC 1 PROD     List Open Requisition lines by CCC - LORC    MM/DD/YY HH/MM
 Command:       Action: X  Req:         :       PO:         :       TA:
 Co Ctr No: 9999 99999-99-9999    Dept Catg : XXXXXXXX
-------------------------------------------------------------------------------
List of Open Req lines for DAC: 9999 99999-99-9999 for Dept Catg: XXXXXXXX
-------------------------------------------------------------------------------
                         Submit   Commit RQ  RQ     Req Line     Attributed to
  Dept Catg Req No Line   Date     Date  ST  TY      Amount      DAC/Dept Catg
 _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X  XX 99,999,999.99    99,999,999.99
             Vendor: 999999-99-999  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X  XX 99,999,999.99    99,999,999.99
             Vendor: 999999-99-999  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X  XX 99,999,999.99    99,999,999.99
             Vendor: 999999-99-999  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X  XX 99,999,999.99    99,999,999.99
             Vendor: 999999-99-999  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X  XX 99,999,999.99    99,999,999.99
             Vendor: 999999-99-999  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Running Totals:  In Process-Not submitted   Pending Approval     Committed
                        99,999,999.99         99,999,999.99    99,999,999.99
                      Requisition Lines 9999  thru 9999
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode RStrt
Select an entry, or enter new keys

Figure 15. Decode Window - LORC

             Requisition Line Item Description
 
   Req No   Line No  Item Description
  -------- --------- ------------------------------------
   R999999    999    XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 
   R999999    999    XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 
   R999999    999    XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 
   R999999    999    XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 
   R999999    999    XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 Press ENTER to continue

The following sections describe the LORC (List Open Requisition lines by Company cost center) function:

"Purpose"

"Key Fields Required in the Banner"

"Processing"

"Related Topics"

Purpose

Requisition lines may have a Status of O (open) and appear in this list while the requisition may be in process, submitted, or approved. A running total of attributed amounts (in process-not submitted, pending approval, and approved) will be displayed at the bottom of the list.

Key Fields Required in the Banner

• Co Ctr No.
• Dept Catg

Processing

Display fields:

Related Topics

LRBU - List Requisitions for a BU, reference id

Figure 16. LRBU - List Requisitions for a BU, reference id

Select an entry, or enter new keys
 UPOLRBU 1 DEMO  List Requisitions for a BU, reference ID - LRBU 05/06/97 10:20
 Command:       Action: U  Req: R002396 : 1     PO:         :       TA:
 BU: AVCB  Dept Reference ID: DC                            Bid:         :
-------------------------------------------------------------------------------
List of Requisitions for BU: AVCB ASSO VICE CHAN BUSIN    Dept Ref ID: DC
 
- Department        Date   Type  Req #  Requisition   Requested      Delivery
   Ref ID  Status Created                  Total      Effective        Date
 _ DC         P  05/01/1997 RE  R002604        266.75 07/01/1997
           Vendor:      100199-01-001  GAPSEMC
 _ DC         P  05/05/1997 RE  R002635        533.50 07/01/1997
           Vendor:      101242-01-001  Westlake Hardware
 
 
 
 
 
 
 
 
                    Requisitions 1     through 2
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt

The following sections describe the LRBU (List Requisitions for a BU, dept reference id and date) function:

"Purpose"

"Key Fields Required in the Banner"

"Processing"

"Related Topics"

Purpose

Key Fields Required in the Banner

• BU ¹¹
• Dept Reference ID ¹²

Processing

Related Topics

The following commands perform functions related to requisitions.

LRQS - List ReQuisitions for a Status, BU, type, and date

Figure 17. LRQS - List ReQuisitions for a Status, bu, type and date

Select an entry, PF8 to page forward, or enter new keys
 UPOLRQS 1 DEMO   List ReQuisitions for Status, BU, type - LRQS  05/06/97 10:51
 Command:       Action: V  Req: R002396 : 1     PO:         :       TA:
 Status: A  BU: AVCB  Type:     Creation Date:
-------------------------------------------------------------------------------
List of Requisitions for Status: A (Approved)     BU: AVCB ASSO VICE CHAN BUSIN
 
 
--    Date     Req #  Type   Total Amount        Reference       Requestor   --
 _  04/30/97  R002586  BL                                  Trish Watkins
                            Vendor:      Collier's Photo
 _  04/21/97  R002443  EP        2,131.00                  Drk
                            Vendor:      Fayetteville Feed & Fertilizer
 _  04/14/97  R002383  PC          183.41                  Drk
                            Vendor:      Carolina Ribbon
 _  04/25/97  R002550  PC        3,582.67                  Drk
                            Vendor:      Computer Store
 _  04/14/97  R002385  RE          533.50                  Drk
                            Vendor:      GAPSEMC
 _  04/14/97  R002389  RE          533.50                  Drk
                            Vendor:      M & F Office Supply Company
                    Requisitions 1     through 6
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt             Forwd

The following sections describe the LRQS (List ReQuisitions for a Status, bu, type, and date)function.

"Purpose"

"Key Fields Required in the Banner"

"Processing"

Purpose

An example for use of this list is when you want to ensure that all requisitions you have created have been at least submitted for approval and are not still in process. Those that have not been submitted will have a Status of P (in process).

Key Fields Required in the Banner

• Status ¹³
• BU ¹⁴
• Type ¹⁵
• Date

Processing

PURH - PUrchasing update Requisition Header

Figure 18. PURH - PUrchasing update Requisition Header

 Please enter a Requisition Number
  UPOPURH 1       Purchasing Update to Requisition Header - PURH  09/24/96 14:03
  Command:       Action: V Req:         :       PO:         :        TA:
  Req Type:    Contract:                 :                  Bid:         :
 -------------------------------------------------------------------------------
 Action: V Requisition No:                                             Screen 1
 Requisition Type:        Buyer:                        Status:
 Requisition Amount:                                    Purchase Cd:
 Freight Amount:                                        Advance PO No:
 Tax Amount:
  ------ CCC ------- ------------- CCC Name ------------------  %  Category  Pr
 
 Requestor:                       Phone:                       Tolerance:      %
 
 Vendor ID:
 Contract No:                Construction Cd:    MOF:        Univ Logo Item:
 Ship To:             Bill to:              Delivery Code:   Date:
 Handling Code                              Hold For:
 PO Effective Date:                         Expiration Date:
 Sales Tax ID:             Type:            Supporting Document:
 Dept Rep ID:                               BU:
 Purchasing Update by:                                           on: 01/02/0000
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit                          NextR
--------------------

The following sections describe the PURH function:

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"Requisition Status"

"Purchase Codes"

"Text Associated with a Requisition"

"Departmental Telephone Quotations"

"Validations"

"Related Topics"

Purpose

This function will also be utilized by individuals designated in Business Affairs to cancel internal requisitions when the need arises.

Key Fields Required in the Banner

• Action
• Req number

Valid Actions

Requisition Status

Purchase Codes

Requisitions that are displayed on a Buyer List will require the Purchase Cd to be entered. This code specifies the method of procurement and is a required field on all requisitions before a PO may be generated. By pressing PF1, a table of valid purchase codes is available for selection.

Those requisitions that qualified as auto POs have had the Purchase Cd defined by the system.

Text Associated with a Requisition

By accessing PF9 the following screen will be displayed.

Figure 19. Extended Text Screen

 Select desired option
 
 ___ Dept Text to be put on PO
 ___ Dept Comment for Purchasing
 ___ Purchasing documentation assoc with Requisition

"Purchasing documentation assoc with Requisition" may be selected for documenting information relating to the processing of the requisition. This text may then be viewed from REQH. Any text to be put on a PO or Dept. Comments to Purchasing may be viewed from this function.

Departmental Telephone Quotations

Telephone Quotations may be reviewed and awarded using the PURH and PURL functions. If the bid is to be awarded on an All or None basis the award code is entered on PURH. If the bid is awarded on a Per Item basis, the award code is entered at each line using the PURL function.

There will also be the ability of adding at least one more vendor to a departmental telephone quotation.

If the buyer does not agree with the method in which the bid was awarded, i.e: All or None, or Per Item, the req will have to be cancelled and the req and telephone quotation re-done.

Validations

1. The Status may not be changed to X (Canceled) until all lines associated with the header of the requisition have been canceled.
2. When changing the Status to X, the system will require the entry of a comment, using the Purchasing documentation assoc with requisition. (PF9)
3. If the req has a Status of P, S, R, or C no update is allowed.
4. A Status of X may be updated only to add a comment. The Status may not be changed.
5. If entering the Award Cd on this function, the system will assume that you are awarding on an All or None basis, regardless of how the requesting department awarded it.
6. Only one vendor may be selected for award from PURH.
7. The Tolerance % may only be removed or lowered, never raised.
8. Before being allowed to change the Status to G or H, the Award Cd has to be entered either at the header or lines. Also the field (Per Item Award (Y or N):) must have a value of N.
9. The Contact Name is a required entry field
10. The Phone Number is a required entry field
11. The max days is required if the the Vendor Response is P, B, or D.
12. The Status may not be set to G if there is not a valid Vendor ID
13. No amount for freight will be allowed to be entered on Screen 2 for a vendor with a Response Code of R or N
14. No Max days allowed to be entered if the Vendor Response Code is an R or N.
15. When updating and adding a vendor, if the vendor is bidding, the Vendor Response Code must be a P to designate that Purchasing took the bid.
16. The Status may not be set to G or H if the awarded vendor does not have a valid Vendor ID.
17. An Advance PO number may not be entered on a TQ that is awarded per-item.
18. A vendor with a Status of S or I may not be entered on a TQ.
19. A vendor name or address that is obsolete is not allowable.
20. The Status may NOT be set to a 'G' if NO BUYER is in the Buyer ID field.
21. A Req Type of IR or IB may only have the Status changed to an 'X'.

Related Topics

PURL - PUrchasing Update to Requisition Line

Figure 20. PURL - PUrchasing Update to Requisition Line

 R002463:001 displayed; press PF8 for next screen or enter new keys
   Next Record after R002462:001 retrieved                   PURL 05/06/97 13:47
  Command:       Action: V  Req: R002463 : 1     PO:         :      TA:
               Contract:               :                    Bid:         :
 -------------------------------------------------------------------------------
   Action: V   Requisition No: R002463 : 1                           Screen 1
 Req Type:   RE (Regular)                              Status: P           In PO
 Req Status: C  PO Generated                           Tolerance:          10  %
 Desc: Steelcase Bookcase Model 22640           Vendor Item No:
 Commodity: 42503                                      Contract:
                                                       Contract Line No:
                                                       Tax Code:
 Vendor Name:                                          Est Freight:         1.00
                                                       Advance PO:
 Qty: 1.000     UM: EA  Unit Price:        369.00000   Extension:         369.00
                                                       Item Freight:        1.00
 Date to PO:     04/22/1997                            Item Tax:           23.99
 Date Cancelled: 01/02/0000 Uncommitted: 04/22/1997
 ----- CCC No ------ ---------- Name -------------  %    -  Amount - Category Pr
  0101-94000-61-0000                               100               Maint
 Item Keywords:                                  Dept Stock No:
 Packed Quantity:     Created on: 04/22/1997 by: DEMOEC
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR

The following sections describe the PURL function.

"Purpose"

"Access and Security"

"Key Fields Required in the Banner"

"Valid Actions"

"Validations"

"Processing"

"Related Topics".

Purpose

• Line item cannot be purchased.
• Line item is going to be combined on another line with another item.

This function will also be used in order to enter the Award Cd on a Telephone Quotation that is to be awarded on a per item basis.

This function will also be utilized by staff within Business Affairs to cancel internal requisition lines with a Req Type of IR or IB when the need arises.

Access and Security

• Purchasing users will have update access.
• General campus users and reviewers will have view access.

Key Fields Required in the Banner

• Action
• Req number
• Req line number

Valid Actions

Validations

1. A line that has been canceled cannot be pulled into a PO.
2. The Award Cd entered on PURH may not be modified at the line.
3. If a line is canceled, the Category Sum at the header will not be modified. This is due to the fact that the buyer may be canceling a line in order to add the line to another line, therefore still requiring that dollar value.
4. A Req Type of IR or IB may only have the Status changed to an 'X'.

Processing

The following data may be accessed during this function.

Requisition Line Status

Award Cd entry by Buyer

Price Quotations for any Vendors contacted by Purchasing

Related Topics

The following commands perform processing functions related to the PURL function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.

LPOR - List Purchase Orders for a Requisition

Figure 21. LPOR - List Purchase Orders for a Requisition

 Select an entry, or enter new keys
   Banner key set with first selected entry                  LPOR 05/12/97 10:40
  Command:       Action: V  Req: R002381 :       PO: 6002117 :       TA:
 
 -------------------------------------------------------------------------------
 List of POs for Requisition R002381
 
 Requestor: Drk                          BU: AVCB ASSO VICE CHAN BUSIN
     Phone: 5317                         Dept Reference ID:
 
  PO Effective  PO     PO Amt inc/     Contract      Bid     Invoiced Amt  PO PO
      Date     Number Freight & Tax     Number      Number      to Date    Cd St
 
  _ 07/01/97  6002117         20.39 ST94-0060                               ST O
              Vendor: 101306-01-001 Carolina Ribbon
  _
 
  _
 
  _
 
           Purchase Orders 1     through 1     of 1     displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt

The following sections describe the LPOR (List Purchase Orders for a Requisition) function.

"Purpose"

"Key Fields Required in the Banner"

"Purpose"

"Related Topics"

Purpose

The LPOR (List Purchase Orders for a Requisition) function allows you to view purchase order numbers that have been created from a requisition.

The list will display the PO Effective Date, PO Number, Bid Number, Contract Number, PO Amt inc/ Freight & Tax, Invoiced Amt to Date, and the PO Cd and PO St.

Key Fields Required in the Banner

• Req number

Processing

Purchase Order status

Purchase Order statuses are defined as follows:

Related Topics

The following commands perform functions related to purchase orders.

LLPO - List Lines for a Purchase Order

Figure 22. LLPO - List Lines for a Purchase Order

 Select an entry, or enter new keys
  UPOLLPO 1 DEMO       List Lines of a Purchase Order - LLPO      02/16/98 10:08
  Command:       Action: V  Req:         :       PO: 6002118 :       TA:
 
 -------------------------------------------------------------------------------
 List of PO Lines for PO: 6002118 starting from           PO Max:          19.14
 Purchase Cd: ST                                         Inv Sum:
 Vendor Name: Carolina Ribbon                             PO Amt:          19.14
 BU: AVCB ASSO VICE CHAN BUSIN                           Freight:
 Requestor: Drk                  Ph: 501/575-5317            Tax:           1.25
      Cmd      Status                                  Total Amt:          20.39
   w/Action Line -  --------------Description---------------  Vendor Item #  Tax
  _ QRPO A  1    O  Floppy Disk (3.5") DS/HD (1.44MB)        KAO#390-32070
  * Qty:     2.000 UM: BOX U Price:           6.30000  Ext Price:          12.60
  Rec Qty/Amt:         2.000 Inv Qty/Amt:               Exp Qty/Amt:      0.000
  _ QRPO A  2   O  Floppy Disk DS/HD (1.2MB)                 KAO#390-52039
    Qty:     2.000 UM: BOX U Price:           3.27000  Ext Price:           6.54
  Rec Qty/Amt:         2.000 Inv Qty/Amt:               Exp Qty/Amt:      0.000
 
          Purchase Order Lines 1     through 2     of 2     displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt                   EItmD

Figure 23. Decode Window - LLPO

 Buyer:       DKEITH   David Keith
 Vendor Name: Carolina Ribbon
 Vendor Addr: 700 Carnegie Place
 
 
 City: Greensboro                State: NC Zip: 27409
 
 Ship To:     College of Business
              Dean's Office
              Business Administration Bldg, Rm 301
 City: Fayetteville              State: AR Zip: 72701
 
 Bill To:     ATTN: Accounts Payable Division
 
 Handling:

The following sections describe the LLPO (List Lines for a Purchase Order) function:

"Purpose"

"Key Fields Required in the Banner"

"Processing".

Purpose

Key Fields Required in the Banner

• PO number

Processing

The appropriate receiving command will be displayed for each line, designating whether the line is to be received by dollar or quantity. This designation is based on the UM (unit of measure) field on the line for either DRPO or QRPO functions. The Tax Status is also displayed so that a user can see the status for each line in order to know whether or not sales or use tax may be charged.

If an invoice has already been entered for payment and the receiving to be performed is by dollar, LUIP will be displayed.

For those lines which do not require receiving, the appropriate command from which the lines were created will be displayed, along with an Action of V.

LOPC - List Open POs for a Company cost center

Figure 24. LOPC - List Open PO lines for a CC and category

Select an entry, press PF8 to page forward, or enter new keys
 UPOLOPC1 PROD  List Open PO lines for a CC and category -  LOPC  12/23/96 09:27
 Command:       Action: V  Req:         :       PO:         :       TA:
 Co Ctr No: 0102 02040-61-0000  Thru Enc Dt: 12/23/1996  Dept Catg: Travel
-------------------------------------------------------------------------------
List Open PO lines for CC 0102 02040-61-0000 Thru Encumbrance Date: 12/23/1996
 and Dept Category: Travel
                                     ----Amts attributed to CCC---- Date Close
   Dept Catg  PO-No  Line  Type Blkt   Encumbrance       Expense    Anticipated
 _  Travel   6000429  1     TA   Y                           438.48  06/30/2099
             Vendor: 101011-02-001  Dorre; Tom
 _  Travel   6000430  1     TA   Y             1.00                  06/30/2099
             Vendor: 101020-01-001  Stolfi; Larrie D.
 _  Travel   6000431  1     TA   Y             1.00                  06/30/2099
             Vendor: 101022-01-001  Whittaker; Nancy H.
 _  Travel   6000432  1     TA   Y           300.00                  07/07/1996
             Vendor: 101014-01-001  Hyatt; David G.
 _  Travel   6000433  1     TA   Y             1.00                  06/30/2099
             Vendor: 101012-01-001  Fournier II; Joseph F.
 
                        Open POs 1     thru 5
    Running Totals - Encumbrances:        303.00  Expenses:        438.48
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode RStrt       Back  Forwd

The following sections describe the LOPC function:

"Purpose"

"Key Fields Required in the Banner"

"Processing"

"Related Topics".

Purpose

Key Fields Required in the Banner

• Co Ctr No (cost center number)
• Thru Eff Dt ¹⁸
• Dept Catg

Processing

For category search help, press PF1 while the cursor is in the Dept Catg field. This will display the categories for the cost center input in the banner.

Related Topics

The following commands perform processing functions related to purchase orders.

LPOS - List POs for a Status and BU

Figure 25. LPOS - List Purchase Orders for a Status and BU

Select an entry, PF8 to page forward, or enter new keys
 UPOLPOS 1 DEMO        List POs for a Status and BU - LPOS       05/06/97 09:35
 Command:       Action: V  Req: R002599 :       PO:         :       TA:
 Status: O BU: AVCB Date: 05/01/1997
-------------------------------------------------------------------------------
List of PO's for Status: O and BU: AVCB  ASSO VICE CHAN BUSIN
   starting from Close Date Anticipated: 05/01/97
 
        Close    B PO      TA      Req      PO Amt + Tax      PO      Invoiced
   BU   Date     O Number  Number  Number    + Freight   Type Cd       Amount
 _ AVCB 05/14/97   6002116 6002115                150.00  TR  EL
        Vendor: 101201-01-000  BCI Basketball Association
 _ AVCB 05/14/97   6002117         R002381         20.39  RE  ST
        Vendor: 101306-01-000  Carolina Ribbon
 _ AVCB 05/14/97   6002118         R002382         20.39  RE  ST
        Vendor: 101306-01-000  Carolina Ribbon
 _ AVCB 05/15/97   6002122         R002402        501.00  RE  SO
        Vendor: 101522-01-000  M & F Office Supply Company
 _ AVCB 05/15/97   6002123         R002405        958.50  RE  SO          15.00
        Vendor: 101092-01-000  Office Procedure Seminars
 
           Purchase orders 1     through 5     of 28    displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt             Forwd

The following sections describe the LPOS function:

"Purpose"

"Key Fields Required in the Banner"

"Processing"

"Related Topics"

Purpose

Key Fields Required in the Banner

• Status
• BU
• Date

Processing

List criteria and selection options, when used with a specified budgetary code the date represents the anticipated close of a purchase order. Consequently, when specified, LPOS will begin listing all those purchase orders from the specified date forward. However, in those situations when no budgetary code is specified, all POs with the given status are listed, and neither the BU number nor the the date are used in obtaining the needed purchase orders.

Related Topics

The following commands perform functions related to purchase orders.

LPOV - List Purchase Orders for a Vendor

Figure 26. LPOV - List Purchase Orders for a Vendor

Select an entry or enter new keys
 UPOLPOV 1 DEMO     List Purchase Orders for a Vendor - LPOV     05/06/97 09:46
 Command:       Action: V  Req: R002599 :       PO:         :       TA:
 Vendor: 101306-01-001 Date:
-------------------------------------------------------------------------------
List of PO's for Vendor No: 101306-01 Carolina Ribbon
   starting from Order Date:
 
   Order    Req     PO      TA         S PO       PO Amt + Tax      Invoiced  B
   Date     Number  Number  Number Typ t Cd BU     + Freight         to date  O
 _ 04/14/97 R002382 6002118         RE O ST AVCB         20.39
 _ 04/30/97 R002596 6002219         RE P ST ART
 _ 05/01/97 R002605 6002258         RE O ST ART          72.85
 _ 07/01/97 R002381 6002117         RE O ST AVCB         20.39
 _ 07/01/97 R002383 6002121         RE P ST AVCB
 
 
 
 
 
 
       Purchasee orders 1     through 5     of 5     are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt

The following sections describe the LPOV function:

"Purpose"

"Key Fields Required in the Banner"

"Processing"

"Related Topics"

Purpose

Key Fields Required in the Banner

• Vendor
• Date ¹⁹

Processing

Related Topics

The following commands perform functions related to purchase orders and vendors.

IPO - Internal Purchase Order

Figure 27. Internal Purchase Order - IPO

 Please enter new key fields
  UPOIPO 1 DEMO       Internal Purchase Orders                 01/11/0115:31
  Command:       Action: V  Req:         :       PO: 6005035 :       TA:
 
 -------------------------------------------------------------------------------
 Action: V PO: 6096099     BU:  AVCB         Status:    O      Open
 
 Vendor: 142750-01-001  Physical Plant
 Effect Dt: 02/01/2001  PO Exp Dt: 12312099  Blkt: Y   Type: IN Internal
 
  PO Amt:      1.00      PO Max: 99,999,999.99    Tot Exp Amt:        1,670.00
 
_ 1  Building Material & Labor            Ext Pr: 99999999.99  Exp: 99999999.99
 
_ 2  Vehicle Rental                       Ext Pr: 99999999.99  Exp: 99999999.99
 
_ 3  Rental of Special Setup Equipment    Ext Pr: 99999999.99  Exp: 99999999.99
 
_ 4  Vehicle Parts labor & Fuel           Ext Pr: 99999999.99  Exp: 99999999.99
 
_ 5  Supplies and Miscellaneous Items     Ext Pr: 99999999.99  Exp: 99999999.99
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             NextR Text  SaveCComm

Figure 28. Line Item Decode Window

Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 
--CCC No---------------------Name-----------------%----Amount--------Cat---Proj
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX 99,999,999.99 XXXXXXXX XX
                                          Press Enter to continue

The following sections describe the Updates to Internal Purchase Orders function.

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"Approval Routing"

"Modifiable Fields"

"Validations"

"Processing"

Purpose

Key Fields Required in the Banner

• Action
• PO

Valid Actions

Approval Routing

Purchase Orders in which the Status is changed to an X or a C will only route to the Internal Vendor Service Desk for approval.

Any re-opening of a PO that results in a re-encumbrance against a cost center will route to the cost center managers for the cost centers specified for approval with the Internal Vendor Service Desk being final approval.

Re-opening of a PO that does not result in a re-encumbrance will only route to the Internal Vendor Service Desk for approval.

Any increase to the PO Max will route to the cost center managers for ALL cost centers on the PO lines with the Internal Vendor Service Desk being final approver.

Any decrease to the PO Max will only route to the Internal Vendor Service Desk for approval.

Any modification to the PO Expiration Date will route to the Internal Vendor Service Desk for approval.

Modifiable Fields

• Status
• PO Expiration
• PO Max
• Extended Price
• TEXT (PF9)

Validations

1. The PO Max may not be modified for a Blanket Cd of Y.
2. Only PO types of IN may be updated using this function.
3. Only POs that have a Status of O, C, or X may be updated.
4. If attempting to close or cancel a PO, the system WILL NOT validate the CC project end dates.
5. If a PODT transaction is pending approval on any of the PO lines, no modification to the PO is allowable.
6. If an IPO transaction is pending approval, another IPO for the same PO is not allowable.
7. When a PO Status is changed to 'O', the system checks to insure that all cost centers on the PO that are still in use do not have a Project End Date prior to the current date.
8. If no expensing has occurred against the PO, then the PO may be cancelled by changing the PO Header Status to X. The system will then update the Status of all PO lines associated with the PO to a PO line Status of X.
9. If any expensing activity has occurred against the PO, then the PO may be closed by changing the PO Header Status to C. The system will then prompt the user to update the lines to equal what has been expensed against each of them.
10. When a PO is reopened, the system checks to ensure that all cost centers used on the lines do not have a Project End Date prior to the current date.
11. If by changing the PO header Status to 'O' results in NO re-encumbrance on PO lines, then after pressing PF10 the transaction will only route to the vendor service desk for approval. Upon final approval, the Status will be an 'O' along with the lines.
12. The PO Max may not be lowered lower than the PO Amount or the Expensed Amount, whichever is greater.
13. The PO Max may not be a negative.
14. The PO Expiration Date is not modifiable unless the Blanket Code on the PO file has been set to a Y.
15. The PO Expiration Date may not be prior to the PO Effective Date.
16. If the PO Max is updated, then no modifications are allowed for other fields, with the exception of the Status IF theStatus is being changed from a C or X to an O.
17. If the PO Status is being changed from an O to an X then no other modifications are allowed to other fields.
18. If the PO Status is being changed from an O to a C then the system will prompt the user to update the extended prices on the lines to equal what has been expensed.
19. If the extended amounts of the any of the lines are being increased the system will warn the user to also increase the PO Max.
20. If the PO Status is being changed from an X or C to an O, all fields are allowable for modification.
21. A PO Status of C may only be updated to an O.
22. A PO Status of X may only be updated to an O.
23. The Extended Price may not be a negative.
24. For an internal PO that has been setup using dollar ($) distribution, the Extended Price may not be lowered to less than what has been distributed to the last cost center on the PO line.
25. TEXT (PF9) may be updated, BUT will not result in a TARGET transaction.

Processing

The system creates a TARGET transaction which routes to the appropriate cost center managers when an increase to the PO is requested with the Internal Vendor Service Desk being the final approver. The transaction only routes to the Vendor Service Desk when no increase to the PO is requested.

Upon final approval of the IPO transaction, if the PO is to be closed or canceled, any remaining encumbrance amount on a PO line is reduced for the associated cost centers on the Dynamic Balance file in DART.

Upon final approval of the IPO transaction, if the PO is to be reopened, any encumbrance amount remaining on a PO line will be re-encumbered on the Dynamic Balance file in DART.

If invoicing has occured against a PO, in order to close the PO from this function, you must change the Status to a C. Any remaining encumbrance amount on a PO line (s) is reduced for the associated cost centers on the Dynamic Balance file in DART.

If no invoicing activity has occured, the PO may be canceled from this function by changing the Status to X. The encumbrance amount on a PO line (s) is reduced for the associated cost centers on the Dynamic Balance file in DART.

If the PO is being reopened, the encumbrance amount on a PO line (s) (the extended line amount less any expensed amounts) is increased for the associated cost centers on the Dynamic Balance file.

PODT - PO Distribution change TARGET

Figure 29. Data Entry Screen - PODT

 Please enter new key fields
   UPOPODT 1 DEMO      PO Distribution change TARGET - PODT      05/12/97 10:46
  Command:       Action: V  Req: R002381 :       PO: 6002117 : 1     TA:
 
  ----------------------------------------------------------------------------
 Action: V PO No: 6002117 : 1   Req No:   2381 : 2    Line Status: O Open
 Dept Rep ID: DKEITH   David Keith                 BU: AVCB ASSO VICE CHAN BUSI
 Desc: Floppy Disk (3.5") DS/HD (1.44MB)
 Qty:      2.000 UM: BOX Unit Price:           6.30000 Extension:         12.60
                                      Total with Freight and Tax:         13.42
 
 --CCC No----------- ---Name-----------------  -%- ----Amount----  Category  PR
  0113 11052-99-0000 ST & R FRANCIS - BUDGET    50                 Supplies
  0113 11052-99-0000 ST & R FRANCIS - BUDGET    50                 SupOff
 
 
 
 
 
 
                         Entries   1 thru   2 displayed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR EItmD

The following sections describe the PODT (PO Distribution change TARGET) function:

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"TARGET Routing"

"Validations"

"Processing"

"How to change Cost Centers on a Blanket PO"

"Related Topics"

Purpose

Key Fields Required in the Banner

• Action
• PO number
• PO line number

Valid Actions

TARGET Routing

Validations

1. PO types of RE (regular), TA (travel authorizations) and TR (travel related POs) are modifiable using this function.
2. A cost center and category may be removed if no expenses have occurred.
3. Only purchase order lines with a Status of O may be modified.
4. Cost centers must be open and valid if increasing the extended amount of the line, with the exception of blankets.
5. The extended amount may be increased on a blanket to be equal to the expensed in order to perform a PODT to change the cost center.
6. Cost Centers that a percentage of 'zero' and/or a cost of 'zero' will not be checked for 'active' or 'inactive' status.
7. Cost centers with companies 0113, 037x, 05xx, 06xx, 090x, 1102 or 038x may not be combined with other companies.
8. If a cost center has been expensed against, the cost center is not modifiable and may not be removed.
9. Percentages may be modified.

   Note: Percentages may be lowered to zero.

10. If distributing by percentage, the percentage must equal 100%.
11. If distributing by dollar amount, the dollar may not exceed the extended cost of the line.
12. Categories must be valid for the cost center entered.
13. Only one TARGET transaction may be pending for a PO line.

Processing

Note: If a PODT is approved after the Disbuser has approved an invoice for payment, but before the expensing batch job has run, then the expense job uses the new distribution for posting expenditures.

Additional cost centers may be added to the purchase order line as long as it does not exceed the ten cost center maximum. The requistion header is also modified to include any new cost centers added to the line. Additional categories may also be entered via PODT, not to exceed five categories per cost center.

How to change Cost Centers on a Blanket PO

Related Topics

The following commands perform functions related to purchase orders and requisitions.

LAPO - List Acctg txns for a Purchase Order

Figure 30. Data Screen - LAPO

Select an entry, PF7 to page back, or enter new keys
 GLOLAPO 1 DEMO     List Acctg trxns for Purchase Order - LAPO   11/11/97 22:22
 Command:      Action: V InstCatg:          DeptCatg:          Date: 09/23/1997
 CCC:                    PO: 6004423
-------------------------------------------------------------------------------
List Txns for PO: 6004423 starting with posting date: 10/01/97
Vendor Name: Walmart Supercenter
     Posted  PO Line Invoice Number    Cost Center     DeptCatg      Amount
    -------- ------- -------------- ------------------ ---------- -------------
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
  _ 10/01/97   1    123456789012345 0102 02040-61-0000 Maint      123456,789.12
 
 
 
                                                                ---------------
        Entries:   1  thru   10 of 16    displayed                 xxxxx,xxx.xx
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode RStrt       Back

"Purpose"

"Key Fields Required in the Banner"

"Processing"

"Related Topics".

Purpose

Key Fields Required in the Banner

• PO (purchase order)
• Date (starting posting date)

Processing

If all the transactions cannot be displayed on one screen, then pressing PF8 will display screens successively until all transactions for that purchase order and date range have been displayed. A running total will be displayed at the bottom of the screen.

Additional information on any transaction can be accessed by marking a line and pressing PF4 (DCode). The information presented in the decode will be the standard decode window for UPS accounts payable records.

Related Topics

JOBS - JOB Submission

Figure 31 is an example of the screen presented during processing of the JOBS function.

Figure 31. JOB Submission screen - JOBS

   Decoding has been performed                               JOBS MM/DD/YY HH/MM
  Command:       Action: V  Req:         :       PO:         :       TA:
  Job: XXXXXXXX
 -------------------------------------------------------------------------------
 Action: V Job: XXXXXXXX
 
 Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
 
 Security Class: XX Job Class: XX Job Time: XXX Hold: X
 
 Entered: MM/DD/YYYY Updated: MM/DD/YYYY By: XXXXXXXX
 
  - - - - - - - - - - - - - - - Last Execution - - - - - - - - - - - - - - - -
 Sequence Number: 999999  Submitted: MM/DD/YYYY HH/MM By: XXXXXXXX
                          Started:   MM/DD/YYYY HH/MM
                          Ended:     MM/DD/YYYY HH/MM
                          Triggered: MM/DD/YYYY HH/MM
 
 
 
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             NextR
 Please enter new key fields

The following sections describe the JOBS (JOB Submission) function:

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"Special Field Help"

"Related Topics"

Purpose

Some jobs offer the ability to select or provide parameters, which are validated to some degree online, to tailor how the program operates or to narrow the scope of the data accessed.

Key Fields Required in the Banner

• Action
• Job

Valid Actions

Special Field Help

Related Topics

The following commands perform processing functions related to the JOBS function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:

¹

Charges will be displayed in descending order starting from the date entered.

²

The unique six (6) digit number generated by the system to use in tracking of requisitions. No value is required to be specified for actions A or C, but must be entered all other actions. The number is displayed with an R in front of it, but may be entered with or without this character. (Example: R039383)

³

Valid Requisition types for IREQ are:

IB	Internal Blanket
IR	Internal Reqular

Once the Req Type has been specified in the banner and the PF10 (Save) key has been pressed it is no longer modifiable. If the user wishes to change it, the requisition must be deleted. Otherwise, press PF3 (Quit) and start over using the correct Req Type.

⁴

The unique six (6) digit number generated by the system to use in tracking of requisitions. The number is displayed with an R in front of it, but may be entered with or without this character (Example: R039383).

⁵

This date will be blank for requisition lines that have a header status of P, which means they have not been submitted for approval.

⁶

This date will be blank for requisition lines that have a header status of P or S. The date will reflect the date the requisition was committed.

⁷

If percents are used, the amount is calculated and displayed. If dollar distribution is used, then the Item-CO-CENTER-Limit-Amt is displayed.

⁸

This running total is included in total at bottom.

⁹

This running total is included in total at bottom.

¹⁰

This running total is included in total at bottom.

¹¹

The standard UAF budgetary unit which identifies the organizational entity that is to be associated with the requisition. It is a required entry for this function.

¹²

A departmentally assigned identifier entered and used for tracking requisitions and their resulting purchase orders.

¹³

Requisition statuses are as follows:

P	in Process
S	Submitted for approval
A	Approved by management
R	Re-submitted for required additional approval
G	awaiting Generation of completed auto-po
B	Bid in process
H	Awaiting generation of an in process PO
C	Completed, all necessary or possible POs have been generated
X	Cancelled

¹⁴

The standard UAF budgetary unit which identifies the organizational entity that is to be associated with the requisition. If the BU is not entered, the system will display all requisitions for a particular Status for all BUs.

¹⁵

Identifies a requisition as one of the following types:

TQ	Dept. Telephone Quote
BR	Bid Requested
PC	Purchase from a Contract
BL	Blanket
SS	Sole Source Purchase
PR	Personal Reimbursement
SA	Professional/Maint Serv Agreement
EP	Emergency Purchase
OT	Other (None of the Above)

¹⁶

A requisition created, saved, and submitted may be displayed. The PF4 key may be used during this display to retrieve the Buyer assigned to the requisition, Vendor Address, Ship To Address, Bill To Address, and decoding of Handling Codes. If the requisition has a Requisition Type of TQ, PF8 (NextS) may be pressed to display the vendors contacted on a Telephone Quote.

¹⁷

The following data may be accessed during this function.

Status

Purchase Cd

Purchasing Extended Text

Advance PO No

Tolerance

Assign Award Cd to Departmental Telephone Quotes

Enter at least one additional vendor to a Telephone Quote

¹⁸

Identifies the through PO line encumbrance effective date

¹⁹

Identifies the date that a purchase order is to be effective.

The following is identical to the first entry in this document, and is being repeated here to circumvent what appears to be a defect (bug) in the Netscape Navigator browser.

IV - Internal Vendor table

Figure 1. Screen 1 - IV - Entry screen for vendors and related information used on internal requisitions.

Press PF8 to view next scrren or enter new keys
 UPIV     1 PROD       Internal Vendor table - IV                08/18/00 10:18
 Command:       Action: V  Req:         :       Vendor:
-----------------------------------------------------------------------
Action: V   Vendor #: 999999   Name #:   1  Physical Plant
      MAD Record Type:  IVT    Addr #:   1  PHPL
 
 
 
Print PO (Y/N):  X                              Target Criterion Value: X
 
              Service                                Account #     Account Name
===============================================================================
 
    1   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
    2   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
    3   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
    4   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
    5   XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX     99999999
 
 
Initial creation:  (User id and time stamp)
Updated by:        (User id and time stamp)
 
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit DCode RStrt             NextR        Save

"Purpose"

"Key Fields Required in the Banner"

"Valid Actions"

"Validations"

"Processing"

"Special Considerations"

Purpose

This table is to be maintained by an individual within Business Affairs, knowledgeable in the process of internal requisition creation and internal purchase orders.

Information maintainable here includes:

1. Service
2. Print PO (Y/N)
3. Account Number
4. TARGET Criterion Value

Key Fields Required in the Banner

• Action
• Vendor

Valid Actions

Validations

Action of 'A' - Add

1. Only a vendor with an Org Type of 'I'and a Vendor Status of 'A' may be selected for entry.
2. A Vendor Name Type or Vendor Address Type of 'X' is not allowable.
3. Account numbers are validated against the ACCT table in DART.
4. A vendor may have a maximum of 5 Services offered.
5. At least one Service must be entered.
6. For each Service entered, an Account Number is required entry.
7. The Print PO (Y/N) is required entry.
8. The TARGET Criterion Value is a required field. The number entered may not be duplicated.

Action of 'U' - Update

1. The only fields allowable on an update are: Print PO (Y/N), Account Number, and TARGET Criterion Value.
2. The Account Number entered will be validated against the ACCT table in DART.

Action of 'D' - Delete

1. An internal vendor may be deleted ONLY if there are no internal requisitions with a Status of 'P', 'S', 'G', or 'C'.

Processing

1. Internal vendors are added, along withService, Account Number, whether or not the PO is to be printed, and the number assigned for the TARGET Criterion Value.
2. The numbers associated with the services, not to exceed 5, are used on the upload by the vendor to distinguish how the charges are expensed and posted in DART.
3. The Vendor Help in IREQ is a result of the internal vendors entered on IV. (Internal Vendor table)
4. It is important to remember that care is to be taken in how the services are entered as this determines how they will appear on the PO lines. Also, once entered; these services may not be updated!

Special Considerations

1. If at such a time an internal vendor elects to add an additional service, or remove a service that has been offered, the individual responsible for maintaining IV will contact the BASIS team for discussion to determine the need and the programming to support it.
2. There will also be other information here dealing with other tables that will be associated with this table for the upload of charges.
3. UPIO is the Criterion Type in TARGET which allows the entry of the appropriate user id for the internal vendor desk.