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Command Reference:
Online Functions
University Procurement System
POs, Approving Telephone Quotes, etc'
BASIS Development Team
May 16, 2001
Notes
In order to cancel a requisition, any lines associated with the requisition must be canceled first.
Canceling a requisition is a two (2) step process. First you must cancel the requisition lines through PURL (Purchasing Update to Requisition Line). Then, you must cancel the requisition header through PURH (Purchasing Update to Requisition Header).
Note: If a requisition line is not going to be used on a PO, it must be canceled in order to relieve the department's commitment of funds.
Note: The requestor name and phone number are printed on the purchase order, so it is very important that there are no typographical errors.
Note: A purchase order cannot be completed until a valid vendor number has been entered. If the vendor requested is still in a proposed state, you must notify the Vendor Maintenance Person to have this vendor entered into the vendor file before you can complete the purchase order.
Notes
Note: When a PO line is opened, the encumbrance is set up in DART. It is very important not to just open a portion of the lines. Do not open any lines until you are certain that the PO has been created correctly.
Note: You must make sure you complete the step of opening the PO header each time; otherwise, the PO will stay in-process and will not be considered an active PO.
This text may be added to a Purchase Order header. This text will then print prior to the printing of any Purchase Order lines.
Note: If the text you want to add is not there, contact the Purchasing Agent to have this text added.
Note: Never begin this process without first checking the cost center distribution used on each of the requisition lines.
Cost center distribution takes place at the line level and when you make a decision to create different PO lines than you have requisition lines you must insure that the cost center distribiution the department intended is left intact.
Purchase order lines are built from requisition lines. You may sometimes want to create a purchase order that includes more lines than the requisition. To do this, you must use one of the requisition lines as a template to create multiple lines for the purchase order. This process is very similar to manually building a PO.
Note: The requestor name and phone number are printed on the purchase order, so it is very important that there are no typographical errors.
Note: A purchase order cannot be completed until a valid vendor number has been entered. If the vendor requested is still in a proposed state, you must notify the vendor maintenance person to have this vendor entered in the vendor file before you can complete the purchase order.
Note: Do not open any lines of your PO until you go back and view each line to ensure that they are correct.
The first six (6) steps are the same as manually creating your PO lines.
Notes
Note: For this process to work, you cannot open any of the PO lines until you are certain that you have created all the PO lines required. You may also go to the list facility, LLPO, to view all the PO lines you created at a glance.
Note: You must make sure you complete the step of opening the PO header each time; otherwise, the PO will stay in in-process and will not be considered an active PO.
If the automated system is down, purchase orders may be given manually until the system is back up. When the automated system is available, those advance purchase orders will be input in the system.
Note: 04 cost centers cannot be input on the APO screen. If the department wants to create the requisition using an 04 cost center, they can do it at that time.
At the point when the job is run within Purchasing to generate auto POs, a purchase order number will be issued by the system for the requisition.
Note: These requisitions are only in the que to generate purchase orders. No purchase order numbers will be assigned by the system until the job is run.
At the point when the job is run in Purchasing to generate in process POs, a purchase order number will be issued by the system. The purchase order will be in an in process state, allowing you to make necessary modifications to it before opening the lines and changing the Status at the header to O (open).
Note: The requestor name and phone number are printed on the purchase order, so it is very important that there are no typographical errors.
Note: A purchase order cannot be completed until a valid vendor number has been entered. If the vendor requested is still in a proposed state, you must notify the Vendor Maintenance Person to have this vendor entered into the vendor file before you can complete the purchase order.
Notes
Note: When a PO Line is opened, the encumbrance is set up in DART. It is very important not to just open a portion of the lines. Do not open any lines until you are certain that the PO has been created correctly.
Note: Create all POs you intend to create prior to opening any of the PO lines. That way if you have a problem on one, it can be easily fixed. You can input "LPOR" in the Command field to get all PO Numbers created.
Note: You must complete the step of opening the PO header each time; otherwise, the PO will stay in-process and will not be considered an active PO.
Note: If the vendor is not in the vendor file, you must have the vendor maintenance person add the vendor in order to use it.
Note: Currently, the response codes that Purchasing must use when entering a quote are not displayed in the definition. The codes are as follows:
| P | Quote Taken by Purchasing |
| X | Quote Disqualified |
| V | No Response |
| C | Responded with a No Bid |
Note: If the vendor you are entering is not in the vendor file, you must contact the vendor maintenance person to have this vendor added prior to continuing.
Note: The definition does not currently include quotes taken by Purchasing. The quotes are as follows:
| P | Quote taken by Purchasing |
| X | Quote Disqualified |
| V | No Response |
| C | Responded with No Bid |
When reviewing a departmental telephone quote, if the telephone quotation was awarded on an all or none basis and you feel that the bid should have been awarded on a per item basis, the requisition must be cancelled and the revised requisition and telephone quotation re-submitted by the department.
Although the awarding of an all or none quotation will take place at the header, all lines associated with the quotation must be reviewed.
Note: When reviewing a departmental telephone quote, if the telephone quotation was awarded on a per-item basis and you feel that the bid should have been awarded on an all or none basis, the requisition must be cancelled and the revised requisition and telephone quotation re-submitted by the department.
Although awarding of a per-item quotation will take place at the lines, the header information must also be reviewed.
Note: When a bid is being awarded on a per-item basis, you must look at each vendor's quote for each item.
POs that are manually built from a TQ require the lines to be built first. The header will be built by the system when the first line is saved.
If the bid has been awarded on a per-item basis, the requisition cannot qualify as an Auto PO and must be manually built.
Note: Prior to creating the lines you must first award the bid. To award the bid, follow the steps outlined in "How to Award Departmental Telephone Quotation All or None."
Note: You must make sure that you have not left a PO number in the banner. If a number is displayed, remove it.
Note: If freight was quoted on the telephone quotation, the total amount of the freight for the awarded vendor will be displayed on the first line in the Item Freight field. If the cost center distribution is such that the freight should be distributed throughout the lines of the PO, the Item Freight may be modified for each line.
Note: Do not change the line Status to O (open) until you have created all lines and viewed them for accurracy.
Note: Never open the PO header until you have reviewed the PO Max, PO Amount, and Freight to insure that everything is correct.
LPOF (List Purchase Orders for a Follow Up Cd) allows the tax accountant to list all POs with a follow-up code of P. Ideally, the accountant would monitor this list and finalize the status of the PO line before the invoice is processed. When an invoice line is created in UPS, the Payment-1099-Cd is set to Y if the PO line has a Y in this field. A separate job will be run annually to extract all invoice lines with a Y in the Payment-1099-Cd field by vendor organization type to create the 1099 report.
There may be instances when 'after' you have opened a PO, you may need to go back and 'add' a line (s) to the PO.
Notes
Please Note: You must know what cost center and category will be used on this line when creating it. You will find this either by contacting the department, or by looking at the original requisition to find the appropriate cost center distribution.
Figure 1. Data Entry Screen -
ACTM
UPOACTM 1 DEMO ACTivity code Maintenance - ACTM MM/DD/YY HH/MM
Command: Action: X PO: Vendor:
Activity Type: XX Activity Code: XXXX
-------------------------------------------------------------------------------
Action: U Activity Type: XX XXXXXXXXXXXXXXXXXXXXXXXXXXX
Activity Code: XXXX
Code ------- Activity Description ------
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt Forwd Save
Specified key does not exist; make changes and press ENTER to validate
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The following sections describe the ACTM (ACTivity code Maintenance function).
Information maintainable here includes a description or definition of an activity maintained in mixed case.
| View | {V} |
| Add | {A} |
| Update | {U} |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| CTYP | Code TYPe Maintenance |
| ADCM | ADdress Code Maintenance |
| ATTM | ATTribute Maintenance |
Figure 2. Data Entry Screen -
ADCM
UPOADCM 1 DEMO ADdress Code Maintenance - ADCM MM/DD/YY HH/MM
Command: Action: X PO: Vendor:
Address Type: XX Address Code: XXXXXXXX
-------------------------------------------------------------------------------
Action: X Address Type: XX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Address Code: XXXXXXXX
Address: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
City: XXXXXXXXXXXXXXXXXXXXXXXXX State: XX Zip: XXXXXXXXXX
Country: XXX
Local Tax Cd: XX
Entered: MM/DD/YY
Updated: MM/DD/YY by XXXXXXXX XXXXXXXXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt NextR Save
Make changes and press ENTER to validate
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The following sections describe the ADCM function:
Information maintainable here includes:
| Address | Street, building/room, and/or post office box lines of a mailing address. This field is maintained in mixed case. The first address line may not be blank. |
| City | The city name used in a mailing address. This field is maintained in mixed case. |
| State | The state abbreviation of an address. This field is validated against the STATE-TABLE unless the value is F, which indicates a foreign address. The PF1-Help will provide a search/select function for finding the correct state code. |
| Zip | Postal code used for an address. May be a foreign postal code in any format or the standard US Post Office zip code in the format: 99999 or 99999-9999. |
| Country | Identifies a foreign country as defined on the SAFARI CTRY table as the field COUNTRY-CODE. Two character alphabetic values are stored in this three position field. The PF1-Help will provide a search/select function for finding the correct foreign country code. |
| Local Tax Cd | Identifies a locality in Arkansas and the effective tax rate, including any tax caps. Values are defined on the SALES-USE-TAX-TABLE with associated tax calculation parameters. This code may be entered directly on an invoice or may be carried from the ADDRESS-CODE-TABLE, to the requisition, to the PO, and on to the invoice. The system uses this value to calculate use tax. This data item is required and is validated against the Use Tax Table. |
| View | {V} |
| Add | {A} |
| Update | {U} |
| Copy | {C} |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| CTYP | Code TYPe Maintenance |
| ACTM | ACTivity code Maintenance |
| ATTM | ATTribute Maintenance |
Figure 3. Data Entry Screen -
APO
+XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX+MMMMMMMM+MMMMM
Command:&XXXX Action: X Req: R999999 : 999 PO: 9999999 :999 TA: 9999999
+XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX&X
Action:(X Advance PO No: 9999999 Status: X XXXXXXXXXX
PO Effective Date: 99/99/9999
Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
CCC No.: XXXXXXXXXXXXXXXXXX Amount: $ 99999999.99
Requestor: XXXXXXXXXXXXXXXXXXXX Ph: XXXXXXXXXXXXXXXXX BU: XXXX
Vendor: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Comm: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Creation:
Canceled:
Last Updated:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RSrt Save
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The following sections describe the APO (Advance Purchase Order) function.
This number is normally system-generated. However, a block of purchase order numbers are reserved to be provided manually in the event that the automated system is not available. The manually assigned PO number will be entered, with this command, when the system is available.
| View | {V} |
| Add | {A} , |
| Update | {U} |
If an advance PO is manually entered, the system will check to insure that the number entered is within the range for manual advance numbers and also that the number has not been used on another purchase order.
The PO Effective Date can only be modified to allow a purchase in the next fiscal year; otherwise it will default to the current date.
The BU code is validated against the BU Table
04 cost centers are not allowable entry on the CC field.
There are no accounting entries created as a result of this function.
Figure 4. ARTP (Additional Requisition
Target Processing screen)
Next Record after 999999 retrieved ARTP MM/DD/YY HH/MM
Command: Action: X Req: R999999 : PO: : TA:
----------------------------------------------------------------------------
Action: X Req #: R999999 : Req Type: XX Status: X XXXXXXXXXXXXXXXXXXX
Additional Review Group(s):
X Sole Source X Emergency Purchase X Hazardous Material
Requestor: XXXXXXXXXXXXXXXXXXXX Req Amount: 99,999,999.99
Telephone: XXXXXXXXXXXXXXXXX Freight Amount: 99,999.99
Vendor: 999999-99-999 Tax Amount: 999,999.99
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Total Amount: 99,999,999.99
Dept Rep ID: XXXXXXXX XXXXXXXXXXXXXXXXXXXX BU: XXXX XXXXXXXXXXXXXXXXXXXX
================== 999 through 999 of 999 Line Items ========================
Line# --------- Description ------------ Quantity Unit Price Extension
999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999.999 99999999.99 99999999.99
999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999.999 99999999.99 99999999.99
999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999.999 99999999.99 99999999.99
999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999.999 99999999.99 99999999.99
999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999.999 99999999.99 99999999.99
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt NextR Text Save CComm
999999 displayed; please enter new key fields
|
The following sections describe the ARTP function:
The following are the requirements for additional TARGET approval:
This command is also used for review of the transaction by the reviewers established for the review groups/criteria type combination. A reviewer can approve, hold pending further information, or disapprove the transaction. The requestor can also withdraw the ARTP transaction. Once the transaction has been reviewed by the final reviewer, the Status of the requisition will be set back to A and will be displayed on a Buyer list in Purchasing for further action and processing of the purchase order. The Buyer list (LRBS) will reflect the final ARTP review with a code placed to the right of the Req Type. If the ARTP transaction was approved, then a code of A will appear next to the Req Type. If the ARTP transaction was rejected/disallowed, then a code of D will appear next to the Req Type If the ARTP transaction is withdrawn by the requestor, then no code will appear.
| View | {V} |
| Withdraw | {W} |
| Review | {R} |
| Submit | {S} |
Figure 5. Decode Window
(ARTP)
Commitment Date: MM/DD/YY
Buyer: XXXXXXXXXXXXXXXXXXXXXXX Cancelled: MM/DD/YY
Vendor: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX By: XXXXXXXX
Address: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX PO Opened: MM/DD/YY
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Special: MM/DD/YY
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Created: MM/DD/YY
City: XXXXXXXXXXXXXXXXXXXXXXXXX State: XX
Zip: XXXXX-XXXX
Ship To: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
City: XXXXXXXXXXXXXXXXXXXXXXXXX State: XX Zip: XXXXX-XXXX
Bill To:
Handling: XXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXX
Requisition Amt: 99,999,999.99 Freight Amt: 99,999.99 Tax: 999,999.99
Press ENTER to continue
|
Extended text associated with the PO header may be accessed by pressing PF9 (Text). This text may contain justification for sole source and emergency purchases.
BUs text to be printed on PO along with BUs comments to Purchasing can only be VIEWED by the buyer from this function.
If the buyer previously added text from PURH for Purchasing Comments the text may be updated from this function.
If NO text has been added the PF9 is still available, but there will be no box for selecting of the text.
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform processing functions related to the ARTP function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
|
LRBS |
List Requisitions for Buyer and Status |
|
LRLN |
List Requisition Lines by Number |
|
REQH |
REQuisition Header maintenance |
|
REQL |
REQuisition Line maintenance |
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.
Figure 6. Data Entry Screen -
ATTM
UPOATTM 1 DEMO ATTribute Maintenance - ATTM MM/DD/YY HH/MM
Command: Action: X PO: Vendor:
Attribute Type: XX Attribute Code: XXXX
-------------------------------------------------------------------------------
Action: X Attribute Type: XX XXXXXXXXXXXXXXXXXXXXXXXXXX
Attribute Code: XXXX
Last
Code ----------- Description ----------- Updated Updated By
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YY XXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Forwd Save
Specified key does not exist; make changes and press ENTER to validate
|
The following sections describe the ATTM (ATTribute Maintenance) function.
The ATTM (ATTribute Maintenance) function is used to maintain or view a list of Attribute Codes (within the UP Application Area) for a given type.
| View. | {V} |
| Add | {A} |
| Update | {U} |
| Delete | {D} |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| CTYP | Code TYPe Maintenance |
| ACTM | ACTivity code Maintenance |
| ADCM | ADdress Code Maintenance |
Figure 7. BACM (Buyer/Activity Code
Maintenance) screen
Decoding has been performed BACM MM/DD/YY HH/MM
Command: Action: X Req: R999999 : PO: : TA:
-------------------------------------------------------------------------------
Action: X Requisiton Number: 999999 Screen 1 of 1
Buyer: XXXXXXXX XXXXXXXXXXXXXXXXXXXX
New Activity: Bid Opening Date: 99/99/9999 Time: 99:99
Bid Name: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
------------------------ Previous Requisition Activity -----------------------
Date Time Buyer Code Description Updated by
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
MM/DD/YYYY HH/MM XXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt NextR Save
Please enter new key fields
|
Figure 8. Decode screen -
BACM
Previously Assigned Buyer Activity Updated By
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
XXXXXXXX XXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXX
Press ENTER to continue
|
The following sections describe the BACM function:
The BACM (Buyer/Activity Code Maintenance) function provides the facilities for adding the buyer and/or activity code of a requisition. This function is used by the Purchasing Office buyers to reassign a requisition to another buyer for review or processing. It is also used to update the activity code to accommodate tracking of the requisition.
If the Requisition is going to be bid the buyer will enter the Bid Opening Date and time and also enter the Bid Name. This information will then be available for viewing from LRBS and PURH.
| View | {V} |
| Update | {U} |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| LRBS | List Requisitions for Buyer and Status |
| LRLN | List Requisition Lines by Number |
| REQH | REQuisition Header maintenance |
| REQL | REQuisition Line maintenance |
| PURH | PUrchasing update Requisition Header |
| PURL | PUrchasing update Requisition Line |
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.
Figure 9. Data Entry Screen -
CCI
UPOCCI 1 DEMO Commodity Class Item maintenance - CCI MM/DD/YY HH/MM
Command: CCI Action: X Req: : PO: : TA:
Commodity Class Item Cd: 99999 Vendor:
-------------------------------------------------------------------------------
Action: U Commodity Class Item Cd: 99999
Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Exclusions:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Account Numbers: 99999999
99999999
Spec Proc Cd: X Membership State Exempt Cd: X Not exempt
Tax Exempt Cd: X Purchasing determines Follow Up Cd: X No follow-up
Attr: XXXX XXXXXXXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXXXXXXX
Entered: MM/DD/YY Updated: MM/DD/YY By: XXXXXXXX XXXXXXXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt NextR Save
All entries are valid, press PF10 to Save
|
The following sections describe the CCI (Commodity Class Item) maintenance function.
Information maintainable here includes:
The valid codes are:
| __ | No follow-up required |
| A | Automatic account assignment made based upon the commodity class item |
| C | Potential Capitalizable Item |
| P | Potential 1099 payment requires review |
| L | Potential 1099 payment requires Vendor TIN SUFFIX & requires review |
| N | Force payment 1099 cd (no review required), requires Vendor TIN SUFFIX |
Values are:
| __ | No special factors |
| A | Constitutional item (Amendment 54) |
| M | Membership |
| L | Licensed logo item |
| R | Radioactive or hazardous material |
| H | Honorium |
| C | Potential Contract Item |
| T | 1099 item |
| O | Other |
Values are:
| __ | Subject to sales/use tax |
| D | Prescription durgs |
| S | Feed, seed, & fertilizer |
| F | Farm machinery |
| N | Items for resale |
| G | Gasoline |
| O | Other exempt items |
| E | Organization is exempt |
| X | Tax exemption must be determined by Purchasing |
Values are:
| __ | Not an exempt item, |
| X | Exempt item. |
| View | {V} |
| Add | {A} 7 |
| Update | {U} |
| Copy | {C} 8 |
Figure 10. Keyword Search for
Commodity Class Code
Commodity Class/Item Keyword
User should start the keyword search with specific keywords. If the
class/item is not found, then enter more general keywords.
CLASS/ITEM Keywords are system maintained keywords parsed automatically
from the CLASS-ITEM-DESC. Words considered insignificant
eg. (of, an, the, ...) are removed and not used. These keywords are
converted, stored in upper case and used as search criteria in locating
specfic commodity class items. The list is built from the first
keywords parsed from the description, up to the maximum allowed.
PF3=Quit Starting Keyword: XXXXXXXXXXXXXXXXXXXX
Please enter a starting value and press ENTER
|
A keyword parsing subroutine is used in this program, UPNKEYWP, to load the 20-occurrence MU of keywords that are used in other search and list facilities.
The following special features are provided as part of the help processing for the indicated field.
| Class Item Attribute | Code used to identify particular attributes that apply to a CLASS-ITEM. For example, restricted use, etc. This help routine displays the definition of a data element from the data dictionary and provides a list of values from a table. A value may be selected from the list by placing the cursor on the line which contains the desired value and pressing Enter. A starting search value may be entered which will list table values starting with the value entered or the next higher value. |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| VCIM | Vendor Commodity class Item Maintenance |
| LCCN | List Commodity Class items by Number |
| LCCK | List Commodity Class items by Keyword |
| LVCI | List Vendors with a Commodity class Item |
| LCCV | List Commodity Classes for a Vendor |
Figure 11. CONH - CONtract Header
screen
XXXXXXXXXXXXXXX displayed; press PF8 for next screen or enter new keys
Next Record after retrieved CONH MM/DD/YY HH/MM
Command: Action: V Req: : PO: : TA:
Contract No: XXXXXXXXXXXXXXX -
-------------------------------------------------------------------------------
Action: V Contract Number: XXXXXXXXXXXXXXX Screen 1 of 2
Vendor ID: 999999-99-999 Type: X XXXXXXXXXXXXXXXXXXXX Status: X XXXXXXXXXXX
Vendor: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXX XX XXX XXXXXXXXXX
General Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Contract Begin: MM/DD/YYYY Contract End: MM/DD/YYYY Remaining Renewals: 99
Last Renewed: MM/DD/YYYY
Buyer: XXXXXXXX XXXXXXXXXXXXXXXXXXXX
Entered: MM/DD/YYYY Updated: MM/DD/YYYY By: XXXXXXXX XXXXXXXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode NextS EDesc Save
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The following sections describe the CONH function:
The CONH (CONtract Header) maintenance function provides facilities for maintaining state and agency term contract headers. Many of the university and state term contracts are maintained on line for selection of items for purchase. These may be accessed by Contract or Contract Line No, and may be selected by the item keyword search facility. Selection of a contract adds the Contract No and Vendor ID to the requisition header.
| View | {V} |
| Add | {A} |
| Update | {U} |
| Copy | {C} |
When creating a contract, the Contract No will be assigned by the user. This identifier is made up of two segments separated by a slash (/). The first segment is printed on the purchase order and will have the following validations:
Figure 12. CONtract Header screen -
CONH
Please enter new key fields
UPOCONH 1 CONtract Header - CONH 10/07/96 12:36
Command: Action: V Req: : PO: : TA:
Contract No: XXXXXXXXXXXXXXX -
-------------------------------------------------------------------------------
Action: V Contract Number: XXXXXXXXXXXXXXX Screen 2 of 2
Vendor ID: 999999-99-999 Status: X XXXXXXXXXXX
Vendor: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Type: X XXXXXXXXXXX
General Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
------------ Budgetary Units Allowed ---------- --------- Code: X ------
BU BU Name BU BU Name
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
XXXX XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXXX
Entered: MM/DD/YYYY Updated: MM/DD/YYYY By: XXXXXXXX XXXXXXXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt PrevS NextR EDesc Save
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The following special features are provided as part of the help processing for the indicated field.
| Vendor No | Use the standard vendor search facility. |
| Buyer User ID | A list of valid Natural User IDs and their descriptions will be retrieved and displayed in order of their user name. This help routine displays the definition of a data element from the data dictionary and provides a list of values from a table. A value may be selected from the list by placing the cursor on the line which contains the desired value and pressing Enter. A starting search value may be entered which will list table values starting with the value entered or the next higher value. |
| Budgetary Unit | A list of valid BU alphabetic codes and their descriptions will be retrieved and displayed in order of the alpha representation. This help routine displays the definition of a data element from the data dictionary and provides a list of values from a table. A value may be selected from the list by placing the cursor on the line which contains the desired value and pressing Enter. A starting search value may be entered which will list table values starting with the value entered or the next higher value. |
| Suspend | Using PF2 (Suspd) to suspend to related functions. |
| CONL | Contract Line maintenance |
| LCLN | List Contract Lines for a contract Number |
| LCLK | List Contract Lines for a Keyword |
| LCHV | List Contract Headers for a Vendor |
| REQH | Requisition Header maintenance |
Figure 13. CONL - CONtract Line
screen
Please enter new key fields
Decoding has been performed CONL MM/DD/YY HH/MM
Command: Action: X Req: : PO: : TA:
Contract No: XXXXXXXXXXXXX - 9999
-------------------------------------------------------------------------------
Action: V Contract Number: XXXXXXXXXXXXX Line Number: 9999 Screen 1 of 1
Header Status: X
Type: X XXXXXXXXXXXXXXXXXXXX Vendor: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
General Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Buyer ID: XXXXXXXX XXXXXXXXXXXXXXXXXXXX Last Renewed: MM/DD/YYYY
-------------------------------------------------------------------------------
Item Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Line Status: X XXXXXXXXXX
Vendor Item No: XXXXXXXXXXXXXXXX
Unit of Measure: XXX XXXXXXXXXXXXXXXXXXXX
Discount: 9.999 Retail Price: 99999999.99 Unit Price: 99,999,999.99999
CCI: 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Item Keywords: XXXXXXXXXXXX XXXXXXXXXXXX XXXXXXXXXXXX XXXXXXXXXXXX XXXXXXXXXXXX
Entered: MM/DD/YYYY Updated: MM/DD/YYYY By: XXXXXXXX XXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
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The following sections describe the CONL function:
The CONL function is used to view and maintain state and agency term contract lines.
| View | {V} 12 |
| Add | {A} |
| Update | {D} |
| Copy | {C} |
| Unit Cd | A list of valid unit of measure codes and their description will be retrieved and displayed in order of their code. This help routine displays the definition of a data element from the data dictionary and provides a list of values from a table. A value may be selected from the list by placing the cursor on the line which contains the desired value and pressing Enter. A starting search value may be entered which will list table values starting with the value entered or the next higher value. |
| Commodity Class/Item | A list of valid commodity class/item codes and their descriptions will be retrieved and displayed in order of their code. This help routine displays the definition of a data element from the data dictionary and provides a list of values from a table. A value may be selected from the list by placing the cursor on the line which contains the desired value and pressing Enter. A starting search value may be entered which will list table values starting with the value entered or the next higher value. |
Note: Some contracts will not list all line items on a contract. The commodities to be purchased will be listed in a catalog. A contract line item with a 9999 number represents miscellaneous lines that, when pulled into a requisition, require the user to enter the item description, any extended item description, unit price, and unit code. Whenever a requisition has used a 9999 line item from a contract, this requisition will be placed on a buyer list. On contract lines of 9999, Unit Price is not required.
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| CONH | Contract Header maintenance |
| LCLN | List Contract Lines for a contract Number |
| LCLK | List contract Lines for a Keyword |
| LCST | List Contract headers for a Status, Type, and ending date |
| LCHV | List Contract Headers for a Vendor |
| REQL | Requisition Line maintenance |
Figure 14. EXtract / Report Bidders -
EXRB
UPOJOBS 1 PROD JOB Submission - JOBS 02/25/98 16:44
Command: Action: S Req: R028677 : 5 PO: 735827 : 1 TA:
Job: UPJEXRB
-------------------------------------------------------------------------------
Action: S Job: UPJEXRB
Desc: EXtract / Report Bidders batch job
Commodity Class Item Codes to select:
99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Choose only one of the following:
Report on vendors handling at least one CCI(y/n): X
Report on vendors handling all three CCI's(y/n): X
Output option: X (R=report only,F=file only,B=both)
Report output destination ID: XXXXXXXXXXXX
FTP file to address: 999.999.999.999
as file name: XXXXXXXXXXXXXXXXXXXXXXXXX
using ID: XXXXXXXX and Password: XXXXXXXX
Generate file w/ Delimiter option: X (T=tab,C=comma,N=none, or special char)
Quote option: X (S=single,D=double,s/d=all fields always)
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt NextR Submt
Enter options for UPJEXRB , press PF10 to submit
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The following sections describe the EXRB (EXtract / Report Bidders) batch function.
The EXRB batch function will submit a batch job to CICS. This batch job will extract and/or report bidder names and addresses for the requested Commodity Class Item (CCI) codes entered.
This job is submitted as needed by any UPS user.
Parameters for batch job:
| Commodity Class Item | |
| codes to select | The CCIs that will be used to select bidders from the vendor file. From one to three codes must be entered for selection. |
| Output option | An option specification identifying what form of output is desired. Possible values are R (Report only), F (File only (raw data)), B (Both a report and file are desired). |
| Report output | |
| destination ID | An identifier of a destination for administrative system (MVS) report output. This ID defines where the requested output will be sent. Output destinations are defined and coded as one of the following types D (Distributed print (usually a network printer)), C (CMS ID (UAFSYSA or UAFSYSB)) RODS command. |
| FTP file to address | The internet address to be used for an FTP operation (file transfer). The address may be specified as a name (comp.uark.edu) or as an IP address (130.184.170.164). |
| as file name | The remote file name to be used for an FTP operation (file transfer). This name must be fully qualified with driver letters and directories specified, and depending upon the host may be case sensitive (ie. C:\MFDATA\AUG95.DAT or main_frame_data\august_95). |
| using ID | The ID on the remote system to be used to authenticate an FTP operation (file transfer). This ID and associated password must be previously established on the computer identified in the FTP address. |
| and Password | The password associated with the FTP ID on a remote host used to authenticate an FTP operation (file transfer). The password and FTP ID must be previously established on the computer identified in the FTP address. |
| View | {V} |
| Submit | {S} |
The EXRB function employs the following validations:
The following are the processing rules for selecting vendors:
The data extracted is a flat, comma/quote delimited file format. Each field will be encapsulated by double quotes and separated by a comma.
The following are the fields (listed in order) to be extracted:
NOTE: If no CONTACT-TYPE = B, then put "Sales" in the "CONTACT-NAME" extract field and put the LAST entered phone number in the "CONTACT-PHONE-NO" extract field. If no contact phone number on the Vendor file, then leave the "CONTACT-PHONE-NO" blank.
Figure 15. Report Bidders format -
EXRB
Vendor ID Vendor Name & Address Vendor Phone Nos.
--------------------------------------------------------------------------------
999999-99-99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX PH: 999/999-9999x9999
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX PH: 999/999-9999x9999
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Fax: 9999999999
XXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXXXXXXX
XX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Contact: XXXXXXXXXXXXXXXXXXXX Phone: 999/999-9999x9999
CCI: 99999 99999 99999
999999-99-99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX PH: 999/999-9999x9999
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX PH: 999/999-9999x9999
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Fax: 9999999999
XXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXXXXXXX
XX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Contact: XXXXXXXXXXXXXXXXXXXX Phone: 999/999-9999x9999
CCI: 99999 99999 99999
|
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| JOBS | Job Submission |
Figure 16. 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
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The following sections describe the JOBS (JOB Submission) function:
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.
| View | {V} |
| Submit | {S} |
| Job | Identifier for a batch job. The standard format for the name is aaJiiiii where aa is the unique application area identifier, J is constant for batch jobs and iiiii is a unique identifier for each job. A help routine provides a list of all jobs defined for the current application. |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
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:
| UPJCTM1 | Control-M Trigger Job |
| UPJLRWP | Large Reports Without Parameters |
| UPJPPPO | Print Travel Related POs |
| UPJPTAC | Print Travel Advance Checks |
| UPJP1PO | Print One Travel Related Purchase Order |
| UPJSRWP | Short Reports Without Parameters |
| UPJVNRP | Vendor Exception Report - WITHOUT producing letter to vendors |
| UPJCIPO | Create/Issue Purchase Order |
| UPJPFPO | Print/Fax Purchase Order |
| UPJPFCO | Print/Fax Change Order |
| UPJEXBD | EXtract/report Bidders |
Figure 17. LADC (List ADdress
Codes)
Select an entry, PF8 to page forward, or enter new keys
UPOLADC 1 DEMO List ADdress Codes - LADC 05/06/97 09:28
Command: Action: V PO: Vendor:
Address Type: BI Address Code:
-------------------------------------------------------------------------------
Listing address codes for type BI Billing address for UP System
starting from ' '
Address Code ---------- Address Line ------------- ------- City -------- State
_ AVCB-001 Accounts Payable
321 ADMN Fayetteville AR
_ AVCB-002 ATTN: Accounts Payable Division
328 Administration Building Fayetteville AR
_ COEX-001 Cooperative Extension-COEX
2201 Brookwood Drive Little Rock AR
_ CTST-001 Cotton Branch Substation-CTST
P O Box 789 Marianna AR
_ DLST-001 Delta Branch Substation-DLST
P O Box 129 Clarkedale AR
Address Codes 1 through 5 of 17 displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Forwd
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The following sections describe LADC (List ADdress Codes)
| Address | Street, building/room, and/or post office box lines of a mailing address. Only the first two address fields are displayed. |
| City | The city name used in a mailing address. |
| State | The state abbreviation of an address. |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform processing functions related to the LADC function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| CTYP | Code TYPe maintenance |
| ADCM | ADdress Code Maintenance |
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.
Figure 18. LADV - List ADVance
purchase orders
Select an entry, or enter new keys
UPOLAPO 1 DEMO List Advance POs - LAPO MM/DD/YY HH/MM
Command: Action: V Req: : PO: : TA:
Status: X BU: XXXX
-------------------------------------------------------------------------------
List of Advance Purchase Orders with Status X and BU XXXX XXXXXXXXXXXXXXXXXXXX
BU AdvPONo ------------- Vendor Name -------------- Amount Created
_ XXXX 9999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99,999,999.99 MM/DD/YY
Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXX 9999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99,999,999.99 MM/DD/YY
Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXX 9999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99,999,999.99 MM/DD/YY
Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXX 9999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99,999,999.99 MM/DD/YY
Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXX 9999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99,999,999.99 MM/DD/YY
Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXX 9999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99,999,999.99 MM/DD/YY
Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Advance POs 9999 through 9999 of 9999 displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Back Forwd
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The following sections describe the LADV (List ADVance purchase orders)
Note: The date field shown on the list is the date the APO record was created and saved.
Figure 19. LCCK - List Commodity Class
items by Keyword
Select an entry, press PF8 to page forward, or enter new keys
UPOLCCK 1 DEMO List Commodity Class items by Keyword - LCCK 05/06/97 09:40
Command: Action: V Req: : PO: : TA:
Keyword: PR Vendor:
-------------------------------------------------------------------------------
List of Commodity Class Item Codes starting from Keyword: PR
Keyword Found for CCI -----------------Description--------------------
_ PR 27590 WEATHERPROOF CABLE & WIRE, SOLID & STRANDED, SIN
_ PR-GAS 43030 GASES, RADIOACTIVE COUNTING: METHANE, PR-GAS, Q-
_ PREAMPLIFIERS 48040 MUSIC SYSTEMS AND COMPONENTS: AMPLIFIERS, MIXERS
_ PREAMPLIFIERS 73005 AMPLIFIERS (NOT TV ANTENNA): DIFFERENTIAL, LINEA
_ PRECIOUS 17572 PRECIOUS & RARE METALS, (IN SHEET & BAR FORM)
_ PRECISION 73050 POWER SUPPLIES: GENERAL PURPOSE LABORATORY, HIGH
_ PRECISION 84554 PRECISION LINEAR MEASURING INSTRUMENTS: CALIPERS
_ PREFABRICATED 03045 DUCT, PREFABRICATED, FLEXIBLE OR RIGID: PLASTIC,
_ PREFABRICATED 55072 STRIPES & LEGENDS, PLASTIC, PREFABRICATED, REFLE
_ PREFINISHED 54048 PANELS, DECORATIVE, PREFINISHED (NOT PLYWOOD)
Matches 1 thru 10 displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Forwd
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The following sections describe the LCCK (List Commodity Class items by Keyword) function:
| Keyword | A system maintained list of keywords parsed automatically from the CLASS-ITEM-DESC. Words considered insignificant (of, an, the, ...) are removed and not used. These keywords are converted, stored in upper case and used as search criteria in locating specific commodity class items. The list is built from the first keywords parsed from the description, up to the maximum allowed. |
| CCI | Identifies a commodity via a hierarchical class/item code. The first three digits of this field are the class and identify a broad grouping or classification of commodities. The last two digits are the item code and identify a specific commodity within the class. Item code 01 serves to describe the entire class. Item code 99 is commonly used for other when no defined item code within the class seems appropriate. |
| CCI Description |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform processing functions related to the LCCK function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| CCI | Commodity Class Items maintenance |
| VCIM | Vendor Commodity class Item Maintenance |
| LCCN | List Commodity Class items by Number |
| LVCI | List Vendors with a Commodity class Item |
| LCCV | List Commodity Classes for a Vendor |
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.
Figure 20. LCCN - List Commodity Class
items by Number
Select an entry, press PF8 to page forward, or enter new keys
UPOLCCN 1 DEMO List Commodity Class items by Number - LCCN MM/DD/YY HH/MM
Command: Action: L Req: R999999 : PO: : TA:
Commodity Class Item Cd: 99999 Vendor:
-------------------------------------------------------------------------------
List of Commodity Class Item Codes starting from 99999
Spec
F-Up Proc -Exmpt-
CCI --------Description------------ ---Account Nos--- Cd Cd St Tax
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
_ 99999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99999999 99999999 X X X X
Commodity Class Item Codes 999 thru 999 of 99999 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Forwd
Select an entry, press PF8 to page forward, or enter new keys
|
The following sections describe the LCCN (List Commodity Class items by Number) function:
Data to be displayed per line:
The valid codes are:
| __ | No follow-up required |
| A | Automatic account assignment made based upon the commodity class item |
| C | Potential Capitalizable Item |
| P | Potential 1099 payment requires review |
| L | Potential 1099 payment requires Vendor TIN SUFFIX & requires review |
| M | Force payment 1099 cd, no review required |
| N | Force payment 1099 cd (no review required), requires Vendor TIN SUFFIX |
Values are:
| __ | No special factors |
| A | Constitutional item (Amendment 54) |
| M | Membership |
| L | Licensed logo item |
| R | Radioactive or hazardous material |
| H | Honorium |
| C | Potential Contract Item |
| O | Other |
Values are:
| __ | Not an exempt item |
| X | Exempt item |
Values are:
| __ | Subject to sales/use tax |
| D | Prescription durgs |
| S | Feed, seed, & fertilizer |
| F | Farm machinery |
| N | Items for resale |
| G | Gasoline |
| O | Other exempt items |
| E | Organization is exempt |
| X | Tax exemption must be determined by Purchasing |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| CCI | Commodity Class Items maintenance |
| VCIM | Vendor Commodity class Item Maintenance |
| LCCK | List Commodity Class items by Keyword |
| LVCI | List Vendors with a Commodity class Item |
| LCCV | List Commodity Classes for a Vendor |
Figure 21. LCCV - List Commodity Class
items for a Vendor
Select an entry or enter new keys
UPOLCCV 1 DEMO List Commodity Classes for a Vendor - LCCV 05/06/97 11:05
Command: Action: V Req: : PO: 6002118 : TA:
Vendor: 100147-01-001 Commodity Class:
-------------------------------------------------------------------------------
List of Commodity Classes for Vendor 100147
# of
CC ------------------------Description----------------------------- Itms
_ 005 ABRASIVES 6
_ 010 ACOUSTICAL TILE, INSULATION, INSULATING MATERIALS AND SUPPLIES 11
_
_
_
_
_
_
_
_
Commodity Classes 1 thru 2 displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt
|
The following sections describe the LCCV (List Commodity Class items for a Vendor) function:
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform processing functions related to the LCCV function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| CCI | Commodity Class Items maintenance |
| VCIM | Vendor Commodity class Item Maintenance |
| LCCK | List Commodity Class items by Keyword |
| LCCN | List Commodity Class item by Number |
| LVCI | List Vendors with a Commodity class Item |
Figure 22. LCHV - List Contract
Headers for a Vendor
UPOLCHV 1 PROD List Contract Headers for a Vendor - LCHV MM/DD/YY HH/MM
Command: Action: X Req: : PO: : TA:
Vendor ID: 999999-99-999 Contract No: XXXXXXXXXXXXX : 9999
-------------------------------------------------------------------------------
List Contracts for Vendor: 999999-99-999
starting with: XXXXXXXXXXXXX
Contract No St Contract Description
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Contracts 9999 thru 999 of 9999 are displayed
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 23. DeCode Window for
LCHV
Press ENTER to continue
XXXXXXXXXXXXXXXXXXXXX(60)XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Vendor: XXXXXX-XX-XXX XXXXXXXXXXXXXXXX(40)XXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXX-XXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Begin: MM/DD/YYYY End: MM/DD/YYYY Renewals: 99 Last: MM/DD/YYYY
Status: X XXXXXXXXXX Type: X XXXXXXXXXX
Allowed/Prohibited Depts.: Allow Cd: X XXXXXXXXXX
XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX
XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX
|
The following sections describe the LCHV (List Contract Headers for a Vendor) function:
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform processing functions related to the LCHV function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| CONH | CONtract Header maintenance |
| CONL | CONtract Line maintenance |
| LCLN | List Contract Lines for a contract Number |
| LCST | List Contract headers for a Status, Type, and ending date |
| LCLK | List Contract Lines for a Keyword |
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.
Figure 24. LCLK - List Contract Lines
for a Keyword
UPOLCLK 1 PROD List Contract Lines for a Keyword - LCLK MM/DD/YY HH/MM
Command: Action: X Req: : PO: : TA:
Keyword XXXXXXXXXXXX Contract: -
------------------------------------------------------------------------------
List of Contract Lines starting from XXXXXXXXXXXX
---- Keyword ---- Contract # Status Line # Item Price Line Status Ex
_ XXXXXXXXXXXX XXXXXXXXXXXXX X 9999 99,999,999.99999 XXXXXXXXXXX X
Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXX XXXXXXXXXXXXX X 9999 99,999,999.99999 XXXXXXXXXXX X
Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXX XXXXXXXXXXXXX X 9999 99,999,999.99999 XXXXXXXXXXX X
Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXX XXXXXXXXXXXXX X 9999 99,999,999.99999 XXXXXXXXXXX X
Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXX XXXXXXXXXXXXX X 9999 99,999,999.99999 XXXXXXXXXXX X
Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXX XXXXXXXXXXXXX X 9999 99,999,999.99999 XXXXXXXXXXX X
Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ XXXXXXXXXXXX XXXXXXXXXXXXX X 9999 99,999,999.99999 XXXXXXXXXXX X
Description: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Contract Lines 9999 through 9999
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt Forwd EItmD
Select an entry, PF8 to page forward, or enter new keys
|
Figure 25. DeCode window for
LCLK
Press ENTER to continue
XXXXXXXXXXXXXXXXXXXXX(60)XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Vendor: XXXXXX-XX-XXX XXXXXXXXXXXXXXXX(40)XXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXX-XXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Begin: MM/DD/YYYY End: MM/DD/YYYY Renewals: 99 Last: MM/DD/YYYY
Status: X XXXXXXXXXX Type: X XXXXXXXXXX
Allowed/Prohibited Depts.: Allow Cd: X XXXXXXXXXX
XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX
XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX
|
Figure 26. Extended Line Item
description - LCLK
Text for Contract No. : Line XXXXXXXXXXXXXXX : XXXX
Text displayed; press ENTER or PF3 to quit
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX(72)XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Entered: MM/DD/YY Updated: MM/DD/YY by: XXXXXXXX XXXXXXXXX(20)XXXXXXXX
PF3=Quit PF8=MoreL
|
The following sections describe the LCLK (List Contract Lines for a Keyword) function:
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform processing functions related to the LCLK function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| CONH | Contract Header maintenance |
| CONL | Contract Line maintenance |
| LCST | List Contract Headers for a Status, Type and ending date |
| LCHV | List Contract Headers for a Vendor |
| LCLN | List Contract Lines for a contract Number |
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.
Figure 27. LCLN - List Contract Lines
for a contract number
UPOLCLN 1 PROD List Contract Lines for a Contract # - LCLN MM/DD/YY HH/MM
Command: Action: V Req: : PO: : TA:
Contract No: XXXXXXXXXXXXX : 9999
-------------------------------------------------------------------------------
List Lines for contract: XXXXXXXXXXXXX starting from line: 9999
Vendor No: 999999-99-999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Status: X XXXXXXXXXX
Contract Desc: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Contract Begin: MM/DD/YYYY Contract End: MM/DD/YYYY Remaining Renewals: 99
Cmd: CONL
Line Item Description Status UM Unit Price CCI
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
_ 9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X XXX 99999999.99999 99999 X
Contract Lines 9999 through 9999 of 9999 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Forwd EItmD
Select an entry, PF8 to page forward, or enter new keys
|
Figure 28. Extended Line Item
description for LCLN
Text for Contract No. : Line XXXXXXXXXXXXXXX : XXXX
Text displayed; press ENTER or PF3 to quit
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX(72)XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Entered: MM/DD/YY Updated: MM/DD/YY by: XXXXXXXX XXXXXXXXX(20)XXXXXXXX
PF3=Quit PF8=MoreL
|
The following sections describe the LCLN (List Contract Lines for a contract number) function:
Pressing PF1 (Help), in the banner will provide the user with the standard Commodity Class Item help facility.
Marking an entry and pressing PF9 (EltmD) will display extended line item descriptions for a contract line. If more than 10 lines are present for the extended description, pressing PF8 (MoreL) will display the next group of lines.
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform processing functions related to the LCLN function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| CONH | Contract Header maintenance |
| CONL | Contract Line maintenance |
| LCST | List Contract headers for a Status, Type and ending date |
| LCHK | List contract Lines for a Keyword |
| LCHV | List Contract Headers by Vendor |
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.
Figure 29. LCHS - List Contract
Headers for a Status
Select an entry, PF7 to page back, PF8 to page forward, or enter new keys
UPOLCHS 1 List Contract Header for a Status - LCHS MM/DD/YYYY
Command: LCHS Action: X Req: R999999 : 999 PO: 9999999 : 999 TA: 9999999
Contract No.: XXXXXXXXXXXXXXX - XXXX
-------------------------------------------------------------------------------
Listing Contacts by Contract number starting from ' '
Contract No. St General Description
--------------------------------------------------------------------------------
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXX(59)XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
- XXXXXXXXXXXXXXX X XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Contract Header 9999 through 9999 of 9999 displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
Help Suspd Quit Dcode Rstr Prev NextR
|
The following sections describe the LCHS (List Contract Headers for a Status)
This function lists all state and agency term contract headers for a status. Contracts will be presented in contract number order. This function can be used by departments and the Purchasing Office to browse contract headers. Figure 2 is an example of the pop-up screen presented after selecting a line and pressing PF4 (DeCode) in the LCHS function. Figure 30is an example of the pop-up screen presented after selecting a line and pressing PF4 (DeCode) key in LCHS
Figure 30. DeCode Window for
LCHS
Text for Contract No. : Line XXXXXXXXXXXXXXX : XXXX Text displayed;
press ENTER or PF3 to quit
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX(72)XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Entered: MM/DD/YY Updated: MM/DD/YY by: XXXXXXXX XXXXXXXXX(20)XXXXXXXX
PF3=Quit PF8=MoreL
|
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform processing functions related to the LCHS function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| CONH | Contract Header maintenance |
| CONL | Contract Line maintenance |
| LCLN | List Contract Lines for a contract Number |
| LCHV | List Contract Headers for a Vendor |
| LCHK | List contract Lines for a Keyword |
| LCHR | List Contract Headers by Renewal date |
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.
Figure 31. LCST - List Contracts for a
Status, Type, date
UPOLCST 1 PROD List Contractsfor Status, Type, date - LCST MM/DD/YY HH/MM
Command: Action: V Req: : PO: : TA:
Status: X Type: X Date: MM/DD/YYYY
-------------------------------------------------------------------------------
List Contracts for a Status: X and Type: X starting from: MM/DD/YYY
Cmd: CONH
Contract Contract Renewal Remaining
Status Type End Date Contract No Beg Date Date Renew Period
_ X X MM/DD/YY XXXXXXXXXXXXX MM/DD/YY MM/DD/YY 99
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ X X MM/DD/YY XXXXXXXXXXXXX MM/DD/YY MM/DD/YY 99
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ X X MM/DD/YY XXXXXXXXXXXXX MM/DD/YY MM/DD/YY 99
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ X X MM/DD/YY XXXXXXXXXXXXX MM/DD/YY MM/DD/YY 99
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
_ X X MM/DD/YY XXXXXXXXXXXXX MM/DD/YY MM/DD/YY 99
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Contracts 9999 thru 9999 of 9999 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt Back Forwd
Select an entry, PF7 to page back, PF8 to page forward, or enter new keys
|
The following sections describe the LCST (List Contracts for a Status, Type, date) function:
This function lists all state and agency term contract headers for a Status, Type, and/or End Date and that order. This function can be used by departments and the Purchasing Office to browse contract headers. Type and Ending Date are not required for Contracts to display. By using the Type and End Date fields, the list will be more focused on the contract needed.
Figure 32is an example of the screen presented after pressing PF4 Decode key in the LCST function.
Figure 32. List Contracts for a
Status, Type, date - LCST
Press ENTER to continue
XXXXXXXXXXXXXXXXXXXXX(60)XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Vendor: XXXXXX-XX-XXX XXXXXXXXXXXXXXXX(40)XXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXX-XXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Begin: MM/DD/YYYY End: MM/DD/YYYY Renewals: 99 Last: MM/DD/YYYY
Status: X XXXXXXXXXX Type: X XXXXXXXXXX
Allowed/Prohibited Depts.: Allow Cd: X XXXXXXXXXX
XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX
XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX
|
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| CONH | Contract Header maintenance |
| CONL | Contract Line maintenance |
| LCLN | List Contract Lines for a contract Number |
| LCHV | List Contract Headers for a Vendor |
| LCLK | List Contract Lines for a Keyword |
Figure 33. LRBS - List Requisitions
for a Buyer and Status
UPOLRBS 1 TEST List Requisitions for a Buyer and Status - LRBS 07/24/96 13:49
Command: Action: V Req: : PO: : TA:
Buyer ID: DONNAC Status: A Date:
-------------------------------------------------------------------------------
List of Requisitions for Buyer: DONNAC Donna Carter
with Status: A Approved
- Commitment BU Bid # Req # Type Req Amount -Act-Bid Opening Doc
Status Date -- ----- ----- Lines ---------- ---- ---------
_ A 02/19/1997 COMP R000342 1 RE 1,000.00 NEWB 12/08/1999 N
_ A 02/19/1997 COMP R000347 1 RE D 50.00
_ A 07/01/1997 MKTT R001209 1 BL * 1.00
_
_
_
_
_
_
_
_
Requisitions 1 through 3
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit Dcode RStrt Forwd Text
Select an entry, or enter new keys
|
The following sections describe the LRBS (List Requisitions for a Buyer and Status) function.
If the buyer wishes to add text to the Requisition for documentation purposes, this would be done by going to PURH.
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform functions related to requisitions. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| REQH | REQuisition Header |
| REQL | REQuisition Line |
| REQT | REQuisition TARGET |
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.
Figure 34. LVCI - List Vendors with a
Commodity class Item
Select an entry or enter new keys
UPOLVCI 1 DEMO List Vendors with a Commodity class Item - LVCI 05/06/97 11:20
Command: Action: V Req: R002396 : 1 PO: : TA:
Commodity Class Item Code: 00514 Vendor ID: 100007-00-000
-------------------------------------------------------------------------------
List of Vendors for Commodity Class Item Code: 514 starting from 100007
ABRASIVES, COATED: CLOTH, FIBER, PAPER, ETC.
Number Status Minority CD -------------- Vendor Name ------------- No Type
_ 100079 A BO Conco Foods 2
_ 100121 A Source Inc of Dallas 2
_ 100134 A JCS & S 4
_ 100146 A SBS Inc. 3
_ 100147 A Calera Recognition Systems 1
_ 100151 A Mike Jones Sports 2
Vendors 1 through 6 of 6 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt
|
The following sections describe the LVCI (List Vendors with a Commodity class Item) function:
The valid codes are:
| A | Active (may be purchased from) |
| S | Suspended (or debarred) |
| I | Inactive (for some reason other than suspension) |
Possible values include:
| BO | Black-Owned business |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| CCI | Commodity Class Items maintenance |
| VCIM | Vendor Commodity class Item Maintenance |
| LCCK | List Commodity Class items by Keyword |
| LCCN | List Commodity Class item by Number |
| LCCV | List Commodity Classes for a Vendor |
Figure 35. PBU - Purchasing Budgetary
Unit maintenance
UPOPBU 1 PROD Purchasing Budgetary Unit maintenance - PBU MM/DD/YY HH/MM
Command: Action: X Req: : PO: : TA:
Budgetary Unit: XXXX
-------------------------------------------------------------------------------
Action: V Budgetary Unit: XXXX 9999 Screen 1 of 1
Buyer ID: XXXXXXXX XXXXXXXXXXXXXXXXXXXX
A/P Problem Invoice Fax No: 9999999999
BU 'Auto PO' Limit: 9999
Network Printer: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Comment:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Entered: MM/DD/YY Last Updated: MM/DD/YY By: XXXXXXXX XXXXXXXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode NextR
Please enter new key fields
|
The following sections describe the PBU (Purchasing Budgetary Unit maintenance) function:
Note: The Buyer ID NO-BUYER will be assigned as a default so requisitions that are not assigned a buyer can be accessed for reassignment using that ID. In all references to the BU, the modifiable Budgetary Unit number assigned by the creator of the requisition will be used.
The following data items are maintained by Purchasing:
| View | {V} |
| Add | {A} |
| Update | {U} |
| Copy | {C} |
| Delete | {D} |
| LBUB | List BU/Buyer by BU |
| LBBB | List BU/Buyer by Buyer |
| REQH | Requisition Header maintenance |
Figure 36. Data Entry Screen -
POH
All entries are valid, press PF10 to Save
UPOPOH 1 DEMO Purchase Order Header - POH 11/15/96 10:22
Command: Action: A Req: R000706 : PO: : TA:
-------------------------------------------------------------------------------
Action: A Req No: R000706 PO No: Bid No:
Status: P In Process Blkt: N PO Type: RE
Purch Cd: SO Small Order PO Max: 400.00
BU: AVCB ASSO VICE CHAN BUSIN PO Amount:
Buyer ID: DONNAC Donna Carter Freight:
Requestor: Karen Walls Tax:
Phone: 501/575-1234 PO TOTAL:
Ship To: ABTC-000 Bill To: AVCB-002 Invoiced Sum:
Vendor ID: 100581-01-001 USSSA Softball Conference
Contact Name: Phone:
Handling Code: P Hold For:
Sales Tax ID: Contract:
Constr (Y/N): N MOF: Delivery Cd: Del Dt:
Follow Up Cd: Follow Up Date for 'Other' Code:
Expect Close Dt: PO Effect Dt: PO Expire Dt:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit RStrt Text Save
--------------------
|
Figure 37. Decode Window -
POH
Buyer: XXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Vendor Name: +XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Vendor Addr: +XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
+XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
+XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
City:+XXXXXXXXXXXXXXXXXXXXXXXXX State:+XX Zip:+XXXXXXXXXX XXXXXXXXXXXXXXXXXX
Expected PO Close Date: 99/99/9999 Reference ID: XXXXXXXX
PF3 = Quit
|
The following sections describe the POH (Purchase Order Header) function:
The POH (Purchase Order Header) function provides the facilities for viewing a PO header, creating a PO from a requisition, (with the exception of Req Types of IR and IB) and updating PO header information, including Status changes.
POH will be available to all campus users, but with the following limitations:
| View | {V} |
| Add | {A} |
| Update | {U} |
On an Add and an Update in which the PO header has not been set to O the following fields are modifible for a PO Type of RE.
Once the PO Header has been set to O (open), the following fields are modifiable on an Update for a PO Type of RE.
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform functions related to purchase orders. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| POH | Purchase Order Header |
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.
Figure 38. Data Entry Screen -
POL
6001067:001 displayed; please enter new key fields
UPOPOL 1 Purchase Order Line - POL 07/18/96 12:51
Command: Action: V Req: : PO: 6001067 : 1 TA:
Bid No: : Build From Bid:
-------------------------------------------------------------------------------
Action: V Req No: R000133 : 1 PO No: 6001067 : 1 Bid No: :
Contract: :
Vendor Name: Mid America Arts Alliance PO Max: 137.50
PO Amount: 125.00 PO Freight: PO Tax: 8.12
Status: O Commodity Cd: 8015
Desc: Name Badges - 3 1/2" x 2" See attached Vendor Itm No:
Qty: 25.000 UM: EA Unit Price: 5.00000 Ext Price: 125.00
Item Packed Qty: Item Freight:
Item Tax: 8.12 Tax Exempt Cd:
Item Category: Item Object Cd: Dept Stock No:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode NextR EDesc CCC
|
Figure 39. View Cost Center
Distribution
--CCC No--------------Name------------------------%-----Amount-----Category-PR 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX 9999-99999-99-9999 XXXXXXXXXXXXXXXXXXXXXXXXXXXX 999 99,999,999.99 XXXXXXXX XX |
The following sections describe the POL (Purchase Order Line) function:
| View | {V} |
| Add | {A} |
| Update | {U} |
| Delete | {D} |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform functions related to purchase orders. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| POH | Purchase Order Header |
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.
Figure 38. Data Entry Screen -
POLA
UPOPOLA Purchase Order Line Add - POLA 08/18/02 12:51
Command: Action: A Req: : 2 PO: 6096699 : 4 TA:
-------------------------------------------------------------------------------
Action: A PO No: 6096699 : 4 Req No: 54588 : 2 Last Line on PO: 3
Vendor Name: Mid America Arts Alliance
PO Type: RE Regular PO BU: BASI Basis
Requestor: Donna Carter Requestor Phone: 479/575-8414
Desc: Name Badges - 3 1/2" x 2" See attached Vendor Itm No:
Qty: 25.000 UM: EA Unit Price: 5.00000 Extension: 125.00
Item Packed Qty: Item Freight: Item Tax:
Total w/Freight and Tax:
Commodity Cd: Item Category: Item Object Cd:
Dept Stock No: Tax Exempt Cd: Payment 1099 Cd:
--CCC No--------------Name-----------------%---------Amount---Category PR
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit NextR EDesc CCom
|
The following sections describe the POLA (Purchase Order Line - Add) function:
| View | {V} |
| Add | {A} |
Figure 40. 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:
This function will also be utilized by individuals designated in Business Affairs to cancel internal requisitions when the need arises.
| View | {D} 26 |
| Update | {U} 27 |
| G | Awaiting generation of a completed Auto PO |
| H | Awaiting generation of an in process PO |
| X | Cancelled |
| B | Bid In Process (FUTURE) |
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.
By accessing PF9 the following screen will be displayed.
Figure 41. 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.
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.
| PURL | Purchasing Update to Requisition Line |
| REQH | REQuisition Header |
| REQL | REQuisition Line |
| REQT | REQuisition Target Processing |
Figure 42. 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
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The following sections describe the PURL function.
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.
| View | {V} |
| Update | {U} |
The following data may be accessed during this function.
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:
| PURH | Purchasing update Requisition Header |
| REQH | Requisition Header |
| REQL | Requisition Line |
| REQT | Requisition TARGET Processing |
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.
Figure 43. UMM - Unit of Measure
Maintenance
UPOUMM 1 Unit of Measure table Maintenance - UMM MM/DD/YY HH/MM
Command: Action: X Req: : PO: : TA:
Unit Of Measure: XXX
-------------------------------------------------------------------------------
Action: X Item Unit Code: XXX
Code Description Entered Updated User ID
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
XXX XXXXXXXXXXXXXXXXXXXXXXXXX MM/DD/YYYY MM/DD/YYYY XXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit Forwd
Please enter an Item Unit Code
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The following sections describe the UMM (Unit of Measure Maintenance) function.
The UMM (Unit of Measure Maintenance) function is used by the Purchasing Office to view, update, delete, and add unit of measure codes. These codes are used by the REQL, BIDL, CONL, and POL to validate unit of measure codes.
| View | {V} |
| Add | {A} |
| Update | {U} |
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| REQL | Requisition Line |
| BIDL | Bid solicitation Line |
| CONL | Contract Line maintenance |
| POL | Purchase Order Line |
Figure 44. VARD - Vendor Address
Related Data maintenance
101251-01-001 displayed; please enter new key fields
Next Record after 101250-01-001 retrieved VARD 05/06/97 11:10
Command: Action: V PO: 6002118 Vendor: 101251-01-001
-------------------------------------------------------------------------------
Action: V Vendor: 101251-01-001 J & W Scientific
Addr: 91 Blue Ravine Road Added:
10/03/96 11:25
By: DKEITH
City: Folsom State: CA
Zip: 95630 Country:
Addr Type: R O B
Fax: 9169851101 Phone: 800/223-3424
CONTACTS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Name: Phone: Added:
email: Type: 10/03/96 11:25
By: DKEITH
Name: Phone:
email: Type:
Name: Phone:
email: Type:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode NextR
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The following sections describe the VARD (Vendor Address Related Data) maintenance
| View | {V} |
| Update | {U} |
| Copy | {C} |
The Addr Type, Fax, Phone, and Contact information can be updated.
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
The following commands perform processing functions related to the VARD function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
| V | Vendor maintenance |
| VA | Vendor Address maintenance |
| PV | Proposed Vendor |
| PROPV | PROPosed Vendor entry facility |
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.
Figure 45. Data Entry Screen -
VCIM
UPOVCIM 1 DEMO Vendor Commmodity class Item Maintenance - VCIM MM/DD/YY HH/MM
Command: Action: X Req: : PO: : TA:
Vendor: 999999-99-999 Commodity Class: 999
-------------------------------------------------------------------------------
Action: X Vendor: 999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Screen 1 of 2
Commodity Class: 999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
--------------------------Commodity Class Items--------------------------------
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 99 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Updated: MM/DD/YY By: XXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
Help Suspd Quit DCode RStrt Dflt NextS Save
Please enter new key fields
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The following sections describe the VCIM (Vendor Commodity class Item Maintenance) function.
| View | {V} |
| Add | {A} 30 |
| Update | {U} |
| Copy | {C} 31 |
Because the data being maintained is on the Vendor file and could be in any one of 80 PE occurrences, a "pre-read" of the file is performed. Whether the Class exists for the given vendor and the occurrence number it exists in is determined before the DBV read is performed. A variable is set in the pre-read and utilized in the LDA as the occurrence number on the DBV structure. After that read is performed, all references to the PE occurrence must be referenced relative to their position in the found set - not the database structure. In this case all references are "1".
Items are sorted for presentation when the record is first accessed for presentation purposes. The record must be re-accessed to be re-sorted after changes have been made.
| Suspend | Using the PF2 (Suspd) to suspend to related functions. |
| CCI | Commodity Class Item maintenance |
| LCCN | List Commodity Class items by Number |
| LCCK | List Commodity Class items by Keyword |
| LVCI | List Vendors with a Commodity class Item |
| LCCV | List Commodity Classes for a Vendor |
A new Vendor Commodity Class Item may be created by copying all information from a screen which results in an Action A after pressing PF10. The entry can then be modified as needed before saving it as a new Vendor Commodity Class Item.
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