The functions and lists associated with the UPS (University Procurement System) application, relating to the processes of using a State of Arkansas Procurement Card, Fuel Card or other Credit Cards that may be implemented, are defined on the following pages.
Figure 1. EBusiness Partners Screen -
EBP
UPOEBP 1 DEMO EBusiness Partners - EBP 3/14/02
Command: Action: V Req: : Vendor:
===============================================================================
Action: V Vendor #:142764 Name #: 2 Staples Business Advantage
MAD Record Type: EBP Addr #: 2 Dept: ROC
Hartford CT 06150-0851
E-Partner Code: STAPLES
E-Business Name: Staples Business Advantage Status: A (Active)
Authorization ID Type:
Administrator Group (TARGET Criterion Value): 1 (Office Supplies)
Restrictions:
Codes:
Amt/No:
--------Period---------- Cut-Off Payment
Begin End Date Date
06/01/2002 06/30/2002 07/24/2002 07/25/2002
07/01/2002 07/31/2002 08/24/2002 08/25/2002
Added on:
Updated by: on
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12--
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The following sections describe the EBP - EBusiness Partners function:
The EBP (EBusiness Partners) function provides the facility for an individual within the Office of Business Affairs to View, Add, and Update, eBusiness partners contracted with the University of Arkansas to electronically feed the University of Arkansas, invoices for purchases made by individuals who have been given Procrurement Authorization to make such purchases.
This table is maintained by an individual within Business Affairs, knowledgeable in the process of Procurement Authorization creation and processes.
Information maintained here includes:
| View | {V} |
| Add | {A} |
| Update | {U} |
Figure 1. Procurement Authorization Screen -
PA
UPOEBPA 1 DEMO Procurement Authorization - PA 2/27/02
Command: Action: A Req: : PO: : TA:
Employee ID: 116163 Vendor ID: 155983-01-002 Date:
===============================================================================
Action: A Employee: 116163 Carter, Donna Lee Screen 1 of 1
BU: AVCB Asso Vice Chan Busin Title: Project/Program Specialist
Campus Phone: 479/575/8414 E-mail Addr: dcarter@uark.edu
E-Business Partner: Staples Business Advantage
Effective Dates: From through Initiated:
Approved:
================================================================================
Tracking BU: BASI PA Status:
Monthly Credit Limit: 99999999.99
Single Transaction Limit: 99999999.99
Number of Transactions per day: 999
================================================================================
Default Cost Center: 0102-02030-61-0000 Default Category: Supplies PR: XX
Comm: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12--
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The following sections describe the PA (Procurement Authorization) function:
The Procurement Authorization function (PA) is the TARGET transaction facility for requesting, approving, and establishing authority for University of Arkansas employees to make purchases on behalf of the university from certain vendors who have a particular relationship with the university, known as an eBusiness partnership. A separate effective dated Authorization is required for each individual for each e-Business partner. Data related to the Authorization is maintained through this function and through the PAPC (Procurement Authorization Preapproved Cost centers) function.
After an Authorization has been approved, the individual will be assigned a unique identification and will be sent an e-mail notification. Details related to required training and to receipt and activiation of procurement cards, purchaser identification, and any associated passwords will vary depending upon the e-Business vendor. Although restricted by any limitations associated with a particular Authorization, the individual will be authorized to purchase goods and services from the specific vendor without the requirement of a purchase order number.
Although approval may be granted for expensing eBusiness purchases made on a particular Authorization to multiple company cost centers, each Procurement Authorization requires entry of a single company cost center to be used as a default cost center for the expense. Initial authorization requests will be routed based on this cost center using the TARGET criteria CBCC (Comapny, Budgetary unit, Cost Center number) - Materiality.
If updating the Status from an 'I' or 'A' to an 'X', the transaction will only route to the appropriate Review Group - Administrator for approval.
If changing the default cost center or category, the transaction will route to the appropriate CBCC group - Materiality.
If updating the Status from an 'X' to an 'A', the transaction will route to the appropriate CBCC group - Materiality, with the 'administrator' of the appropriate review group for the particular eBusiness Partner being final approver.
| View | {V} |
| Add | {A} |
| Update | {U} |
| Delete | {D} |
This function allows a Procurement Authorization to be requested for an employee. There are specific vendors identified in which Procurement Authorizations may be requested. These vendors are referred to as 'eBusiness Partners'. Currently the eBusiness Partner available for use is Staples. Other eBusiness Partners to be included in the near future are: VWR Scientific, US Bank, FuelMan, and others as identified.
In order to do business with one of our eBusiness Partners, the individual for whom the authorization is requested must be a University employee. This also includes hourly employees as long as they have an active wage rate on file. If the employee has been assigned a position in PSB, the position number will be displayed. If the employee is an hourly employee, the words 'HOURLY EMPLOYEE' will be displayed.
Once approved, depending on the eBusiness Partner selected, an individual will receive either a Procurement Card, or a unique Customer ID (Procurement ID) and password to access a site in which to purchase goods.
Once the Emp ID and Vendor ID have been entered in the banner, the information related to the employee will be displayed, along with the name of E-Business Partner as defined in the EBP table.
Procurement Authorizations are Effective Dated. This means that each time a Procurement Authorization is created or 'updated', the system will create a separate record. For Example: A PA is created for Donna Carter with Staples. This creates an effective dated record. The PA is then updated at some point and cancelled. This creates another effective dated record. At some point, Donna Carter wants to again have a PA with this particular vendor. The original canceled PA will be updated and the Status will be changed to an 'A'(reflecting that a PA is now being requested again). This creates another effective dated record for this employee/vendor combination.
The LAST record created will always have a through date of 12/31/2099.
Figure 1. Procurement Authorization Preapproved Cost centers Screen -
PAPC
UPOEBPA 1DEMO Procurement Authorization Preapproved Cost centers - PAPC 2/27/02
Command: Action: A Req: : PO: : TA:
Emp ID: 116163 Cost Center: 0402-05103-00-1975
===============================================================================
Action: A Cost Center: 0402-05103-00-1975 (description)
From: 02/27/02 Thru: 06/30/03
Emp ID: 116163 Carter, Donna Lee
BU: AVCB Asso Vice Chan Busin
Title: Project/Program Specialist (HOURLY EMPLOYEE)
Email Address: dcarter@uark.edu Campus Phone: 479/575-8414
================================================================================
Status:
Default Category: Supplies
Approving this transaction is authorizing this cost center to be used to
distribute costs of goods purchased by this individual with eBusiness
Partners contracted with the University of Arkansas, until such time as
the cost center becomes inactive.
Comm: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12--
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The following sections describe the PAPC (Procurement Authorization Preapproved Cost centers) function:
The PAPC (Procurement Authorization Preapproved Cost centers) function is the TARGET transaction facility for requesting, approving, and maintaining authority to distribute expenses to a certain company cost center for purchases made by a particular university employee from e-Business Partners for which the employee has a Procurement Authorization. The authority for distributing expenses to this company cost center is maintained until such time as it is removed from the employee's list. WE MAY ADD A STATUS HERE, NOT SURE
The transaction to establish the authority to distribute expenses to a particular company cost center will be routed based on the TARGET cirteria CBCC (Company, Budgetary unit, Cost Center number)- Materiality chain.
| View | {V} |
| Add | {A} |
| Update | {U} |
| Delete | {D} |
Figure 1. Procurement Authorization Administrator Screen -
PAA
UPOPAA 1 DEMO Procurement Authorization Administrator - PAA 3/6/02
Command: Action: A Req: : PO: : TA:
Emp ID: 116163 Vendor ID: 155983-01-002 End Date:
===============================================================================
-------------Employee Info-----------------
Employee: 116163 Carter, Donna Lee Screen 1 of 1
BU:AVCB Assoc Vice Chan Busin Title: Project/Program Specialist
Campus Phone:479/575-8414 E-mail Addr: dcarter@uark.edu
E-Business Partner: Staples
Effective Dates From: Through:
------------------------Procurement Authorization Info-----------------------
Procurement Authorization ID: PA Status:
Monthly Credit Limit: 99999999.99 Tracking BU:
Single Transaction Limit: 99999999.99
Number of Transactions per day: 999
-----------------------------Cost Center Info---------------------------------
Default Cost Center: 0102-02030-61-0000 Default Category: Supplies PR: XX
Comm: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12--
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The following sections describe the PAA (Procurement Authorization Administrator) function:
The PAA (Procurement Authorization Administrator) function provides the facility for the 'administrator' within the Office of Business Affairs to update an employee's Procurement Authorization in order to add the Procurement ID, change the Status, updating credit limits, or to simply document issues relating to that particular account.
Updates to credit limits and number of transactions per day will only be applicable to Procurement Authorizations with an e-Business Partner where PA Restrictions have been entered on the EBP table.
There is also the ability of emailing the employee the Procurement ID, along with other information regarding training, etc.
| View | {V} |
| Update | {U} |
| A | Approved - Approved; awaiting Authorization Number |
| I | Authorization Issued & Active |
| X | Authorization Cancelled |
| S | Authorization Suspended |
This function allows an eBusiness Partner administrator within the Office of Business Affairs to update a Procurement Authorization in order to document issues, add a Procurement ID, and when updating a Procurement Authorization related to a P-Card, the administrator will have the ability of modifying the Credit limits and transaction amounts.
Once a Procurement Authorization is approved by the appropriate CCC managers, the Status will become an 'A' (Approved; awaiting Authorization Number). The 'administrator' for the e-Business Partner will access the list function LPSV - List Procurement ids by Status for a Vendor to find those Procurement Authorizations that require further processing. In most cases the 'administrator' will be looking for those Procurement Authorizations (PA) with a Status of 'A', but the other Status' are available for listing. For example: If the 'administrator' wants to see all of the Procurement Authorizations that have been suspended, this could be accomplished by entering the Status of 'S' in the banner.
If the e-Business Partner utilizes the employee's User ID as the Procurement ID, this will be entered in the Procurement ID field.
If the e-Business Partner utilizes a credit card number or other identifier that is created by the e-Business Partner, that number will be entered in the Procurement ID field.
Figure 1. UPJSPAE - Extract new PA IDs issued for Staples
UPJSPAE 1 PROD JOB Submission - JOBS 5/2/02
Command: Action: S Req: : PO: : TA:
Job: UPJSPAE
===============================================================================
Action: S Job: JPJEBO
Desc: Extract new PA IDs issued for Staples since the last run time.
ATTENTION: The FTP services MUST be up and running on the target PC.
File Destination IP Address: 999.999.9.999
FTP ID:
FTP Password:
PC File Name:
(FILENAME.EXT)
Report Output Destination ID:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12--
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The following sections describe the UPJSPAE - Jobs function:
This JOBS function allows the user within the Office of Business Affairs to create an FTP extract of data from a combination of a PA with a Status of A and the employee file. This FTP extract will then be uploaded within Business Affairs to an excel spreadsheet and emailed to the appropriate e-Business Partner in order to setup employees within their system with access to order goods.
| View | {V} |
| Submit | {S} |
Figure 1. LPAE - List Procurement Authorizations for an Employee
Select an entry, or enter new keys
UPOLPAE 1 PROD List PA's for an Employee (opt Vendor) - LPAE 05/06/02 10:00
Command: Action: V Req: : PO: : TA:
Employee ID: 120678 Vendor No: 142764-02-002 Date: 04/06/2002
------------------------------------------------------------------------------
Procurement Authorizations for Emp: 120678 Forbes, Debbie J.
Starting from Vendor: 142764 Staples
Vendor No. & Name Begin Date End Date St Tracking Budgetary Unit
------------------------------------------------------------------------------
_ 142764 Staples 04/29/2002 04/29/2002 A AVCB Asso Vice Chan Busin
_ 142764 Staples 04/30/2002 12/31/2099 I AVCB Asso Vice Chan Busin
PA Record 1 through 2
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LPAE List Function:
The LPAE - List Procurement Authorization for an Employee list will show you all of the RECORDS for a specific employee for a given period of time. This list may be further defined by vendor, if you choose to put a vendor id in the banner. If you leave the Date to be the current date, you will only see the records with an effective date through 2099, which is the current record.
If you back the date up, you will see all 'effective dated records' from the date you entered in the banner through the current 2099 effective dated record.
All users will have access to this list facility
This list is an excellent tool to use if you want to look at the records associated with a particular employee. A 'history' of the 'effective dated records' is available to view.
If you press PF2 after selecting one of these records, the BASIS system takes you directly to the PA function.
Figure 1. LABU - List procurement Authorizations for a BU
Select an entry, or enter new keys
UPOLABU 1 PROD List PA's for a Budgetary Unit - LABU 05/06/02 10:00
Command: Action: V Req: : PO: : TA:
BU: AVCB Employee ID: 120678 Vendor No: 142764-02-002 Date: 04/06/2002
------------------------------------------------------------------------------
List Procurement Authorizations for BU: AVCB Asso Vice Chan Busin
Employee Name Vendor Name St Begin End
-------------------------------------------------- -------- ----------
_ Berger, Tyra Agnes Staples I 05/02/02 12/31/99
_ Eaves, Jane T. Staples I 05/02/02 12/31/99
_ Ferguson, Ellen Ann Staples A 05/06/02 12/31/99
_ Forbes, Debbie J. Staples I 05/06/02 12/31/99
_ Friend, Eric E Staples A 05/07/02 12/31/99
PA records 1 through 5
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LABU List Function:
The LABU - List procurement Authorizations for a BU list will show you all of the Procurement Authorizations for a specific Budgetary Unit. This list will only display the current 2099 record for each employee that has a Procurement Authorization, regardless of Status, for the BU you placed in the banner.
The records displayed on this list are the current 2099 records along with any future dated records.
All users will have access to this list facility
This list is used to show ALL Procurement Authorizations, regardless of Status, for the BU you selected in the banner.
The list is displayed in Employee Name order and also displays the Vendor Name associated with a particular PA. It is important to note that an employee may have multiple Procurement Authorizations (PAs), but only one PA per employee/vendor combination.
This list also displays the Status associated with a particular employee's Procurement Authorization with a vendor.
This list only displays the current 2099 record associated with an employee/vendor combination.
Figure 1. LTEV - List Txns for an Employee by Vendor
Select an entry, or enter new keys
UPOLTEV 1 PROD List Txns for an Employee by Vendor - LTEV 05/06/02 10:00
Command: Action: V Req: : PO: : TA:
Employee ID: 120678 Vendor ID: Date: 04/06/2002
------------------------------------------------------------------------------
List Transactions for Employee: 119196 Jones, Karen M.
Starting from Vendor:
----------Vendor Information---------- ----Transaction Information----
Cmd Number Name Request Act Status & Time
=== ====== ============================ ======= === ==================
_PA 142764 Staples DFORBES A E 04/30/2002 07:46
_PA 142764 Staples COBERG U E 05/06/2002 11:33
_PA 142764 Staples DONNAC U W 05/03/2002 13:38
_PA 142765 U.S. Bank DFORBES A E 04/30/2002 07:46
Transactions 1 through 4
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LTEV List Function:
The LTEV - List Txns for an Employee by Vendor list will show you all of the transactions that have been created for a specific employee. This list can be further defined by selecting a Vendor ID as a starting point. If you leave the Vendor ID 'blank' all transactions for all employee/vendor combinations will be displayed.
All users will have access to this list facility
This list is used to show ALL transactions for a particular employee. If a Vendor ID is selected in the banner, the list will start from the vendor number selected.
The list will display the transactions created from the PA function along with the User ID of the person who initiated the transaction.
The Action used on PA is displayed along with the transaction Status.
Figure 1. LPSV - List Procurement IDs by Status f/ a Vndr
Select an entry, or enter new keys
UPOLPSV 1 PROD List Procurement IDs by Status f/ a Vndr 05/08/02 12:00
Command: Action: V Req: : PO: : TA:
Status: A Employee ID: Vendor No: 142764-02-002 Date: 05/08/2002
------------------------------------------------------------------------------
List Procurement IDs with a Status: A
Issued for Vendor: 142764 Staples Business Advantage
St Procurment ID Employee Name BU Cd Approved
-- -- ------------- -------------------------- ----- ---------------
_ A Carter, Donna Lee BASI 05/06/2002 11:33
_ A Forbes, Debbie AVCB 05/06/2002 13:25
_ A Oberg, Connie AVCB 05/08/2002 09:16
PA Records 1 through 3
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LPSV List Function:
The LPSV - List Procurement IDs by Status f/ a Vndr list will be utilized by specific individuals within the Office of Busines Affairs to list by Status and Vendor, all employees with Procurement Authorizations, along with their Procurment IDs, if applicable.
Only specific users within the Office of Business Affairs will have access to this list facility due to the Procurement ID being available for viewing from this list.
The records displayed from this list are the current 2099 records along with any future dated record.
This list is used to show ALL Procurement IDs for a specific Status and Vendor combination.
Those PAs with a Status of 'A' will not have Procurement IDs assigned yet and will therefore have no Procurement ID in this field.
Business Affairs will access this list when updating a PA in order to assign the Procurement ID and to also change the Status of the PA.
Once the employees are marked, by pressing PF2, the system will take the user directly to the PAA function in order to assign the Procurement ID and change the Status of the PA record.
Figure 1. LECE - List Echg vendor & Cutoff Dates for Emp
Select an entry, or enter new keys
UPOLECE 1 PROD List Echg vendor & Cutoff Dates for Emp 05/08/02 12:00
Command: Action: V Req: : PO: : TA:
Employee ID:116163 Vendor ID: Date: 05/08/2002
------------------------------------------------------------------------------
List of eCharge Vendors and Cutoff dates on or after: 05/08/2002
for Emp: 116163 Carter, Donna Lee
Vendor Approval Number of
Cmd No. Name Cutoff Charges
_ LEEV 142764 Staples 05/15/2002 1
_ LEEV 142764 Staples 06/15/2002 1
Vendor/Cutoff Dates 1 thru 2
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LECE List Function:
The LECE - List Echg vendor & Cutoff Dates for Emp list will display any charges incurred by an employee on or after the date that was entered in the banner.
The list displayed will show the Vendor along with the cutoff date of when these charges either were or will need to be approved. It is important to note that this list displays any charges regardless of whether or not these charges have been approved.
All users will have access to this list facility.
This list will display, for a specific employee, any charges made from an eBusiness Partner, along with the cutoff dates for which approval was due, on or after the Cutoff Date entered in the banner.
This is a great list to use in those instances when you would like to go back and review charges made by an employee. By putting a Cutoff Date in the banner that is prior to when the employee would have been making charges, you will see everything purchased by an employee, regardless of whether the charges have been approved or not.
Figure 1. LEEV - List Echrges for an Emp, Vendor & Date
Select an entry, or enter new keys
UPOLEEV 1 PROD List Echrges for an Emp, Vendor & Date 05/09/02 07:58
Command: Action: V Req: : PO: : TA:
Employee ID:116163 Vendor ID: 142764-02-002 Cutoff Date: 05/08/2002
------------------------------------------------------------------------------
List of eCharges for Emp: 116163 Carter, Donna Lee
Vendor: 142764 Staples Business Advantage
& Approval Cutoff: 05/15/2002
Item Tax & Approv
AP ID Line Received Ticket# Costs Freight Code Stat
_ 422978 7 04/27/2002 3019782315 9.00 0.45 U I
Suspend to Cmd: EIC
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LEEV List Function:
The LEEV - List Echarges for an Emp, Vendor & Date list will display any charges incurred by an employee with a particular eBusiness Partner that have the Cutoff Date entered in the banner, regardless of whether or not those charges have been approved or not.
In most cases the user will have first gone to the list function LEEB or LECE and then suspended to this list.
This list will display the AP ID that was assigned to the download of charges for the entire U of A campus along with the line of the invoice that relates to this particular charge. The Received Date, prepopulated by the download, Ticket number, cost of order, tax and freight, along with Approval Code of 'U' (if the order has not been approved yet) and Invoice Status of 'I', if approval has not taken place are also displayed.
All users will have access to this list facility.
This list will display all orders for an employee/vendor combination for the Cutoff Date entered in the Banner.
In most instances you will suspend to this list from the LEEB or LECE function, but you can go directly to this list if so choose to.
Figure 1. LEBV - List unapprov. Echg dates & BUs for Ven
Select an entry, or enter new keys
UPOLEBV 1 PROD List unapprov. Echg dates & BUS for Ven 05/09/02 07:58
Command: Action: V Req: : PO: : TA:
Vendor ID: 142764-02-002 Cutoff Date: 05/10/2002
------------------------------------------------------------------------------
List of cutoff dates and BUs with unapproved charges
for Vendor: 142764 Staples Business Advantage
on or after: 05/10/2002
Approval Number of
Cmd Cutoff __________Budgetary Unit________________ Charges
_ LEEB 05/15/2002 BASI Basis 1
_ LEEB 06/15/2002 AVCB Asso Vice Chan Busin 5
_ LEEB 06/15/2002 BASI Basis 1
Cutoff Dates/BUs 1 thru 4
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LEBV List Function:
The LEBV - List unapprov. Echg dates & BUs for Ven list will display all Budgegtary Units who have unapproved charges for a particular vendor on or after the Cutoff Date specified in the banner.
All users will have access to this list facility.
This list can be used to see ALL Budgetary Units who have unapproved charges for a particular eBusiness Partner along with the Cutoff Dates for approving these charges. The number of charges that need to be approved will also be displayed for each Budgetary Unit represented.
This list is also a great tool to use when you would like to quickly find out the Cutoff Dates for a particular eBusiness Partner.
Figure 1. LEEB - List Emps w/unapp. Echgs for vend, dt & BU
Select an entry, or enter new keys
UPOLEEB 1 PROD List Emps w/unapp. Echgs or vend, dt & BU 05/09/02 07:58
Command: Action: V Req: : PO: : TA:
Vendor ID: 142764-02-002 Cutoff Date: 05/15/2002 BU: AVCB
------------------------------------------------------------------------------
List Employees with unapproved eCharges for Staples Business Advantage
Approval Cutoff 05/15/2002 and BU: AVCB Asso Vice Chan Busin
Number of
Cmd Emp ID Name Charges
_ LEEV 120678 Forbes, Debbie J 1
_ LEEV 143941 Oberg, Connie A 1
Employees 1 thru 2
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LEEB List Function:
The LEEB - List Emps w/unapp. Echgs for vend, dt & BU list will display all employees for a particular BU who have 'unapproved' charges for a given Cutoff Date specified in the banner.
This should be that starting list a user will go to when getting ready to approve echarges for their particular BU. Once you get to this list by simply pressing marking the names and pressing PF2 (Suspd) the system will take you to next list in the approval process.
All users will have access to this list facility.
Once the Cutoff Date for a particular month has been located, (EBP will tell you immediately the Cutoff Date for a particular month for a vendor, you will access this list to see a list of ALL employees within your BU for a particular vendor, have incurred charges.
Mark each employee listed and press PF2 (Suspd). The system will then take you to the list function - LEEV, where you will then see a list of the charges for each employee. Mark each charge and then press PF2 (Suspd). The system will then take you to the EIC function where you will then approve the charges for a particular employee. As you save each approval, the system will then pull up the next charge in the list.
Figure 1. LEVB - List unapprov. Echgs for vend, dt & BU
Select an entry, or enter new keys
UPOLEVB 1 PROD List unapprov. Echgs or vend, dt & BU 05/09/02 07:58
Command: Action: V Req: : PO: : TA:
Vendor ID: 142764-02-002 Cutoff Date: 05/15/2002 BU: AVCB
------------------------------------------------------------------------------
List of unapproved eCharges for Vendor: 142764 Staples Business Advantage
Approval Cutoff 05/15/2002 and BU: AVCB Asso Vice Chan Busin
Item Tax &
AP-ID Line Emp ID Received Ticket # Costs Freight
_ 422978 4 120678 04/26/2002 30000000014 -3.83 -1.28
_ 422978 5 143941 04/26/2002 30000000015 6.11 0.57
Suspend to Cmd: EIC
eCharges 1 thru 2 of 2 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LEVB List Function:
The LEVB - List unapprov. Echgs for vend, dt & BU list will display all 'unapproved' charges for a given BU and Cutoff Date specified in the banner.
This list displays the charges in a slightly different form than the LEEV list. Although the employees are listed, you only see their Emp ID, not their names unless you press the PF4 (DCode) key.
All users will have access to this list facility.
Once the Cutoff Date for a particular month has been located, (EBP will tell you immediately the Cutoff Date for a particular month for a vendor. You may use this list to quickly see all of the charges that your BU has incurred.
Mark each charge listed and press PF2 (Suspd). The system will then take you to the EIC function where you will then approve the charges for a particular employee. As you save each approval, the system will then pull up the next charge in the list.
Figure 1. LEAC - List Employees Authorized for a Cost center
Select an entry, or enter new keys
UPOLEAC 1 PROD List Employees Authorized for a Cost center 05/14/02 10:39
Command: Action: V Req: : PO: : TA:
Co Cost Center #: 0102-02030-61-0000
------------------------------------------------------------------------------
List of Employees Authorized for Co Cost Center# 0102-02030-61-0000
Cmd Emp ID Name BU
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_ PAPC 116163 Carter, Donna Lee AVCB (decode)
_ PAPC 114963 Dorre, Thomas Otto AVCF (decode)
_ PAPC 120678 Forbes, Debbie J. AVCB (decode)
_ PAPC 154654 Oberg, Connie J. AVCB (decode)
Employees 1 through 4 of 4 are displayed
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LEAC List Function:
The LEAC - List Employees Authorized for a Cost center list will display all employees who have been pre-approved to use the cost center indicated in the banner.
This list also displays BU associated with the Employee, NOT the Tracking BU. In the case of an hourly employee, the BU that will be displayed is the first BU on the file.
All users will have access to this list facility.
By accessing the PF1 help in the Cost Center field in the banner, you will utilize the same Cost center help routine used throughout our BASIS applications. Once you have located the appropriate cost center and pressed 'Enter' any employees currently pre-approved to use this cost center when distributing charges made with eBusiness Partners will be displayed.
This list will be very useful when a cost center is no longer going to be used and you need to find out what employees have currently been pre-approved to use it. Once your list is displayed, you can mark the entries and suspend to the PAPC function to delete the cost center associated with the Emp ID.
The PAPC function will be utilized when setting up a cost center for use by an employee.
Figure 1. LACE - List Authorized Cost centers for an Employee
Select an entry, or enter new keys
UPOLACE 1 PROD List Authorized Cost centers for an Employee 05/14/02 10:39
Command: Action: V Req: : PO: : TA:
Emp ID: 120678
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List of Co Cost Centers authorized for use by:
Emp ID: 120678 Carter, Donna Lee
Cmd Cost Center Begin Dt. Adj End Dt.
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_ PAPC 0102-02030-61-0000 Asso Vice Chan Bus 04/01/87 12/31/99
_ PAPC 0402-02131-81-0100 Decode of cost center 07/01/01 08/28/02
_ PAPC 0412-46545-18-5163 Decode of cost center 07/01/01 06/30/02
Cost Center 1 thru 3 of 3
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10---PF11---PF12-
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The following sections describe the LACE List Function:
The LACE - List Authorized Cost centers for an Employee list will display all cost centers that have been pre-approved via the PAPC function for use by the Emp ID displayed in the banner, for use in distributing charges for purchases made with eBusiness Partners.
This list will also display the Project Begin and End Dates associated with the cost centers displayed The Project Begin and End Dates are being pulled from the Cost Center Table located in DART.
All users will have access to this list facility.
By accessing the PF1 help in the Emp ID field in the banner, you will utilize the same employee help routine used in the other eBusiness functions. Once you have located the appropriate Emp ID and pressed 'Enter' any cost centers pre-approved for use from the PAPC function will be displayed.
This list will be very useful when determining what cost centers have been pre-approved for use by a specific employee. Once your list is displayed, you can mark the entries and suspend to the PAPC function for further action.
The PAPC function will be utilized when setting up a cost center for use by an employee.
If a Procurement Authorization has been created for an employee, the Tracking BU and PA Status will also be displayed for the 2099 record. NOTE: There is nothing to prohibit a PAPC from being created PRIOR to a Procurement Authorization being processed. If that happens, the PAPC will be of no use though until the Procurement Authorization for the employee has been submitted and approved.
Figure 1. EIC - Electronic Invoice Charge
AP ID:1011755 Entry#: 2 displayed; please enter new key fields
Suspended from LEEV EIC 01/29/03 15:09
Command: Action: V Req: : PO: : TA:
AP ID: 1011755 Rec/Inv Entry No: 2
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Action: V AP ID: 1011755 Rec/Inv Entry No: 2 D247
ePartner: 169138 US Bank BU: HOUS Cutoff: 02/24/03
Purchaser: 107264 Aiken, Lana Jo Housing
Ticket: Ordered: 01/17/03 Received: 01/17/2003
Merchant: TARGET 00014704 FAYETTEVILLE AR US
Posted: 01/20/2003 Reference #: 24164073018091014700858 MCC: 5310
Approval Code: U
Cmnt:
Item(s): 51.62 + Tax: 4.32 = PCard charge: 55.94
Co. Cost Center Center Description Category Pr Expense
0202 16000-00-0400 Maint 55.94
Cost Centers 1 thru 1 of 1 displayed; maximum allowed 10
Updated: by:
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
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The following sections describe the EIC Function:
The EIC - Electronic Invoice Charge Function
All users will have view access to this function. Users who have been given update access may modify these records.
The Electronic Invoice Charge (EIC) function provides the mechanism for a user to approve a specific downloaded charge from an eBusiness Partner.
This function also provides the ability for the user to re-distribute charges to other pre-defined and approved cost centers for a specific Emp ID.
Depending on the eBusiness Partner the user may be required to designate whether or not the charge included sales tax or designate that use tax should be paid. The user also has the option of designating that the charge was tax exempt.
If the eBusiness Partner provided Level III reporting, this information would be available for viewing by pressing a PF key. NOTE: There is nothing to prohibit a PAPC from being created PRIOR to a Procurement Authorization being processed. If that happens, the PAPC will be of no use though until the Procurement Authorization for the employee has been submitted and approved.
The way information is displayed is also dependent on the eBusiness Partner. For example: If approving a charge for office supplies, you will have a Ticket Number on the charge, where a PCard charge will not have one.
The office supply eBusiness Partner provides detail descriptions of the items purchased. The PCard provider does not.
Put office supplie validations
Put procurement card validations here