UPS Reviewer's Quick Reference

May 1999

TARGET Commands in UPS

To initiate a BASIS command, you can select it from a menu or type the command in the Command field. Below are the commands that reviewers use in the UPS application:

Command Description
REQT Review a requisition
PODT Review a cost center (CCC) change to a PO line
POIT Review an increase in cost to a PO line
POHT Review an increase to the PO maximum
POLA Review a line added to a Purchase Order
TA Review a Travel Authorization
TRPO Review a Travel Related Purchase Order
PA Review a Procurement Authorization for eBusiness
PAPC Reviewing Pre-Approved Cost Centers for eBusiness
IPO Review an Internal Purchase Order change
UPAY Review a University Payment
LATP List Applications with Transactions Pending review
LTPR List Transactions Pending Review in the current application
FIN Finish/Sign-off
PROX Establish proxy authorization for your review desk
ARRP Assume Review Responsibility via Proxy
? or PF1 Display on-line HELP!

Phone Help

Please contact the Business Affairs Office at x5-2551 if you have any questions regarding the UPS reviewing process.

Function Keys

How to Know When You Have Transactions Awaiting Your Review

Your method of reviewing transactions awaiting your review will vary depending on whether you are initially logging into the system or whether you are already signed into a BASIS application.

  1. If you are initially logging into BASIS...
  2. If you are currently logged into the BASIS system...
    Note:  Now that requisitions are on-line and routed for electronic approval, it is very important that you continually check to see what transactions may have reached your desk for review during the day.
    There are two different methods.
    1. LATP - List Applications with Transactions Pending review
      • When you input the LATP command in the banner, while in any application, any transactions waiting on your desk are displayed along with the appropriate Application and Cmd.
      • See Figure 2 for an example, since this is the same window whether you access it from the logon screen or via the LATP command within an application.
    2. LTPR - List Transactions Pending Review
      • The LTPR function may be utilized if you are in a particular application (e.g., UPS) and want to see what transactions are waiting for your review within that application.
      • Input “LTPR” in the Command field and press Enter. If you have any transactions awaiting your review within this application, they will be displayed.
        Figure 3 is an example of what might be shown if you were signed into the UPS application.
        --------------------------------------------------------------------------------------
        List of pending transactions for Desk: HELLO in Applications: UPS
        
                    Action              
                    Num
          Cmd   --Requested--   Requestor - --------ID of Entity--------  Comm
        _ PODT    05/04/97  09:46  AVCF001  U  6001150:001
        _ REQT    05/03/97  13:28  DONNAC   S  6002091 Wal Mart
        _ POIT    05/01/97  15:37  DKEITH   U  6002092 Westlake Hardware
        _ POHT    05/01/97  13:51  TRAV01   U  6002093 Wal Mart
        
        Figure 3.  The LTPR window
        
      • Press the PF4 key to decode the Requestor ID.

    How to Review a Requisition

    If you have accessed the list of transactions requiring your review from the LTPR function, you can mark each of the transactions for the same command (e.g., all REQTs) and press the PF2 (Suspd) key. Once there, make sure the Action is R and press Enter. The suspend feature keeps the other requisitions in queue so that the next marked transaction is displayed each time you save (PF10) a review status.

    The following information is available for viewing/reviewing:

    At this point, the cursor is displayed in the Status field.

    If you do not need to review any additional information, you may now input the appropriate status in the Status field and press PF10 to save the reviewing activity. (See “Statuses Associated with Transactions” for more information.) The next selected transaction will be presented when PF10 is pressed.

    If you would like to review additional information prior to selecting a review Status, follow these steps:

    How to Review an Increase to the PO Max on a PO

    Periodically, the PO max on a PO may require an increase due to invoicing exceeding the amount allowed on the original PO. Modifications to the PO max may be made via the POHT function.

    From the POHT function, you can view the original PO total, the previous value of the PO max, and the proposed increase to that PO max.

    Your cursor will be positioned in the Status field. Select the appropriate review status and press PF10 to save. The transaction will then be routed to the next CCC manager on the approval chain, with the Purchasing Office being the final approver.

    How to Review an Increase in Cost to a PO Line

    The POIT function is utilized by a department in instances when an increase in quantity, amount, or freight is required to a PO line. This function is also used to decrease quantities, etc., but only those transactions which increase the $ amount are routed to CCC managers for approval.

    From the POIT function you can view the original line of the PO that is being modified.

    You will see the previous value of the fields being updated, along with the proposed modification.

    Your cursor will be in the Status field. Select the appropriate review status and press PF10 to save. The transaction will then be routed to the next CCC manager on the approval chain, with the Purchasing Office being the final reviewer.

    How to Review a Cost Center/Category Change to a PO Line

    Periodically, a department will need to modify the cost center and/or category distribution associated with a line or lines of a PO. This must be done prior to approval to pay by Disbursing.

    You will only see transactions that have resulted in an increase to the original cost center/category distribution.

    This process is accomplished on the PODT function.

    From the PODT function, you can view the PO line along with the cost center distribution associated with that line.

    The first five (5) cost center/categories associated with the line are displayed on the screen. If there are additional cost center/categories they can be viewed by pressing the PF12 (CCC) key.

    You can view the previous value along with the proposed modification to the cost center/category distribution.

    Your cursor will be positioned in the Status field. After selecting the appropriate review status, press PF10 to save.

    Statuses Associated with Transactions

    The following statuses may be selected when reviewing a transaction:

    How to Add a Transaction Comment

    To add a comment to a transaction, press the PF11 (Optns) key. Tab to the "Create a transaction comment" line and press Enter. A window will be displayed. Type your comments and press PF10 to save.

    When a transaction comment is required

    If you select a review Status of D or I, the system will require you to enter a transaction comment as an explanation to the person submitting the original transaction.

    How to know when there is a transaction comment

    A transaction comment may be included at any time. When transaction comments are included, there will be a C displayed on the transaction line next to the Status field.

     --------------------Txn action: U entered: 05/01/97 by: DONNAC  C Status:  P
    Action: V PO No: 6001150 : 1  Req No:  R002415 : 1    Status:  O Open
    Dept Rep ID:  DKEITH                         BU:  AVCB ASSO VICE CHAN BUSIN
    
    
    Figure 4.  The transaction line showing associated comments.
    

    Press the PF11 (Optns) key and select the "View transaction comment" line to read any comments associated with the transaction.