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! |
Please contact the Business Affairs Office at x5-2551 if you have any questions regarding the UPS reviewing process.
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.
UAMLOG University of Arkansas, Fayetteville 02/23/99 09:17 ------------------------------------------------------------------------------- ========== ======== N A T U R A L P R O D U C T I O N S Y S T E M ====--==== ===/====\=== ===\====/=== Welcome John C. Smith ===------=== You are working desk HELLO for ================ COMPUTING SERVICES. ============== ____________ Enter an application ID: ________ ============ ---------------------- UNIVERSITY of ARKANSAS ---------------------- __List applications with pending transactions. === 1871 === 12 transactions are pending review by HELLO. User assistance is available at 575-2905 weekdays from 8:00 to 5:00. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Fin Prof Color Mono Figure 1. The message line only appears when txns are pending
+---List Applications w/Txns Pending – LATP---+ | Select one application to logon | ith | Reviewer Desk: HELLO | esk HELLO for | ---------------------------------------- | s. | Pending transactions for Desk: HELLO | | | ion ID:____________ | Number Earliest Txn | | Application Cmd of Txns Pending Since | | _ HRLY-TS HTA 1 05/04/98 08:02 | | _ PSB PACT 2 05/04/98 09:07 | | _ UPS REQT 1 05/04/98 11:32 | | | with pending transactions. | Application/Cmds 1 thru 3 displayed | re pending review by HELLO. | | | PF1=Help PF3=Quit | -PF8---PF9---PF10--PF11--PF12--- | | +---------------------------------------------+ Figure 2. The LATP window.
-------------------------------------------------------------------------------------- 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
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:
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.
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.
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.
The following statuses may be selected when reviewing a transaction:
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.
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.
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.