PURCHASING
USER GUIDE
October 2001
Information Services Customer Support Staff
North Carolina Community College System
200 W. Jones St.
Raleigh, NC 27603
Table of Contents
Table of Contents
About This Manual .................................................... vi
Chapter 1 Introduction ........................................... 1-1
About the Purchasing/Fixed Assets Module (CC.PI) .................... 1-2
Features of the Purchasing Module .............................................. 1-2
Environment ............................................................................... 1-2
Screen Formatting ....................................................................... 1-3
Special Input Strings .................................................................... 1-4
Menu Driven System ................................................................... 1-4
System Flowchart ....................................................................... 1-5
Accessing the Purchasing/Fixed Assets Main Menu ..................... 1-6
Chapter 2 Vendor/Commodity Processing ............. 2-1
Overview .................................................................................. 2-2
Accessing the Vendor/Commodity Processing Menu..................... 2-2
Vendor Maintenance/Inquiry ....................................................... 2-4 Table of Contents
Maintaining Existing Vendors ................................................... 2-5
Adding New Vendors ............................................................. 2-6
Vendor File Analysis ................................................................... 2-9
Annual Vendor Update .............................................................. 2-11
Commodity Listing.................................................................... 2-12
iii
Purchasing User Guide
Commodity Maintenance/Inquiry............................................... 2-13
Support Files ............................................................................ 2-15
Terms Maintenance/Inquiry ................................................... 2-16
GLBANK Maintenance/Inquiry ............................................ 2-18
F.O.B. Maintenance/Inquiry.................................................. 2-19
Ship-Via Maintenance/Inquiry ............................................... 2-21
Annual Vendor Purge ................................................................ 2-23
Rebuild Vendor Name Index..................................................... 2-25
Chapter 3 Requisition Processing .......................... 3-1
Overview .................................................................................... 3-2
Accessing the Requisition Processing Menu .................................. 3-2
Requisition Maintenance/Inquiry................................................... 3-4
Working with Existing Requisitions ........................................... 3-4
Adding New Requisitions ........................................................ 3-5
Requisition Detail Listing .............................................................. 3-9
Summary Requisition Listing....................................................... 3-10
GL Requisition Analysis ..............................................................3-11
Chapter 4 Purchase Order Processing ................... 4-1
Overview ................................................................................... 4-2
Accessing the Purchase Order Processing Menu .......................... 4-2
Purchase Order Maintenance/Inquiry .......................................... 4-4
Detail Purchase Order Listing...................................................... 4-6
Summary Purchase Order Listing ................................................ 4-7
Goods/Materials Received Reports ............................................. 4-8
iv
Table of Contents
Purchase Order Print .................................................................. 4-9
Purchase Order Purge .............................................................. 4-10
Outstanding Encumbrance Report .............................................. 4-11
Chapter 5 MBE/WBE/DBE Purchasing Report .... 5-1
Accessing the MBE/WBE/DBE Purchasing Report Process ........ 5-2
NOTE: The Fixed Assets process is not being used and was therefore not included
in this guide.
Table of Contents
v
Purchasing Operator's Guide
About This Manual
Purpose/Organization
This Purchasing Operator’s Guide is a reference guide to the Purchasing Module. The
guide provides information about menu selections, data entry and inquiry screens and
field entries.
Organization
The guide contains 5 chapters. Chapter 1 provides an introduction to the Purchasing /
Fixed Assets module and the remaining chapters correspond to the menu options from
the Purchasing / Fixed Assets menu. The chapters are briefly described below.
• Chapter 1 is an introduction to the Purchasing/Fixed Assets module.
This chapter discusses the Purchasing/Fixed Assets module including
it's objectives, features and environment. This chapter also itemizes the
functions of each of the menu items on the Purchasing/Fixed Assets
Master Menu.
• Chapter 2 examines the Vendor/Commodity Processing option. This
chapter provides vendor maintenance and inquiry, commodity mainte-
nance and inquiry.
• Chapter 3 explains the Requisition Processing option. Requisition main-
tenance/inquiry allows you to review and/or change existing requisitions
or add new requisitions. Other options allow you to sort the requisition
detail listing, the requisition summary listing and the general ledger req-
uisition detail analysis.
• Chapter 4 outlines the Purchase Order Processing option. Processes
included under this option are purchase order maintenance/inquiry, de-
tail purchase order listing, summary purchase order listing, goods/ma-
terials received reports, purchase order print, purchase order purge
and outstanding encumbrance report.
vi
About This Manual
• Chapter 5 explains the MBE/WBE/DBE Purchasing Report option. This option gener-
ates the monthly purchasing report.
NOTE: Colleges are not using the Fixed Assets programs, therefore, documentation on
thsese options has been omitted from the user guide.
Audience
This guide is intended for those responsible for entering and maintaining purchasing information.
PLEASE BE SURE YOUR CAPS LOCK KEY IS ON.
About This Manual
vii
Purchasing Operator's Guide
Typographical Conventions
The following typographical conventions are used in this guide:
Convention Explanation Example
UPPERCASE Names in uppercase APPLICANT
are file names.
Bold Words in bold type are Vouchers.
fields or menu options.
Words in boxes are Note: It is
marked for emphasis. possible to...
Brackets Words in brackets represent [RETURN],
keys on the keyboard. [ESC]
Single Quotes Letters or numbers enclosed in Enter an 'S' to
single quotes are field or command (S)ave
responses. Enter responses without
the quotes.
[RETURN] [RETURN] means the [RETURN] Use the arrow option
key, the carriage return, or the option press the
[ENTER] key. [RETURN] key.
Comments
Please send your comments and/or suggestions about this manual to:
Suzanne Baker
North Carolina Community College System
200 W. Jones St., Raleigh, NC 27603-1337
E-mail address: bakers@ncccs.cc.nc.us
Phone: (919) 733-7051 ext. 342
viii
Introduction
1
Chapter
Introduction
About the Purchasing / Fixed Assets Module (CC.PI) .......................... 1-2
Features of the Purchasing Module ....................................................... 1-2
Environment ............................................................................................1-2
Screen Formatting.................................................................................. 1-3
Special Input Strings .............................................................................. 1-4
Menu Driven System ...............................................................................1-4
System Flowchart ....................................................................................1-5
Purchasing/Fixed Assets Main Menu ........................................................1-6
Introduction
1- 1
Purchasing Operator's Guide
About the Purchasing / Fixed Assets Module (CC.PI)
The Purchasing / Fixed Assets module has two distinct objectives:
1. To control and track the ordering and receiving of goods and services.
2. To control and track the institution’s fixed assets.
An institution orders materials and services for different departments for a variety of reasons.
All of these purchases may be requisitioned by the various departments for which they are
accountable.
The process of ordering and receiving is handled by two simple maintenance programs. The
vendor maintenance program allows for the establishment of all vendors with which the institution does
business. Not only may the vendor’s name and address be entered, but also the vendor’s terms, the
amount of the purchases made this year and the prior year, as well as the last time a payment was
recorded for that vendor. The last three items are automatically established by programs in this system
and reported via the vendor analysis.
You may obtain a simple vendor list for distribution to the various departments to aid in the
completion of necessary requisitions, or you may obtain a more sophisticated analysis on each
vendor to select and keep the most favorable vendors on the system and to delete those vendors
that the institution decides are no longer desirable. In addition, more complex vendor analysis
can be obtained utilizing the “Inform” report generator system.
Features of the Purchasing Module
1. Captures, maintains and reports information on all vendors.
2. Captures, maintains and reports information on all requisitions/purchase orders.
3. Automatically updates in summary format, disbursements made to each vendor.
4. Automatically rolls these summary disbursements to the prior year field at the end of each
year.
5. Automatically posts the encumbrance to the encumbrance general ledger account.
6. Automatically checks fund availability before purchase orders are printed or posted to the
general ledger.
Environment
This module is interfaced with the Accounts Payable module and the General Ledger module. Both
modules must be installed in order for this module to function properly. All modules have a two charac-
ter identifier. The two character identifier for the Purchasing module is ‘PI.’
1-2
Introduction
Screen Formatting
The top line or lines on most screens are used for identification information. Usually, the name of the
system appears in the upper left corner of the screen, and the name of the screen appears in the upper
right corner of the screen. The title of the screen is centered at the top of the screen.
Most prompting (requests by the computer for data to be entered by the user) is performed near the
bottom of the screen, and you should be able to look at the bottom of the screen to obtain the next
instruction or request data. Whenever an error occurs, a message explaining the error should appear on
the bottom line of the screen. You should be re-prompted whenever an error occurs.
There are two operating modes associated with each screen:
1. Data Entry Mode - A screen is in Data Entry Mode whenever field-by-field entry of new data is
in progress. This mode occurs whenever a new record is being entered into the system. The
program will prompt you for each field in turn. Edits are performed immediately on whatever
data are entered. If the data passes the edits, the program prompts for the next data field. If an
error occurs, a message is displayed. You will be prompted again for the same field.
2. Data Correction Mode - A screen is in Data Correction Mode whenever a record called to the
screen already exists or when field-by-field entry of data has been completed in the Data Entry
Mode. When the screen is in this mode, you may change information on an individual field basis.
The following prompt message (or some variation of it) will be displayed:
ENTER SAVE(S), CANCEL(XX), DELETE(DE) OR FIELD # TO CHANGE?
This prompt is known as the ‘file it, fix it or forget it’ prompt. (The phrase “DELETE(DE)” may
be omitted from the processes where record deletion is not allowed through a screen.) You
may make the following entries when this prompt is displayed:
An entry of ’S’ will save (file) the record currently displayed on the screen. The program will
then clear the screen and prompt for the next record.
An entry of ‘XX’ instructs the program to exit to the next record without saving anything. Note:
Changes to data fields followed by an ‘XX’ command will not be saved. Only the save com-
mand will record any changes which have been entered.
An entry or ‘DE’ will delete the record currently displayed on the screen. The program will
prompt you for confirmation of the delete command before actually deleting a record. This
means that the operator must actually answer two questions in order to delete a record. Some
programs may not allow the delete command.
Introduction
An entry of a field number is a request to change the data displayed in that field. The program
will then prompt you for new information to be stored in the specified field. Those data will also
be edited and must pass the edits before the program will continue with the prompt above.
1- 3
Purchasing Operator's Guide
Special Input Strings
The following items define a set of input strings which have special meaning during data entry and data
correction. If entered in response to data entry and data correction prompts, the actions described
below will be taken by the screen process. Any characters entered which do not conform to these
special input strings will be assumed to be the data value for the current field.
The up-arrow character ‘^’ is a request to back up to the previous prompt. During Data Entry Mode
this will cause the process to back up to the previous field number and prompt for that field. On the first
field of a new record, the process will back up to prompt for another record. During Data Correction
Mode, this will cause the process to back up to the ‘file it, fix it or forget it’ prompt.
The process may be canceled during the Data Entry Mode by entering ‘XX.’ This will cause the
process to go on to the next record. During Data Correction Mode, ‘XX’ has the same effect as the
up-arrow character.
The question mark character ‘?’ is a request for help. If you enter a question mark, the program should
display more information about the current prompt on the bottom line of the screen. On some occa-
sions additional help is not available, and the process will simply re-prompt for the data value.
Menu Driven System
This system is "menu-driven" , that is, you select processes to be executed from a menu of choices
displayed on a screen. You do not need to memorize commands to operate the system.
The following definitions will help you understand this system:
A menu consists of a group of options available to the user. The menu will prompt you for a
response.
A response consists of the entry of the option number of the desired process followed by a
carriage return . Note: A carriage return must always follow any communication with
the system. The carriage return key is usually labeled [Return], [Enter] or 'New Line.'
Entry of a valid response to a screen prompt should result in one of two possible actions:
1. Another menu will be displayed. You will be prompted for further action based on the options
in the new menu.
2. A process will be executed. Upon completion of the requested process, the menu from which
the process was executed will re-display.
System Flowchart
The flowchart on page 1-5 graphically illustrates the structure of the Purchasing/Fixed Assets System.
1-4
Purchasing/Fixed Assets Module
Vendor/Commodity Requisition Purchase Order MBE/WBE/DBE Fixed
Processing Processing Processing Purchasing Assets
Report
Property Records Property Records Annual Property
Maint./Inquiry Report Records Depreciation
Purchase Order Detail Purchase Summary Purchase Goods/Materials Purchase Purchase Outstanding
Maint./Inquiry Order Listing Order Listing Received Reports Order Print Order Purge Encumbrance
Report
Requisition Requisition Summary G/L Requisition
Maint./Inquiry Detail Listing Requisition Analysis
Listing
Vendor Vendor Annual Commodity Commodity Support Annual Rebuild
Maint./Inquiry File Analysis Vendor Update Listing Maint./Inquiry Files Vendor Vendor Name
Purge Index
Terms GLBANK F.O.B. Ship-Via
Maintenance/ Maintenance/ Maintenance/ Maintenance/
Inquiry Inquiry Inquiry Inquiry
1
Purchasing/Fixed Assests Flowchart
Purchasing Operator's Guide
Accessing the Purchasing / Fixed Assets main menu
The Purchasing / Fixed Assets Menu is the main menu for the Purchasing / Fixed Assets System and
serves as a gateway to all processes. To get to the Purchasing / Fixes Assets Master Menu you must
have access rights to the Purchasing module. Next, you either have to enter commands at the INFOR-
MATION prompt (the colon prompt) or answer system-generated prompts on menus. Most of you
probably access Purchasing through prompts. If you have trouble accessing the Purchasing module,
your college’s system administrator can help you.
After you have successfully accessed Purchasing, the master menu displays.
PI MPI
RELEASE 8.4
PURCHASING / FIXED ASSETS
1 = VENDOR/COMMODITY PROCESSING
2 = REQUISITION PROCESSING
3 = PURCHASE ORDER PROCESSING
4 = MBE/WBE/DBE PURCHASING REPORT
5 = FIXED ASSETS
6 = Addendum Notes Print/Inquiry — >
ENTER SELECTION OR TO EXIT =
The Purchasing / Fixed Assets menu displays the various functions available under the Purchasing
module. Enter the number corresponding to the option you want to access.
If you do not want to choose a selection, enter to exit the module.
The options are described below.
1) Vendor / Commodity Processing. This option enables you to access the maintenance, inquiry,
analysis, update and support files associated with vendors and commodities. Through this option
you can enter and update vendors and commodities. You can also print the Vendor File Analysis,
and update or purge vendors by running the Annual Vendor Update or Annual Vendor Purge
programs. In addition, you can list your commodities through this option.
2) Requisition Processing. This option enables you to maintain requisitions and to print various
requisition detail reports such as the Requisition Detail Listing, the Summary Requisition Listing and
the GL Requisition Analysis.
1-6
Introduction
3) Purchase Order Processing. This option enables you to access the purchase order maintenance/
inquiry screens. Through this option you can enter and update purchase orders. You can also print
the Detail Purchase Order Listing, Summary Purchase Order Listing, and the Goods/Materials
Received Reports. In addition, you can print and purge purchase orders, and print the Outstanding
Encumbrance Report.
4) MBE/WBE/DBE Purchasing Report. This option enables you to run a report that lists requisi-
tions and PO’s for the quarter by totals contract, total commodities and total service/maintenance
contract.
5) Fixed Assets. This option is not being used at the colleges and has therefore been omitted from
the user guide.
Introduction
1- 7
Vendor/Commodity Processing
2
Chapter
Vendor/Commodity Processing
Overview ................................................................................................ 2-2
Vendor/Commodity Processing Menu ...................................................... 2-2
Vendor Maintenance/Inquiry .................................................................... 2-4
Maintaining Existing Vendors ................................................................. 2-5
Adding New Vendors ........................................................................... 2-6
Vendor File Analysis ................................................................................ 2-9
Annual Vendor Update ...........................................................................2-11
Commodity Listing................................................................................. 2-12
Commodity Maintenance/Inquiry............................................................ 2-13
Support Files ......................................................................................... 2-15
Vendor/Commodity Processing
Terms Maintenance/Inquiry ................................................................. 2-16
GLBANK Maintenance/Inquiry .......................................................... 2-18
F.O.B. Maintenance/Inquiry................................................................ 2-19
Ship-Via Maintenance/Inquiry ............................................................. 2-21
Annual Vendor Purge ............................................................................. 2-23
Rebuild Vendor Name Index.................................................................. 2-25
2- 1
Purchasing Operator's Guide
Overview
The Vendor/Commodity Processing option is the first menu item on the Purchasing/Fixed Assets Main
Menu and serves as a gateway to various vendor and commodity functions. The processes available
through this option use data from the VENDOR or COMMODITY master files.
Accessing the Vendor/Commodity Processing Menu
PI PURCHASING / FIXED ASSETS MPI
RELEASE
1= VENDOR/COMMODITY PROCESSING
2= REQUISITION PROCESSING
3= PURCHASE ORDER PROCESSING
4= MBE/WBE/DBE PURCHASING REPORT
5= FIXED ASSETS
6= Addendum Notes Print/Inquiry --->
ENTER SELECTION OR TO EXIT=
At the Purchasing/Fixed Assets Main Menu (see above), select option one, Vendor/Commodity Pro-
cessing. The Vendor/Commodity Processing Menu will display.
PI VENDOR/COMMODITY PROCESSING MPI1
RELEASE
1= VENDOR MAINTENANCE/INQUIRY
2= VENDOR FILE ANALYSIS
3= ANNUAL VENDOR UPDATE
4= COMMODITY LISTING
5= COMMODITY MAINTENANCE/INQUIRY
6= SUPPORT FILES
7= ANNUAL VENDOR PURGE
8= REBUILD VENDOR NAME INDEX
ENTER SELECTION OR TO EXIT=
Select the menu item you would like to access by entering the appropriate number at the "ENTER
SELECTION OR TO EXIT" prompt. If you do not want to choose a selection, enter
to return to the Purchasing / Fixed Assets menu. The Vendor/Commodity Processing menu items are
described on the following page.
2-2
Vendor/Commodity Processing
1) VENDOR MAINTENANCE / INQUIRY. Allows you to enter new vendors into the vendor
system, update information on existing vendors or make inquiries about a particular vendor with which
the institution does business.
2) VENDOR FILE ANALYSIS. Allows you to print a listing of addresses or account statuses for the
vendors you specify. You may sort the vendors alphabetically or numerically.
3) ANNUAL VENDOR UPDATE. Allows you to perform yearly vendor updates by rolling current
year-to-date purchases into prior year purchases and clearing current year-to-date purchases.
Note: Run this process before any AP checks are written in July.
4) COMMODITY LISTING. Allows you to list commodities by commodity number or description.
Commodity number, description, UOI and price are listed on the report.
5) COMMODITY MAINTENANCE/INQUIRY. Allows you to maintain or make inquiries about
the commodities file. You may modify the description, UOI and/or price.
6) SUPPORT FILES. Allows you to build, maintain or make inquiries about terms, GL bank
numbers, F.O.B. or Ship-Via.
7) ANNUAL VENDOR PURGE. This process deletes vendors from the vendor file that were not
paid during the last fiscal year. Vendors with open requisitions or vouchers will not be purged from the
active list. Note: There should be no users in PI or AP when you run this process.
8) REBUILD VENDOR NAME INDEX. This process allows you to rebuild the vendor index so
that additions and/or deletions are included. Run this option when you have added or deleted vendors.
The process will run automatically when the Annual Vendor Purge is run.
Note: There should be no users in PI or AP when you run this process.
Vendor/Commodity Processing
2- 3
Purchasing Operator's Guide
Vendor Maintenance/Inquiry
The Vendor Maintenance/Inquiry option allows you to enter new vendors into the vendor system,
update information on existing vendors or make inquiries about a particular vendor with which the
institution does business. If you entered '1' at the prompt on the Vendor/Commodity Processing menu,
the following screen prompt displays.
VENDOR MAINTENANCE/INQUIRY
ENTER VENDOR NO.,'N' FOR NAME SEARCH,'CR' TO ADD VENDOR OR 'XX':##########
To perform maintenance or an inquiry on an existing vendor, enter the vendor number. If you don't know
the vendor's number, enter 'N' to perform a name search. If you would like to add a new vendor, just
press [RETURN] for a system generated vendor number or enter a vendor number not previously used.
Follow the instructions for the Vendor ID field if you assign the vendor number.
All of these options will eventually take you to the Vendor Maintenance/Inquiry screen. See the sample
screen shown below. If you want to exit the process without viewing or adding a vendor, enter 'XX'
and press [RETURN].
Purchasing/Payables Vendor Maintenance/Inquiry PVENDOR.MNT
=========================================================================
Vendor ID : 0000012345 7. 1099 Vendor : NO
1. Name : SOFTWARE EXPRESS
2. Federal ID : 0987654321 8. Terms :
3. Telephone : (919) 222-4444 9. Last Pay Date : 06/06/98
4. Fax Phone : 10. Last Pay Amt : 78.39
5. Minority Stat : 11. Invoiced Y-T-D : 560.45
6. Govrn. Agency : NO 12. Previous Year : 78.39
------ P U R C H A S I N G --------------------------------------- R E M I T T A N C E -----------------------
13. Address : 17. Pay To :
13.1 123 Business Park Ave
13.2 18. Address :
14. City : Raleigh 18.1 345 Peach Drive
15. State : NC 18.2
16. Zip : 28282 19. City : Atlanta
20. State : GA
21. Zip : 34567
=========================================================================
Enter Save(S), Cancel(XX), Delete(DE), Or Field # To Change
2-4
Vendor/Commodity Processing
Maintaining Existing Vendors
If you entered a valid vendor number for an existing vendor, previously completed information on that
vendor will display in the Vendor Maintenance/Inquiry screen. If you make a mistake when trying to
enter an existing vendor's number and enter an unused number, the system will insert the vendor number
in the Vendor ID field of the Vendor Maintenance/Inquiry screen shown on the previous page. All
other fields will be blank. At the bottom of the screen you will be prompted "Enter Name" as if you're
entering a new vendor. In such a case, enter 'XX' to exit the screen and return to the "ENTER VEN-
DOR NO.,'N' FOR NAME SEARCH,'CR' TO ADD VENDOR OR 'XX': ##########" prompt and
retype the vendor number.
If you entered 'N' at the "ENTER VENDOR NO.,'N' FOR NAME SEARCH,'CR' TO ADD VEN-
DOR OR 'XX':##########" prompt to find an existing vendor by name rather than vendor number, a
blank Vendor Maintenance/Inquiry screen will display with the prompt, "ENTER VENDOR.ID OR
FOR NEW VENDOR" at the bottom of the screen. Although the prompt does not indicate so,
you can enter the vendor name or the first few characters of the vendor name. For example, if you
wanted to access the vendor Software Express, you could enter 'SOF' and press [RETURN]. A
screen similar to the following will display.
Vendor Name Search
--------------------------------------------------------------------------------------------------
Searching For: SOF
--------------------------------------------------------------------------------------------------
1 CENTURY MEN'S SHOP. . . . . . . . . . . . . . . . . . . . . . .ID:560950351A
2 MICKEYS PASTRY SHOP . . . . . . . . . . . . . . . . . . . . .ID:0027530MPS
3 OAKLEYS MACHINE SHOP. . . . . . . . . . . . . . . . . . . ID:0000000233
4 QUALITY BIKE SHOP, INC. . . . . . . . . . . . . . . . . . . . . ID:27530QBIKE
5 WCC PRINT SHOP (COPIERS) . . . . . . . . . . . . . . . ID:560792849D
6 SOFTWARE EXPRESS. . . . . . . . . . . . . . . . . . . . . . . . ID:560792849C
7 WCC PRINT SHOP (PRINTING) . . . . . . . . . . . . . . . ID:560792849B
8 YE OLE FLOWER SHOP. . . . . . . . . . . . . . . . . . . . . . . ID:027530YOFS
Vendor/Commodity Processing
--------------------------------------------------------------------------------------------------
Enter Selection Number Or Cancel(XX):
The name search uses the SOUNDEX function which evaluates the vendor name phonetically. While
some of the vendors on the name search result list may not contain the string you entered, the names
included will have a word that sounds like the string entered. If the vendor you are searching for is
included on the list, enter the list number for that vendor (not the vendor ID). For example, Software
Express is number six on the search result list above. Therefore, to select that vendor, enter '6' and
press [RETURN]. You will return to the Vendor Maintenance/Inquiry screen and any previously
entered information on that vendor will be included. If the search results in only one vendor, that vendor
is automatically selected and previously entered information for that vendor will display in the Vendor
Maintenance/Inquiry screen.
2- 5
Purchasing Operator's Guide
Once you access an existing vendor, either by vendor number or by name search, you can make any
necessary changes. The cursor will be positioned at the bottom of the screen at the "Enter Save(S),
Cancel(XX), Delete(DE), Or Field # To Change" prompt. To change a field, enter that field number.
For example, if you wanted to change the vendor's telephone number, enter '3' and press [RETURN].
You will be prompted to "Enter Telephone Number." Type the new phone number (following the field
description instructions below) and press [RETURN]. Once you have entered all your changes, don't
forget to save them. At the "Enter Save(S), Cancel(XX), Delete(DE), Or Field # To Change" prompt
enter 'S' and press [RETURN].
Adding New Vendors
If you entered a new vendor number or allowed the system to assign a vendor number, the Vendor
Maintenance/Inquiry screen will display with the Vendor ID field completed with the vendor number
you entered or the system generated vendor number. All other fields will be blank. At the bottom of
the screen you will be prompted "Enter Name". Complete the fields according to the field descriptions
below.
Vendor ID. The unique identifier for each vendor with which you do business. The ten-digit
Vendor ID is either assigned by you or system generated. If you assign a number with fewer than
ten digits, the system will automatically pad the number with leading zeroes. For example, if you
entered a vendor number of '1234', it would be displayed as '0000001234'.
1. Name. Enter the name of the vendor. A vendor name may be up to 30 characters in length.
Punctuation should not be used in the vendor name. This is a required field.
2. Federal ID. Enter the vendor's tax identification number. The Federal ID may be up to 15
characters.
3. Telephone. Enter the vendor's telephone number. If you complete this optional field, the system
will only accept a 7 or 10 digit number. It is recommended that you enter the 10 digit telephone
number to avoid confusion over area codes. Enter the telephone number without delimiters. The
system will automatically add them. For example, if you enter a telephone number of
9999999999, the system will format it as (999) 999-9999.
4. Fax Phone. Enter the vendor's fax number. If you complete this optional field, the system will
only accept a 7 or 10 digit number. It is recommended that you enter the 10 digit telephone
number to avoid confusion over area codes. Enter the fax number without delimiters. The system
will automatically add them. For example, if you enter a fax number of 9999999999, the system
will format it as (999) 999-9999.
2-6
Vendor/Commodity Processing
5. Minority Status. Enter the vendor's minority status, if applicable. If not applicable, just press
[RETURN] to leave this field blank. Enter '?' to see a list of valid entries. Definitions of the valid
entries are as follows:
1 or H = Handicap
2 or M = Minority
3 or F = Woman
4 or DE = Disabled
5 or NP = Nonprofit
Note: Information collected in this field is used to generate the MBE\WBE\DBE report
(option 4 on the main purchasing menu). This report is also know as the HUB (Historically
Underutilized Businesses) report.
6. Govrn. Agency. Enter 'Y' if the vendor is a government agency. Otherwise, press [RETURN]
to accept the default of 'N'.
7. 1099 Vendor. Enter 'Y' if the vendor is a 1099 vendor. Otherwise, press [RETURN] to accept
the default of 'N'.
8. Terms. Enter the vendor's payment terms. Enter '?' to see a list of valid codes and their descrip-
tions. You will not be able to make a selection from the list. Make a note of the code that
corresponds to the vendor's payment terms. Press [RETURN] to return to the Vendor Mainte-
nance/Inquiry screen. Enter the appropriate code. A description of that code will display.
9. Last Pay Date. The field shows the last date a payment was made to the vendor. This field is
updated by the Accounts Payable module as checks are written. A manual entry is allowed and
must be in the MM/DD/YYYY format.
10. Last Pay Amt. The field shows the amount of the last payment made to the vendor. This field is
updated by the Accounts Payable module as checks are written. A manual entry is allowed.
Vendor/Commodity Processing
11. Invoiced Y-T-D. This field shows the year-to-date total amount invoiced by the vendor. This
amount is automatically updated as purchase orders areprocessed. A manual entry is allowed.
12. Previous Year. This field shows the total amount paid to the vendor in the previous year. The
amount in the Invoiced Y-T-D field is moved to this field when the previous year is closed. A
manual entry is allowed.
13. Address (Purchase Location). Enter the vendor's street address. This is a multi-value field
allowing you to enter as many address lines as necessary. The first line of the address will be
labeled 13.1, the second line will be labeled 13.2, etc. To end data entry for the address field,
enter '/' and press [RETURN].
14. City (Purchase Location). Enter the city portion of the vendor's address. The city can be up to
20 characters.
15. State (Purchase Location). Enter the two-character postal abbreviation for the vendor's state.
2- 7
Purchasing Operator's Guide
16. Zip (Purchase Location). Enter the vendor's 7 or 10 digit postal zip code. You do not need to
include the hyphen when entering the10 digit code. The system will format for you. For example,
if you enter the 10 digit zip code of '9999999999', it will display as '99999-9999'.
Note: Fields 17 - 21 should be completed only when payment is to be sent to an address
different from the ordering address. If blank, information from the Purchasing address is used
on checks and 1099 forms. Any entry in the remittance fields, even spaces, will cause the
remittance address to be used instead. To leave these fields blank, just press [RETURN] for
each filed, without an entry.
17. Pay To. Enter the name of the vendor or individual to whom payment should be made.
18. Address (Remittance Location). Enter the vendor's street address. This is a multi-value field
allowing you to enter as many address lines as necessary. The first line of the address will be
labeled 18.1, the second line will be labeled 18.2, etc. To end data entry for the address field,
enter '/' and press [RETURN].
19. City (Remittance Location). Enter the city portion of the vendor's address. The city can be up
to 20 characters.
20. State (Remittance Location). Enter the two-character postal abbreviation for the vendor's state.
21. Zip (Remittance Location). Enter the vendor's 7 or 10 digit postal zip code. You do not need to
include the hyphen when entering a 10 digit code. The system will format for you. For example,
if you enter the 10 digit zip code of '9999999999', it will display as '99999-9999'.
Once you have entered a new vendor or made changes to an existing vendor, you must remember to
save your entries. When the prompt 'Enter Save(S), Cancel(XX), Delete(DE), Or Field # To Change'
appears at the bottom of the screen, enter 'S' and press [RETURN] to save. The cursor will return to
the 'ENTER VENDOR NO.,'N' FOR NAME SEARCH, 'CR' TO ADD VENDOR OR 'XX':
##########' prompt on the first Vendor Maintenance/Inquiry screen. At this screen, you can continue
to add/modify vendors or you can enter 'XX' and press [RETURN] twice to exit the process. When
you exit the process, you will return to the Vendor/Commodity Processing menu.
To delete a vendor, bring up the vendor record in the Vendor Maintenance/Inquiry process. Type 'DE'
at the 'Enter Save(S), Cancel(XX), Delete(DE), Or Field # To Change' prompt and press [RETURN].
You will receive the prompt, 'ARE YOU SURE YOU WANT TO DELETE THIS RECORD (Y/N).'
To delete the record, enter 'Y' and press [RETURN]. To cancel the delete request, enter 'N' and press
[RETURN].
2-8
Vendor/Commodity Processing
Vendor File Analysis
The Vendor File Analysis option allows you to print a vendor listing. The listing can include all vendors
in your VENDOR file or only the individual vendor(s) you specify. You can choose to print a general
listing or an analysis listing. The general listing includes the vendor name, vendor number, telephone
number, purchase address, remittance address, if applicable, and the vendor's Federal ID number. The
analysis listing includes the vendor name, vendor number, payment terms, vendor's Federal ID number
the date of the last payment made to the vendor, total year-to-date payments made to the vendor and
total payment made to the vendor in the last fiscal year. Both of these reports can be sorted alphabeti-
cally by vendor name or numerically by vendor number.
To access the Vendor File Analysis process, select option '2' from the Vendor/Commodity Processing
menu. The following sequence of screen prompts will display.
VENDOR FILE ANALYSIS/LISTING
ENTER VENDORS REQUIRED OR 'CR': ##########
DO YOU REQUIRE 1. ANALYSIS
2. LISTING
ENTER SELECTION: (OR END)
DO YOU REQUIRE 1. ALPHA SEQUENCE
2. NUMERIC SEQUENCE
ENTER SELECTION: (OR END)
Prompts and explanations of the entry options are shown below.
ENTER VENDORS REQUIRED OR 'CR': ##########. Press [RETURN] to include all
Vendor/Commodity Processing
vendors or enter the 10 digit vendor number for each vendor to be included on the list. If you enter an
invalid vendor number, you will receive an error message. Press [RETURN] and re-enter the number.
When you enter a valid vendor number and press [RETURN], the vendor number and vendor name will
display on the line below the prompt. The cursor will return to the prompt to allow you to enter another
vendor number. Continue entering vendor numbers or press [RETURN] to end data entry for this
prompt. Only the last vendor entered will display on the line below the prompt, and once you end data
entry for this prompt, no vendors will display. Don't worry, all valid vendors entered will be selected
and included on the printed list. You must make an entry at this prompt. There will be an opportunity to
bail out of the process at several of the later prompts.
2- 9
Purchasing Operator's Guide
DO YOU REQUIRE 1. ANALYSIS 2. LISTING; ENTER SELECTION: Your selection at
this prompt will determine the type of listing printed. If you enter '1', Analysis, the listing will include
the vendor name, vendor number, payment terms, vendor's Federal ID number the date of the last
payment made to the vendor, total year-to-date payments made to the vendor and total payment made
to the vendor in the last fiscal year for either all vendors or the vendor(s) you specified. If you enter '2',
Listing, the listing will include the vendor name, vendor number, telephone number, purchase address,
remittance address, if applicable, and the vendor's Federal ID number. You can enter 'END' to bail out
of the process.
DO YOU REQUIRE 1. ALPHA SEQUENCE 2. NUMERIC SEQUENCE; ENTER SELEC-
TION: Your selection at this prompt will determine the order in which your listing will be sorted. If
you enter '1', Alpha Sequence, the listing will be sorted alphabetically by vendor name. If you enter
'2', Numeric Sequence, the listing will be sorted numerically by vendor number. You can enter 'END'
to bail out of the process.
IS THIS WHAT YOU WANT? ('CR',N): Press [RETURN] to print the listing from the selections
you entered. The message "SORTING - PLEASE WAIT" will display. Once the sorting is complete, a
message will display telling you how many records were selected. Press [RETURN] to return to the
Vendor Commodity Processing menu. This prompt also offers your last opportunity to bail out of the
process. Enter 'N' and press [RETURN] to exit the process without printing the listing. Press [RE-
TURN] again to return to the Vendor Commodity Processing menu.
2-10
Vendor/Commodity Processing
Annual Vendor Update
The Annual Vendor Update option will move the year-to-date invoiced amount to the previous year
field of the VENDOR file. It will also reset the year-to-date invoiced amount to zero. This process
should be run only after all checks for the old year have been written and before any checks are pro-
cessed for the new fiscal year.
To access the Annual Vendor Update process, select option '3' from the Vendor/Commodity Processing
menu. The following screen will display.
ANNUAL VENDOR UPDATE
THIS PROGRAM WILL ROLL YEAR-TO-DATE INVOICED AMOUNT
TO PRIOR YEAR FIELD AND CLEAR THE Y-T-D INVOICED AMOUNT!
IS THIS WHAT YOU WANT? (Y, 'CR'): #
If you want to go ahead and run the process, enter 'Y'. You receive the message, "Sorting - Please
Wait." The process goes through the records in the vendor file and moves the amount in the year-to-
date invoiced field to the prior year invoiced field and clear the year-to-date invoiced field. The total
number of records processed will display along with the message "Press to continue..."
When you press [RETURN] you will return to the Vendor/Commodity Processing menu.
If you want to exit without running the annual vendor update, just hit [RETURN] at the "Is This What
You Want?" prompt. You will be prompted to "Press to continue...". When you press
[RETURN] you will return to the Vendor/Commodity Processing menu.
Vendor/Commodity Processing
2- 11
Purchasing Operator's Guide
Commodity Listing
The Commodity Listing option allows you to print a list of commodities purchased by your college.
Once you select the Commodity Listing option, there is no bail out and you must generate the listing.
The list can be sorted either by commodity number or commodity description. To access the Commod-
ity Listing process, select option '4' from the Vendor/Commodity Processing menu. The following
screen will display.
COMMODITY LISTING
SORTED BY (1) NUMBER OR (2) DESCRIPTION?
You must select the order in which you want the commodity listing to print. Enter '1' and press [RE-
TURN] to print the listing in commodity number order. Enter '2' and press [RETURN] to print the
listing alphabetically by the commodity description. Examples of the report sorted both ways are shown
below.
Once you make a sort selection, the message "COMMODITY REPORT NOW BEING PRO-
CESSED." When prompted to do so, press [RETURN]. You will return to the Vendor/Commodity
Processing menu.
COMMODITY LISTING BY COMMODITY 07-30-99 PAGE 1
COMMODITY....... DESC............. UOI PRICE............
075-10-03-0000 NO. 2 PENCILS DZ 3.0000
075-40-10-1000 RULERS DZ 3.7900
111-12-23-4444 TRACING PAPER PAD 2.8900
111-22-11-1200 PALETTE KNIFE EA 1.9500
260-50-00-6100 X-RAY FILM BOX 15.3000
260-50-00-6200 CROWNS DZ 17.9000
260-50-00-6600 DENTAL CHAIR EA 145.0000
Commodity Listing sorted by commodity number
COMMODITY LISTING BY DESCRIPTION 07-30-99 PAGE 1
DESC................. COMMODITY...... UOI PRICE............
CROWNS 260-50-00-6200 DZ 17.9000
DENTAL CHAIR 260-50-00-6600 EA 145.0000
NO. 2 PENCILS 075-10-03-0000 DZ 3.0000
PALETTE KNIFE 111-22-11-1200 EA 1.9500
RULERS 075-40-10-1000 DZ 3.7900
TRACING PAPER 111-12-23-4444 PAD 2.8900
X-RAY FILM 260-50-00-6100 BOX 15.3000
Commodity Listing sorted by commodity number
2-12
Vendor/Commodity Processing
Commodity Maintenance/Inquiry
The Commodity Maintenance/Inquiry option allows you to make additions or changes to the COM-
MODITY file. If you select option '5' from the Vendor/Commodity Processing menu, the INFORM
statement, "MODIFY COMMODITY" will be invoked. The following screen will display.
COMMODITY MODIFY 16:14:31 30 JUL 1999
1 RECORD ID
2 DESC
3 UOI
4 PRICE
1 COMMODITY= to continue=" prompt. Press [RE-
TURN] to return to the Vendor/Commodity Processing menu.
2- 13
Purchasing Operator's Guide
COMMODITY (RECORD ID). Enter the commodity number in the format 3N-2N-2N-4N to
match the commodity pattern in the CONTROL.POINT file. Remember to enter the dashes and to
carefully check your entry. You will not receive an error message if you don't use this format, however,
the commodity number must match the commodity pattern in order to be accepted in the Requisition
Maintenance/Inquiry process.
DESC. Enter a description of the commodity, up to 20 characters in length.
UOI. Enter the commodity unit if issue (how the commodity is packaged), up to 3 characters in length.
For example, you might input 'DZ' for an item sold by the dozen.
PRICE. Enter the price per unit. You can include up to four decimal places. Any less than four will
pad with zeroes. For example, if you enter a price of 22.25, it will display as 22.2500.
2-14
Vendor/Commodity Processing
Support Files
The Support Files option takes you to a menu where you can choose to update/view some of the
support codes used in the Purchasing Module. If you select option '6' from the Vendor/Commodity
Processing menu, the following sub-menu will display.
PI SUPPORT FILES MPI16
RELEASE 3.0
1= TERMS MAINTENANCE/INQUIRY
2= GLBANK MAINTENANCE/INQUIRY
3= F.O.B. MAINTENANCE/INQUIRY
4= SHIP-VIA MAINTENANCE/INQUIRY
ENTER SELECTION OR TO EXIT=
Once support codes are built, they are seldom changed. The Support Files menu options are described
below.
1. Terms Maintenance/Inquiry. Used to maintain the codes that define vendor payment terms used
by the vendors with whom your college does business.
2. GLBANK Maintenance/Inquiry. Only used to initially set up the valid general ledger banks.
Banks are the sources of budget funds. There are only three valid choices: 0-Institutional Funds,
1-State Funds, 2-County Funds.
3. F.O.B. Maintenance/Inquiry. Used to maintain the codes that define the shipment and freight
payment options used at your college.
4. Ship-Via Maintenance/Inquiry. Used to maintain the codes that define the shipping options
Vendor/Commodity Processing
utilized at your college.
2- 15
Purchasing Operator's Guide
Terms Maintenance/Inquiry
To maintain the codes used to define a vendor's payment terms. Terms codes must be defined prior to
using them in processes within the purchasing module. The Terms Maintenance/Inquiry option allows
you to make additions or changes to the TERMS file. If you select option '1' from the Support Files
sub-menu, the INFORM statement, "ENTRO TERMS" will be invoked. The screen shown below will
display.
Note: The ENTRO command prompts you for field entries one by one, similar to the
MODIFY command.
TERMS ENTRO.1 08:47:47 16 AUG 1999
TERMS=
The sample screen above shows the file to be modified (TERMS). You will be prompted for the field
values one by one, beginning with TERMS=. If you enter a new TERMS code and press [RETURN],
the message "New record" will display along with the "DESC=" prompt. Enter a description for the
terms code and press [RETURN]. Both the TERMS (@ID) and DESC values will display and you
will receive the "CHANGE=" prompt, giving you the opportunity to change any values you entered.
See the screen example below. If there are no changes, press [RETURN] and the new record will be
saved.
If you enter an existing TERMS code and press [RETURN], the terms codes and the description for
that code will display along with the "CHANGE =" prompt. If you want to change any field values,
enter the number for that field. For example, to change the description for the terms code 'NET' in the
screen example below, type '2' at the prompt and press [RETURN]. You will receive the "DESC="
prompt. Enter the new description and press [RETURN]. You will receive the "CHANGE=" prompt
again. You can make additional changes or press [RETURN] to save the change(s) already made.
Note that the description will not change on the screen, however, the it will be made in the TERMS file.
TERMS-Screen 1- 11:44:40 16 AUG 1999
1 @ID NET
2 DESC 30 DAYS
CHANGE=2
You can also delete a record from the TERMS file. When you receive the "TERMS=" prompt, enter
the terms code you want to delete. Once both the TERMS and DESC fields display and you receive
the "CHANGE =" prompt, enter 'DELETE' (in all caps) and press [RETURN]. That terms code will
be deleted from the TERMS file.
2-16
Vendor/Commodity Processing
Note: You can enter 'TOP' (in all caps) at any of the prompts to exit the current record
without saving the changes you made.
As you add, modify or delete records in the TERMS file, you will always end up back at the
"TERMS=" prompt. Exit the process by pressing [RETURN] at this prompt rather than making an
entry. At that point, you will receive the "Press to continue=" prompt. Press [RETURN]
to return to the Support Files menu.
TERMS. Enter a code for the payment terms you are defining. The code can be up to 10 characters.
DESC. Enter a description for the payment terms code you are adding/modifying. The description can
be up to 20 characters.
Vendor/Commodity Processing
2- 17
Purchasing Operator's Guide
GLBANK Maintenance/Inquiry
To maintain the codes used to define valid general ledger banks. Banks are the general ledger account
sources of budget funds. There are only three codes (shown below) that need to be built and should be
built only during initial set up of the system. Once built, you will not need to change these codes. If you
select option '2' from the Support Files sub-menu, the INFORM statement, "ENTRO GLBANK" will
be invoked. The screen shown below will display.
GLBANK ENTRO.1 08:47:47 16 AUG 1999
GLBANK=
The sample screen above shows the file to be modified (GLBANK). You will be prompted for field
values for GLBANK and for BANK. GLBANK represents the bank code. The three valid bank
codes are:
0 = Institutional Bank Account
1 = State Bank Account
2 = County Bank Account
BANK represents the general ledger account number associated with GLBANK (@ID). The general
ledger number entered in the BANK field should be in the format of 99-999-99999-9999-99.
Recommended general ledger numbers for the valid bank codes are shown below. These may vary at
your school.
GLBANK BANK
0 09-000-01030-0000-00
1 10-000-01110-0000-00
2 20-000-01030-0000-00
After entering values for both the GLBANK and BANK fields, you will receive the "CHANGE="
prompt, giving you the opportunity to change any values you entered. If there are no changes, press
[RETURN] and the record will be saved.
If you make a mistake entering the GLBANK code, you can enter 'TOP' (in all caps) at the "BANK="
prompt to exit the current record without saving your entry. If you realize you made a mistake after a
code has been saved, you can also delete a record from the GLBANK file. When you receive the
"GLBANK=" prompt, enter the bank code you want to delete. Once both the GLBANK (@ID) and
BANK fields display and you receive the "CHANGE =" prompt, enter 'DELETE' (in all caps) and
press [RETURN]. That bank code will be deleted from the GLBANK file.
As enter or delete records in the GLBANK file, you will always end up back at the "GLBANK="
prompt. Exit the process by pressing [RETURN] at this prompt rather than making an entry. At that
point, you will receive the "Press to continue=" prompt. Press [RETURN] to return to the
Support Files menu.
2-18
Vendor/Commodity Processing
F.O.B. Maintenance/Inquiry
To maintain the codes used to define the shipment and freight payment options at your college. The
F.O.B. (freight on board) Maintenance/Inquiry option allows you to make additions or changes to the
F.O.B. file. If you select option '3' from the Support Files sub-menu, the INFORM statement,
"ENTRO F.O.B." will be invoked. The screen shown below will display.
F.O.B. ENTRO.1 08:47:47 16 AUG 1999
F.O.B.=
The sample screen above shows the file to be modified (F.O.B.). You will be prompted for the field
values one by one, beginning with F.O.B.=. If you enter a new F.O.B. code and press [RETURN], the
message "New record" will display along with the "DESC=" prompt. Enter a description for the F.O.B.
code and press [RETURN]. Both the F.O.B. (@ID) and DESC values will display and you will
receive the "CHANGE=" prompt, giving you the opportunity to change any values you entered. See the
screen example below. If there are no changes, press [RETURN] and the new record will be saved.
If you enter an existing F.O.B. code and press [RETURN], the freight on board codes and the descrip-
tion for that code will display along with the "CHANGE =" prompt. If you want to change any field
values, enter the number for that field. For example, to change the description for the F.O.B. code '8' in
the screen example below, type '8' at the prompt and press [RETURN]. You will receive the "DESC="
prompt. Enter the new description and press [RETURN]. You will receive the "CHANGE=" prompt
again. You can make additional changes or press [RETURN] to save the change(s) already made.
Note that the description will not change on the screen, however, the it will be made in the F.O.B. file.
Vendor/Commodity Processing
F.O.B. -Screen 1- 11:44:40 16 AUG 1999
1 @ID 8
2 DESC Ship point + freight
CHANGE=8
You can also delete a record from the F.O.B. file. When you receive the "F.O.B.=" prompt, enter the
F.O.B. code you want to delete. Once both the F.O.B. and DESC fields display and you receive the
"CHANGE =" prompt, enter 'DELETE' (in all caps) and press [RETURN]. That F.O.B. code will be
deleted from the F.O.B. file.
Note: You can enter 'TOP' (in all caps) at any of the prompts to exit the current record
without saving the changes you made.
2- 19
Purchasing Operator's Guide
As you add, modify or delete records in the F.O.B. file, you will always end up back at the "F.O.B.="
prompt. Exit the process by pressing [RETURN] at this prompt rather than making an entry. At that
point, you will receive the "Press to continue=" prompt. Press [RETURN] to return to the
Support Files menu.
F.O.B. Enter a 1-digit code for the freight on board you are defining. There is no edit checking on this
field, therefore any entry is allowed by the system. However, the only codes you should enter are
numbers between 1 and 9.
DESC. Enter a description for the freight on board code you are adding/modifying. The description
can be up to 20 characters.
2-20
Vendor/Commodity Processing
Ship-Via Maintenance/Inquiry
To maintain the codes used to define the method of shipment for deliveries received at your college.
The Ship-Via Maintenance/Inquiry option allows you to make additions or changes to the SHIP-VIA
file. If you select option '4' from the Support Files sub-menu, the INFORM statement, "ENTRO
SHIP-VIA" will be invoked. The screen shown below will display.
SHIP-VIA ENTRO.1 08:47:47 16 AUG 1999
SHIP-VIA=
The sample screen above shows the file to be modified (SHIP-VIA). You will be prompted for the field
values one by one, beginning with SHIP-VIA=. If you enter a new SHIP-VIA code and press [RE-
TURN], the message "New record" will display along with the "DESC=" prompt. Enter a description
for the SHIP-VIA code and press [RETURN]. Both the SHIP-VIA (@ID) and DESC values will
display and you will receive the "CHANGE=" prompt, giving you the opportunity to change any values
you entered. See the screen example below. If there are no changes, press [RETURN] and the new
record will be saved.
If you enter an existing SHIP-VIA code and press [RETURN], the method of shipment codes and the
description for that code will display along with the "CHANGE =" prompt. If you want to change any
field values, enter the number for that field. For example, to change the description for the SHIP-VIA
code '4' in the screen example below, type '4' at the prompt and press [RETURN]. You will receive the
"DESC=" prompt. Enter the new description and press [RETURN]. You will receive the
"CHANGE=" prompt again. You can make additional changes or press [RETURN] to save the
change(s) already made. Note that the description will not change on the screen, however, the it will be
made in the SHIP-VIA file.
Vendor/Commodity Processing
SHIP-VIA -Screen 1- 11:44:40 16 AUG 1999
1 @ID 4
2 DESC Air Freight
CHANGE=4
You can also delete a record from the SHIP-VIA file. When you receive the "SHIP-VIA=" prompt,
enter the SHIP-VIA code you want to delete. Once both the SHIP-VIA and DESC fields display and
you receive the "CHANGE =" prompt, enter 'DELETE' (in all caps) and press [RETURN]. That
SHIP-VIA code will be deleted from the SHIP-VIA file.
Note: You can enter 'TOP' (in all caps) at any of the prompts to exit the current record
without saving the changes you made.
2- 21
Purchasing Operator's Guide
As you add, modify or delete records in the SHIP-VIA file, you will always end up back at the "SHIP-
VIA=" prompt. Exit the process by pressing [RETURN] at this prompt rather than making an entry. At
that point, you will receive the "Press to continue=" prompt. Press [RETURN] to return
to the Support Files menu.
SHIP-VIA. Enter a 1-digit code for the shipping method you are defining. There is no edit checking
on this field, therefore any entry is allowed by the system. However, the only codes you should enter
are numbers between 1 and 9.
DESC. Enter a description for the freight on board code you are adding/modifying. The description
can be up to 15 characters.
2-22
Vendor/Commodity Processing
Annual Vendor Purge
The Annual Vendor Purge option will purge vendors with whom your college has not done business in a
timeframe you specify. The process compares the date you enter with the value in the LPAY-DATE
(last payment) field for each vendor in the VENDOR file. Vendors with a last payment date equal to or
less than the date you enter will be purged from the VENDOR file. Any vendors with open requisitions,
vouchers, or A/P checks will be excluded from the purge. This process should be run at the end of the
fiscal year when other year-end processes are run.
NOTE: No users should be working in the Purchasing (CC.PI) or Accounts Payable (CC.AP)
modules when you run the purge process.
To access the Annual Vendor Purge process, select option '7' from the Vendor/Commodity Processing
menu. The following screen will display.
THIS PROCESS DELETES VENDORS FROM THE VENDOR FILE THAT
WERE NOT PAYED DURING THE LAST FISCAL YEAR. THE VENDORS
ARE COPIED TO A PURGE FILE BEFORE THEY ARE DELETED.
VENDORS WITH OPEN REQUISITIONS OR VOUCHERS WILL NOT
BE PURGED FROM THE ACTIVE VENDOR FILE.
THE USER IS PROMPTED FOR A CUTOFF DATE.
DO YOU WISH TO CONTINUE (Y/N) =Y
Press to continue...=
If you want to bail out and not run the purge process, enter 'N' at the "DO YOU WISH TO CON-
Vendor/Commodity Processing
TINUE (Y/N)=" prompt.
If you want to go ahead and run the process, enter 'Y'. You receive the message, "Selecting Vendors
To Be Deleted From Vendor File" and will be prompted for a cutoff date. Enter the date in the format
shown in the prompt (MM/DD/YYYY). The process goes through the records in the vendor file and
selects those with a last payment date equal or less than the date you entered. Vendors with a last
payment date later than the date you enter will not be selected. Remember that any vendors with open
requisitions, vouchers, or A/P checks will not be selected. You will receive a message telling how many
records were selected and the following screen will display.
PLEASE REVIEW LISTING OF VENDORS TO BE DELETED
DO YOU WISH TO DELETE SELECTED VENDORS (Y/N) =
2- 23
Purchasing Operator's Guide
A list of the vendors selected will print to your default printer. You should review the printout before
answering 'Y' to the "DO YOU WISH TO DELETE SELECTED VENDORS (Y/N)=" prompt. If
you DO NOT want to delete any of the vendors listed, you can still bail out of the purge process by
answering 'N' to the "DO YOU WISH TO DELETE SELECTED VENDORS (Y/N)=" prompt.
If you want to proceed with the purge process, go ahead and answer 'Y' and press [RETURN]. Once
you have answered 'Y' the purge process will delete the selected vendors from the VENDOR file and
rebuild the vendor name index. You will see a message that the vendor name index is being rebuilt along
with the number of records indexed. When the rebuild is complete, the message "Indexing completed"
will display along with the message "Enter to Continue" When you press [RETURN] you will
receive an additional prompt to "Press to continue...". When you press [RETURN] you
will return to the Vendor/Commodity Processing menu.
2-24
Vendor/Commodity Processing
Rebuild Vendor Name Index
The Rebuild Vendor Name Index option will rebuild the vendor name index. This process will add new
vendors to the index and delete any vendor you deleted. If the only changes were vendors deleted
through the Annual Vendor Purge process, you do not need to run this option. A rebuild of the vendor
name index is performed as part of the purge process.
NOTE: No users should be working in the Purchasing (CC.PI) or Accounts Payable (CC.AP)
modules when you run this process.
To access the Rebuild Vendor Name Index process, select option '8' from the Vendor/Commodity
Processing menu. The following screen will display.
Rebuild Vendor Name Index
----------------------------------------------------------------------------------------
-----------------------------------------------------------------------------------------
This process will rebuild the vendor name index.
Do you wish to continue (Y/N)?
Vendor/Commodity Processing
If you want to go ahead and run the process to rebuild the vendor index, enter 'Y' and press [RE-
TURN]. The process counts the number of records being indexed. The total number of records
indexed will display when the rebuild is complete. The message "Indexing completed" will display at the
bottom of the screen along with the message "Enter to Continue" When you press [RETURN]
you will receive an additional prompt to "Press to continue...". When you press [RE-
TURN] you will return to the Vendor/Commodity Processing menu.
2- 25
Requisition Processing
3
Chapter
Requisition Processing
Overview ................................................................................................ 3-2
Accessing the Requisition Processing Menu .............................................. 3-2
Requisition Maintenance/Inquiry............................................................... 3-4
Requisition Detail Listing .......................................................................... 3-9
Summary Requisition Listing................................................................... 3-10
GL Requisition Analysis ..........................................................................3-11
Requisition Processing
3- 1
Purchasing Operator's Guide
Overview
The Requisition Processing option is the second menu item on the Purchasing/Fixed Assets Main Menu
and serves as a gateway to requisition functions. The processes available through this option use data
from the RQHDR (Requisition Header) and RQDET (Requisition Detail) files.
Accessing the Requisition Processing Menu
PI PURCHASING / FIXED ASSETS MPI
RELEASE
1= VENDOR/COMMODITY PROCESSING
2= REQUISITION PROCESSING
3= PURCHASE ORDER PROCESSING
4= MBE/WBE/DBE PURCHASING REPORT
5= FIXED ASSETS
6= Addendum Notes Print/Inquiry --->
ENTER SELECTION OR TO EXIT=
At the Purchasing/Fixed Assets Main Menu (see above), select option two, Requisition Processing. The
Requisition Processing Menu will display.
PI REQUISITION PROCESSING MPI2
RELEASE
1= REQUISITION MAINTENANCE/INQUIRY
2= REQUISITION DETAIL LISTING
3= SUMMARY REQUISITION LISTING
4= GL REQUISITION ANALYSIS
ENTER SELECTION OR TO EXIT=
Select the menu item you would like to access by entering the appropriate number at the "ENTER
SELECTION OR TO EXIT" prompt. If you do not want to choose a selection, enter to
return to the Purchasing / Fixed Assets menu. The Requisition Processing menu items are described
below.
1) REQUISITION MAINTENANCE/INQUIRY. Allows you to review and/or change existing
requisitions or add new requisitions. Any numbered field on an existing requisition may be changed until
a purchase order has been posted for that requisition. Additionally, changes may not be made if the
requisition status is void. If the line item status is void, changes may not be made to that line item.
3-2
Requisition Processing
2) REQUISITION DETAIL LISTING. Allows you to print the detail requisition listing. You may
sort by requisition sequence number, vendor number, vendor name or G/L account number.
3) SUMMARY REQUISITION LISTING. Allows you to print the summary requisition listing. You
may sort by requisition sequence number, vendor number or vendor name.
4) G/L REQUISITION ANALYSIS. Allows you to print the requisition detail analysis. You may
sort by requisition date or requisition account number.
Requisition Processing
3- 3
Purchasing Operator's Guide
Requisition Maintenance/Inquiry
The Requisition Maintenance/Inquiry option allows you to add, change, review or void requisition items.
If you entered '1' at the prompt on the Requisition Processing menu, the following screen displays.
REQ MAINTENANCE/INQUIRY PI21
=======================================================================
ID : 2. VENDOR :
CREATED : 3. ATTN : 6. DUE:
#ITEMS : 4. SHIP VIA : 7. INV:
1. STATUS : 5. FOB : 8. CBQ:
=======================================================================
LINE ITEM: 9. LINE ITEM STATUS:
=======================================================================
10. GL ACCOUNT ACCOUNT DESCRIPTION
---------------------------------------------------------------------------------------------------------------------------
11. COMMOD : 16. PO DESC:
12. UNIT :
13. UNIT PR :
14. QUANT :
15. SLS TAX : 17. RECYCLED:
ENTER ID, 'A' TO ADD A REQUISITION, OR 'X' TO EXIT:
When you access the Requisition Maintenance/Inquiry screen, you will receive the prompt, "ENTER
ID, 'A' TO ADD A REQUISITION, OR 'X' TO EXIT:" To exit the process without adding a new
requisition or working with an existing requisition, enter 'X' and press [RETURN]. Press [RETURN]
again to return to the Requisition Processing Menu.
Working With Existing Requisitions
To make changes to or inquire on an existing requisition, enter the requisition number and press [RE-
TURN]. When entering an existing requisition number, you need only enter the number portion. For
example, to display information on requisition R-121, you only need to enter '121' at the "ENTER ID,
'A' TO ADD A REQUISITION, OR 'X' TO EXIT:" prompt. Header information (fields 1 - 8) for that
requisition will display. You will receive the prompt, "ENTER , LINE ITEM#, ADD(A), OR
EXIT(X):"
The option will allow you to page through the line items on the requisition, beginning with the first
line item. Continue to press [RETURN] to move to the next line item. You will cycle through each line
item and then back to a screen with only the requisition header information and the prompt, "ENTER
, LINE ITEM#, ADD(A), OR EXIT(X):"
3-4
Requisition Processing
To access a particular line item, enter the line item number at the "ENTER , LINE ITEM#,
ADD(A), OR EXIT(X):" prompt and you will move directly to that line item.
Enter 'A' at the "ENTER , LINE ITEM#, ADD(A), OR EXIT(X):" prompt if you want to add a
line item to an existing requisition. This will put you in add mode. Enter 'A' to add a line item or enter
'X' to exit. Complete fields as prompted. See field definitions under the Adding New Requisitions
section.
When working with existing requisitions, keep the following in mind:
♦ Any numbered field may be changed until a purchase order has been posted/printed for that
requisition (unless the STATUS is void).
♦ Changes cannot be made to a line item if the LINE ITEM STATUS is void. You can remove
the line item void status.
♦ If the requisition status is void, the only change allowed is to change the STATUS.
♦ Any numbered field may be changed until a purchase order has been posted/printed for that
requisition (unless the STATUS is void).
♦ Changes cannot be made to a line item if the LINE ITEM STATUS is void. You can remove
the line item void status.
♦ Budget fund availability is checked before purchase orders may be posted to the general ledger
or printed from the requisitions. To override the transaction, the LINE ITEM STATUS must
be changed to 'O' for every line item that does not pass the fund availability test. A valid over-
ride code and the initials of the person authorizing the override must be input.
Adding New Requisitions
If you would like to add a new requisition, enter 'A' at the "ENTER ID, 'A' TO ADD A REQUISI-
TION, OR 'X' TO EXIT:" prompt and press [RETURN]. The system will assign a requisition number.
Notice that requisition numbers are prefixed with the letter 'R'. Field descriptions for the Requisition
Maintenance/Inquiry screen are listed below:
ID. If you enter 'A' to add a new requisition, the system will automatically assign a requisition Requisition Processing
number. If you are accessing an existing requisition, enter the requisition number. This is a
required field.
Created. The date the requisition was added. This is a system generated field.
#Items. The number of line items included on the requisition. System updated as line items are
added and saved.
3- 5
Purchasing Operator's Guide
Status. Shows the status of the requisition. When entering a new requisition, this field will be
blank, and the cursor will not move to this field. Move to the Status field by entering '1' at the
"ENTER , LINE ITEM#, ADD(A), OR EXIT(X):" prompt. You will receive the prompt,
"ENTER STATUS: , (P)OST, (O)VERRIDE, OR (V)OID:" Enter 'P' to post to the GL
account, 'O' to post requisitions that fail the funds availability test, or 'V' to cancel the requisition.
NOTE: Purchase orders can only be processed for requisitions with a status of 'P' or 'O'.
.
2. Vendor. Enter the vendor number for the vendor (existing vendor) from whom the purchase is
being made. When you enter a valid vendor number, the vendor name will display. If you don't
know the vendor number, you can enter the vendor name or the first few characters of the vendor
name. For example, if you wanted to access the vendor Goldsboro Builders Supply, you could
enter 'GOLDS' and press [RETURN]. A screen similar to the following will display.
Vendor Name Search
----------------------------------------------------------------------------------------------------------------
Searching For: golds
----------------------------------------------------------------------------------------------------------------
1 CITY OF GOLDSBORO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ID:000027530A
2 GOLDSBORO BUILDERS SUPPLY . . . . . . . . . . . . . . . . . . . ID:560578847A
3 GOLDSBORO FCX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ID:560220040A
4 GOLDSBORO NEWS-ARGUS. . . . . . . . . . . . . . . . . . . . . . . . ID:0000027532
----------------------------------------------------------------------------------------------------------------
Enter Selection Number Or Cancel(XX):
The name search uses the SOUNDEX function which evaluates the vendor name phonetically.
While some of the vendors on the name search result list may not contain the string you entered,
the names included will have a word that sounds like the string entered. If the vendor you are
searching for is included on the list, enter the list number for that vendor. For example, Goldsboro
Builders Supply is number two on the search result list above. Therefore, to select that vendor,
enter '2' and press [RETURN]. You will return to the Requisition Maintenance/Inquiry screen and
the vendor number and name will have been inserted. If there is only one vendor matching your
search criteria, that vendor is automatically selected. If you don't enter a vendor name exactly as
it is in the VENDOR file, you may receive the prompt, "Sounds similar to: {Vendor Name close
to what you entered}.. Select (Y/N)?" If more than one vendor sounds similar, you'll get a list
like the one above.
If the requisition is with a new vendor, enter 'N'. You will jump to the Vendor Maintenance/Inquiry
process screen where you can add the new vendor. Follow the instructions for this process in
Chapter 2. The vendor field is required.
3. Attn. Enter the name of the person to whose attention the shipment of goods and the invoice
should be sent. This field can also be used to specify that shipment be made to a specific building/
location . A required field.
4. Ship Via. Enter the one-digit code for the desired method of shipment of deliveries. This code is
validated against the SHIP-VIA file. A required field.
3-6
Requisition Processing
5. FOB. Enter the one-digit code for the shipment and freight payment option. This code is vali-
dated against the F.O.B. file. A required field.
6. Due. Enter the date the college expects to receive goods from the vendor. Valid entries include a
date entered in the format MM/DD/YYYY or ASAP. If you press [RETURN] without making
an entry, a due date 30 days from the current system date is automatically assigned to the requisi-
tion if it is your first requisition in this data entry session. If you have made previous entries, the
last due date entered will be repeated.
7. Inv. Enter an inventory code for the goods on the requisition, if applicable. The inventory code
should match the pattern (1A-3N-3N) in the CONTROL.POINT file for the building, room, and
program code information. An entry of 'X' is also allowed and is used to mark the goods for
resale and not subject to sales tax. This is an optional field.
8. CBQ. Enter a valid CBQ code or 'N/A'. The CBQ code indicates pricing for the goods was
obtained through contract, bid, or quote. The CBQ code is prefixed by C, B, or Q followed by a
hyphen and up to six digits (i.e., C-1745). This is a required field.
Once you have entered the fields above for new requisitions or displayed the fields for an existing
requisition, you will receive one of the following prompts:
For New Requisitions: "ENTER 'A' TO ADD LINE ITEM OR 'X' TO EXIT ADD MODE:"
Enter 'A' to add a line item. You will be prompted for the additional fields outlined below. Enter
'X' to exit the requisition screen without adding a line item to the new requisition. You will receive
the prompt, "ENTER , LINE ITEM#, ADD(A), OR EXIT(X):" Enter 'A' to return to add
mode or enter 'X' to exit the process. The other two options are not valid for new requisitions.
For Existing Requisitions: "ENTER , LINE ITEM#, ADD(A), OR EXIT(X):" Enter
'X' to exit the current requisition without viewing or adding line items. You will return to a blank
requisition screen. Enter [RETURN] to display the first line item on the requisition. Continue
pressing [RETURN] to move to each of the line items. You will cycle back to the first line item as
you continue to press [RETURN]. To move to a specific line item, enter the number for that item.
To add a line item to the requisition, enter 'A'.
Line Item. This system generated number represents the requisition line item number. If you are
Requisition Processing
adding a new requisition, this will start at 1 and increment sequentially as you add items to the
requisition. If you adding a line item to an existing requisition, the system will automatically assign
the next sequential line item number. For example, if the requisition already has 2 line items, the
added line item will be line item number 3.
9. Line Item Status. The field shows the status of the requisition. It will be blank when line item is
entered (new requisitions and/or new line items). Other possibilities are 'V' for void, 'O' for
override.
10. GL Account. When adding line items, you will receive the prompt, "ENTER GL ACCOUNT
NUMBER, 'P', OR 'S':" Enter the general ledger account number from which the funds for the
requisitioned items will paid. You can enter the entire GL account number in the format
00-000-00000-0000-00, making sure you include the hyphens, or you can enter 'P' (prefix) or
'S' (suffix) to utilize the automatic prefix/suffix options.
3- 7
Purchasing Operator's Guide
The automatic prefix and suffix options allow you to set up a prefix and/or suffix common to all
the G/L account numbers in the batch of requistions to be input. This feature can save many
keystrokes. If you enter 'P' or 'S', you will be prompted for the automatic prefix or suffix. With
the automatic prefix and/or suffix in place, you only need to enter the remaining part of the account
number when prompted. Include the trailing or leading hyphen when possible to save additional
keystrokes. To erase a prefix or suffix, enter the 'P' or 'S' and when prompted for an automatic
prefix/suffix, just press [RETURN] without an entry.
11. Commod. Enter a valid commodity number or '*'. The commodity number must match the
commodity pattern (3N-2N-2N-4N) in the CONTROL.POINT file. If you do not enter a valid
commodity number, you must enter '*'.
12. Unit. Enter a unit of issue. Three character (alphanumeric) maximum.
13. Unit Pr. Enter the price per unit. You can enter a price up to 999,999.99.
14. Quant. Enter the quantity ordered.
15. Sls Tax. Enter the actual sales tax amount or 'P' to specify the sales tax percentage. If you enter
'P', you will be prompted for the sales tax percentage amount. Once you enter a percentage
amount, that amount will be used for all entries in one data entry session. The calculated amount
will display, however, you still receive the prompt, "ENTER SALES TAX, 'P', OR TO
CALCULATE:" You can enter a sales tax amount, select 'P' and enter a new sales tax percentage
or press [RETURN] to accept the sales tax amount using the previously entered sales tax per-
centage.
16. PO Desc. Enter a purchase order line item description. If you entered a valid commodity
number, a description of that commodity will display. You can add information regarding the line
item, if desired. If no description displays, you can enter a description. When you press [RE-
TURN], an additional line for purchase order description will display. Enter additional informa-
tion, as needed, or press [RETURN] to exit the purchase order description prompt.
17. Recycled. Enter 'Y' if the item is made from recycled materials. Otherwise, enter 'N' or just
press [RETURN].
Once you have all fields for the line item, you will receive the prompt, "SAVE(S), CANCEL(XX),
FIELD# TO CHANGE, , OR '^'." To save the line item, enter 'S' and press [RETURN]. To
cancel and not save the line item, enter 'XX' and press [RETURN]. To move to and change a specific
field, enter the field number and press [RETURN]. To clear out line item information and return to the
"ENTER , LINE ITEM#, ADD(A), OR EXIT(X):" prompt, enter '^' and press [RETURN].
Once you have finished adding line items, enter 'X' and press [RETURN] to exit add mode. Enter 'X'
and press [RETURN] again to exit the current requisition. Enter 'X' and press [RETURN] once again
to exit the Requisition Maintenance/Inquiry process. Press [RETURN] at the "Press to
continue...=" prompt to return to the Requisition Processing menu.
3-8
Requisition Processing
Requisition Detail Listing
The Requisition Detail Listing option allows you to print a detail requisition listing. There are four sort
options.
To access the Requisition Detail process, select option '2' from the Requisition Processing menu. The
following submenu will display.
PI DETAIL REQUISITION LISTING SORTED BY MPI22
RELEASE
1= SEQUENCE
2= VENDOR NUMBER
3= VENDOR NAME
4= GL ACCOUNT
ENTER SELECTION OR TO EXIT=
Select the option for the desired sort order. Each option will prompt you for a beginning and ending
date. Enter these dates in the format MM/DD/YYYY. All options will select requisition detail items
from the RQDET file that were entered between the dates you specify. Only the sort order will be
different. The Sequence, Vendor Number and GL Account listings will go directly to your default
printer. The Vendor Name listing will display to the screen. If there are no detail records that fall
between the dates you specify, you'll receive the message, "No records meeting the selection criteria
found on the RQDET file."
Note: Remember that one requisition can have many line items. Each line item represents
a detail record.
Following your entry of the desired beginning and ending dates, you will receive the prompt, "Press
Requisition Processing
to continue...=". Press [RETURN] to return to the Detail Requisition submenu. Press
[RETURN] again to return to the Requisition Processing menu.
3- 9
Purchasing Operator's Guide
Summary Requisition Listing
The Summary Requisition Listing option allows you to print a summary requisition listing. There are
three sort options.
To access the Summary Requisition Listing process, select option '3' from the Requisition Processing
menu. The following submenu will display.
PI SUMMARY REQUISITION LISTINGS MPI23
RELEASE
1= SEQUENCE
2= VENDOR NUMBER
3= VENDOR NAME
ENTER SELECTION OR TO EXIT=
Select the option for the desired sort order. Each option will prompt you for a beginning and ending
date. Enter these dates in the format MM/DD/YYYY. All options will select requisition header records
items from the RQHDR file that were entered between the dates you specify. Only the sort order will
be different. The listings will go directly to your default printer. If there are no summary records that fall
between the dates you specify, you'll receive the message, "No records meeting the selection criteria
found on the RQHDR file."
Note: Remember that one requisition can have many line items. The header information
from a requisition represents a summary record.
Following your entry of the desired beginning and ending dates, you will receive the prompt, "Press
to continue...=". Press [RETURN] to return to the Summary Requisition submenu. Press
[RETURN] again to return to the Requisition Processing menu.
3-10
Requisition Processing
GL Requisition Analysis
The GL Requisition Analysis option allows you to print an listing of requisitions by GL account, showing
the posted encumbered balance and outstanding requisition amounts for each GL account on the listing.
Only GL accounts with requisitions that were entered between the specified dates will be included on
the listing.
To access the GL Requisition Analysis process, select option '4' from the Requisition Processing menu.
The following prompts will display.
ENTER STARTING ENTRY DATE 2N/2N/4N =
ENTER ENDING ENTRY DATE 2N/2N/4N =
You will be prompted for a beginning and ending date. Enter these dates in the format MM/DD/YYYY.
The process will select requisition detail items from the RQDET file that were entered between the dates
you specify. The Requisition GL Analysis listing will be sorted by GL account number and will go
directly to your default printer (see sample report below). If there are no detail records that fall be-
tween the dates you specify, you'll receive the message, "No records meeting the selection criteria found
on the RQDET file."
Note: Remember that one requisition can have many line items. Each line item represents
a detail record.
Following your entry of the desired beginning and ending dates, you will receive the prompt, "Press
to continue...=". Press [RETURN] to return to the Requisition Processing menu.
DATE REQUISTION GL ANALYSIS PAGE 1
Requisition Processing
POSTED
ENCUMBERED REQUISTIONS
ENT. DATE REQ LN COMMODITY DESCRIPTION GLACCT BALANCE OUTSTANDING
08/30/01 609 3 618-12-20-1900 Desk Calendar 01-100-01540-0000-00 2,011.18 106.00
08/30/01 609 4 260-50-00-6200 Toner Cartridges 01-100-01540-0000-00 2,011.18 330.00
08/31/01 610 1 123-22-22-3333 Desk 01-100-01540-0000-00 2,011.18 750.00
09/05/01 612 2 030-40-25-1400 Air Filter 01-100-01540-0000-00 2,011.18 92.00
** ---------------
01-100-01540-0000-00 1,278.00
08/31/01 610 2 035-27-05-0101 Computer Paper 01-510-01030-0000-00 411.00 975.00
08/30/01 609 1 035-27-05-0102 Copier Paper 01-510-01030-0000-00 411.00 417.00
** ---------------
01-510-01030-0000-00 1,392.00
09/05/01 612 1 035-27-05-1010 Safety Wire 01-921-21810-0000-00 7,320.00 84.00
08/30/01 609 2 445-00-00-0003 Air Hammer 01-921-21810-0000-00 7,320.00 234.00
** ---------------
01-921-21810-0000-00 318.00
3- 11
Purchase Order Processing
4
Chapter
Purchase Order Processing
Overview ................................................................................................ 4-2
Purchase Order Processing Menu ............................................................ 4-2
Purchase Order Maintenance/Inquiry ....................................................... 4-4
Purchase Order Detail Listing................................................................... 4-6
Summary Purchase Order Listing ............................................................. 4-7
Goods/Materials Received Report ........................................................... 4-8
Purchase Order Print ............................................................................... 4-9
Purchase Order Purge ........................................................................... 4-10
Outstanding Encumbrance Report ...........................................................4-11
Purchase Order Processing
4- 1
Purchasing Operator's Guide
Overview
The Purchase Order Processing option is the third menu item on the Purchasing/Fixed Assets Main
Menu and serves as a gateway to purchase order functions. The processes available through this option
use data from the PO, RQHDR (Requisition Header) and RQDET (Requisition Detail) files.
Accessing the Purchase Order Processing Menu
PI PURCHASING / FIXED ASSETS MPI
RELEASE
1= VENDOR/COMMODITY PROCESSING
2= REQUISITION PROCESSING
3= PURCHASE ORDER PROCESSING
4= MBE/WBE/DBE PURCHASING REPORT
5= FIXED ASSETS
6= Addendum Notes Print/Inquiry --->
ENTER SELECTION OR TO EXIT=
At the Purchasing/Fixed Assets Main Menu (see above), select option three, Purchase Order Process-
ing. The Purchase Order Processing Menu will display.
PI REQUISITION PROCESSING MPI3
RELEASE
1= PURCHASE ORDER MAINTENANCE/INQUIRY
2= DETAIL PURCHASE ORDER LISTING
3= SUMMARY PURCHASING ORDER LISTING
4= GOODS/MATERIALS RECEIVED REPORTS
5= PURCHASE ORDER PRINT
6= PURCHASE ORDER PURGE
7= OUTSTANDING ENCUMBRANCE REPORT
ENTER SELECTION OR TO EXIT=
Select the menu item you would like to access by entering the appropriate number at the "ENTER
SELECTION OR TO EXIT" prompt. If you do not want to choose a selection, enter to
return to the Purchasing / Fixed Assets menu. The Purchase Order Processing menu items are de-
scribed below.
1) PURCHASE ORDER MAINTENANCE/INQUIRY. Allows you to review and/or change
existing purchase order and their line items.
4-2
Purchase Order Processing
2) DETAIL PURCHASE ORDER LISTING. Allows you to print a list of purchase order details,
for purchase orders between the dates you specify.
3) SUMMARY REQUISITION LISTING. Allows you to print a summary listing of purchase
orders between the dates you specify.
4) GOODS/MATERIALS RECEIVED REPORTS. Allows you to print a listing of goods and
materials received sorted by purchase order and then by requisition or by purchase order then by date
received.
5) PURCHASE ORDER PRINT. Allows you to post purchase orders or to print purchase orders
from a previous posting list. Note that you must run this option to generate purchase orders from
requisitions with a status of either 'P' (posted) or 'O' (override).
6) PURCHASE ORDER PURGE. This option deletes purchase orders that are marked as complete
including their associated requisition header and detail records.
7) OUTSTANDING ENCUMBRANCE REPORT. Allows you to print a listing of outstanding
encumbrances by GL account number between the dates you specify.
Purchase Order Processing
4- 3
Purchasing Operator's Guide
Purchase Order Maintenance/Inquiry
The Purchase Order Maintenance/Inquiry option is used to work with purchase orders and their line
items. If you entered '1' at the prompt on the Purchase Order Processing menu, the following screen
displays.
PURCHASE ORDER INQUIRY PI31
=======================================================================
ID : 2. VENDOR :
CREATED : 3. ATTN : 6. DUE:
#ITEMS : 4. SHIP VIA : 7. INV:
1. STATUS : 5. FOB : 8. CBQ:
=======================================================================
LINE ITEM: 9. LINE ITEM STATUS:
=======================================================================
10. GL ACCOUNT ACCOUNT DESCRIPTION
---------------------------------------------------------------------------------------------------------------------------
11. COMMOD : 17. R-DATE R-QTY R-S R-DATE R-QTY R-S
1) 6)
12. UNIT : 2) 7)
13. UNIT PR : 3) 8)
14. QUANT : 4) 9)
15. SLS TAX : 5) 10)
16. PO DESC : 11)
12)
ENTER PO ID OR 'X' TO EXIT:
The Purchase Order maintenance/Inquiry screen allows you to view and/or change existing purchase
orders and their line items. On existing purchase orders, only the STATUS (PO status), LINE ITEM
STATUS, R-DATE (received date), R-QTY (received quantity) and R-S (received status) may be
changed. If the STATUS is 'V' (void), no changes to any field are allowed. If the LINE ITEM
STATUS is void, no changes to that line item are allowed. Additionally, this screen allows you to fully
or partially receive purchase order items or to void the purchase order if it is in error.
When you access the Purchase Order Inquiry screen, you will receive the prompt, "ENTER PO ID OR
'X' TO EXIT:" To exit the process without accessing a purchase order, enter 'X' and press [RETURN].
Press [RETURN] again to return to the Purchase Order Processing Menu.
To make changes to or inquire on an existing purchase order, enter the purchase order number and
press [RETURN]. When entering an existing purchase order number, you need only enter the number
portion. For example, to display information on purchase order P-121, you only need to enter '121' at
the "ENTER PO ID OR 'X' TO EXIT:" prompt. Header information (fields 1 - 8) for that purchase
order will display. You will receive the prompt, "PO 121 (purchase order number you entered) IS
ELIGIBLE FOR AUTOMATIC RECEIVING (Y/N):" Note: You won't receive this prompt if any
items on the purchase order have previously been marked as received.
4-4
Purchase Order Processing
Answer 'Y' at the "PO 121 (purchase order number you entered) IS ELIGIBLE FOR AUTO-
MATIC RECEIVING (Y/N):" prompt to receive all line items on the purchase order. You will
be prompted to enter the received date. Enter the received date in the format MM/DD/
YYYY, or just press [RETURN] for the current date. Once you enter the received date, you
will receive the prompt, "ANY ITEMS NOT RECEIVED (Y/N)?" Answer 'N' to automati-
cally receive all line items on the purchase order. The purchase order status will be set to 'R',
Fully Received. Answer 'Y' at the "ANY ITEMS NOT RECEIVED (Y/N)?" prompt to
partially receive the purchase order. The purchase order status will be set to 'P', Partially
Received. Line items on partially can be modified as necessary to reflect the partially received
purchase order. Remember to save any modified line items. If a purchase order is partially
received, you must indicate when that purchase order is fully received by changing the STA-
TUS to 'R'.
If you answer 'N' at the "PO 121 (purchase order number you entered) IS ELIGIBLE FOR
AUTOMATIC RECEIVING (Y/N):" prompt, you will receive the prompt, "ENTER ,
LINE ITEM#, OR EXIT(X)." Note: You will also receive this prompt when accessing
purchase orders that have previously been partially or fully received. The EXIT option will
return you to the "ENTER PO ID OR 'X' TO EXIT:" prompt where you can enter another
purchase order number. The LINE ITEM# option will allow you to move to a specific line
item without having to move to each line item page. The option will allow you to page
through the line items on the purchase order, beginning with the first line item. On each page
you'll see the prompt, "SAVE(S), CANCEL(XX), FIELD# TO CHANGE, , OR '^'."
Enter >S= to save any changes to the line item entry, >XX= to cancel and not be save any
changes to the line entry. You may enter a field number if a particular entry needs to be
changed. The option will page through the line items on the purchase order. An up
arrow (^) will take you to the "Enter , Line Item# or Exit(X):" prompt.
When working with purchase orders, keep the following in mind:
♦ You must enter >17' to maintain/add the received information. If you have a fully received
purchase order, you cannot change field 17.
♦ If you over receive an item, you may voucher what you receive, however, the program will only
Purchase Order Processing
encumber the amount of the requisition. You must do an extra journal entry for the difference.
♦ Changes cannot be made to a line item if the LINE ITEM STATUS is void.
♦ If the purchase order status is void, no changes are allowed.
♦ If a purchase order is partially received, the STATUS must be changed to 'R' once it is fully
received.
4- 5
Purchasing Operator's Guide
Detail Purchase Order Listing
The Detail Purchase Order Listing option allows you to print a detail purchase order listing.
To access the Detail Purchase Order process, select option '2' from the Purchasing Order Processing
menu. A screen showing the following series of prompts will display.
PURCHASE ORDER DETAIL LISTING
ENTER STARTING ENTRY DATE (MM/DD/YYYY) OR ?
ENTER ENDING ENTRY DATE (MM/DD/YYYY) OR ?
Press to continue......=
Enter starting and ending dates, or for the current date. The process will select purchase order
detail records from the RQDET file that were entered between the dates you specify. The listing will go
directly to your default printer. If there are no detail records that fall between the dates you specify,
you'll receive the message, "No records meeting the selection criteria found on the RQDET file." Pur-
chase orders with a status of 'V' or 'C' will not be included on the report.
Following your entry of the desired beginning and ending dates, you will receive the prompt, "Press
to continue...=". Press [RETURN] to return to the Purchase Order Processing menu.
4-6
Purchase Order Processing
Summary Purchase Order Listing
The Summary Purchase Order Listing option allows you to print a summary purchase order listing.
To access the Summary Purchase Order process, select option '3' from the Purchasing Order Process-
ing menu. A screen showing the following series of prompts will display.
SUMMARY PURCHASE ORDER LISTING
ENTER STARTING ENTRY DATE (MM/DD/YYYY) OR ?
ENTER ENDING ENTRY DATE (MM/DD/YYYY) OR ?
NOW PROCESSING PURCHASE ORDER SUMMARY REPORT
Press to continue......=
Enter starting and ending dates, or for the current date. The process will select purchase order
records from the PO file based on the dates you entered. The listing will go directly to your default
printer and be printed in purchase order number. If there are no PO records that fall between the dates
you specify, you'll receive the message, "No records meeting the selection criteria found on the PO file."
Purchase orders with a status of 'V' or 'C' will not be included on the report.
Following your entry of the desired beginning and ending dates, you will receive the prompt, "Press
to continue...=". Press [RETURN] to return to the Purchase Order Processing menu.
Purchase Order Processing
4- 7
Purchasing Operator's Guide
Goods/Materials Received Reports
The Goods/Materials Received Reports option allows you to print a report showing the purchase order
detail items which have been partially or fully received. There are two sort options.
To access the Goods/Materials Received Reports process, select option '4' from the Purchase Order
Processing menu. The following submenu will display.
PI GOODS/MATERIALS SORTED.. MPI34
1= BY PO BY REQUISITION
2= BY PO BY DATE RECEIVED
ENTER SELECTION OR TO EXIT=
Select the option for the desired sort order. Both options will prompt you for a beginning and ending
date. Enter these dates in the format MM/DD/YYYY or for the current date. The process will
select all requisition detail items based on their associated purchase order status. Purchase orders with
a status of >V= or >C= and requisitions with a status of >V= are not included in this report. Only the sort
order will be different for the two menu options. If there are no detail records that fall between the
dates you specify, you'll receive the message, "No records meeting the selection criteria found on the
RQDET file."
Following your entry of the desired beginning and ending dates, you will receive the prompt, "Press
to continue...=". Press [RETURN] to return to the Goods/Materials Received submenu.
Press [RETURN] again to return to the Purchase Order Processing menu.
4-8
Purchase Order Processing
Purchase Order Print
The Purchase Order Print option allows you to select purchase orders to be posted or printed. To
access the Purchase Order Print process, select option '5' from the Purchasing Order Processing menu.
The following screen will display.
PURCHASE ORDER POST/PRINT
(1) POST PO'S OR (2) PRINT PO'S FROM PREVIOUS POSTING LIST?
This procedure allows you to select purchase orders to be posted or printed. The Post PO's option
selects requisition items that are marked as ready for posting. These requisitions are used by program
PICNTL.CHK to determine fund availability. Records which pass the fund availability test are posted
to the general ledger. Those which do not pass the test are reported on an exception list. Posting is a
separate process which occurs before purchase order printing, however, the posting process marks
purchase orders as ready for printing. When you select the Post PO's option, you will receive the
message, "YOU MUST NOT POST A BATCH OF PO'S UNTIL THE PREVIOUSLY POSTED
PO'S ARE PRINTED OK TO BEGIN POSTING PO'S (Y/N): ?" If you have previously posted and
did not print that batch of purchase orders, you should answer 'N'. Once you post, the list of previously
posted purchase orders will be lost. If you have printed the previous batch of posted purchase orders,
answer 'Y' to run the posting process. You will be prompted for a date to be printed on the purchase
orders. The program also validates the transaction date by reading the year indicator from the dictionary
of the G/L-Activity file. It then calculates the beginning and ending dates for the current year and the
ending date for the next year. Error messages are returned if the transaction date falls outside the
calculated dates.
Purchase Order Processing
The Print PO's From Previous Posting List prints the purchase orders that are marked as ready for
printing. You may reprint a batch of posted purchase orders as many times as necessary until another
posting is done.
After posting or printing purchase orders, you will receive the prompt, "Press to con-
tinue...=". Press [RETURN] to return to the Purchase Order Processing menu.
Note: The posting process must be run before you can use option 1 from the Purchase Order
Processing menu to work with purchase orders.
4- 9
Purchasing Operator's Guide
Purchase Order Purge
The Purchase Order Purge option allows you to delete purchase orders that are marked as complete or
void. To access the Purchase Order Purge process, select option '6' from the Purchasing Order Pro-
cessing menu. A screen similar to the following will display.
PURCHASE ORDER PURGE PROCESS
THIS PROCESS DELETES PURCHASE ORDERS THAT ARE MARKED
AS COMPLETE.
ALL ASSOCIATED REQUISITION HEADER AND DETAIL RECORDS ARE
ALSO DELETED. REQUISITION HEADER AND DETAIL RECORDS THAT
HAVE BEEN VOIDED ARE ALSO DELETED
PURGED RECORDS ARE FIRST WRITTEN TO A BACKUP FILE, THEN
DELETED. THE BACKUP FILE IS THEN COPIED TO TAPE AND MAY
BE CLEARED IF THE USER WISHES.
THE FILES ARE DUMPED IN THIS ORDER
(1) PRG.RQDET
(2) PRG.POXREF
(3) PRG.RQHDR
(4) PRG.PO
DO YOU WISH TO BEGIN THE PO PURGE PROCESS (Y/N)=
NOTE: No one should be working in the purchasing module when you run the purge process.
The screen will display information on what takes place during the purge process. You will receive the
prompt, "DO YOU WISH TO BEGIN THE PO PURGE PROCESS (Y/N)=." To exit the process
without purging, answer 'N' and press [RETURN]. You will receive the prompt, "Press to
continue...=". Press [RETURN] to return to the Purchase Order Processing menu.
If you are ready to run the purge process, answer 'Y' at the "DO YOU WISH TO BEGIN THE PO
PURGE PROCESS (Y/N)=" prompt and press return. The process selects purchase order records
with a status = >C= or >V=. These purchase orders with associated requisition header records and
requisition detail records are written to the appropriate backup files and then purged from the live files.
The purge files must be cleared before this process is run to assure that only data from the current purge
process is stored in the purge files.
When the process is complete, you will receive the prompt, "Press to continue...=". Press
[RETURN] to return to the Purchase Order Processing menu.
4-10
Purchase Order Processing
Outstanding Encumbrance Report
The Outstanding Encumbrance Report option allows you to print a report showing outstanding encum-
brances.
To access the Outstanding Encumbrance Report process, select option '7' from the Purchase Order
Processing menu. The following screen will display.
REPORT OF OUTSTANDING ENCUMBRANCES
FOR MONTH ENDING (MM/DD/YYYY):
You will be prompted for a month ending date. Enter in the format MM/DD/YYYY. The procedure
calculates the outstanding encumbrances by GL account number for the specified ending date.
When you run the process, you will see messages similar to the following:
177 records selected.
Saved list "VOENC" in file "&SAVEDLISTS&".
143 records selected.
Saved list "RQENC" in file "&SAVEDLISTS&".
File "ENCFILE" has been cleared.
177 records selected.
Purchase Order Processing
143 records selected.
Deleted saved list "VOENC".
Deleted saved list "RQENC".
Press to continue...=
Once the encumbrance file entries are built, the procedure prints the Outstanding Encumbrance Report.
The report is printed by GL account number. Purchase order number, date and the outstanding encum-
brance amount are also printed. Outstanding encumbrance amounts are totaled by fund.
When the process is complete, you will receive the prompt, "Press to continue...=". Press
[RETURN] to return to the Purchase Order Processing menu.
4- 11
MBE/WBE/DBE Purchasing Report
5
Chapter
MBE/WBE/DBE Purchasing Report
MBE/WBE/DBE Purchasing Report Process ........................................... 5-2
MBE/WBE/DBE Purchasing Report
5- 1
Purchasing Operator's Guide
Accessing the MBE/WBE/DBE Purchasing Report Option
The MBE/WBE/DBE Purchasing Report option is the fourth menu item on the Purchasing/Fixed Assets
Main Menu. This process allows you to print the Minority Business Enterprises (MBE) report, the
Women Business Enterprises (WBE) report and the Disadvantaged Business Enterprises (DBE) report.
These detail reports are summarized to produce the Historically Underutilized Business (HUB) Purchas-
ing report. When you select the MBE/WBE/DBE Purchasing Report option, the following screen will
display. Please note that there is NO bailout for this report. Once you select the MBE/WBE/DBE
Purchasing Report option, you MUST enter reporting period dates and run the report.
======================================================================
Purchasing SPIPO.RPT
Monthly/Quarterly Purchasing Report
From Thru . . /. . /. . . .
======================================================================
Enter the beginning date for this report.
Enter the beginning date for the desired reporting period. Enter the date in the MM/DD/YYYY format.
You will then be prompted for an ending date. Enter the ending date in the same format. You will then
be asked if the dates are correct. An answer of 'Y' will run the report process. An answer of 'N' will
return you to the prompt to enter a beginning date (remember that there's no bailout). Records are
selected based on the Minority Status field of the Vendor Maintenance/Inquiry. Requisitions and
purchase orders with vendors whose minority status is handicapped (1 or H), minority (2 or M), woman
(3 or F), disabled (4 or DE) or nonprofit (5 or NP) will be included on reports. The process lists
requisitions and purchase orders for the quarter (or other reporting period) by total contract, total
commodities and total service/maintenance contract.
5-2