UTPA ACADEMIC AFFAIRS by 4G8D0j

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									                         UTPA ACADEMIC AFFAIRS
                                   ORACLE HINTS


Notes from Purchasing

Searching vendor names:
    Use the percent sign before and after the name (%. . . .%) that you are searching
       for. This will assure that the query includes such words and “the” and “a” in the
       title of the vendor.
    Email Alex Valdez with the following vendor information if you need to have a
       new vendor added:
            o Name
            o Complete address
            o Telephone number
            o Contact name
            o Federal ID number
            o If you happen to know, also indicate whether this is a vendor that has been
                previously used at UTPA

Needing additional category
    Email Alex Valdez if you find that a purchasing category is missing from the
      LOV

Access problems
    Contact Cris Munoz or Josie Lopez if you are having access problems
    Contact the Help Desk if you are having technical problems


Advertisements

       1.  Use UTPA Requisitioner or buyer responsibility
       2.  Double-click on Requisitions
       3.  Double-click on the Requisitions under that
       4.  Use Purchase Requisition for Type
       5.  In Description box enter “Advertisement for (department name) (position or
           recruitment number)”
       6. Go to tab for Lines
       7. Click on the Line Num field. The number 1 should automatically populate.
           (The fields in yellow are required fields)
       8. Click on the Type field and select from the LOV.
       9. Click on the Category field. Select from the LOV. The description on the
           item category represents the E-type you will need when entering the
           distributions.
       10. Enter Description (be specific)
       11. Enter UOM (unit of measure)
       12. Enter Quantity
       13. Enter Price
       14. Enter Organization: University of Texas Pan American
       15. Enter Location: UTPA
       16. Enter Supplier from the LOV
       17. Enter the Site (supplier’s address)
       18. Save (Make a note of the requisition number that is automatically generated
           for cross-reference purposes.)
       19. You can enter additional information in Notes to Buyer in the Source Details
           tab. Recommendation: enter “originals sent on (date) to A/P”.
       20. If possible, scan advertisement and invoice and attach by using paperclip icon.
       21. Click on Distribution bottom (at bottom)
       22. Enter Project number, task = 01, E-type, Organization, and today’s date
       23. Save and close Distribution Form
       24. Click the Approve button (at bottom)
       25. Check Reserve and Submit for Approval boxes if they are not already checked
       26. Once the requisition is approved by the Project Manager, you will get a
           notification to let you know that it has been approved. Go to the Notifications
           to check your message.
       27. Send original advertisement and invoice to Accounts Payable – DON’T
           FORGET TO CROSS-REFERENCE REQUISITION NUMBER FROM
           ORACLE


Guest Lecturers

Processing a request for a guest lecturer:
       1. Use UTPA Requisitioner or buyer responsibility
       2. Double-click on Requisitions
       3. Double-click on the Requisitions under that
       4. Use Purchase Requisition for Type
       5. In Description box enter “Guest Lecturer (name) for (dates of service)”
       6. Go to tab for Lines and fill in individual lines for fees and/or travel items
       7. Click on the Line Num field. The number 1 should automatically populate.
           (The fields in yellow are required fields)
       8. Click on the Type field and select from the LOV.
       9. Click on the Category field. Select from the LOV. The description on the
           item category represents the E-type you will need when entering the
           distributions.
       10. Enter Description (be specific as to the item purchased that reimbursement is
           for)
       11. Enter UOM (unit of measure)
       12. Enter Quantity
       13. Enter Amount
       14. Repeat steps 7 through 13 for each expense item
       15. Enter Organization: University of Texas Pan American
       16. Enter Location: UTPA
       17. Enter Supplier from the LOV
       18. Enter the Site (supplier’s address)
       19. Save (Make a note of the requisition number that is automatically generated
           for cross-reference purposes.)
       20. You can enter additional information in Notes to Buyer in the Source Details
           tab. Recommendation: enter “Guest Lecturer Authorization Request sent on
           (date) to Provost”.
       21. If possible, scan Guest Lecturer Authorization Request and any other
           supporting documentation such as travel itinerary attach by using paperclip
           icon.
       22. Click on Distribution bottom (at bottom)
       23. Enter Project number, task = 01, E-type, Organization, and today’s date
           (repeat for each expense line)
       24. Save and close Distribution Form
       25. Click the Approve button (at bottom)
       26. Check Reserve and Submit for Approval boxes if they are not already checked
       27. Once the requisition is approved by the Project Manager, you will get a
           notification to let you know that it has been approved. Go to the Notifications
           to check your message.
       28. Send original Guest Lecturer Authorization Request to the Provost’s Office –
           DON’T FORGET TO CROSS-REFERENCE REQUISITION NUMBER
           FROM ORACLE

Processing payment request after service has been completed:
       1. Use UTPA Payable Inquiry responsibility
       2. Under “Other: Requests”, click Run
       3. In Submit a New Request box, click OK for Single Request
       4. In Name box, select UTPA Non PO Check Request Workflow from the LOV
           (list of values) and click OK
       5. Enter as much information as possible in the parameters:
                Vendor
                Project Number
                Award (if applicable)
                Expenditure Type
                Amount
                Description (what, who, when, etc)
                Need by date
                Attachment? – enter yes
                Note to Payables (such as “Sent signed Guest Lecturer Authorization
                Request and receipts on (date) to A/P”)
                Click OK
       6. Click Submit to run request (same as when running reports)
       7. View details
       8. Use the request ID assigned when running the request for cross-referencing
      9. Send original receipts and Guest Lecturer Authorization Request form to
         Accounts Payable – DON’T FORGET TO CROSS-REFERENCE ID
         NUMBER FROM ORACLE


Memberships

      1.   Use UTPA Payable Inquiry responsibility
      2.   Under “Other: Requests”, click Run
      3.   In Submit a New Request box, click OK for Single Request
      4.   In Name box, select UTPA Non PO Check Request Workflow from the LOV
           (list of values) and click OK
      5.   Enter as much information as possible in the parameters:
                Vendor
                Project Number
                Award (if applicable)
                Expenditure Type
                Amount
                Description (what, who, when, etc)
                Need by date
                Attachment? – enter yes
                Note to Payables (such as “Sent membership form on (date) to A/P”)
                Click OK
      6.   Click Submit to run request (same as when running reports)
      7.   View details
      8.   Use the request ID assigned when running the request for cross-referencing
      9.   Send original membership form to Accounts Payable (NOTE: UTPA’s
           Request for Membership form is no longer required) – DON’T FORGET TO
           CROSS-REFERENCE ID NUMBER FROM ORACLE


Reimbursements

Entertainment expenses:
       1. Use UTPA Payable Inquiry responsibility
       2. Under “Other: Requests”, click Run
       3. In Submit a New Request box, click OK for Single Request
       4. In Name box, select UTPA Non PO Check Request Workflow from the LOV
          (list of values) and click OK
       5. Enter as much information as possible in the parameters:
               Vendor
               Project Number
               Award (if applicable)
               Expenditure Type
               Amount
               Description (what, who, when, etc)
                Need by date
                Attachment? – enter yes
                Note to Payables (such as “Sent receipts on (date) to A/P”)
                Click OK
       6.   Click Submit to run request (same as when running reports)
       7.   View details
       8.   Use the request ID assigned when running the request for cross-referencing
       9.   Send original receipts and Reimbursement of Entertainment Expense form to
            Accounts Payable – DON’T FORGET TO CROSS-REFERENCE ID
            NUMBER FROM ORACLE

Other reimbursements:
       1. Use UTPA Requisitioner or buyer responsibility
       2. Double-click on Requisitions
       3. Double-click on the Requisitions under that
       4. Use Purchase Requisition for Type
       5. In Description box enter “Reimburse (name) for (date of purchase) purchase”
       6. Go to tab for Lines
       7. Click on the Line Num field. The number 1 should automatically populate.
           (The fields in yellow are required fields)
       8. Click on the Type field and select from the LOV.
       9. Click on the Category field. Select from the LOV. The description on the
           item category represents the E-type you will need when entering the
           distributions.
       10. Enter Description (be specific as to the item purchased that reimbursement is
           for)
       11. Enter UOM (unit of measure)
       12. Enter Quantity
       13. Enter Price
       14. Enter Organization: University of Texas Pan American
       15. Enter Location: UTPA
       16. Enter Supplier from the LOV
       17. Enter the Site (supplier’s address)
       18. Save (Make a note of the requisition number that is automatically generated
           for cross-reference purposes.)
       19. You can enter additional information in Notes to Buyer in the Source Details
           tab. Recommendation: enter “originals sent on (date) to A/P”.
       20. If possible, scan receipts and Reimbursement Purchase Requisition (RPR) and
           attach by using paperclip icon.
       21. Click on Distribution bottom (at bottom)
       22. Enter Project number, task = 01, E-type, Organization, and today’s date
       23. Save and close Distribution Form
       24. Click the Approve button (at bottom)
       25. Check Reserve and Submit for Approval boxes if they are not already checked
       26. Once the requisition is approved by the Project Manager, you will get a
           notification to let you know that it has been approved. Go to the Notifications
           to check your message.
       27. Send original receipts and RPR form to Accounts Payable – DON’T FORGET
           TO CROSS-REFERENCE REQUISITION NUMBER FROM ORACLE


Scholarships

Current procedures will not change.

								
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