MARS User Instruction Document Incident Functional Issue Description User Instruction Number Area 10646 Approval Routing sheets applied to Routing sheets pertain to routing envelopes, not to objects Routing envelopes, not individual documents within those envelopes. To avoid confusion, user should not try to apply new routing sheet to objects within envelopes. 456 Contracting Printing of 900 lines in the extended Extended descriptions exceeding 100 lines do not print description correctly. Users should consider using attachments for lengthy descriptions. 1451 Contracting Funding % can exceed 100% on Users should be aware that they can enter percentage line items on master agreement funding on the line items that exceeds 100%. They should visually check this before processing the document. Users will receive error messages when the document is validated in Advantage. 1501 Contracting Vendor Tracking document does Approvers for documents should put comments on an not support approvals attachment using Utilities>Word Processing (word processing documents can be created as read-only). Attachments associated with a purchase document are carried forward with the document as it moves along the approval/route path, or use, or use the Electronic notepad. 1617 Contracting PD user id required for Point of Any valid PD user id may be used for this required data Contact person on Vendor field on Vendor Point of Contact. maintenance 1629 Contracting Purchase Request description field The data entered in the description field on the purchase can be changed on subsequent request can be changed on subsequent documents. documents 1699 Contracting Printing of "order" amount for MA When master agreement mods are printed, the last line mod, the amount should not be reads "Total Order Amount" even though the master called "order", because according to agreement is not an order. Users should ignore this label. the Commonwealth Business case, an MA is not an order. 1793 Contracting Defaulted fields from the Purchase Fields that default from the purchase request to the master Request can be changed on agreement are still editable, rather than read-only. subsequent documents As of 7/21/2010 1 MARS User Instruction Document 1838 Contracting Uniformity of funding entry on linesOn shipping requests, funding is recorded at the line item of the Shipping Request document level. Users should be aware that PD will not reject SRs that have funding on some lines and not on others. 2118 Contracting Electronic notepad may or may not Approvers for documents should put comments on an allow subsequent users to attachment using Utilities>Word Processing (word delete/change notes processing documents can be created as read-only). Attachments associated with a purchase document are carried forward with the document as it moves along the approval/route path. 2539 Contracting Time zone used for solicitations on Users should specify time zone in the solicitation time and the web date. Current assumption is that time is Eastern Standard Time. 2708 Contracting Cradle-to-grave report does not The Cradle to Grave Report does not pickup references to include attached purchase requests multiple purchase requests that are attached to one solicitation. However, references to multiple purchase requests are displayed when viewing the solicitation. 2778 Contracting Addenda to solicitations do not When creating an addendum to a solicitation, users should automatically post new closing date indicate that the closing date has changed by using the "Reason for change" field. 2822 Contracting When creating a DO from MA When creating a Delivery Order from a Master Agreement miscellaneous totals do not show up with a miscellaneous price, the description and extended descriptions do appear on the Line Item Selection screen. Because a miscellaneous price was indicated on the Master Agreement, the unit price shows as $0 on the line item selection screen. Once the user selects the lines to carry over to the Delivery Order, the user can select the line item detail screen to view the cost of the item. 2843 Contracting MA Usage report is not working The MA Usage report is not available to users at this time. correctly 2876 Contracting Addition of new users to auto Users should not add another person to the end of an approval route may not work automated approval route; rather they should send the correctly document to another user and then resume the route. 3019 Contracting Cannot copy from a delivery order In general, PD only allows copying from documents that do not reference other documents. Delivery orders reference other documents (e.g., master agreements) and, therefore, cannot be copied from. As of 7/21/2010 2 MARS User Instruction Document 3026 Contracting Error window cannot be tiled or For easier error correction, users may want to print out the cascaded error messages so they can refer to them while correcting data on the screen. 3110 Contracting MA Selection list sorts in The Master Agreement selection list displays all active and descending order of creation date inactive Master Agreements in descending order of creation date. Users may select an inactive Master Agreement when creating a Delivery Order. However, they will receive an error message when they try to select an expired Master Agreement. 3153 Contracting Sub-total groups do not display on Users may enter sub-total groups into a free form clause web solicitation area and should make sure that the award assigns the correct items to the correct groups. 3164 Contracting Cited authority field on the catalog The cited authority field has been enlarged in the order in PDWeb is not large enough client/server version of PD but not PDWeb. to display the description. 3185 Contracting Use of tolerances on fluctuating and Invoices created from fluctuating Master Agreements do non-fluctuating Master Agreements not invoke tolerances; however, invoices created from Delivery Orders (even when the DO's are against fluctuating Master Agreements) do invoke tolerances. 3264 Contracting NIGP commodity code descriptions An effort is currently underway to make these descriptions are not fully descriptive at the 11- more useful at the 11-digit level. Users may refer to the digit level. NIGP Commodity Code table to infer the full description from the 3, 5, and 11 digit levels. 3269 Contracting Invoice To address should not be Within the PR line item detail address tab, an "invoice to" required on Purchase Request address is required; however, it is not required on the Master Agreement. "Invoice to" is the same as "Bill to". 10159 Contracting Logic used to release documents in Systems assurance reports will be run regularly in MARS to Advantage from PD should be ensure that documents approved and released in changed Procurement Desktop have updated Advantage as well. 10369 Contracting Vendor street address does not Vendor street address does print out on solicitation mailing appear on Solicitation Mailing List labels. It does not appear online however on the solicitation mailing list. Only vendor name, city, state, and zip code appear in the online list. As of 7/21/2010 3 MARS User Instruction Document 10402 Contracting Delivery Order error message may Error message may indicate that vendor is missing on a be incorrect delivery order that cites master agreement, even though vendor is indeed present. Report such instances to CRC so that MARS team can track this issue. 10436 Contracting Balance Sheet Account field should Users should either not use the Balance Sheet Account not be editable for non-warehouse field or should establish a balance sheet number or account awards. to enter and track purchases. 10499 Contracting Window cannot be minimized (I.e., Minimization is not available while using the browser to made smaller) while using PD access PDWeb. browser 10534 Contracting solicitation type- none selected The system does not force the selection of a solicitation type at this time. Users should remember to enter solicitation type. 10620 Contracting Solicitation mailing list printing Occasionally, when printing solicitation mailing lists, users may receive system level errors. They should click through these messages and continue system usage without further problems. 10625 Contracting Administrative PR mod is not Purchase Request mods must include a change (e.g., for passed to Advantage $0) at the line level in order to be processed successfully in Advantage. 10627 Contracting Funding percentage splits don't Within the Funding Line percentage field, a user needs to round correctly add different split percentages until the user comes up with the correct Total percent, quantity, and amount. For example, to do a 50/50 split on an item priced at $101.01, the percentages would have to be 49.99% and 50.01%. 10629 Contracting Buying entity on solicitation The buying entity reflected on the solicitation and the award is that of the agency creating those documents. Buying entity does not currently default from the purchase request. 10687 Contracting Error message that expense Error messages are not specific to line items amount exceeds purchase order amount 10693 Contracting Purchase Request error messages Error messages are correct but they are not related to the are not correct specific line item on which the error occurred. As of 7/21/2010 4 MARS User Instruction Document 11925 Contracting Modification down to zero In order to terminate/cancel a document, users should create a modification and put in a negative quantity and unit price or miscellaneous cost until the new totals are set at $0. 11927 Contracting Milestone Inquiry not calculating all Milestone dates for late events may not be calculating status dates correctly correctly. Report documented problems to the MARS team. 11930 Contracting Fields defaulted from a purchase The fields that are pulled over are editable. The user can request to a delivery order delete the fields and add the appropriate information. The Global Change button can be accessed when using one or more line items without having to enter the same address information on each line item (assuming the address information is the same for each line item). 11942 Contracting Bid evaluation spreadsheet do not Currently, bid eval spreadsheet printouts do not include include headings and bid number on header information. the printout 11945 Contracting Receiving report is not accepting Receiving reports may not accept the quantities entered the quantities first time. In this case, users should re-enter the quantities and attempt to process the document again. Please report these issues to the CRC so that they can be tracked and corrected. 11947 Contracting Reason E on a Contract Mod Once the user prints the Contract Mod and is ready to send Reasons Tab (Vendor Signature it to the Vendor, they will have to manually add to the required or not required) does not document that a vendor signature is required. Users may display on the printed form use the comments field for this purpose. 11949 Contracting Date and time inconsistencies on We have experienced occasional, intermittent problems the solicitation document with the time changing on the solicitation document when it is saved. When this happens, the time is changed to three hours earlier (e.g., 1 pm instead of 4 pm). To prevent confusion on the part of vendors responding to the solicitation, users should create an attachment stating the closing date and time for the solicitation. This also provides the opportunity for the user to specific the zone in which the solicitation will close, such as EST, PST, etc. As of 7/21/2010 5 MARS User Instruction Document 12094 Contracting Can not receive on sub-line The user can receive against sublines by marking the line as partial as subline items are delivered. 10509 Electronic Commodity code descriptions not Commodity code descriptions displayed in registering Commerce fully displayed vendors via the web may not be fully displayed. They are, however, displayed in A to Z order with complete error messages. 10562 Electronic Vendor registration Vendors registering via the web are asked to enter a Commerce discount percentage between 0 and 1. Vendors should be aware that the payment terms percentage displays with a redundant decimal point. Simply ignore the decimal point and read the percentage as a whole number. (e.g., .15% will be read as 15%) 11915 Electronic Vendor web registration Error messages are not specific to line items and are not Commerce displayed as each line is completed. They are only displayed upon summary or finalize. 11916 Electronic Misspelled error messages on Error messages may contain misspellings that do not affect Commerce PDWeb the meaning of the message. 12066 Electronic Percentage field on web vendor Vendors registering via the web should be aware that the Commerce registration payment terms percentage displays with a redundant decimal point. Simply ignore the decimal point and read the percentage as a whole number. (e.g., .15% should be read as 15%) 506 General Windows do not always display Users may need to expand columns to read the entire error entire error message message. 10590 General System allows user to close Users should close all documents before exiting the system cabinets/inbox/outbox to avoid losing work. 10686 General Cancel in PD does not cancel in Cancel functionality will be disabled for all users for July 1 Advantage production roll-out for any documents nomally passed to Advantage (e.g., purchase requests, contracts, delivery orders) in order to eliminate any confusion about documents being cancelled in PD but not in Advantage. 2029 Integration Error message "Document in Use" Users with Advantage access may find that, if they try to access documents in Advantage that were generated in PD, after repeatedly opening and closing the documents, they may receive an error message that the batch or document is in use. As of 7/21/2010 6 MARS User Instruction Document 2622 Integration Incorrect document and batch For PD documents sent to Advantage, the batch status is status in Advantage always marked as "Held", even though the document status accurately reflects the results of Advantage processing (e.g., Accepted, Rejected, or Held). 10621 Integration New field on purchase request for Transaction dates on purchase requests are entered by the Advantage transaction date user in PD. PD does not prevent the use of future dates; however, they will be rejected by Advantage. 10684 Integration PD approve/release not refreshing Systems assurance reports will be run regularly in MARS to ensure that documents approved and released in Procurement Desktop have updated Advantage as well. 11898 Internal Purchase requests created in Users should not select master agreement on purchase Requisitions Advantage allow selection of Master requests passed from the financial system to the Agreement which does not, in turn, procurement system in order to avoid problems updating update Advantage inventory tables inventory tables. This problem exists for agencies having warehouses in MARS. 10740 Milestones Milestone Inquiry not reporting all The Milestone query report may not list all late milestones. entries 1839 Ordering Shipping Request not requiring User must enter quantities on shipping requests. SR orders basic information will not be rejected by the system due to lack of order quantities. 3031 Ordering Deleting attached lines on a DO mod PD does not prevent the user from deleting lines added to a DO mod. Lines that were on the original award should be zeroed out. 10365 Ordering Partial/Final flag on awards Additional partial/final functionality has been requested for award documents. 10366 Ordering New field on awards to be mapped Users should be aware that previously the effective date on to Advantage transaction date award was mapped to the PO/PC transaction date. In an upcoming build, a new field will be required to be mapped to the Advantage transaction date. This should be an optional field and should be populated when the transaction date is different than the current date. 10385 Ordering Error message- Advantage The user needs to enter an "Agency Code" when they batch/doc failure receive the Advantage batch/doc failure edit. 10388 Ordering Data defaults from master When a user cites a master agreement on a delivery order, agreement onto delivery order the stock replenishment field defaults from the master agreement, not from the purchase request. As of 7/21/2010 7 MARS User Instruction Document 10622 Ordering Drop down list box in PDWeb too Because of the inherent restrictions of the underlying Java small to display results tool, drop down lists boxes may be too small to display the full results. 11986 Ordering Commodity on market baskets Users are now able to override the price on the invoice by selecting the override button. 10307 Ordering, All lines on stock replenishment For RX, PC, and PV documents, all lines on Modifications Contracting, Purchase Request Mods, Award documents are sent to Advantage. and Payables Mods, and Invoice Mods are currently being sent to Advantage. 3128 Payables Invoices from Total Cap Master Ensure that all Total Cap Master Agreements are in Team Agreement exceed allowed value Cabinets so users can highlight the Master Agreement on when user employs Find Match their desktop and create the Delivery Orders without using feature the Find Match capability. 10344 Payables Cannot change good to service Certain information (e.g., good vs. service) defaults from when adding line on invoice the award to the invoice. When adding lines to an invoice, this information cannot be changed. 10453 Payables Duplicating documents…Recurring Occasionally, "ghost" documents show up on the desktop. issue These are harmless copies. The MARS Team is continuing to work on solving this issue. 10467 Payables New field on Invoice to be mapped The system date from Procurement Desktop passes to to Adv. PV date Advantage as the transaction date. 10520 Payables Routing not working in training Occasionally, when multiple users are using the same route region and making changes to that route, the document is returned to the original sender. 10537 Payables Miscellaneous Payment Document Vendors marked on miscellaneous quick payment documents are validated in Advantage, not in PD. If the vendor is debarred, the payment document will reject in Advantage. NOTE: Currently, Miscellaneous Quick Payments are not being used in PD. 10549 Payables Recurring payment authorizations Enter user id in recurring payment section of payment require user id authorization document in order to establish recurring payment correctly. As of 7/21/2010 8 MARS User Instruction Document 10567 Payables For Procard documents that have no validation step, users Closing Line Item detail tab without errors should visually check that the total funding on the line items tab and the total funding percentage equal 100%. The system will only check this upon final approval and errors found at that point would require re-routing through the approval chain. 10568 Payables Vendor shows as active yet is Invoices will rejected upon validation in Advantage if the debarred vendor is debarred. 10569 Payables Error message does not reference a Error messages are not specific to line items line number 10572 Payables Default lines option on payables Because they reference other documents earlier in the documents purchasing chain, invoices and miscellaneous quick payments do not offer the default lines option. 10580 Payables Unit of Measure Unit of measure defaults to acre; user should choose appropriate unit of measure from drop-down list box. 10592 Payables Quick pay and invoice - agency The user needs to enter an "Agency Code" when they code as required field receive the Advantage batch/doc failure edit. 10609 Payables Invoice address not automatically On non-warehouse invoices, user should check to make defaulting from contract sure that invoice address on line items is filled in correctly. It does not automatically default from the contract. 10632 Payables Automatic generated invoices - On automatic generated invoices, the description and title description defaults to "New Form" rather than being pulled from the award. 10704 Payables Alert manager - invoices have been Alert manager sends one alert for each commodity line matched matched. Each alert must be highlighted and deleted. For an invoice with many commodity lines, this could become irritating. The MARS team is planning a more efficient, document level alert for a future release. 10708 Payables Desktop Award Pending Amount When processing an invoice with retainage, the desktop does not reflect retainage award report pending amount reflects the entire amount of the invoice rather than the amount of the invoice minus the retainage amount. As of 7/21/2010 9 MARS User Instruction Document 10720 Payables Vendor invoice number should not The vendor invoice number (entered on the funding tab on be case-sensitive the line item detail screen) is case sensitive. This means that an invoice number entered as ABC on one line and abc on another line will not roll up to one accounting line but rather will reflect two separate funding lines. 10731 Payables Approval sheet does not retain Approvers for documents should put comments on an comments. attachment using Utilities>Word Processing (word processing documents can be created as read-only). Attachments associated with a purchase document are carried forward with the document as it moves along the approval/route path. 12127 Payables Miscellaneous Quick Payment Miscellaneous Quick Payments are disabled in PD. Users Modification documents are not part should use the unreferenced Invoice document in PD or the of the intergration design. P1 document in Advantage to accomplish simple payments. 10548 Payables and For a three way match when the Alert messages must be handled when received, before Receiving Invoice is created before a receiving clicking elsewhere on the desktop. If the Alert message is report, if the alert message is viewed and deleted prior to processing the Invoice the deleted before the Invoice is system error will be avoided. processed, the user will receive an error and get kicked out of the system. 10619 PRO Card Procard Find/Match Error When doing multiple searches, user may receive a warning that search results will be reset followed by a data window error. User should click on "OK" to continue reviewing search results. 10657 PRO Card Pro Card check box is not carried User is able to manually click on the ProCard checkbox on from the contract to the contract the mod. mod. 10658 PRO Card Advantage errors when Pro Card Users cannot select another payment method on a contract box is not checked on the contract mod where the original contract indicated a ProCard mod payment. 10659 PRO Card Contract mod sent to Advantage Users cannot select ProCard payment on a contract mod when payment field is changed to where the original contract did not indicate ProCard ProCard payment. As of 7/21/2010 10 MARS User Instruction Document 10660 PRO Card User should be alerted that only one User must ensure that only the original payment type is payment type can be chosen selected. If the payment is to be made by ProCard, the original contract must be canceled and a new one created. 10437 Purchasing Commodity code should not be Commodity codes ARE required on market baskets required on market baskets because these codes are required on downstream documents. 10440 Purchasing Stock replenishment does not Users should not assume that items ordered from inform buyer that item is warehouses are available and will be received quickly. backordered and/or is not available. Items may not be immediately available and/or may need to be backordered. 10711 Receiving Alert manager error message Users must NOT ignore the alert manager messages when they are received. Alert messages must be opened and deleted, otherwise there will be a critical error message and PD will shut down. 2674 Reporting Drop down lists in report generation Several reports don't allow selection of catalog-type selections don't include catalog-type documents to be included in the reports. Affected reports documents include Document Status report, Commodity Code report, Contract Activity report, Contract Expiration report, Cradle to Grave report, and Approval Chain report. 10350 Reporting Master Agreement Usage report Using only one letter in a wild card search (e.g., r%) brings back all of the vendors with that letter in their name, regardless of position. Users may also search by the Master Agreement titled or the document number. 10650 Reporting Desktop Award Report lines tab The Desktop Award Report includes the main tab does not reflect miscellaneous fields information but the lines tabl does not reflect any miscellaneous fields coded on the invoice. 10651 Reporting Desktop Award Report pending field The Desktop Award Report may not include pending not populating invoices for miscellaneous line item amounts. 10662 Reporting Display of phone number on The first digit of the phone number is cut off on the Desktop desktop award summary report Award Summary report. 12115 Reporting Some of standard reports the words Labels on some reports do not neatly fit into the defined run together columns. As of 7/21/2010 11 MARS User Instruction Document 10393 Solicitation Enhancement for bid eval Bid evals created from solicitations do not pull suggested vendors from the purchase request. Users should re-enter suggested vendors from the purchase request that they want included on the bid eval. 10739 Solicitation Defaulting received items data field Received items data field is not defaulted on solicitations created from purchase requests on PDWeb. User must enter this field. 1252 System Evaluation criteria display windows When selecting an Evaluation Criteria Maintenance Administration too small Template under the Template Maintenance tab of the Evaluation Criteria Task in System Administration, the Available Criteria columns labeled code, description and commodity under the Criteria Selection tab are not fully displayed. 10644 System Account task in SysAdmin shows The Account Template Security Maintenance Task under Administration deleted users Account Template tab of the Account Task in System Administration is displaying deleted users. 10664 System Account task in SysAdmin shows Deleted users still show up in the Account Template Administration deleted users Security Maintenance task. 10750 System System Administration Milestone Milestone Templates cannot be setup with free form text. Administration templates do not allow free form text 11944 System Checklist creation does not reflect Report any problems with checklist templates to the CRC Administration drop down of templates for correction by the MARS team. 11946 System Cannot use System Administration Users should be aware that if they delete a sys admin team Administration team they will not be able to reuse the name of that team for a new entry. 11948 System Sys Admin Milestone task field is Lengthy phrases used in milestone tracking may not be Administration not large enough for Action able to be fully displayed. As of 7/21/2010 12 MARS User Instruction Document 10158 Vendor Receipt of error messages on The Commonwealth will have very few users authorized to Vendor Maintenance bounces user maintain vendors. These authorized users should be aware back to Vendor Search that, when updating vendor records, should they receive error messages upon transmission to Advantage, PD bounces them back to the Search window. They should simply search on the vendor record again and update the record and transmit it again. 10571 Vendor System level error when saving a Encourage users to use the "X" in the right hand corner of Vendor Request Mod document the document and not the File menu option to close and using the File menu option to save save the Vendor Request Mod document. 10383 Web Ordering catalog delivery order The user needs to correct each individual error message as they are displayed. 10507 Web Ordering PDWeb Purchase Requests allow When a user enters an item description that exceeds the more data to be entered into fields field's value length, an error appears, after the user saves than can be saved the document, indicating that the field's value length is greater than the length that the column description allows. 10710 Web Ordering The wildcard search functionality is In PDWeb use the ' * ' for wild-card searches. In the client- different in PDWeb and Client Server server version of PD use ' % ' for wild-card searches. 10712 Web Ordering losing suggested vendors -- When creating a Purchase Request through PDWeb that purchase request pd web only one suggested vendor can be added per request. Using the update buttons replaces the displayed vendor in this field. Authorized users requiring this functionality can create the Purchase Request using PD client/server. Additional suggested vendors can be listed in the Comments field. 10719 Web Ordering Inability to add stops to an auto- Users cannot add stops to an auto-route in PDWeb. This route in PDWeb functionality does exist for auto routes in the client/server version of PD. 10726 Web Ordering Right mouse click does not work to In PDWeb use Control C to copy and Control V to paste copy information in PDWeb data into other fields. 10729 Web Ordering Up and down arrows do not gray out Users should be aware that up and down arrows do not when user reaches the end of the gray out at the end of the document in PDWeb as they do document in PDWeb in the client/server version. As of 7/21/2010 13 MARS User Instruction Document 11917 Web Ordering There needs to be a commodity Until this field is added to the catalog, commodity codes will code field associated with items in have to entered manually on either the Market Basket or the electronic catalog the Catalog Delivery Order document. 11918 Web Ordering Must select "Add to Basket" at the When adding items to market baskets using the electronic end of every Electronic Catalog catalog, users must add the items from each page page of results individually. Items may not be selected on multiple pages for one consolidated add action. 11957 Web Ordering Market Basket line items no "Type" The user does have an option of selecting "Good" or default. "Service" when creating a Market Basket. The appropriate radio button is located on the Line Item Detail tab. 11980 Web Ordering There is no description for the unit PDWeb does not include descriptions on the drop-down list field on the Web box for units; however, the client/server version does include these descriptions. PDW -1 Web Ordering Wildcard search in the catalog When performing a wildcard searchon "commodity code" in the catalog, it is recommended to search using at least three characters or to search by words. 10324 All Segmentation violation occurred An "Error Window" will occasionally pop up with the while working in the system. message, "EXCEPTION Segmentation Violation!" The user will have a choice between three buttons: "OK", "TraceBack", or "Abort". The user should choose the "OK" button. The user may have to click the "OK" button multiple times before the "Error Window" will disappear. The user should now be able to resume processing as normal. This desktop error does not affect the functionality of the desired task. For example, if a user encounters this error while editing a document, its status is unaffected by the segmentation violation window. There is no need to shut down the Advantage application. However, if a user is expelled from the application, the user should simply reconnect to Advantage by selecting the "Connections" option under the File menu. As of 7/21/2010 14
"Free Online Invoice Template"