"Purchase Order Database Freeware"
Page 1 of 50 TBPC Online Purchasing System Guide for Impala/Telnet/VAX Table of Contents Introduction CP -- Contract System • Who Can Use The System • Requisition Entry • Logging into the System • Adding a New Requisition • Main Menu • Items Screen • Overview of System Functions • Item Clause • Requisition Clause o # - Wildcard • Show Purchase Order o Keyscreens • Changing a Requisition o Accept/Reject Screen Key • Requisitions on Hold? o Exit • Removing a Requisition • Logging Out of the System • Displaying a Requisition • Rejects AG -- Agency Security • Commodity Inquiry • Clause • Display • Contract Standards • Adding a New User • Alpha Index • Field Values (Security Levels) • Agency Addresses • Comnos Allowed • Processed Orders • Comnos Restricted • Order Image • Image of Requisitions • Vendor Order Address • Recycled Commodities PW -- Password - Changing Agency Passwords • Fast Commodity Inquiry • Key Word Search • Processing Clerk Menu • City Zone Highway/District Inquiry • Exceptions PA -- Agency Purchasing History, TXMAS History Entry • Keyscreen • Display Appendix A - Contract Clauses - ftp://ftp.tbpc.state.tx.us/pub/contract/con_clause.p01 Appendix C - County List - http://www.tbpc.state.tx.us/communities/procurement/t ools/proc_forms/county-list Page 2 of 50 System Introduction The online automated purchasing system allows agencies to enter their own automated contract and open market requisitions and check the status of purchasing activities made through the Texas Building and Procurement Commission. This System Guide supports the online entry programs and includes information for using the inquiry features. Please read through this guide before using the system to find answers to most questions. Use the Table of Contents to locate topics. Who Can Use the System? All state agencies may use the system. Access to the various menu options is controlled by the Agency Security area in the system. Agencies that have met the criteria to enter and send requisitions have at least one person in the agency designated as the security manager. The security manager determines who has access and the level of access for people at that agency. See Agency Security. Agencies that use the inquiry features only, do not have a security manager or access to the data entry programs. To request access, please have your agency's Purchasing Director or Manager email firstname.lastname@example.org in Operations Support, requesting access and providing a superuser contact for TBPC. TBPC will set up your agency username and the primary and secondary passwords. You may then follow this guide or request a training session from TBPC to get started. If an agency is already set-up, their designated IMPALA superuser can add users or edit access as needed. If a superuser is no longer with the agency, the Purchasing Director or Manager should email Operations Support requesting information, so the agency can update their superuser account. Logging into the System You will need a computer and internet connectivity to access the Purchasing system. Your computer must also be able to emulate a VT100 (or greater) terminal. Work with your IT Administrator to download, install, and configure a VT100 emulator: □ Recommended - http://www.chiark.greenend.org.uk/~sgtatham/putty/download.html o The function keys in the purchasing system work correctly in this particular emulator. It does not offer a print option and the user will have to right-click on the top window bar to show other menu options, but TBPC has found this freeware tool works more accurately with the system. TIP: To print a screen, select and highlight all text and simply paste into MS Word for printing. □ Alternates - http://www.freedownloadscenter.com/Network_and_Internet/Terminals_and_Telnet_Clients/index.html □ Configure the emulator as follows: o Use the Host/IP address: impala.dir.state.tx.us or 18.104.22.168 o Set the connection to Telnet. o Set the keyboard to VT100 option. o Save session settings to load at each use. Page 3 of 50 System Login: SYSTEM TIP - Caps Lock: Use UPPER CASE for everything you key into this system. A good rule of thumb is to depress your CAPS LOCK key before you log in. Many of the system responses are case-sensitive, especially open market requisition entry, and will not work properly unless the response is upper case. USERNAME: XXX_PU_PR PASSWORD: (primary password) ENTER PASSWORD: (secondary password)* ENTER 'CR' TO CONTINUE Press Enter *The secondary password must be entered in ALL CAPS. If you key the wrong password (or use lower case), you will see this message: STRIKE 1 TRY AGAIN After 3 'strikes', you are logged off the system. Wait 30 minutes, and try again. Main Menu Menus are lists of options. The Outside Agency Purchasing Entry Menu below is the first list that appears after a successful login and will be referred to as the 'Main Menu' throughout this documentation. Options on the Main Menu enable you to use the various databases (collections of information) of the on-line purchasing system. Select options by entering the two-letter code found to the left and press Enter. TEXAS AGENCY PURCHASING Main Menu CP Contract Purchasing Open Market Inquiry OM OR Open Market Req Entry Menu VP Vendor Performance Information (In Open Market) PA Agency Purchasing History AG Agency Security PW Password Change LO Log Off (see below) Overview of System Functions SYSTEM TIP - Carriage Return: In this documentation, the terms RETURN, Return, Enter, Enter Key, Carriage Return, (CR) and 'CR' are interchangeable. # - Wildcard The '#' or number symbol is called a 'wildcard' throughout this guide. You can use a 'wildcard' in system search fields, and the program will find all records matching the other criteria given. ('#' is on the '3' key on your keyboard.) CAUTION: Use the wildcard with care. If you use the wildcard by itself and do not enter any other selection criteria, you run the risk of tying up your equipment and the system for an extended period. Page 4 of 50 Keyscreens In several parts of this documentation, 'keyscreens' are used to enter inquiry selection criteria. It is helpful to understand the 'keyscreen' concept at the beginning. A 'keyscreen' offers you one or more ways to define your inquiry. A typical keyscreen looks like this example. Entered By: Requisition Item Entered By Agency FY Number Frequently, more than one 'keyscreen' exists for an application. The most commonly used one pops up. If you wish to enter different criteria, press the up-arrow key to see a list of available keyscreens and select the one you want. NOTE: If the up-arrow key does not give you a list of available keyscreens you need to contact your local Information Systems Department as your terminal is not emulating a VT100 (or greater) terminal. This emulation is very important to the successful operation of the online purchasing system. Accept/Reject Screen Key Depending upon your keyboard and emulation software, the Reject key may be labeled 'PF3', 'F3' 'ESC O R' or 'Shift F1'. Use the Reject key to exit 'keyscreens' and go back to a menu. For example, if you have used Image of Requisition and want to leave that program, push your Reject key. A series of options will display in a pop-up menu. NEXT Step ? Type: IK - Ignore Keystroke PM to leave the current function PM - Previous Menu and move to the previous menu or TM to go back TM - Top Menu to the first menu in a database (not the Main Menu). The Accept key may be 'PF4', 'F4', 'ESC O S', or 'Shift F2'. (Accept is used during data entry to save entered information. You won't use this key for inquiries.) Exit With the exception of the Main Menu, all menus end with the option to Exit. Choose this option to return to the Main Menu. Logging Out of the System To log out of the system, return to the Main Menu, enter 'LO' and hit enter. This is the only secure way to log out of the system. Do not terminate the session by (1) clicking on the 'X" in the upper right corner of the window, (2) hitting 'BREAK' or 'ESCAPE', (3) turning your PC off, or (4) doing anything else except typing LO and enter. NOTE: If you do not log out, the system will act as if you are still actively using it, which keeps other people (possibly even you) from getting into the system. Page 5 of 50 AG - Agency Security As personnel changes occur in your purchasing departments, you may need to give new people access to the automated purchasing system. The instructions shown below will make this process easier. Remember, only people with an Agency Security level of '6' can authorize new people to release requisitions. In order to add, display or change the security (passwords, etc.) for your agency, choose 'AG' from the Main Menu and press Enter. From the Main Outside Agency Security Menu, choose 'BASIC SECURITY' and press Enter. Next, select the 'ADD' option and press Enter. The menu will appear as follows: 09/12/1999 9:32 OUTSIDE AGENCY SECURITY USERNAME MAIN MAIN 1. BASIC SECURITY ADD/CHANGE/REMOVE PASSWORDS 2. COMNOS ALLOWED ADC COMNOS ALLOWED FILE 3. COMNOS RESTRICTED UPDATE OR DATASET - COMNOS RESTRICTED 4. USER SIGN-IN Change terminal user 5. SET MENU Set width of menu choices 6. HELP Display help for the use of the menu choices 7. EXIT Exit from OUTSIDE AGENCY SECURITY session Choice: (You may press Enter, 1 and Enter, or B for Basic Security and Enter) Basic Security The following menu appears: 09/12/1999 09:34 OUTSIDE AGENCY SECURITY USERNAME MAIN/BASIC SECURITY BASIC SECURITY 1. Display basic security information DISPLAY 2. Change basic security information CHANGE 3. ADD Add basic security information 4. Remove basic security information REMOVE 5. TOP Return to the top level menu MENU 6. Return to the previous menu RETURN 7. SET Set width of the menu MENU 8. HELP Display help for the use of menu choices 9. EXIT Exit from OUTSIDE AGENCY SECURITY session Choice: Choosing options 1 through 4 will display the keyscreen (see explanation and use of Keyscreens). Page 6 of 50 09/12/1999 09:35 OUTSIDE AGENCY SECURITY USERNAME MAIN / BASIC SECURITY / DISPLAY (MSKEY) Supervising Agency: Username: Supervising Username Item Agency Key in the number of your supervising agency and press Enter. If your agency is a supervising agency, key in your agency code. Key in your username or a wildcard (#) at 'Username'. Remember to use up-arrow for a list of additional keyscreens. You will then see one or more usernames for the agency you keyed in. Select the one that is appropriate, and hit the Enter key. When in ADD mode, the screen will then display the following information: 09/12/1999 09:36 OUTSIDE AGENCY SECURITY USERNAME MAIN BASIC SECURITY / ADD (S 1:1,C 1:1) (MSUPDSCR) Supervising Agency : 999 Username (02): Password (03): Security Group (04): Open Market Limit (05): Contract Limit (06): OPEN MARKET SECURITY (07): 1 Contract Security (08): 1 P.O. HISTORY SECURITY (09): 1 Purchasing Security (10): 1 AGENCY SECURITY (11): 1 APPLICATION : D1/B1/T1/O1/P1/L1/H1/A1/ (A) Item Agency 1 ---- Hit Return when ready to continue Page 7 of 50 Adding a New User Set up the new person using the following steps: 1. The cursor moves to field . Enter the new person's name, press Enter. 2. The cursor moves back to the bottom of the screen and prompts: ENTER PASSWORD FOR NEW PERSON: ? Enter a word of 4 - 10 characters. This is the new person's secondary password (remember that the primary password is the same for everyone who uses your username). We recommend that you do not choose a password that is obviously associated with the person (i.e., a nickname, child's name, job title) or one he/she is using for any other security system. Press Enter. 3. The cursor moves to field . Press Enter. 4. The cursor moves to field . Enter 'NONE' and press Enter (unless arranged otherwise with TBPC.) 5. In field , enter a whole-dollar amount if the new person is to have a dollar limit on open market release, press Enter. If the person does not need a dollar limit, press Enter. (If the person is not going to be entering open market requisitions leave this field blank.) 6. For field , enter a whole-dollar amount if the new person is to have a dollar limit on contract release, press Enter. If a person does not need a dollar limit, press Enter. (If the person is not going to be entering contract requisitions leave this field blank.) 7. In fields  and , refer to the field-value list. Enter the appropriate values and press Enter. For example, if the person is to inquire on open market requisitions, but will enter and release automated contract requisitions, enter a '1' in field  and a '5' in field . 8. In field , to set the field value to '1' - Inquire Only, press Enter. Type '4' for TXMAS History entry, and press Enter. 9. In field , press Enter. 10. For field , refer to the field-value list. Normally, this field value will be '1', Inquire Only. People with level '6' can authorize new people to release requisitions; therefore, we recommend that no more than one or two people per agency are given this security level. Press Enter. 10. The cursor skips field  and moves directly to the column headed 'Agency.' Enter the number of the agency for which this person is authorized to enter requisitions. Press Enter. Press the accept key. ACCEPT Then IK - Ignore Keystroke PM - Previous Menu TM - Top Menu RF - Repeat Function BI - Begin Interrupt CF - Continue Function Type PM to leave the current function and move to the previous menu. Or, type TM to go back to the first menu in a database (not the Main Menu). Choose CF if you want to create another user. Page 8 of 50 Field Values - Outside Agency Security 7 Open Market 1 - inquiry only 2 - outside entry, cannot release 5 - outside entry, can release 6 - TBPC inside user, can update OM database 8 - TBPC inside user supervisor, more functionality 9 - TBPC programmers from AUDIT account 8 Contract 1 - inquiry only 2 - outside entry, all goes on hold 3 - outside entry, hold governed by comno restrictions and order dollar limit 4 - outside entry like 3, can also release some 5 - outside entry, unlimited release 6 - TBPC internal entry, no hold applied 7 - TBPC internal user with update capability for database 8 - TBPC internal supervisor 9 - TBPC programmers from AUDIT account 9 P.O. History 1 - can inquire on single purchase orders or requisitions 2 - can run reports on limited number of records 3 - can add or change TXMAS purchases 4 - can add, change, or delete TXMAS purchase 5 - can run annual reports 6 - can make history updates 7 - TBPC - can submit history take-off of tape jobs 9 - TBPC programmers 10 Purchasing General 1 - can inquire on agency addresses, class-items, hazardous materials 2 - TBPC - can inquire on local government participation 4 - TBPC - can update agency addresses 5 - TBPC - can update local govt, create local govt letters 8 - TBPC - can assign security 9 - TBPC programmers 11 Outside Agency Area 1 - inquire only 2 - can type out documents left for agency 4 - can delete documents left for agency 5 - can set security for outside agency users 6 - can grant level 5 8 - TBPC - Contract Section Supervisor 9 - TBPC programmers Page 9 of 50 Comnos Allowed This option is used if you want your entry people to be able to enter only certain commodities and nothing else. (Please note that you should not use both the 'Comnos Allowed' file and the 'Comnos Restricted' files, as this would be a duplication of effort. 09/12/1999 9:32 OUTSIDE AGENCY SECURITY USERNAME MAIN/COMNOS ALLOWED COMNOS ALLOWED 1. DISPLAY Display comnos allowed information 2. ADD Add comnos allowed information 3. REMOVE Remove comnos allowed information 4. CHANGE Change comnos allowed information 5. TOP MENU Return to the top level menu Etc....... Select option 1, 2, 3 or 4 depending on whether you want to display, add, remove or change items in the 'Comnos Allowed' file. With option 2 (ADD), you will go directly to the entry screen. With options 1, 3 or 4, you will see the keyscreen: Supervising SYSTEM: Security Group: Agency: Supervising Security Item Agency SYSTEM Group Enter your supervising agency or your own agency code if you do not have a supervising agency. Enter # for the other two choices. You are then shown the items from which to select. Select one of the items, and you are then transferred to the appropriate screen to add, remove, change, or display. Simply add the commodity codes that you want to have in the 'Comnos Allowed' file. Comnos Restricted Use this option if you want your entry people to be able to enter all commodity codes, except for the ones in the 'Comnos Restricted' file. This option works similarly to Option 2: Comnos Allowed. Page 10 of 50 PW - Password Changing the Agency Password VAX (primary) passwords need to be changed every 90 days; however, you may change the password as often as you like. A few days before this expiration actually occurs, the system will give you a warning message. If you are a Security Coordinator you may change the password when notified, otherwise please contact your Security Coordinator. If your password has already expired, the system allows one more login to change the password. Follow the onscreen prompts to change the password. Do not logout or disconnect your modem without changing the word. Warning - If you log out without changing your expired password, call TBPC Operations Support at (512) 463-3887 to have a temporary password assigned to your area so that you may login and select a new password. If you login under a supervising agency that changes your password, please contact that supervising agency. Example: If you log in under 655_PU_PR, contact the main MHMR office. To change the password, use option 'PW' (CHANGE PASSWORD) on the Main Menu. The following prompt will appear on your screen: Old password: Enter your old (just expired) password, here. New password: This system allows you to choose your own password, but there are a couple of rules: 1. Passwords must have between 9 and 32 alpha and/or numeric characters 2. You cannot use a single word that is found in English language dictionaries; however, you may run two or more words together to form a single password. For example, you cannot use "university", but you can use "wearenumber1". The next prompt is: Verification: Enter the same password, again. If the entry here does not exactly match the first entry, the program will exit to the menu without changing the password. If the passwords match on both entries, the program will change the password. Upon any type of exit from password changes, you will be asked to hit enter to continue. This is so you can read the message that tells you that the password change worked or did not work before the Main Menu erases the screen. Page 11 of 50 CP - Contract System To work with the Automated Contract System, enter 'CP' and press Return. The next screen serves as a 'bulletin board' to pass information to our client agencies. Please read the messages. The following menu will appear on all full-privilege accounts (some options will not be included on accounts with a security level of '4' or below). 09/12/1998 02:15 CONTRACT PURCHASING USERNAME CONTRACT CONTRACT 1. REQUISITIONS REQUISITION PROCESSING MENU PROCESSING 2. PROCESSING CLERK MENU CLERK UPDATES TO 3. COMMAS UPD, MASS PRICE, CONTRACT STAND, ETC. COM MASTR 4. REPORTS MOST REPORTS CATALOG PAGES, CLAUSES, SPECS, FICHE, ETC. AGENCY 5. AGENCY SECURITY INQ/UPDATE SECURITY LOCAL GOVT 6. LOOK AT LOCAL GOVERNMENT DATA INQUIRY 7. USER SIGN-IN Change terminal user 8. SET MENU Set width of menu choices 9. HELP Display help for the use of the menu screen 10. EXIT Exit from the CONTRACT PURCHASING session CHOICE: Outside agencies will normally use options 1 and 10. There are some features on other options that are used in some special cases. (Remember, accounts set up for Inquiry Only will not display some options.). In order to enter, change, display or remove requisitions, enter '1' and press Return. When the next menu appears, notice that the wording at the top of the screen changes to include the name of option 1, 'REQUISITIONS'. It is important to know the "accept" and "reject" keys before you get started. The following table shows some common alternatives used by popular communications packages. Key On the VAX Other Possibilities Reject PF3 F3 "SHIFT" F1 "ESC" O R KEYPAD * Accept PF4 F4 "SHIFT" F2 "ESC" O S KEYPAD - Gold PF1 F1 "ESC" O P "NUM LOCK" Page 12 of 50 Option 1 - REQUISITION PROCESSING MENU: Only menu options 1-17 show on the screen. You will need to arrow down to 18 and 19, or type the numbers 18 or 19. 09/12/1998 02:19 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS REQUISITIONS REQUISITION 1. REQUISITION ENTRY ENTRY 2. REJECTS INQUIRY/UPDATE MENU ITEM FOR REJECTS COMMODITY 3. COMMODITY INQUIRY INQUIRY 4. CLAUSES CLAUSES UPDATE CONTRACT 5. CONTRACT STANDARDS UPDATE/INQUIRY STANDARDS 6. ALPHA INDEX ALPHA INDEX UPDATE AGENCY 7. INQ AGENCY ADDRESSES ADDRESSES PROCESSED 8. INQUIRE PROCESSED REQUISITIONS ORDERS 9. ORDER IMAGE SHOW ORDER IMAGE OF UNPROCESSED REQUISITIONS IMAGE OF 10. SHOW REQ IMAGE - LIKE PO IMAGE WITHOUT VENDOR REQUISITION VENDOR ORDER 11. UPDATE VENDOR ORDER ADDRESSES ADDRESS RECYCLED 12. Recycled commodities COMMODITIES FAST COMMODITY 13. Fast Commodity Inq INQ 14. KEY WORD Key Word 15. TOP MENU Return to the top level menu 16. RETURN Return to the previous menu 17. SET MENU Set width of menu choices 18. HELP Display help for use of menu screen 19. EXIT Exit from CONTRACT PURCHASING session Choice: Page 13 of 50 Requisition Entry To enter requisitions, select option 1 and press enter. The next menu displays with the line at the top now including 'REQUISITION ENTRY'. 09/12/1998 02:24 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / REQUISITION ENTRY REQUISITION ENTRY 1. ADD Add requisition entry information 2. CHANGE Change requisition entry information 3. REMOVE Remove requisition entry information 4. DISPLAY Display requisition entry information 5. TOP MENU Return to the top level menu 6. RETURN Return to the previous menu Etc..... Choose ADD by entering '1' and pressing return. 09/12/1998 02:25 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / REQUISITION ENTRY / ADD (S 1:1,C 1:3) (RHUPDSCR) Requisition (01):_______________ Hold Flag (02)___ Entered by :_______________ Conf Date (04):______________ Req Total : ________________ Clause (06): N Freight Ok Flag (08): ___ INVOICE CODE (07): _______________ NAME (09): ______________________ ADD1 (10): ______________________ ADD2 (11): ______________________ CITY (12): ____________ST (13): ___ ZIP (14): ________ DESTINATION CODE (15): ___________ NAME (16): ______________________ COUNTY CODE: ____________ ADD1 (17): ______________________ COUNTRY NAME: _______________ ADD2 (18): ______________________ ZIP (21): _________ CITY (19): ____________ST (20): ___ Account Data (22): _________________________________________ CONTACT (23): _______________________________________ Phone (24): _________ Payment (25): ____________________________________ PayPho (26): _________ Shortcut: To get to the Requisition Entry screen, type 'REQ,REQ,ADD' at the word 'Choice' on the Contract menu. Page 14 of 50 Requisition (01) Enter the requisition number for this requisition. It must be in the form 'agy-f nnnnn', where 'agy' is the 3-4 character agency number, 'f' is a 1 digit fiscal year, and 'nnnnn' is an agency assigned number identifying this requisition. These elements may be separated by either dashes or spaces. In Add mode the requisition number must be entered twice exactly the same. This is to avoid data entry errors on this critical field. The program will look up the agency to check that it is a valid agency and make sure the requisition number has not been entered before. If there are any rejects on this requisition for today, you will be shown these. Hold Flag (02) Requisitions entered by outside agencies are automatically placed on hold (H in this field). Requisitions entered by TBPC are not placed on hold, usually. You may release a requisition after entering all the items and clauses or you may leave it on hold. See Requisitions on Hold? section for more details about this field. Entered By (03) This field is filled in by the system using the username from the upper right corner of your screen. Conf Date (04) If this is a confirmation order, enter the confirming date. You can only use confirmation date in ADD MODE. If you do not enter the date while in ADD and attempt to enter or change it in CHANGE, the programs will display erroneous data about the commodities. (Use format 9-10-98 or 9/10/98.) If this is not a confirmation order, enter a return. Do not mix confirmation and non-confirmation items on the same req. Req Total (05) This field is for use by outside entry only. The program keeps up with the total dollar value of this requisition. This is for the people that cannot release requisitions over a specified dollar total. This field will only be set after the 'PO images' have been displayed. Clause (06) This field is skipped during entry. This field is here only for inquiring on and updating requisition clauses after entry. After entry of a requisition, there will be a 'Y' or 'N' indicating the presence of requisition clauses. You can enter an 'A' or a 'C' to add requisition clauses or to change existing requisition clauses. When you are finished entering all requisition items, you will be asked if you wish to add requisition clauses. See the section on entering item clauses to see how to use the clause functions. Invoice Code (07) If the invoice address is a coded address, enter that address code. If the invoice address is not an existing coded address, enter the letter 'S' and a return to enter name, address, city, state, zip code. The code can be entered with a dash or a space separating the agency code from the address code. Upon entry of this field the address code is looked up, all invoice address fields are set, and you are transferred down to the destination code field. Please check the address displayed to insure that it is correct, if possible. View Agency Invoice and Destination codes online. Freight OK Flag (08) This field is used only by outside entry people. If the order (not req) total is below freight minimum (not vendor minimum), you may approve the freight charge or increase the quantity above freight minimum. Otherwise, the order will reject during the overnight processing. If you want to OK the freight, change this flag to 'F' either by arrowing back to this field during ADD mode, or by selecting this field in CHANGE mode. Invoice Address (09-14) If there is no invoice code, you will need to fill in at least a name, ADD1 (address line 1), city, state, and zip code. You may also enter a second line of the address. The lengths of all these fields are indicated by the underline length. Zip code is 10 characters and must be either (a) 5 digits or (b) 5 digits, a dash, and four digits (nnnnn or nnnnn-nnnn) Page 15 of 50 Destination Code (15) As in the Invoice code field, this field is for the destination address code, if the destination address has a code. (One Destination per requisition). Enter one of the following: • return or spaces- this will tell the program that the address for the destination is the same as the invoice address and will not print. The program will look up the zone and highway district of the invoice address code, or the invoice address city. If there is no code and no record in our files of the invoice city, you will be asked to supply a zone and highway district number. (Refer to the List of Counties • same - if you enter 'same', the program will use the same address as was used for the invoice address, and the address will print on the order. You will be asked for county or county code if the program cannot find them. This may be a useful way to copy the invoice address and then make a few small changes to it. • an address code - Enter an actual address code with a dash or space separating the agency code from the address code. If this is a valid destination code, the zone and highway district will be set from that code. • spec - if you enter 'spec', which is short for 'special', the program will blank out any existing destination code and expect you to enter a name, address, city, state and zip code. This is the same as entering a return for invoice code. Account Data (22) This is an optional field for agencies to enter accounting information for internal purposes. Enter up to 30 characters (alpha or numeric) which will print on the order. Contact (23) This is a required field, it may not be left blank. TBPC Procurement requests that agencies supply a contact name and phone number so that TBPC, the vendor, or the agencies' own receiving facilities will know who to call in case of problems. Phone Number (24) This is a required field, it may not be left blank. See Contact directly above this field. You must enter a phone number, to allow the program to go to the next field. Payment (25) This is an optional field. Enter the contact for invoicing or payment questions posed by the vendor. Pay Pho (26) This is an optional field. Enter the payment contact's phone number. NOTE: If any information contained within the requisition entry screen is incomplete you will not be allowed to continue. If the information entered is incorrect, the requisition will reject. Press enter to move from the Header to the Items screen. Requisition Items Screen 09/12/1998 02:30 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / REQUISITION ENTRY / ADD (S 1:1,C 2:3) (RICHAINSC) Requisition: __________________ Entered by:______________________ Confirmation Date:______________ GROUP A Req Conf Hold Line Item Quantity U/Meas Comno Date Clause Flag 1 1 __________ Page 16 of 50 Entry of Requisition Items The bottom half of this screen is empty. It will be used to display and accept various information about specifications and clauses. When you first enter this screen in 'ADD' mode, it will simply display the requisition number, the name of the person who entered it, and the confirmation date, if any. Req Item Number This field is set automatically to the next unused number. If you delete item 2 and then immediately re-enter it, it will have item number 3. Requisition item numbers are only used to associate item clauses with their respective items. Quantity Enter the quantity of the first commodity. Press return. Unit of Measure Enter the unit of measure and press return. This field is checked against the comno to make sure that the unit of measure has not changed. This keeps an order for 12 bottles from turning into an order for 12 cases of bottles. Comno Enter the commodity code as an 11-digit number (no dashes). If the requisition is not a confirmation, the commodity code will be looked up in the contract catalog to assure that the commodity code is good for the order date and that it is awarded. If there is a specification, you will be prompted to fill it in (see Specifications below). Conf Date If you entered a Confirmation Date in field 4 of the header screen, you will be asked for the confirmation date of each item. A return will cause the program to use the header screen confirmation date, or you may enter another one. The program will then look up the commodity to assure it is a good code, awarded for the confirmation date. Specifications If the commodity code includes a specification, the screen will prompt you for the information. Enter the data and press Return. If the commodity code or confirmation date is being re-entered, the program will display the following message: WANT TO RE-ENTER SPECIFICATIONS? (Y,N): ? If you enter a 'Y' here, or you have not yet entered the specification, the program will display each specification and indicate whether it is required or not. Following is an example of a commodity in which a color may be specified for the item being ordered: Requisition: _____________ Entered by:__________________________ Confirmation Date: __________________ Req Conf Hold Line Item Quantity U/Meas Comno Date Clause Flag 1 1 12 FT 1078113303 N COLOR: ? MAY ENTER SPEC HERE _______________________________________________________ If the specification is not required, and you enter nothing for it, the program will insert 'NOT SPECIFIED' for the specification. Clause Flag This flag will be set to 'Y' or 'N', indicating the presence of a clause for this item. The cursor does not stop, automatically, on this field. To enter an Item Clause, use the arrow keys to move up and across to the Clause Flag field. Enter an 'A' to Page 17 of 50 add item clauses, or a 'C' to change or review existing clauses. Entering an 'A' to add clauses will cause the program to use the bottom half of the screen to ask: ENTER CLAUSE NUMBER FOR ITEM CLAUSE OR RETURN TO EXIT: See Contract Clauses for a list of clauses, or check the CLAUSE option from the REQUISITIONS Menu. Enter the number of the clause you want to use for this item. The program will display the text of the clause, stopping to accept replies if the clause requires replies. These responses may be either required or optional. (Required responses are usually indicated by the word 'MUST'.) If clause 1 was entered, the screen will look like the following figure: Requisition: _____________ Entered by:_______________________ Confirmation Date:_____________ Req Conf Hold Line Item Quantity U/Meas Comno Date Clause Flag 1 1 12 FT 1078113303 A INSIDE DELIVERY TO: ? MUST ENTER TEXT FOR CLAUSE At the '?', enter the clause reply ( i.e. INSIDE DELIVERY TO: JOHN DOE). Multiple line clauses will display the whole clause line by line, pausing for replies when needed. After entering a clause, the screen prompts: IF SEQUENCE IS IMPORTANT, ENTER A SEQUENCE NUMBER: ? This is useful only when you enter more than one clause. It enables you to control in which order the clauses will appear on the purchase order. For example, if you enter 3 clauses but you want the last one you entered to print first, enter a '1' as the sequence number. If sequence is not important, press return. To change a clause, enter a 'C' for the clause flag on the item you wish to change. The following screen is typical of what will happen: Requisition: _____________ Entered by:__________________________ Confirmation Date:___________________ Req Conf Hold Line Item Quantity U/Meas Comno Date Clause Flag 1 1 12 FT 1078113303 C INSIDE DELIVERY TO: LOADING DOCK 13TH & MAIN CHANGE,DELETE THIS ONE, NEXT, STOP (C/D/N/S) ? At this point, you can enter 'C' In which case the program will once again display each line of the clause and ask you to re-enter clause replies. 'D' The program will delete this clause and go on to the next one. Page 18 of 50 'N' The program will skip this one and go to the next clause for this item. 'S' The program will stop showing clause data and continue to the next line item. Hold Flag This field is set by programs. On initial entry, this field will be a space unless it rejects, when it will be an 'R'. If an item has an 'R' in this field, it will not show up on a Purchase Order. If a requisition is placed on hold for DIR review, the item(s) causing this will have an 'A' in this field. NOTE: YOU CANNOT CHANGE OR REMOVE A REQ WITH AN 'A' HOLD FLAG. Leaving the Items Screen You can leave the items screen by 3 methods. You can press return or accept if the items are correct and you want to save the requisition. If you press the ACCEPT key, a pop-up menu will appear. Choose 'CF' and press return to advance to the next screen, VERIFY QUANTITIES. If you cannot successfully enter the minimum required information, press the REJECT key. This will erase the ITEMS, but leave the header screen and the words (REQUISITION WILL NOT PROCESS UNLESS RE-ENTERED) ?. If you are changing a requisition, it will only erase the changes which you just made. An error message, saying 'USE REMOVE TO DELETE REQUISITION', will appear in a box on the screen. Press enter to erase this message and continue. Verify Quantities When using the 'ADD' mode, you must verify the quantities entered on the Items Screen. The screen will appear similar to the following: VERIFY QUANTITY FOR ITEM 1 QTY: If there are additional line items, the program will prompt for '2 QTY', '3 QTY', etc. If the quantities entered on this screen match the quantities on the Item Screen, the program will move on. If the quantities do not match, the program will prompt you as follows: 1ST: 50 2ND: 39 ENTER QTY: At this point, enter the correct quantity and the program will continue verifying quantities. When the quantity has been verified for each line item the program will proceed to the next screen. If a quantity is changed the system will prompt you as follows: CHANGED QUANTITY TO 50 CHANGE WILL NOT SHOW ON SCREEN UNTIL FIELD VISITED Requisition Clause ENTER CLAUSE NUMBER FOR REQUISITION CLAUSE OR 0 TO EXIT? You have the opportunity to enter a clause relevant to the entire requisition. Use the clause list (see Contract Clauses) to find the appropriate number, or look up the clause (see REQUISITIONS - CLAUSE). If the order in which this clause appears on the purchase order is important, you may specify the sequence order. Note: Requisition and Item Clauses differ only in whether they apply to the whole requisition or to specific items. REQUIRED CLAUSES, such as those for vehicles, copiers or automation equipment, MUST BE REQUISITION CLAUSES. (See the section on Item Clause for detailed instructions on clause use.) Press return to exit this screen. Review Rejects REVIEW REJECTS? (Y/N): Press RETURN. This feature provides no information for outside agencies. The on-line edits and 'Show PO' function provide reject notices as you enter. Page 19 of 50 Set Release Flag ENTER T- TRY TO RELEASE OR N-NOT FINISHED YET (T/N): If you have a sufficient security level to release Contract requisitions and you are ready to do so, key 'T' and press RETURN. The hold flag on the header screen will change to 'R'. If you key 'T', but your security is not high enough to release requisitions, or you are limited by allowed or restricted comnos, the hold flag on the header screen will change to 'N' (signaling that the requisition needs approval by a higher security level). If you are not finished, key an 'N' and press return. The hold flag will stay at 'H'. See the section titled REQUISITIONS - ON HOLD. Show Purchase Order The program will ask: SHOW PURCHASE ORDERS ... (Y/N/P/S)? TBPC recommends that you always use the 'Y'. You will be shown an image of the resulting purchase order(s). At this point the system will show you any problems that would result in a reject. At the conclusion of the purchase order images, press return. The system will give you another opportunity to release the req, or if it is already released, an opportunity to return it to Hold. Press return again to return to a blank header screen to add the next requisition. Once you are back on the header screen, you may exit the 'ADD' program by pushing your REJECT key and choosing one of the options on your screen. Page 20 of 50 Requisition Entry - Change To change a requisition, select the Change option on the Requisition Entry menu or, from the top level of the Contract Menu, enter options 'REQ,REQ,CH'. This will take you to the Change keyscreen below. 02/11/1998 8:30 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / REQUISITION ENTRY / CHANGE (RHKEY) Entered by: Supervising Hold Item Entered by AGENCY FY NUM Agency Flag Look up requisitions in three ways. Use the UP arrow key to switch to the preferred view: 1. Entered by: Press Return. All unprocessed requisitions entered under the Username found in the upper right corner of your screen will be listed. Or, you can enter a different Username and press return. Assuming there are any, the program will show a list of Requisitions for your selection If you enter a '#' for 'Entered By', the program will show you every unprocessed requisition in the system. Please do not try this as it will tie up the system for a while and provide you with a list of unwanted information. You may, however, want to use the wildcard to search for entries by a partial name such as 'JOHN#'. This will find and provide a list of entries by anyone whose Username begins with 'JOHN'. 2. Requisition Number: If you want to select the requisition to change by requisition number, press the up-arrow and select Requisition No. Press return in each of these fields to list the last req entered or changed. If you want to select a specific requisition, enter the agency code, fiscal year, and requisition number. You may want to enter an agency code, the single-digit FY and wildcard the requisition number. This will show you all unprocessed requisitions for that agency for the specified fiscal year. 3. Supervising Agency: A third option is to select the requisition to change by supervising agency, press the up-arrow and select Supervising Agency. Press return or enter an agency code. An agency such as MHMR can enter their agency number in the Supervising Agency field and press return to see all requisitions entered by any of their subsidiary agencies. This is the most general of the selection options. Arrow down to the requisition you are interested in changing and press enter. If the requisition you are interested in is not listed, use (PF1) down-arrow to scroll down to more requisitions. If you want to enter the selection criteria again, you may hit the Reject button to exit and restart this procedure. Once you have selected one of the requisitions to change, the header screen will be displayed. If this requisition has already been released, you must "unrelease" it in order to make any changes. Simply respond "Y" at the prompt asking you if you want to unrelease it. Once the req is 'unreleased', you may change fields 7-24. (Fields with [ ] around their number cannot be changed. Hold Flag can be changed, but this is usually done elsewhere. Conf. Date and Clause appear to change, but do not behave as you expect. Do not attempt to change them.) The prompt at the bottom of the screen allows you to select the field to change. For example, if you want to set the freight-ok-flag, type in '8' (for field number 8), and the cursor will move to that field and you will be prompted at the bottom of the screen: "F to approve freight, N for not". Key in F, and press return. A message will appear at the bottom of the screen: "Freight charges approved". You may change any other field on this screen, making sure that you press return after changing the field. Then ACCEPT the screen to continue to the items screen. The first item screen appears with the following message at the bottom of the screen. Page 21 of 50 Group 'A' Line Number (0- n) • If you do not wish to add or change any items, enter '0' and you will move on to the next step. • To add more items, enter the number represented by the 'n' above. This 'n' will be one higher than the number of lines previously entered on this requisition. Start keying in the item. The same edits are performed as during initial entry. • To change a particular item, enter that line number, position the cursor on the field you want to change, key in the change, and press return. Make sure that you always press return on the commodity code after you change an item (this re-verifies the commodity code). • To delete one or more line items, position the cursor on the line-item to be deleted, and press 'F1 -' (F1 and the minus, or dash key). For those terminals that do not have the F1 key set up, the key sequence to use to delete an item may be "ESC O P - ". You will notice that the line item completely disappears, including the Requisition Item number. Requisitions on Hold? A requisition may be on hold for several reasons: 1. You have not finished it yet, and when prompted during entry with 'T TRY TO RELEASE OR N - NOT FINISHED YET (T/N)?' you keyed in 'N'. In this case, the requisition is on hold, with 'H' in the Hold Flag. 2. You tried to release it but did not have the authority to do so. The message below appeared on the screen. REQUISITION FLAGGED AS NEEDING APPROVAL ENTER RETURN TO CONTINUE? This requisition is on hold with 'N' in the Hold Flag. Someone in your agency who has a higher security level must make the decision to release the requisition. 3. The requisition contains items which have been flagged as needing approval. Mail equipment orders in Travis County, automation orders above certain dollar limits, and vehicles having alternative fuel waivers are examples of such items that would potentially require TBPC approval. The requisition will show an 'A' for the Hold Flag. These requisitions must be 'released' by the assigned TBPC Purchaser for this type of equipment. Once the req is released, the Hold Flag will be 'X', which means that the purchase orders will be produced during the next batch run. If your security allows you to release requisitions that are on hold with the 'N' in the Hold Flag, you may first want to review them using Option 9 (Order Image) from the second menu after getting to the Contract System. Select those requisitions that have 'N' (for Need Approval) in the Hold Flag. At the end of each image, you will be given the opportunity to release the req or leave it on hold. Or, you may select the 'change' option on the Requisition Entry menu. First, you will see the 'key screen', where you enter your selection criteria. Press up-arrow and choose the selection criteria you wish. Press return to list all unprocessed reqs for your criteria. Those requisitions that need approval will have 'N' under 'Hold Flag'. Select any one of those requisitions, and you will first see the 'header' screen. Here you may select field number 2 (Hold Flag) to immediately release the requisition. If you have the proper authority to release requisitions, this message will appear: REQUISITION HAS BEEN RELEASED. Accept this screen, select 'RF' to repeat the function, and you will return to the keyscreen from which you may select another requisition to release. Page 22 of 50 Requisition Entry - Remove Select Option 3 (Remove) on the Requisition Entry menu. Choose a keyscreen and enter the selection criteria. See the General Information section and the Requisition Entry - Change section for explanations on the use of keyscreens. (For example, press return in the 'Entered By' field to see a list of all unprocessed reqs entered by the Username found in the upper right-hand corner of your screen.) From the list displayed, choose a requisition you want to remove. Enter that line number or arrow down to it and press Return. The header screen of the requisition will display on your screen. A pop-up screen will appear asking if this is the one to be removed. Key in (or move to) Y or N. If you key in Y, the requisition is deleted and the Accept pop-up will appear. If you key in N, the req will not be removed and you will see the Reject pop-up appears. If you want to delete a different requisition, select RF, and you may enter the selection criteria for another requisition. Otherwise, select PM or TM. Requisition Entry - Display Select Option 4 (Display) from the Requisition Entry menu. Use the keyscreen to enter the selection criteria. The process described in the 'Remove' section for selection criteria applies. As before, the header screen of the requisition will appear. At the bottom of the screen the prompt hit Return when ready to continue will appear. Hitting Return will cause a pop- window to appear. If you want to see the rest of the requisition, enter CF (otherwise, enter TM or PM). You will be shown the items screen. At the bottom of this screen is the same prompt as on the header screen (see paragraph above). If you select CF, you are prompted: SHOW PURCHASE ORDERS (Y/N/P/S):? If you enter Y at this prompt, you will see mock-ups of all purchase orders that will be generated from this requisition. If the screen fills up with the purchase order information, hit Return to see the rest of the purchase orders. If you have seen the last purchase order for this requisition, you are returned to the 'key screen.' Page 23 of 50 Rejects What is a reject? When a requisition, or part of a requisition, fails to pass the daily and overnight edits, a reject condition will occur. This means that some, if not all, of the items requested on that requisition will not appear on a purchase order. For example, if a requisition contains several items and one item requires freight approval, the Freight OK Flag must be changed to 'F' before that item can process. After the purchase orders have been displayed, the system will prompt you for freight approval, if any of the orders requires it. If the Flag is not changed, but there are no other reasons for the other items to fail, purchase orders will print for the other items, but not this one. Most reject conditions are correctable before the requisition processes. As you enter a requisition and move from screen to screen, the system will not allow you to enter duplicate requisition numbers, bad units or commodity codes, or forget to enter a required spec. As you finish entering a requisition, you will be offered an opportunity to see how the resulting purchase orders will look. (See Show Purchase Orders.) If there is a condition that will prevent processing, you will see a message immediately above the 'TOTAL THIS ORDER' line similar to the following: THIS ORDER WILL NOT PRINT UNLESS...... This message may indicate that the order total is under the dollar minimum, that the agency needs to approve freight, etc. Use the change option on the Requisition Entry menu to correct the problem. Occasionally, TBPC will update the computer database on the same day you key a requisition. If, by coincidence, the commodity code you are requesting was changed after you entered it, the overnight edit will catch the error. In that case, a reject occurs. What do you need to do? 1. Review your agency's rejects daily. 2. If the entire order rejected, re-enter the req with correct information. You may use the same requisition number or create a new requisition number. The system will show original reject data but will let you know that it will process the requisition overnight (if no additional rejects occurred and all data entered is accepted). 3. If only part of the req rejected, use a new req number to enter correct information. To find the rejects, select rejects on the requisitions menu. 02/13/1998 10:45 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / REJECT DISPLAY (RJKEY) Reject Date: 09/02/98 AGENCY: 303 Reject Print Item Date AGENCY Comno Flag FY NUM 09/01/98 303 71499660105 P 4 00321 To see if you have rejects from the previous processing day, press return in 'Reject Date' and return in 'AGENCY'. If there are any rejects, they will display in a list at the bottom of the screen. An exception is for agencies that have a supervising agency. For you, enter your own agency number in 'AGENCY'. (This feature is based on requisition numbers.) To check Page 24 of 50 rejects for an earlier date, key that date (i.e., 10/24/98 or 10-24-98) and proceed as usual. You can also use the up- arrow to select a keyscreen to find rejects by requisition number. In this example, on 09/02/98, agency 303 entered 09/02/98 in 'Reject Date' and pressed return in 'AGENCY'. Depending on the number of rejects, several lines may appear for an agency for a given date. In general, there are usually very few, if any, as most should be caught at entry time. Selecting an entry, such as number 1 above, yields information similar to the following: 09/2/1998 10:46 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / REJECTS / DISPLAY (S 1:1,C 1:1) (RJUPDSCR) Requisition 303-4-123 Entered By : Username (01): Reject 08/12/93 Date : Req Item Comno: (05): 71499660105 Num (04): Reject Reason ORDER TOTAL UNDER $100.00 (06): Print Flag P : This would explain to you why you have not received this commodity. Page 25 of 50 Commodity Inquiry Commodity Inquiry allows you to see detailed information about specific commodities or groups of commodities. 02/12/1998 02:24 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / COMMODITY INQUIRY (TDCMLOKUP) ENTER CRITERIA FOR DISPLAY PURPOSE ONLY Comno (01): 48036880168 Active Date (02): 09/09/93 Zone (03): # Vendor (04): # Comno (01) Generally, this is the only field in which you need to key data. (The other fields have pre-set default values.) Enter the entire 11-digit commodity code or 7-digits followed by a # (wildcard). If you want to read the text for the commodity group, key the first 7 digits of the number followed by 4 zeros (0000). Do not key spaces or dashes (-) between parts of the number. Warning: Using fewer than 7 digits with the wildcard ties up the system, including your equipment, for extended periods. If you wish to browse larger blocks of commodity codes, use the Fast Commodity Inquiry option (CI on the Main Menu or 14 on the Requisition Menu.) Active Date (02) The current date appears in this field. Press Return. If you need to check information for a specific purchase date (such as a confirmation date), key the date in the same format as it appears on the display screen: mm/dd/yy. Zone (03) Leave the wildcard (#) in this field and press Return. Warning: This field is for use with zoned commodities, only. If you specify a zone for a commodity that is not zoned, the system will indicate KEY NOT FOUND. Vendor (04) Leave the wildcard (#) in this field and press Return. If you want information relating to a specific vendor, key the 5-digit vendor number. After you have entered the desired selection criteria, press Return. A pop-up will prompt you to either Accept or Reject your selection. If you have entered your criteria correctly, press the enter key to accept it. Otherwise choose edit to change it. On the next pop-up, choose CF - Continue Function to see the information for this commodity. The following example shows the result of keying commodity code '48036880168' and pressing Return for Active Date, Zone and Vendor: 02/12/1998 02:24 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / COMMODITY INQUIRY (S 1:2,C 1:1) (CMINQ) Page 26 of 50 Id : A2 Comno : 48036880168 Zone (03): 0 Vendor (04): 76032 Mult Awd (05): Pkg (06): Stat (07): A Reas (08): Begin : 09/01/98 End : 08/31/99 Price (11): 46.0000000000 Cat # (12): #836625 U/Meas (13): EA Brand (14): COMPUDYNE Qty Low (15): Qty Hi : Min Qty (17): Min Amt (18): Recycle (30): Disc % (19): Disc Days (20): Del Days (21): Combine Flag (22): Multi Year Flag (23): Option for (24): Spec ID (25): Excl. (29): C Exceptions (26): 2 Specs (27): N Chg Text (28): (A) Item Text Line ------ ---------------------------------------------- 1 3.5 - INCH 1.44 MB 1-INCH HIGH DISKETTE DRIVE WITH 2 BRACKET, 500 KBITS/SEC. TRANSFER RATE .......... Field Number (0-30) or Group ID (A): To view the exceptions, key that field number (26), press Return and then another Return. The exceptions will print on the lower half of the screen. After viewing the screen, press Return. To leave the screen, press the Accept key and select either PM or CF. Page 27 of 50 Clauses Clauses are sets of instructions frequently used in requisitions. For the sake of convenience and standardization, the clauses have been numbered and compiled into a list. (See Contract Clauses.) We recommend that you keep a copy of the list for quick and easy reference while keying requisitions; however, you may at any time use the CLAUSE option from the REQUISITIONS menu to view specific clauses. The keyscreen appears as shown below: 02:24 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / CLAUSES / DISPLAY (CLKEY) Clause Id: 60 Seq Num: ### Clause Seq Item Id Num Clause Text 1 60 1 AGENCY POINT OF CONTACT: 2 60 2 NAME: 3 60 3 TELEPHONE NO: Enter the Clause Id (clause number), press Return. Enter Sequence Number (line number within the clause), and Return. If the Clause Id is known, but not the Sequence Number, fill in the Clause Id and use the # (wildcard) for Seq Num. You may also push the up-arrow and choose the Clause Text keyscreen to search for all clauses which have a line beginning with a particular word or phrase. This would not be practical unless you are sure of the exact wording a clause began with. In the example above, we entered a '60' in the Clause Id and a '#' in the Seq Num. The output on the next page results from selecting item 2. Explanation of each field follows the sample output. 09/12/1998 02:24 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / CLAUSE / DISPLAY (S 1:1,C 1:1) (CLUPDSCR) Clause Id (01): 60 Seq Num (02): 2 Stat (03) Insert Flag Optional/Required (05): R (04): I Clause Text (06): NAME: Restricted Flag (07): Agency Copy Flag (08): Agency Specific (09): In this example, you can tell that the clause is active (Stat field is blank); text may be keyed (Insert Flag = I); a clause reply is required (value in field 05 is 'R'); use of the clause is not restricted; it will print on all copies of the purchase order; and that it is not restricted to a specific agency. Clause Id (01) For convenient use, each clause is numbered. A clause consists of at least one sequence. Page 28 of 50 Seq Num (02) The sequence number specifies in which order lines appear within a clause. For example, Clause Id 60 has three sequence numbers. Number 1 reads 'AGENCY POINT OF CONTACT', number 2 is 'NAME:', and number 3 is 'TELEPHONE NO:'. This insures that the parts of the clause will always print in the same order. (This is not to be confused with the sequence in which you want clauses to appear on purchase orders as described earlier.) Stat (03) This field indicates that a clause is active or inactive. At the present time, you cannot view inactive clauses; thus, this field will always be blank. Insert Flag (04) If the field is blank, then no text may be entered. If the flag reads 'N', no text is used for this particular sequence, but the next sequences will accept text. 'I' indicates that text may be entered for this sequence. Optional/Required (05) This field indicates whether text is optional or required. The flag will be either an 'O' or an 'R'. This logically follows the indication in the Insert Flag. If the Insert Flag is blank, this field will be blank. If the Insert Flag is 'I', this field may be either 'O' or 'R'. An 'R' in this field means that text (the clause reply) must be entered. Clause Text (06) The text for a specific Seq Num within a clause, as it would appear on a purchase order, will appear. If a clause has more than one sequence, go back to the keyscreen to enter the criteria for the other sequence(s). Restricted Flag (07) Some clauses are restricted to use by internal users at the Texas Building and Procurement Commission. This is indicated by an 'R' in this field. If use is not restricted, this field will be blank. Agency Copy Flag (08) If a clause is to appear only on the agency copy of the purchase order, this field will read 'A'. If the clause is to appear on all copies of the purchase order, the field will be blank. Agency Specific (09) Some clauses are for the use of individual agencies only. If this is the case, the agency code will appear here. If the clause may be used for all agencies, the field will be blank. Page 29 of 50 Contract Standards Contract Standards defines the parameters of commodity contracts. As you will see, this area outlines the period of the contract, a description of the commodity, the spot amount and more. Exit this option by pressing the Reject key. Selection criteria is entered as below: 09/09/1998 12:47 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / CONTRACT STANDARDS / DISPLAY (CSKEY) Class 480 Id: #### Rej Ent Item Class Id Begin End Spot Req 1 48 A1 05/01/96 04/30/9 100 2 481 A1 05/01/97 04/30/98 100 Key in the 3-digit class code and Return. If you know the Id, key it also. If not, use the wildcard (#) and Return. For example, if we key '481' in the Class field and wildcard the Id, we would see the display above. Items 1 and 2 list the same Class and Id. The difference is in the Begin and End columns. The dates show consecutive beginning dates. If you want the most recent information, enter a '2' and Return. The following screen displays: 09/09/1998 12:50 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / CONTRACT STANDARDS / DISPLAY (S 1:1,C 1:1) (CSINQ) Class : 481 Id (02): A1 Automated Flag (03): A Stat (04): Begin (05): 05/01/93 End (06): 04/30/94 Discount From List (07): Spot Amount (08):100 Narc Form Flag (09): Reject Entire Order (10): Del Days (11): 30 Some Items Zoned : Z Cont Desc (12): DATA PROCESSING TAPES, FLEXI-DISKETTES AND ACCESSORIES Hit RETURN when ready to continue Class and Id print exactly the same as in the previous screen's lists. Explanations of the other fields follow. Hit Return and choose 'CF' or 'PM' when you are ready to continue. Automated Flag (03) An 'A' in this field tells you that you may request this commodity through the automated system. An 'N'; however, denotes a non-automated commodity. Stat (04) Disregard. This field is not being used at this time. Page 30 of 50 Begin (05) This is the date the contract begins. End (06) This is the date the contract ends. Discount From List (07) This field will be blank or contain a 'D'. The 'D' indicates a discount from list. Spot Amount (08) The number in this field indicates the ceiling below which items may be requested as "spot" purchases. Narc Form Flag (09) This field will be blank or contain an 'N'. The 'N' indicates that within this class, some commodities exist that require the vendor to receive the DEA narcotic form before shipping the goods. Reject Entire Order (10) The field will be blank or contain an 'R'. The 'R' means that if any part of the requisition rejects, the entire order will reject. This is a safeguard to prevent the purchase of components that will not function unless all parts are received. Del Days (11) A number in this field indicates the number of days from the date of purchase order that the vendor has to deliver the product(s). Cont Desc (12) This is general description of the commodity class. You may view more detailed descriptions of specific commodities in Commodity Inquiry. Some Items Zoned This field will be blank or contain a 'Z'. The 'Z' indicates that some (or all) commodities on this contract were awarded by zone. Page 31 of 50 Alpha Index You may look up a commodity by description or name in the Alpha Index. This is useful when there is a general name such as 'brush' that can have multiple meanings. The group item descriptions in the Alpha Index are listed the way the TBPC purchasers have defined these items. For example, if you are looking for a 'CRT', you may not find it by keying 'CRT'. It may be listed as 'data ...', 'computer ...', 'monitor ...', etc. 04/21/1998 9:23 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / ALPHA INDEX / DISPLAY (AIKEY) Group Comno: Group Item Comno Group Description 1 Entering a 7-digit Group Comno and Return will take you immediately to a display screen pertaining to that group. You may, however, enter a class code (3 digits), a wildcard (#), and Return. A list of all group comnos starting with those 3 digits will appear. In either case, you will see the descriptive text associated with that group. An alternative is to arrow up and choose the Group Desc keyscreen. In upper case letters, key in words naming the commodity, a wildcard (#), and Return. In the next example the word 'BRUSH#' is keyed. The screen changes to the following: 04/21/1998 15:25 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / ALPHA INDEX / DISPLAY (AIKEY) 1: BRUSH################################################# Group Item Comno Group Description 1 1 0954705 BRUSHES, HAIR 2 4851073 BRUSHES AND BROOMS 3 4851074 BRUSHES, FLOOR 4 2406320 BRUSHES, PASTRY, PURE BRISTLE, NO METAL PARTS, HARD 5 4751408 BRUSHES, SCRUB, HAND, SURGEON'S, WHITE NYLON BLOCK The display above indicates that there are five entries in the Alpha Index that start with the word 'BRUSH'. You can key in '...BRUSH...' to see all entries containing the string 'BRUSH'. You may leave this screen by pressing the Reject key or by selecting any of the displayed items. The latter would result in a screen similar to the following: Page 32 of 50 04/21/1998 15:26 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / ALPHA INDEX / DISPLAY (S 1:1,C 1:1) (AIUPDSCR) Group Comno (01): 4751408 Description: 1 (02): BRUSHES, SCRUB, HAND, SURGEON'S, WHITE NYLON BLOCK WITH OPEN BACK 2 (03): BLACK NYLON BRISTLES, AUTOCLAVABLE This allows you to see any text not shown in the display. This function gives you the start of a commodity code to use in searching the catalog or using Commodity Inquiry. Page 33 of 50 Agency Addresses Agency Addresses contains the invoice and destination codes for various agencies throughout the state. It is useful for finding the street address for a known code or for determining a specific code for a known agency. Note: To set up new codes or to change an existing address, send your request via email to Open.Market@tbpc.state.tx.us If you have an invoice/destination code, key it as a 3, 4 or 5 digit agency code and a 3 digit address code, i.e., 303 001 (in this example, the fourth and fifth digits of the agency code is blank. Press Return. The detailed address screen will display. Or, if you do not know the invoice/destination code, but you know the agency code, key it and a wildcard (#) and press Return. This time a list of all agency invoice/destination codes for that agency will display. Entering '201#' would result in the following display: 02/28/1998 10:23 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / AGENCY ADDRESSES (AAKEY) Agy Inv Des Code: 201##### Agy Inv Item Des Code Name City 1 201 001 SUPREME COURT OF TEXAS AUSTIN 2 201 002 SUPREME COURT OF TEXAS AUSTIN If you choose the first item above, you would see a display similar to the following: 02/28/1998 10:24 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / AGENCY ADDRESSES (S 1:1,C 1:1) (AAINQSCR) Agy Inv Des Code (01): 201 001 Delete Flag (02): (A 'D' means that a code is no longer in use.) Zone (03): 1 Hw Dist (04): 14 Name (05): SUPREME COURT OF TEXAS Address Line 1 (06): SUPREME COURT BLDG., RM AG - 11 Address Line 2 (07): City (08): AUSTIN St (09): TX Zip (10): 78701 Hit RETURN when ready to continue Page 34 of 50 Processed Orders Processed orders are those that were released in time to go through the night time processing. The selection criteria screen appears as below: Requisition/PO inquiry Requisition or PO number: Note: This is one of the very few areas in Contract Purchasing in which the wildcard (#) cannot be used. You must key actual numbers. The requisition number may be keyed with spaces or dashes, i.e., 111-1-11111 or 111 1 11111 (press return). The PO (purchase order) number may be keyed with or without the single-digit fiscal year code, i.e., 123455 or 1-12345. If the fiscal year code is left out, the system will ask for it on the next prompt. Press return to continue. In the example, below, the requisition number was entered. Requisition/PO Inquiry REQ:123-4-12345 ENTERED BY AGENCY CONTRACT PO: 4-999999 PO DATE: SEP-24-98 VENDOR: EASTMAN KODAK PROCESS DATE: SEP-23-98 COMNO UMEAS QTY EXT AMT CONF.DATE 575-49-31100-9 EA 7.00 53.90 ******* REJECTS ********* DATE COMNO REASON SEP-21-98 575-49-31100-9 ORDER TOTAL UNDER $50.00 ALL DATA SHOWN - Enter return to continue: In this example, the requisition was 'ENTERED BY AGENCY' twice. The first time there was a reject. Upon learning of the reject, the agency chose to fix the requisition and re-enter it. Had the agency decided to spot purchase this commodity, the display would have read 'NO HISTORY FOUND FOR THIS REQUISITION' and then shown the reject information. The PO date is the actual date of that purchase order. The process date is the date the requisition was released. A date will appear in the column headed 'CONF. DATE' if it is a confirmation order. The display will continue until all items have listed either with purchase order information or a reject message. If an entire requisition has rejected, it may be re-keyed with the corrections included. If only part of a requisition rejected, the purchase order information on the processed items will display, followed by the reject message. (It is always important to read the dates of the purchase order and the reject messages.) If a requisition has been entered, but not processed, you will see one of the following messages: HOLD = 'H' - MUST BE RELEASED TO BE PROCESSED If you want the requisition to process, release it. HOLD = 'N' - NEEDS APPROVAL TO PROCESS It needs to be released by a person at your agency with the authority to release requisitions. Page 35 of 50 REQUISITION TO BE PROCESSED TONIGHT This req has been released and will process during the next night time run. At the end of the display, press return. The cursor will move back to the selection criteria. To leave Processed Orders, press return again to get back to the Requisitions menu. Order Image Until the time a requisition processes overnight, you may look at a mockup of the resulting purchase orders. These are the same images seen in 'Show Purchase Order' in the Requisition Entry section. Selecting Order Image will cause the following keyscreen to display. 02/28/1998 10:23 CONTRACT PURCHASING USERNAME CONTRACT / REQUISITIONS / ORDER IMAGE (RHKEY) Entered by: Supervising Hold Item Entered by AGENCY FY NUM Agency Flag Entered by:' allows you to select those requisitions entered by a specific person. Press return to get a list of all unprocessed requisitions entered by the 'Username' that's logged in. Look at reqs entered by a different person by entering that specific 'Username'. If you are unsure of the complete name, you can enter part of a name followed by a '#'. Remember that other selection criteria may be chosen by pressing the UP-ARROW. To select a specific requisition or choose from requisitions in a certain group, choose the Requisition No. keyscreen. Press return three times to see the result of the last req you entered or changed. Or, at 'REQ', key in your agency number and return. At the 'FY', key the single digit (i.e., 1) and return. At the '#', key the requisition number. The computer will select only that requisition. To see all unprocessed requisitions within a fiscal year, key the first two fields of this line as directed, above, but use a wildcard in the '#' field. You may also view all unprocessed requisitions for your supervising agency by choosing that keyscreen. After you select a requisition to look at, the system will display an 'image' of all purchase orders associated with that requisition and then give the user the opportunity to either release the req or put it back on hold. This is the preferred way to view and release requisitions on hold or needing approval. Remember a requisition becomes a Processed Order or a Reject once it is processed. Image of Requisitions Image of requisitions displays a mockup of a requisition. The keyscreen and selection criteria are exactly the same as those for Order Image. Unlike the Order Image, this selection does not display the vendor, nor does it display the textual description of the commodity. You may find this option a great convenience for viewing a long, complicated requisition. Exit Image of Requisitions by pressing the REJECT key. Vendor Order Addresses Should you need information regarding a vendor, this option provides various methods to state your request. You may select vendors by contract (class and ID), vendor number and contract or by vendor name. Page 36 of 50 10/07/1998 11:00 CONTRACT PURCHASING USERNAME CONTRACT / VENDOR ORDER ADDRESS / DISPLAY (CVKEY) Class: 483 Id: A1 Item Class Id Vendor Name Begin 1 483 A1 56018 METROCEL CELLULAR TELEPHONE CO. 07/05/93 2 483 A1 17537 CELLULAR ONE 07/05/93 3 483 A1 37342 GTE MOBILNET 07/05/93 4 483 A1 77884 SOUTHWESTERN BELL MOBILE SYSTEMS 07/05/93 Note: The field called 'Id' identifies multiple contracts within the same class. If this field starts with an 'A', the commodity is 'automated'. If the field starts with an 'N', the commodity is 'non-automated'. To use the first key, enter the 3-digit Class code, return. If you know the Id, key it and return. If you don't know the Id, enter a wildcard (#). The screen will display a list of all vendors for that Class and Id. See example above. As many contracts have a long list of vendors, contract alone may not be a good choice. Press the UP-ARROW to see additional keyscreens available for this function. If you choose Vendor No. - Class-Id and enter values for the selection criteria the screen will appear as below. The Vendor No. is the 5-digit number that be found in the contract catalog or by using Commodity Inquiry. If you were to use wildcards (#) in the last two fields, the screen would display all contracts that vendor was on. Vendor: 77884 Class: 483 Id: A1 Item Class Id Vendor Name Begin 1 483 A1 77884 SOUTHWESTERN BELL MOBILE SYSTEMS 07/05/93 To use the name of the vendor, down arrow to the third key. In all capital letters, key the vendor's name, or part of the name and a wildcard (#) and hit return. Note: The system recognizes letters as 'characters'; thus, what we think of as a 'name' is merely a set of characters to the computer. The name of a vendor may appear more than once in a list, but in different formats. For example, it may be 'John Doe Company', 'John Doe Co', 'Doe Company, John', etc. You may need to try more than one combination to find a vendor. Use enough of the name to limit your alternatives and then the wildcard. In the example below 'SOUTHWESTERN B# ' is used. If the entry had contained just 'SOUTH', there would have been 29 items in the display. Name: SOUTHWESTERN B################ Item Class Id Vendor Name Begin 1 483 A1 77884 SOUTHWESTERN BELL MOBILE SYS 07/05/98 2 915 A1 55997 SOUTHWESTERN BELL PAGING SVCS 05/01/98 Should you choose item 1, the next image would appear on your screen Page 37 of 50 0/07/1998 11:40 CONTRACT PURCHASING USERNAME CONTRACT / VENDOR ORDER ADDRESS / DISPLAY (S 1:1, C 1:1) (CVUPDSCR) Class (01): 483 Id (02): A1 Stat (03): A Address Type (04): R Airmail Foreign Flag (05): Begin (06): 07/05/93 End : 07/31/93 Vendor (08): 77884 TDC or TIBH (09): Vend Pick Up Flag: M Vid Number (10): 1751905705701 Name (11): SOUTHWESTERN BELL MOBILE SYSTEMS Addr1 (12): NATIONAL ACCOUNT MARKETING Compt. Mail Code (13): 002 Addr2 (14): 17330 PRESTON ROAD SUITE 100A City (15): DALLAS St (16): TX Zip (17): 78213 Alt City St Zip (18): Auth Cont (19): PAT ROSSMAN Phone (20): 214 733-2172 A description of each field follows: Address Type (04) This field will either be an 'R' or contain an 'O' indicating this is an 'order' address. Airmail Foreign Flag (05) This field will be blank, usually. If additional information regarding international postage is necessary, it will be indicated here. Begin (06) This is the effective date for the contract. End  This is the date the contract expires. Vendor (08) The value for this field is numeric, up to 5 digits. It is mainly used to differentiate vendor addresses that may share a central billing address. TDC or TIBH (09) A 'Y' in this field indicates that the vendor is either TDC or TIBH. Vend Pick Up Flag Indicates whether the purchase orders are mailed or picked up by the vendor. Vid Number (10) This number is the actual number that the Comptroller's office uses to determine payment of warrants. Fields 11, 12, 14, 15, 16, and 17 are the vendor's address. Compt. Mail Code (13) In addition to the Vid, the Comptroller assigns a mail code for warrant payment. Page 38 of 50 Alt City St Zip (18) This area is used when an address does not fit the city-state-zip format; this will usually be a foreign address. Auth Cont (19) A vendor may provide the name of a contact within the company. Phone (20) This is the telephone number of the Authorized Contact person. Page 39 of 50 Recycled Commodities This option allows the user to see commodity codes and descriptions of items on contract which have been flagged as being recycled. It operates in the same fashion as the Fast Commodity Inquiry program described next, with the exception that it does not list prices. Fast Commodity Inquiry This option has been added to allow the user to quickly browse through a list of currently active commodity codes, their descriptions and prices. It is the same as choosing CI on the Main Menu. It is located in both places to save time and resources as loading and unloading the CP program takes a great deal of time. If you choose this option from either point, your screen will look similar to the following: Quick Commodity Master Inquiry Enter Commodity Code to Start With, (E) or (CR) to quit: At this point you may enter a partial or complete commodity code to start with. It is suggested that you enter at least a class and item (5 digits, such as, 07039) and preferably a group (first 7 digits, such as, 0703923) to minimize resources used. The system will fill the remainder of the 11 digit commodity code with 0's. After you hit enter, you will be prompted: Enter Commodity Code to End With: Again, you may enter a partial or whole commodity code. This time the system will fill the remaining digits with 9's. You may also choose to simply hit enter, in which case the system will use your entry from the line above. If you were to respond with '0703923' to the first prompt and enter at the second prompt the system would respond with: (Looking for 07039230000 thru 07039239999) 070-39-23 AUTOMOBILE, COMPACT 4 DOOR SEDAN SERIES 353A. PONTIAC SUNBIRD Continue (Y,N): Commodity codes, descriptions and prices would fill screen. At this point, hitting "Enter" or "Y Enter" will continue this listing. "N Enter" will cause the system to skip to the end of this listing. In either case, the next message will read: Done - Enter (CR) to Continue: Pressing enter here will cause the prompt for starting commodity code to reappear. Enter new commodity code(s) to continue this program or press enter to exit. In the event that you should enter a range with no active commodity codes, the system will simply respond with the 'Done" message shown above. Key Word Key Word allows customers to find automated contract commodities by entering a noun that is associated with specific commodities. This option is found on the Requisitions Menu (start by selecting 'Contract' on the Main Menu. Then Requisitions, Key Word, Key Word Inquiry). Once you have selected KEY WORD, the screen will display the selection criteria: Key Word Contract Inquiry Page 40 of 50 Searches may be done by EXACT MATCH, STARTING WITH or CONTAINS CHARACTER string EXACT MATCH - 'COMPUTER' STARTING WITH - 'COMPU#' CONTAINS CHARACTER STRING - '#COMPU' Enter Character String to Look for or (CR) to Quit: It is important to remember that Key Words are usually nouns. In the example above, the EXACT MATCH is a complete word. STARTING WITH lets you enter the first part of a word and a pound sign (#) to get anything that starts with those characters (don't leave a space between the characters and the #). CONTAINS CHARACTER STRING signals TBPC's system to find any string of characters if a pound sign (#) is entered and immediately followed by other characters. If your selection criteria matches words in the Key Word file, the screen will start filling with the group or whole commodity codes. The numbers will appear in ascending order. At the end of each screen, you will get this question: Continue (Y, N): If you press "Enter" or the letter Y and enter, the display will scroll to the next set of commodities. Press N and enter to stop the display. The system will tell you: (Skipping to End) Done - Enter (CR) to Continue: (CR means enter or return.) Press enter and the screen will blank except for one box telling you to hit return when ready to Continue. Press enter again to return to the Requisitions Menu. Use exit to return to the Main Menu. Remember, always log off the Purchasing System and log off the TSERVER. Page 41 of 50 Processing Clerk A second option on the Contract menu is Processing Clerk. Selecting this option displays the following menu. Many of these options also appear on the Requisitions menu. However, a couple may be of interest to some users. Therefore, only the choices marked with asterisks (*****) will be explained in this section. 10/07/1998 11:55 PROCESSING CLERK USERNAME CONTRACT / PROCESSING CLERK PROCESSING CLERK 1. COMMODITY INQUIRY COMMODITY INQUIRY 2. PROCESSED ORDERS INQUIRE PROCESSED REQUISITIONS 3. VENDOR ORDER ADDRESS UPDATE VENDOR ORDER ADDRESSES 4. CLAUSES CLAUSES UPDATE 5. SPECIFICATIONS SPECIFICATION UPDATE/INQUIRY 6. REJECTS INQUIRY/UPDATE MENU ITEM FOR REJECTS 7. CITY ZONE HWDIST ***** INQUIRY INTO CITY ZONE HWDIST FILE 8. AGENCY ADDRESSES INQ AGENCY ADDRESSES 9. EXCEPTIONS ***** EXCEPTION FILE INQUIRY/UPDATE 10. TOP MENU Return to the top level menu 11. RETURN Return to the previous menu 12. SET MENU Set width of menu choices 13. HELP Display help for use of menu screen 14. EXIT Exit from CONTRACT PURCHASING session City Zone Highway/District Inquiry View the Texas Zone and Highway District maps online. Most of the time, you will be using invoice and destination codes that are matched within the system to zones and districts. At other times, you may need to use special addresses and provide the zone/district information. The system provides an online reference for many of the cities within the state. In the example below, 'BAY#' was entered and then "enter." In the results, 'BAYTOWN' was selected: 10/07/1998 11:59 CONTRACT PURCHASING USERNAME CONTRACT / PROCESSING CLERK / CITY ZONE HWDIST / DISPLAY (CZKEY) CITY: BAY############### Item CITY 1 BAY CITY 2 BAYSIDE 3 BAYTOWN 4 BAY VIEW 10/07/1998 12:00 CONTRACT PURCHASING USERNAME CONTRACT / PROCESSING CLERK / CITY ZONE HWDIST / DISPLAY (S 1:1,C 1:1)(CZINQSCR) CITY ZONE INQUIRY Page 42 of 50 CITY : BAYTOWN ZONE (02): 5 HW DIST (03): 12 Hit return when ready to continue If you key a city name that is not recorded in the system, this message appears: KEY NOT FOUND Hit return and try again or press the REJECT key to return to a menu. If you try again, check the spelling of the city name, watch spaces (DE KALB not DEKALB), do not abbreviate (FORT WORTH not FT WORTH) and use the wildcard as in the above example. Exceptions Exceptions are special conditions that must be satisfied before a requisition processes. Exceptions may apply to specific commodities or to whole classes. (Exceptions are displayed in field 26 on the Commodity Inquiry screen.) For example, you may find the item you want to purchase has an exception that you must approve freight on all orders under $50.00 or that there will be no orders under $75.00. Failure to meet the conditions will cause a requisition or an item within a requisition to reject. 01/07/1998 08:55 CONTRACT PURCHASING USERNAME CONTRACT / PROCESSING CLERK / EXCEPTIONS / DISPLAY Class: 615 Id: A3 Exception Item Class Id Vendor Type Comno 1 615 A3 00000 DOLFRT 6153712 2 615 A3 00000 DOLFRT 615 3 615 A3 00000 MINDOL 615 Using the first key, enter the 3-digit class code, return. Key the Id, if known, and return (if not known, enter '#'). The displayed list will include all exceptions, plus the contract vendor ID, pertaining to that Class and Id. You may narrow the range of items in the list by using one of the other three keys. Press the up-arrow to select another keyscreen. If you want exceptions for a particular vendor, use the second key (use the 5-digit vendor number, not VID.) If you know the type of exception, use the third key. The fourth key allows you to check for exceptions for a specific commodity number. In the above example, the selection criteria is Class 615, Id A3: The 'Vendor' column displays '00000' when exceptions pertain to the whole class regardless of vendor. Otherwise, the 5-digit vendor codes will display in the column. The dates indicate the beginning and end of the contract effective period. Selecting Item 1 causes the next display to appear: Page 43 of 50 01/07/1998 08:55 CONTRACT PURCHASING USERNAME CONTRACT / PROCESSING CLERK / EXCEPTIONS / DISPLAY (S 1:1,C 1:1) (EXINQ) Comno (01): 6153712 Vendor (02): 00000 Id : A3 Begin: 12/01/1993 End: 07/31/1995 Exception Type (04): DOLFRT Limit (05): 50 Handle Flag (06): Handle Umeas (07): Amount (08): Handle Minimum (09) Handle Maximum (10): Text Seq (11): Text (12): AGYRES/DELHAN/DOLFRT/HANDCH/MINDOL/MINQTY/NLOCAL/ ORDMLT/ORHMNQ/ORHNMD/PRTTXT/QTYFRT/UNDCAN/ZEROOK Hit return when ready to continue Exception Type (04) The following is a list of exception codes, definitions, and how they may appear in the Commodity Inquiry display: CODE Definition and example. AGYRES Agency Restricted to set aside contract commodities for specific agencies. Example: ONLY ___ CAN BUY (an agency number will be in the blank) DELHAN Delivery and Handling is the product of the quantity multiplied by the handling amount; the charge to be no less than the 'Handle Minimum' nor greater than the 'Handle Maximum'. Example: PLUS HANDLING CHARGE OF $_____. DOLFRT Dollar Freight means that freight will be charged on all orders under a certain dollar amount. Example: FREIGHT ON ORDERS UNDER $_____ (dollar amount displays). In the example, group 6153712 requires freight on orders less than $50.00. HANDCH Handling Charge covers any handling charges not covered by DELHAN, ORHMNQ or ORHNMD. Use of this code sets the 'Handle Flag' as defined in the field 8 description. MINDOL Minimum dollar means that if the 'Exception Limit' is greater than the dollar value for that order, the order will not process. Example: ORDER VOID IF UNDER $_____(dollar amount displays). MINQTY Minimum Quantity states that if the 'Exception Limit' is greater than the quantity ordered, the order will not process. Example: ORDER VOID IF UNDER _____ UNITS (a number will be in the blank). NLOCAL No Local means local governments may not purchase the commodity. Example: NO LOCAL GOVERNMENT ALLOWED TO PURCHASE ORDMLT Order multiple indicates that quantities must be multiples of the 'Exception Limit'. Example: MUST BE ORDERED IN MULTIPLES OF _____ (a number will be specified). ORHMNQ Order Handling Minimum Quantity means that if there is a handling 'Amount' (see field 10) and if the order is for less than the 'Exception Limit', then the purchaser will be charged the handling 'Amount'. Example: HANDLING CHARGE IF UNDER _____ UNITS (a number will be specified). ORHNMD Order Handling on Minimum Dollar if the 'Exception Limit' is greater than 'Handle Minimum' (see field 11), the Page 44 of 50 'Handle Minimum' changes to the same value as the 'Exception Limit'. Example: HANDLING CHARGE ON ORDERS UNDER (a number will be specified). PRTTXT Print Text means that a line of text, specific to the commodity, will always print on orders. Example: If looking in COMMODITY INQUIRY, Exceptions field, you may see 'ALWAYS ON ORDER: F.O.B. DESTINATION'. QTYFRT Quantity Freight means that if the 'Exception Limit' is greater than the order quantity, freight will be charged. Example: FREIGHT ON ORDERS UNDER _____ (a number will be specified; this is not the same as DOLFRT) UNDCAN Undelivered Cancelled is explained by the example that follows: UNDELIVERED QUANTITIES AUTOMATICALLY CANCELLED AFTER CLASS EXPIRATION ZEROOK Zero OK indicates that in certain cases, when one commodity is ordered, other commodities may be ordered at no extra cost. Example: ORDERS TOTALING $0.00 ARE ALLOWED (NOTHING PRINTS) Limit (05) A number in this field provides the standard by which many of the above codes operate. For example, if the Exception Type is ORDMLT and the value in this field is '10', then the commodity can only be ordered in multiples of 10. Another example is if the Type is DOLFRT, and the value in field 5 is '50', there is a freight charge on all orders under $50.00 Handle Flag (06) If handling charges (HANDCH) are involved in an exception, a code will print in this field. An 'A' means that there is always a handling charge for this commodity. A 'D' indicates that a handling charge is assessed if the quantity multiplied by the price is less than the exception limit (field 05). A 'Q' indicates that a handling charge is assessed if the quantity ordered is less than the exception limit. Umeas (07) If the handling charge is based on a fee per unit, the unit is defined in this field. Amount (08) If codes ORHNMD, DELHAN, or ORHNMQ are used, the dollar value used in the calculations will appear here. Handle Minimum (09) If a handling fee is indicated, this is the minimum amount that will be charged. Handle Maximum (10) If a handling fee is indicated, this is the maximum amount that will be charged. Text Seq (11) This field value refers to the sequence of a line of text within an exception, not the sequence in which it appears in COMMODITY INQUIRY. Text (12) The text of an exception prints in this field. Page 45 of 50 Purchase Analysis Menu Purchase Analysis (PA option on the Main Menu) contains the history of purchasing activities. 05/01/2007 08:37 PURCHASE ANALYSIS USERNAME PURCHASE ANALYSIS PURCHASE ANALYSIS UPDATE 1. BASIC ( DETAILED ) HISTORY ENTRY/UPDATE HISTORY 2. TXMAS MENU TEXAS MULTIPLE AWARD SCHEDULE MENU 3. USER SIGN-IN Change terminal user 4. SET MENU Set width of menu choices 5. HELP Display help for the use of the menu choices 6. EXIT Exit from the PURCHASE ANALYSIS session Choice: History Lookup Keyscreen Select option 1, UPDATE HISTORY, to check final disposition of purchases including Non-automated Contract and Schedule requisitions. (This option may be used to look at the final disposition of automated contract and open market requisitions, also.) This option may also be helpful in locating which requisition a commodity was purchased on and for identifying buying trends. The Purchase Analysis 'keyscreen' displays. Remember, up-arrow will enable you to select a different keyscreen (PO # in this case). Agency: FY: #: Commodity: Req Req Commodity PO PO Item Agency FY Num Code FY Num Using the first 'key', enter the 3 or 4-digit agency number, return. Key the single-digit fiscal year number, return. At the '#', key the requisition number and hit enter. At 'Commodity', key the 11-digit commodity code, and press enter. Use the wildcard (#) for the # or commodity, if needed. A list of items matching your criteria will appear. Select an item and press enter to see the history information for that item. Press the Reject key and use PM or TM to return to a menu. At the Purchase Analysis menu, select Exit. Note: On this, as on other keyscreens, if the requisition number uses fewer than 5 digits, fill in zeros to the left of the number, i.e., '00533' instead of '533'. Use the same technique for the purchase order number. The resulting display in the bottom half of the window is in the following format: Agency: FY: #: Commodity : Req Req Commodity PO PO Type Page 46 of 50 Item Agency FY Num Code FY Num Extended Amount Hist 1 123 3 00123 27050220105 3 123456 242.40 C 2 123 3 00123 27050220204 3 123456 547.90 C 3 123 3 00123 27050220303 3 123456 402.06 C In this example, one purchase order for three commodities was generated by one requisition. The extended amounts, by commodity are shown. 'Type Hist' will have one of the following: 'C' - Automated Contract 'N' - Non-automated Contract 'O' - Open Market 'S' - Schedules To find the date of the purchase order and other information, key the line number you want and hit enter. In other situations, there may be numerous commodities for one requisition or PO. Only 10 items will fit on the screen at a time. To view additional items, use the arrow or PF1 and arrow to scroll (or page) down. The fields for this screen display appear as shown below: Agency (01): FY (02): # (03): System: - NAME Po Fy (04): (05): Zone (07): Hw Dist (08): Po Date (06): Confirm Date PROCESSED (09): (10): Status Flag Reported in FY : (11): Vendor 5 (12): Vendor 13 (13): Name: Small Business Flag: Vendor State : Vendor Zip: Minority Flag: Deliv. Days (14): Disc. Days (15): % (16): Acct. Data (17): Bid Type(28): Item (18): Commodity (19): Qty (20): Unit (21): Price (23): Ext. Amt (23): Recycle(30): Reciprocity Amount Type Award (24): 3.09 Flag (25): (26): Multi Year Cost Agency Transmit Flag (29): (27): Page 47 of 50 Vendor 5, Vendor 13 Contain the 5-digit VID and 13-digit VID (used by the Comptroller (12, 13) to pay warrants). Deliv. Days (14) A number is this field indicates within how many days delivery must be made according to the contract. Disc. Days (15) A number in this field indicates the number of days within which, if payment to a vendor is made, the requesting agency receives a price discount. % (16) The discount % associated with 'discount days. Acct. Data (17) Accounting info. for TPFA/master lease purposes. Item (18) This refers to the item's line number on the requisition Commodity (19) This field will contain the number associated with this commodity, i.e., commodity code, class-item, etc. Qty (20) This field contains the quantity ordered. Unit (21) This is the unit of measure for pricing purposes. Price (22) This is the unit price of the item. Ext. Amt (23) The value in this field is derived by multiplying quantity by unit price. Type Award (24) Applying strictly to open market awards, the codes in this field indicate the basis for the award, i.e., the code 'LT' means 'low total'. 3.09 Flag (25) The flag is set to show that an Open Market action was the result of advertising under Section 3.09. Reciprocity Amount The State of Texas has reciprocal agreements with certain other (26) states that a set percentage will be added to bids from vendors from those states. The same holds true if a vendor from Texas bids on commodities in another state. Multi Year Cost (27) This is the total cost of a lease/rental of a commodity for the whole term of the lease/rental. Bid Type (28) This field will contain an 'M' if the bid tabulation was manual. If the tabulation was automated, the field will be blank Agency Transmit Flag This field indicates the method used to get a specific requisition in (29) the purchasing system. For example, an 'O' means the requisition was entered 'online'. An 'E', that it was transmitted by electronic means; 'T' for tape transmittal; and 'M' for mailed to TBPC for data entry. Recycle (30) System 'C' - Automated Contract, 'O' - Open Market 'N' - Non-automated Contract, 'S' - Schedules Small Business Flag If a vendor is registered with TBPC as a small business, this field will contain a 'Y'. Otherwise, it will be blank. Minority Flag If a vendor is registered with TBPC as a minority, this field will contain a 'Y'. Otherwise, it will be blank. Page 48 of 50 TXMAS Order History Menu Use the PA option on the Main Menu to access the TXMAS Menu (option 2). Depending on your access level, you will either go directly to a TXMAS History Display keyscreen to look up purchase order history, or you will see an option menu for TXMAS history inquiry or entry. Access Levels for TXMAS History To enter TXMAS Purchase Order history, users will need a security level of 3 or 4 for Purchasing History (field 9) in their security profiles. Only the agency superuser can update security profiles. TBPC can help identify your agency superuser-- see Agency Security. Purchase Analysis Security Levels 9 P.O. History 1 - can inquire on single purchase orders or requisitions 2 - can run reports on limited number of records 3 - can add or change TXMAS purchases 4 - can add, change, or delete TXMAS purchase TXMAS History Display Keyscreen Enter data in this keyscreen to look up TXMAS purchase order history for your agency. This is also the keyscreen used to look up a TXMAS entry to remove. Type Hist: Agency: FY: Req Number Long: Type Req Item Agency Req Num Long Hist FY Type Hist: Enter A for Agency. Agency: Enter your three to five digit agency or CO-OP member number. FY: Enter single digit Fiscal Year number (7 for 2007). Req Number Long: Enter the rest of the requisition number you assigned to this purchase. For example, in the requisition number 303-7- 99999, you would enter 99999 in this field. Note: you can also enter the # symbol as a wildcard inquiry to see all entries for your agency for the requested FY. Page 49 of 50 TXMAS Entry Keyscreen Users with access levels 3 or 4 will see the following interim menu after selecting option 2 for the TXMAS menu. In this menu, select option 1, TXMAS ORDER HISTORY, to get options to ADD, CHANGE, DISPLAY, REMOVE (level 4 required). See TXMAS Order History menu below. TXMAS MENU TXMAS ORDER 1. INQUIRE OR ENTER/UPDATE MAS HISTORY HISTORY 2. TOP MENU Return to the top level menu 3. RETURN Return to the previous menu 4. SET MENU Set width of menu choices 5. HELP Display help for the use of the menu choices 6. EXIT Exit from the PURCHASE ANALYSIS session Choice: TXMAS ORDER HISTORY 1. ADD Add txmas order history information 2. CHANGE Change txmas order history information 3. DISPLAY Display txmas order history information 4. REMOVE Remove txmas order history information 5. TOP MENU Return to the top level menu 6. RETURN Return to the previous menu Etc..... This keyscreen is the view for adding or editing history information. 05/01/2007 14:41 PURCHASE ANALYSIS USERNAME TXMAS MENU / TXMAS ORDER HISTORY / ADD (S 1:1,C 1:1) (MHUPD) AGENCY (01): FY REQ/PO NO. (02): (03): DESTINATION INFO: CITY (04): COUNTY (05): Type Hist (06): PO DATE (08): TXMAS CONTRACT VID: NUMBER (07): Vendor Name: Vendor State and Zip Code: Line NIGP CODE NUMBER OF LINE ITEMS EXTENDED AMOUNT (A) Description AGENCY (01): Enter three-five digit agency or CO-OP member number. Page 50 of 50 FY(02): Enter single digit FY number (7 for 2007). REQ/PO NO. (03): Enter the rest of the requisition number you assigned to this purchase. For example, in the requisition number 303-7- 99999, you would enter 99999 in this field. CITY (04): Enter the invoice address city. COUNTY (05): This field will automatically populate the Texas county number based on the city entered in field 04. Type Hist (06): This field will automatically populate based on the Agency # entered in field 01. TXMAS CONTRACT NUMBER (07): Enter the TXMAS contract number assigned by TBPC (i.e., TXMAS-4-03FAC010). You can look the contract number up in the TXMAS Contracts by Schedule list or TXMAS Search, or your vendor may have provided it to you on a quote or other correspondence. VID, Vendor Name, and Vendor State and Zip Code These fields will automatically populate based on the Contract number entered in field 07. PO DATE (08): Enter the date the PO was issued in this format: ##/##/####. This field will default to the date of entry, so you will need to edit this date. Item Details: The system will move your cursor to the next section where you will enter order item information. 1. You will need to look up the 5 digit class-item code for the most expensive item on your order in the TBPC Commodity Book Listing. Once you have identified the appropriate code, enter the 5 digits (no dash). The system will list the class-item description at the bottom of the screen. 2. Enter the number of units ordered on this purchase order in this class-item category. 3. Enter the total dollar amount for the items. 4. Enter the item description. 5. Keep entering other items or hit enter. 6. Type A or hit enter to accept. Or, use the arrow button to either Reject and start over or Edit the data. Follow the screen instructions to continue entering or exit the screen.