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					                                                Purchase Order Request
                                                  Training Materials
                                                 As of January 7, 2011




                        Region Ten Request System
                      Purchase Order Training Manual




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                                                                       Table of Contents
REGION TEN ACCESS ........................................................................................................................................................... 4
SIGNING ONTO THE REGION TEN REQUEST SYSTEM .............................................................................................. 5
ACCESSING THE REQUEST SYSTEM ............................................................................................................................... 9
ACCESSING THE PURCHASE ORDER OPTION ............................................................................................................ 10
PURCHASE ORDER OPTIONS DEFINITIONS ................................................................................................................ 17
    DO NOT MAIL PO ................................................................................................................................................................ 17
    CONFIRMATION .................................................................................................................................................................... 18
    RETURN P/O TO PRINCIPAL................................................................................................................................................. 19
    MISCELLANEOUS NOTES...................................................................................................................................................... 20
ADDING A PURCHASE ORDER ......................................................................................................................................... 21
NAVIGATING IN THE REQUEST SYSTEM ..................................................................................................................... 23
VENDOR NO. .......................................................................................................................................................................... 24
REQUESTOR NAME ............................................................................................................................................................. 26
SHIP TO ORG ......................................................................................................................................................................... 27
REQUESTOR FIELD ............................................................................................................................................................. 28
REFERENCE FIELD ............................................................................................................................................................. 28
CATEGORY FIELD ............................................................................................................................................................... 28
ENTERING A FUND CODE.................................................................................................................................................. 31
DELIVERY LOCATION........................................................................................................................................................ 31
REQUIRED ITEMS ON A PURCHASE ORDER REQUEST ........................................................................................... 32
    DESCRIPTION ........................................................................................................................................................................ 33
    QUANTITY............................................................................................................................................................................. 34
    UNIT OF MEASURE ............................................................................................................................................................... 35
    UNIT PRICE........................................................................................................................................................................... 36
EXPANDED ITEM DESCRIPTION ..................................................................................................................................... 40
THE „Y‟ OR EXPANDED SCREEN ..................................................................................................................................... 41
HOW TO ACCESS THE „Y‟ SCREEN ................................................................................................................................. 42
FINAL STEP – RELEASING THE PURCHASE ORDER REQUEST ............................................................................. 46
HOW TO CHECK THE STATUS OF A PURCHASE ORDER REQUEST .................................................................... 50
USING MULTIPLE FUND CODES ...................................................................................................................................... 54
SHIPPING & HANDLING ..................................................................................................................................................... 55
ATTACHMENTS .................................................................................................................................................................... 59
OPEN PURCHASE ORDERS ................................................................................................................................................ 62
    EXPANDED SCREEN IN OPEN PURCHASE ORDERS .............................................................................................................. 73
CANCELING A PURCHASE ORDER REQUEST ............................................................................................................. 74

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WHERE DOES IT GO FROM HERE .................................................................................................................................. 74
SAMPLE PURCHASE ORDER ............................................................................................................................................ 80
RECEIVING ORDERS ELECTRONICALLY .................................................................................................................... 81
THE RECEIVING SCREEN .................................................................................................................................................. 85
    PARTIAL RECEIPT ................................................................................................................................................................ 88
CATALOG PURCHASE ORDER REQUESTS ................................................................................................................... 90
    ADDING A CATALOG PURCHASE ORDER .............................................................................................................................. 92
    ADDING TO AN EXISTING CATALOG PURCHASE ORDER .................................................................................................... 97
    ADDING MULTIPLE PAGES TO A CATALOG PURCHASE ORDER ......................................................................................... 99
    CHECKING THE STATUS OF A CATALOG PURCHASE ORDER .............................................................................................. 101
APPROVING A SINGLE PAGE CATALOG PURCHASE ORDER .............................................................................. 102
RECEIVING ITEMS FROM A CATALOG PURCHASE ORDER: ............................................................................... 106




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Welcome to the Region Ten Request System. This will enable you to enter all types of financial
transactions electronically; depending on the level of authority you have been assigned. These Requests
may be Warehouse Requisitions, Manual Payment Requests (MPR‟s or Check Requests), Budget
Transfers and Purchase Orders. You have already been introduced to Warehouse Requisitions and
Budget Transfers. This training material will cover how to enter purchase orders electronically for
processing. Other Training for Manual Payment Requests and Budget Transfers is available on the
District‟s web portal (www.cfbportal.org). This material will be available on the portal as well.

Under the Request System, all transactions are called “Requests,” although each different type of
transaction is known by its type of Request. The reason they are called Requests is that they are all
entered into the same system and numbered sequentially, in order of how they were entered, regardless
of the type of transaction. Because of this, Budget Transfers, Warehouse Requisitions, Manual Payment
Requests (MPR‟s) and Purchase Orders will appear on the Daily Activity List that you will receive on
your campus/department. There will be more discussion about the Daily Activity List later in this
document. The reason for mentioning it here is to emphasize the fact that purchase order numbers will
be assigned by the system automatically. Because of this, all transactions are assigned a number in the
order they are entered; therefore, subsequent entries will not necessarily be numbered sequentially. You
will depend on the Daily Activity List and the Request System‟s Status capabilities to track the status of
all Requests. With this groundwork laid, we are ready to proceed with the nuts and bolts of entering
Requests as Purchase Orders.


Region Ten Access
In order to enter a Purchase Order, you must have the Region Ten software installed on your computer.
The icon will appear on your desktop and looks like this:




Click on this icon to launch the Region Ten Request System. If you do not see this icon on your desktop
or have trouble opening the Request System, contact the Technology Department Help Desk for
assistance (972) 277-0999 or by e-mail at helpdesk@cfbisd.edu.

Following is a series of steps, instructions and images that will walk you through the remainder of the
training. If you are already familiar with logging into the Region Ten system, you can skip to page 9, or
click here to advance to the MENU SCREEN, from which you may select the Request System.

Once you have successfully launched the Request System, you will see the following
screen:


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Signing Onto the Region Ten Request System:




You will see the screen above and the cursor will be blinking. To access the system, type
CICS on the screen where the cursor is blinking, and press the ENTER key. See
illustration on the following page:




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                                                          Type CICS here, the press the
                                                             „ENTER‟                  key:




                                                                              Enter




You will then receive the following screen:




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This is where you will sign in using your CAFB User ID and Password. It will be in the
following format: CAFBXXX, where „XXX‟ will equal a unique three digit number
assigned to you. If you have not received a CAFB User ID, please request this through
your Campus Administrator. Please note: Although throughout this training manual
characters will appear in both upper and lower case, it is not necessary to enter text or
characters in any specific case. The Region Ten Request System will convert all text
entered to UPPER CASE after the information is processed. It does not, however, have
spell check capabilities, so this information will be captured as entered.




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Here is where you will log into Region Ten by entering your Userid and Password as
indicated below:




  1). Enter Userid Here:                      2). Enter Password Here:               3. Press ENTER   key




                                                               Note:       When entering your
                                                               password, only the cursor will be
                                                               visible on the screen; however you
                                                               will see the cursor move.




        Please note: If you do not log-on to Region Ten for an extended number of
         days, your CAFB log-on number may be deleted and
        A new CAFB number will have to be assigned for you to use the
            program.
        To prevent this from happening, you need to log-on to the Region Ten System at
         least once monthly.


After entering your User ID and password, the following screen will appear:

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Accessing the Request System:




                                                             Select RQTS REQUEST SYSTEM by
                                                             typing the corresponding number as it
                                                             appears on your menu in the Select #
                                                             field.




                                       Note: The RQST Request System on your
                                        Region Ten Screen may not be 02, like this
                                        example.
                                       Choose whichever number on your screen that is
                                        for the RQST Request System.




                  Helpful Tip: For the most part, everyone should be selecting
                   RQST (Request) and not FINA (Finance) because
                  You can get to FINA (Finance) from the Request menu.
                  Therefore, you should have access to all the menu items
                      that you need by choosing RQST.
                 


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Here is the Region Ten Request System Menu:




Accessing the Purchase Order Option:

When you get this screen, the cursor will be in the <= = Key in Selection field. (See
above) To add initiate a Purchase Order, select option 3 by entering 3 in this field and
pressing ENTER as illustrated on the following page.




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                                                                           Type „3‟ here, the press the
                                                                             „ENTER‟            key:




NOTE: At anytime, while in the Request System, you can press the                           key for Help.




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The following „Purchase Order Options‟ screen will appear. From this screen you will be
able to do a number of things, depending on your level of authority. For this lesson, you
will select „2‟ labeled “Add- Update – Inquire – Duplicate/Reprocess,” then press the
ENTER key.




                                                                           Type „2‟ here, the press the
                                                                             „ENTER‟           key:




After the above action, the following screen will appear:




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This screen will lead you closer to entering an electronic purchase order. Notice, there
are a number of fields where selections can be made. The next series of screens will give
a brief explanation for each field and is listed below:




     Processing Year:
     C = Current Year
     N = Next Year
         This defaults to „C‟ for Current year. Use
         Current year unless entering orders for the
         next budget year.




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                                 Functions:
                                 A = Add - Select this to add a Purchase Order
                                 M = Add line items to be ordered to an
                                     existing request that has not been
                                     approved. If approved, you will not be
                                     able to add to it.
                                 U = Update – This allows to update a Purchase
                                     Order with text only. Use M to add
                                     additional items to a Purchase Order.
                                 I = Inquire – Select this to inquire about the
                                     status of a Purchase Order. NOTE: you
                                     must have the Purchase Order number to
                                     use this feature.
                                 * = Use this to duplicate or reprocess a
                                     Purchase Order. This will be explained in
                                     more detail later in this Training Material.
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                                                          Request Number:
                                                             Enter Request number here only when
                                                               Adding to a Purchase Order Request (M)
                                                             Enter Request number here only when
                                                               inquiring about a Purchase Order Request




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To activate the switches ate the bottom of this screen, simply type a „Y‟ in the field where
indicated on the next several slides:




          Use this to update the Text Record Only to
          Existing Purchase Order Requests that have not
          been approved. Purchase Orders that have been
          approved cannot be changed. Text entered in this
          area will print on the purchase order and will be
          seen by the vendor


                                                                NOTE: This feature is set to activate by default.
                                                                This feature allows you to see the purchase order
                                                                request one final time before pressing the ENTER
                                                                button to process it. (It’s a good thing!)


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Purchase Order Options Definitions:

Do Not Mail PO:




                                      Do Not Mail PO:
                                      Selecting this means that Purchase Order does not leave the purchasing
                                      office. This is to be used to when someone wants to pick-up the purchase
                                      and hand carry a P.O. to a vendor, such as with Sam's Wal-Mart, grocery
                                      stores, or where a card is required to accompany a P.O., such as Hobby
                                      Lobby. Entering campus/department using this switch is responsible
                                      for electronically receiving this order. 'Ship To' code must be changed
                                      to campus/departmental organization code.




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Confirmation:




       Confirmation:
       Used to indicate that item(s) order have already been received or need to
       be paid beforehand. This is discouraged, but sometimes is unavoidable.
       This will be used primarily for items purchased in advance. It will also be
       used to pay for items ordered on review                      (a no-no).
       Entering campus/department using this switch is responsible for
       electronically receiving this order. 'Ship To' code must be changed to
       campus/departmental organization code.




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Return P/O to Principal:




                                      Return PO to Principal:
                                      Purchase Order is returned to campus/department for processing, either by
                                      faxing, hand-carrying to vendor, or to call in. NOTE: Orders are NOT to
                                      be called in until Purchasing has approved the purchase. Evidence of this
                                      approval will be the campus or department's receipt of the signed purchase
                                      order. Entering campus/department using this switch is responsible for
                                      electronically receiving this order. 'Ship To' code must be changed to
                                      campus/departmental organization code.




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Miscellaneous Notes:




          Misc. Notes:
          This feature is provided so that additional notes can be added to a
          Purchase Order that the vendor will not see, but will be captured with the
          transaction. This feature can be used to provide information to Purchasing
          or Accounts Payable electronically and will be visible by all parties taking
          action on a purchase order; i.e. the approvers, buyers and accounts
          payables personnel.




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Adding a Purchase Order:

Now, we‟re ready to proceed to adding a purchase order. To do enter „A‟ in the functions
box, then press ENTER:




                                                                           Type „A‟ here, the press the
                                                                             „ENTER‟            key:




This is the screen where you add a purchase order. When this comes up, the cursor will
be in the „Date Required‟ field. (See next screen)




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Cursor appears here:




From the cursor position at the „Date Required‟ field shown above, each time you tab you
will get to a new field where text can be entered or a selection must be made. NOTE: It
is important to always use the Tab button to move from field to field.




                              Tab




                                                                = Tab Key
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Navigating in the Request System:

Attempting to enter text anywhere other than a designated field that you can tab to
will cause the system to lock up. If this happens, do not be alarmed. You can
unlock the system by depressing the Ctrl (Control) key and the „R‟ key
simultaneously. (See Below):




                                                          +         = Reset

Please note that you can also reverse Tab as well. To do this, depress the Shift
Button and the Tab button simultaneously. (See below):




                                 Tab




                                                              +            = Reverse Tab

Knowing how to navigate in the Region Ten Request System will aid you greatly in
entering Purchase Order Requests and other types of entries into the Region Ten system.




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Until instructed to do otherwise, do not change the Date Required field information.
You will be instructed when and how to change this field when entering purchase order
requests for the next budget year. Now tab over three times and your cursor will be in the
Deliver (A-After B-Before) field. Again, do not change this as it is set to default for
delivery after the Date Required.




Tab once more to get to the Vendor No. field. From here you need to enter the vendor
number of the vendor where this order is being placed. For our example, we will use
vendor number 62670 for School Specialty. If you do not know the vendor number of
the vendor you are ordering from, you may browse the vendor file from the vendor field
by entering a „B‟ and pressing ENTER             . This will enable you to browse the
vendor master file in the same manner as you do in the Finance system.


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In some instances you will find more than one vendor number for a particular vendor in
the Vendor Master File. This is because vendors often have a separate address to place
orders from the one where the payment is to be made. In this system it will be necessary
to use the number where orders are to be placed. The numbers will fall between the
85000 and 89999. If more than one number exists for a particular vendor, use the
number that falls within this range.

You may also find current vendor information under the Contract Information on
Purchasing Website http://cfbstaff.cfbisd.edu/cfbpurchasing/Default.htm . Here you can
find vendor information that will direct you to the current vendors and contracts that you
may purchase from.



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If there is no vendor number for this vendor, please contact Ada Jordan in Purchasing
Department by e-mail, jordana@cfbisd.edu to request a vendor number. You will need to
provide the complete business name, address, and phone and fax number in order for a
vendor number to be set up. If there are separate addresses for ordering and remittance,
you will need to provide that at the time of requesting the vendor to be set up. If
possible, please provide a contact name and e-mail address as well. You will need a
vendor number prior to entering an order.

Now back to our example. Depressing the ENTER                              key here will reveal the vendor
information as shown in the following screen:




Tab once more to get to the next field, which is the Requestor Name. This is where the
name of the person entering the Purchase Order Request goes and is a required field in
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Order to process a Purchase Order Request. You may be entering this request on
behalf of someone on your campus or department. Here you will enter your name. You
may enter your entire name, first initial and last name, or just last name, depending on the
number of characters that are in your name, up to 12 characters. It will be necessary to
include at least your last name so that you may be contacted easily should it be necessary.

You will be given the opportunity to put who the order is for in another field later in this
example.

Below, see the highlighted name of the person entering then Purchase Order Request:




Notice, too, that 932 is indicated as the „Ship To Org.‟ This is the default organization
code for the Warehouse, or Distribution Center, so that all orders are shipped to the

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Distribution Center. Unless items are ordered to be shipped directly to your
campus/department, do not change this to your Org code.

In some cases you will need to change this to your Org code. For example, magazine
and newspapers subscriptions, purchase orders that are to be hand-carried to local
vendors, such as Wal-Mart, Sam‟s or Albertsons, will need to be changed to your Org
code. This is a very important because of the receiving process and how payments are
made. You will be instructed on why this is necessary later on in this material. Most of
your orders, however, will be shipped to the Distribution Center.

After entering you name in the Requestor Field, tab to the next field. If you have the
vendor number already entered, tab again to get to the Reference Field. This field is not
designated for use in our District at this time; therefore you may use it to record any
information you wish. You might enter the grade level or department in this field.

NOTE:        From time to time, you will need to have checks generated by a purchase
order sent to the campus instead of the address on the Purchase Order Request. In this
case, type the mailing instructions in the Reference Field only if the check is to be
delivered to the campus. Use the same mailing instructions as with the Miscellaneous
Payment Request (MPR) as indicated below:

         Reference Field IMPORTANT
             o Enter the letters “PU” if you want to pick up the check;
             o The letters “RTC” if you want the check returned to the originating campus/central
                department.
             o Notice: It is not necessary to include the word MAIL if the check is to be mailed. This
                happens by default. Only type mailing instructions in this field if you want to check
                delivered to the campus or if you want to pick up the check.

Continue tabbing until you get to the Category Field. This is where you will enter the
person who you are entering this Purchase Order Request for. In our example, this
Requestor, C Robinson, is entering this Purchase Order Request for someone on his/her
campus named Gomez. This is where her name is entered in this process. This will print
out on the Purchase Order form and trip ticket in order to ensure accurate delivery. See
the example on the next page:




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After entering information in the category field, continue tabbing over the address
information, including the zip code field. The next available field is the Discount Field.
If the purchase you are making includes a catalog discount, you may put that amount in
the discount field. The first two digits are for whole number discount and the second two
digits are for fraction discount. For example, if you were entering a 12.5 percent
discount, it would be entered like this: 12 50. Continuing with our purchase example,
our current contract with School Specialty includes a 25 percent discount; therefore the
next screen will reflect the discount amount. This feature will allow the user to enter
catalog pricing and a discount amount instead of having to manually calculate the
discount before entering a Purchase Order Request. If there is no discount available,
simply leave this field blank and continue to tabbing to the next line.


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After tabbing through the Discount Field, you will come to the line where you will enter
your fund code that this Purchase Order Request will be charged to. This string of code
is in the standard format that you are already familiar with. In our example, we will use
the following code: 44-199-11-6399-61-107 0-99-0-00.




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Entering a Fund Code:




                            Del
Notice that the             Loc
                          field, which stands for Delivery Location, will automatically be
filled with your Org code when it is processed. This is illustrated on the next screen. The
reason for this is that deliveries that are shipped to the Distribution Center will need to be
delivered to your campus/department. In order to track this, a Trip Ticket will be printed
at the Distribution Center that will serve as a delivery ticket.

If multiple codes are entered for multiple Org Codes, a Trip Ticket will print out for each
Delivery Location that lists the items to be delivered to that campus/department. This
will be used for departments that place orders for multiple campuses, such as Athletics,
Fine Arts and Media Services.

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Required Items on a Purchase Order Request:

Now you are ready to enter the description of the first line item you are ordering, but
first, let‟s do a quick overview of the remaining fields on the Purchase Order Request
screen in the order that you will encounter them. Those fields are:

                   Description
                   Quantity (Qty)
                   Unit of Measure (UM)
                   Unit Price (Unit/Pr)




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Description:




       Description:
       Type in a brief description of the item being ordered. Use catalog numbers and
       description of items being ordered. This box will expand to allow for 40 characters per
       line item by pressing   .
       NOTE: You must enter the complete line of information, i.e. Quantity, Unit of
       Measure and Unit Price, before this box will activate. Complete instructions for this
       feature are on page 39.




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Quantity:




                                                              Quantity:
                                                              Type the quantity
                                                              desired up to 4 digits.




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Unit of Measure:




     Unit of Measure:
     This is where you enter a two character unit of measure,
     EA, PK, GL, etc. A list of common units of Measures is
     listed below or can be accessed by pressing F1 while you
     are in the UM Field.




The Unit Measure default is EA (Each)

**NOTE** Valid codes are:

BG =       Bag                DP =         ???            GR =   Gross       QR =   Quire      TU = Tube
BN =       Bundle             DR =         Drum           LB =   Pound       QT =   Quart      YD = Yard
BT =       Bottle             DS =         ???            M =    Per/1000    RL =   Roll
BX =       Box                DZ =         Dozen          PD =   Pad         RM =   Ream
C =        Per/100            EA =         Each           PK =   Package     SF =   Sq. foot
CN =       Can                FT =         Foot           PL =   ???         SH =   Sheet
CS =       Case               GA =         Gallon         PR =   Pair        SK =   Sack
CT =       Carton             GL =         Gallon         PT =   Pint        ST =   Set
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Unit Price:




                    Unit Price:
                    This is where you enter the Unit Price. This is
                    entered in the following format:
                            00000 00
                    This includes five places for whole dollars and two
                    places for cents.




It is important to note here that if the fund code is the same for the entire purchase order,
you will not have to re-enter the fund code for each line item if more than one line item is
ordered. The Request System automatically fills in the codes for each line item ordered.
See the next page for how it would look with one code entered with multiple items
ordered:




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Note that only one line of fund code is filled out, although 10 line items have been
entered. Note also the description, quantity, unit of measure and price is filled out before
processing. The next screen will show what it will look like once it has been processed
by pressing the ENTER                             key.




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After pressing the „ENTER‟ key, the complete fund codes automatically populate as
indicated above. Also, the cursor jumps to the Discount field as well.

If you have not already done so, you may enter the discount indicator as described on
page 29. Otherwise you are ready to process this Purchase Order Request and see the
Purchase Order number that will be assigned by the system:




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Notice how all the fund code lines are now filled in? This was done automatically after
the ENTER           button was press, based on the budget code entered on the first line.
Note, also, that a Request Number has now been assigned. This is the Purchase Order
number.

At this point you will need to perform a Print Screen to capture both the content and
Purchase Order Request number. Do this simply by going to File, Print Screen or by use
of the Print Icon on the tool bar (if you do not have a print icon, see Appendix I). Make
sure you select your local printer to print to. You will need to retain this print screen in
order to reference the Purchase Order.




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Expanded Item Description:

At this point you will notice that the Description Field is limited to 12 characters.
Pressing F6, as depicted on page 33, will allow you to expand the description up to 40
characters. The next screen shows how this Purchase Order Request looks with the
expanded text window open:



                 36565




This shows the original 12 characters of description and illustrates the ability to add up to
28 additional characters of items description. This can be either alpha or numeric. See
the next page for what this looks like when completely filled out:




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                 36565




The „Y‟ or Expanded Screen:

The Request System allows for you to add text to the Purchase Order Request, which will
be required to record the Bid/Quote number, as well as any instructions to the vendor.
The switch for that is located at the bottom left corner of the Purchase Order once it is
processed. See the next screen for how this will look on your screen:




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How to Access the „Y‟ Screen:

You may have a need to include some information pertinent to a purchase but not the
description of an item or items being purchased. This may be shipping instructions, color
choices, acceptable delivery times, etc. The next screen will instruct you on how to
access the Expanded screen, also known as the „Y‟ screen.




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Enter a „Y‟ here, then press the ENTER                              key.

After completing these keystrokes, you will see the following screen:




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                         Once in the „Y‟ screen, the blinking cursor will be in
                         this location. This is where you will begin entering text
                         that is required to complete a Purchase Order Request.




Information that needs to be included on this screen is as follows:

      C-FB ISD Quote, Bid or RFP number. You may also find current vendor
       information under the Contract Information on Purchasing Website
       http://cfbstaff.cfbisd.edu/cfbpurchasing/Default.htm .
      Vendor contract number (RFP # )
      District account number, if required by the vendor
      Shipping instructions
      Fax number, if purchase order is to be faxed, needs to appear in the “Y” screen as
       follows:
       FAX 972-123-4567
      Any additional information that you need to communicate to the vendor.

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This next screen illustrates of how our sample Purchase Order Request „Y‟ screen might
look:




Go ahead and perform another Print Screen function at this point in order to capture the
information entered on the „Y‟ screen just as you did on page 39. Attach the two print
screens together, along with any additional paper work, in order to track your Purchase
Order.

After you have completed entering text in the „Y‟ screen, complete processing this
purchase order by pressing the ENTER                               key.



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Final Step – Releasing the Purchase Order Request:

Now, you have completed entering a Purchase Order Request. You still have one more
step to complete before the purchase order is ready for approval. After you are satisfied
that the information you entered is complete, simply press the F12         key to release the
Purchase Order Request.




                           Depressing the       key releases a
                           Purchase Order Request for approval.


You will have two opportunities to release a Purchase Order Request for approval. The
first opportunity is after the Purchase Order Request has been processed and a number
assigned, as indicated on page 43 prior to accessing the „Y‟ or Expanded screen. See the
illustration on the following page:




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Since you will usually need to enter information on the „Y‟ screen, most likely you will
not release a Purchase Order Request in this manner very often. Therefore you will need
to learn the other way of releasing a Purchase Order Request. This is accomplished by
going to the Region Ten Request System Main Menu and selecting number 3 for
Purchase Order – Non-Stock. The next series of steps will quickly review this process:



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                                                                           Step 1 - Region Ten
                                                                           Request Main Menu




                                                                                      Step 2 – Select 3 for
                                                                                     Purchase Order – Non-
                                                                                             Stock




                        Step 3 – This takes you to
                       the Purchase Order Options
                                  Menu




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                                                                           Step 4 – Select Option 2 for
                                                                             Add – Update – Inquire,
                                                                                       etc.




From the above menu, under the „Functions‟ box, select „U‟ for update. This will take
you to the field labeled „Request Number.‟ NOTE: you will need your Request Number
for this operation. This can be found on the Print Screen that was conducted earlier.

After typing in the Request Number, press the                              key and this will bring up the
Purchase Order Request. At this screen, you can press the          button to release this
Purchase Order for approval. This releases it from your queue, or control file, to the next
level for approval.




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How to Check the Status of a Purchase Order Request:

Keep in mind that a Purchase Order Request may go through several levels of approvals
before being routed to the Purchasing Department for action. However, you may see the
status of a Purchase Order anywhere along the way by checking the status of the order.
To do this, simply select option 1 from any menu in the Request System. From there you
will be required to enter the Purchase Order Request number.

See the screen on the next page for this menu selection:




                                                                           Type a 1 here and press ENTER
                                                                           to look up the Status of a Purchase Order
                                                                           Request. Note: You will need to know
                                                                           the P.O. number to do this.




The next page shows the screen you will get after selecting Option 1 for Request Status:



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There are several things to know about this screen to make it useful to you. First, the
initial field that you come to is the „Request Number‟ Field. Here you will enter your
Request Number, be it a Budget Transfer, Manual Payment Request (MPR), Warehouse
Requisition or a Purchase Order.

The next field you come to is the „Table Indicator‟ field. This tells the system where to
look for the status of the request you are searching for. The Region Ten Request System
stores information in two tables; and Active table and a History table. The Active table is
for requests that are processed in the current year.          The History table contains
information on Requests that are from budget years prior to the current budget year. The
default is a „B‟, which is for both the History and the Active Tables. It is recommended
that you do not change this from „B‟ as this will give you the information you need.


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            Step 1) - Enter Request
            number here:




                                            Step 2) – Enter Table Indicator
                                            here: (defaults to „B‟)



                                                                    Step 3) – Press the ENTER
                                                                                    key.




After performing the steps in the screen above, the following screen will be seen:




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Here you can see the status of this Purchase Order Request. It indicates that it is
Awaiting Approval by Buyer.            As with other Request System screens, you can
press the F8 screen to scroll down to see the rest of the information included in this
transaction. Other information can be obtained by using the Function Keys as indicated
in the blue highlighted area .




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Using Multiple Fund Codes:

You can enter multiple fund codes on the same Purchase Order Request as long as it is
for the same Org or if you have authority to order for multiple organizations. Again, that
will be for such departments as Athletics, Technology, Facility Services, Media Services
and Fine Arts. If you use more than one fund code on a Purchase Order Request, the
fund codes will automatically fill in from each unique code to the next, so it will be a
good idea to group line items based on the fund code it is being ordered out of. Below is
a sample of how entering multiple codes will look on a Purchase Order Request:




The next screen will show the different fund codes after the System automatically fill sin
the codes:


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Shipping & Handling:

Most of the contracts that the Purchasing Department negotiates include shipping,
although there may be restrictions. In our example to School Specialty, we see that our
agreement includes shipping on all orders of $100.00 or more after the discount has been
applied. For orders under $100.00, an $8.00 charge for shipping is to be added. To
accomplish this, always include a line item for shipping and charge it one of you fund
codes. If you want to split that cost between multiple fund codes, you may do so by
adding a line item for shipping for each fund code and divide the cost as evenly as you
can. You may try to factor the percentage of the amount of order per code and apply that
percentage, or you may simply just estimate and split the cost in whole dollars.
Remember, for every line item for shipping and handling you add you reduce the number
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of line items available for ordering. Since there are only 10 line items available per
purchase order, you may want to decide to charge all the shipping to one code from a
general or administrative code.

How that will look on your Purchase Order Request screen is this:




To assist in the payment portion of this process, always include a line for shipping and
determine from the vendor in advance what that cost will be, if possible. If you cannot
determine what the shipping charge will be in advance, 10% of the total cost is a good
figure to include for shipping, or $1.00 as a minimum amount. Accounts Payables will
enter the exact amount for shipping as it appears on the invoice. For orders with large
dollar amounts, it is a good idea to determine the shipping charges before agreeing to the
purchase in order to ensure that money will be in the account to pay for shipping.

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When Purchase Order Requests include a discount taken using the Discount Field, this
creates a problem for shipping charges since they are not subject to any discount. To
overcome this, you will need to apply the discount amount by line item. The system
allows for you to edit the amount of discount to be taken for each item. To access this
function, press the                   key. The following screen illustrates how this will look:




                       Note that Discount is applied to the Shipping line
                       item.




The following screen shows how this can be edited to remove the discount amount from
line items that do not receive a discount:




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                              Note that Discount is now removed from the
                                          Shipping line item.




The following screen shows that the discount has been successfully removed from this
line item:




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Attachments:

There will be times when you cannot include everything in the description field or when
you need to include something to be attached to a Purchase Order Request. The process
for doing this will be to state in the „Y‟ screen that attachments are to follow either by
Inter-School Mail, fax or e-mail. Be sure to make a copy of the Print Screen and attach it
to the front of the attachments. For lengthy attachments, those will need to be sent
through Inter-school mail or delivered in some other manner. Attachments of 10 pages
or less may be faxed or scanned and sent as an e-mail attachment. The subject line in
the e-mail should reference the P.O. Request number and that this attachment needs to be

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attached to that Purchase Order. See the following screen for an example of how this
might look:




The following screen depicts what an e-mail message might look like that includes
attachments:




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                                                                            Please send all attachments to this e-mail address.
                                                                                    Type it exactly as it appears here.




                                            Notice that attachments can be in either Word or .pdf format,
                                            but must not be more that 10 pages in length. Attachments that
                                            are too large will exceed the bandwidth allocated to our e-mail
                                            server. Attachments more than 10 pages in length may be
                                            faxed to (972) 323-6437, sent through inter-school mail or hand
                                            delivered to ensure they are received in the Purchasing
                                            Department.




Attachments may be used to list things such as Library books, itemize a drawing for an
item or item(s) to be purchased, such as a cheerleader or band uniform, or to include a
coupon to be included with the purchase.

NOTE: Purchase Order Requests requiring attachments will not be processed until the
attachments are received in the Purchasing Department.




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Open Purchase Orders:

The Request System contains an Open Purchase Order feature that will assist in
transacting repeated purchases from the same vendor. Such vendors that may be
candidates for Open Purchase Order Requests are Sam‟s, Wal-Mart, Albertson‟s or Tom
Thumb, Lowe‟s, Hobby Lobby, and other vendors where numerous Purchase Orders are
written to each month either to the same department, campus or club. Another
application for Open Purchase Order Requests might be for use in the Maintenance
Department, Technology Department or for Construction purchases.

An Open Purchase Order Request allows for a specified dollar amount to be encumbered
to a particular vendor to transact or draw upon, periodically. Rather than having to
initiate many Purchase Order Requests to this vendor, an Open Purchase will authorize
spending for a specified period of time up to a dollar amount determined by your Facility
Administrator. It differs from a standard Purchase Order Request in that it remains open
until the dollar amount encumbered is depleted or until the specified period has expired.
For our purposes, Open Purchase Order Requests for campuses shall be done for no more
than one (1) semester. Open Purchase Order Requests for other departments shall be
open for a longer period of time. Open Purchase Order Requests for Construction shall
remain open until the project has been completed, which normally extends over multiple
years.

To process an Open Purchase Order Request you will select it from the list of options
from the Purchase Order Options Menu. See the next page for this illustration:




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Select option 2 for Add – Update –Inquire – Duplicate/Reprocess. Note also that you
much activate the Open PO Switch under the Key in Selection field as indicated in this
illustration. Failure to do this will take you to the normal Purchase Order Request
function instead of the Open Purchase Order Request feature. To activate this switch,
type in a „Y‟ where indicated above:


After pressing the                        key, the following screen will appear:




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This is a familiar screen with many of the features you are now familiar with. However,
there is one difference. Notice the „Do Not Exceed Amt -> Option? This is the feature
that allows you to set a limit on the Open Purchase Order Request amount. After
selecting an „A‟ for Add in the Functions field, this switch is activated by typing a „Y‟ in
this field as the other switches are. When initiating an Open Purchase Order Request you
will always select the <- Return PO to Principal switch as you have already learned to do.
See how this is done on the next screen:




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                                                                               Y
                                                          Y




As always, press the           key after making your selections.                   When you press
„ENTER‟, the following screen appears:




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From this screen, either type in the number of the vendor you are ordering from, or, if
you do not know the vendor number, type a “B” in the first field of the vendor number
and press enter. This will activate the „Browse‟ vendor feature that you learned earlier.
See the next series of screens to illustrate this feature:




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                                                          Type in a B and press the
                                                                  key to activate the
                                                          Vendor Browse feature




When this opens up, you can type in the vendor name and select the „X‟ below to search
for that vendor by pressing the „ENTER‟ key. If the vendor you are looking for is in the
database, they will appear in the list of potential vendors for you to select. For this
example, we will be initiating an Open Purchase Order Request to Sam‟ Club, a prime
vendor for such a transaction. I have typed in Sam‟s Club, and pressed the „ENTER‟
key. After doing so, the following screen appears.




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                                                    To select your vendor of choice, type in an S and
                                                          press the              key to select the Vendor




After selecting the appropriate vendor number you will press enter and the system will
return you to this original add screen with the vendor information populated as the next
screen illustrates:




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                                                   Note that the vendor information is automatically
                                                 populated after selecting the Vendor using the Browse
                                                            feature of the Request System.




From here, you will use the same process for entering Purchase Order information that
was used in initiating traditional Purchase Order Requests; i.e. the Requestor Name
(Mandatory), Category (Optional), etc.

       It is important to note that when using the Open Purchase Order feature, you
       must ALWAYS type in your Organization Code in the „Ship To‟ field. This is
       important in the distribution of Purchase Orders and in the receiving process,
       which will be discussed later.

See the next screen for an example of a properly completed Open Purchase Order
Request:

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                                         1.


                                                                             3.
                                                                                       2.




                                                                                      4.
                                                   1. Vendor Number and Information

                                                   2. Requestor Name

                                                   3. Ship To: Organization Code

                                                   4. Category (Optional)




At this point you are ready to enter your fund code for this purchase. Do this in the same
manner already discussed with the previous purchase order example. You will also enter
a description in the description field. Although the description field can hold more
characters in the Open Purchase Order Request in the initial description field, the
maximum characters you will be able to enter into this description field will be 40 as with
normal Purchase Order Requests. You will not be able to activate the expanded
description feature until you have entered a complete line including description and
encumbrance amount.

At this point you will also need to enter the NOT TO EXCEED dollar amount in the
Encumbrance Amount field in whole dollars. Do not use the cents columns when using
the Open Purchase Order Request feature. See the next screen for this illustration:


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                    Valid Fund Code                                 Description    Encumbrance
                                                                                  Amount (In whole
                                                                                     dollars)




Once you have completed steps in the illustration above, review it for accuracy. Once
you are satisfied that the order is accurate, complete the Open Purchase Order Request by
pressing Enter. Once you press enter, a Purchase Order Request number is automatically
assigned. You will need to either write down the number or do a print screen simply by
going to File, Print Screen or by use of the Print Icon on the tool bar (if you do not have a
print icon, see Appendix I). The system will give you the opportunity to enter the „Y‟
screen to provide additional information if you choose. You will need to enter bid
numbers, account numbers and contract information that can be found under the Contract
Information on the Purchasing Website
http://cfbstaff.cfbisd.edu/cfbpurchasing/Default.htm just as you do with the normal
Purchase Orders Requests. See the attached processed Open Purchase Order as our
example:

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Note in the illustration above that there are two line items utilizing two different fund
codes? The Open Purchase Order Request feature will allow the use of multiple fund
codes, as with normal purchase orders, although it is recommended that no more than two
codes be used at the campus level. The reason for this is that each receipt against Open
Purchase Orders remains with these transactions electronically and the screen adds lines
of accounting information with each transaction. This will become cumbersome and may
be cause errors in receiving if many codes are used.

This example contains two codes to illustrate proper use of coding. For example, when
purchasing from Sam‟s Club, often food and non-food items are purchased. In order to
remain compliant with accounting procedures, it is necessary to use the proper code to
purchase food under. By using two account codes in this way it will enable C-FB ISD to

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remain compliant and combine all transactions by a campus or department into one
Purchase Order.
Expanded Screen in Open Purchase Orders:

It will be necessary to provide required information in the „Y‟ screen in order to record
C-FB ISD bid numbers, vendor assigned account number and instructions to vendors as
with regular Purchase Order Requests. You may access the „Y‟ screen in the same
manner as with regular Purchase Orders. An example of information provided in the „Y‟
screen of our example is illustrated below:




IMPORTANT: Unlike regular Purchase Order Requests, you will not need to release
Open Purchase Order Requests for approval using the                        key.   This occurs
automatically.
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Canceling a Purchase Order Request:

To cancel any Purchase Order Request, simply e-mail your request to the Purchasing
Department at PurchasingDept@cfbisd.edu and request that a purchase order be
canceled. When requesting this, be sure to include the following information:

                Type of Purchase Order (Either regular or Open Purchase Order Request)

                Purchase Order Request number

                Vendor

                Reason for canceling the Purchase Order Request



Where Does it Go From Here?

At this point, you‟re probably wondering where the purchases order goes and what
happens next, right? Good question. This section will provide a brief flowchart of the
Purchase Order Request so that you can track your orders.

After you have released your Purchase Order Request, by pressing the       key (see page
46 for complete instructions), each Purchase Order Request will go to the next level of
approval, usually a Campus Administrator, but may be a Department Head or Director,
for action. There may be interim approvers that are required to take action before it is
routed to your Campus Administrator, Department Head or Director for action, however,
it will eventually arrive at his/her in basket for action. He/she will review and either
approve or disapprove your request. If it is disapproved, the Purchase Order Request is
terminated and the funds revert back to the account code or codes from which they were
encumbered.

If your Campus Administrator, Department Head or Director approves your Purchase
Order Request, it will then be routed to the district‟s Budget Coordinator, Debbie
Grindell, where she will review the entire purchase for account review. She will
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determine if the items being purchased are being purchased with the correct budget
codes. If your coding is incorrect, she will disapprove the Purchase Order Request and
notify you of the infraction. You may then re-enter another Purchase Order Request
using the proper code. If your coding is correct, the District‟s Budget Coordinator will
approve it and it will then be routed to the Purchasing Department for action. Here‟s a
partial look of how the flow of a Purchase Order Request looks:
        Purchase                 Request Routed to                             Request is      Request Routed
                                                               Campus
     Order Entered                   Campus                  Administrator     Approved          to Budget
      into System                  Administrator             Takes Action                       Coordinator




                                     Request                  Request is                      Budget Coordinator
                                    Terminates                Dispproved                        Takes Action




                                      Request                                Request Routed       Request is
                                                             Purchasing       to Purchasing
                                   Is Processed             Takes Action                          Approved
                                                                               Department


A complete Flow Chart is attached to this Training Material that depicts the entire
process from start to finish as Exhibit No. 2.

From the Budget Coordinator, the Purchase Order Request is routed to the Purchasing
Department for action. In the Region Ten Request System, this level is identified as a
“Buyer” function, although all Purchasing Personnel authorized as Buyers for the District
can take action. Training Material for Buyers is included in a separate document;
however, a brief description of that function is included in this material in order to bridge
the gap between the approval of the Campus Administrator and the receipt of the items
generated by a Purchase Order Request.

Continuing with our original example Purchase Order Request, #36565, the flowing
screen will appear when inquiring about the status of this Purchase Order Request after it
has been approved by the Budget Coordinator:




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This is what the Buyer sees when he/she calls up his/her approval list:




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Notice our example Purchase Order Request awaiting approval, along with other
Requests awaiting the Buyers‟ action. From here the Buyer will type either „S‟ to
approve the Purchase Order Request, or „C‟ to change the Purchase Order Request.
Buyers will often need to modify Purchase Order Requests to add information, such as a
current Bid Number or account numbers, change pricing or to transfer this purchase to
another vendor in the case where items being requested are from a vendor where an
existing contract to another vendor is currently in place. Remember, all purchasing laws
apply and the Purchasing Department is responsible for fulfilling these legal requirements
on behalf of the District.

NOTE: When purchases are transferred to another vendor, the Campus/Department
will be notified of that change by Purchasing.


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In this case, the Buyer types in „C‟ to change the document:




Although the myriad types of changes to be made to a Purchase Order Request cannot be
included in this Training Materials, one change will be made to every Purchase Order
Request. Buyers taking action on a Purchase Order Request will always put his/her
initials in the lower left corner of the „Y‟, or expanded screen in order to easily identify
the Buyer in processing the purchase orders. It is important to note that the Request
System allows for electronic tracking of actions performed by users according to the
User ID of the individual logged into the system and not by anything that is type on the
Purchase Order Request.




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The next screen illustrates where the Buyer‟s initials will be located:




Another question you may have is what Purchase Orders produced by the Request
System look like. Formerly we used a multi-page carbon documents in various colors.
Now, however, the final output for Purchase Order Requests is a one-page laser printed
document and an electronic archived copy. The archived copy is white, while the
receiving copy is a yellow copy of the same Purchase Order Request. The electronic copy
is sent automatically to the vendor, either by fax or as an e-mail attachment. If the
purchase order is to be sent to returned to the campus, a white copy will be presented to
the vendor to process the orders. The yellow copy will be sent to the Distribution Center
for receiving purposes, or the receiving campus, depending on where the order is to be
shipped.
Both copies will contain the Buyer’s original signature.

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The following illustrates what a Sample Purchase Order Request looks like:




                                                Sample
                                                Do not process




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Receiving Orders Electronically:

We‟re almost finished with your part of the electronic purchasing process. The next step
to occur is the electronic receipt of a purchase order. With the old paper system, the
orders shipped to the Distribution Center or directly to campus would be accompanied by
receiving documentation. This could be packing lists, bills of lading, delivery tickets, etc.
that verify the receipt of the order. The receiving organization would also receive the
Gold or Receiving copy of the multi-carbon purchase order form. The order would be
check against both the original purchase order and the packing list or receiving
document(s). If everything matched and the order was not damaged, the gold copy would
be signed and copies of everything would be sent to Accounts Payables for payment
processing.

With the Request System, this process now becomes electronic. You will no longer send
in receiving documentation to Accounts Payable. Instead, this documentation will be
retained at the Receiving Location.

To receive a Purchase Order Request electronically, log onto the Region Ten Request
System and select the item labeled as „Purchase Order – Non-Stock‟ from the Request
System Menu. Usually this is Menu item number 3, but it may vary according to the
authorization level granted each user or the number of Region Ten programs that are in
use by an individual user. The following screen shows the items to be selected in order to
access the receiving function of this system:




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Select 3 for Purchase Order - Non-Stock, the press the  key. This will take you to
the Purchase Order Options menu, from which you will select Option Number 3 for
Receive, and then press the                               key.       This will take you to the Purchase Order
Options menu.




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This will take you to the Purchase Order Receipt of Order screen, as illustrated on the
next page.

NOTE: In order for you to receive an order electronically, you will need the Purchase
Order Request Number. To get this you will need to refer to the screen print that was
done while initiating the order, the daily activity list or the P.O. number that may be
found on the packing list, bill of lading or yellow copy of the Purchase Order Request
that was returned to you.




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The Receiving Screen:




At this point the cursor appears in the Request Number field (Req. No.). Enter the
Purchase Order Request number and press the         key. We will continue to use our
example Purchase Order Request throughout this Training Material. These two steps are
illustrated on the next two screens:




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                                         From this screen, type in Purchase
                                         Order Request Number, then press the
                                                    key.




This screen will then appear:




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In order to give you a sufficient background, let‟s discuss this screen in detail. First,
there are three active fields in which you can enter data to receive. They are: 1) the Enter
„X‟ to Receive All field, the 2) Print T/T Sw, (which stands for print Trip Ticket), and 3)
a „Rcvd‟ field after each line item ordered. („Rcvd‟ is an abbreviation for Received.)
This field is to enter the quantity received for each line item. See below:




                                                          1                    2



                                                                                     3




NOTE: The bottom of this screen indicates the number of items to be received at the
bottom of the screen:

At this point you are ready to electronically receive item(s) placed with this order. The
simplest step is to receive all items if all items were received and not damaged during
shipment. If that is the case, simply place an „X‟ in the „Enter „X‟ to Receive All‟ field
(number 1 above), then press the                              key.

Important:
For orders being shipped to the Distribution Center will be received by the Distribution
Center personnel. When this occurs, a Trip Ticket is printed at the Distribution Center in
order to provide a receipt for the campus. The receiving campus will sign this receipt and
retain one copy of it for the record.
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Orders being received directly at the campus need to type an „N‟ in the Print T/T Sw:
(number 2 above) field. To do this tab to the field labeled „Print T/T Sw:‟ and type „N‟
and press ENTER. This prevents a Trip Ticket from being printed out at the Distribution
Center.

This system allows for Partial Receipt of orders as well. To receive a part of an order,
place the quantity that is being receiving under the RCVD column (number 3 above). If
you are receiving all of one line, type „A‟ in the „Rcvd‟ Field. If you are receiving only
part of the items on a lint item, type the number being received in the „Rcvd‟ Field at the
end of that line and press ENTER. For example, if you order 10 of a particular item and
only six were received, you would place a 6 in the „Rcvd‟ column. This is how that
would look:




This is what the balance of the Purchase Order Request looks like:


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NOTE: If you are receiving partial orders, do not receive the Shipping Charges until the
last item has been received. Shipping charges are paid only once when all the items are
received.


Notice, you can continue to receive partial shipments, as illustrated above. And, finally,
you can receive the entire balance of the order, as indicated below:




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Catalog Purchase Order Requests:

The Request System has a feature that allows participating vendors to supply their
catalog in an electronic format so that the system recognizes their catalog numbers as part
of the description. The benefit of this feature is two-fold; 1) it captures our current
pricing with that vendor and 2) it reduces the description to the catalog number of the
item you are ordering. For example, to order Post-it notes from our current office supply
vendor, Corporate Express, see the following page for product information:




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See the item highlighted above? It is catalog item number MMMR330YW for Yellow 3”
x 3” Post-It Notes. To order this item, all you would need to do is enter this item number
as it appears in the current catalog. When using the correct item number, two things
happen: 1) It pulls the item description from the electronic catalog file supplied to
Region 10 by the vendor and 2) the current pricing will automatically be applied,
therefore the user will not need to enter the price. Currently, only one vendor has
supplied an electronic catalog, that being Corporate Express, for Office Supplies.

The following pages instruction how to access and use this feature, however, the only
vendor number valid for this is #04777 to Corporate Express. When other vendors
supply electronic catalogs, you will be notified and this document will be updated
accordingly.

Since most of this instruction is familiar, the instructions are given in screen-by-screen
format with written instructions in the margins.




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Adding a catalog purchase order:



                                                                                      At the Main Menu,
                                                                                       Enter the number “3” to
                                                                                       go to the Purchase Order
                                                                                       screen.
                                                                                      Press Enter.




                                                                                       Enter the number “9” to
                                                                                        go to the Catalog
                                                                                        Purchase Order screen.
                                                                                       Press Enter.




                                                                           0



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                                                                              Enter “A” to add.
                                                                              Enter the Vendor and
                                                                               Catalog identification
                                                                               number set up for your
                                                                               district
                                                                              Press Enter.




                                                                              Press the Tab key 4 times
                                                                               and enter the requestor‟s
                                                                               name.
                                                                              Reference no, and the
                                                                               category fields are
                                                                               optional.
                                                                              Enter the ship to org. It
                                                                               should be 932 per bid
                                                                               agreement.

                                                                               * Note: The vendor
                                                                               number, name, address,
                                                                               and catalog number are
                                                                               pre-filled – This
                                                                               information was entered
                                                                               on the previous screen.




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                                                                              Enter the following:
                                                                               -   Year (i.e. 44)
                                                                               -   Fund (i.e. 199)
                                                                               -   Function (i.e. 11)
                                                                               -   Object (i.e. 6399)
                                                                               -   Sub-object (i.e. 00)
                                                                               -   Organization (i.e. 001)
                                                                               -   Program (i.e. 011000)

                                                                               -   Delivery Loc. - 932
                                                                                   (Must be 932 per bid
                                                                                   agreement)

                                                                               -   Item Number from Catalog
                                                                                   (i.e. 001-016) The
                                                                                   description will fill in
                                                                                   automatically.


                                                                               -   Quantity Needed (i.e. 2)

                                                                              You can tab through the
                                                                               budget code fields and the
                                                                               system will “dup” from
                                                                               the line above.



                                                                              If you need to review the
                                                                               catalog item number
                                                                               description, press “F6”
                                                                               after you have typed all
                                                                               required line item data,
                                                                               but before you process
                                                                               the request. Once you
                                                                               press ENTER to process
                                                                               the request, you may not
                                                                               view the full description.
                                                                              Press ENTER to close
                                                                               this window. (The entire
                                                                               description will print on
                                                                               the Catalog PO.)




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                                                                              Press Enter to complete the PO.
                                                                               - Review for accuracy.




                                                                               -   Press Enter to process the
                                                                                   PO. The number is
                                                                                   automatically assigned.
                                                                               -   Write this number down,
                                                                                   and/or print a copy of the
                                                                                   PO screen.
                                                                               -   You must press F12 to
                                                                                   release the PO for
                                                                                   approval.
                                                                               -   Enter the letter “Y” if you
                                                                                   would like to add additional
                                                                                   comments to this PO.




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                                                                                   Type in your special
                                                                                    instructions. These will
                                                                                    print on the purchase
                                                                                    order.
                                                                                   Use the TAB or Arrow
                                                                                    keys to move the cursor.
                                                                                   You must press “F12”
                                                                                    to release the PO for
                                                                                    approval.
                                                                                   Press Enter when
                                                                                    finished, or follow the
                                                                                    screen instructions at the
                                                                                    bottom for more options.
                                                                                   Note: You may copy
                                                                                    and paste to this text
                                                                                    screen.




                                                                              If you forget to press
                                                                               “F12” to release the PO
                                                                               for approval, use the
                                                                               “Update” function in the
                                                                               Catalog Purchase Order
                                                                               Menu to release.
                                                                              Simply choose option
                                                                               “U” from the list,
                                                                               followed by the PO
                                                                               number.
                                                                              Press Enter.
                                                                              Press “F12” to release.




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Adding to an Existing Catalog Purchase Order

                                                                                   If you need to add to
                                                                                    an existing line item,
                                                                                    you may do this as
                                                                                    long as the purchase
                                                                                    order has NOT been
                                                                                    approved.
                                                                                   Enter an “M” and the
                                                                                    P.O number.
                                                                                   Press Enter.




                                                                                  The next screen will
                                                                                   automatically repeat
                                                                                   the budget code of the
                                                                                   last item from the
                                                                                   existing purchase
                                                                                   order. You may type
                                                                                   over this if necessary.
                                                                                  Then fill in the
                                                                                   remaining fields to
                                                                                   complete the PO.
                                                                                  Each page holds 10
                                                                                   line items. You may
                                                                                   only enter as many
                                                                                   lines as have been set
                                                                                   up on the control file.
                                                                                  This shows how many
                                                                                   lines have been
                                                                                   entered and how many
                                                                                   more lines can be
                                                                                   entered for this PO. (7
                                                                                   entered, 13 left)
                                                                                  Press Enter to verify
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                                                                           
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                                                                                   record.
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                                                                              Enter additional
                                                                               catalog numbers
                                                                               here

                                                                              Enter quantity of
                                                                               additional items here

                                                                              Press ENTER to
                                                                               update




                                                                              After pressing
                                                                               ENTER, the
                                                                               Purchase Order
                                                                               Request will update
                                                                               with the description
                                                                               and current price that
                                                                               corresponds to the
                                                                               catalog number
                                                                               entered.

                                                                              After updating the
                                                                               Purchase Order
                                                                               Request, press
                                                                               ENTER to process
                                                                               the Purchase Order.




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                                                                              After processing the
                                                                               Purchase Order Request,
                                                                               access the „Y‟ screen
                                                                               and add the bid contract
                                                                               information as indicated
                                                                               on page 96.




Adding Multiple Pages to a Catalog Purchase Order:


                                                                              As with regular
                                                                               Purchase Order
                                                                               Requests, you can create
                                                                               multiple page Purchase
                                                                               Orders in order to avoid
                                                                               having to create separate
                                                                               purchase orders for the
                                                                               same order. This
                                                                               enables you to avoid
                                                                               paying separate shipping
                                                                               charges, if applicable,
                                                                               and will allow you to
                                                                               only keep track of one
                                                                               purchase order number.

                                                                              Once you have pressed
                                                                               Enter and the PO
                                                                               number has been
                                                                               assigned, press “F4” to
                                                                               begin entering the next
                                                                               series of line items.
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                                                                               As with the Adding to
                                                                                an Existing Order
                                                                                feature, the next screen
                                                                                will automatically repeat
                                                                                the budget code of the
                                                                                10th item from the
                                                                                previous page. You may
                                                                                type over this if
                                                                                necessary.
                                                                               Then fill in the
                                                                                remaining fields to
                                                                                complete the PO.
                                                                               Each page holds 10 line
                                                                                items. You may add up
                                                                                to 40 lines or four pages.
                                                                               This shows how many
                                                                                lines have been entered
                                                                                and how many more
                                                                                lines can be entered for
                                                                                this PO. (7 entered, 13
                                                                                left, although you can
                                                                                enter up to 40 lines)
                                                                               Press Enter to verify the
                                                                                data entered.
                                                                               Press Enter to save the
                                                                                record.




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Checking the status of a catalog purchase order:

                                                                               To see the status of your
                                                                                requisition at any time,
                                                                                choose option “1”.
                                                                               Option 1 will appear on
                                                                                all menu screens.
                                                                               Press Enter.




                                                                               Enter the number of the
                                                                                requisition you wish to
                                                                                see the status for.
                                                                               You may select from the
                                                                                Active, History, or Both
                                                                                table. The default is set
                                                                                on the Control File.
                                                                               Press Enter.




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                                                                                              Line items are grouped
                                                                                               and sorted in budget code
                                                                                               order.
                                                                                              Each line item has a
                                                                                               sequence number for easy
                                                                                               reference.
                                                                                              The vendor information
                                                                                               and any other special
                                                                                               instructions are at the
                                                                                               bottom.
                                                                                              Navigation keys are at the
                                                                                               bottom.




 Approving a single page catalog purchase order:



                                                                               If you have approval
                                                                                authority, select option
                                                                                “8” from the Main
                                                                                Menu.
                                                                               Press Enter.
                                                                            *   Note: If you want to see
                                                                                        totals of what is
                                                                                        awaiting for
                                                                                        your approval
                                                                                        press F9. The
                                                                                        type of request
                                                                                        and the count
                                                                                        are displayed.




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                                                                                    To approve the entire PO,
                                                                                     put an “A” here.
                                                                                    You may also approve line
                                                                                     by line. Tab to the “Dsp”
                                                                                     field of each line you want
                                                                                     to take action on. Enter an
                                                                                     “A” to approve or “D” to
                                                                                     disapprove. Line items left
                                                                                     blank will remain until
                                                                                     further action is taken.
                                                                                    Other actions available.
                                                                                    Press Enter.




Approving a multiple page catalog purchase order:

                                                                                   Follow the instructions on
                                                                                    page 9 to arrive at this PO
                                                                                    screen.
                                                                                   Page 1 appears with first
                                                                                    10 line items.
                                                                                   Either approve entire PO,
                                                                                    or approve by line item as
                                                                                    on page 9.
                                                                                   Press Enter to verify.
                                                                                   Press Enter to process.
                                                                                   You will be taken to the
                                                                                    next series of line items.
                                                                                   Follow this same process.




Carrollton-Farmers Branch ISD - Request System Training
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                                                          Page 103 of 108
                                                Purchase Order Request
                                                  Training Materials
                                                 As of January 7, 2011

                                                          Approval/Disapproval
                                                                Codes

                                                   Approve:
                                                   A = Accept (Approve)
                                                   B = Extend (Take No Action)
                                                   Disapprove:
                                                   D = Disapprove, purchasing
                                                       violation.
                                                   O = Disapprove, over budget.
                                                   Stock:
                                                   S = Stock (Change order to
                                                       be from stock)
                                                   Transfer:
                                                   T = Transfer status, awaiting
                                                       approval.




                                                                                    Enter “*” to duplicate/ re-
                                                                                     process.
                                                                                    Enter the request number you
                                                                                     wish to duplicate or
                                                                                     reprocess.




Carrollton-Farmers Branch ISD - Request System Training
Last Updated 1/7/2011 7:42 AM
                                                               Page 104 of 108
                                                Purchase Order Request
                                                  Training Materials
                                                 As of January 7, 2011

   Duplicate/Reprocess a catalog purchase order – cont‟d:
                                                                               Any or all of the
                                                                                information can be
                                                                                changed, except for the
                                                                                item/description, um,
                                                                                unit/pr, total, and grand
                                                                                total. Tab to appropriate
                                                                                field and make any
                                                                                necessary changes.
                                                                               You may need to at least
                                                                                change the date required.
                                                                               Press Enter.
                                                                            *   Note: The requisition
                                                                                    number is still the old
                                                                                    number. After you
                                                                                    press Enter twice the
                                                                                    number is updated with
                                                                                    a new number.


                                                                                     If additional line items are
                                                                                      needed you may do so at
                                                                                      this point by pressing
                                                                                      “F4”.
                                                                                     Enter a “Y” for any
                                                                                      expanded description
                                                                                      needed.
                                                                                     OR Press Enter to
                                                                                      complete.




Carrollton-Farmers Branch ISD - Request System Training
Last Updated 1/7/2011 7:42 AM
                                                          Page 105 of 108
                                                Purchase Order Request
                                                  Training Materials
                                                 As of January 7, 2011
 Receiving items from a catalog purchase order:


                                                                               At the Main Menu,
                                                                                Enter the number “3” to
                                                                                go to the Purchase Order
                                                                                screen.
                                                                               Press Enter.




                                                                               Enter the PO number you
                                                                                wish to receive items on.
                                                                               Press Enter.
                                                                               The screen then displays
                                                                                all items on order.
                                                                               Enter an “X” to receive all
                                                                                items on the PO.
                                                                               OR, receive by line item.
                                                                                Tab down to the “Rcvd”
                                                                                field and enter the number
                                                                                to receive.
                                                                               Press Enter to process.




Carrollton-Farmers Branch ISD - Request System Training
Last Updated 1/7/2011 7:42 AM
                                                          Page 106 of 108
                                                Purchase Order Request
                                                  Training Materials
                                                 As of January 7, 2011




                                                 Appendix




Carrollton-Farmers Branch ISD - Request System Training
Last Updated 1/7/2011 7:42 AM
                                                          Page 107 of 108
                                                Purchase Order Request
                                                  Training Materials
                                                 As of January 7, 2011

                                                Appendix I
                                    Print-Screen Additional Information
      If you do not have a print icon on your toolbar, you may print your screen by using
       File, Print or
      You can add a Print Icon to your toolbar by following the steps listed below:
           o In Region Ten:
                     Click on View
                    Click on Properties
                    Under settings make sure there is a check mark on Show Menu
                       Buttons
                    Click on Customize
                    On the left hand side find the Print Screen Icon
                       Click on the Print Screen icon to highlight.
                    Click on Add
                       Click on the Print Screen icon on the right to highlight.
                    Move the printer icon by clicking on Move Up (you can see it
                       moving on your tool bar) until it is directly over the grey icon on
                       your tool bar
                    Click on Close
                    Click on File
                    Click on Save
                    Close Region X and restart




Carrollton-Farmers Branch ISD - Request System Training
Last Updated 1/7/2011 7:42 AM
                                                          Page 108 of 108

				
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