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					         Pasadena ISD Lawson Financial System Requisitions User’s Manual



Unrelease

The unreleased will take the requisition back to its original status of unrleased and will allow the requester
to make the necessary changed to be approved.


Click on the in-basket for
the Approver




This will display all
requisitions that require
action to be taken by the
budget holder for this
requisition.



Click on the requisition to be
processed. This will display the
requisition details.




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        Pasadena ISD Lawson Financial System Requisitions User’s Manual



   When a requisition is to be
   unreleased so that changes
   can be made and resubmitted
   through the approval process
   take the following steps.

   1. Click on Add Comments
      on the requisition.
   2. A comments page will
      display then click on
      comment.




   3. Click on “Requisition
      Header Display Only
      Comments”
   4. Click on Add Comment




   5. Add a title
   6. Type the message text.
       This is freeform text with
       no limit to the number of
       characters that you can
       type.
   7. Click on add
   8. Click on Close
   9. This will take the approver
       back to the requisition
       that appears in his in-
       basket
   10. Click on Inquire – this
       will change the Add
       Comment to Has
       Comments.




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         Pasadena ISD Lawson Financial System Requisitions User’s Manual



    11. Click on Unrelease and the following message will appear.
    12. Click on OK and the following message will appear.




    13. Click on OK and this will take the approver back to the in-basket and the requisition will not be
        listed as one that requires action.
    14. Notify the requester that the requisition has been unreleased and that changes are required in
        order to be approved.




Note that the requisition in RQ10 has comments and that the status is unreleased. This will allow the
requester to make the necessary changes and release for approval.




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        Pasadena ISD Lawson Financial System Requisitions User’s Manual




4 Receiving
4.1   Receive All
Enter PO30 in the navigation box or click on Receiving under the related pages and click on the receiving
box in the Purchase Order module
flow chart by entering POFL in the
navigation box.




                                            If you click on the receiving box in the flow chart a second
                                            menu will appear. Click on On Line Receiving.



1. Enter the company
   number 199.
2. Enter the PO
   number
3. Enter the PO Code,
   if necessary. All
   converted purchase
   orders will have a
   PO code of CV.
4. Click on Inquire
5. Click on Add
   Receive All. The
   quantity in the
   remaining field will
   move to the received
   field. The quantity
   remaining will be the
   quantity ordered that has not been received.




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         Pasadena ISD Lawson Financial System Requisitions User’s Manual




Note that the system generated a receipt number that will always be tied to this PO line transaction.

6. Click on Release. This will allow the system to generate a 3 way match when the invoice for this item
   is entered in accounts payable.


4.2   Partial Receipts
Access PO30 Receiving by entering PO30 in the navigation box or by using the POFL flowchart and click
on Receiving located under the related pages, then click on receiving, then click on On-Line Receiving.

Partial receipts are
shipments where the
ordered quantity was not
delivered in one
shipment. It is important
that partial receipts be
process when they are
delivered because the
vendor will invoice for
the partial shipment.

1. Enter the company
number 199.

2. Enter the PO number
3. Enter the PO Code, if
necessary. All converted purchase orders will have a PO code of CV.
4. Click on Inquire
5. In the function code field enter an “A” for add.


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         Pasadena ISD Lawson Financial System Requisitions User’s Manual



6. In the received field enter the quantity that is being received.
7. If the remaining quantity will be received at a later date do not place anything in the cancel BO field.
    This will allow for the item to be received at a later date.
8. If the item will not be received at a later date the backorder should be cancelled. To cancel the
    backorder place a Y in the cancel BO field. Canceling the backorder will also reduce the encumbered
    value of the quantity cancelled.
9. Click on add – note that the system will assign a receipt number that will follow the transaction
    throughout its history.
10. Click on Release – this will allow the receipt to be matched when an invoice is entered in accounts
    payable.




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         Pasadena ISD Lawson Financial System Requisitions User’s Manual




   5                Receiving Adjustments
A receiving adjustment to correct receiving errors when a purchase order line has been received and the
receiver has been released.

You can access the Receiving Adjustment form by entering PO33 in the navigation box in the upper left
hand corner and pressing enter or enter POFL in the navigation box to access the PO flowchart. Click on
Receiving under the related pages then click on receiving adjustment.




   1.    Enter the company number 199.
   2.    Enter the system generated receiver number that was assigned during the original receiving.
   3.    Click on Inquire – this will list every item that was received on the receiver.
   4.    In the FC code for the receiving line that needs to be changed, enter an “A” add.
   5.    Click on Add – the system will assign an adjustment document number.
   6.    In the adjust quantity enter the number that will adjust the quantity to the correct quantity. For
         example, if the current quantity is 10, you can type 2- to adjust the quantity to 8. To adjust the
         quantity from 10 to 12, type 2.
   7.    If the quantity changed is incorrect then enter a “C” change.
   8.    Enter the new quantity
   9.    Click on change.
   10.   Click on Release.




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         Pasadena ISD Lawson Financial System Requisitions User’s Manual




    6              Budget Analysis
The Lawson form GL94 will provide the user with a real time view of their budget position. This can be a
wide range, for example, by responsibility code, or at the expense code level for a more detailed view.

Type GL94 in the navigation box and hit enter and this will bring up Commitment Analysis (GL94).

Budget at the Responsibility Level for General Fund (for other funds substitute that fund
number for 199)

    1. Account Unit List:
       enter or select F199-
       R and the
       responsibility code.
       For example F199-
       R730.
    2. Account Group: tab
       to the account group
       and enter or select
       from the drop down
       EXP indicating all
       expenditures.
    3. Year: this is the
       fiscal budget year.
    4. Period: Enter the
       current period or 12.
    5. Type: this indicates
       the type of budget
       and this will always be “A” for amount.
    6. Budget: this is the budget number. For this year the active budget will be budget 1.
    7. Click on OK and you should receive a message “Ready for Inquiry, Select a Category”

    Totals

    Clicking on the totals link will take you to a summary of the responsibility budget.




        •    Clicking on close will take you back to the Commitment Analysis main form.



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        Pasadena ISD Lawson Financial System Requisitions User’s Manual



   Accounts

   Click on the Accounts link to view the budget position by expense account code.

   * Note that each account has to lines of data. In the first column the top number is the beginning
   budget and the bottom number is the actual expenditures. The second column is for encumbrances
   and commitments. The top number is for encumbrances (purchase orders) and the bottom number is
   for Commitments (Requisitions).




   To view the documents responsible for the encumbrances click on the Detail link above the remaining
   balance amount.




       •    This indicates that there is one purchase order that is responsible for the total $725.




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         Pasadena ISD Lawson Financial System Requisitions User’s Manual



To view the Commitment detail click on the Commitments link located between the Encumbrance and
Actual link.




        •   This indicates that there is one requisition that is responsible for the Commitment balance.

To view the details of the actual expenditures click on the Actual link




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           Pasadena ISD Lawson Financial System Requisitions User’s Manual



    Drilling on the Details

    Selecting a transaction line by placing an X in the SC box them with the mouse right click and left
    click on the drill will allow you to view the details of each of these transactions.




    The user can view all the details located in any of the highlighted folders.




Budget at the Responsibility for All Funds

Enter or select the numeric responsibility code in the Accounting unit list. The Account Group will be EXP.

Year = budget year, Period = current period or 12, Type = A, Budget = current active budget number




Click OK




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         Pasadena ISD Lawson Financial System Requisitions User’s Manual



Click on Accounting Unit and this will show all the accounting units for all funds.




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           Pasadena ISD Lawson Financial System Requisitions User’s Manual




      7               Appendix
7.1       Terminology

      •    Company: the is the PISD Fund Code
      •    Requester: each administrative department, location and school that creates requisition has a
           requester ID.
      •    Requesting Location: each administrative department. Location and school that creates
           requisitions has a location code number.
      •    Accounting Unit: this is the PISD function, organization, program and responsibility code.
      •    Account: this will be the PISD object codes.
      •    Major Purchasing Class: this is the NIGP code that applies to the type of item that is being
           requested or purchased.
      •    Requisition Status Unreleased: a requisition with this status will allow the user to modify the
           requisition.
      •    Requisition Status Needs Approval: this indicates that the requisition is in the approval process
           and cannot be modified.
      •    Requisition Status Processed: this indicates that requisition has been approved and may or may
           not have been converted to a purchase order.
      •    Requisition Status Reject: this indicates that the requisition was rejected at some point in the
           approval process. This requisition cannot be modified and if the user wants to resubmit they must
           create a new requisition.
      •    Commitment: this is a pre-encumbrance. Once requisitions are released the budget funds are
           committed. When the requisition is converted to a purchase order then funds will be encumbered.
      •    Drill: this is the process of reviewing historical information by placing the cursor in the desire field,
           right clicking to access the drill functionality, then left clicking on the drill.
      •    Budget Edit: this is what the system does when requisitions are released. It verifies if the
           accounting units on the requisition lines have enough available budget.




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         Pasadena ISD Lawson Financial System Requisitions User’s Manual



7.2   Portal Hotkeys
These are keystrokes that are available at any time when you are logged on Lawson using Portal.


 Perform Submit Action                                             F12


 Perform Close/Cancel Action                                       Esc


 Perform Refresh Action                                            Ctrl+Shift+F5


 Perform Delete Action                                             Ctrl+Shift+D


 Perform Next Action                                               Ctrl+Shift+N


 Perform Previous Action                                           Ctrl+Shift+P


 Perform Page Up Action                                            PageUp


 Perform Page Down Action                                          PageDn


 Tab Page Up                                                       Ctrl+PageUp


 Tab Page Down                                                     Ctrl+PageDn


 Position in First Field                                           Ctrl+Alt+F


 Display Field Help                                                Ctrl+Shift+H


 Display Form Help                                                 Shift+F1


 Display Hotkeys Help                                              Alt+K


 Position in Navigation Bar                                        Shift+F7


 Position in Search Box                                            Shift+F8


 Position in Toolbar                                               Shift+F9


 Position in Portal Menu                                           Ctrl+F10


 Display Home Page                                                 Ctrl+Home


 Show Context Menu                                                 Shift+F10




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        Pasadena ISD Lawson Financial System Requisitions User’s Manual



7.3   Lawson Form Hotkeys
These a shortcut key stokes that are available when you are in any of the Lawson application forms.



 Perform Add Transaction                                      Ctrl+Shift+A


 Perform Change Transaction                                   Ctrl+Shift+C


 Perform Inquire Transaction                                  Ctrl+Shift+I


 Clear To End of Form                                         Ctrl+Shift+K


 Clear Entire Form                                            Ctrl+Shift+X


 Clear Current Field                                          Ctrl+Shift+Y


 Open Define Screen                                           Ctrl+Shift+F


 Open Attachments Screen                                      Ctrl+Shift+T


 Open Drill Screen                                            Ctrl+Shift+R


 Copy Detail Field                                            Shift+F2


 Copy Detail Field Inverse                                    Ctrl+Shift+F2


 Display Field Information                                    Ctrl+Shift+O


 Scroll Next Field Value                                      Down Arrow


 Scroll Previous Field Value                                  Up Arrow


 Move to Next Row                                             Shift+Down Arrow


 Move to Previous Row                                         Shift+Up Arrow




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Description: Lawson Financial Module document sample