Skyward Finance: PAC to Web Online Requisition Instructions

5/14/2013

Step 1: Log into Skyward as if you were logging into Student. https://skyward1.barbershill.isd.esc4.net/scripts/cgiip.exe/WService=wsFin/skyportlogin.w

Step 2: Choose Financial Management to the right of the screen.

Step 3: Click on the Purchasing Tab and then click on Requisitions

Step 4: Click on Add. *Please note you are entering a requisition and not a purchase order. Therefore, you will be given a requisition number and not a purchase order number. A purchase order number will not be assigned until it has been approved by all three levels. With this said, items/purchases cannot be purchased/secured/requested until you have a purchase order number.*

Step 5: Make sure that the Fiscal Year is correct and then choose YMA or YDA.

YMA is used when entering requisitions with only one item and one account number. YDA is used when entering requisitions with multiple items and multiple account numbers.

Step 6: Type in a brief description of what the requisition is for; you will have to enter more detailed information in a later step. *Please note this description is what will be printed on the check stub that is sent to the vendor.* Step 7: Choose the Vendor; when you start typing the vendor, a drop down list will come up for you to choose the vendor that you are using.

Step 8: Choose ‘Ship To’; the list will drop down the same way it did with the Vendors. Step 9: Once you have completed all of the above, click Save and Add Detail (YMA) or Save and Mass Add Detail (YDA)

Step 10: Enter Quantity, Unit of Measure (i.e. unit, each), and unit cost. Add detailed description of requisition. *Please note this description is what will be printed on the requisition & purchase order.*

Step 11: Click Save

Step 12: Click Add Requisition Accounts

Step 13: Add Account Number- the whole account number will need to be entered including the ‘E’.

Step 14: Once the account number has appeared, click the account number to select it. At this point you can choose to pay it 100% from this account or enter a different amount and enter another account. Once the account number is correct, click ‘Save Account Distrib’.

Step 15: Click Submit for Approval

Your requisition has now been submitted to the Budget Manager for the first level of review. This will be your Campus Principal or your Department Head. Once the requisition has been approved by the Budget Manager, it will be in line for the second level of review, which is performed by the Business Manager. After the Business Manager has approved the requisition, it will be sent for the third and final level of review, which is performed by the Assistant Superintendent of Finance. Once all three levels have approved the requisition, Skyward will generate an email to the originator of the requisition letting them know it has been approved. The requisition is now considered a purchase order, and it will be assigned a purchase order number. You are now approved to order the goods or services. (If for any reason, one of the levels deny a requisition, Skyward will generate an email for this too.) The following is an example of what the email will look like:

Skyward Finance: PAC to Web Online Receiving Instructions

5/14/2013

Step 1: Under the Purchasing Tab click on Receiving.

Step 2: Click Add

Step 3: Enter Purchase Order number and hit Enter.

Step 4: Enter the quantity received. At this point, if you ordered 5 but the company only sent you 3 and that is all that you are going to receive, this is where you can make that change. It will adjust the PO amount; however, you must type a comment in Skyward noting the difference. This is done for audit purposes. Also, do not receive any of your PO until ALL items have been received and ready to pay. This is the only way Donna will know a purchase order is ready to be paid. Step 5: Click Save.

Step 6: After you have saved it once, this next screen will come up. This is the ‘timestamp’ for the receiving of goods. If the date is good, just click ‘Save’ again, and you are done receiving this purchase order. If you need to adjust the date, please adjust and hit ‘Save’.

After you click ‘Save’ the second time, a list of POs that you have received will be displayed. It will give you the status of the purchase order. For more information on the purchase order, click the arrow to the left of the date.

Skyward Finance: PAC to Web Reviewing Online Requisitions & Purchase Orders

5/14/2013

Step 1: Click on Purchasing and then click on ‘View My Purchase Orders’ to monitor your POs or click on ‘Requisitions’ to monitor those. The next four screenshots are based on clicking ‘View My Purchase Orders’. The screens and options are the same for viewing requisitions.

Clicking on ‘View My Purchase Orders’ will provide a list of all your purchase orders. If your purchase order has been paid, it will have a ‘HIS’ under the Status (Sts) column. If it has not been paid, it will have an ‘APP’ in this column. Make sure you are reviewing your ‘APP’ POs weekly. Step 2: Click on the arrow to the left and select the ‘Expand All’ option. The following three screenshots give you an example of what information you will see.

When monitoring your requisitions, you will likely be interested in whether or not it has been approved.

When monitoring your purchase orders, you will likely be looking to see if it has been received or paid. The receiving information can be found on this screenshot. The paid status can be identified on the home screen with either an ‘APP’ or an ‘HIS.’

Skyward Finance: PAC to Web Printing Purchase Orders

Step 1: Purchasing Step 2: View My Purchase Orders

Step 3: Choose the Purchase Order that you want to print, click Print.

Step 4: Enter password: eagles Step 5: Submit

eagles

Step 6: When this box comes up click View Report.

Step 7: This is when you can print a Purchase Order that has been approved with a signature. The signature will not print on a Purchase Order unless a Requisition has been approved at all levels.

Skyward Finance: PAC to Web Printing Requisitions

Step 1: Click on Purchasing Step 2: Click on Requisitions

Step 3: Click on Requisition that you want to print and click Print.

Step 4: When you see this box, click View Report.

Step 5: Your requisition will be displayed on the screen and this is when you are able to print out the requisition. The Requisition will not have a signature on it because it is not an approved Purchase Order. Notice the note at the bottom of the screen that states “This is a Requisition and not an official Purchase Order. The District is not financially responsible for the unauthorized purchases made with a Requisition.”