DoIT TRAINING CENTER OFFICE OF INFORMATION TECHNOLOGY REQ and PO... · SF AGY YR INDEX PCA OBJ AOBJ...

DoITService Desk 45 Calvert Street

Annapolis, MD 21401 (410) 260-7778

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DoIT TRAINING CENTER

OFFICE OF INFORMATION TECHNOLOGY

ADPICS Inventory Requisition and Purchase

Order Processing

Financial Management Information System

ADPICSINVENTORY REQUISITION ANDPURCHASE ORDER PROCESSING

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- INVENTORY REQUISITIONS -


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• Let DOC TYPE, INTF TYPE and RQ/JT/TR fields default.

• One additional entry on Requisition Header Screen is required, the Warehouse ID.

• Accounting information defaults automatically from the 5300 screen but can be changed.

• When user selects a commodity on 2110 detail screen, ADPICS displays only those commodities available at the warehouse (5430 screen).

• User’s must have security to purchase items for a specific warehouse/stockroom. If your agency has more than one warehouse, you must have security for each warehouse.

ADPICSREQUISITION PROCESSING

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PROCESSING A REQUISITION FOR A WAREHOUSE/STOCKROOM


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Using Menus to Access the Requisition Header Screen

PCHL0000 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1995 6:11 PM LINK TO: MAIN MENU

COPYRIGHT 1993 KPMG PEAT MARWICK

USE THE FUNCTION KEYS TO SELECT THE DESIRED FUNCTION:

(1) - ACCOUNTS PAYABLE MENU (2) - PROCUREMENT TRANSACTIONS MENU (3) - RECEIVING MENU (4) - INVENTORY TRANSACTIONS MENU(5) - TABLE MAINTENANCE MENU (6) - REPORT PROCESSING MENU (7) - SYSTEMS MANAGEMENT MENU (8) - CHANGE ORDER PROCESSING MENU

(10) - DOCUMENT AUTHORIZATION MENU (11) - COMMODITY TABLE INQUIRY (12) - VENDOR TABLE INQUIRY (CL) - EXIT

Press F2 to access the Procurement Transactions Menu.

The Procurement Transactions Menu is accessed by pressing F2 from the Main Menu.


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Procurement Transactions Menu

Requisition Processing is accessed by pressing F1 from the Procurement Transactions Menu.

Press the ReqHeader Entry scr

F1 to access uisition

een.

PCHL2000 V4.1 ADVANCED PURCHASING/INVENTORY 06/23/1995 10:41 AM LINK TO: PROCUREMENT TRANSACTIONS MENU

COPYRIGHT 1994 KPMG PEAT MARWICK LLP


(1) - REQUISITION PROCESSING (2) - ITB AND BID PROCESSING (3) - PURCHASE ORDER WRITING (4) - DIRECT PURCHASE ORDER WRITING (5) - BLANKET PURCHASE ORDER WRITING (6) - PURCHASE ORDER INQUIRY MENU (7) - REQUISITION INQUIRY MENU (8) - CONTRACT ADDITIONAL ELEMENTS

(CL) - EXIT


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In the exercise that follows, you will be creating a requisition using the single distribution method. The items that you will be requesting will be for restocking a warehouse or storeroom.

Requisition Header Entry ScreenPCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 2:52 PM LINK TO: REQUISITION HEADER ENTRY

REQ ID : DOC TYPE: RQ DUE DATE: INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE:

POST : CITY : SILVER SPRING ST: MD ZIP: 20901 2945

BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : MASTER ACCOUNTING INFORMATION -SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT

F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT


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REQ ID: Requisition ID Number. System Assigned when you save the header. DOC TYPE: Agency assigned. Determines the approval path. DUE DATE: Date you expect to receive the goods/services. INTF TYPE: Interface type. Determines the accounting information that is interfaced to R*STARS. ACTION IND: Action indicator. Tells whether a document is posted, in approval, etc. RQ/JT/TR: Requisition, Job Ticket, or Job Ticket Transfer. EFF DATE: Effective Date. Determines when the requisition is to become effective. WHSE: Warehouse. Code that determines the Warehouse that is requesting commodities. DEPARTMENT: Assigned by your agency. Determines the department that created the requisition. FILTER IND: Filter Indicator. Used to sort in approval processing. CONTACT: Person to contact about the requisition. STATUS: Gives the status of the requisition (post, in approval, error, etc.). TELEPHONE: Contact person’s telephone number. NOTE PAD: Allows you to attach a note to the requisition. This information will not print on the

requisition. CREATE: Gives the date the requisition was created. ADDRESS: Address of contact person. UPDATE: Gives the date the requisition was updated or changed. POST: Gives the date the requisition was final posted. CITY: Defaults to city defined on the department table. ST: Defaults to the state defined on the department table. ZIP: Defaults to the zip code defined on the department table. BLANKET PO ID: Blanket Purchase Order ID. Entered if a state contract exists for the commodity. BUYER CODE: Code that determines who the buyer will be. RECOMMENDED VENDOR: If a vendor is recommended, enter the vendor number here. BILL TO NAME: Name of person to send the Invoice to. BILL TO ADDRESS: Address to send Invoices if different than department ID. SPLIT CAPABILITY: Determines if the commodities on the requisition can be awarded to different

vendors. TERM IND: Tells if additional terms are attached to the requisition. DISTRIBUTION METHOD: Determines the accounting distribution method used. QUOTES: Tells if quotes from vendors are attached to the requisition. SF: Accounting distribution line number. AGY: Agency. YR: Appropriation Year. INDEX: Index. PCA: Program Cost Account. OBJ: Comptroller Object. AOBJ: Agency Object. GRANT/PH: Grant and phase number. PROJ/PH: Project and phase number. AG1: Agency Code 1. AG2: Agency Code 2. AG3: Agency Code 3. PERCENT: Tells accounting distribution percentage if distribution method is P. FUNCTION KEYS: F1- Help F2- Copies the requisition F3- Deletes the requisition (if not posted) F4- Other (displays additional function keys) F5- View the next requisition F6- View document (commodities) F7- Select vendor F8- Select terms to attach or Enter quotes F9- Link F10- Save F11- View accounting or Select accounting F12 - Print requisition


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Requisition Header Entry - Additional Required FieldPCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 2:52 PM LINK TO: REQUISITION HEADER ENTRY

REQ ID : DOC TYPE: RQ DUE DATE: INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE:




RECORD DOES NOT EXIST, PLEASE TRY AGAIN

In addition to the required fields mentioned earlier, you must enter data in the following field:

– WHSE: This field is required if this is a requisition for a Warehouse. A valid entry is a three character code.

When you enter a warehouse code and press F10-SAVE, the accounting information will default automatically. Each warehouse has an accounting line that was determined on the Warehouse Table Maintenance (5300) screen. The accounting information is used by the accounting system when the requisition is posted to pre-encumber funds. You have the choice of changing the default accounting information on the Requisition screen for that transaction.


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Directions for entering data in the required fields on 2100:

1. When the Requisition Header Entry screen is accessed, the cursor is located in the REQ ID field. Press <Tab> until the cursor is located in the DUE DATE field.

2. Enter the date one month from today’s date in MMDDYY format. It is not necessary to type slashes or hyphens between the month, day, and year. The system will automatically format the date as MM/DD/YYYY.

3. Press <Tab> until the cursor is located in the WHSE field.

4. Enter a three character (alphanumeric) code.

Requisition Header Entry - Data Entry for Single Accounting Distribution

PCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 2:52 PM LINK TO: REQUISITION HEADER ENTRY

REQ ID : DOC TYPE: RQ DUE DATE: 022199 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : R50DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE:





Press <Tab> to position the cursor. Then, enter the due date in MMDDYY format.

Press <Tab> to position the cursor. Then, enter the warehouse as a three character code in the WHSE field.


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REQ ID : DOC TYPE: RQ DUE DATE: 02/21/99 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : R50 DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE:



F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXITRECORD DOES NOT EXIST, PLEASE TRY AGAIN

After all required fields have been reviewed, press F10-SAVEto store this document in the requisition file.


Directions for entering data in the required fields on 2100 (continued):

5. If you want to assign a specific buyer to this requisition:– Press <Tab> until the cursor is located in the BUYER CODE field.– Type in the buyer’s four character buyer code in the BUYER CODE

field. – We won’t enter a buyer code for this example.

6. The DISTRIBUTION METHOD field defaults to “S” for single. We will let this field default. If you were going to use a Multiple Distribution or Percent Distribution method, you would enter an “M” or “P”.If the distribution method is P (percentage), more than one accounting line is required. If the distribution method is M (multiple), accounting information is entered on the Requisition Detail Entry screen.

7. When you are finished reviewing the required data on the screen, press F10-SAVE to process the requisition document. The accounting information will default automatically.


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Requisition Header Entry - Processing ResultsPCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 3:07 PM LINK TO: REQUISITION DETAIL ENTRY

REQUISITION ID: R00R9000017 LINE NO.: 001 BUYER: COMMODITY : BPO LINE NO: QUANTITY : STATE TAX : LOCAL TAX :

U/M : UNIT COST: EST. TOTAL COST: 0.00DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001

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SPEC IDS: F1-HELP F2-SELECT F3-DELETE F4-BLK FUNC F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT

PLEASE ENTER DETAILS FOR REQUISITION LINE

When F10-SAVE is pressed, the system edits the data entered on the Requisition Header Entry screen. If no errors are found, the system automatically transfers to the Requisition Detail Entry (2110) specification screen displayed above.

The Requisition Detail Entry (2110) specification screen is used to record the commodity number, quantity, unit price, and specifications (optional) of the item requested.

Notice that the system assigned a requisition ID to the document.

– Write down the requisition number assigned by the system.

– Requisition ID: _________________________

Write down the requisition ID assigned to your document.


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Requisition Detail Entry - Data Entry for Single Accounting DistributionPCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 3:16 PM LINK TO: REQUISITION DETAIL ENTRY



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SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT

PLEASE ENTER DETAILS FOR REQUISITION LINEPress F2-SEL COMM to access the Commodity by Warehouse (5430) screen.


1. When the Requisition Detail Entry screen is accessed, the cursor is located in the COMMODITY field.

2. If you know the commodity ID of the item you would like to request, you can enter it in the COMMODITY field. Otherwise, press F2-SEL COMM to access the Commodity by Warehouse (5430) screen.


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Commodity by Warehouse ScreenPCHL5430 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 3:18 PM LINK TO: COMMODITY BY WAREHOUSE

WAREHOUSE: R50 TRAINING DEPT WAREHOUSE QUANTITY FREEZE

S COMMODITY NAME COMMODITY ID ROW BIN ON HAND YTD ISSUE FLBAGS, PAPER: REGULAR WEIG 64015 002 0020 4,000 16 NBAGS, PAPER: REGULAR WEIG 64015 002 0030 100,000 11 NBASEBALL HATS, CORDUROY F 08005-091000 004 0020 1,000 8 NBATTERY 12037-030005 003 0040 20,992 1,140 NBATTERY, ACID 06012-000001 003 0050 1,029 105 NBATTERY, ACID 06012-000001 003 0060 10 15 NBATTERY, ACID 06012-000001 003 0070 10,820 330 NBLANCHERS, FRUIT AND VEGE 37003 005 0020 19 NEMBROIDERED BASEBALL HAT 20012-100050 004 0010 490 5,812 NERASERS AND CLEANERS, CHA 78557 003 0030 21,929 76 NERASERS: PENCIL AND INK 61509-039XXX 003 0020 600 8,421 NFRUIT COCKTAIL, JUICE PAC 39354-521203 005 0030 8,612 NFRUITS AND VEGETABLES, DE 39353 005 0050 4,965 44 NFRUITS, SPECIAL DIET, CAN 39347-332007 005 0040 64,828 173 N

F1-HELP F2-SELECT F5-NEXT F6-RETURNF7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT

INQUIRY SUCCESSFUL

The Commodity by Warehouse (5430) screen lists all commodities alphabetically by commodity name that are available in the warehouse. This screen also shows the physical location of the commodity within the warehouse (by row and bin), the current quantity on hand, year-to-date issue quantity, and whether the commodities have been flagged as frozen (“Y” = frozen, “N” = not frozen). A commodity is flagged as frozen when a count has been initiated for that commodity. A commodity cannot be issued, returned or received until the flag becomes “N”. A commodity flagged as frozen does not affect purchasing.

This screen functions in the same way as the Commodity Table Inquiry (1100) screen. – You can scroll through the commodities by pressing F8-NEXT PAGE (scrolls

from A-Z) or F7-PRIOR PAGE (scrolls in the opposite direction).– Instead of scrolling through the list of commodities page by page, you can

enter a search name. If you do not know the exact name of the commodity, partial search names can be entered. In fact, you can just enter “p”, erase the rest of the commodity name displayed, and press <Enter> to move to the first record beginning with that letter.

– The screen defaults to the warehouse code that you have entered on the Requisition Header Entry (2100) screen. If you have security to view more than one warehouse, you can press F5-NEXT to view the next warehouse. It is advisable that when you are selecting a commodity for a requisition that you do not change the warehouse code.


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Commodity by Warehouse - Selecting a CommodityPCHL5430 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 3:51 PM LINK TO: COMMODITY BY WAREHOUSE


S COMMODITY NAME COMMODITY ID ROW BIN ON HAND YTD ISSUE FLs TAPE, ERASER 80385-000015 003 0010 9,000 16 NTREES, FRUIT AND NUT 59570 005 0010 21,995 12 NTREES, FRUIT AND NUT 59570 005 0011 5 N

F1-HELP F2-SELECT F5-NEXT F6-RETURNF7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT

INQUIRY SUCCESSFUL

Type “S” to select the commodity you want to returnto your document.

Type “S” to select the commodity you want to returnto your document.

Press F6-RETURNto transfer theselected commodityto 2110.

Press F6-RETURNto transfer theselected commodityto 2110.


3. You want to request “eraser” for your warehouse. Type “eraser” on the first line (make sure any letters to the right of the word you typed are erased) and press <Enter>.

4. To select a commodity, press <Tab> until the cursor is positioned in the field to the left of the commodity name in the select column. For this example, we want to request “eraser”.

5. Type an “s” in the S (select) field to the left of the commodity.

6. Press F6-RETURN to transfer the selected commodity back to the Requisition Detail Entry (2110) screen.

Note: If a commodity that you wish to purchase is not on the list, you must ask your agency representative responsible for warehouse table maintenance to add the commodity to the tables.


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REQUISITION ID: R00R9000017 LINE NO.: 001 BUYER: COMMODITY : 80385-000015 TAPE ERASER BPO LINE NO: QUANTITY : 5 STATE TAX : LOCAL TAX :

U/M : DZ UNIT COST: 54.0000 EST. TOTAL COST: 0.00DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001

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SPEC IDS: F1-HELP F2-SELECT F3-DELETE F4-BLK FUNC F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT



7. When the system returns from the Commodity by Warehouse (5430) screen, the commodity code of the selected commodity is automatically entered in the COMMODITY field on the Requisition Detail Entry screen. Notice also that the PURCHASE U/M field has defaulted to the value defined for this commodity on the Inventory Master Table Maintenance screen (4600). If this commodity has been included previously on a posted purchase order, the UNIT COST field defaults to the last unit cost recorded on 4600.

8. Press <Tab> to position the cursor in the QUANTITY field.

9. Enter the quantity you are requesting. For this example, enter “5”.

10. If purchase unit of measure and unit cost fields do not have values in them, enter them now.

Position the cursor in the QUANTITY field and enter “5”.


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PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 4:02 PM LINK TO: REQUISITION DETAIL ENTRY

REQUISITION ID: R00R9000017 LINE NO.: 001 BUYER: COMMODITY : 80385-000015 TAPE ERASER BPO LINE NO: QUANTITY : 5 STATE TAX : LOCAL TAX :

U/M : DZ UNIT COST: 54.0000 EST. TOTAL COST: 0.00DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 1/2-inch wide

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SPEC IDS: F1-HELP F2-SELECT F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT


Type specifications in this area of the screen to clarify your request.

Requisition Detail Entry - Data Entry for Single Accounting Distribution

Press F10-SAVE to attach the commodity detail entry to the requisition header.


11. Press <Tab> to position the cursor in the SPECIFICATION INFO field. Type the following specs to clarify your request: “1/2-inch wide”. You are not required by the system to enter commodity specifications. Text entered in this area of the screen is not edited by the system.

12. When you have finished with data entry, press F10-SAVE to attach the detail record to the requisition header.


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Requisition Detail Entry - Processing Results

When F10-SAVE is pressed, the system edits the data entered on the Requisition Detail Entry screen. If no errors are found, the system displays the blank Requisition Detail Entry specification screen pictured above.

For this example, we will not be adding another commodity to the requisition. Press <Clear> to return to the Requisition Header screen.

PLEASE NOTE: It should be noted that because the existence of a warehouse code on the Requisition Header screen determines whichcommodity list ADPICS displays, Commodity Table Inquiry (1100) or Commodity by Warehouse (5430), you can not include inventoried and non-inventoried items on the same requisition.




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SPEC IDS: F1-HELP F2-SELECT F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT

RECORD SAVED

Press <Clear> to transfer back to the Requisition Header screen.


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Reviewing the Completed Requisition

Press F6-VW DOC to view this requisition on the Requisition Commodity Summary screen.


REQ ID : R00R9000017 DOC TYPE: RQ DUE DATE: 02/21/1999 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: 01/21/1999 WHSE : R50 DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: NOPT TELEPHONE : 111 111 1111 EXT. NOTE PAD: N (Y/N) CREATE: 01/21/99ADDRESS : 35 ELM STREET UPDATE: 01/21/99


BLANKET PO ID : BUYER CODE : RECOMMENDED VENDOR : BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: N DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : N MASTER ACCOUNTING INFORMATION -SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT 01 R00 99 10000 0901

F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXITINQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE

If you want to verify the commodities you have entered on this requisition, you can view the requisition on the Requisition Commodity Summary (2120) screen by pressing F6-VW DOC.

When F6-VW DOC is pressed, the system transfers to the Requisition Commodity Summary (2120) screen and retrieves the summary recordassociated with the requisition ID.


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Requisition Commodity SummaryPCHL2120 V4.1 ADVANCED PURCHASING/INVENTORY 01/21/1999 4:15 PM LINK TO: REQUISITION COMMODITY SUMMARY

REQUISITION ID : R00R9000017 REQUISITION TOTAL: 270.00 ______________________________________________________________________________

S LINE QUANTITY U/M UNIT COST TAXES LINE TOTAL COMMODITY ID COMMODITY NAME

001 5.00 DZ 54.0000 270.00 80385-000015 TAPE ERASER

F1-HELP F2-SELECT F4-ADD LINE F5-NEXT F6-SPECSF7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT

INQUIRY SUCCESSFUL

Press <Clear> to transfer back to the Requisition Header Entry screen.

Press <Clear> to return to the Requisition Header Entry (2100) screen.


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Posting the Requisition

Press F10-SAVE to post the requisition.


REQ ID : R00R9000017 DOC TYPE: RQ DUE DATE: 02/21/1999 INTF TYPE: RQ ACTION IND: P RQ/JT/TR: R EFF DATE: 01/21/1999 WHSE : R50DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: NOPT TELEPHONE : 111 111 1111 EXT. NOTE PAD: N (Y/N) CREATE: 01/21/99ADDRESS : 35 ELM STREET UPDATE: 01/21/99



F1-HELP F2-COPY REQ F3-DELETE F4-QUOTE F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXITINQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE

Press <Tab> to position the cursor in the ACTION IND field. Then, type “p”.

Now that you have verified that the data entry for this requisition is correct, you need to “POST” the requisition.

Posting the requisition interfaces the accounting data to R*STARS and pre-encumbers the funds for the requested item(s).

Requisitions cannot be placed on invitations to bid, bids, or purchase orders until they are posted.

To post the requisition, press <Tab> to position the cursor in the ACTION IND field.

Type “p” in the ACTION IND field.

Press F10-SAVE to post the transaction.


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REQ ID : R00R9000017 DOC TYPE: RQ DUE DATE: 02/21/1999 INTF TYPE: RQ ACTION IND: P RQ/JT/TR: R EFF DATE: 01/21/1999 WHSE : R50 DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: POSTTELEPHONE : 111 111 1111 EXT. NOTE PAD: N (Y/N) CREATE: 01/21/99ADDRESS : 35 ELM STREET UPDATE: 01/21/99

POST : DD/MM/YYCITY : SILVER SPRING ST: MD ZIP: 20901 2945


F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT

REQUISITION POSTED

Requisition Posting Results

Press <Clear> twice to return to the Main Menu.

When the requisition is posted, the system displays a status of “post” in the STATUSfield and the post date in the POST field.

Notice that the system now displays a date in the POST field and a status of “post” in the STATUS field.

Once the requisition is posted, you will only be able to change the buyer assigned to the requisition or add a note pad entry. All other changes to a posted requisition can only be made through the change order process.

Press <Clear> to return to the Procurement Transactions Menu (2000).

Press <Clear> to return to the Main Menu (0000).


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PROCESSING A REQUISITION TO RESTOCK PARTS FOR A WAREHOUSE/STOCKROOM


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Using the “Link To” Method to Access the Requisition HeaderPCHL0000 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 2:20 PM LINK TO: 2100 MAIN MENU



(1) - ACCOUNTS PAYABLE MENU (2) - PROCUREMENT TRANSACTIONS MENU (3) - RECEIVING MENU (4) - INVENTORY TRANSACTIONS MENU (5) - TABLE MAINTENANCE MENU (6) - REPORT PROCESSING MENU (7) - SYSTEMS MANAGEMENT MENU (8) - CHANGE ORDER PROCESSING MENU


In the following exercise, you will learn how to process a Requisition for parts associated with commodities in the warehouse.

You will process a requisition for a commodity that has multiple part numbers using the single accounting distribution method. The steps to create a requisition for parts is very similar to that of a requisition with commodities without part numbers.

Instead of using the menu to access the Requisition Header, you can link directly to the screen, if you know the four digit screen number.

To link to the Requisition Header:– Type “2100 ” in the LINK TO field.– Press F9-LINK.

In the LINK TO field, type “2100”, and press F9.


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REQ ID : DOC TYPE: RQ DUE DATE: 082199 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : R50DEPARTMENT: R00XX CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : 35 ELM STREET UPDATE:



F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT


Press <Tab> to position the cursor in the DUE DATE field. Enter the due date in MMDDYYformat.

Press <Tab> to position the cursor in the WHSEfield. Enter the three character code defined for the warehouse.

After all required fields have been entered, press F10-SAVE.


1. When the Requisition Header Entry (2100) screen is accessed, the cursor is located in the REQ ID field. Press <Tab> until the cursor is located in the DUE DATE field. Enter the date one month from today’s date in MMDDYY format.

2. Press <Tab> until the cursor is located in the WHSE field. Enter the three character (alphanumeric) code defined for your warehouse.

3. When you are finished entering the required data on the screen, press F10-SAVE.

Please Note: A single accounting line will default from the Warehouse Table Maintenance (5300) screen when F10-SAVE is pressed, so you do not have to enter the accounting information. When the requisition is posted, the funds will be pre-encumbered against the defaulted accounting. However, the accounting information can be updated with other valid values prior to posting the requisition.


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PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 9:30 AM LINK TO: REQUISITION DETAIL ENTRY REQUISITION ID: R00R0200041 LINE NO.: 001 BUYER: COMMODITY : BPO LINE NO: PART NO : QUANTITY : STATE TAX : LOCAL TAX :

U/M : UNIT COST: 0.0000 EST. TOTAL COST: 0.00DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001

< < < < < < < < < <

SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXITPLEASE ENTER DETAILS FOR REQUISITION LINE

When F10-SAVE is pressed, the system edits the data entered on the Requisition Header Entry screen. If no errors are found, the system automatically transfers to the Requisition Detail Entry (2110) specification screen.

The Requisition Detail Entry (2110) specification screen is used to record the commodity number, part number, quantity, and unit price of the item requested.

Notice that the system assigned a requisition ID to the document before it transferred to this screen.


– Requisition ID: _________________________

Write down the requisition ID assigned to your document.


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REQUISITION ID: R00R0200041 LINE NO.: 001 BUYER: COMMODITY : BPO LINE NO: PART NO : QUANTITY : STATE TAX : LOCAL TAX :


< < < < < < < < < <

SPEC IDS: F1-HELP F2-SEL PART F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXITPLEASE ENTER DETAILS FOR REQUISITION LINE

If F2-SEL COMM is displayed, press F4-OTHER to view other options for the function keys.

When F4 is pressed, F2-SEL COMM will change to F2-SEL PART. Press F2-SEL PART to select a part number.


When the Requisition Detail Entry screen is accessed the cursor is located in the COMMODITY field. If you know the commodity ID and part number of the item you wish to request, you can enter both IDs in their respective fields. Otherwise, you should “select” the commodity/part number using the function keys.

In previous exercises, you learned that F2-SEL COMM will link you to the Commodity By Warehouse (5430) screen. Since a part is attached to a commodity, you can simply select the part and the associated commodity code will also be returned back to the Requisition Detail Entry (2110) screen.

1. For this example, since we do not know the commodity ID, press F4-OTHER to view other options for the function keys. F2-SEL COMM should now read F2-SEL PART.

2. Press F2-SEL PART to select a part number from the Parts at Locations by Warehouse (5445) screen.

Note: If the warehouse code is not entered on the Requisition Header Entry (2100), an error message will be displayed on the bottom of the screen. Parts are associated with inventoried commodities only.


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PCHL5445 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:24 AM LINK TO: PARTS AT LOCATIONS BY WAREHOUSE

WAREHOUSE: R50 TRAINING DEPT WAREHOUSE COMMODITY ID:

S PART DESCRIPTION COMMODITY ID ROW BIN FREEZE FLAG PART NO QTY ON HAND YTD ISSUE

ADAPTER-COPPER FEMALE 3/4 67024-999999 100 0020 N 856-975 500.00

ADAPTER-COPPER FEMALE 3/4 67024-999999 910 0030 N 856-975 1,000.00

PIPE-RDG TYPE M RED COPPE 67024-999999 100 0010 N 148-490 100.00

F1-HELP F2-SELECT F5-NEXT F6-RETURN F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL

Parts at Locations by Warehouse Screen

The Parts at Locations by Warehouse (5445) screen lists all parts alphabetically by part description that are available in the specified warehouse. This screen also displays the physical location of the part within the warehouse (by row and bin), the current quantity on hand, the year-to-date issue quantity, and indicates if the parts have been flagged as frozen (“Y” = frozen, “N” = not frozen). A part is flagged as frozen when a count has been initiated for that part. A part cannot be issued, returned, or received until the Flag becomes “N”.

This screen functions in the same way as the Commodity By Warehouse (5430) screen.

– You can scroll through the parts by pressing F8-NEXT PAGE (scrolls from A-Z) or F7-PRIOR PAGE (scrolls in the opposite direction).

– Instead of scrolling through the list of parts page by page, you can enter a search name. If you do not know the exact description of the part, partial search names can be entered. In fact, you can just enter “p”, erase the rest of the part description displayed, and press <Enter> to move to the first record beginning with that letter.

– You can also view all of the part numbers associated with the same commodity by entering the commodity ID in the COMMODITY IDfield and pressing <Enter>.


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Parts at Locations by Warehouse - Returning the Selected Part to the Requisition Detail Entry ScreenPCHL5445 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:24 AM LINK TO: PARTS AT LOCATIONS BY WAREHOUSE

WAREHOUSE: R50 TRAINING DEPT WAREHOUSE COMMODITY ID:

S PART DESCRIPTION COMMODITY ID ROW BIN FREEZE FLAG PART NO QTY ON HAND YTD ISSUE

ADAPTER-COPPER FEMALE 3/4 67024-999999 100 0020 N 856-975 500.00

ADAPTER-COPPER FEMALE 3/4 67024-999999 910 0030 N 856-975 1,000.00

s PIPE-RDG TYPE M RED COPPE 67024-999999 100 0010 N 148-490 100.00

F1-HELP F2-SELECT F5-NEXT F6-RETURNF7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL

Type an “s” next to the part you want to select.

Press F6-RETURN to transfer the selected part to 2110.


3. To select the part, press <Tab> until the cursor is positioned in the select column located to the left of the part description. For this example, we want to select “Pipe-RDG Type M Red Copper”.

4. Type an “s” in the S (select) field to the left of the part to select it.

5. Press F6-RETURN to transfer the selected part back to the Requisition Detail Entry (2110) screen.


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PCHL2110 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:35 AM LINK TO: REQUISITION DETAIL ENTRY REQUISITION ID: R00R0200041 LINE NO.: 001 BUYER: N/A COMMODITY : 67024-999999 PLUMBING FITTINGS, PIPING BPO LINE NO: PART NO : 148-490 PIPE-RDG TYPE M RED COPPER 1/2"X10F QUANTITY : 10.00 STATE TAX : LOCAL TAX :

U/M : LT UNIT COST: 5.4700 EST. TOTAL COST: 54.70DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001 FOR BUILDING 215 <

< < < < < < < < <

SPEC IDS: ZYVNJ F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT


When the system returns from the Parts at Locations by Warehouse (5445) screen, the commodity ID and part number of the selected part isautomatically populated in the COMMODITY field and PART NO field, respectively. Also, notice that the PURCHASE U/M field has defaulted to the value defined for this part on the Inventory Master Table Maintenance screen (4600). If this part has been included previously on a posted purchase order, the UNIT COST field defaults to the last unit cost recorded on 4600.

6. Press <Tab> to position the cursor in the QUANTITY field. Enter the quantity you are requesting. For this example, enter “10”.

7. If the purchase unit of measure and unit cost fields do not have values in them, enter them now. The unit cost should be “5.47”.

8. Press <Tab> to position the cursor in the SPECIFICATION INFO field. Type the following specs to clarify your request: “for building 215 ”.

9. When you have finished with the data entry, press F10-SAVE.

Position the cursor in the QUANTITY field and enter “10”.

Type specifications in this area of the screen to clarify your request (optional).

Press F10-SAVE to attach the commodity/part detail entry to the requisition.


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Requisition Detail Entry - Processing Results

When F10-SAVE is pressed, the system edits the data entered on the Requisition Detail Entry specification screen. If no errors are found, the system displays the blank Requisition Detail Entry specification screen pictured above.

Notice that the line number now displayed is “002”. The system is ready to accept another detail line. Since we will not add another line for this example, press <Clear> to return to the Requisition Header Entry (2100) screen.

Note: You may request commodities, part numbers, or a combination of both commodities and part numbers on the same requisition as long as all items are maintained in the warehouse.


REQUISITION ID: R00R0200041 LINE NO.: 002 BUYER: COMMODITY : BPO LINE NO:PART NO : QUANTITY : STATE TAX : LOCAL TAX :


< < < < < < < < < <

SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXITRECORD SAVED

Press <Clear> to transfer back to the Requisition Header screen.


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Reviewing the Completed Requisition

Press F6-VW DOC to view this requisition on the Requisition Commodity Summary screen.


REQ ID : R00R0200041 DOC TYPE: RQ DUE DATE: 08/21/1999 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: 08/12/1999 WHSE : R50 DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: NOPT TELEPHONE : 111 111 1111 EXT. NOTE PAD: N (Y/N) CREATE: 08/12/99ADDRESS : 35 ELM STREET UPDATE: 08/12/99




Verify the commodities/parts you have entered on this requisition. You can view the Requisition Commodity Summary (2120) screen by pressing F6-VW DOC.

When F6-VW DOC is pressed, the system transfers to the Requisition Commodity Summary (2120) screen and retrieves the summary recordassociated with the requisition ID.


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Requisition Commodity SummaryPCHL2120 V4.1 ADVANCED PURCHASING/INVENTORY 08/13/1999 9:39 AM LINK TO: REQUISITION COMMODITY SUMMARY

REQUISITION ID : R00R0200041 REQUISITION TOTAL: 54.70 ______________________________________________________________________________

S LINE QUANTITY U/M UNIT COST TAXES LINE TOTAL COMM ID/PART NO COMM NAME/PART NAME 001 10.00 LT 5.4700 54.70 148-490 PIPE-RDG TYPE M RED COPPER 1/2"X10FT

F1-HELP F2-SELECT F4-ADD LINE F5-NEXT F6-SPECSF7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXITINQUIRY SUCCESSFUL

Press <Clear> to transfer back to the Requisition Header Entry screen.

Notice that the part number and part name are displayed on the screen, instead of the commodity ID and commodity name. This screen will either display the part number if entered on the Requisition Detail Entry or it will display the commodity if a part number was not entered.

Press <Clear> to return to the Requisition Header Entry (2100) screen.


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Posting the RequisitionPCHL2100 V4.1 ADVANCED PURCHASING/INVENTORY 08/12/1999 4:17 PM LINK TO: REQUISITION HEADER ENTRY

REQ ID : R00R0200041 DOC TYPE: RQ DUE DATE: 08/21/1999 INTF TYPE: RQ ACTION IND: P RQ/JT/TR: R EFF DATE: 08/12/1999 WHSE : R50DEPARTMENT: R00XX TRAINING DEPARTMENT CONTACT : JAMES SMITH STATUS: NOPT TELEPHONE : 111 111 1111 EXT. NOTE PAD: N (Y/N) CREATE: 08/12/99ADDRESS : 35 ELM STREET UPDATE: 08/12/99




Now that you have verified that the data entry for this requisition is correct, you need to “POST” the requisition.

Posting the requisition interfaces the accounting data to R*STARS and pre-encumbers the funds for the requested item(s).

Requisitions cannot be placed on invitations to bid, bids, or purchase orders until they are posted.

To post the requisition, press <Tab> to position the cursor in the ACTION IND field.



Now let’s link to the 2340 Purchase Order header screen.


Press <Tab> to position the cursor in the ACTION IND field. Then, type “p”.


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- INVENTORY PURCHASE ORDERS -

PROCESSING A PURCHASE ORDER TORESTOCK A WAREHOUSE/STOCKROOM


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INVENTORY PURCHASE ORDERSAND DIRECT PURCHASE ORDERS

• For Standard Purchase Orders, all the information will default from the requisition.

• One additional entry on the Direct Purchase Order Header (2360) screen is required, the warehouse ID.

• Accounting information defaults automatically from the 5300 screen.

• When the user selects a commodity on 2365 detail screen, ADPICS displays only those commodities available at the warehouse (5430 screen).

• Users must have security to purchase items for a specific warehouse/stockroom.


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Purchase Order/Contract ScreenPCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM LINK TO: PURCHASE ORDER/CONTRACT

GRAPHICAL PRINT: (Y/N)PO/CONTRACT ID : BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R12001160 LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : INTERFACE TYPE: PO EFF DATE : REMAINING VALUE : MATCH TYPE : WAREHOUSE: R50 VENDOR ID : DEPARTMENT : R00XX STATUS : VENDOR NAME : CREATE : ADDRESS : UPDATE :

POST : CITY: ST: ZIP:

DELIVER TO NAME : REQUISITION CONTACT NAMEADDRESS : 155 COTTAGE STREET NE

CITY: BALTIMORE ST: MD ZIP: 21310 BILL TO NAME : BILL TO ADDRESS CODE: DELIVERY DATE : F.O.B. POINT : DEST SUBCONTRACTOR: N EXPIRATION DATE : DISCOUNT TERMS: NET NOTE PAD : N TRACK DATE : EXPEDITOR : TRACK CODE : F1-HELP F2-ADD ELE F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SEL VENF8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT

Using the requisition from the last lesson, let’s create this purchase order. Link to the 2340 screen.


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Purchase Order/Contract (2340) Screen PRINT SWITCH: Determines whether the print is requisition based or commodity based. GRAPHICAL PRINT: Graphical Print. PO/CONTRACT ID: Purchase order or contract ID number assigned by ADPICS. BLANKET PO ID: Blanket PO ID if Purchase Order is awarded from a Blanket Purchase Order. CALL NO: Indicates Blanket Purchase Order call sequence. PURCHASING TYPE: Determines the type of Purchase Order and the Approval Path. REQUISITION ID: Requisition ID relating to this Purchase Order. LINE: Line number of Requisition pertaining to this Purchase Order. (000 = all lines). BUYER: Code that determines the buyer. ACTION INDICATOR: Tells whether a document is posted, in approval, not posted, etc. BID ID: Bid ID if Purchase Order is awarded through the bid process. AWARD: Indicates award sequence. VEND CHG: Indicates whether the Purchase Order vendor can be changed on the invoice. CONTRACT AMOUNT: Total amount of the Purchase Order or Contract. INTERFACE TYPE: Interface Type. Determines the accounting impact of this transaction. EFF DATE: Effective Date. Determines when the Purchase Order becomes effective. REMAINING VALUE: Remaining value of the Purchase Order. MATCH TYPE: Determines whether an Invoice or a Receiving report are required. WHSE: Warehouse. This works in conjunction with the inventory system. VENDOR ID: ID of Vendor selected. DEPARTMENT: Determines the department associated with the Purchase Order. STATUS: Gives the status of the Purchase Order (POST, APPR, NOPT, PERR, CNCL). VENDOR NAME: Name of Vendor selected. CREATE: Date the Purchase Order was created. ADDRESS: Address where the Purchase Order will be mailed. UPDATE: Gives the date the Purchase Order was updated or changed. POST: Gives the date the Purchase Order was final posted. CITY, STATE, ZIP: Address of where the Purchase Order will be mailed. DELIVER TO NAME: Name of person who will accept delivery. ADDRESS,CITY,ST,ZIP: Delivery Address. BILL TO NAME: Name of person to receive the Invoice/bill. BILL TO ADDRESS CODE: Address code of where the Invoice/bill is to be mailed. DELIVERY DATE: Date you expect to receive the goods/services. F.O.B. POINT: Free on board. Determines liability in shipping. SUBCONTRACTOR: Indicates whether subcontractors are part of the contract. EXPIRATION DATE: Date the contract/Purchase Order expires. DISCOUNT TERMS: Indicates ID discount terms apply. NOTE PAD: Allows you to attach a note to the Purchase Order. The note will not print. TRACK DATE: Date the expediter is to review the Purchase Order. FILTER IND: Filter Indicator. Used to sort in approval processing. EXPEDITOR: Code of the expediter. TRACK CODE: Work status of the Purchase Order. FUNCTION KEYS: F1 - Help F7 - Select a vendor F2 - Additional Elements F8 - Select terms to attach F3 - Delete (if not posted) F9 - Link F4 - Other function key toggle F10 - Save F5 - View the next Purchase Order F11 - View accounting F6 - View document commodity detail F12 - Print or Select subcontractors


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Purchase Order/Contract - Default ValuesPCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM LINK TO: PURCHASE ORDER/CONTRACT

GRAPHICAL PRINT: (Y/N) PO/CONTRACT ID : BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R12001160 LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: YCONTRACT AMOUNT : INTERFACE TYPE: PO EFF DATE : REMAINING VALUE : MATCH TYPE : WAREHOUSE : R50VENDOR ID : DEPARTMENT : R00XX STATUS : VENDOR NAME : CREATE : ADDRESS : UPDATE :



CITY: BALTIMORE ST: MD ZIP: 21310BILL TO NAME : BILL TO ADDRESS CODE: DELIVERY DATE : F.O.B. POINT : DEST SUBCONTRACTOR: N EXPIRATION DATE : DISCOUNT TERMS: NET NOTE PAD : TRACK DATE : EXPEDITOR : TRACK CODE : F1-HELP F2-ADD ELE F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SEL VENF8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT

The fields highlighted on the screen print above contain default values. Default values are used whenever possible to minimize the amount of required data entry.

– PURCHASING TYPE: Defaults to PO.– ACTION INDICATOR: Defaults to “N” (no post).– VEN CHG: Defaults to “Y” (yes).– INTERFACE TYPE: Defaults to “PO” (establish encumbrance,

liquidate pre-encumbrance).– F.O.B. POINT: Defaults to “DEST” (destination).– SUBCONTRACTOR: Defaults to “N” (no). If subcontractors are

added, the value displayed in this field changes to “Y” (yes).– DISCOUNT TERMS: Defaults to “NET” (net 30).


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Purchase Order/Contract - Conditional Defaults PCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM LINK TO: PURCHASE ORDER/CONTRACT

GRAPHICAL PRINT: (Y/N)PO/CONTRACT ID : BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R12001160 LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : INTERFACE TYPE: PO EFF DATE : REMAINING VALUE : MATCH TYPE : WAREHOUSE: R50VENDOR ID : DEPARTMENT : R00XX STATUS : VENDOR NAME : CREATE : ADDRESS : UPDATE :



CITY: BALTIMORE ST: MD ZIP: 21310BILL TO NAME : BILL TO ADDRESS CODE: DELIVERY DATE : F.O.B. POINT : DEST SUBCONTRACTOR: N EXPIRATION DATE : DISCOUNT TERMS: NET NOTE PAD : N TRACK DATE : EXPEDITOR : TRACK CODE : F1-HELP F2-ADD ELE F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SEL VENF8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT

Whenever you use F9-LINK to access the Purchase Order/Contract Writing screen from a requisition related screen, the following fields will also default:

– REQUISITION ID: Defaults to the requisition ID displayed on the screen you linked from.

– WAREHOUSE: Defaults to the Warehouse on the Requisition.– DEPARTMENT: Defaults to user’s security profile.– DELIVER TO NAME: Defaults to the contact name on the requisition.– ADDRESS: Defaults to the contact’s address on the requisition.

If you link from the Requisition Header Entry (2100) screen and the RECOMMENDED VENDOR field contains a vendor ID number, the following fields will also default:

– VENDOR ID: The vendor ID defaults to the vendor ID attached to the requisition.

– VENDOR NAME: The system uses the vendor ID to retrieve and display the vendor name defined on the Vendor Table Maintenance (5200) screen.

– ADDRESS: The system uses the vendor ID to retrieve and display the vendor address defined on the Vendor Table Maintenance (5200) screen.


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Purchase Order/Contract - Required FieldsPCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM LINK TO: PURCHASE ORDER/CONTRACT

GRAPHICAL PRINT: (Y/N)PO/CONTRACT ID : BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R12001160 LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : INTERFACE TYPE: PO EFF DATE : REMAINING VALUE : MATCH TYPE : WAREHOUSE: R50 VENDOR ID : DEPARTMENT : R00XX STATUS : VENDOR NAME : CREATE : ADDRESS : UPDATE :




In addition to the fields that contain default values, data must be entered in the following required fields:

– REQUISITION ID or BID ID: A valid document ID must be defaulted or be entered in this field.

– MATCH TYPE: Enter the match type used by your department. Valid match types are defined on the Matching Rules Table Maintenance (1310).

– VENDOR: Enter the vendor ID of the vendor supplying the ordered items.If you do not know the vendor ID, press F7-SEL VEN to select the vendor from the Vendor Table (1200). The vendor ID should default if the purchase order has been through the bid process.

– DELIVERY DATE: Enter the date you expect the vendor to deliver the ordered items.

Two important, optional fields added for the State of Maryland are the BILL TO NAME and BILL TO ADDRESS CODE fields. The BILL TO NAME field is a free-form field that allows the user to enter the name of the person/entity the invoice should be sent to. The BILL TO ADDRESS CODE field allows the user to enter a five digit address code (defined on Other Address Table (5250) screen) which will print the Bill To Address on the printed purchase order. If no information is entered in either of these fields, the Bill To Name and Address on the printed purchase order will default to the DELIVER TO NAME and ADDRESS fields.

For the State of Maryland, the document generation option on the Document Numbering Table (5975) is set to A (automatic), the system will assign a document number when the record is saved (F10-SAVE is pressed).


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PCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM LINK TO: PURCHASE ORDER/CONTRACT

GRAPHICAL PRINT: (Y/N)PO/CONTRACT ID : BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R12001160 LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : INTERFACE TYPE: PO EFF DATE :REMAINING VALUE : MATCH TYPE : A1 WAREHOUSE: R50 VENDOR ID : 1592663954 DEPARTMENT : R00 STATUS : VENDOR NAME : OFFICE DEPOT CREATE : ADDRESS 500 : 2550 SOLOMONS ISLAND UPDATE :

POST : CITY: ANNAPOLIS ST: MD ZIP: 21401



Purchase Order/Contract - Data Entry

Press F10-SAVE to save the purchase order.

Press F10-SAVE to save the purchase order.

Enter a valid match type.

Enter a valid match type.

Enter a delivery date in MMDDYY format.

Enter a delivery date in MMDDYY format.

Press F7-SEL VEN toselect Vendor from theVendor Table.

Press F7-SEL VEN toselect Vendor from theVendor Table.

Directions for entering data on 2340:

1. If the Vendor ID has not defaulted, and you do not know the Vendor ID, press F7-SEL VEN to select the vendor from the Vendor Table (1200) screen. For this exercise, we are going to use Office Depot.

2. Press <Tab> until the cursor is positioned in the MATCH TYPE field.3. Enter the match type that your department uses. For this exercise, enter “A1”

(three-way match, with no tolerance).4. Press <Tab> until the cursor is positioned in the DELIVERY DATE field.5. Enter the date the vendor is expected to deliver the ordered items in MMDDYY

format.6. Press F10-SAVE to save the purchase order.


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Purchase Order/Contract - Processing Results

This message indicates that the purchase order was successfully saved.

This message indicates that the purchase order was successfully saved.


GRAPHICAL PRINT: (Y/N)PO/CONTRACT ID : R00P1201117 BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R12001160 LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : 21.00 INTERFACE TYPE: PO EFF DATE : 00/00/00 REMAINING VALUE : 21.00 MATCH TYPE : A1 WAREHOUSE: R50 VENDOR ID : 1592663954 DEPARTMENT : R00XX STATUS : NOPT VENDOR NAME : OFFICE DEPOT CREATE : 00/00/00 ADDRESS 500 : 2550 SOLOMONS ISLAND UPDATE : 00/00/00

POST : 00/00/00 CITY: ANNAPOLIS ST: MD ZIP: 21401


CITY: BALTIMORE ST: MD ZIP: 21310 BILL TO NAME : BILL TO ADDRESS CODE: DELIVERY DATE : 00/00/00 F.O.B. POINT : DEST SUBCONTRACTOR: N EXPIRATION DATE : DISCOUNT TERMS: NET NOTE PAD : N TRACK DATE : EXPEDITOR : TRACK CODE : F1-HELP F2-ADD ELE F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SEL VENF8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQUIRE CL-EXITPURCHASE ORDER GENERATED WITH... 1 DETAIL REQUISITION LINE(S)

The message displayed at the bottom of the screen indicates that your purchase order was successfully created. In addition, the requisition detail entries have been incorporated into the purchase order.

Notice that the system has assigned a purchase order ID to the document.

– Write down the ID number assigned by the system.

– PO/Contract ID: _________________________


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Purchase Order/Contract - Additional ElementsPCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM LINK TO: PURCHASE ORDER/CONTRACT




CITY: BALTIMORE ST: MD ZIP: 21310 BILL TO NAME : BILL TO ADDRESS CODE: DELIVERY DATE : F.O.B. POINT : DEST SUBCONTRACTOR: N EXPIRATION DATE : DISCOUNT TERMS: NET NOTE PAD : N TRACK DATE : EXPEDITOR : TRACK CODE : F1-HELP F2-ADD ELE F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SEL VENF8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQUIRE CL-EXITPURCHASE ORDER GENERATED WITH... 1 DETAIL REQUISITION LINE(S)

Press F2-ADD ELEto access 2356.

Data must be entered to capture Minority Business Participation. Press F2-ADD ELE to access the Purchase Order Additional Elements (2356) screen.If the F2-ADD ELE function is not listed on the menu located at the bottom of the screen, press F4-OTHER KEYS to toggle to F2-ADD ELE, then press F2.


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Purchase Order Additional Elements - Data Entry PCHL2356 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/14/2001 12:31 PM LINK TO: PURCHASE ORDER ADDITIONAL ELEMENTS PURCHASE ORDER ID : R00P1201117 AMOUNT : 59.70 VENDOR NO : 1592663954 OFFICE DEPOT LOCATION : PROCUREMENT METHODS : SS CATEGORY OF WORK : NON VISUAL ACCESS : AWARD AUTHORITY : HIRING SERVICES : MBE WAIVER : N MBE WAIVER % : 000.00 RECYCLED CONTENT - PRE: POST: DESC: NUMBER OF SOLICITATIONS NUMBER OF BIDS TOT: SB: MBE: TOT: SB: MBE: PREFERENCES RECYCLED: SB: REV PROD: ENERGY SAV: SUI: CSW: BUI: F1-HELP F5-NEXT F9-LINK F10-SAVE ENTER-INQ CL-EXIT INQUIRY SUCCESSFUL

Directions for entering Additional Elements on the 2356:

1. Enter procurement method. For this exercise, enter “SS” in the PROCUREMENT METHODS field.

The valid values are:

AEA A/E ActCOR CorrectionsCSB Competitive Sealed BiddingCSP Competitive Sealed ProposalsEM EmergencyICP Intergovernmental Cooperative ProcurementMSP Multi-Step Sealed BiddingNAU Negotiated Award after Unsuccessful Competitive Sealed BiddingNN Noncompetitive Negotiated Procurement (Human Resources)PPN Preference Procurement – Not ReportablePPR Preference Procurement – ReportableR Release Against BPOSP Small Procurement ProceduresSS Sole SourceXMT* Exempt

* not included on MBE reports

Enter Procurement Method.


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Purchase Order Additional Elements - Data Entry PCHL2356 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/14/2001 12:31 PM LINK TO: PURCHASE ORDER ADDITIONAL ELEMENTS PURCHASE ORDER ID : R00P1201117 AMOUNT : 59.70 VENDOR NO : 1592663954 OFFICE DEPOT LOCATION : PROCUREMENT METHODS : SS CATEGORY OF WORK : S NON VISUAL ACCESS : AWARD AUTHORITY : HIRING SERVICES : MBE WAIVER : N MBE WAIVER % : 000.00 RECYCLED CONTENT - PRE: POST: DESC: NUMBER OF SOLICITATIONS NUMBER OF BIDS TOT: SB: MBE: TOT: SB: MBE: PREFERENCES RECYCLED: SB: REV PROD: ENERGY SAV: SUI: CSW: BUI: F1-HELP F5-NEXT F9-LINK F10-SAVE ENTER-INQ CL-EXIT INQUIRY SUCCESSFUL

Enter Category of Work.

Directions for entering Additional Elements on the 2356 (continued):

2. Enter a Category of Work. For this exercise, enter “S”.


AE Architectural and EngineeringC ConstructionCE Capital EquipmentCRS Construction-Related ServicesCSE Commodities, Supplies, & EquipmentEP Energy PerformanceHCS Human, Cultural, Social, and EducationITE Information Technology HardwareITS Information Technology ServicesITW Information Technology SoftwareL Leases (other than real property)M MaintenanceR Release Against BPORPL Real Property LeasesRPP Real Property PurchaseRV Revenue (concessions, etc.)S Services


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Purchase Order Additional Elements - Data Entry PCHL2356 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/14/2001 12:31 PM LINK TO: PURCHASE ORDER ADDITIONAL ELEMENTS PURCHASE ORDER ID : R00P1201117 AMOUNT : 59.70 VENDOR NO : 1592663954 OFFICE DEPOT LOCATION : PROCUREMENT METHODS : SS CATEGORY OF WORK : S NON VISUAL ACCESS : AWARD AUTHORITY : DEL HIRING SERVICES : MBE WAIVER : N MBE WAIVER % : 000.00 RECYCLED CONTENT - PRE: POST: DESC: NUMBER OF SOLICITATIONS NUMBER OF BIDS TOT: SB: MBE: TOT: SB: MBE: PREFERENCES RECYCLED: SB: REV PROD: ENERGY SAV: SUI: CSW: BUI: F1-HELP F5-NEXT F9-LINK F10-SAVE ENTER-INQ CL-EXIT INQUIRY SUCCESSFUL

Enter Award Authority.


3. Enter an Award Authority. For this exercise, enter “DEL”.


BPW Board of Public WorksDBM Department of Budget & ManagementDEL DelegatedDGS DGS Statewide ContractE ExemptOPC* Office of Procurement and Contracting - DGSPRB* Departmental Procurement Review Board - DGS

* DGS procurements only


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Purchase Order Additional Elements - Data Entry PCHL2356 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/14/2001 12:31 PM LINK TO: PURCHASE ORDER ADDITIONAL ELEMENTS PURCHASE ORDER ID : R00P1201117 AMOUNT : 59.70 VENDOR NO : 1592663954 OFFICE DEPOT LOCATION : PROCUREMENT METHODS : SS CATEGORY OF WORK : S NON VISUAL ACCESS : AWARD AUTHORITY : DEL HIRING SERVICES : MBE WAIVER : N MBE WAIVER % : 000.00 RECYCLED CONTENT - PRE: POST: DESC: NUMBER OF SOLICITATIONS NUMBER OF BIDS TOT: SB: MBE: TOT: SB: MBE: PREFERENCES RECYCLED: SB: REV PROD: ENERGY SAV: SUI: CSW: BUI: F1-HELP F5-NEXT F9-LINK F10-SAVE ENTER-INQ CL-EXIT INQUIRY SUCCESSFUL

Enter Hiring Services and brief Description.


4. Enter an “N” in the HIRING SERVICES field.

5. Enter a brief description of this purchase order in the DESC field.

6. Press F10-SAVE to save the information on the Purchase Order Additional Elements (2356) screen.

7. Press <Clear> to return to the Purchase Order/Contract (2340) screen.


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The Completed Purchase Order/Contract ScreenPCHL2340 V4.1 ADVANCED PURCHASING/INVENTORY 5/10/1997 3:05 PM LINK TO: PURCHASE ORDER/CONTRACT




CITY: BALTIMORE ST: MD ZIP: 21310 BILL TO NAME : BILL TO ADDRESS CODE: DELIVERY DATE : 00/00/0000 F.O.B. POINT : DEST SUBCONTRACTOR: N EXPIRATION DATE : DISCOUNT TERMS: NET NOTE PAD : N TRACK DATE : EXPEDITOR : TRACK CODE : F1-HELP F2-ADD ELE F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SEL VENF8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQUIRE CL-EXIT

When the Purchase Order is saved, the following fields change on the Purchase Order/Contract (2340) screen:

– CONTRACT AMOUNT: The requisition total is carried forward and displayed in this field.

– EFFECTIVE DATE: The effective date has defaulted to the effective date used by the accounting system.

– REMAINING VALUE: This field displays the remaining value of the contract. For example, if an order is partially vouchered this field will display the outstanding amount.

– STATUS: The system displays the status of the purchase order. The status field should display NOPT (not posted).

– CREATE: The system displays the date this purchase order record was created in MM/DD/YY format.

– UPDATE: The system displays the date on which this purchase order record was last updated. The date is also displayed in MM/DD/YY format. Currently, the create and update dates should be the same. Whenever F10-SAVE is pressed, the system updates this field with the current date.

– DELIVERY DATE: The delivery date you entered has been reformatted into MM/DD/YYYY format.


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Reviewing the Completed Purchase Order

Press F6-VIEW DOCto review the generated purchase order.

Press F6-VIEW DOCto review the generated purchase order.


GRAPHICAL PRINT: (Y/N)PO/CONTRACT ID : R00P1201117 BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R12001160 LINE : BUYER: ACTION INDICATOR: N BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : 21.00 INTERFACE TYPE: PO EFF DATE : 00/00/00 REMAINING VALUE : 21.00 MATCH TYPE : WAREHOUSE: R50 VENDOR ID : 1592663954 DEPARTMENT : R00XX STATUS : NOPT VENDOR NAME : OFFICE DEPOT CREATE : 00/00/00 ADDRESS 500 : 2550 SOLOMONS ISLAND UPDATE : 00/00/00




If you want to verify the generated purchase order, you can view the purchase order on the Purchase Order/Contract Details (2346) screen by pressing F6-VIEW DOC.


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Posting the Purchase Order

Press F10-SAVEto post the purchase order.

Press F10-SAVEto post the purchase order.


GRAPHICAL PRINT: (Y/N)PO/CONTRACT ID : R00P1201117 BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R12001160 LINE : BUYER: ACTION INDICATOR: P BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : 21.00 INTERFACE TYPE: PO EFF DATE : 00/00/00 REMAINING VALUE : 21.00 MATCH TYPE : WAREHOUSE: R50 VENDOR ID : 1592663954 DEPARTMENT : R00XX STATUS : NOPT VENDOR NAME : OFFICE DEPOT CREATE : 00/00/00 ADDRESS 500 : 2550 SOLOMONS ISLAND UPDATE : 00/00/00




Type “p” in the ACTION INDICATOR field.


After you have verified the purchase order, you need to “POST” the transaction.

Posting the purchase order interfaces the accounting data to the financial accounting system. The posting process liquidates the pre-encumbrance originally established by the requisition and creates an encumbrance for the purchase order amount.

To post the purchase order, press <Tab> to position the cursor in the ACTION INDICATOR field.




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Purchase Order/Contract Posting Results

Press F12-PRINTto print the purchase order.

Press F12-PRINTto print the purchase order.


GRAPHICAL PRINT: (Y/N)PO/CONTRACT ID : R00P1201117 BLANKET PO ID : CALL NO: PURCHASING TYPE : PO REQUISITION ID: R00R12001160 LINE : BUYER: ACTION INDICATOR: P BID ID : AWARD : VEN CHG: Y CONTRACT AMOUNT : 21.00 INTERFACE TYPE: PO EFF DATE : 00/00/00 REMAINING VALUE : 21.00 MATCH TYPE : WAREHOUSE: R50 VENDOR ID : 1592663954 DEPARTMENT : R00XX STATUS : NOPT VENDOR NAME : OFFICE DEPOT CREATE : 00/00/00 ADDRESS 500 : 2550 SOLOMONS ISLAND UPDATE : 00/00/00




When the purchase order is posted, the pre-encumbrance established by the requisition is liquidated and an encumbrance is established.

Once the purchase order is posted, you will only be able to add a note or change the delivery information, billing address, and expeditor tracking. All other changes to a posted purchase order can only be made through the change order process.

At this point, you can print the Purchase Order. The Purchase Order can be printed by pressing F12-PRINT. Each department will determine where their purchase orders are printed. After you print the purchase order, any subsequent printings will be marked as a DUPLICATE.

Link to the Procurement Transaction Menu (2000).


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Creating and Posting a Direct Purchase Order for Restocking a Warehouse


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Processing a Direct Purchase Order

In this example, we will create a purchase order for 20 units of “pen accessories, technical” (commodity id: 30584-500356) for a purchase price of $1.35 each.

Direct purchase orders are identical to standard purchase orders with one exception, there is no requisition to support the purchase order.




(1) - REQUISITION PROCESSING (2) - ITB AND BID PROCESSING (3) - PURCHASE ORDER WRITING (4) - DIRECT PURCHASE ORDER WRITING(5) - BLANKET PURCHASE ORDER WRITING (6) - PURCHASE ORDER INQUIRY MENU (7) - REQUISITION INQUIRY MENU (8) - CONTRACT ADDITIONAL ELEMENTS

(CL) - EXIT

Press F4 to access the Direct Purchase Order Writing screen.

Press F4 to access the Direct Purchase Order Writing screen.


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Direct Purchase Order/Contract - Default Values

The fields highlighted on the screen print above contain default values. Default values are used whenever possible to minimize the amount of required data entry.

– VENDOR CHANGE: Defaults to “Y” (yes).– DEPARTMENT: Defaults to the department code defined on your security

profile. – INTERFACE TYPE: Defaults to “DP” (establish encumbrance).– PURCHASING TYPE: Defaults to “DP” (direct purchase order). – ACTION INDICATOR: Defaults to “N” (no post).– BUYER: Defaults to the buyer ID defined on your security profile.– DELIVER TO NAME/ADDRESS: Defaults to the name and address stored on

the Department Table (5970).– FOB POINT: Defaults to “DEST” (destination).– DIST METHOD: Defaults to “S” (single). – DISCOUNT TERMS: Defaults to “NET” (net 30).

PCHL2360 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 1:00 PM LINK TO: DIRECT PURCHASE ORDER GRAPHICAL PRINT: (Y/N)

VENDOR CHG: Y NOTE: PRINT SWITCH: (R/C)PURCHASE ORDER : DEPT: R00XX INTF TYPE : DP CREATE: PURCHASING TYPE: DP MATCH TYPE: EFF DATE: UPDATE: ACTION IND : N WAREHOUSE: BUYER : MES POST : CONTRACT AMOUNT: REMAINING BAL: STATUS: VENDOR : EXPEDITOR : ADDRESS : TRACK CODE :

: DATE : CITY: ST: ZIP:

DELIVER TO NAME: JAMES SMITH BPO ID : ADDRESS : 35 ELM STREET EXPR DATE:

FOB POINT: DEST CITY: SILVER SPRING ST: MD ZIP: 20901 2945

BILL TO NAME : BILL TO ADDRESS CODE:DIST METHOD: S DELIVERY DATE: DISC TERMS: NET SUBCONTR: SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT

F1-HELP F2-COPY F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SELECT VENF8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQ CL-EXIT

DIRECT PO DOES NOT EXIST, PLEASE TRY AGAIN


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Direct Purchase Order/Contract - Required Fields

In addition to the fields that contain default values, data must be entered in the following required fields:

– MATCH TYPE: Enter the match type used by your department. Valid match types are defined on the Matching Rules Table Maintenance (1310) screen.

– WAREHOUSE: Enter the warehouse code for the warehouse you are purchasing stock. This field is required if you are buying warehouse stock.

– VENDOR: Enter the vendor ID of the vendor supplying the ordered items.– DELIVERY DATE: Enter the date you expect the vendor to deliver the

ordered items.– ACCOUNTING INFORMATION: Enter the appropriate accounting

information. If no accounting information is entered, accounting information defaults from the Warehouse Table Maintenance (5300) screen.

Two important, optional fields added for the State of Maryland are the BILL TO NAME and BILL TO ADDRESS CODE fields. The BILL TO NAME field allows the user to enter the name of the person/entity the invoice should be sent to. The BILL TO ADDRESS CODE field allows the user to enter a five digit address code (defined in Other Address Table (5250) screen) which will print the Bill To Address on the printed purchase order. If no information is entered in either of these fields, the Bill To Name and Address on the printed purchase order will default to the DELIVER TO NAME and ADDRESS fields.








DIRECT PO DOES NOT EXIST, PLEASE TRY AGAIN


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F1-HELP F2-COPY F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-SELECT VENF8-SEL TERMS F9-LINK F10-SAVE F11-VIEW ACCT F12-PRINT ENTER-INQ CL-EXITDIRECT PO DOES NOT EXIST, PLEASE TRY AGAIN

Processing a Direct Purchase Order - Selecting the Vendor

Press F7-SELECT VEN if you do not know the ID of the vendor that is supplying the order.

Press F7-SELECT VEN if you do not know the ID of the vendor that is supplying the order.

Directions for entering a Direct Purchase Order on the 2360:

1. In the VENDOR field, enter the ID of the vendor providing the goods/services. If you do not know the vendor ID, press F7-SELECT VEN to select the vendor from the Vendor Table Inquiry (1200) screen. For this exercise, we are using Office Depot (vendor number 1592663954).

2. When the vendor is selected or returned to the Direct Purchase Order screen, the cursor is located in the PURCHASE ORDER field.


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Direct Purchase Order - Header Data EntryPCHL2360 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 1:26 PM LINK TO: DIRECT PURCHASE ORDER GRAPHICAL PRINT: (Y/N)

VENDOR CHG: Y NOTE: PRINT SWITCH: (R/C)PURCHASE ORDER : DEPT: R00XX INTF TYPE : DP CREATE: PURCHASING TYPE: DP MATCH TYPE: A2 EFF DATE: UPDATE: ACTION IND : N WAREHOUSE: R50 BUYER : MES POST : CONTRACT AMOUNT: REMAINING BAL: STATUS: VENDOR : 1592663964 OFFICE DEPOT EXPEDITOR : ADDRESS : 156 COTTAGE AVE TRACK CODE :

: DATE : CITY: BALTIMORE ST: MD ZIP: 21246





DIRECT PURCHASE ORDER DOES NOT EXIST

Directions for entering a Direct Purchase Order on the 2360 (continued):

3. Press <TAB> to position the cursor in the MATCH TYPE field, and enter a valid match type. In this case, enter “A2”.

4. Press <TAB> to position the cursor in the WAREHOUSE field, and enter a valid warehouse code. For this exercise, we are using “R50”.

When you enter a warehouse code and press F10-SAVE, the accounting information will default automatically. Each warehouse has an accounting line that was determined on the Warehouse Table Maintenance (5300) screen. The accounting information is used by the accounting system when the Direct Purchase Order is posted to encumber funds. You have the choice of changing the default accounting information on the Direct Purchase Order (2360) screen for that transaction.

Type a valid warehouse code in the WAREHOUSE field.

Type a valid warehouse code in the WAREHOUSE field.

Type a valid match type in the MATCH TYPE field.

Type a valid match type in the MATCH TYPE field.


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Direct Purchase Order - Header Data EntryPCHL2360 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 1:26 PM LINK TO: DIRECT PURCHASE ORDER GRAPHICAL PRINT: (Y/N)

VENDOR CHG: Y NOTE: PRINT SWITCH: (R/C)PURCHASE ORDER : DEPT: R00XX INTF TYPE : DP CREATE: PURCHASING TYPE: DP MATCH TYPE: a2 EFF DATE: UPDATE: ACTION IND : N WAREHOUSE: r50 BUYER : MES POST : CONTRACT AMOUNT: REMAINING BAL: STATUS: VENDOR : 1592663964 OFFICE DEPOT EXPEDITOR : ADDRESS : 156 COTTAGE AVE TRACK CODE :






DIRECT PURCHASE ORDER DOES NOT EXIST

Directions for entering a Direct Purchase Order on the 2360 (continued):

5. Press <TAB> to position the cursor in the DELIVERY DATE field, and enter the date you expect the vendor to deliver the ordered items in MMDDYY format.

6. Press F10-SAVE to create the Direct Purchase Order. The system will transfer to the Direct Purchase Order Detail Entry (2365) screen.

Enter the delivery datein MMDDYY format.

Enter the delivery datein MMDDYY format.


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Direct Purchase Order Detail EntryPCHL2365 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 1:30 PM LINK TO: DIRECT PURCHASE ORDER DETAIL ENTRY

PURCHASE ORDER: R00P0200092 LINE NO.: 001 BUYER: COMMODITY : BPO LINE NO:PART NO : QUANTITY : STATE TAX : LOCAL TAX : PURCHASE U/M : UNIT COST: TOTAL COST: 0.00 BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001

< < < < < < < <

SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SAVE F11-BLOCK FUNC F12-LINE ACNTGENTER-INQUIRE CL-EXIT

PLEASE ENTER DETAILS FOR DIRECT PO LINE

Directions for entering a Commodity on 2365:

1. The system will position the cursor in the COMMODITY field on the Direct Purchase Order Detail Entry (2365) screen. Press F2-SEL COMM, and the system will transfer to the Commodity By Warehouse (5430) screen.

Direct Purchase Order ID: ____________________________________

Please Note: Normally, the system would transfer to the Commodity Table Inquiry (1100) screen when F2-SEL COMM is pressed. The system transfers to the 1100 screen when the WAREHOUSE field on the Direct Purchase Order Header (2360) screen is empty (i.e. not a warehouse purchase order).

Press F2-SEL COMM, and the system will transfer to the (5430) screen.

Press F2-SEL COMM, and the system will transfer to the (5430) screen.


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Direct Purchase Order - Commodity By Warehouse

PCHL5430 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 1:31 PM LINK TO: COMMODITY BY WAREHOUSE


S COMMODITY NAME COMMODITY ID ROW BIN ON HAND YTD ISSUE FLBAGS, PAPER: REGULAR WEIG 64015 002 0020 4,000 16 NBAGS, PAPER: REGULAR WEIG 64015 002 0030 100,000 11 NBASEBALL HATS, CORDUROY F 08005-091000 004 0020 1,000 8 NBATTERY 12037-030005 003 0040 20,992 1,140 NBATTERY, ACID 06012-000001 003 0050 1,024 110 NBLANCHERS, FRUIT AND VEGE 37003 005 0020 19 YEMBROIDERED BASEBALL HAT 20012-100050 004 0010 490 5,812 NERASERS AND CLEANERS, CHA 78557 003 0030 21,804 201 NERASERS: PENCIL AND INK 61509-039XXX 003 0020 600 8,421 NFRUIT COCKTAIL, JUICE PAC 39354-521203 005 0030 20 8,612 NFRUITS AND VEGETABLES, DE 39353 005 0050 4,965 54 NFRUITS, SPECIAL DIET, CAN 39347-332007 005 0040 64,828 173 N

F1-HELP F2-SELECT F6-RETURN F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT

INQUIRY SUCCESSFUL

The system links to the Commodity By Warehouse (5430) screen displayed above. This feature is used to select a commodity that has already been assigned to a warehouse.The system provides detailed information on each of the commodities within a warehouse on this screen. This information includes:

– S which is the SELECTION field to allow the user to tab to the specific commodity and “Select it”.

– Commodity Name which lists each commodity within the warehouse by name.– Commodity ID which is the number assigned to the specific commodity.– Row/Bin specifies the row/bin placement of that commodity within the

warehouse, as assigned in the Commodity Location Maintenance by Warehouse (5610) screen.

– Quantity on Hand specifies the total amount of that specific commodity within that row/bin location that is currently available “on hand”.

– YTD Issue specifies the total amount of that specific commodity within that row/bin location that has been “issued”.

– Freeze Flag specifies whether a hold has been placed on that specific commodity within that row/bin location for the purpose of completing a count. A freeze flag does not restrict purchasing activities.

Please note: Please ensure that you select a commodity code that accurately describes the commodity. If it is not on the list, contact your agency’s Commodity Administrator. All other inventory processes depend on the commodity codes that you select.


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S COMMODITY NAME COMMODITY ID ROW BIN ON HAND YTD ISSUE FLpen 64015 002 0020 4,000 16 NBAGS, PAPER: REGULAR WEIG 64015 002 0030 100,000 11 NBASEBALL HATS, CORDUROY F 08005-091000 004 0020 1,000 8 NBATTERY 12037-030005 003 0040 20,992 1,140 NBATTERY, ACID 06012-000001 003 0050 1,024 110 NBLANCHERS, FRUIT AND VEGE 37003 005 0020 19 YEMBROIDERED BASEBALL HAT 20012-100050 004 0010 490 5,812 NERASERS AND CLEANERS, CHA 78557 003 0030 21,804 201 NERASERS: PENCIL AND INK 61509-039XXX 003 0020 600 8,421 NFRUIT COCKTAIL, JUICE PAC 39354-521203 005 0030 20 8,612 NFRUITS AND VEGETABLES, DE 39353 005 0050 4,965 54 NFRUITS, SPECIAL DIET, CAN 39347-332007 005 0040 64,828 173 N


INQUIRY SUCCESSFUL

In this example, we want to purchase “pen accessories, technical”.

Type “pen” in the first row under the COMMODITY NAME field. Be sure to erase the remaining letters in this field.

Press <Enter>.

Note: If a commodity that you wish to purchase is not on the list, you must ask your agency representative responsible for warehouse table maintenance to add the commodity to the tables.

Type the first few letters of the commodity that you want to select and then press <Enter>.

Type the first few letters of the commodity that you want to select and then press <Enter>.


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S COMMODITY NAME COMMODITY ID ROW BIN ON HAND YTD ISSUE FLs PEN ACCESSORIES, TECHNICA 30584-500356 001 0010 200 NPEN ACCESSORIES, TECHNICA 30584-500356 001 0020 2,455 NPEN ACCESSORIES, TECHNICA 30584-500356 001 0025 135,560 2,505 NPEN ACCESSORIES, TECHNICA 30584-500356 001 0060 50 1,055 NPEN ACCESSORIES, TECHNICA 30584-500356 900 0010 111,000 4,605 NPEN ACCESSORIES, TECHNICA 30584-500653 001 0030 100,000 14 NPEN ACCESSORIES, TECHNICA 30584-501107 001 0040 100,000 20 NPEN ACCESSORIES, TECHNICA 30584-503293 001 0050 199,950 56 NPEN ACCESSORIES, TECHNICA 30584-504309 001 0050 YPEN AND PENCIL SETS 62085 001 0010 10,000 7 NROLL PAPER, BOND (FOR EDP 25070 002 0040 100,005 18 NROLL PAPER, BOND (FOR EDP 25070 002 0050 99,990 15 NSHIRTS, FEMALE UNIFORM, S 20072-740002 004 0040 10 9 NSHIRTS, FEMALE UNIFORM, S 20072-740002 999 0050 188 N


INQUIRY SUCCESSFUL

To select a commodity, press <Tab> to position the cursor next to the selected commodity, enter “s” and press F6-RETURN.

– The system will transfer to the Direct Purchase Order Detail Entry (2365) screen and bring forward the selected commodity and its purchase unit of measure.

Type “s” next to the commodity, and press F6-RETURN, which will transfer the user to the Direct Purchase Order Detail Entry (2365) screen with the information on the selected commodity.

Type “s” next to the commodity, and press F6-RETURN, which will transfer the user to the Direct Purchase Order Detail Entry (2365) screen with the information on the selected commodity.


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Direct Purchase Order Detail Entry

PCHL2365 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 2:09 PM LINK TO: DIRECT PURCHASE ORDER DETAIL ENTRY

PURCHASE ORDER: R00P0200092 LINE NO.: 001 BUYER: N/A COMMODITY : 30584-500356 PEN ACCESSORIES, TECHNICA BPO LINE NO: PART NO : QUANTITY : STATE TAX : LOCAL TAX : PURCHASE U/M : BX UNIT COST: TOTAL COST: 0.00 BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001

< < < < < < < < < <

SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SAVE F11-BLOCK FUNC F12-LINE ACNTG ENTER-INQUIRE CL-EXIT


cted from the Commodity Warehouse (5430) screen.

As seleby

As seleby

cted from the Commodity Warehouse (5430) screen.

The system automatically transfers to the Direct Purchase Order Detail Entry (2365) screen displayed above.

– The system will transfer the commodity detail as selected from the Commodity by Warehouse (5430) screen as noted above.

– The system will also return the PURCHASE U/M.


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Direct Purchase Order Detail Entry

PCHL2365 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 2:09 PM LINK TO: DIRECT PURCHASE ORDER DETAIL ENTRY

PURCHASE ORDER: R00P0200092 LINE NO.: 001 BUYER: N/A COMMODITY : 30584-500356 PEN ACCESSORIES, TECHNICA BPO LINE NO: PART NO : QUANTITY : 20 STATE TAX : LOCAL TAX : PURCHASE U/M : BX UNIT COST: 1.35 TOTAL COST: 0.00 BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001

< < < < < < < < < <

SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER KEYS F5-NEXT F6-VIEW DOC F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SAVE F11-BLOCK FUNC F12-LINE ACNTGENTER-INQUIRE CL-EXIT


The cursor should be in the COMMODITY field. Press <Tab> until the cursor is in the QUANTITY field. Enter “20”.

Press <Tab> until the cursor is in the UNIT COST field. Enter “1.35”.

Press F10-SAVE.

The system edits the data entered on the Direct Purchase Order Detail Entry (2365) screen. If no errors are found, the system remains on the Direct Purchase Order Detail Entry (2365) screen and goes to the next line number.

For this example, we do not want to purchase another commodity on this purchase order. Press <Clear> to return to the Direct Purchase Order Header (2360) screen.

Enter “20” in the QUANTITYfield.

Enter “20” in the QUANTITYfield.

Enter “1.35” in the UNIT COST field.

Enter “1.35” in the UNIT COST field.

Press <Clear>.Press <Clear>.

Press F10-SAVE.Press F10-SAVE.


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Direct Purchase Order - Additional Elements

PCHL2360 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 2:22 PM LINK TO: DIRECT PURCHASE ORDER GRAPHICAL PRINT: Y (Y/N)

VENDOR CHG: Y NOTE: N PRINT SWITCH: R (R/C)PURCHASE ORDER : R00P0200092 DEPT: R00XX INTF TYPE : DP CREATE: 08/15/99 PURCHASING TYPE: DP MATCH TYPE: A2 EFF DATE: 08/15/1999 UPDATE: 08/15/99 ACTION IND : N WAREHOUSE: R50 BUYER : MES POST : CONTRACT AMOUNT: 36,000.00 REMAINING BAL: 36,000.00 STATUS: NOPT VENDOR : 1592663964 OFFICE DEPOT EXPEDITOR : ADDRESS : 156 COTTAGE AVE TRACK CODE :




BILL TO NAME : BILL TO ADDRESS CODE:DIST METHOD: S DELIVERY DATE: 03/05/1999 DISC TERMS: NET SUBCONTR: NSF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT 01 R00 00 10000 0901


The system returns to the Direct Purchase Order Header (2360) screen.

To access the Purchase Order Additional Elements (2356) screen:– Press F4-OTHER KEYS.– Press F2-ADD ELE.

Press F4-OTHER KEYS, then press F2-ADD ELE.

Press F4-OTHER KEYS, then press F2-ADD ELE.


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Purchase Order - Additional Elements

PCHL2356 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 2:38 PM LINK TO: PURCHASE ORDER ADDITIONAL ELEMENTS

PURCHASE ORDER ID : R00P0200092 AMOUNT : 36,000.00 VENDOR NO : 1592663964 OFFICE DEPOT

LOCATION : PROCUREMENT METHODS : SSCATEGORY OF WORK : S NON VISUAL ACCESS : AWARD AUTHORITY : DEL HIRING SERVICES : NMBE WAIVER : N MBE WAIVER % : 000.00 RECYCLED CONTENT - PRE: POST: DESC: WAREHOUSE ORDER

NUMBER OF SOLICITATIONS NUMBER OF BIDS TOT: SB: MBE: TOT: SB: MBE: PREFERENCES RECYCLED: SB: REV PROD: ENERGY SAV: SUI: CSW: BUI:

F1-HELP F5-NEXT F9-LINK F10-SAVE ENTER-INQ CL-EXIT

RECORD SAVED

On the Purchase Order Additional Elements (2356) screen, for this exercise, enter the following information in each field:

– Procurement Method- “SS”– Category of Work- “S”– Award Authority- “DEL”– Hiring Services- “N”– Description of Purchase Order - “WAREHOUSE ORDER”

Press F10-SAVE to save the Purchase Order Additional Elements (2356) screen.

Press <Clear> and the system transfers back to the Direct Purchase Order (2360) screen.

Enter valid codes in each of the following fields: PROCUREMENT METHODS, CATEGORY OF WORK, AWARD AUTHORITY,HIRING SERVICES, and DESC.

Enter valid codes in each of the following fields: PROCUREMENT METHODS, CATEGORY OF WORK, AWARD AUTHORITY,HIRING SERVICES, and DESC.

Press <Clear>.Press <Clear>.Press F10-SAVE.Press F10-SAVE.


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Reviewing the Completed Direct Purchase Order

PCHL2360 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 2:22 PM LINK TO: DIRECT PURCHASE ORDER GRAPHICAL PRINT: Y (Y/N)

VENDOR CHG: Y NOTE: N PRINT SWITCH: R (R/C)PURCHASE ORDER : R00P0200092 DEPT: R00XX INTF TYPE : DP CREATE: 08/15/99 PURCHASING TYPE: DP MATCH TYPE: A2 EFF DATE: 08/15/1999 UPDATE: 08/15/99 ACTION IND : N WAREHOUSE: R50 BUYER : MES POST : CONTRACT AMOUNT: 36,000.00 REMAINING BAL: 36,000.00 STATUS: NOPT VENDOR : 1592663964 OFFICE DEPOT EXPEDITOR : ADDRESS : 156 COTTAGE AVE TRACK CODE :






The system returns to the Direct Purchase Order (2360) screen.

As with all ADPICS documents, it is a good idea to check your work before posting the document. Press F11-VIEW ACCT to view the accounting distribution of this Direct Purchase Order. Press F6-VIEW DOC to view the commodities attached to this document.

After you are satisfied with your document, you will post it.

Press F11-VIEW ACCT.Press F11-VIEW ACCT.Press F6-VIEW DOC.Press F6-VIEW DOC.


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Posting the Direct Purchase OrderPCHL2360 V4.1 ADVANCED PURCHASING/INVENTORY 08/15/1999 2:43 PM LINK TO: DIRECT PURCHASE ORDER GRAPHICAL PRINT: Y (Y/N)

VENDOR CHG: Y NOTE: N PRINT SWITCH: R (R/C)PURCHASE ORDER : R00P0200092 DEPT: R00XX INTF TYPE : DP CREATE: 08/15/99 PURCHASING TYPE: DP MATCH TYPE: A2 EFF DATE: 08/15/1999 UPDATE: 08/15/99 ACTION IND : p WAREHOUSE: R50 BUYER : MES POST : CONTRACT AMOUNT: 36,000.00 REMAINING BAL: 36,000.00 STATUS: NOPT VENDOR : 1592663964 OFFICE DEPOT EXPEDITOR : ADDRESS : 156 COTTAGE AVE TRACK CODE :






RECORD POSTED

Press F-10 SAVE Press F-10 SAVE

Enter “p” in the ACTION INDfield.

Enter “p” in the ACTION INDfield.

Press <Tab> until the cursor is in the ACTION IND field.

Type “p”.

Press F-10 SAVE, and the system will post the Direct Purchase Order.

Press <Clear> until the system returns to the Procurement Transaction Menu (2000).


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PROCESSING A RELEASE TO

A BLANKET PURCHASE ORDER

USING A WAREHOUSE


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Procurement Transactions Menu

Press F1 to access a blank Requisition Header Entry (2100) screen.

In the following exercise, you will create a requisition release against a Blanket Purchase Order using a warehouse.

F1 to access the quisition Header ry (2100) screen.

Press ReEnt

Press RequiEnt

F1 to access the sition Header

ry (2100) screen.



(1) - REQUISITION PROCESSING (2) - ITB AND BID PROCESSING (3) - PURCHASE ORDER WRITING (4) - DIRECT PURCHASE ORDER WRITING (5) - BLANKET PURCHASE ORDER WRITING (6) - PURCHASE ORDER INQUIRY MENU (7) - REQUISITION INQUIRY MENU (8) - CONTRACT ADDITIONAL ELEMENTS

(CL) - EXIT


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Requisition Header Entry - Data Entry for a Release Against a Blanket Purchase Order

Directions for creating a Requisition - Release against a BPO:

1. <Tab> to the BLANKET PO ID field, and enter the Blanket PO ID for the commodity that you are ordering.

2. The first vendor attached to the BPO will default when F10-SAVE is pressed. If more than one vendor exists, press F7 to select a vendor from the BPO. The screen will advance to the BPO Vendor Selection (2349) screen.

3. Press <Tab> until the cursor is located in the DUE DATE field. Enter the date one month from today’s date in MMDDYY format. It is not necessary to type slashes or hyphens between the month, day, and year. The system will automatically format the date as MM/DD/YYYY when F10-SAVE is pressed.

PCHL2100 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/18/2001 5:33 PM LINK TO: REQUISITION HEADER ENTRY

REQ ID : DOC TYPE: RQ DUE DATE: 101801 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : DEPARTMENT: R0013 FILTER IND: CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : FMIS TRAINING DEPARTMENT UPDATE:

45 CALVERT STREET POST : CITY : ANNAPOLIS ST: MD ZIP: 21401

BLANKET PO ID : R00B2200004 BUYER CODE : RECOMMENDED VENDOR : 1592663954 OFFICE DEPOT BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : MASTER ACCOUNTING INFORMATION -SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT

F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDORF8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXITRECORD DOES NOT EXIST, PLEASE TRY AGAIN

Press <Tab> to position the cursor, then enterthe BPO number. Press F7 to

select a vendorfrom the BPO.


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Directions for creating a Requisition - Release against a BPO (continued):

4. <Tab> to the WHSE (Warehouse ID) field, and enter a valid warehouse.

5. Enter the Distribution Method (M/S/P). For this example, we will let the system default to “S”.

6. Press F10-SAVE to save the information you have entered. The system transfers to the Requisition Detail Entry (2110) screen.

Requisition Header Entry - Data Entry for a Release Against a Blanket Purchase Order PCHL2100 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/18/2001 5:33 PM LINK TO: REQUISITION HEADER ENTRY

REQ ID : DOC TYPE: RQ DUE DATE: 101801 INTF TYPE: RQ ACTION IND: N RQ/JT/TR: R EFF DATE: WHSE : R50DEPARTMENT: R0013 FILTER IND: CONTACT : STATUS: TELEPHONE : EXT. NOTE PAD: (Y/N) CREATE: ADDRESS : FMIS TRAINING DEPARTMENT UPDATE:


BLANKET PO ID : R00B2200004 BUYER CODE : RECOMMENDED VENDOR : 1592663954 OFFICE DEPOT BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : MASTER ACCOUNTING INFORMATION -SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT

F1-HELP F2-COPY REQ F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-SEL VENDOR F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINT ENTER-INQUIRE CL-EXITRECORD DOES NOT EXIST, PLEASE TRY AGAIN

.

Enter a valid warehouse ID in the WHSE field.


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Requisition Detail Entry - Release Against a BPO

PCHL2110 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/18/2001 5:11 PM LINK TO: REQUISITION DETAIL ENTRY REQUISITION ID: R00R2200652 LINE NO.: BUYER: COMMODITY : BPO LINE NO: 0001PART NO :

QUANTITY : STATE TAX : LOCAL TAX :

U/M : EA UNIT COST: 0.0000 EST. TOTAL COST: 0.00DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001

< < < < < < < <

SPEC IDS:

F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT

Press F2-SEL COMM to select a commodity from the BPO Detail (2348) screen.


– Requisition ID: _________________________

Directions for entering a commodity on 2110:

1. Your cursor should currently be positioned in the COMMODITY field.

2. Press F2-SEL COMM to access the Blanket Purchase Order Detail (2348) screen.


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PCHL2348 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/19/2001 8:33 AM LINK TO: BLANKET PURCHASE ORDER DETAIL

CONTRACT ID : R00B2200004 REMAINING VALUE: 5,000.00 ALL: I/D: VENDOR ID : 1592663954 OFFICE DEPOT MULT VENDORS: N (Y/N) F/P: AMOUNT: PCT: S COMMODITY ID LINE ORIG-LINE QTY AVLBL UNIT COST TOTAL AVAIL COMMODITY DESCRIPTION

s 20072-740002 0001 4.5000 SHIRTS, FEMALE UNIFORM, SHORT SLEEVE

F1-HELP F2-SELECT F3-DELETE F4-TEXT F5-NEXT F6-RETURN F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F10-SAVE F11-TOGGLE F12-VIEW VEN ENTER-INQUIRE CL-EXITINQUIRY SUCCESSFUL

Requisition Detail Entry - Selecting a commodity from the Blanket Purchase Order Detail Screen

Press <Tab> to position the cursor, type “S”, and press F6 toreturn the commodity.

Directions for selecting a commodity on 2348:

1. When you locate the commodity to select, press <Tab> until the cursor is positioned to the left of the commodity ID.

2. Type an “S” in the S (select) column next to the commodity to select it.

3. Press F6-RETURN to transfer the selected commodity to the Requisition Detail Entry (2110) screen.


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PCHL2110 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/18/2001 5:11 PM LINK TO: REQUISITION DETAIL ENTRY REQUISITION ID: R00R2200652 LINE NO.: BUYER: COMMODITY : 20072-740002 UNIFORM SHIRT FEM SHT SLV BPO LINE NO: 0001PART NO : QUANTITY : 1 STATE TAX : LOCAL TAX :

U/M : EA UNIT COST: 4.5000 EST. TOTAL COST: 0.00DESTINATION WAREHOUSE : ROW : BIN : BLOCK FUNCTION: (SPEC ID TO COPY, ISRT, DLET, DUP) SPECIFICATION INFO BLOCK 001 OF 001

< < < < < < < <

SPEC IDS: F1-HELP F2-SEL COMM F3-DELETE F4-OTHER F5-NEXT F6-VW DOC F7-PR BLKF8-NX BLK F9-LINK F10-SAVE F11-VW ACCTG F12-LN ACCTG ENTER-INQUIRE CL-EXIT

Requisition Detail Entry - Release Against a BPO

Directions for entering a commodity on 2110:

1. Enter the quantity. (The unit cost defaults from the BPO.) For this example, order one shirt.

2. Press F10-SAVE to save the detail.

3. Press <Clear> to return to the Requisition Header Entry (2100) screen.


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Posting the Requisition – Release Against a BPOPCHL2100 V4.1 MD TRN ADVANCED PURCHASING/INVENTORY 09/19/2001 9:02 AM LINK TO: REQUISITION HEADER ENTRY

REQ ID : R00R2200652 DOC TYPE: RQ DUE DATE: 10/18/2001 INTF TYPE: RQ ACTION IND: p RQ/JT/TR: R EFF DATE: 09/13/2001 WHSE : R50 DEPARTMENT: R0013 FMIS TRAINING DEPARTMENT 13 FILTER IND: CONTACT : FMIS TRAINERS STATUS: NOPT TELEPHONE : 410 260 7778 EXT. NOTE PAD: N (Y/N) CREATE: 09/18/01ADDRESS : FMIS TRAINING DEPARTMENT UPDATE: 09/19/01


BLANKET PO ID : R00B2200004 BUYER CODE : RECOMMENDED VENDOR : 1592663954 OFFICE DEPOT BILL TO NAME : BILL TO ADDRESS CODE : SPLIT CAPABILITY : Y (Y/N) TERM IND: N DISTRIBUTION METHOD: S ("S" SINGLE; "M" MULTIPLE; "P" PCT) QUOTES : N MASTER ACCOUNTING INFORMATION -SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 PERCENT 01 R00 02 10015 0808




Type a “P” in the ACTION INDfield.

Type a “P” in the ACTION INDfield.

Just like all other ADPICS transactions, you will need to post the document.

To post the requisition, press <Tab> until the cursor is located in the ACTION IND field.



Press <Clear> to return to the Main Menu (0000).


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DOCUMENT CANCELLATION


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Using Menus to Access the Requisition Change Order ScreensPCHL0000 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1995 6:11 PMLINK TO: MAIN MENU



(1) - ACCOUNTS PAYABLE MENU (2) - PROCUREMENT TRANSACTIONS MENU (3) - RECEIVING MENU (4) - INVENTORY TRANSACTIONS MENU (5) - TABLE MAINTENANCE MENU (6) - REPORT PROCESSING MENU (7) - SYSTEMS MANAGEMENT MENU (8) - CHANGE ORDER PROCESSING MENU


Press F8 to access the Change Order Processing Menu.

Press F8 to access the Change Order Processing Menu.

Once a document is posted, you can only change the buyer assigned to the requisition or attach a note to the requisition. All other changes to a posteddocument can only be made through the change order process.

For this exercise, we will look at document cancellations.

Press F8 to access the Change Order Processing Menu (8000).


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Change Order Menu

PCHL8000 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1995 6:11 PMLINK TO: CHANGE ORDER MENU



(1) - REQUISITION CHANGE MENU (2) - PURCHASE ORDER - ITB CHANGE MENU (3) - DOCUMENT CANCELLATION(4) - SPECIFICATION/TERMS CHANGE (5) - CHANGE ORDER PRINT

(7) - PURCHASE ORDER CHANGE ORDER INQUIRY

(CL) - EXIT

Press F3 to access the Document Cancellation (8500) screen.




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Document Cancellation - Default and Required FieldsPCHL8500 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1995 6:11 PMLINK TO: DOCUMENT CANCELLATION

CHANGE ORDER ID : DOCUMENT TYPE: 05

DOCUMENT ID : EFF DATE :

DOCUMENT INDICATOR :(REQ/POC/CPO/BPO/VCH/REC/ITB/BID/BD1/IVC/DVC)

DOC REF :

ACTION IND : N

INTERFACE TYPE :

F1-HELP F3-DELETE F5-NEXT F8-SEL TERMS F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT CHANGE ORDER DOES NOT EXIST, PLEASE TRY AGAIN

The Document Cancellation (8500) screen is used to cancel posted documents. When a document is canceled, all accounting related to the document is liquidated. For example, if you cancel a posted requisition, the system will liquidate the pre-encumbrance created by that requisition.

The following fields on this screen contain default values:– DOC TYPE: Defaults to the document type defined for your department

on the Department Table Maintenance (5970) screen.– ACTION IND: Defaults to “N” (no post).

In addition to the fields that contain default values, the following fields are required:

– DOCUMENT ID: Enter the ID of the document you want to cancel.– DOCUMENT INDICATOR: Enter the indicator that defines the type of

document you are canceling. “REQ” is used for requisitions, and “POC” or “CPO” is used for purchase orders and direct purchase orders.

– DOC REF: Enter “000” (zero zero zero) in this field.


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Document Cancellation - Data EntryPCHL8500 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1995 6:11 PMLINK TO: DOCUMENT CANCELLATION

CHANGE ORDER ID : DOCUMENT TYPE: 05

DOCUMENT ID : R00R8000093 EFF DATE :

DOCUMENT INDICATOR : req(REQ/POC/BPO/VCH/REC/ITB/BID/BD1/IVC/DVC)

DOC REF : 000

ACTION IND : N

INTERFACE TYPE : CH

F1-HELP F3-DELETE F5-NEXT F8-SEL TERMS F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT CHANGE ORDER DOES NOT EXIST, PLEASE TRY AGAIN

Press F10-SAVE to save the document cancellation record.

Press F10-SAVE to save the document cancellation record.

Enterdata in the required fields.

Enterdata in the required fields.

Directions for entering data on 8500:

1. Press <Tab> until the cursor is positioned in the DOCUMENT ID field.2. Type the ID of the document you want to cancel.3. Press <Tab> until the cursor is positioned in the DOCUMENT

INDICATOR field.4. Enter the corresponding document indicator. 5. Press <Tab> until the cursor is positioned in the DOC REF field.6. Type “000” in the DOC REF field.7. Press F10-SAVE to save the document cancellation record.


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Posting the Document CancellationPCHL8500 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1995 6:11 PMLINK TO: DOCUMENT CANCELLATION

CHANGE ORDER ID : CO000021 DOCUMENT TYPE: 05

DOCUMENT ID : R00R8000093 EFF DATE : MM/DD/YYYY

DOCUMENT INDICATOR : REQ (REQ/POC/CPO/BPO/VCH/REC/ITB/BID/BD1/IVC/DVC)

DOC REF : 000

ACTION IND : N

INTERFACE TYPE : CH

F1-HELP F3-DELETE F5-NEXT F8-SEL TERMS F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT CHANGE ORDER SAVED

Press F10-SAVE to post the document cancellation record.

Press F10-SAVE to post the document cancellation record.

When F10-SAVE is pressed, the system assigns a CHANGE ORDER ID to your document.

The EFF DATE defaults to the accounting system’s effective date.

The INTERFACE TYPE defaults according to the document being cancelled. The interface type enables the system to liquidate any accounting transactions created by the document.

Just like all other ADPICS transactions, you will need to post the document cancellation record.

To post the document cancellation record, press <Tab> until the cursor is located in the ACTION IND field.




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Document Cancellation Posting ResultsPCHL8500 V4.1 ADVANCED PURCHASING/INVENTORY 05/11/1995 6:11 PMLINK TO: DOCUMENT CANCELLATION

CHANGE ORDER ID : CO000021 DOCUMENT TYPE: 05

DOCUMENT ID : R00R8000093 EFF DATE : MM/DD/YYYY

DOCUMENT INDICATOR : REQ (REQ/POC/BPO/VCH/REC/ITB/BID/BD1/IVC/DVC)

DOC REF : 000

ACTION IND : P

INTERFACE TYPE : CH

F1-HELP F3-DELETE F5-NEXT F8-SEL TERMS F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT CHANGE ORDER POSTED

Press <Clear> to return to the Change Order Menu.

Press <Clear> to return to the Change Order Menu.

When F10-SAVE is pressed, it posts the document cancellation.

When you post a document cancellation record for a requisition, the system liquidates the pre-encumbrance that was created when the requisition was originally posted.

Press <Clear> to return to the Change Order Menu (8000).

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