PURCHASING EXTRACTS Most of your procurement activities will begin with the request for items, known as a requisition.

. With Oracle Purchasing online requisitions, you can quickly and easily create requisitions. Eliminate paper requisitions Perform online entry, forwarding, approval, and resubmission Provide supplier information Provide notes to buyers Cancel or final close requisitions With Oracle Purchasing you should be able to: Eliminate the need for paper requisitions because requestors submit requisitions online Create, edit, and review requisition information on line Enter suggested supplier information, notes to buyers, approvers, and receivers Route requisitions according to your approval structure Resubmit rejected requisitions for reconsideration The displayed approval status informs you whether the requisition is Approved, Canceled, In Process, Incomplete, Preapproved, Rejected, or Returned. You can review the action history of your requisition as it moves through the approval process. You know where your requisition is at all times. You can set up requisition preferences to enter requisition line defaults including, POET (project, organization, expenditure type, task), Deliver To Location, need-by date, and supplier information. These defaults are applicable during your user session to all new requisition lines you create after you set the defaults until you exit Oracle Purchasing or change application responsibilities. Req Headers 1. Number. The system will automatically assign the requisition number after the record is saved. 2. Description. You may enter a description for this requisition. This may be helpful in finding your requisition later. If you have a department assigned number for your requisition, you may enter it in the Description Field. 3. Type. This will always be "Purchase Requisition" at Binghamton. This information is automatically placed into this field. 4. Status. This will always be "Incomplete" when starting a new requisition. This field will change as the status of the requisition changes in the system. 5. Preparer. The preparer name will automatically default. 6. Total. The currency will automatically default. The system will automatically calculate the Total from the line information you enter. Req Lines : 1. Type*. While the system normally defaults to an 'Amount' based line Type, you can change this to a 'Quantity' based line type. Amount-based-USD. This is used for the majority of orders. It applies when you are not certain whether the goods will all ship together as one shipment. If the goods do not ship together, they may not be invoiced together. Amount-based requisitions allow partial invoices to be matched against the information on the Requisition/Purchase Order. When you are unsure of how the order will be invoiced, it is better to use an Amount-based requisition. Quantity-based (Specific Unit of Measure and Quantities). This is used when you are certain the goods will be invoiced on one invoice, in the quantities/amounts you specified on the Requisition. 2. Item, Rev. Skip the 'Item' and 'Rev' field by tabbing past it to the Category field. 3. Category*. Enter the New York State Commodity code that best fits the item you are requesting. Use the List of Values. This file has over 3,000 items. When doing a word search, make sure you put a % before and after the word you are searching, e.g. %COMPUTER%, then

Click on the FIND Button. If your search immediately populates the field with a commodity number, you should try to verify it has selected the correct code. 4. Description*. Enter a complete description of the item being requested. If you have the supplier's catalog number enter it before the description. You can click on the Editor icon button in the tool bar to see the full description while you are typing. 5. UOM*. Enter the Unit of Measure, select from the List of Values. For an Amount based Requisition, this UOM defaults to Dollars. For a Quantity based Requisition, select the appropriate Unit of Measure from the List of Values. 6. Quantity*. Enter the quantity you are requesting. For an Amount based requisition, the Quantity is the total dollar amount of the line (since Unit of Measure is Dollars). For a Quantity based requisition, the Quantity is the number of units ordered based on the Unit of Measure selected in the preceding field. 7. Price*. Enter the unit price for this item. For an Amount based requisition, the Price defaults to "1". For a Quantity based requisition, enter the price per unit in dollars. 8. Need-By. Optionally enter the need-by date for this item. NOTE: Once you enter a need-by date, the system will automatically switch to the "Source Details" alternate region. To review what you have just entered, switch back to the "Items" alternate region. 9. Line Total. The system will automatically calculate and enter the total amount of this line. For an Amount based requisition, this equals the amount entered in the Quantity field. For a Quantity based requisition, this equals the Quantity times the Price. Note to Buyer. In the Source Details alternate region, use the "Note to Buyer" field to send a note to the Buyer in the Purchasing Office. When your requisition is greater than $2500, the Business Office will create the PO. This is also the place to enter the information on the supplier if it is not already in the Oracle system. 1. Destination Type*. Destination Type will default to Expense, which means goods are to be delivered to the requestor at an expense location. 2. Requestor*. This is the person who will be notified, via email, when an Invoice is received in the Purchasing Office (formerly Goldenrod Paper form). The Requestor will be required to verify that the goods or services have been received and inspected. Select the name from the List of Values. The default is the Requisition Preparer. 3. Organization*. Do NOT change the destination in the organization. It will default to the correct organization. 4. Location*. Enter the "Deliver To" location. Use the List of Values if you wish to override the default. 5. Source*. This will always be "Supplier" at Binghamton. 6. Supplier*. Select a valid supplier from the list of values (LOV). If the supplier is not in the List of Values, you will not be able to autocreate a Quick PO. Notify the Purchasing Department, via the Binghamton University Business Office Oracle portal page link, if your supplier is not shown. Requisition Approval You must save your requisition before it can be approved or forwarded for approval. In Purchasing, all approvals are handled by Oracle Workflow technology. The Procurement workflows are predefined workflows embedded in Oracle Purchasing. An "open" workflow has been designed that will require the user to select the appropriate approver each time a requisition is ready for approval. Preparers are required to forward the requisition to an appropriate approver. All notifications for approval are planned to be done via e-mail (as well as in your browser or the application). Once an approver has responded to the approval, the system will be updated.

Requisitions :

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Chapter 1 - Requisitions
Objectives
The objective of this chapter is to familiarize you with the requisition process. Upon successful completion of this chapter, you should be able to: $ Enter a requisition $ Approve a requisition $ Modify a requisition $ Cancel/Finally Close a requisition $ Enter requisition preferences $ Find a requisition

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Enter a Requisition
To create a requisition navigate to the Requisitions Form (figure 1). There are three steps to completing a requisition: Enter Header information Enter Lines information (including alternate regions) Enter Distributions Navigation: Requisitions > Requisitions Figure 1 Enter Requisition Header The requisition header must be completed prior to entering the requisition lines. Each field of the requisition header is explained below: Number: This is the actual requisition number. It will automatically be generated by the system when you save your requisition.

Notes

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Type: Select Purchase Requisition (defaults). If your requisition will be used to acquire stocked inventory items (Department of Transportation and Works only) select Internal Requisition. Preparer: Your name defaults. Description: Enter information about your requisition (e.g. office supplies). You may enter a maximum of 240 characters. Status: Defaults. Total: The currency (CAD for Canadian) defaults into the left of this field. The total estimated cost of the requisition defaults into the right of the field and is updated as each item is added to the requisition. Flexfields: Applicable to Inventory users. Refer to Inventory Manual for more information. At this point you have completed the requisition header. You may now save the information you have entered and the system will generate a requisition number or you may continue until the requisition is complete. It is preferable to save information once the requisition is complete. You may also enter Requisition Preferences (see Requisition Preferences, p. 1-

17). L Note: If you close the Requisition Form without saving it you will lose all of the information you have entered. Enter Requisition Lines The Requisitions Lines section is located directly under the Requisition Header. It consists of four Alternate Regions, each containing multiple fields. The fields for the Items Alternate Region can be seen above (figure 1). The remaining alternate regions can be seen in the forms below. Each field is explained under the corresponding form. Alternate Region - Items Num: Defaults when you press the tab key or click into the field. Refers to the line number. Type: Mandatory - Identifies the type of acquisition, for example, goods (defaults), services, grants and contributions, professional services, construction or lease. Select the appropriate line type from your LOV. For the goods acquisitions you can use two way or three way matching depending on which line type you choose. You must choose AGoods@ line type to invoke three way matching and AGoods-Two Way Match@ to invoke two way matching.

Notes

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The terms Amount and Quantity located under the value basis in the flexfield refer to the following: Quantity based line types: use when you know quantity and estimated unit price. Amount based line types: generally refers to service type requisitions. The price for amount based line types is always 1 and the total cost of the acquisition is the quantity. For example, the acquisition of $10,000 of consulting services would be entered as line type Services - Amount Based with a price of 1 and a quantity of 10,000. Item: Optional - The LOV contains all items that have been set up in the system with a standard description and associated item number. These items generally refer to inventory items stocked by the Department of Transportation and Works. However, if you are requesting advertising services you will find a corresponding item number in this LOV. Rev: Optional - If you selected an item in the previous field and you know the item has been revised, you should enter the revision number in this field. Otherwise, leave the field blank. Category: Mandatory - If you selected an item in the item field, this field will automatically populate. If not, and you do not know the applicable category number, select one from the LOV. In the find field of the LOV, you may enter a partial description surrounded by the wildcard (e.g. %office%) this will shorten the list to categories containing the partial description you specified. Description: Mandatory - If you selected an item in the item field, this field will automatically populate. If not, type in the description of the item you wish to acquire. You may type a maximum of 240 characters. If your description exceeds 240 characters you may create an attachment in the system (refer to Attachments, p.7-1) or you may create and forward the description outside of the system using, for example, a Word file. UOM: Mandatory - If you selected an item in the item field, this field will

automatically populate. If not, select the applicable unit of measure from your LOV. Quantity: Mandatory - Enter the quantity of items you are requesting. Price: Mandatory - Enter the estimated unit cost. If you refer to the Total field in the upper right hand corner of the form you will see that the total cost of the items requested is updated as you enter the unit price for each line item. A tolerance level has been established between an estimated requisition price and the actual purchase price. If the actual purchase price

Notes

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exceeds the estimated requisition price by greater than the estimated tolerance, a purchase order cannot be approved. Therefore, it is necessary to be as accurate as possible when estimating the requisition price. Flexfield: Applicable to Inventory users only. Refer to Inventory Manual for more information. Need-by: Optional - Enter, or use the LOV to select, the date by which you require the requested items to be delivered. Not Applicable: Tax Code, Charge Account, Amount, Secondary UOM, Secondary Quantity, Grade, Reserved

Alternate Region - Source Details

The form for the Source Details Alternate Region can be seen in figure 2. Figure 2

Notes

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Note to Buyer: Optional - enter special instructions or notes that you want the buyer to be aware of but do not want to print on the requisition. Also, if the bill-to location is different than the deliver-to location specified for this line you should enter the appropriate bill-to location in the Note to Buyer. You may enter a maximum of 480 characters. Buyer: Mandatory GPA Buyer defaults. If you wish to select a different buyer name, you may choose the appropriate buyer from the LOV. RFQ Required: Not Applicable - leave this box blank. Supplier Item: Optional - enter the supplier item number. Document Type: Not Applicable - leave this field blank. Not Applicable: Document, Line, Global, Owning Org, Contract Num, Rev Alternate Region - Details The form for the Details Alternate Region can be seen in figure 3. Figure 3

Notes

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Urgent: Optional - If the item for this line is urgently required, click on this box to enable it, if not, tab to the next field. Justification: Optional - Use this field to explain why the item is urgently required. Also, if the item for this line is sole source you should enter the reason in this field.

Note to Optional Receiver: Transaction Not Applicable - leave this field blank. Nature: Reference #: Optional - You may enter any document numbers pertaining to this requisition. For example, if you are keying a requisition that was created using a manual requisition you should enter the manual requisition number in this field. UN Number : Not Applicable - leave this field blank Hazard: Optional Flexfields: Applicable to Department of Transportation and Works only. Alternate Region - Currency Not Applicable To complete the requisition line go to the lower part of the Requisition form (figure 1). Following is an explanation of each field contained in this area. Destination Mandatory - Select Expense (defaults). If you are buying an inventory Type: item for stock (Department of Transportation and Works) select Inventory. Requestor: Your name will default in this field. If you are not the requestor, select the appropriate name from the LOV. Organization: This will default if there is a location code on the Employee File of the requestor. If not, click on the LOV and the field will automatically populate. Location: This will default if there is a location code on the Employee File of the requestor. If not, use your LOV to select the appropriate deliver-to location code. Subinventory: This field is only applicable to inventory items.

Notes

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Source: This will default to Supplier. Enter Inventory if this is an Internal Requisition. Supplier: Optional - If you wish to suggest a supplier for the requested item you may enter the name of the Supplier. If you are requesting an item that is only available from one supplier, identify the supplier in this field. Note, you must also enter the reason why it is sole source in the Justification field (in the Details tab). Site: Conditional - You should specify the site if you selected a supplier for the Supplier field. Contact: Optional - refers to contact name for suggested Supplier. Phone: Optional - refers to phone number for suggested Supplier. ote: If you want to purchase the same item, but have it shipped to multiple N locations, provide the shipment details in an attachment (see Attachments, p.7-1). Enter Requisition Distributions To navigate to the Distributions form (figure 4) click the distributions button at the bottom of the form. The Distributions form is where you enter the charge account information associated to each line. It is possible to have multiple distributions for one line, but together they must equal the line amount. Navigation: Requisitions > Requisitions > (B) Distributions Figure 4

Notes

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Financial Management System Page 1-9

Alternate Region - Accounts (Distributions) Num: Each distribution line has its own number. If there is only one distribution this number will be one. If there are multiple distributions you may enter each line number consecutively. Alternately, if you tab to the next field the line number will be populated automatically. Quantity: Mandatory - Enter the quantity you want to charge to a particular charge account, this will default from the requisition line information. If you want to charge to more than one account (multiple distributions) complete the remainder of the distribution line then proceed to the next distribution line(s). The total of all distribution quantities must equal the requisition line quantity. Charge Mandatory - To enter your financial coding. Account: Tab into the Charge Account field (Charge Account Window, figure 5). Click into the segment of the Charge Account flexfield. Click into the LOV in this window (middle button, top left corner of the Charge Account flexfield). Select the appropriate code. Repeat steps 2 to 4 until all segments are complete. Click OK. L Note: you may enter the coding without using the LOV if you are sure of the values. Figure 5 For a detailed explanation of the Charge Account refer to the General Ledger User Guide.

Notes

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Recovery Rate: Not Applicable GL Date: The General Ledger date will default with the current date. Budget Automatically populated with default account. Account: Accrual Automatically populated with default account. Account: Variance Automatically populated with default account. Account: Reserved: Not Applicable L Important: Save your work before you close the Distributions form and return to the Requisitions form. Alternate Region Projects Not Applicable. You have now completed line one of the requisition. If you wish to add additional lines repeat the process outlined above. You may also add notes or attachments to your requisition (see Attachments, p.7-1). Once you have entered your requisition proceed to Approve a Requisition (p.1-11).

Notes

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Approve a Requisition
Approving a requisition is a two-step process completed by two different people using the Approve Document form (figure 6). Step one is completed by the preparer and step two is completed by the approver. Figure 6 Step One - Preparer: If you are the person that prepared the requisition you must forward the requisition to someone else for approval by completing the following: 1. Click on the Approval button located to the lower right of the Requisition form to open the Approve Document form. 2. The Submit for Approval button on the Approve Document form will automatically populate. 3. Click in the Forward box. The Forward From box will automatically populate with the Preparers name. 4. Click in the Forward To field and use your LOV to select the person you want to approve your requisition. 5. If you have any special instructions for the approver, type them into the Note field.

Notes

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If a printed copy of unapproved requisition is required, click on the Print button. 6. Click OK. A note will appear indicating that the document has been submitted for approval. Click OK. 7. The requisition has been removed from your screen and will automatically appear on the Notifications screen of the person to whom you forward the requisition. Close the Requisition form. The status of your requisition has changed from Incomplete to In Process, or Pre-Approval (depending on if the preparer has requisition approval status). Step Two - Approver: To find out what requisitions are awaiting your approval, navigate to Notifications (see Notifications, p. 9-1 for explanation on how to use the Notifications form). For requisitions that have been forwarded to you for approval the message APurchase Requisition XXXXX for (preparers name) ($CAD) Requires Approval will appear on the Subject column. Click in Subject field and Notifications Details screen will appear. The Notifications Detail on this screen will indicate the requisition lines and the approval sequence, including who created the requisition. To approve the requisition directly from this screen: 1. Ensure Action field at the at the bottom of the form is populated with Approve. Approve will automatically default into this field. 2. Click on the Submit button. This will approve the requisition. 3. A message will appear in the preparers notifications indicating that the requisition has been approved. If you wish to view the document prior to approving, see Open a Document, p. 9-4.

Notes

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Modify a Requisition
L Note: If you are the preparer of the requisition you can only make

changes if the requisition is Incomplete, Rejected or Returned. Navigate to the Requisition Summary form to check the status of your requisition (See Find a Requisition, p.1-20.). Incomplete Status If you know the status of your requisition is incomplete you may open the requisition via the Requisition Summary form. If you know the requisition number, navigate directly to the Requisitions form and open your document using the query function as follows: Place your cursor in the Requisition Number field and press F11 (or from the menu screen (M)View>Query by Example> Enter) to activate the query function. Enter the requisition number. Press Ctrl +F11 (or from the menu screen (M) View>Query by Example> Run) to execute the query, or F4 to cancel the query. You should now have the appropriate requisition open in front of you. From this stage, the preparer can make changes to any part of the requisition. In Process Status The status of In Process means that the requisition is complete and forwarded to an approver. This approver is the only person who can make changes at this time. If you are the approver you may access the requisition via your Notifications form. Approved Status Once a requisition has been approved it cannot be modified. If changes are required contact the Government Purchasing Agency or applicable buyer to have the requisition returned to you. Rejected and Returned Status A rejected requisition is one that has been sent back to the preparer by the approver. A returned requisition is one that has been sent back to the preparer by the buyer. Changes can be made when the requisition has a status of rejected or returned. To access your requisition, navigate to the Notifications form, or to the Requisition Summary form if you know the requisition number.

Notes

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Resubmitting a Requisition To resubmit a requisition that was rejected or returned to you follow the same process as you would if you were forwarding a new requisition to the approver.

Notes

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Cancel/Finally Close a Requisition

L Note: The preparer may cancel or finally close all requisitions except
when it is in a status of Incomplete, or Cancelled. If you are the preparer and you need to cancel a requisition that is in a status of In Process have the Approver reject the requisition back to you. If you need to cancel a requisition that is in a status of Approved, refer to 1-13. To cancel a requisition navigate to the Requisition Summary form and perform the following: Place your cursor on the line containing the requisition you want to cancel. Click Tools on the Menu Bar and a pop-up window will appear (figure 7). Double click on the word Control and the Control Document pop-up window will appear (figure 8). Figure 7 Figure 8

 Click on Cancel Requisition or the Finally Close in the Actions field. Enter the reason you are canceling or finally closing the requisition. Click OK. You will get a message telling you that once the document is canceled or finally closed it cannot be undone see figures 9 and 10 below. Click OK; your requisition is now canceled or finally closed.

Notes

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Figure 9

Figure 10

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Requisition Preferences
You use requisition preferences to enter defaults for your requisition lines. The preferences will apply to all requisition lines you create after you set your preferences. These defaults are applicable during the user session to all new requisition lines you create after you set the defaults until you exit Oracle Applications. You can override the preference defaults at the line level. To open the Requisition Preferences form: Navigate to the Requisitions form. Click Tools, on the Menu Bar and a pop-up window will appear (figure 7). Double click on the word Preferences and the Requisition Preferences pop-up window will appear (figure 11). Figure 11

Notes

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Set Requisition Preferences You may enter preferences for any of the fields as explained below. Need by: Use your LOV to enter the Need By date. GL Date: Not applicable - leave this field blank. Charge Use your LOV or enter directly the charge account you want the Account: requested items to be charged against. Justification: You may enter the reason why the items are required, urgent, or sole source as applicable. Buyers and approvers will see this message. Note to Applicable to internal and purchase requisitions. Receiver: Reference #: Enter any numbers pertaining to your requisition lines (eg. manual requisition number). Transaction Not applicable - leave this field blank. Nature: Urgent: Click in this field if items are urgently required. Destination Select Expense from the drop box list unless you are creating a Type: requisition for Inventory items. Requestor: Enter or select from the LOV the name of the Requestor.

Organization: Select the default from the LOV. Location: Enter or select from the LOV the delivery location for all requisition lines. Subinventory: Applicable to inventory items. Currency: The system default is Canadian currency. Rate Type: Not applicable. Rate Date: Not applicable (defaults). Rate: Not applicable.

Notes Notes

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Source: If you are creating a Purchase Requisition select Supplier. Source type of Inventory only applies to Internal Requisitions. Buyer: If you are creating a requisition to be forwarded to the Government Purchasing Agency select GPA Buyer from the LOV. Note to Enter any comments or special instructions you want to send to the Buyer: attention of the buyer. You may enter up to 480 characters. RFQ Not applicable, leave this field blank. Required: Supplier: You may enter a suggested supplier for your requisition lines. Site: If you selected a supplier above enter the appropriate site. Contact: You may enter a contact person for your suggested supplier. Phone: You may enter a phone number for the suggested supplier. L Note: To save your preferences click the Apply button located at the lower right corner of the Preferences form. Your preferences are now in effect and will be applied to all requisition lines you enter in this session from this point forward. Lines that have already been created will not be updated by these preferences. You may change your preferences at any time during the session. To change an individual preference, change the field and click the Apply button located at the lower right corner of the Preferences form. To clear all preferences, while still in the same session, select the Clear>Form option from the Edit menu while still in the Preferences form, then click the Apply button located at the lower right corner of the Preferences form.

Notes

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Find a Requisition
If you want to >find= a particular requisition that you created previously or you wish to check the status of all your requisitions navigate to Requisitions Summary. This will open up the Find Requisitions Form (figure 12). Navigation: Requisitions > Requisition Summary > Find Requisitions > (B) Find Figure 12 L Note: All search criteria are optional. You may click directly on the Find button to locate all requisitions. L Note: You may specify as many as desired of the search criteria explained below. However, the more search criteria you enter, the narrower the search will become. Enter Requisition Search Criteria Requisition #: Enter the requisition number.

Type: From the drop box options, select Purchase for requisitions to be forwarded to GPA. Select Internal if you are searching for an internal request for a stocked inventory item. Preparer: Select the name of the Preparer. Requestor: Select the name of the Requestor.

Notes

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Buyer: Select the name of the Buyer. Modified: Select No unless you want to restrict the search to modified requisitions. Reference #: Enter the reference number if applicable. Import Source: Not applicable - Leave this field blank. Line: Select the Line Number. This field is only available if you specified a Requisition Number. Line Type: Select the Line Type from the LOV. You May Also Use The Alternate Regions To Further Restrict Your Search Item Region: You may enter the Item and Revision Number, Category, Description and Supplier Item. Status Region: You may enter an Approval Status of: Approved, Incomplete, In Process, Pre-Approved, Rejected or Returned. You may select a Control Status of: Open, Cancelled, or Finally Closed. You can enter a Reserved status of yes or no. Date Ranges: You may enter Creation Date ranges, Need-by date ranges, and Closed date ranges. Sourcing In the Source field, you may enter Supplier or Inventory. If Region: you enter Supplier, you may further restrict by Supplier, Site and Currency. If you enter Inventory, you can enter Organization or Subinventory. Deliver In the Deliver To field, you may enter a destination type of To Region: Expense or Inventory. You can specify a Location, Organization or Subinventory. Related Docs You may enter the related Document Type, Document, Region: Line Number, Purchase Order number and Sales Order number (Internal requisitions only). Accounting You may enter the Period, GL Date, Charge Account, Region: Budget Account, or Active Encumbrances - yes or no. Projects Region: You may enter Project or Tasks.

Notes

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Results: Click next to the results you wish to obtain, your options are Headers, Lines or Distributions. Click (B) Find. If you specified Requisition Headers, the Requisition Headers Summary form (figure 13) will open. If you specified Requisition Lines, or if you entered line specific search criteria, the Requisition Lines Summary form will open (figure 14). If you specified Requisition Distributions, the Requisition Distributions Summary form will open (figure 15). Figure 13 Figure 14

Notes

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Figure 15 As you can see, a multitude of information is available to you in the Requisitions Summary Forms. If you want to drill down further into the requisition: Click the Open or Lines button on the Requisition Headers Summary form; or Click the Distributions button on the Requisition Lines Summary screen. Note: The Open button is only available for requisitions with a status of Returned, Rejected or Incomplete. Clicking the New button will open the New Requisitions Form where you may enter a new requisition if desired.

Notes

Purchase Orders :
PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-1 Chapter 3 - Purchase Orders Objectives The objective of this chapter is to familiarize you with the process of creating and editing a standard Purchase Order. Upon successful completion of this chapter, you should be able to: $ AutoCreate a purchase order $ Add to a purchase order $ Enter a purchase order $ Approve a purchase order $ Modify a purchase order $ Cancel a purchase order $ Enter purchase order preferences $ Find a purchase order $ Purchase Order Change History Purchasing Government of Newfoundland and Labrador Financial Management System Page 3-2 AutoCreate a Purchase Order When you AutoCreate a PO you are creating from approved requisition lines. L Note: Because you are creating from lines, not the entire requisition, notes that have been attached at the header level will appear as line level notes on the PO (See Attachments, p. 7-1). L Note: Since you are creating the PO from the requisition, not the RFQ, any notes, clauses or changes you made to the RFQ will have to be entered again on the PO, if you require them to be part of the RFQ. To AutoCreate a PO, navigate to AutoCreate, this will take you to the Find Requisition Lines form (figure 1). There are four steps to AutoCreating a PO: Navigation: AutoCreate > Find Requisition Lines > (B) Find

 Find approved requisition lines. Select required requisition lines. Select AutoCreate criteria (New or Add To). Enter Supplier. Figure 1 Notes Purchasing Government of Newfoundland and Labrador Financial Management System Page 3-3 Enter Search Criteria The search criteria you enter applies to requisitions. The result of your search will be approved requisition lines from which you may create a PO. Approved: Select Yes to find approved requisition lines. Buyer: Optional - Suggested buyer will default but you may clear this field or select a different buyer from the LOV. Requisition: Optional - Enter the requisition number if you know it. Requestor: Optional. Emergency Not applicable PO Number: Preparer: Optional - name of the person who prepared the requisition. Supplier Sourcing: Optional - sourced or unsourced. Supplier List: Optional. Supplier: Optional. Supplier Site: Only required if you entered a supplier name in the supplier field. Document Optional - use if you want to include requisition lines sourced to a Type: blanket agreement or quotation. Document: If you selected a document type, select the corresponding document number from the LOV. Not Applicable: Global, VMI Only, Show External Locations Ship-To: Optional - will default but may be cleared or changed. Minimum Optional. Amount: Currency: Optional. Rate Type: Optional. Notes Purchasing Government of Newfoundland and Labrador Financial Management System Page 3-4 You May Also Use the Alternate Regions To Further Restrict Your Search Item Region: Optional - you may enter the Item/Item Revision, Category, Description and/or Line Type. Status Region: Optional - you may limit the search by Late (yes or no), Urgent (yes or no), Assigned ( yes or no), RFQ Required (yes or no), or the Need-by Days from Today (e.g. enter 5 if you want to locate all requisition lines with a need-by date within the next 5 calendar days). After you have entered your search criteria click on the Find button. This will take you to the AutoCreate Documents form (figure 2). If you wish to clear the search criteria click on the Edit>Clear button. Figure 2 The AutoCreate Documents form displays the requisition lines that met your search criteria. Select Required Requisition Lines To select a single line, select the item box for each line required for the RFQ, which will cause the lines to highlight. Multiple lines can be selected through the same procedure or you can select all lines by choosing select all under edit in the tool bar.. To deselect lines, unclick the selected line box or go to edit, deselect all.

Notes Purchasing Government of Newfoundland and Labrador Financial Management System Page 3-5 Select AutoCreate Criteria Create a new PO Action: Create a New PO Document Select Standard PO. Type: Grouping: Select Default to combine requisition lines for the same item, revision and line type onto one PO line. Select Requisition to create a PO with one line for each requisition line. This is only used when you select lines on a single requisition. When you have entered your criteria, click Automatic or Manual to create the PO. Manual: Allows you to control requisition line placement and combination on the PO. Only available if you chose Default as the Grouping. Automatic: Automatically creates the PO. This is the one you will use most often. Clicking this button will take you to the New Document form (figure 3) if you chose Create in the Action field. Figure 3 Notes Purchasing Government of Newfoundland and Labrador Financial Management System Page 3-6 To create the PO perform the following: 1. Supplier: Select the Supplier name from the LOV. 2. Supplier Site: Select the applicable Site from the LOV. 3. Click Create. A pop-up window will appear to indicate the PO was created successfully. The AutoCreate to PO form (figure 5) will then appear complete with a PO number generated by the system and the lines you selected from the AutoCreate form. The PO form is explained in the section entitled Enter a Purchase Order (p. 3-7). Add To An Existing PO Action: Select Add To an existing PO. If you are adding to an existing PO (you chose add to in the Action field on the AutoCreate form) clicking the Automatic or Manual button in the AutoCreate form will prompt the >Add to Document= pop-up window (figure 4). Figure 4 Document Number: Enter the number of the PO to which you want to add more lines and click the OK button. L Note: Whether you created a new PO or added to an existing PO you will automatically see the AutoCreate To PO form. Now you can complete your PO. Refer to the section entitled Enter a Purchase Order (p. 3-7). Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-7 Enter a Purchase Order If you AutoCreated your PO (whether to a new PO or an existing PO) you will get the form shown below (figure 5). You should now enter the remaining information on the PO. If the AutoCreate was an addition to an existing PO, most of the information will already be entered. Figure 5 If you are creating your purchase order without using the AutoCreate form, navigate to the Purchase Orders form. Navigation: Purchase Orders > Purchase Orders

There are 5 steps to completing a Purchase Order: Enter Header information (including flexfield) - you may also enter PO preferences (p. 38). Enter Lines information (including alternate regions). Enter Shipments. Enter Distributions. Perform Approval Process. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-8 L Note: To add clauses, attachments and conditions to your PO refer to Attachments (p. 7-1). If you are entering a PO without a corresponding requisition the same form will appear (see figure 6). It will be entitled Purchase Orders and it will have the same layout and content. Figure 6 Enter PO Header Each field of the PO header is explained below: PO, Rev: If you AutoCreated from a requisition, the PO number will default into this field. If you did not use AutoCreate the PO number will be generated when you save your document. Type: Mandatory - Select Standard Purchase Order (default). Created: Created Date will automatically default. Supplier: Select the Supplier. If you autocreated, this field will be populated. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-9 Site: Select the appropriate Supplier Site. If you autocreated, this field will be populated. Contact: Optional Ship-To: Use the LOV to select the address to which you want the good(s) sent. Bill-To: Use the LOV to select the address to which you want the invoice sent. Currency: Defaults to CAD. Buyer: Mandatory - Your name defaults into this field but may be changed. Status: Automatically defaults. Total: Total dollar value of the PO defaults. Total is updated as each line is added to the PO. Description: Optional - Enter a brief description of the items for which you are preparing this PO. Flexfield: When you tab or click in the flexfield a pop-up window will appear. Use the LOV to enter the segments of the flexfield: Document Type - Enter type of purchasing document that will be used to purchase the goods/services. Tender Method - Enter method by which the quotes were solicited. Award Reason - Enter reason for awarding to the vendor you have selected. Emergency - You can indicate that this purchase is an emergency by choosing Yes, if not select No. Contract Agreement - Optional SRO Number - Shop Repair Number is applicable to Inventory users only, refer to Inventory Manual for more information. Contact Person - Inventory users only, refer to Inventory Manual for more information. Notes

PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-10 Equipment Info - Inventory users only, refer to Inventory Manual for more information. Context - Applicable to the Department of Transportation and Works only - If WST PARTS Data is selected, then enter the applicable information in the Contract No field. Enter PO Lines If you have AutoCreated the PO from a Requisition, the lines information will be brought over from the requisition. L Note: The estimated price from the requisition has been AutoCreated to your PO. Be sure to enter the appropriate unit prices ! If you did not AutoCreate the PO, fill in the following fields: Num: This is a sequential number automatically assigned by the system. A unique number will be assigned to each line or one can be entered that will override the automatically generated number. Type: Mandatory - Enter or use LOV to select the type of purchase you are making. For example; goods, services, leasing, etc. For the goods acquisitions, you can use two-way or three-way matching depending on which line type you choose. You must choose a AGoods@ line type (default) to invoke three way matching and AGoods-Two Way Match@ to invoke two way matching. Item: Optional - Enter or use LOV to select the item number if it is an item that is catalogued. If the item has not been catalogued, tab to the next field. Rev: Enter the revision number of the catalogued item, if applicable. Category: Mandatory - Enter or use LOV to select the purchasing category for the item on this PO line. If you entered a catalogued item, the category field will be populated with the information contained on the item file. Description: Mandatory - Enter the item, and applicable description, you wish to purchase. Up to 240 characters can be entered here. If you have chosen a catalogued item, this field will be populated by the information contained on the item file. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-11 UOM: Mandatory - Enter or use LOV to select the Unit of Measure. If you entered a catalogued item, the UOM field will be populated with the information contained on the item file. Quantity: Mandatory - Enter the quantity of items you are purchasing on this line. Price: Mandatory - Enter the unit price of the item on this line. Promised: Optional - Enter the delivery date specified by the supplier in his/her bid. This date will print on the PO. Need By: Optional - Enter the date when the Requestor needs the items. This date will print on the PO if you have not entered a Promised date. Supplier Item: Optional - Enter the supplier=s number for the item if applicable. Charge Acct: Defaults from requisition (if autocreated), or when distribution lines are entered. Amount: Defaults from price Reserved: Not applicable defaults when funds are reserved. Not Applicable: Secondary UOM, Secondary Quantity, Grade Alternate Region - Price Reference List Price: Not Applicable - will default from Price in the Item tab (see above). Market Price: Not Applicable - leave this field blank.

Price Type: Optional will default as Fixed. Allow Price Not Applicable - leave this field blank. Override: Price Limit: Only applicable if you Allow Price Override - leave this field blank. Negotiated: Not Applicable - leave this field blank. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-12 Alternate Region - Reference Documents Contract: Conditional - enter the Contract Agreement number if this is a purchase order against a contract agreement. Line: Not Applicable - only applies if you are entering quotations. Supplier Quotation: Optional. Not Applicable: Document Type, Document, Line, Global, Owning Organization, Contract Number, Rev Alternate Region - More Note To Supplier: Optional - enter a note to the supplier. You may enter up to 240 characters in this field. UN #: Optional - enter the UN identification number. UN # Conditional on choosing UN #. It will default if UN # chosen. Description: Hazard Class: Optional - enter the hazard class. Capital Expense: Not applicable - leave this field blank. Transaction Nature: Not applicable - leave this field blank. Flexfield: Applicable to the Department of Transportation and Works only. Alternate Region Agreement Not applicable. Enter Currency Information The Currency window is used to enter and change currency information for the PO. The default currency is Canadian. The Currency pop-up window is presented below (figure 7). Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-13 Figure 7 The Currency CAD will automatically appear. You can accept this currency by clicking done. Enter Terms Information You may enter Terms and Conditions via the Terms and Conditions pop-up window (figure 8). To open this window click on the Terms button at the bottom of your PO. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-14 Figure 8 Payment: The payment terms will default to On Invoice Approval. Freight: The freight terms will default to Prepaid (freight is paid by Vendor). Other freight terms: Collect (freight is billed to Department by carrier) and Prepay and Bill (freight is billed to Department by Vendor) may be selecting using the LOV. Or you may clear this field and enter the freight terms in the Supplier Note. Carrier: Optional - use LOV to select method of shipment you wish to be used to send the goods. The options available are: Air (Air Carrier), Courier (Courier Company), Mail (Post Office), Most Economical (Most Expedient and Economical), Parcel Post (Post Office - Parcel Rates), Road (Road

Carrier), and Ship (Sea Carrier). FOB: The FOB will default to Destination (Ownership transfers on Receipt). Use the LOV to select another FOB option. Available options are: Origin (Ownership transfers on shipment) and Other (Ownership transfers in midshipment). Pay-On Not applicable. Supplier/ You may enter a note to the supplier or the receiver in these fields. A Receiver Note: maximum of 240 characters is allowed. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-15 Confirming You may indicate that the PO is >confirmation only= by clicking in the Order: box next to this field. A >confirmation= message will print on the PO. Firm: Optional - indicates price is firm. Acceptance Not Applicable - leave this field blank. Req=d By: Supply Not Accessible at this time Agreement: Supplier Note: Not Applicable. Receiver Note: Not Applicable. Agreement Applicable to Blanket and Contract Agreements (see p. 4-1). Controls: Enter Shipment Information The PO Shipments form (figure 9) may be used to order item(s) with multiple ship-to locations. Figure 9 Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-16 Alternate Region - Shipments Num: A unique sequential number defaults to this field; it refers to the shipment number. There may be more than one shipment per PO line. Org: Defaults to 01. Ship-To: Mandatory - Enter the Ship-To location. This defaults from the PO line but you may change it. UOM: Enter the applicable UOM. This defaults from the PO line but you may change it. Quantity: Mandatory Defaults from the purchase order line. The total quantity of all shipments associated to a PO line must be equal to the PO line quantity. Promised Date: Optional - Enter the date the supplier promised to deliver the items. This date prints on the PO Need - By: Optional - Enter the date the requestor needs the item to be delivered. This date prints on the PO if you did not enter a promise date. Original Defaults if applicable. Promise: Note to You may enter a Note to the Receiver this field is 480 characters long. Receiver: Country of Not applicable. Origin: Taxable: Not applicable. Tax Code: Not applicable. Charge Defaults when you enter distributions. Account: Amount: Defaults total dollar value of this shipment.

Reserved: Defaults when you reserve the funds. Secondary Not applicable. UOM Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-17 Secondary Not applicable. Quantity: Grades: Not applicable. Alternate Region - More Receipt Close Defaults to zero - this means the shipment will not be closed for Tolerance: receiving until the total quantity ordered is received. Invoice Close Defaults to zero - this means the shipment will not be closed for Tolerance: invoicing until the total quantity ordered is received. Match Defaults based on the line type. You may change the default using the Approval drop-box options as explained below: Level: 2 - way - PO and invoice quantities must match (within tolerance) 3 - way - PO, receipt, and invoice quantities must match (within tolerance) 4 - way - PO, receipt, inspection and invoice quantities must match (within tolerance) Invoice Match Not applicable - defaults Option: Accrue on Not applicable - leave this field blank. Receipt: Firm: Not applicable - leave this field blank. VMI: Not applicable leave this field blank. Consigned: Not applicable leave this field blank. Alternate Region - Status The fields in the Status region are Status, Quantity Ordered, Received, Cancelled, and Billed. These fields are automatically updated as the status of the items ordered on the PO changes. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-18 Enter Receiving Controls If applicable, receiving controls can be selected through the (B) Receiving Controls on the Shipments form. The Receiving Controls form is presented in figure 10. Figure 10 Receipt Date: If appliable, enter the maximum acceptable number of Days Early and Days Late for receipts. Enter the Action for receipt date control. This field determines how Purchasing handles receipts that are earlier or late than the allowed number of days selected above. Choose one of the following options: None Receipts may exceed the allowed days early or late. Reject Purchasing does not permit receipts outside the number of days early or late. Warning Purchasing displays a warning message but permits receipts outside the selected number of days early or late. Purchasing accepts the Last Accept Date, which is the last date when the shipment can be received. This is the promised date plus the number of days allowed. Over Receipt Not applicable. Quantity: Notes

PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-19 Miscellaneous: Not applicable. Enter PO Distributions To navigate to the Distributions form (figure 11) click the Distributions button at the bottom of the form. The Distributions form is where you enter the charge account information associated to each PO shipment line. It is possible to have multiple distributions for each PO line and/or each PO shipment as long as the total quantity of the distributions is equal to the quantity of the PO line. Figure 11 Alternate Region - Destination Num: Defaults from shipment line but you may enter a different number. Type: Mandatory - Enter Expense unless you are ordering a stocked item for inventory. Requestor: Optional - Defaults from requisition line if PO is autocreated, otherwise enter here. Deliver-To: Optional - Defaults from requisition line, if PO is autocreated, but may be changed. If not defaulted, enter here. Subinventory: Conditional - Applies to inventory items. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-20 Quantity: Enter the quantity you want to charge to a particular charge account. If you want to charge to more than one account (multiple distributions), complete the remainder of the distribution line then proceed to the next distribution line(s). The total of all distribution quantities must equal the shipment line quantity. Charge This is where you enter your financial coding. Click the LOV to open Account: the Accounting Flexfield (Charge Account form) seen in figure 12. Click into each segment of the Charge Account flexfield, then click into the LOV in this form and select the appropriate code. Figure 12 For a detailed explanation of the Charge Account refer to the General Ledger User Guide. Recovery Rate: Not applicable. GL Date: The General Ledger default date is the current date. This date may be changed as long as the appropriate Purchasing Period is open. Reserved: Defaults when funds are reserved. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-21 Alternate Region - More Additional fields in the PO Distributions form are as follows: RQ Number: If you AutoCreated your PO the requisition number defaults into this field. RQ Line: If you AutoCreated your PO the associated requisition line number defaults into this field. Online: Indicates whether the distribution originated from an online requisition. Rate Date: Applicable to foreign currency (see Enter Currency Information, p. 3-13). Rate: Applicable to foreign currency (see Enter Currency Information, p. 3-13). Accrual Automatically populated with default account. Account: Budget Automatically populated with default account. Account: Variance Automatically populated with default account.

Account: Alternate Region Project Not applicable L Important: Save your work before you close the Distributions form and return to the PO form. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-22 Approve a Purchase Order To approve your purchase order navigate to the Purchase Order form and click the Approve button. This will open up the Approve Document form (figure 11).You may also approve your purchase order using the Notifications window (Notifications, p. 9-1). Navigation: Purchase Orders > Purchase Orders > (B) Approve Figure 13 Approve If you have sufficient approval authority to approve the purchase order: 1. Click Reserve (to reserve your funds). 2. Click Submit for Approval (if you have the authority, this will approve the purchase order through Workflow). 3. Enter approval notes in the Note field if applicable. 4. Click the Print box to print the purchase order on approval. 5. Click OK. Not Applicable: Fax, E-mail, Fax Number, and E-mail Address. The status of your PO has changed from In Process to Approved, Reserved. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-23 Forward for Approval For Preparer If you do not have sufficient approval authority to approve the purchase order you must forward to someone who does: Click in Forward to open the Forward To field. Forward From populates with name. Click in the Forward To field and use your LOV to select the name of the person you want to approve your purchase order. Enter approval notes in the Note field if applicable. Click OK. The status of your purchase order has changed from Incomplete to In Process. For Approver The Notifications of the Approver will open into the Worklist (see figure 13) Figure 14 By clicking on the subject of the applicable line, it will open into the Notifications Details. Purchase orders can only be approved through the Action menu. Selecting the Open Document button will open the document; however, the approver will only be able to reserve the document not approve it. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-24 Figure 15 Reject Approval If a purchase order has been forwarded to you for approval but, for some reason you do not wish to approve it, you may reject it back to the preparer (see figure 15). Click in the box next to Reject. Enter the reason for the rejection in the Note field.

 Click OK. Figure 16 Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-25 Check Funds Availability You can determine whether you have enough funds available before you approve your purchase order. You can check at the purchase order header, lines, shipments and distributions level. This only tells you the purchase order has passed funds approval, but it does not show the actual amounts available. The steps to checking funds availability are as follows: Open your purchase order. Select Tools on the menu bar (see figure 17). Select Check Funds. Figure 17 Print an Approved Purchase Order There are two ways to print a purchase order. 1. You may navigate to Reports>Run and print the PO. 2. To print automatically on approval, the preparer must select the Print box when submitting for approval. When the approver approves the purchase order from its Notifications Details, then the print will occur automatically. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-1 Modify a Purchase Order When you modify a purchase order you create a revision (change order). If you are the preparer (Buyer) of the purchase order you can only make changes if the purchase order has a status of: Incomplete Approved, Reserved Rejected If you are the approver of the purchase order you can make changes if the purchase order has a status of In Process. Navigate to the Purchase Order Summary form to check the status of your purchase order (Refer to Find Purchase Orders and Releases, p. 3-35). Incomplete Status If you know the status of your purchase order is incomplete you may open the purchase order via the Purchase Order form. If you know the purchase order number, navigate directly to the Purchase Order form and open your document using the query function as follows: Place your cursor in the Purchase Order Number field and press F11 to activate the query function. Enter the purchase order number. Press Ctrl + F11. You should now have the appropriate purchase order open in front of you for you to make your changes. Be sure to save your work prior to closing. Approved, Reserved Status There are two options for making changes to an Approved, Reserved purchase order: 1. Once a purchase order has been approved, only certain fields may be modified unless you cancel the applicable line. You may increase the quantity but you may not decrease it. If you increase the quantity you must add a new shipment line and new distribution. You may also change the line type, category, description, and shipto. When you make any of these changes you must save your changes and the PO must be approved again. This will create a PO revision number. See 3-31 for

instructions on adding a shipment line. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-2 To change the item or charge account or to decrease the quantity you must cancel the PO shipment. To do this perform the following: Navigate to the Purchase Order Summary form. >Find= the purchase order line(s) you wish to modify (select the Lines button). Select the Shipments button at the bottom of the PO Lines form to open your PO shipments. Select Tools from the menu and you will see a drop-box (figure 18). Select Control and you will see a pop-up window (figure 19). Select Cancel PO Shipment. Click OK. Click OK for the next three pop-up windows that ask you if you want to proceed, tell you your transaction passed funds adjustment and control action is complete. Figure 18 Figure 19 Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-3 Add new line, ship and distribution for correct amount. Your purchase order has changed from Approved, Reserved to Requires Reapproval. Follow the standard approval process to re-approve the PO. 2. Another method of modifying the purchase order would be to unencumber the purchase order and then make the necessary changes. To unencumber the purchase order, open the purchase order and click on the Approval button. Once on the Approve Document screen, the Unreserve box will be selected, then click OK. A note will occur stating that the transaction has adjusted funds. At this point, changes can be made to the Type, Category, Description, Quantity Price, Charge Account and Ship-To location fields. Rejected Status A rejected purchase order is one that has been returned to the Buyer by the Approver. Only a buyer can make changes when the purchase order has this status. To access your purchase order, navigate to the Notifications form or the Purchase Order Summary form if you know the purchase order number. Resubmitting a Purchase Order To resubmit a purchase order that was rejected to you, follow the same process as you would if you were forwarding a new purchase order to the approver. In Process Status The status of In Process means that the purchase order is complete and forwarded to an approver. This approver is the only person who can make changes at this time. If you are the approver you may access the purchase order via your Notification form. Print Change Orders When you approve or reapprove a purchase order after modifying it, the revision number on the Purchase Order header is automatically generated. You may now run the Govt Printed Change Order Report (Jetform Central) to print the changes that were made since the last revision. If the changes you made only affect the shipments, then only the shipments and header information prints on the change order; for line changes, the line and header prints; for header changes, only the header prints. Notes PURCHASING

Government of Newfoundland and Labrador Financial Management System Page 3-29 Cancel a Purchase Order If you are the preparer (Buyer) of the purchase order and the goods have not been received you may cancel the purchase order if it has a status of: Approved In Process Rejected L Note: If a PO is in Incomplete or Rejected status it does not need to be cancelled, it can simply be deleted by querying the PO and selecting the delete key from the Tool Bar and then save the changes. The process for cancelling a purchase order is as follows: Navigation: Purchase Orders > Purchase Order Summary >select PO to be canceled Select Tools on the menu bar to open drop-box (figure 18). Select Control to open pop-up window (figure 20). Select Cancel PO. Click in the box next to cancel requisition if you wish to cancel the requisition line from which you AutoCreated your purchase order. A reason should be entered for the cancellation. Click OK. Click OK for the next four pop-up windows that tell you that your action cannot be undone, your transaction passed funds adjustment and control action is complete and re-query to see changes. Figure 20 Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-30 L Note: The procedure to be followed for canceling a purchase order shipment line is noted in the Modify a Purchase Order section (page 327). A similar process would be followed for canceling a distribution line. The Buyer would need to select the Distributions button from the Purchase Order Shipments form and then follow the procedures noted on page 3-27. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-31 Encumbrance Adjustments/Canceling Purchase Orders There are several ways to adjust encumbrances. Primarily, it depends on the situation. If the adjustment you require is for a GPA created document, a brief email to the buyer (you can get this information from the PO) explaining the adjustment required will get the job done. Following is a brief overview of how to do the most commonly requested adjustments to Purchase Orders created within your Department (i.e., contract agreements, DPO=s). Before you attempt to cancel Purchase Orders, Purchase Order Lines, or Purchase Order Shipments you must ensure you are the ABuyer@ on the document. If you intend to add another line or shipment, the PO must be reapproved before canceling the entire PO, or it will cause the PO to remain in the status of Requires Reapproval. This status can be viewed through PO Summary on the >PO Headers= from (Approval Status Column/Field). Also, it is important to ensure that no receipts have been entered (that you do not intend to pay) or that no invoices have been matched (that you do not intend to pay) against this line before you cancel. If a line or shipment is cancelled while a receipt has been entered or an invoice is matched, that received/matched amount of funds will not be freed up by the cancel and the funds will not be able to be released through purchasing. An encumbrance JV is required to disencumber the funds.

Changing Charge Account (including Tracking Code) Cancel Shipment Line and Create a New Shipment Line P Ensure you are the Buyer P Find Purchase Order through Purchase Order Summary P Click on >lines= button (bottom of form). This takes you to the >PO Lines= form P Ensure cursor is on line you wish to change P Click on >shipments= button. This takes you to the >PO Shipments= form P Ensure cursor is on the shipment for which you wish to change its charge account P Click on > Tools= from the menu bar (top of screen) P Click on >Control= from within the drop-down box P Click on >Cancel PO Shipment= and enter reason in the >Reason= field P Click >OK= to the next three dialog boxes P Open PO using the >Open= button on the bottom of the form P Ensure cursor is on the line for which you now need to add correct charge account P Enter quantity information and any other required information on this form P Click on >Shipments= button P Enter quantity information and any other required information on this form P Click on >Distributions= button P Enter correct charge account P Save P Forward for Approval or Reserve and Approve Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-32 Decreasing Encumbrance Cancel Shipment Line, Create New Shipment Line (If Necessary) P Ensure you are the Buyer P Find Purchase Order through Purchase Order Summary P Click on >lines= button (bottom of form) P Ensure cursor is on line you wish to decrease P Click on >shipments= button P Ensure cursor is on the shipment for which you wish to decrease the encumbrance P Click on >Tools= from the menu bar (top of screen) P Click on >Control= from within the drop-down box P Click on >Cancel PO Shipment= (this will cancel the remaining balance on this shipment P Click >OK= to the next three dialog boxes P If a new shipment line is necessary, open PO using the >Open= button on the bottom of the form P Ensure cursor is on the line for which you now need to enter correct encumbrance amount P Enter quantity information. If there is quantity and price already in the fields, you will need to increase the quantity (this could be total price if this is an amountbased line type) by the amount you wish to have remaining on the PO P Click on >Shipments= button P Enter quantity information and any other required information on this form P Click on >Distributions= button P Enter charge account and any other required information on this form P Save. P Forward for Approval or Reserve and Approve Increasing Encumbrance - Amount-Based Line Types This process can also be used for quantity based line types if you wish to increase the quantity on the order. P Find Purchase Order through Purchase Order Summary P Open PO using the >Open= button on the bottom of the form

P Increase the quantity by the amount extra you require. P Click on >shipments= button. P Create a new shipment line - enter the amount of your increase in the quantity field and any other required information on this form. P Click on >Distributions= button and enter a charge account P Save P Forward for Approval or Reserve and Approve Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-33 PO Tolerance You cannot approve an autocreated purchase order line if the price on the purchase order exceeds the estimated price on the requisition by more than the tolerance. If you try to do this you will get an error message that says your Ashipment line does not fall within price tolerance (figure 23).@ The tolerance is set in the system and will default. If you select a catalogued item number, there may be a different tolerance than the system default. If the tolerance is exceeded you must return the line(s) to the preparer for action. Return a Line that Exceeds Tolerance Click on the PO line that you want to return. Click the delete icon (red >X= on the tool bar) to delete the PO line. Click OK when asked if you want to delete the record. Navigate to AutoCreate. Query the original requisition. Select Tools on the menu bar; a drop-box will open (figure 21). Select Return Requisition to open the Return Requisitions pop-up window (figure 22). Enter the reason you want to return the line(s). Click OK. The line has now been returned to the preparer. If the preparer adjusts the requisition estimated price so that the PO tolerance is not exceeded you will be able to autocreate the line again. You may then add the line to your original PO or create a new PO. Figure 21 Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-34 Figure 22 Figure 23 Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-35 Find Purchase Orders and Releases If you want to >find= a particular purchase order that you created previously or you wish to check the status of all your purchase orders, navigate to Purchase Order Summary. This will open up the Find Purchase Orders form (figure 24). Navigation: Purchase Orders > Purchase Order Summary Figure 24 Enter Purchase Order Search Criteria L Note: All search criteria are optional. You may click directly on the Find button to locate ALL purchase orders. L Note: You may specify as many as desired of the search criteria explained below. However, the more search criteria you enter, the narrower the search will become.

Number: Enter the purchase order number. You may also enter a Release, Line and Shipment number for the purchase order. Type: Select from Standard Purchase Order, Blanket Agreement, Contract Agreement, Scheduled Release (not applicable), Planned Purchase Order (not applicable) and Blanket Release. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-36 Release: Enter the release number if you are searching for a particular release. Currency: Enter the currency. Supplier: Enter the Supplier name. Site: If you entered a supplier, enter the applicable supplier site. Ship-To Org: Select from LOV. Show External Not applicable. Locations: Bill-To: Select from LOV. Line Type: Enter the Line Type. Ship-To: Select from LOV. Buyer: Enter the buyer. Line: Not Accessible at this time View Releases: Conditional enter a Blanket Agreement number in PO Number and select view releases Consumption Not applicable. Advice: Global Agreement: Not applicable. You May Also Use The Alternate Regions to Further Restrict Your Search Item Region: You may enter the Item and Revision Number, Category, Item Description and Supplier Item Number. VMI and Consigned not applicable. Date Ranges You may enter date ranges for the following dates: Order, Region: Approved, Promised, Need By and Closed. Status Region: You may enter the following: Order Approval: Approved, In Process, Incomplete, Pre-Approved, Rejected, Requires Reapproval. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-37 Control: Open, Closed, Finally Closed, Closed for Invoice, Closed for Receiving, Cancelled. Hold: Yes, No Frozen: Yes, No Firmed: Yes, No Related You may enter the Contract Number, Receipt, Invoice, Documents Requisition, Paper Requisition. Source Document is not applicable. Region: Deliver To You may enter the Destination Type, Requestor, Organization, Location Region: Subinventory Accounting: You may enter the Period, GL Date, Charge Account, Budget Account, Active Encumbrance (yes, no). Projects Not applicable. Region: Select Results Select the results you wish to obtain from your search. Your options are Headers, Lines, Shipments, and Distributions.

After you have entered your search criteria click on the Find Button. This will take you to the Purchase Order Headers form, Purchase Order Lines form, Purchase Order Shipments form or Purchase Order Distributions form depending on your search criteria. A multitude of information is available to you in the Purchase Order Summary forms. If you want to drill down further into the purchase order: Purchase Order Headers form: Click the Lines button. Purchase Order Lines form: Click the Shipments button. Purchase Order Shipments form: Click the Distributions button. Clicking the New Release or New PO Button will open the Releases and Purchase Order forms respectively. You may enter a new release or new purchase order. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-38 Purchase Order Preferences You use PO preferences to enter defaults for your purchase order lines. The preferences apply to all PO lines you create after you set your preferences. Once you exit Oracle Applications, your preferences are no longer in effect. You can override the preference defaults at the line level. To open the Purchase Order Preferences form: Navigate to the Purchase Order form. Click Tools on the Menu Bar and a drop-box will appear. Click on the word Preferences and the Purchase Order Preferences pop-up window will appear (figure 25). NAVIGATION: Purchase Orders > Purchase Orders > Tools > Preferences Figure 25 Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-39 Set Purchase Order Preferences From the Main Tab, you may enter preferences for any of the fields explained below: Confirming Order: Select if you are entering confirmation orders. Price Type: Not Applicable - leave this field blank. Minimum Release Applicable to Blanket Agreements - enter the minimum release Amount: amount for the line. Contract: Applies to standard PO issued against a Contract Agreement - enter the Contract Agreement number. The contract must be in effect at this time. Transaction Nature: Not Applicable - leave this field blank. Need-By: Use your LOV to enter the date when the requestor needs the item. Promised: Use your LOV to enter the date when the supplier promised to deliver the items. Tax Code: Not Applicable - leave this field blank. Requisition: Enter the Manual requisition number. Requisition Line: Conditional - you may enter the Manual requisition line number. GL Date: Defaults. Charge Account: Use your LOV or enter directly the charge account you want the items to be charged against. Organization: The LOV displays valid receiving organizations. Ship To: Enter the ship to location for the shipment. Destination Type: Select Expense from the drop box list unless you are creating a requisition for inventory items. Requestor: Enter the name of the person who requested the items. Location: Enter the deliver to location for all distributions. The default is the Requestor== s deliver to location.

Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-40 Subinventory: Conditional - enter if you selected Destination Type Inventory. The information in the Project Information tab is not applicable. L Note: To save your preferences click the Apply button located at the lower right corner of the Preferences form. Your preferences are now in effect and will be applied to all PO lines you enter in this session from this point forward. Lines that have already been entered will not be updated by the Preferences. Close this form to go back to the PO form. You may change your preferences at any time during the session. To change an individual preference, change the field and click the Apply button located at the lower right corner of the Preferences form. To clear all preferences, while still in the same session, select the Clear>Form option from the Edit menu while still in the Preferences form, then click the Apply button at the lower right corner of the Preferences form. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-41 PO Change History The PO Change History menu item on the Oracle Purchasing Navigator provides detail about all past revisions made to purchase orders. This feature provides changes made to header, line, shipment and distribution To search for past revisions made to a purchase order, there are a number of criteria needed to perform a simple search (see figure 26): Navigation: Purchase Orders >PO Change History PO Number: This is the number of the applicable purchase order that is being searched. Release Number: This is the applicable release number relating to the purchase order. Revision: This is the revision number of the revision that will be compared to the original purchase order. Document Type: There are a number of types available, including: Blanket Agreement, Blanket Release, Contract, Global Blanket Agreement, Planned Purchase Order, Planned Release, Standard Purchase Order. Creation Date: This is the creation date of the purchase order. Revised Date: This is the revised date of the purchase order. Figure 26 Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-42 An advanced search option is also available which allows the searcher to expand its search beyond one condition, e.g., one purchase order, through selecting search criteria that expands the search, e.g., a purchase order search can be expanded by using conditions on the LOV to the left of the number field, such as is, contains, starts with or ends with. Similar conditions can be used for release number, revision number, and document type (see figure 27). Figure 27 Once the criteria has been selected, a comparison can be viewed which shows a comparison to the original PO (see figure 28), the previous purchase order, or all PO changes. Comparisions are sorted by revision number, header, line, shipment and distribution. Figure 28 Notes PURCHASING

Government of Newfoundland and Labrador Financial Management System Page 3-43 Copying Purchase Orders The following types of purchase orders can be copied from one document to another: 1. Standard Purchase Order to Standard Purchase Order 2. Blanket Purchase Agreement to Blanket Purchase Agreement 3. Blanket Purchase Agreement to Request for Quotation (for example, if you wish to renew a blanket purchase agreement that contains hundreds of lines, you can copy the previous agreement to a new agreement and change the effectivity dates.) To copy a document, a. Query the document you want to copy from the Purchase Orders or Purchase Order Summary Screen. b. With the document selected, choose Copy Document from the Tools menu (see figure 29). Figure 29 c. Select the applicable To > Document Type. Notes PURCHASING Government of Newfoundland and Labrador Financial Management System Page 3-44 d. Select other options if needed: Document Number Enter a document only if using manual numbering. If you are using automatic numbering, a document number will be created for you after you choose OK. You cannot use the Copy Documents window to modify documents by copying from one document to another with the same document number. Copy Attachments Check this box to copy an attachment from any level of the document. Copy Blanket Price to RFQ Check this box to copy the purchase price to the target price when copying a blanket agreement to an RFQ. e. Choose OK. Purchasing creates and displays the new document. This document is an exact copy except for the Promised By and Need By; if these dates are past dates, they change to todays date on the new document. Effectivity dates, if any, do not change. If you are copying a cancelled document, the Note to Supplier field will be blank. This is because a cancelled document changes the Note to Supplier to an explanation that the document was cancelled. Notes

BPA & CPA PURCHASING

Government of Newfoundland and Labrador Financial Management System Page 4-1

Chapter 4 - Blanket and Contract Agreements

Objectives
The objective of this chapter is to provide you with the knowledge to build a Blanket Agreement and a Contract Agreement. Upon successful completion of this chapter, you should be able to: $ Build a Blanket Agreement $ Set Blanket Agreement Notification Controls $ Build a Contract Agreement

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Overview of Standing Offer Agreements

There are two types of standing offer agreements: Blanket Agreements and Contract Agreements. A blanket agreement contains individual lines that specify the type and price of goods or services that you will order at some future date. A blanket release may be issued against a blanket agreement. A contract agreement is a contract issued as a result of a tender which does not contain individual lines. These agreements are supplemented by an attachment (paper copy) of the terms and prices set against each item. A purchase order referencing the contract agreement number may be issued against a contract.

Notes

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Build a Blanket Agreement

To build a blanket agreement, use the same process as you use for standard purchase orders (Enter a Purchase Order, p. 3-7). Navigate to the Purchase Order Form and enter the header information as outlined below. The Purchase Order form for a Blanket Agreement will look a little different than the one for a Standard Purchase Order (figure 1). NAVIGATION: Purchase Orders > Purchase Orders Figure 1 Enter Blanket Agreement (PO) Header PO, Rev.: Defaults when you save your Agreement. Type: Select Blanket Purchase. Created: Defaults to today=s date. Supplier: Select appropriate supplier. Site: Select appropriate supplier site. Contact: Optional - select supplier contact from LOV if available. Ship-To: Select AAA003 for Master Agreement (multiple users). If an individual agreement, use the specific location (single user); however, if there are multiple users within a Department, select AAA003.

Notes Notes

PURCHASING
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Bill-To: Select AAA003 for Master Agreement (multiple users). If an individual agreement, use the specific location (single user); however, if there are multiple users within a Department, select AAA003. Currency: Defaults to Canadian. Buyer: Defaults. Status: Defaults. Amt Agreed: Optional - Enter the value of the Agreement. This amount prints on the Agreement. Description: Enter a description for the Blanket Agreement. Released: The dollar amount issued against this agreement defaults as releases are issued against this agreement.

Flexfield: Pop-up window will appear. Enter the following: Document Type - Blanket Standing Offer Tender Method - Public Tender Award Reason - Enter appropriate award reason Emergency - No Contract Agreement - Optional Context - Not applicable L Note: To add clauses, attachments and conditions to your blanket agreement refer to Attachments (p. 7-1). Enter Blanket Agreement (PO) Lines Num: Defaults. Type: Mandatory - Select appropriate line type. Item: Enter if applicable. Rev: Enter item revision number if applicable. Category: Mandatory - Select appropriate category.

PURCHASING
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Description: Mandatory - Describe item you are ordering. UOM: Mandatory - Select appropriate unit of measure. Quantity: Not Applicable. Price: Mandatory - Enter unit price supplier has agreed to. Promised: Not Applicable. Need By: Not Applicable. Supplier Item: Optional - Enter if Applicable. Charge Acct: Not Accessible Not Applicable: Amount, Reserved, Secondary UOM, Secondary Quantity, and Grade Enter Blanket Agreement Terms and Conditions Click the Terms button to open the pop-up window in figure 2. NAVIGATION: Purchase Orders > Purchase Orders > (B) Terms Figure 2

Notes

PURCHASING
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Terms Payment, Freight and FOB defaults but may be changed. Not Applicable: Carrier, Pay on, Confirming Order, Acceptance Required, and Supply Agreement Supplier Note: Optional - enter a note to the supplier. This note will print at the top of the Blanket Agreement and Release. Receiver Note: Optional - enter a note to the receiver. This note will print on the Expected Receipts report. Agreement Controls Effective: Enter the agreement issue and expiry dates. Amount Limit: Defaults - total estimated value of the blanket agreement. This is the Areal@ limit for the agreement and may be different than the amount agreed that you entered in the header. Releases against this agreement may not exceed this amount. This amount does not print on the agreement. Minimum Release: Optional - enter minimum amount for a blanket release. A release may not be less than this amount.

Price Update Not applicable. Tolerance: L Save your document and return to the Purchase Orders form. Approve a Blanket Agreement The approval process for a blanket agreement is the same as for a standard purchase order. Refer to Approve a Purchase Order, p. 3-22. Set Notifications If you wish to be alerted prior to the expiration of the blanket agreement you must specify an expiration date for the purchase agreement in the Terms and Conditions form and you must enter a notification control (figure 3).

Notes

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NAVIGATION: Tools > Notifications Control (blanket agreement must be open) Figure 3 Condition: Select Expiration. Warning Delay: Enter number of days prior to expiration you wish to be alerted. Effective: Effective date is calculated based on your warning delay and the expiration date. %: Not Accessible Amount: Not Accessible L Click the Done button and return to the Purchase Order form.

Notes

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Build a Contract Agreement

Since there are no line items on a Contract Agreement it is relatively simple to build. Navigate to the Purchase Order Form and enter the header information as outlined below. The Purchase Order form for a Contract Agreement will look a little different than the one for a Standard Purchase Order (figure 4). Navigation: Purchase Orders > Purchase Orders Figure 4 Enter Contract Agreement (PO) Header PO: Defaults when you save your Agreement. Type: (Mandatory) Select Contract Agreement. Created: Defaults to today=s date. Supplier: Select appropriate supplier. Site: Select appropriate supplier site. Contact: (Optional) Select Supplier contact from the LOV, if applicable. Ship-To: Select AAA003 for Master Agreement (multiple users). If an individual agreement, use the specific location (single user); however, if there are multiple users within a Department, select AAA003. Bill-To: Select AAA003 for Master Agreement (multiple users). If an individual agreement, use the specific location (single user); however, if there are multiple users within a Department, select AAA003. Currency: Defaults to Canadian but may be changed. Buyer: (Mandatory) Defaults. Status: Defaults.

Notes

PURCHASING
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Amt Agreed:Enter the value of the Agreement. This amount prints on the Agreement. Released: Defaults as PO=s are issued against this agreement. Description: Enter a description for the Contract Agreement. Flexfield: Pop-up window will appear. Enter the following: Document Type - Contract Standing Offer Tender Method - Public Tender Award Reason - Enter appropriate award reason Emergency - No Contract Agreement - Optional Context - Not Applicable L Note: To add clauses, attachments and conditions to your blanket agreement refer to Attachments (page 7-1) Enter Contract Agreement (PO) Terms To set the effectivity dates for the contract agreement and to enter notes to supplier open the terms pop-up box (figure 5) by clicking the terms button at the bottom of the Purchase Order form. NAVIGATION: Purchase Orders > Purchase Orders > (B) Terms Figure 5

Notes

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Terms Payment, Freight and FOB values default, but may be changed. Not Applicable: Carrier, Pay on, Confirming Order, Firm, Acceptance Required, and Supply Agreement Supplier Note Enter the description of the contract in this field. If you are going to issue contract agreements to more than one supplier you may copy the note to supplier to each Contract Agreement by using your Copy and Paste functions. This note will print at the top of the Agreement. Agreement Controls Effective: Enter the agreement issue and expiry dates. Amount Limit: Defaults - total estimated value of the blanket agreement. This is the Areal@ limit for the contract and may be different than the amount agreed that you entered in the header. Purchase Orders issued against this agreement may not exceed this amount. Minimum Release: Not applicable - leave this field blank. L Save your document and return to the Purchase Orders form. Approve a Contract Agreement The approval process for a contract agreement is the same as for a standard purchase order except that reserving the funds is not applicable. Refer to Approve a Purchase Order, p. 322.

Notes

Releases against agreements :

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Chapter 5 - Releases Against Agreements

Objectives
The objectives of this chapter are to demonstrate how to check the system to see if your required item is available on Blanket Agreement and to issue a release against an Agreement. Upon successful completion of this chapter you should be able to: $ Search Supplier Item Catalog $ Issue a Release Against a Blanket Agreement $ Enter a Purchase Order Against a Contract Agreement

PURCHASING
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Overview of Standing Offer Agreements

There are two types of standing offer agreements: Blanket Agreements and Contract Agreements. A blanket agreement contains individual lines that specify the type and price of goods or services that you will order at some future date. A blanket release may be issued against a blanket agreement. A contract agreement is a contract issued as a result of a tender which does not contain individual lines. These agreements are supplemented by an attachment (paper copy) of the terms and prices set against each item. A purchase order referencing the contract agreement number may be issued against a contract number.

Notes

PURCHASING
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Search Supplier Item Catalog

Finding Blanket Agreements
The Supplier Item Catalog provides an easy way to determine what is available on Blanket Agreement. Navigate to the Supplier Item Catalog to open the Search Supplier Item Catalog form (figure 1). In this form you may enter search criteria to determine if the item you want to buy is available on Blanket Agreement. NAVIGATION: Supplier Item Catalog Figure 1 Enter Search Criteria To find everything available on Blanket Agreement click the Find button without entering any search criteria. To narrow your search enter any of the following search criteria. Commodity: Enter the applicable category. Item, Rev: Enter item number and revision number if applicable.

PURCHASING
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Description: Enter the exact description of the item if it is known. Item Description Enter key words associated to the item you require. For Contains the Words example, if you want to know if map of Newfoundland in Sequence Only is available on Blanket Agreement you may enter any

of the following: map, map of Newfoundland, MAP, etc. NOTE: if you enter maps but the description on the Blanket Agreement is map, your search will not be successful. Other available search criteria are Supplier, Supplier Site, Due Date, Line Type, UOM, Deliver-To Organization, Deliver-To Location and Currency. After you have entered your search criteria click the Find button. This will bring you to the Negotiated Sources region of the Supplier Item Catalog form (figure 2). NAVIGATION: Supplier Item Catalog > (B) Find Figure 2 Alternate Region - Negotiated Sources If there are any Blanket Agreements that match your search criteria they will be displayed here. The main fields of this form are explained below. Document: Blanket Agreement number - be sure to record this #.

Notes

PURCHASING
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Supplier: Supplier to whom the Blanket Agreement is issued. Item: Defaults item number if item has been catalogued. Commodity: Defaults appropriate category. Description: Description of the item available on the Blanket Agreement. Line Price: Defaults unit price of the item. Supplier Item: Defaults if applicable. Line UOM: Defaults. Break Quantity: Defaults if applicable. Break Price: Defaults if applicable. Alternate Region Prior Purchases The Prior Purchases tab will outline the items purchased which meet the search criteria specified earlier. L Record the Document number of the Blanket Agreement for the item you require and close this form. If you want to issue a release against this Blanket Agreement refer to Enter a Release p. 5-6.

Notes

PURCHASING
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Enter a Release
To enter a release against a Blanket Agreement navigate to the Releases form (figure 3). The steps to entering a release are: Enter the blanket agreement number - you may also enter PO Preferences p. 3-38. Select lines from blanket agreement. Complete lines. Enter the distributions, then save. Approve the release. NAVIGATION: Purchase Orders > Releases Figure 3

Enter Release Header

Enter the Blanket Agreement number in the PO field and press tab, the remaining fields will default. Enter Release Lines

 Place your cursor in the Line field and open the LOV. Select the line you want to place on your release. Click OK. This will open the Shipments Alternate Region, however, if you select the Item Alternate Region you will see that the category, description and item number (when applicable) have been brought over from the Blanket Agreement.

Notes

PURCHASING
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Enter Shipments Alternate Region - Shipments Some of the fields have defaulted from the Blanket Agreement, however, you must modify or enter the following fields: Ship-To: Enter the appropriate Ship-To address. Quantity: Enter the quantity you want to order. Note to Receiver, promised or need-by date can be entered here. Country of Origin, Taxable and Tax Code are not applicable. Alternate Region - More This region provides default information about the Receipt Close tolerance, Invoice Close Tolerance and Match Approval Level. If you are not receipting, then you must change from 3-way to 2-way. Invoice Match Option, Accrue at Receipt, Firm and VMI are not applicable. Alternate Region - Status In this region you may check the status of your order, including quantity ordered, received, cancelled and billed. Alternate Region Item Not applicable.

Notes

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Enter Distributions Click the Distributions button at the bottom of the form to open the Distributions form. Alternate Region - Destination Charge Account: Enter the charge account to which the item will be charged. Refer to Alternate Region - Destination, p. 3-19, for details on how to complete the charge account. Save: - Add Attachment re Bill to Address (for information on Attachments, see p.7-1) Approve a Release The approval process for a blanket release is the same as for a standard purchase order. Refer to Approve a Purchase Order, p.3-22.

Notes

PURCHASING
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Enter a Purchase Order Against a Contract Agreement

The process for entering a purchase order against a contract agreement is virtually the same as entering a standard purchase order, with the exception of recording the contract agreement number in the appropriate field. Refer to Enter a Standard Purchase Order, p. 3-

7. To enter a purchase order against a contract agreement navigate to the Purchase Order form and enter the Header and Lines and Approve the Purchase Order as outlined below. Enter Header Ensure you select the supplier who has been issued the contract agreement. In the description field indicate this is a purchase order issued against a contract agreement. Complete remaining fields as outlined in Enter PO Header, p. 3-8. Enter Lines Complete fields as outlined in Enter PO Lines, p. 3-10. Open the Reference Documents Alternate Region (figure 4) and enter the contract number in the Contract field. If you already entered the contract number in your PO Preferences before you created the line(s) this step is not necessary. Figure 4

Notes

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Approve a Purchase Order Against a Contract Agreement The approval process for a purchase order against a contract agreement is the same as for a standard purchase order. Refer to Approve a Purchase Order, p. 3-22.

Notes

Receipts :
PURCHASING
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Chapter 6 - Receipts
Objectives
The objective of this chapter is to familiarize you with the process of entering receipts into the system. Upon successful completion of this chapter, you should be able to: $ Enter and add to a standard receipt $ Enter and add to a direct receipt $ Enter receiving transactions $ Enter inspection results $ Receive a substitute item $ Process corrections and returns

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Overview of Receipts
There are two types of receipts in the system: Direct and Standard. Direct Receipt: Shipments are received directly to the final destination. Receiving and delivering functions are performed simultaneously. Specify Destination Type of Expense on the receipt. Standard Receipt: Shipments are received into a receiving location in one transaction and then delivered in a separate transaction. Specify Destination Type of Receiving on the receipt.

Unless 2-way matching has been specified on the purchase order, a receipt must be entered into the system before an invoice may be paid for that purchase order. Once a receipt is entered, the status of the purchase order is automatically updated by the system. Once all items have been received, the purchase order is automatically Closed for Receiving. If 4-way matching has been specified on the purchase order, both a receipt and inspection information must be entered into the system. A direct receipt cannot be issued for any shipments where inspection is required. The following is a list of options available to you via the receiving function: 1. enter multiple receipts against a purchase order 2. add to an existing receipt 3. limit over receipt to the specified tolerance 4. process returns and corrections 5. enter inspection results for a shipment

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Enter and Add to a Receipt

Receipts must be entered through a Departmental receiver responsibility.
To enter, or add to, a receipt for a shipment that originated from a purchase order navigate to the Find Expected Receipts form (figure 1). The steps to entering a receipt are: >Find= applicable receipt. Enter receipt header. Enter receipt lines. Navigation: Receiving > Receipts > Find Expected Receipts Figure 1 Enter Search Criteria To Locate The Shipments You Want To Receive: L Note: Limit the search criteria to a minimum. If you are too specific, you may not get the required results. Source Type: Select Supplier (Internal applies to internal inventory shipments). Specify Search Enter the PO number, supplier, item, receiving location, date items Criteria: expected (date range), or any other available search criteria, to narrow your search. The requisition and shipment fields apply to internal shipments.

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The >Item= and >Date Ranges= Alternate Regions can also be used to limit your search. For example, if you wish to search by purchase order number, enter the number in the Purchase Order field; the Source Type and Supplier fields will then be populated with the applicable information. You may then enter the applicable Line and Shipment. After entering the search criteria click the find button at the bottom of the form to open the Receipt Header form (figure 2). Use this form to enter header information for all types of receipts. Figure 2 Enter Receipt Header New Receipt/ Add To Receipt To add to an existing receipt click the Add to Receipt flag; to create a new receipt click the New Receipt flag. If you are adding to an existing receipt you must enter the applicable receipt number when prompted.

Receipt: This is the Receipt number. It automatically generates when you save the document. Receipt Date: Today=s date automatically defaults but may be changed. Shipment: Enter the shipment number if you are receiving this order in partial shipments. Shipped Date: Optional - Enter the shipped date from the packing slip or waybill. Packing Slip: Optional - Enter the packing slip number. Waybill/ Airbill : Optional - Enter the waybill/airbill number.

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Freight Optional - Enter the method by which the goods were sent to you. Carrier: Bill of Lading: Optional - Enter the bill of lading number. Containers: Optional - Enter the number of containers. Received By: Defaults to your name but may be changed. Supplier: The supplier will default if you have entered a PO number on the >Find Expected Receipts= window. If you need to enter a supplier, select from the LOV. Comments: Optional L Save your work. Minimize the header, once the receipt lines are entered and saved on the Receipts form (figure 3), maximize the header to view the receipt number. Enter Receipt Lines The Receipts form displays all outstanding shipments that meet your search criteria from the >Find Expected Receipts= window. A >+= between the UOM field and the Destination Type field indicates that there are multiple shipments. To view these shipments, click on the >+=. The total shipment will be greyed out and the individual shipments will be displayed.

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Figure 3 Alternate Region - Lines Select the shipment you want to receive by clicking in the box on the far left of the line. The quantity outstanding will be displayed. L Note: If you are trying to receive a late shipment; that is a shipment received after the receipt tolerance date, you will see a popup box with the message PO Receipt Date Tolerance Exceeded. This is a warning message only. If you wish to receive the shipment anyway click OK and proceed with the receipt. Quantity: Total amount defaults; however, enter the quantity received. UOM: Defaults but may be changed. Destination Defaults but may be changed. This refers to the final destination of the Type: items received. Select Expense if you are entering a direct receipt. Select Receiving if you are entering a standard receipt. Item: Defaults if an item was specified on the purchase order. If a substitute item has been defined you may receive the substitute by selecting it from the LOV. Rev: Optional - Enter item revision number if applicable.

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Description: Defaults from the purchase order. Location: For destination type >Expense= enter the location where the items are received. For destination type >Receiving= the ship-to address will default from the purchase order. However, if the items are received in a different location, this can be changed here. Requestor: Defaults from the purchase order. Subinventory: Conditional - Applies to destination type >Inventory=. Enter the subinventory into which the goods will be delivered. Locator: Conditional - Locator control must be enabled. Enter the stock locator. Applies to destination type >Inventory.= Category: Defaults from the purchase order. Not ASN Type, Country of Origin, Secondary Quantity, Secondary UOM Applicable: Alternate Region - Details Packing Slip: Optional - Enter the packing slip number. Supplier Lot: Conditional - Applies to destination type >Inventory.= Reason Code: Not applicable. Comments: Optional - Enter comments if necessary. Receipt Exception: Optional - Enable this option if you want to enter a receipt exception for this receipt. A receipt exception indicates to Accounts Payable that you want to place the corresponding invoice on hold until further notice. Alternate Region - Currency Not applicable.

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Alternate Region - Order Information Navigate to this region if you need to find information about the shipment. The following type of information is contained in this section: Order Type, (order) Number, Release (number), Line (number), Shipment (number), Project Number, Task, Charge Account, Kanban Card Number, Supplier (name), Customer, Quantity Ordered, Unit of Measure, Due Date, Supplier Item (number), Customer Item, Manufacturer Name, and Source Inspected. Alternate Region - Outside Services Not applicable. Alternate Region Shipment Information Not applicable. Footer Section - Below Lines These fields contain summary information from the purchase order. For information purposes only. Important: Save your work.

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Enter Receiving Transactions

The Receiving Transactions form is used to record inspections, deliveries and material movements within >receiving and inspection=. To determine what shipments require inspection or have not been delivered, navigate to the Receiving Transactions form (figure 4). If a standard receipt was entered, destination type must be Receiving. L Note: The majority of receipts will be Direct, therefore, very few will require more than one step before final delivery. L Note: When creating a PO, the receiving controls on the shipment line must be changed from direct delivery to inspection required. Also note that a 4-way match must be selected on the shipment line. Navigation: Receiving > Receiving Transactions > Find Receiving Transactions Figure 4 Enter Search Criteria Enter search criteria in any of the available fields to narrow your search Use the alternate regions to further narrow your search if desired; or To find all available shipments do not enter any search criteria Click Find to open the Receiving Transactions form (figure 5)

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Figure 5 The Receiving Transactions form displays the results of your search. The top portion of this form is the lines section. This is where you choose the item to be inspected and/or delivered. The only shipments that appear in the Receiving Transactions form are those that have a Receipt Routing type of Inspection Required or Standard on the purchase order, or if a Destination type of Receiving was specified for the shipment on the corresponding receipt. If a standard receipt was entered (destination type is receiving) a Receiving Transaction is required to deliver the shipment. If inspection is required two receiving transactions must be processed, one to enter inspection results and one to deliver the shipment. A >+= between the UOM field and the Destination Type field on the Receiving Transactions form indicates that there are multiple shipments or multiple distributions. To view these shipments, click on the >+=. The total shipment will be greyed out and the individual shipments will be displayed. Enter Inspection Results for Selected Shipment The steps to enter inspection results are: >Find= received shipments Click in the box on the far left of the shipment you want to inspect Click the Inspect button to open the Inspection Details form (figure 6) Accept or reject the shipment as explained below.

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Figure 6 Status: Mandatory - Select Accept or Reject to indicate if you are accepting or rejecting this line of goods. Quantity: Mandatory - Enter the quantity accepted or rejected. The quantity received defaults into this field. However, you can change that amount to identify the quantity you will accept and then enter the balance in the next row to

reject. UOM: Mandatory - Defaults from the receipt Quality Code: Select the applicable quality code from the LOV. Reason Code: Not Applicable. Supplier Lot: Not Applicable. Date: Mandatory - Refers to inspection date - Defaults to current date Secondary Not Applicable. Quantity: Secondary Not Applicable. UOM:

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Comment: Optional - Enter comments, such as why you rejected a shipment, if applicable Click OK to return to the Receiving Transactions form. L Save your work. Deliver a Shipment To indicate the delivery of a shipment to the appropriate Deliver-To location navigate to the Receiving Transactions form (figure 5) and perform the following: Click in the box on the far left of the shipment you want to deliver Enter the quantity that was delivered Enter the appropriate Delivery location in the Location field Save your work View Receiving Transactions To view the receiving transactions that have been processed against a shipment(s) on a specified purchase order, open the Receipts Transactions Summary form. To open this form: Navigate to the Find Receiving Transactions form (figure 4) Enter the purchase order or receipt number as your search criteria; to find all transactions do not enter any search criteria Click Find to open the Receipt Headers Summary form (figure 7) NAVIGATION: Receiving > Receiving Transaction Summary > Find Receiving Transactions > (B) Find Figure 7

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Click on the line corresponding to the receipt of which you want to view the transactions. Click the Transactions button to open the Receipt Transaction Summary form (figure 8) NAVIGATION: Receiving Transactions Summary > Find Receiving Transactions > (B) Find > Receipt Headers Summary > (B) Transactions Figure 8 The Receipt Transaction Summary form displays all the receiving transactions for the purchase order or receipt you specified. It indicates the quantity received, accepted, rejected and delivered. To view the corresponding receipt header click the Header button located at the bottom of the form. Note: It takes a few moments for transactions to be processed through the

Concurrent Processor. You will not be able to see your transactions on this form until all concurrent processes are complete.

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Return Items
You may return items that have been received only, and items that have been both received and delivered. You may return the items to the receiving location or to the supplier. When you return items to the supplier, a Return to Receiving transaction, and a Return to Supplier transaction are created. In addition, the associated purchase order is reopened and the original receipt quantity is automatically reduced by the quantity of items returned. Finding Returns To find source documents, such as requisition, purchase order, and receipt, for which you can enter Returns, navigate to Find Returns (figure 9). Navigation: Receiving > Returns > Find Returns Figure 9

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Enter Search Criteria Enter search criteria in any of the available fields to narrow your search. Use the Item, Date Ranges and Transaction Details alternate regions to further narrow your search if desired; or To find all available transactions do not enter any search criteria. Click Find to open the Receiving Returns form (figure 10). Enter Returns You use the Receiving Returns form to enter returns against receipts, deliveries, transfers, acceptances and rejections. To enter a return, enter the quantity you wish to return in the quantity field of the appropriate line. This selects the line by placing a check mark in the box to the far left of the line. To complete the return, enter the applicable fields as explained below. Figure 10 Alternate Region - Transactions Quantity: Enter quantity of items you are returning. UOM: Defaults but may be changed. Return To: Select Receiving to return to the receiver. Select Supplier to return to the supplier.

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Supplier/Customer/ If you are returning to the supplier, the name defaults. If you are Location: returning to receiving enter the receiving location. RMA #: Optional - Some companies issue Return Material Authorization number. You may enter the RMA # in this field. Item: Defaults if applicable Parent Quantity: Defaults the quantity that was received or delivered as applicable. Transaction Type: Defaults.

Rev: Defaults the item revision number if applicable. Item Description: Defaults. Credit/Debit Memo: Not applicable. Secondary Quantity: Not applicable. Secondary UOM: Not applicable. Alternate Region - Details Transaction Date: Defaults to today=s date but may be changed. Reason: Not Applicable. Supplier Lot: Applies to inventory. Comments: Optional - Enter reason for return or any other comments. Packing Slip: Defaults if applicable. Supplier Item: Defaults if applicable. Hazard: Defaults if applicable. UN Number: Defaults if applicable. Receipt Exception: This field will be enabled if a Receipt Exception has been applied. You may remove the Receipt Exception by clicking in the box to delete the check mark.

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Alternate Region - Return From Destination Type: Defaults. Location: Defaults. Person: Defaults if applicable and destination type is Expense. Not Applicable if destination type is Inventory. Subinventory: Applies to Inventory. Locator: Applies to Inventory. Alternate Region - Order Information Order Type: Defaults the purchase order type. Order: Defaults the purchase order number. Rel: Defaults the release number if applicable. Line: Defaults the purchase order or release line number. Shipment: Defaults the purchase order or release shipment line number. Project: Not applicable. Task: Not applicable. Charge Account: Defaults from PO. Kanban Card Number: Not applicable Supplier: Defaults, if applicable. Customer: Defaults, if applicable. Quantity Ordered: Defaults purchase order quantity. UOM: Defaults purchase order UOM. Alternate Region - Outside Services Not Applicable. L Important: Save your work.

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Correct Transactions
You may modify receiving transactions to correct errors in receiving. You may correct any

receiving transaction except another Correction and a Return to Receiving transaction. You may enter positive or negative corrections, but you cannot enter correction quantities greater than the outstanding supply. Example You have entered a receipt for, and delivered 5 items. You realize you actually received and delivered 6 items. Required Action: Correct the receive transaction from 5 to 6. Correct the deliver transaction from 5 to 6. You may also make corrections to Return to Supplier transactions. Example You have entered a transaction to return 5 items to a supplier. The items were received and delivered. You realize you only need to return 4 items. Required Action: Adjust the Return to Supplier transaction by -1. This will reduce the open purchase order supply by 1 and add it to the receiving supply. Adjust the Deliver transaction by 1. This will reduce the receiving supply by 1 and add it to delivered items. Find Corrections To find source documents, such as requisition, purchase order, and receipt, for which you can enter Corrections, navigate to Find Corrections (figure 11).

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Navigation: Receiving > Corrections > Find Corrections Figure 11 Enter Search Criteria Enter search criteria in any of the available fields to narrow your search. Use the Item, Receipt Details, Transaction Details, Shipments, and Destinations alternate regions to further narrow your search if desired; or To find all available transactions do not enter any search criteria. Click Find to open the Receiving Corrections form (figure 12). Enter Corrections Navigate to the Receiving Corrections form (figure 12) to enter a correction against a receiving transaction. An explanation of each field contained in the Receiving Corrections form is provided below. Following that is an example of a correction against a receiving and a delivery transaction.

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Figure 12 Alternate Region - Transactions 9: You must check this box to select this line to perform transaction Quantity: Enter quantity of items you are correcting. For example, if you received 10 items when really there were only 9 enter -1 in the quantity field next to the applicable line. UOM: Defaults but may be changed. Transaction Type: Defaults. Parent Quantity: Defaults the quantity that was received or delivered as applicable.

Item: Defaults if applicable. Rev: Defaults if applicable Item Description: Defaults. Destination Type: Defaults. Location: Defaults. Person: Not Applicable.

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Subinventory: Applies to Inventory. Locator: Applies to Inventory. Secondary Not Applicable. Quantity: Secondary Not Applicable. UOM: Alternate Region - Details Transaction Date: Defaults to today=s date but may be changed. Reason: See LOV. Comments: Optional - Enter reason for correction or any other comments. Packing Slip: Defaults if applicable Supplier Lot: Applies to inventory. Hazard: Defaults if applic able. UN Number: Defaults if applicable. Receipt Exception: This field will be enabled if a Receipt Exception has been applied. You may remove the Receipt Exception by clicking in the box to delete the check mark. Alternate Region - Currency Currency: Defaults Rate Type: Not Applicable. Rate Date: Defaults Rate: Defaults as 1. Alternate Region - Order Information Order Type: Defaults the purchase order type. Order: Defaults the purchase order number.

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Rel: Defaults the release number if applicable. Line: Defaults the purchase order or release line number. Shipment: Defaults the purchase order or release shipment line number. Project: Not Applicable Task: Not Applicable Charge Account: Defaults from purchase order. Kanban Card Number: Not Applicable Supplier: Defaults. Quantity Ordered: Defaults purchase order quantity. UOM: Defaults purchase order UOM. Due Date: Defaults when applicable. Alternate Region - Outside Services Not Applicable.

Footer Section - Below Lines These fields contain summary information from the purchase order. For information purposes only.

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Example of Receipt Correction Navigation: Receiving > Corrections > (B) Find > Transactions In the example, 24 items were received and delivered. A correction decreases the quantity received and delivered by 1. Find the transactions that require correction. Select the deliver transaction by clicking in small box to left side and enter 1 in the quantity field (figure 13). Note the parent quantity of the associated receive transaction is 0. Save your correction and close the form. This removes the item from delivery and sends it to receiving. Find the receive transaction that requires correction. Select the receive transaction and enter -1 in the quantity field (figure 14). Note that the parent quantity is now 1. Save your correction and close the form. Figure 13

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Figure 14 L To view your corrections navigate to the Receiving Transactions Summary form. L Note: To correct a Return to Vendor follow the process above, however, where it says to correct the deliver transaction, you correct the return to vendor transaction instead. Also, instead of adjusting the receive transaction by -1, you adjust the deliver transaction by 1.

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