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11i
Purchasing in Oracle Financials 11i Susan Robertson Jodi Ekelchik Document OFP January 2010
Contents
Introduction to Oracle Purchasing.......................................................................5 Selecting a Responsibility ......................................................................................7 Autocreation.............................................................................................................10
Finding and Grouping Requisition Lines for Autocreation................................. 10 Grouping the Search Results by Supplier ............................................................... 12
Autocreating Approved Requisition Lines onto a Purchase Order ..........16 Adding Requisition Lines to a Previously Created Purchase Order.........20 Electronic Orders with VAT zero rating and eligible for a medical exemption. ................................................................................................................22 Submitting the Order for Approval.....................................................................23
Requesting a PO is printed when approved............................................................ 26
Copying Purchase Orders ....................................................................................28 Checking the Status of Purchase Orders.........................................................31 Changing Purchase Order Approver .................................................................36 Approving Purchase Orders ................................................................................38
Approving Purchase Orders over 50K.................................................................... 42
Printing Purchase Orders .....................................................................................45 Printing VAT Certificates ......................................................................................51 Printing Purchase Orders and Accompanying VAT Certificates using the Request Set Option ................................................................................................52 Receiving Goods.....................................................................................................57
Receiving Against Lines with Multiple Distributions ............................................ 59
Simply enter the beginning part of the text (e.g. supplier name) followed by the percentage sign and click Find. Oracle will then search for all entries that start with those letters and bring up a list from which a selection can be made. This is the same list as the one that would appear if you typed in the first few letters of an entry in a LOV field and press Tab (Option 2, on previous page).
Selecting a Responsibility
When you first login you will be presented with the new responsibilities screen.
Click on your Purchasing responsibility (e.g. PO Buyer). You will then be shown the forms that this responsibility has.
Click on the Menu item that you want to use, e.g. UCL Autocreate.
(e.g. UCL Autocreate or Purchase Order Summary If you select core forms link etc) then this will launch a splash screen followed by the forms relating to your chosen responsibility:
You can search for requisitions that are available for conversion into a PO by entering specific search criteria or clicking on the Find button to find all available lines.
Remember only approved Requisitions/Requisition lines that have not been placed on an order can be converted into a PO. As needed, close the window(s) to go back to the main navigation screen. If you try to create a PO from scratch you will see the following error message on the screen when you try to save the document, this is intended functionality as you must create POs from approved requisitions.
Click No in response to the Do you want to save the changes you have made? message.
Autocreation
The process of converting requisitions, raised in iProcurement, into Purchase Orders (POs) is referred to as Autocreating. Requisitions are raised and approved in iProcurement. These lines are then selected and placed onto a PO b y the Departmental buyer(s). All th e information entered on the requisition lines during the iProcurement checkout process, e.g. item information, Grant/GL a ccount(s), q uantity, price etc., is ca rried over to the PO, thus requirin g minimal time and effort on the part of the Buyer to convert requisitions into POs. Once completed the PO is then submitted for approval in the usual way. Only approved requisition lines can be placed on POs.
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The Find Requisition screen allow s you to locate the approved requisition lines f or your department using various search crit eria such as Supplier, Requestor or Requisition number. Searching by Supplier will return all the approved requisition lines for a particular supplier currently available for placing on a PO. Enter the search criteria and click on the button.
This will return the Autocreate Documents (UCL) window displaying a list of available requisition lines matching your search criteria.
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FOLDER NOTE: IMPORTANT A folder has been set up in the Autocreate Documents (UCL) window so that the returned data appears in a more user friendly format to facilitate the selection of lines for inclusion on a PO.
If no search criteria is entered in the Find Requisition Lines window, prior to clicking on the Find button then the lines returned will represent all of the available requisition lines that can be auto-created onto a PO for your department based on the PO hierarchy for your department. For a requisition line to be eligible for autocreation, it must be approved and not have been previously added to a PO. It is possible to cancel a PO line that was created from a requisition line without canceling the associated requisition line in which case this requisition line will be returned to the Autocreate pool so that it is available for Autocreation onto a different PO.
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Ensure that the Supplier field shows Descending (If not select it yourself, using the drop-down menu). .
Click
The requisition lines will then be sorted by the Supplier name, thus ensuring that all the requisition lines for each supplier are grouped together, as shown below.
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NOTE: If a supplier w as not ente red when the requisit ion Line wa s created in iProcurement, these lines will be shown at the top of the list, with no information in the Supplier or Site column. The supplier name can then be selected when converting the lines into POs. Method 2 Viewing Lines from a Specific Supplier If you only wish to view the approved requisitio n lines of a specific supplier, enter the Supplier name in the Supplier fie ld in the Find Requisition Lines (UCL) window and click on the button.
Note: If when searching by a specific Supplier the following message is displayed at the bottom of your screen (see example below), this means that either the supplie r name has been entered incorrectly ( in which case use the L OV to select the correct supplier details) or that there are n o approved requisition lines for that supplier that have not yet been put onto a PO.
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If there are available lines and the supplier name was entered correctly the results will r eturn the available requi sition lines for that supplier, as sho wn in this example using Merck Biosciences Ltd.
The same principle can be used if y ou want to f ind requisitions from a particular Requestor, just enter th e requestors surname in the Requestor field, click Tab to bring up the full name and then click Find to re turn a list of available re quisition lines created by the requestor.
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Select the lines to be included in the PO by checking the small box next to the requisition line (see example on next page). In this example, we will select all lines to add to the PO. You can select all by holding down the Alt key and then pressing E and then the S key. Alternatively you can select Edit from the menu followed by Select All.
The selected lines will be highlighted in light blue and a tick will appear in the check box.
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Once all the required lines have been selected, click on the to bring up the following screen.
button
The Supplier and Supplier Site fields are automatically pop ulated in ou r example a s the requisition lines selected all ha d the same Supplier (OneCall) and same Supplier Site (Canal Rd). NOTE: If yo u select lin es with various differen t supplier s or the same supplier but different supplier addresses and then click Auto matic the supplier name or site will not be f illed in. There fore, if you wish to pr oceed, the name must be typed i n manually on this screen or on the P O after creation (you ca n use the list of values t o select it, if required). The same is true if you use requisition lines which had no supplier name entered onto them when they were raised. Click on the button. The header screen of the PO opens.
The followin g message appears if t here are no more lines to assign to a PO from your current search. For example, if you selecte d Onecall as the supplier, and th e there were no further requisition s in the syste m to autocreate into a PO. In effect, the message is saying t hat all available lines h ave now be en, or are being , used in Autocreation. Just click OK to continue, or refine your search.
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The Ship To address will default i f all requ isition lines ha ve the same delivery location. If it is blank then this me ans you ha ve selected requisition lines with different delivery locations. Orders should NOT be created with multiple delivery locations. If the Ship To is blank (see separate exa mple below), you will need to remove the lines from the PO by selectin g the lines and pressin g the red X on th e toolbar; and following the screen prompts. This will ret urn the requisition lines to the autocreate window where the y can be added to se parate orders. Remember the cust om folder set up for Autocreat e will show the delivery location to aid this process.
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You must change the Bill To lo cation to your departments Bill To locatio otherwise the invoice will be sent to the college post room. Enter the PO Description (if required) in the relevant fields on the PO Header.
It may be n ecessary to enter the su pplier and/or supplier site if this was not been entered during the requisition creation/autocreate process. The shipments and distribution screens will automatically contain the information entered when the requisition was created. Review the VAT Details of each lin e to ensure that the co rrect code was used. Click on the Shipments button, and scroll to the right until you see the Tax Code field. If you are u nsure about which tax codes should be used please contact UCLs Tax and Commercial Accounting of fice for guidance before proceeding with the approval of the order. The PO can now be submitted for approval in the usual way (see page 23 for instructions on submittin g the order for approval). When this is done , you can close the PO window and return to the autocreate screen to continue.
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Approved The PO will then have a Requires Reapproval status and will need to be resubmitted for approval. Incomplete The PO will remain with incomplete status, awaiting su bmission for approval. Rejected The PO will remain with Reje cted status, awaiting submission for approval. Any attempt to add a re quisition line to an order that has a status of In Process or Pre-Approved will result in an error when trying to select the document. The procedure is as follows: Navigate to the UCL Au tocreate window and select the line s to be adde d to the purchase order (click in the box next to the line or lines to place on the PO). When you have selected the lines you wish to add to the PO, select Add to from the Action drop down menu (circled below) prior to clicking on the button.
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Click and the purchase order screen opens with the selected line(s) added to the PO. Now that the new lines have been added, send for approval if all of the details are correct. Note: If you receive an error message indicating that it is an invalid document number refer to the comments about approval states on the previous page and ensure the PO is in a correct approval state.
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Electronic Orders with VAT zero rating and eligible for a medical exemption.
This procedure eliminates the need to fax a separate VAT zero rated certificate for each PO with a VAT zero rating where a medical exemption applies. This procedure was introduced for suppliers setup for electronic ordering, i.e purchase orders submitted via the UCL e-Market Place. Users are also reminded that the correct tax code to use for zero rated orders for which you are claiming medical exemption is '0' (zero) and not 'E.' Please ensure you are using the correct tax code.
1) Use the correct VAT code which is 0 (zero) not E;(Tax code of M effective from 7th April 2010 for purchases which are zero rated under the medical exemption criteria) 2) Type in the word EXEMPT in the VAT PIN field, on the right side of the PO header. Note that this is not case sensitive. Do not enter any other information after the word EXEMPT. With effect from 7th April 2010 you will no longer need to type the word EXEMPT Into the vat pin field 3) Approve the order, as per usual procedure (reference section titled Submitting the order for approval. This procedure: Eliminates the need to fax a separate VAT zero rated certificate for each PO with a VAT zero rating where a medical exemption applies. Only applicable for all suppliers submitted electronically through Science Warehouse. Not applicable for Invitrogen and VWR orders, who at this moment have a different procedure for declaring a medical exemption (as of Feb 2009). Reference: FIS Website: 'List of suppliers enabled for electronic ordering'
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You will see that there is now an E-Mail check box and a space to enter an e-mail address, THIS OPTION SHOULD NOT BE SELECTED. If the E-Mail check box is checked and/or the E-Mail address field contains data please unchecked the E-Mail checkbox and delete any email address in the E-Mail address field before submitting document for approval. We may introduce this function at a later date, however, there is some development work to do to enable the emailing of the UCL version of the printed PO and Vat certificate. Electronic Orders: If t he supplier is enabled for electronic ordering the XML check box will be highlighted and all other options will be greyed out. This means once th e order has been approved it will automatically be sent to the supplier. Approval and Forward Section:
If you need to forward the order to an authorised signatory for approval, select the check box next to Forward.
The Forward From , Approval Path and Forward To fields are automatically filled in. However, you must ensure that the correct name is in t he Forward To field. To change the name, either delete the existing name and typ e in the correct name as it exists in the system, or select it from the List of Values. The List of Values contains only users from within your department and selected members of Finance. Note: The list may also contain names of users who no longer work in your department. These ca nnot be removed fro m the PO hie rarchy as it would prohibit other users from seeing the POs they have raised. If the FIS team has been advised that the person has left, their user record will be end dated. 24
The Forward To field must be entered in exactly the sa me format as the name appears in t he FIS database. Sele cting the na me from th e List of Va lues ensure s that the correct format is selected.
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If you do n ot enter the name in th e correct format a bottom of the screen as shown below:
Delete the incorrect na me fro m the Forward To field and re-enter the name in the correct format, or select from List of Values (recommended).
If the supplier and supplier site on t he order is enabled for electronic o rdering the XML radio button will be checked an d you will not be able to select the print option in this window. This means the order w ill automatically be sent to the supplier once the order has been approved Click on [OK]. If other int ernal contr ol mechanisms apply and you are able to create and approve your own docu ments with the authorisa tion of the Head of Depa rtment, simply click on [OK]. There is no need to select the Forward check box.
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The Approve documents window includes Print PO and Include VAT certificate check boxe s which when checked will automat ically submi t a concurre nt request t o print the purchase order /VAT certificate once the order has been approved.
This opt ion requires tha t a valid printer is defin ed in th e pr inter fie ld (if you have a valid printer defined in your profile options this will default i n the printer field). Enter the number of copies required in the Copies field. Note: This print option uses the default print parameter settings e.g. a ccount code information is not printed out; to pri nt a PO that shows the account code information you should follow the p rocedures in the Printing Purchase Orders section of this manual.
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Click
Click on the Tools option at the to p of the scr een and select Copy Document from the drop down menu (see screen shot on the following page).
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Click OK Note: If the document you are copying has an attachment and you dont want to copy the attachment uncheck the copy attachments box before clicking OK.
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The following Message will appear indicating the purchase order number for the copy PO.
Click OK. The PO e ntry window is displayed showing the details fr copied PO. The status of the newly created PO will be INCOMPLETE . It is possible to change any of the Approval in the usual way.
om the
Note: If the order that you have copied was created in a previous period then you will need to amend the date in th e distributions as the copied docu ment copies the date fro m the copied PO.
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It is po ssible to search for Purchase Orders using a variety of criteria, e.g. PO Number, Buyer, Supplier, Grant Account etc. T o search by order numb er, enter the Purchase Order number in the Number field before clicking on th e [ Find] button in the bottom right of the window. You can also search by the order created date by clicking t he Date Ranges tab and entering the from and to dat es in the top two fields ( use the LOV to bring up a calendar, if you prefer). Using the ot her tabs will enable you to search u sing other criteria e.g. status of purchase or der (status tab), GL Account to wh ich order lin e(s) were charged (Accounting), Grant account to which order lin e(s) were charged (Project Tab) etc. WARNING: It is not recommended that you click on the [Find] button without entering any search c riteria as this w ill return all record s since you started using FIS and consequently it may take a long time to return the query.
By default you will be shown the Header window (Note: the default is dependant upon the search criteria entered).
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screen is populated The XML send date column is located in the PO headers with the date the order was sent to the supplier if the supplier and site used on the order ar e enabled f or electronic ordering. You will have to scro ll across the screen to view this column. Check the status of the Purchase Order by scrolling across and looking in the Approval Status field in the PO Header window. For further information about the order, click on the Lines butto n, from whe re it is po ssible to display more information about the Distributions for the item(s).
If the Approval Status of the order is Incomplete it has not yet been sent for approval by the person who cre ated it. It is possib le to complete t his Purchase Order by clicking on t he Open button at the bottom right of the window and submitting the order for approval in the usual way. In Process indicate s t hat it ha s been sent f or approval, but has n ot yet been approved. You will not be able to open a Purchase Order if it is In Process. If it has been Approved or Rejected the Approval Status will indicate this. If the order is In Process (i.e. it ha s been forwarded to an authorised signatory but has not yet been approved), it is possible to find out the name of the person to whom the order has been forwarded from t his window. Select the order by clicking in any of the fields relevant to it, and choose View Action History from the Inquire menu.
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You can also check det ails of the matched invoice(s) from the Inquire menu in the PO Headers screen and then selecting View Invoices. If you wish to view line details, select the Line s radio butto n toward the bottom right of the Find Purchase Orders (UCL) screen. To check whether good s have bee n receiv ed and/or invoiced (billed), click the Shipments radio butt on located on the bott om righthand side of the Find Purchase Orders (UCL) screen as shown below.
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Click on [Find]. The Purchase Order Shipments window will open. You can scroll across the screen to identify quantities received and/or billed for each line on the Purchase Order.
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Place curso r in the Find field and type P in front of the [Find].
Select the Project option and then click on [OK]. The Grant account details will be displayed in the Distributions window. To display details of th e Task code, repeat above steps but this time type T in the Find field in front of the % sign. Click on Find and select Task from the list and then click on [OK] to display the task details.
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You will th en have th e option of searchi ng for all POs sent t o a particular approver and not yet ap proved. This option is useful if the approver has gone off on holiday and you wish to see all the outstan ding POs fo r them. Alternatively you have th e option of entering a p articular PO number, if you know it, and the search will return that PO. Click on [ OK]. A list of all of the do cuments which have been forwarded to this person will appear.
Enter the name of the p erson to whom you wish to forward the documents in the New Approver field, or choose their name from the List of Values. It is p ossible
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to forward t he documents to yourself if you are an authorised signator y for your department. To select w hich documents, click in the check box to the far left of th e window. You must select ea ch of the docu ments you wish to forw ard individu ally. Once selected, the line of the item will turn light Blue.
Save your changes by clicking on the Save icon on the Toolbar. The new ap prover will now be pro mpted to re spond to th e documents in their Notifications window. The Action history will indicate that no action was taken by the original approver to whom the order was sent.
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A window will open displaying a l ist of notifications, including notifications of a ny POs that require your approval.
The Subject field will inform you of any action required. To take action against a particular document, click on the subject row which will open a summary screen of the document.
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The summa ry screen will include b rief details of the first 20 lines of the purchase order, as well as the Action History of the document i.e. who sent it to you. It will also show the cost of the order as well as any VAT. Taking Approval Actions: Prior to approving (or rejecting) the d ocument you may wish to view it in more detail. ico n underneat h References as seen on the To do this you should click the previous screenshot. This will open the Purchase order entry screen, where you ca n view the Supplier (in the first scree n) or the GL accounts (or project codes) in the distributions screen. I f you need to make any adjustments you can do so at th is stage as it is st ill un-approved (you cannot change account code information), alternatively you can rej ect the PO and it will b e returned t o the origin ator (see ne xt paragraph). If you have opened the pur chase orde r and have made any adjustments, you can now Save and close the window (ensure you sa ve, if you have made any changes) and locate the Notifications window again to approve/reject it . NOTE: you ma y have to locate this window yourself, from the Window s ta sk bar at the bottom of the screen.
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If you are h appy to approve the PO, click on the Approve button. If you want to reject it the n click Reject, also in dicated on t he screensh ot and type any releva nt reason for the rejection in the Note box provided. Very important: If PO is rejected and the order is not going to be processed, please ensure that the PO and associated requisition are cancelled to clear the commitments. If you wish to forward it to someon e else to approve, you can do this by clickin g Forward a nd entering any details in the Note box, as ne cessary. Please Note: Please ensure you enter the name o f the person you are for warding the PO to in the forward to field, th is should be se lected by use of the icon next to t he field to ensure that the name is entered in the correct f ormat. Failure to select a forward to person or entering th e name incorrectly will mean th e PO remains in your notifications with a message that it was sent to an invalid forward-to person. Note: To take action against mult iple notificat ions you ca n check the box next t o each notification in the Notifications screen and then click Open (See screenshot below). This will op en the Notif ication Deta ils screen f or the first notification in the list an d after you h ave taken a ction against that notification you will be taken to the ne xt selected n otification d etails scree n. This a voids the need to return to the Notifications list each time.
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Option 1: To submit an order to a Director of Finance directly from the PO creation screen:
Raise the Purchase Order in the normal way. When submitting the order for approval, take the following steps: In the Purchase Order window, click on the [Approve] button as usual, and then make sure you check the box marked Forward.
The Forward From, Approval Path and Forward To fields are automatically filled in. To forward the order to the Director of Finance, place the cursor in the Forward To box, delete the name which is there, and type in Arnold (Note: The name should be typed in the same format shown). Press the Tab key. Alternatively you can use the List of Values (Ctrl and L) to select Nicola Arnold from the pick list.
Replace name
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Click on [OK]. The Order will be submitted to Nicola Arnold for approval.
VERY IMPORTANT: In the absence of Nicola Arnold, approval of these Orders will be underta ken by Lois Wells. Type in Wells and then press TAB to default L ois Wells n ame into the Forward To field. If neither Nicola Arnold or Lois Wells are available, please contact Eleanor Morrissey, Acco unts Payable, who will be able to a dvise to whom the order should be sent for approval.
Option 2 - To be used if the Head of Department or other departmental authorised signatory wishes to review the Order before it is forwarded to the Director of Finance
Raise the Purchase Order and submit it for approval to the Head of Department or other de partmental authorised signatory who wishes to review the Purchase Order. The person to whom th e Order wa s sent can now review the Order by opening the Notification Details screen (as explained in Approving Purchase Orders).
To view the original document, double-click on the icon in the References section of the window. Having finished reviewing the original document, close the window(s) and return to the Notifications window by locating it from the Windows taskbar along the bottom of your screen. DO NOT try to forward the document by clicking on the Approve button in the original entry window.
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To submit the document to the Director of Finance for approval, enter the surname (Arnold or Wells as appropriate) in the Forward to field and click on the torch icon. This will bring up a list of FIS users with that surname (see below with Wells being the example).
Select the correct name (this should be Lois Wells) by checking the radio button and clicking Select, to return the name to the Forward to field in the previous screen. Click the Approve and Forward button to send the PO to this user for final approval.
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A window will appear to ask whet her you wa nt to run a defined set of requests.
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In
the Request Name field, type UCL and press TAB to bring up a List of Values. the UCL PO for Non-Radioactive Substances option.
Select
Click
OK.
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A Parameters window will open wit h criteria fi elds relevant to running t he Purchase Order report.
Enter either New or All in the Print Selection field. New should be entered if this is the first time you are submitting a request to print this PO. Enter the name of the Buyer if necessary. Enter the number of the first Purchase Order you wish to print. Enter the number of the last Purchase Order you wish to print.
VERY IMPORTANT: You CANNOT leave the Purchase Order Numbers From and To fields blank. Choose how you wish to sort the Purchase Orders in the Sort By field or leave blank if preferred. If you do no t wish the Price/Quantit y to appear on the printed Order, type Yes in the Hide Price Amounts and/or Hide Quantity Amounts fields. You can also choose to print or hide the GL/Project code details on the PO. If all line s on the order were created from requisition lines created by the same requestor then the requestor name will be print ed out by in the requesto r field on the PO. Note: If different requestors are entered in the PO distributions, the requestor name field on the printed PO header will still show many. When all required fields are entered, click on [OK].
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It is possible to specify that the Purchase Orders are printed at a particular time. If you wish to do this, click on the [Schedule] button. By default, the report will be set to be run As Soon as Possible . Thi s will be applied if no other option is selected. To specify a date/time on which the report is to be run, select the Once radio button and enter the date required, or choose it from the Calendar (gene rated by opening the List of Values).
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he Submit
Select the name of the printer to which you wi sh the Orde rs to be sent (select from List of Values or type in), and specify the number of copies to be printed. NOTE: If you do not do select the printer and the number of copies, the Purchase Order will not be printed. It will only be visible on screen.
Click on [OK] when all of the options have been set. Click on the [Submit] button to display the Request window.
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If the repor t is Pending or Running, the Phase and Status fields will be highlighted in green. Th is page will not automatically updat e itself while it is on your screen. Click on the [Refresh Data] button to update it. After clicking periodically on the [Refresh Data] button, the phase should turn to completed and, if a printer was selected, the purchase order will be printed. To view the Purchase Order on scre en, click on [View Output]. This will launch a web browser window to display the Purchase Order. Please note you will need Adobe Acrobat to be able to view the output on screen. If an error occurs at any point during this process, click on th e [View Log] button. Again, this will launch a web browser to display details about the error.
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Select the Single Request option and click window will now be displayed. In the Request Name field, open the List of reports.
Scroll down the list until you come to UCL VAT Certificate for non-radioactive substances.
Enter either New or All in the Print Selection field. New should be entered if this is the first time you are submitting a request to print this VAT Certificate. Enter the name of the Buyer if necessary. Enter the n umber of th e first Purchase Order that requires a Zero Certificate. Rated VAT
Enter the number of th e last Purchase Order that requires a Zero Rated VAT Certificate.
IMPORTANT: You cannot leave the Purchase Order Numbers From and To fields blank. Complete the other fields as required and submit the request in the same way as the previous section (printing Purchase Orders).
Please note that if all the Purchase Orders which you are printing requir e Zero Rated VAT Certificates, you ca n use the R equest Set option which submits th e request to print the Pu rchase Ord er and VAT Certificate as a set ( see following sect ion for instructions) i.e avoids the need to submit 2 separate requests.
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Printing Purchase Orders and Accompanying VAT Certificates using the Request Set Option
To print a Purchase Order and the accompanying VAT Certificate usin g the Request Set option you must run a print report on the system. You cannot print t he Purchase Order and VAT Certificate unless the order has been approved. Please note that Oracle Financials generally refers to reports as Requests. You must be logged in with the responsibility of either PO Buyer or PO Approver. In the Navigator Window, expand Reports and open Run.
A window will appear to ask whether you want to run a Single Request or a Request Set.
Select the Request Set option an d then click on [ OK]. This will brin g up th e Submit Request Set window.
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Make sure the cursor is in the Request Set field, open the List of Values (Control L) to display the list of possible reports. Select the UCL PO & VA T Certificate for Non-Radioactive substances.
Click in the Parameters Field and a Parameters window will open with all the criteria fields relevant to running the Purchase Order report.
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Enter either New or All in the Print Selection field (New should be entered if this is the fir st t ime you are submittin g a request to print bo th the PO and VAT certificate). Enter the name of the Buyer if necessary. Enter the number of the first Purchase Order you wish to print. Enter the number of the last Purchase Order you wish to print.
VERY IMPORTANT: You CANNOT leave the Purchase Order Numbers From and To fields blank. Choose how you wish to sort the Purchase Orders in the Sort By field or leave blank if preferred. If you do no t wish the price/quantity to appear on the printed Order, typ e Yes in the Hide Price Amounts and/or Hide Quantity Amounts fields. You can also choose to print or hide the GL/Project code details on the PO. When all required fields are entered, click on [OK]. You do not have to re-enter the parameters for the VAT Certificate.
If your default printer details are shown in the Print to field (this will be the case if you have your printer set up in your personal profiles). Click on the [Submit Request] button to submit the request for printing. Note: The default number of copies is 1, if you need to change this, click on the Options button and amend
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If your printer details do not appear in the Print to field, click on [Options] to enter printer details. Select the name of the printer to which you wish the specify the number of copies to be printed. Orders to b e sent, and
NOTE: If yo u do not do this, the Purchase Order will not be printed, and will only be visible on screen.
Click on [OK] when all of the options have been set. You will also need to set the printer details for the VAT Certificate by placing the cursor on the VAT Certificate Line and repeating the above procedure. Click on the [Submit Request] button to display the Request window. If the report is still Pending or Running, the Phase and Status fields will be highlighted in green. Th is page will not automatically updat e itself while it is on your screen. Click on the [Refresh Data] button to update it.
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To view the Purchase Order on screen, click o n the [ View Output] bu tton. This will laun ch a web br owser window to disp lay the Purchase Orde r or VAT certificate.
Please note: This requ est set generates more than one file. If you wish to view th e Purchase Order or VAT Certificate o n screen, you need to select the file that has R and the Purchase Order numbers shown in the Paramet ers field of the request window (see above). Please note you will need Ghostscr ipt to be abl e to view the output on screen. NOTE: The Purchase Order(s) and VAT Certificate(s) each have their own file. If an error occurs at any point during this process, click on th e [View Log] button. Again, this will launch a web browser to display details about the error.
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Receiving Goods
In order to receive goods, you must be logged in as PO Receiver and the Purchase Order you wish to re ceive goods ag ainst must h ave been approved . Open Receipts by first expanding Receiving. If prompted, choose ML College Central from the list of Organizations. For departments using the I nventory module, refer to the Inve ntory user guide for instructions on the receipt of inventory items.
You will be prompted to search for the relevant Purchase Order for the goods you have received in the following Find Expected Results screen. Enter the Purchase Order number you wish t o receive a gainst in th e Purchase order field. Click on [Find].
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If desired, fill in information in the Receipt Header window and then close the Receipt Header window. You should always enter the packing slip (delivery note number) if known.
Closing the Receipts Header Window will reveal the Receipts Window.
Ensure that the Destination Type is shown as Expense (Non Inventory Items). If there is a blue + on the line you wish to receive against the de stination type will be shown as MULTIPLE. This is because th e line has b een charged to more than one account. Please refer to t he section below on Receiving against lines with Multiple Distributions for instructions on how to re ceive goods in this situation.
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(Recording the Receipt of Inventory Items this is do ne in the I nventory Module. For Inventory Items the destination type will be INVENTORY not EXPENSE this is for departments who use th e Inventory Module. (Instructions for the receipt of inventory items can be found in the Inventory user guide). Select the check box to the left of the marked above with an arrow). Quantity field by clicking in it . (Box is
The quantit y quoted on the line will be the total quantit y available to receive against this line. If only a partial number has been received, over-write this number with the correct amount that was received. Save your changes by clicking on the Save icon on the Toolbar.
Repeat the above steps for any other lines on the Purchase Order that you may wi sh to receive against.
Double Click on the blue + to exp and the line s so that th ey show a d estination of Expense. This should be done BEFORE you click on the check box to the left of the Quantity field. The line will then split into as many separate lines as you ha ve entered account codes. (As shown below for 2 separate account codes).
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If you accidentally click on check b ox before d ouble-clicking on the blue + the destination type will change to Receiving and th e blue + will di sappear. If this happens simply click back in the check box to remo ve the tick and the blue + will reappear. VERY IMPORTANT: DO NOT record a receipt against a line with a Destination Type of Receiving.
Receive goods again st the expanded lines wit h a destinat ion type of Expense not with a d estination type of MULTIPLE/RECEI VING. This action ensures tha t the receipt is recorded as a receipt and deliver transaction by the system, if you leave the d estination type as RECEIVING/ MULTIPLE the n only the receive part of the receiving process is recorded. Save.
Please note that upo n saving re ceipt transa ctions, a concurrent request called Receiving Transaction Processor is automatically generated.
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Returning Goods
In order to return goods, you must be logged in as PO Receiver. Open Returns by first expanding Receiving and then selecting Returns. If prompted, choose ML from the list of Organizations. F or departments using the Inventory module, refer to the Inventory u ser guide f or instructio ns on the return of inventory items. You will be prompted to search for the relevant Purchase Order for the goods you have received.
Type in the purchase order number, as shown above, or as much information as you know, and click on the [Find] button. Do n ot click on Find without entering any search criteria.
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Scroll along so the parent Qty column is in vie w and enter the Quantit ies to be returned in the space provided in the Quantity Column on t he left of the screen. You will also need to e nter Supplie r in the Re turn to col umn before you can move down to the next line on a multiple line order. Save your changes by clicking on the Save button on the Toolbar.
Please not e that upo n saving r eturn transactions a concurrent r equest ca lled Receiving Transaction Processor is automatically generated.
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Navigate to the PO Summary screen. Enter the PO number in the Number field. Click on [FIND] to open the Purchase Orders Header window. Click on the [OPEN] button to open the PO.
You can now change any of the details on the order except the account information. Remember to save any changes you make and then resub mit the order for approval in the usual way.
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Ensure that the Unreserve button h as been ch ecked (see example). Do NOT TICK the Use GL override or Use Document GL date to Unreserve boxes.
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Click [OK]. The standard Purchase Order entry window is displayed and the Purchase Order status has now changed to Requires Re-approval.
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You must be very careful when amendi ng information on previo usly approved Orders. If it is not done correctly, you are likely t o end up with incorrect commitment figures on your accounts. If you are unsure please check wit h the FIS Helpdesk or the Purcha sing Module Leader for further guidance on this issue . Y ou should also contact the FIS Helpdesk for guidance if the change relates to the account codes. When making any changes, remember to save to commit the changes. Upon saving the Order for the fir message is displayed: st time, after making a change, t he followin g
Click [OK]. The Rev Field next to the Purchase Order number field will populated with the revision number (e.g. 1 - if this is the f irst time the document has been revised).
Even if you make several change s the Rev field will re main at 1 while the document has the st atus of Requires Reapproval . If the Order was subsequently re-approved and then unreserved again to make a further change then the Rev will be updated to 2 upon saving for the first time.
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Once you h ave made t he necessar y changes the Order should be resubmitted for approval as usual.
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If you do n ot save the changes in the Shipments window the change will not filter through to t he Distributi ons window and you will have diff erent VAT codes in th e Shipments and Distrib utions wind ows, which is incorrect. The VAT code must always be the same in both Shipments and Distributions. If you forget to save yo ur changes in the Shipments screen, go to the Distribution s screen and save the Distributions window to e nsure that t he changes made in th e Shipments window filter through to the Distributions window.
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The Approver will not be able to approve the order until the GL date in the distribution window is changed for each distribution line to that of the current open period. In such cases the Approver will have to return the order to the preparer to have the GL date in the Distributions window changed to a date in the current open period. The order will then have to be resubmitted for approval. Where the lines are charged to grant/project accounts, please ensure that the expenditure item date is also amended to the same date. To return th e order to the preparer, the approver will need to click on the Send Back too Preparer button at the top of the page. The Order will now have a status of Rejected.
Alternatively the Purchase order can be opened by the Ap prover, by clicking on the Grey Icon, underneath Reference s, and the approver may go into through t he Purchase order screens and amend the distribution dates themselves to a date in the current period. The ap prover should save any changes bef ore closing the Purchase
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order down and return ing to the window shown above. Clicking o Reserving again button will then approve the order. To Change the GL dates
n the Try
Open the Purchase Order (either by the method stated in th e last parag raph for approvers or by locatin g the reje cted PO in th e PO summary screen for nonapprovers and clicking Open) Click Shipments, followed by Distributions to take you to th e Distributions window and change the GL date for each distribution line to a date in the current open period. Save after changing the date and then resubmit the order for approval in the usual way.
NOTE: Ensuring that all Purchase Orders raised in the month are approved in the same month they are raised avoids this. An Order which has been submitted for Approval but has not yet been approved will have a status of In Process.
Checking for Purchase Orders that are Awaiting Approval (i.e., PO status of In Process)
In the Navigator Window , expand Purchase Orders and open Purchase Order Summary. Click on the blue Status tab.
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Place cursor in the Order Approval field and click on the down arrow right of this field. Select In Process from the list. Now click on the blue Date Ranges tab.
to the
Enter the start and end date ranges in the Order fields. If you want to search on orders you have created, enter you r name in th e Buyer field or choose it from the List of Values. If you want to search on all orders raised in period then leave the Buyer field blank. your depart ment for th e selected
NOTE: Purchasing uses a hier archy system and therefore you can only view Orders created by other people in your department who hold the same position as you or are below you in the hierarchy. There fore if you a re a PO Bu yer you will only be able to see Orders raised by other Buyers in your department. If you are a PO Approver you will be able to s ee Orders raised b y other Approvers and also Buyers within your department. Click on [Find] to bring up a list of orders which match the search criteria. Place the cursor on the line of each order and Select View Action Hi story from the Inquire menu to bri ng up details of a person to who m the order h as been submitted for Approval.
Contact the Approver to request that the order is approved before month end. If the perso n to whom t he order was sent is un available to approve the order before the month end then it is possible f or another PO Approver within the de partment to re-direct the order to the mselves so that they ca n approve t he order. (F ull details o n how to do this can be found in the section Changing Purchase Order Approver). If the order is not requ ired it should be cancelled. Remember to als o check the cancel requisition box when cancelling orders.
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If you are unsure whether you should take a control action against an order or orde r line, you should always check with the FIS helpdesk before taking action as some of the control actions cannot be reversed.
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How to take a Control Action against a Purchase Order or a Purchase Order Line
Before takin g any contr ol action ag ainst a Pur chase Order or Purchase Order line you must review the Purchase Order to see if any goods ha ve been received and/or billed again st the Purchase Order. This will assist in deci ding whether to take the control a ction against th e whole ord er or ju st specific line s on the ord er. It is very important you check t his information before taking an y control actions. This information can be r eviewed in the shipm ents scre en by taking the following navigation: In the Navig ator window, expand Purchase Orders and o pen Purchase Order Summary. Enter the Purchase Order number in the Number field.
Select the Shipments radio button which is located in the Results section which is in bottom right hand side of the window above the Find button. Click on Find. The Purchase Order Shipments window will be displaye d and you can scroll across the screen to see the quantity received and/or billed against the line(s) on the order. Close the Shipments window.
The procedure for taking the various control options is very similar: Enter the number of th e Purchase Order that you wish to take the con trol action against in the Number field in the Purchase Order summary screen. NOTE: If you wish to ta ke a control action against a p articular Purcha se Order line(s) rather than the whole Purcha se Order, you need to be in the lin es region. (Select the Lines radio button rather than the Headers radio button in the Results section of the PO Summary screen). By default the Header radio button will be selected.
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Click on [Find] to bring up the Purchase Order(s) matching the search criteria.
If you are i n the lines region ensu re your cursor is on the correct lin proceeding further.
e before
From the menu at the top of the window, select Tools > Control to display the list of control o ptions. The list of availa ble options will depend on the statu s of the order and also whether you are in the Headers or Lines window.
Place the cursor on th e option req uired. Put a reason for taking the control action in the Reasons Field. Press [OK]. Follow the screen prompts to invoke the required control action. status of the Purchase Order
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The above example of the notification was taken from the Notifications screen in the core purchasing module.
The following fields and checkbox should remain blank and/or do not contain any values when cancelling a PO. We are not using this functionality at present. The following are not in use: Use Document GL Date to Unreserve (do not check this box); E-Mail check box (do not check this box) E-Mail address field (should be blank) Fax checkbox (do not check this box) Fax Number field (should be blank) The checkbox may be ticked and/or a value may default depending on the supplier set up and the checkbox should be unchecked and data deleted before proceeding with the cancellation process.
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You will note that the latest version of Oracle now includes a checkbox entitled Use Document GL Date to Unreserve, please DO NOT check this box.
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Enter a Purchase Order number in the Number field or use the selection criteria to find the required Purchase Order. Click on the [Find] button. Inquire from the menu at the top of the window.
Select
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Information about the invoice that was matched to the Purchase Ord er will be displayed.
The Invoice s window will provide d etails of the invoice(s) matched to the Purchase Order whic h will inclu de the invoice number, batch name, amount, the date the invoice was paid and the cheque number. The screen will automatically displa y the in voice details for the first invoice listed i n the invoice details section. To view the st atus of the other invoices, please click o n the relevant invoice line and the details relating to the invoice will be displayed. In cases w here the Purchase Order has be en matched to multiple invoices th e Invoices window will display the first five invoices matched to the Purchase Order. If the Purchase Order has been matched to more than five invoices, scr oll down th e page using the scroll ba r on the left hand side of the invoice details se ction to view the details of the other invoices. This inform ation can also Distributions windows. be accessed from the Lines, Shipments and
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Using Attachments
Using an attachment enables text messages to be added to Purchases Orders that will then be printed out on the Purchase Order. Attachments can only be added when you are a ctually in the Purchase Order Entry window.
Put the cursor in Description field on the lines of the Purchase Order. You must have saved the order first before creating the attachment. Click on the Paperclip icon on the toolbar, indicated above. If you ha ve not saved th e order you will get a re minder message asking whether you want to save record.
In
Click on the Category field and select the List of Values. Select To Supplier from the List of Values. the Description field, type in a meaningful description that will then enable you to locate the attachment should you wish to use the attachment on another Purchase Order. the Data Type field, select Long Text from the List of Values. Move the cursor to the b lank area (this is a fre e text area) and type the message required. Click on the Save - icon, when your text entry is complete.
In
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If you re query the Purchase Order after filli ng in the remaining Ship ments and Distribution screens the Paper clip icon will now indicate there is an attachment, when putting your cursor on the line, (see below).
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Enter the se arch criteria information, e.g. Short Text in the Data Type field, To Supplier in the Category field or enter description of at tachment (if known). Click on [FIND] to display all attachments which match the search criteria.
If you are n ot sure whe ther the att achment you wish to re use is the correct one, select [Preview] to view the attachment before attaching it to the Purchase Order. Click on [OK] to return to the Find window. To attach the attachment select [Attach 1]. You may edit the attachment. Make sure you amend the name in the Description field if you edit the text to ensure the attachment is saved with the revisions under a different name. Save the attachment is now attached to the new Purchase Order.
Deleting Attachments
Navigate to the Purchase Order Summary window. Enter the relevant Purchase Order number in Number field and click on [Find]. Click on the [Open] button to open the Standard Purchase Order Entry window. Place the cursor on the Description field in the Lines region of the order and open up th e attachments window by clicking on the Paperclip icon on the toolbar. The attachments window will open. on Edit and select the option Delete , the following message appears:
Click
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To delete t he attachment, click o n the [ Attachment] button. DO NOT sele ct [Document and Attachment] otherwise the whole PO will be deleted. Save. Close the Attachments window to return to t window. he Purchase Order Lines entry
If you re-query the order you notice will that the attachment has disappeared.
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If you are c onfused by any of the ja rgon used by Oracle, eit her on the Help pages or in the Oracle Financia ls applicat ion itself, try lo oking for th e word in t he Glossary (Type Glossary into the Search box and select the top option of the results) . Note: This Glossary does not provide details o f the differe nces betwe en American and English Accountancy terms, and is not a fully comprehensive list. Appendix II - The Toolbar Folder Find Close Form Copy Translations Field
Clear Record
Edit
Tools
Cut
Paste
Delete
Zoom
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Show Navigator... --open the Navigator window. Zoom --invoke a custom-defined Zoom. Save --save any pending changes in the current form. Print... --print the current screen or in special cases, display a list of reports to print. Clear Record Erases the current record from the window. Find... opens the Find window to retrieve records. New--creates a new record in the current form. Cut, Copy & Pasteperforms in the same way as the Windows options of the same name. Next Step--Updates the Process workflow in the Navigator by advancing to the next step in the process.
Delete - delete the current record from the database. Folder Tools --open the Folder tool palette. Translations... --open the Translations window. Attachments... --open the Attachments window to update or view the current attachment or add a new attachment.
Or No Attachments --open the Attachments window to create a new attachment. Edit Field... --open the Editor window for the current field. Window Help--open help for the current window. Switch Responsibility... --display the Responsibilities window only displayed when the Navigator window is active. Close Form Closes all windows of the current form.
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Function 5 Function 6 Function 7 Function 8 Function 9 Insert Record List of Values (Pick List) Next Block Next Field Next Primary Key Next record Next Set of Records Paste Previous Block Previous Field Previous Record Print Return Scroll Down Scroll Up Show Keyboard Shortcuts Up Update Record
Shift & Ctrl & F5 Shift & Ctrl & F6 Shift & Ctrl & F7 Shift & Ctrl & F8 Shift & Ctrl & F9 Ctrl & Down Ctrl & L Shift & PageDown Tab Shift & F7 Down Shift & F8 Ctrl & V Shift & PageUp Shift & Tab Up Ctrl & P Return PageDown PageUp Ctrl & K Up Ctrl & U
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