Opening A Batch: Screen 30 is used to
open a batch. A batch must be opened anytime that a purchase requisition
is created or changed where the funds will be affected. To open a batch,
proceed to Screen 30 and enter the following information on the screen:
Session Reference: Department abbreviation,
i.e., PROC, HIST.
Session Status: "O" (for Open).
Description: "PR PROCESSING."
Press RETURN
Screen 250, Header Maintenance: Screen
250 is used to obtain a purchase requisition number, indicate the accounts
to be charged and other general data about the purchase. To complete
the header data, proceed to Screen 250 and enter the following information
on the screen:
PR: Enter R0 (R zero). Press RETURN
Req Type: Enter the type
of purchase requisition being created. Press the PF2 key to the determine
the types of purchase requisitions that may be created.
Ref No: Only required if the purchase
requisition is a change order (CH) or a confirming order (CO) type of purchase
requisition.
Buyer/Phone: Enter
the code for the buyer and phone number. Use PF2 to determine correct entry.
Account No.: Enter the 10 digit
account number. Pct: You must either specify a percentage or an
amount but not both. When using multiple accounts at least one account
must be assigned a percentage. The sum of the percentages must equal 100.
Amount:
You must either specify a percentage or an amount but not both. When using
multiple accounts at least one account must be assigned a percentage. The
sum of the percentages must equal 100.
Auth ID 1: Enter the authorized
ID code. May be obtained on Screen 6.
Contact: Enter
the name of the requester.
Press RETURN.
Screen 251, Header - Shipping and Text: This
screen is used to add or change shipping and delivery information or text
(messages, notes or instructions concerning the order). Enter the following
information on the screen:
Deliver To Addr: Enter your
six (6) digit account number.
Suggested Vendor: Enter the suggested
vendor's name and address. Provide any other special instructions message
for the purchasing office.
Press RETURN
Screen 254, Line Item Create/Modify: Use this
screen to add a detail line to a requisition, to view or modify line item
data, or to drop or delete a line. Detail lines itemize the goods
and services being ordered or provide text to appear on the document.
Enter the following information on the screen:
Quantity: Enter quantity required.
Decimal point must be placed after whole numbers, i.e., 1., 10., etc.
UOM: Must be one listed in the data
base. Use PF2 to determine valid UOMs.
Unit Price: Enter unit price. Decimal
point has to be placed after whole numbers, i.e., 1., 10., etc.
Description: Enter description of
item being ordered.
Tax Code: If this is an item that
requires the payment of sales tax, enter "LT." Sales tax is not required
on labor.
More Lines (Y/N): If more than one
item is being ordered enter "Y" otherwise enter "N."
Press RETURN
Screen 256, Requisition Trailer: Use this screen
to add the trailer to a requisition after all information has been entered
on the header and lines. Adding a trailer completes the document:
generates totals, completes account distributions (if accounts are on the
header), creates encumbrances and prepares the document for approval and
printing.
If a Batch was previously opened, press RETURN.
If the account(s) charged has sufficient funds available, the system will respond
"Document Has Been Accepted." If the account(s) charged do not have
sufficient funds, the system will highlight which account is lacking
funds and it will be necessary for the department head to transfer
funds before the requisition can be completed. See How
To Transfer Funds above to determine how to transfer funds or
contact the budget office if the account is an unbudgeted account.
After transferring funds return to Screen 256 and press
RETURN.
Caution: The document will not be accepted if
there is insufficient funds in the account to cover the expenditure. Therefore,
do not expect the purchase requisition to be transferred to the purchasing
office before the "Document Has Been Accepted."
Closing A Batch: Screen 30 is used to close
a batch. A batch must be closed before signing off of the system. To close
a batch, proceed to Screen 30 and enter the following information on the
screen:
Session Status: "C" (for Close).
Press RETURN
