Financial Services Division Finance One FSD Manual Purchasing

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1 Financial Services Division Finance One FSD Manual Purchasing Last modified 20 February 2015

2 Finance One Purchasing User Manual Table of Contents PU1 Purchase Requisitions... 1 PU1.1 Create a Standard Requisition... 1 PU1.1a Create a My Requisition Order - Quick Order/MarketSite Roundtrip/Catalogue 15 PU1.2 Modify a Requisition PU1.3 Delete a Purchase Requisition PU1.4 Release and Print an Approved Requisition PU1.5 Creating a Requisition Template PU2 Purchase Orders & Delivery Processing PU2.1 Amend Purchase Order PU2.2 Cancel Purchase Order PU2.3 Receive Goods PU2.4 Cancel the Receipt of Goods PU4 Enquiries PU4.1 Purchase Requisition Enquiry PU4.2 Purchase Order Detail Enquiry PU4.3 Purchase Order History Enquiry PU4.4 Other Purchase Order Enquiries PU4.5 User Information PU4.6 Commitments EIE Enquiry PU6 Workflow PU6.0 Workflow overview PU6.1 Approval of a Requisition, Purchase Order Amendment or Receipt PU6.2 Releasing and Printing Approved Requisitions/Order Amendments PU6.3 Maintaining Workflow Items PU6.4 Delegations PU6.5 Workflow Item Report June 2015 ii

3 Purchasing Purchase Requisitions PU1 PURCHASE REQUISITIONS There are three methods of creating a Requisition: 1. Creating a Standard Requisition (PU1.1), 2. Creating a My Requisition (PU1.1a), this includes Quick Orders and MarketSite (Roundtrip and Catalogue), 3. Creating a Requisition from a Template (PU1.5). PU1.1 Create a Standard Requisition This option is used for entering a single or multiple line requisition into Finance One where the goods/services and price etc are to be manually entered into the Requisition and not selected from a Catalogue or Roundtrip supplier (My Requisition option) e.g. Non-Defined, Assets and more complex orders. Important No requisitions should be entered against a sundry supplier account as these cannot be matched at the invoice matching stage. Requisitions should not be created when the order is to be paid by using a University Purchasing Card as there is no link between the purchase card module and the purchasing system. A requisition can be created and saved, then everyone with permission to modify the requisition can enter the suspended requisition and add additional items. Once the requisition is complete, it can be Approved (requisition is turned into Purchase Order at this point) and sent to supplier. This is particularly useful for bulk purchases where the Departmental Administrator can start the order on a Monday, then Departmental staff enter their purchases during the week, then the Administrator completes/approves the order on a Friday and sends it to the supplier. When goods are ordered, always ask whether freight (or other additional charges) is included in the price of the goods. If they are not, then a separate line should be added on the order for these additional charges and appropriate value entered. These additional charges also need to be receipted into the system with the goods at time of receipting. Once a purchase requisition has been approved, the sub location cannot be altered. No requisition should be coded to internal expense codes (dissection codes beginning with a 7) If an account number is selected where the user does not have access, the user will not be able to save, approve the requisition or send the requisition for approval to someone else. If the user is regularly raising purchase orders for 23 June 2015 PU1 1

4 Purchasing Purchase Requisitions other locations, security access should be arranged for those locations via FN1 Helpdesk. Mandatory fields that must be entered are: Supplier Account, Description, Quantity, Unit Price and Account Code. There are several fields with system defaults including: Sub Location, Default Due Date, Currency, Line Type, Service, GST, Order Unit Name and Delivery Point. Menu path Log in as an OU Purchasing Officer Click on the Requisitions tab or Purchasing Officer Dashboard Create Std Requisition. Input screen Data Entry Instructions Requisition Header 1. From the New Requisition window (blue panel on the left of the screen) click on Blank AP Supplier Req. 2. Ensure that the purchase location (this should always be 10 for the University of Otago) and purchase sub location (this defaults to your cost centre and is used for the delivery address/account code options) are correct. These are located at the top of the screen in the boxes Location/Sub Location. The values default from your user ID. To permanently amend these defaults, contact the Finance One Help Desk. 3. The ledger will default to PC (payables creditors). This can not be changed. 23 June 2015 PU1 2

5 Purchasing Purchase Requisitions 4. Select the Supplier Account number. These are the same numbers as used for the Accounts Payable suppliers. This can either be entered or the creditor can be selected from the pick list. Do not select any of the sundry supplier accounts. 5. Supplier Name: This field will automatically populate with the supplier name as entered in the supplier master records when the Supplier Account Number is selected. 6. Comments: This is where you can supply comments for the supplier - these will appear on the purchase order. These do not appear in the general ledger narration fields but can be viewed from the GL by clicking on the purchase order link. The first three line of details will appear on the Purchase Order. 7. Confirmation only: choose from STD = Standard order (where the order is yet to be given to the supplier this is the system default) or CON = Confirmation only (where the buyer does not require their order to be sent to the supplier e.g. orders on EDI suppliers for Oligos, Primers, Supply Centre and Service orders see #44 for more details on EDI). 8. Override Supplier Address: Choose from Y(yes) or N(no) system default. 9. Override Address: If the override supplier address is Y then use these four fields to enter an alternative supplier address. This relates to the suppliers address appearing on the Purchase Order. 10. Default Due Date: The Date Required field on the Purchase Order is now a mandatory field and will be displayed on all Purchase Orders to Suppliers. This gives buyers the ability to advise suppliers when their goods are required to be delivered, and means suppliers can advise of any delivery issues that may occur. This also means the buyer can better manage their current and overdue orders either by enquiring on order due date or by using the system alerts. The Default Due Date in the Requisition Header will show by default, the date in 7 days time (i.e. today + 7) if no other date is selected, then this is the date that will appear on your order as the Required Date. To select an alternative Date Required for your order you can: 1. use the Default Due Date calendar to select a date or 2. click in the Default Due Date field and enter t+2 for example, which means today plus 2 days. By tabbing to another field the date will appear. If you enter Requisition Line details prior to entering a Default Due Date you will need to click on Apply to Lines. Alternatively each line can have its own Due Date which can be selected from the Line Due Date field. If you are creating an order for goods or services with a long lead time then you should set your Default Due Date to the last expected delivery date as the system will use this date to generate Overdue Order alerts. 23 June 2015 PU1 3

6 Purchasing Purchase Requisitions 11. Reference: A reference such as suppliers quote number or contact person (if provided by the supplier) may be entered in this field. The first 28 characters will print on the purchase order. 12. Currency: This defaults to the currency set on the supplier record. Suppliers can only transact and be paid in one currency so this field should never be altered. 13. Foreign Currency Suppliers: if the supplier is set up as a foreign currency supplier, 3 additional exchange rate fields will appear. Exchange Rate Table: This should always be SPOTAP (being the daily exchange rates applicable to creditor invoices) and should never be amended. Exchange Rate Date: This should be the date of the purchase order e.g. today s date. Once an invoice is matched against the purchase order, this date will be overwritten by the actual invoice date and the NZD equivalent amount will be re-calculated. Exchange Rate: This will show the exchange rate used for the purchase order. Requisition Lines 14. Line type: This would normally be Non Stock or Asset. Non Stock is the system default. Choose from either: 23 June 2015 PU1 4

7 Purchasing Purchase Requisitions Non Stock: This is for all items purchased that should not get entered against an inventory system or an Asset. This is the Default. Asset: This is chosen when the purchase is to be entered into the Finance One Asset register. See the Assets User Manual for further details. Catalogue: This should only be used in conjunction with the Inventory module. 15. Identifier Name: This field is only used if the item to be purchased is an Asset. If it is an asset the default should be 10Assets if not select from the available picklist. 16. Identifier Nbr: This field is only used if the item to be purchased is a stock item. Leave blank. 17. Description: If the Line Type is Non Stock or an Asset, the name of the product purchased is entered here. This will show on the purchase order. If the Line Type selected was Catalogue (i.e.the item is a Stock/Inventory item), then the name of that stock item is pre-populated into this field. Whatever is entered here appears in the General Ledger in narrative line 1. Maximum 40 characters. To enter an extended description you can use the Line Comment and/or Additional Line Text. 18. Requested For: This field can be used to identify who the goods are to be purchased for within the department. This does not appear on the order that is sent to the supplier. 19. Service: Choose from either G = Goods (where both units and unit cost are entered) or S = Service (where only a value is entered). G is the default. 20. GST Code: Choose the correct GST code from the drop down list. This field defaults to C being GST at the current rate of 15%. If any other GST code is chosen, please check the detailed GST rules on the University web site to ensure that the rate chosen is correct. Generally the following rules apply: Rate Code C = 15% GST Rate Code NA = 0% GST Rate Code G = 100% GST Rate Code Z = 0% GST All purchases of goods and services from NZ entities provided a valid GST invoice is held Purchases of goods and services from overseas entities. Purchases of goods and services from NZ entities where no valid GST invoice is held. Mileage reimbursements to staff Expense reimbursements to study participants / staff based on a standard formula where no valid GST invoice is held. Used for invoices for customs duty. Note the account code used must be the University GST code 10.BS.C This does not apply to purchases of goods and services. 23 June 2015 PU1 5

8 Purchasing Purchase Requisitions Rate Code E = 0% GST Purchases of goods and services for exempt activities (University flats and Toroa house). Salaries and Wages, Bank fees, Interest charges etc. Rate Code Hall = 9.75% GST This does not apply to purchases of goods and services 21. Order Quantity: If the order is for goods, enter the quantity of goods to be purchased. 22. Order Unit Name: Input the unit of purchase (The default is ONLY) e.g. each, litres, kgs, pkts. This will print on the Purchase order. There is also a table of Unit Names that you can select from the pick list. 23. Order Unit Amt Ex: If goods are being purchased enter the cost of each unit (GST exclusive). If the item to be purchased is an inventory item, this will default to the last cost of each item as entered in Finance One Inventory System. If you would like to enter this as GST inclusive change the GST button under the Settings tab. 24. Order Amt Ex: If Goods or Stock items have been selected, this field is automatically calculated by using the number of units purchased multiplied by the cost of each unit. If Services have been selected, then the value of the service (GST exclusive) should be entered here. 25. Line Due Date: This defaults from the Default Due Date calculated in the header and will appear on the purchase order. If a different date is selected/entered in this field, this will appear on the purchase order as Date Required dd/mm/yyyy. 26. Asset Book: If an asset is purchased, enter 1 in this field, as the University only has one asset book. 27. Asset Template: If an asset is being purchased, the appropriate template (based on asset class) should be selected from the drop down list 28. Template Description: If an asset is being purchased this will be populated with the description of the asset template. 29. Delivery Point Type: This will default to your delivery point type. This cannot be changed. 30. Delivery Point Name: Enter the delivery point for the goods. The default delivery point is the usual delivery point for the cost centre. A pick list of other possible delivery points in the cost centre is available to choose from. To add a delivery point to the list contact the Finance One Help Desk. 31. Ledger Code: This is the ledger chart the invoice charges are to be coded to. Choose from either GL (General Ledger) or PL (Projects Ledger). 32. Account Number: Enter (or choose from the pick list) the account code where the invoice charges should be posted. If the same code is to be 23 June 2015 PU1 6

9 Purchasing Purchase Requisitions repeated on additional lines, ensure that the check box at the bottom of the screen Default Accounts from previous line is ticked then tab through the fields to the next line and the account code will repeat. If an account number is selected that the user does not have access to, the user will not be able to approve the requisition. It should be submitted for approval to a person who does have access to those codes. The pick list can assist with identifying the appropriate codes for selection. 33. Dissect to Multiple Accounts: By clicking on the link Dissect to Multiple Accounts, goods or services can be dissected to multiple account codes if required. If an order is made for say 10 widgets and every widget is to be charged to a separate account code, then you must enter 10 lines (one for each account code) under Requisition Dissections. The order printed for the supplier will be summarised and will read as 10 widgets. 34. Analysis Code: This is an additional free form field where cost centres can input additional information against a transaction for their own reporting purposes (not mandatory and not printed on order). 35. Employee ID: This field is a free form text field and is not mandatory and is for cost centres to record the staff member to whom the transaction relates for their own reporting purposes. 36. Order Dissection Variance: If the purchase has been dissected to multiple account codes, this field shows the variance between the original invoice amount and the total of the dissections. 37. Line ID: This indicates the number of the line on the order. 38. Supplier Product Nbr: This can be added the list of columns via Options, Customise columns. It could be used to add the supplier part number and this will appear on the purchase order (maximum of 16 characters). Subsequent Lines on a requisition 39. If the requisition is for more than one item, additional lines may be added. 40. Default Accounts from previous line This system default setting means it will automatically repeat the account code from the line above as additional lines are added to the requisition. To deselect this option uncheck the option Default Accounts from previous line at the bottom left corner of the requisition lines grid. 23 June 2015 PU1 7

10 Purchasing Purchase Requisitions Actions to Perform Once all relevant details have been completed one of the following Actions to Perform should be selected. To progress the requisition to an approved purchase order the option Approve would normally be selected. Printing an Unapproved Requisition 41. Tick the box Print Requisition on Save. This will allow a draft of the unapproved requisition to be printed. Choose Save and the draft requisition will be available for printing (see below 45 - Document Transmission for more details). Please note this is not the final purchase order and should not be sent to the supplier this should only be used for checking of the order details prior to approval. Save requisition 42. Save: This action saves the requisition and closes the window assuming that the requisition is incomplete and more information is required. Other people can open incomplete suspended requisitions and amend them if required. Saved requisitions can be retrieved up until the point they have been Approved (at which point they become an order). To retrieve a saved requisition go to the Requisitions tab, click Retrieve using appropriate search criteria if necessary and click on the Requisition Number displayed. Submit for Approval 43. Submit for Approval: This action is used when the creator of the requisition elects to submit the requisition to another staff member for approval this would normally be used when the user does not have sufficient financial authorisation to approve the order. See section 6 for details regarding Workflow. On clicking Submit for Approval the user is presented with the Submit for Approval workflow window : 23 June 2015 PU1 8

11 Purchasing Purchase Requisitions Assign next user: Your default Approver should automatically appear here. The user can select another Approver if necessary from the picklist. Comments: Add a suitable comment. This will appear in the to the approver. The user should then click OK and the requisition will then be submitted to the Approvers Workflow Inbox, and the Approver will be notified by e- mail. 44. Once Approved - If the Purchase Requisition is approved via a Delegated Approval Authority (other than the originator), Finance One will take the following action based on the Supplier type: - If the supplier is a MarketSite Roundtrip or Catalogue supplier and is identified as an EDI Supplier (Electronic Data Interchange), the PO will be automatically dispatched to the supplier. The buyer will receive an notification that the order has been approved and dispatched (via workflow). - If the supplier is not a MarketSite supplier or the order is identified as a confirmation order, the Purchase Order will be held and the buyer will receive an via workflow to release (dispatch) the Purchase order to the Supplier via Orders Release & Print - Purchase Process PU1.4 Approve and EDI Order Dispatch 45. If you have authority to approve the order (i.e. the PO value is within your spending authority) choose Approve. This action will accept the requisition, convert it into a purchase order and do one of the following: EDI Supplier - If the supplier is a MarketSite Roundtrip or Catalogue supplier and is identified as an EDI (Electronic Data Interchange) supplier then the PO will automatically be dispatched to the supplier via EDI. The buyer will receive advice via a notification that the order has been transmitted to the supplier and will display the order number. Non EDI Supplier - If the supplier is not managed via EDI (i.e. not a MarketSite Roundtrip or Catalogue supplier), the buyer will be presented with the Document Transmission window to select the appropriate method of order dispatch. If the user does not have sufficient authorisation to create the order the user is presented with the Submit for Approval workflow window see 43 - Submit for Approval for details. 23 June 2015 PU1 9

12 Purchasing Purchase Requisitions Document Transmission 46. Document Transmission: If Approve has been selected the user will be presented with the Document Transmission window which is used to determine how the order should be transmitted to the supplier. The following options are available: Print Select if you the purchase order is able to be printed to a Finance One printer near you. Check first if this option is available to you. If is selected the suppliers address will appear automatically if this has been set up as part of the supplier profile. If there is not a specific supplier address for sending purchase orders to the system default address is It is recommended that the user overwrites this address as necessary. The system also provides the ability to CC an address as well as entering Subject and Message details and including any attachments that were added to the order. Window Selecting Window will generate a PDF version of the order the user will be notified of this via a toast pop-up that will appear in the bottom right hand corner of the screen when the pdf is ready. If this notification is missed it can be viewed from Announcements. One or multiple selections can be made. Fax and Export are currently not available and should not be selected. Click on OK to generate/print/send the purchase order. 23 June 2015 PU1 10

13 Purchasing Purchase Requisitions NOTE It is the buyers responsibility to ensure the supplier is sent a copy of the Purchase Order via one of the above methods. 47. The system will generate a message advising the user of the system generated order number. This starts with a 10 to indicate that it is a University of Otago Finance One order. The second 2 characters are the cost centre of the Department creating the order. The last 5 characters are the unique identifiers of the order number. This number is distinct from the market site order number which uses the cost centre as the first 2 characters then has a 5 digit order number. 48. Once Approved, the requisition becomes an approved purchase order. The purchase order can now be given to the supplier. Note that if is selected as the transmission method the address shown in the document transmission window is where the purchase order will be ed to please ensure this is correct. 49. If you print the requisition and there is an error on printing e.g. printer jams the paper, the requisition will have turned into an order and you can re-print it by clicking on the Orders tab and use Re-print Order under Actions to Perform. 23 June 2015 PU1 11

14 Purchasing Purchase Requisitions Other Options Line Detail 50. This option is used as another way to enter/view the item details. Items purchased can either be entered via the Requisition Lines or via this Line Detail option. All data entry fields are the same in both (with the exception of Additional Text & Comments which is available via the Lines Details), they are just arranged in a different order. 23 June 2015 PU1 12

15 Purchasing Purchase Requisitions Additional Line Text and Comments 51. Description: Description line defaults to the description entered on the requisition field under Requisition Lines. This may be altered if required. (40 characters) 52. Line Comment: Additional internal line comments can be entered, but will not be displayed on the order. 53. Additional Line Text: All lines entered here are printed on the purchase order. This is an additional area where extra information can be added about the items requested (Approx 60 characters per line, unlimited lines). Settings 54. Requisition Date: This defaults to today s date and shows the date the requisition was initiated. This may be altered if required. 55. Processing Group: This will default to the current years processing group and can not be altered. 56. Authorisation Code: This defaults to the authorisation code of the person who created the order. 57. Requisition Type: This defaults to Standard as the majority of orders will be standard orders. Other types of orders are: Blanket (which is an order which covers all orders of the item up to a specified total amount, within a certain time frame). As each item is delivered and receipted, a backorder is created for the remaining items. Standing requisition (this is for regular orders of the same goods or services). On choosing approve, release and print, the requisition is converted into an order, but instead of the requisition being deleted, it stays as a requisition so many orders can therefore be created from the same requisition. 23 June 2015 PU1 13

16 Purchasing Purchase Requisitions 58. Amounts are GST inclusive / exclusive: The system default setting is GST exclusive. Select whether the invoice amounts are to be entered in the coding grid as GST inclusive (GST is automatically deducted from the invoice lines) or GST exclusive (GST is added to the invoice lines). 59. Consolidate, Posting, RFQ Number, Quotation Number and Order Printed should not be used. Supplier Address 60. Supplier Address: Choose the appropriate supplier address where the purchase order should be sent (by default the system will display the suppliers accounts receivable address - this may be different from the supplier address where purchase orders should be sent). A drop down list of available addresses for each supplier is available to choose from. To add a supplier address contact the Accounts Section of Financial Services. The address prints on the Purchase Order. Attachments 61. A scanned image or other electronic document (e.g. pdf, word doc, excel spreadsheet etc) may be attached to a purchase order e.g. supporting documentation like artwork or quotes. This can be used for future reference purposes, and can also be added to the order when it is ed to the supplier via see 45 Document Transmission. To attach a file click on the first icon on the right hand panel and select the appropriate file from your file directory. Errors 62. A message like Line dissection is invalid means that the user does not have access to the ledger codes used on the purchase requisition. Users cannot raise a purchase order using codes they do not have access to. 63. If the date on which the original requisition was created has been passed and you are converting it into a purchase order you may get the following message, asking if you would like the requisition date to be updated to todays date and adjust all due dates on the requisition accordingly. In most cases, select Yes. 23 June 2015 PU1 14

17 Purchasing Purchase Requisitions PU1.1a Create a My Requisition Order This option is used for the purpose of purchasing of goods via 2 methods: Quick Orders (non-defind/special request type orders). Roundtrip and Catalogue suppliers (from the integrated version of MarketSite) My Requisitions allows for the requisition of multiple line items from multiple suppliers. My Requisitions allows the user to manage their orders from one central place orders can be created, amended, receipted, cancelled, enquired on and re-printed. Menu path Log in as an OU Purchasing Officer Click on the My Requisitions tab or Dashboard Create Quick/Roundtrip Order. Data Entry Instructions From the My Requisitions Enquiry screen click on Create a New Order from the Actions to Perform panel. This will open the Create Requisition Product Selection screen where the buyer can either enter a Quick Order or access MarketSite via Web Suppliers. 23 June 2015 PU1 15

18 Purchasing Purchase Requisitions Quick Order (Special Request/Undefined Product) 1. By default you will be taken directly into the Create Requisition entry screen. Alternatively you may need to click on undefined product to open up the entry screen. 2. Enter order information as required Mandatory Fields that must be completed are: Description Order Qty Supplier Account if unknown search using the icon Order Unit Amt Ex Ledger Code & Account 3. Once order information has been entered click on Continue to Shopping Cart To enter a specific Required Date, Reference, PO Header Comments or Attachments to your order open the Header Details by clicking on the Requisition under Requisition(s) to create, and Update. To dissect to multiple accounts select the line in the grid and click on Dissect to multiple accounts at the bottom of the screen. 4. Click on more products to continue adding items or click Finalise Requisition 5. Order Approval and Transmission to the Supplier 7.1. If the Purchase order has been raised against a Supplier that can also have goods purchased via a Roundtrip or Catalogue selection, a message will 23 June 2015 PU1 16

19 Purchasing Purchase Requisitions appear advising that your order has been released and providing the Purchase Order Number. (The Purchase Order has been automatically sent directly to the Supplier via Electronic Data Interchange (EDI) functionality) If the Purchase order has been raised against a Supplier that does not have goods purchased via a Roundtrip or Catalogue selection, a message will appear advising that your order has been approved, the Purchase Order Number will be displayed and it will provide advice that the order will require release via the Orders Release & Print function located in the Processing tab. Orders Release and Print 6. From the Processing Tab, Select the Orders Release and Print function 7. Check that your user name is located in the Create User Field value (to ensure that only your Purchase Orders are returned) and select Retrieve 23 June 2015 PU1 17

20 Purchasing Purchase Requisitions 8. Select the order(s) you wish to dispatch to the supplier(s) and click Release and Print Selected Orders If a Single Order is selected, the User will be presented with the Document Transmission Window. Select the appropriate order dispatch method, normally or Window (produces a PDF version of the Order) 10.2 If Multiple Orders are selected for Transmission, the User will be presented with the following message If the user selects YES, a Document Transmission window will be presented to allow the user to select the method of transmission option that will be applied to all selected orders: Print Fax Export Window EDI Will Print orders to the Users Default Finance One Printer Do Not Use Enter an address to send a PDF copy of the order(s) to Do not Use Will display a PDF copy of the order(s) on the Users Screen Do Not Use The normal default choice will normally be or Window If the User Selects NO, Each Purchase Orders will be transmitted using the default transmission setting for the supplier as detailed in the AP Chart. 23 June 2015 PU1 18

21 Purchasing Purchase Requisitions Roundtrip and Catalogue suppliers (from the integrated version of MarketSite) To access MarketSite and the Roundtrip and Catalogue suppliers: 1. Click on Web Suppliers and MarketSite (Conexa) 2. Select either Catalogue keyword search/advanced Search or Roundtrip supplier 3. Catalogue Search for products, enter quantity and click on Add to Shopping Cart 4. Roundtrip Search/select products from within suppliers roundtrip session and add to the suppliers shopping cart. Checkout/Return items to MarketSite Shopping Cart when ready. 5. When all items are ready in your MarketSite Shopping Cart, click Shopping Cart to view, and click Return Shopping Cart, which will place the items in your Requisition within Finance One. 6. Enter Account Code (Ledger Code, Account) and Delivery Point Type and Delivery Point Name if different from the default any other required order information. 23 June 2015 PU1 19

22 Purchasing Purchase Requisitions 7. Once order information has been entered click on Continue to Shopping Cart To enter a specific Required Date, Reference, Comments or Attachments to your order open the Header Details by clicking on the Requisition under Requisition(s) to create, and Update. To dissect to multiple accounts select the line in the grid by entering a tick in the box to the immediate left of the line and click on Dissect to multiple accounts at the bottom of the screen. 8. Click on more products to continue adding items or click Finalise Requisition 9. If the value of the Purchase Reqn is within your delegation, a message will appear advising that your order has been released and provides the Purchase Order Number. The message will advise if the order has been automatically despatched to the supplier. 23 June 2015 PU1 20

23 Purchasing Purchase Requisitions 10. If the value of the Purchase Requisition is in excess of your delegation, a message will appear advising that your PO has been suspended and has been automatically re-directed to your default approver for approval. 23 June 2015 PU1 21

24 Purchasing Purchase Requisitions PU1.2 Modify a Requisition This option is used for modifying a purchase requisition in Finance One. Only suspended requisitions can be modified. Once the requisition has been accepted, released and printed, it cannot be modified as a Requisition as it is now an order. Important A requisition can be created and saved, then, everyone with permission to modify the requisition can enter the suspended requisition and add additional items. Once the order is complete, it can be accepted, released and printed and sent to supplier. This is particularly useful for bulk purchases where the Departmental Administrator can start the order on a Monday, then Departmental staff enter their purchases during the week, then the Administrator closes the order on a Friday and sends it to the supplier. Once a requisition has been completed, it becomes an order. Any subsequent amendment to that order is an order amendment. Menu path Log in as an OU Purchasing Officer Click on the Requisition tab. Data Entry Instructions 1. For list of Suspended Requisitions use the Search Criteria Status = Suspended and click on Retrieve to retrieve a list of available requisitions (those that have not yet become approved orders). 23 June 2015 PU1 22

25 Purchasing Purchase Requisitions 2. Click on the arrow beside the requisition you wish to amend to highlight the line and click on Maintain Requisition from the Actions to Perform panel to the left of the screen (or click the Requisition Number). 3. Find the fields you wish to amend or add an additional line item to the requisition (see PU1.1 for instructions on each field). 4. Click on Save to save the requisition. 5. The other Actions to Perform are also available as above in PU1.1 (Submit for Approval, Approve Requisition, Approve, Release and Print & Delete) 23 June 2015 PU1 23

26 Purchasing Purchase Requisitions PU1.3 Delete a Purchase Requisition This option is used for deleting a previously saved purchase requisition within Finance One. Important A purchase order cannot be matched to a payment made via a purchasing card. If a requisition has been raised, then paid for via a purchasing card, then the original requisition should be deleted to remove it from the system. A reason for the cancellation should be entered as an audit trail. Subsequent enquiries can be performed on cancelled purchase orders If the requisition has not yet been saved, the delete option will not appear. Only previously saved requisitions can be deleted. Menu path Log in as an OU Purchasing Officer. Click on the Requisition tab. Input screen Data Entry Instructions 1. For list of Suspended Requisitions use the Search Criteria Status = Suspended and click on Retrieve to retrieve a list of available requisitions (those that have not yet become approved orders). 23 June 2015 PU1 24

27 Purchasing Purchase Requisitions 2. Click on the arrow beside the requisition you wish to amend to highlight the line and click on Maintain Requisition from the Actions to Perform panel to the left of the screen (or click the Requisition Number). 3. Select Delete from the Actions to Perform panel at the left of the screen. 4. Select Yes to confirm the deletion. 23 June 2015 PU1 25

28 Purchasing Purchase Requisitions PU1.4 Release and Print an Approved Requisition This option is used for releasing and printing an approved requisition and converting it into a Purchase Order. This process will be required when a requisition has been created and sent to an approver for approval (or for bulk printing of approved orders). The approver then approves the requisition but does not print it. This means that the initiator of the requisition must release and print the requisition to send to the supplier. Important Once a requisition has been approved, it cannot be altered however the purchase order can be amended if necessary. Once a requisition has been approved, the workflow tasks for that item are complete. Any additional task performed on that item cannot be done via workflow. Menu path Log in as an OU Purchasing Officer. Click on the Processing tab. Click on Orders Release and Print under the heading bulk printing. 23 June 2015 PU1 26

29 Purchasing Purchase Requisitions Input screen Data Entry Instructions 1. Click on Retrieve to get a list of requisitions created by your user ID. 2. Select only the requisition that you want to Release and Print by ticking the box on the left of the line. 3. Click on Release and Print Selected Orders. 4. Select the method of printing in the Document transmission window. 23 June 2015 PU1 27

30 Purchasing Purchase Requisitions 5. The selected requisitions will now be printed and released as orders. Orders (or order details) should be sent to the suppliers as appropriate. 23 June 2015 PU1 28

31 Purchasing Purchase Orders & Delivery Processing PU2 PURCHASE ORDERS & DELIVERY PROCESSING PU2.1 Amend Purchase Order This option is used for amending a purchase order within the purchase module of Finance One. Important A purchase order cannot be matched to a payment made via a purchasing card. If an order has been raised, then paid for via a purchasing card, then the original order should be cancelled to remove it from the system. It is important to note details of the amendment on the amendment history tab so a proper audit trail is maintained of the order process. As with the creation of the order, an order amendment must be printed via Document Transmission. If this is not done the order will not be able to be receipted. See PU6 Workflow for information on the workflow process of the approval of an order amendment and the subsequent printing of the approved order amendment. Menu path Log in as an OU Purchasing Officer. Click on the Orders tab. Input screen 23 June 2015 PU2 29

32 Purchasing Purchase Orders & Delivery Processing Data Entry Instructions 6. Click on Retrieve to retrieve all outstanding orders. 7. Select an order by clicking on the arrow to the left of the order number and highlighting the order (not the underlined link) then select Amend Order from the Actions to Perform panel to the left of the screen. 8. Alter the order where required. Add all additional items such as freight to the order if required. 9. Supplier Reference: A new field labeled Supplier Reference is available on the purchase order once it has been printed and sent to the supplier. This reference prints on the delivery slip. 10. Click on Amendment Details. This is where any notes should be made on the details of the amendment to complete the audit trail. Any notes entered here will appear on the printed amended order. 11. Check the amended order to ensure it is correct. Save, Approve and print order amendment 12. Approve and Print Amendment: This action will approve and print the amended order. The printed copy will be clearly marked as an amendment and the amendment comments will print on the amended order. Once the amended order has been printed, any further copies printed will be marked as copies. 23 June 2015 PU2 30

33 Purchasing Purchase Orders & Delivery Processing 13. Other actions to perform include: Save: This action saves the order amendment and closes the window assuming that the order amendment is incomplete and more information is required. Other people can open half completed orders and amend them if required. Submit for approval: This action is used when the creator of the order amendment elects to submit the order amendment to another staff member for approval. Assign next user: Enter the user ID (or choose it from the pick list) of the person who is to approve the requisition. Comments: Add a suitable comment. This will appear in the to the approver. If the user does not have sufficient authorisation to create the order, there will be an error. In this case, the option, Submit for Approval should be chosen and an will be forwarded to the user s supervisor to approve the order amendment. 14. Click on OK 23 June 2015 PU2 31

34 Purchasing Purchase Orders & Delivery Processing PU2.2 Cancel Purchase Order This option is used to cancel orders that will no longer be received. Backorders created may also need to be cancelled if they will not be received. Cancelling a purchase order effectively deletes it from the system. Important A purchase order cannot be matched to a payment made via a purchasing card. If an order has been raised, then paid for via a purchasing card, then the original order should be cancelled to remove it from the system. Menu path Log in as an OU Purchasing Officer. Click on the Orders tab. Input screen Data Entry Instructions 1. Click on Retrieve to locate your outstanding purchase orders. 2. Highlight the purchase order you wish to delete (do not click on the link to go into it though). 3. Select Cancel Order from the Actions to Perform panel. 4. Enter reasons for cancellation under Cancel Reason. 5. Select Cancel from the Actions to Perform panel at the left of the screen to cancel the order. 6. Select Yes to confirm the cancellation. 23 June 2015 PU2 32

35 Purchasing Purchase Orders & Delivery Processing PU2.3 Receive Goods This option is used for the entry of receipt details against a corresponding purchase order. During the receipt process, the following circumstances can occur: You can accept delivery of the order and if necessary you can carry on to invoice matching You can return the goods to the supplier if they are faulty or incorrect You can return part of the order You can back order goods that were not delivered. If there are known additional costs at the time of receipt, these should be added to the original order via an order amendment (PU2.1) before the goods are receipted. Important When receipting (accepting) goods or services, you are agreeing that you are happy with the goods and the price to be paid. An active purchase order cannot be receipted if it has been suspended. To be receipted, all orders must have been released and printed. A purchase order cannot be matched to a payment made via a purchasing card. If an order has been raised, then paid for via a purchasing card, then the original order should be cancelled to remove it from the system. Menu path Log in as an OU Purchasing Officer. Click on the Orders tab. 23 June 2015 PU2 33

36 Purchasing Purchase Orders & Delivery Processing Input screen Data Entry Instructions 1. Click on Retrieve to retrieve a list of all unreceipted orders. 2. Select the order you wish to work on by highlighting the record then selecting Receive Goods from the Actions to Perform panel to the left of the screen or clicking on the Order Number. 3. Receipt Date: Date defaults to todays date but can be amended if necessary. 4. Receipt Comments: Any relevant receipt comments can be added for future referencing. 5. Supplier Reference: A new field labeled supplier reference is available on the purchase order once it has been printed and sent to the supplier. Delivery slip details or other such supplier reference details may be entered in this field. This reference prints on the delivery slip. 23 June 2015 PU2 34

37 Purchasing Purchase Orders & Delivery Processing 6. The order receipt can be carried out either via the Order Lines (Grid) or Line Details. If all of the goods from the order have been supplied, it may be easiest to use the Order Lines options. If a partial delivery has been made it may be easiest to use the Line Detail option. 7. Order Lines: To receipt the full order, click the check box to select/highlight all lines and then click on either Receive Selected Lines or Receive at the bottom of the grid. You can alternatively select and deselect lines as appropriate and either Receive, Return, Backorder or Clear. Be sure to check the appropriate columns in the grid (Delivered, Received, Returned, Backordered) to ensure the quantities/amounts are correct before continuing. 8. Line Detail: It may be easier to receipt partial orders using the Line Detail option. Toggle between line items using the Previous and Next Line buttons. To receipt all items you can click on Receive and likewise by clicking on either Clear, Return or Backorder the full ordered amount will populate the appropriate field. 23 June 2015 PU2 35

38 Purchasing Purchase Orders & Delivery Processing 9. If only part of the goods were received, enter the quantity in the Delivered field. This quantity will automatically populate in to the Received field. The remaining quantity will appear in the Backordered section. A backorder will be automatically created in the system as part of the process. This backorder can be amended or cancelled if necessary. 10. If all the goods were received, but some were faulty and had to be returned, enter the quantity of goods delivered (the full amount). Enter the quantity you are happy to receive in Received (the goods that were correct). Enter the quantity of goods returned (the faulty goods). The remaining quantity will appear in the backordered section. A backorder will be automatically created in the system as part of the process. This backorder can be amended or cancelled if necessary. 11. If multiple lines are required to be receipted individually then either click on the next line of the grid or use the previous line / next line buttons. 23 June 2015 PU2 36

39 Purchasing Purchase Orders & Delivery Processing Save and approve delivery 12. Save: This action saves the receipting of the order and closes the window assuming that the receipting is incomplete and more information is required. Other people can open half completed receipts and amend them if required. 13. Submit for approval: This action is used when the user receipting the goods elects to submit the receipt to another staff member for approval. Assign next user: Enter the user ID (or choose it from the pick list) of the person who is to approve the requisition. Comments: Add a suitable comment. This will appear in the to the approver. 14. Approve: This action accepts the receipt of the goods and completes the task. This is the recommended action to be taken. 15. Approve and Print: This action accepts the receipt of the goods and completes the task. A printed goods delivery slip is produced for printing. Printing of this slip is not necessary in the ordinary course of business as the receipt of the goods is always recorded in the system. Errors 16. If the delivery has errors, this is usually because less than the full order amount has been received and accepted. Finance One therefore does not know which dissection to use for the discrepancy. To resolve the error, highlight the row containing the item where the discrepancy occurred, then click on dissect to multiple accounts at the bottom of the screen. 23 June 2015 PU2 37

40 Purchasing Purchase Orders & Delivery Processing 17. Check the amounts as items recorded by line may not be the same as on the delivery receipt. Correct and click on Ok to return to the delivery screen. Backorders 18. Backorders can be identified by the addition of a /1 or /2 etc. at the end of the order number sequence. Backorders can be treated in the exactly the same way a standard order can i.e. it can be amended, receipted and cancelled. 23 June 2015 PU2 38

41 Purchasing Purchase Orders & Delivery Processing PU2.4 Cancel the Receipt of Goods This option is used to cancel the receipting of an order where a mistake has been made i.e. the units are incorrect, the unit price is incorrect or an additional charge is required to be added etc, and the original order needs to be amended. Important The cancelling of the receipt of goods must always be done before the original purchase order can be amended. Menu path Log in as an OU Purchasing Officer. Click on the Processing tab. Input screen Data Entry Instructions 1. Click on Cancel Goods Receipt Maintenance from the Cancel Purchase Order Receipt Menu. 2. Select the Order Number you wish to delete. 23 June 2015 PU2 39

42 Purchasing Purchase Orders & Delivery Processing 3. Select Cancel from the Actions to Perform panel at the left of the screen. 4. Select Yes to confirm the cancellation. 23 June 2015 PU2 40

43 Purchasing - Enquiries PU4 ENQUIRIES PU4.1 Purchase Requisition Detail Enquiry This option is used for enquiries on individual purchase requisitions in Finance One. Enquiries using this option will only show requisitions saved but not printed. Important Enquiries using this option will only show requisitions saved but not printed i.e. not purchase orders. Menu path Log in as an OU Purchasing Officer Click on the Enquiry tab Input screen Data Entry Instructions 1. Click on Purchase Requisition Detail Enquiry 2. Requisition Nbr: Enter the number of the purchase requisition you wish to view or select the requisition from the drop down list. 3. Details of the requisition are available to view. 23 June 2015 PU4 41

44 Purchasing - Enquiries PU4.2 Purchase Order Detail Enquiry This option is used for enquiries on individual purchase orders in Finance One. Enquiries using this option will only show approved orders which have either been delivered or are still awaiting delivery, but where an invoice has not yet been received. Menu path Log in as an OU Purchasing Officer Click on the Enquiry tab Input screen Data Entry Instructions 1. Click on Purchase Order Detail Enquiry 2. Order Number: Enter the number of the purchase order you wish to view or select the order from the drop down list. 3. Details of the purchase order and receipting are available to view. 23 June 2015 PU4 42

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