Getting Started Guide

Transcription

1 EX 3.0 Getting Started Guide Purchasing Module February 2009

2 2009, Jenzabar, Inc. Prudential Tower 800 Boylston Street, 35 Fl Boston, MA This document is confidential and contains proprietary information. The use of this document is subject to the license agreement that governs usage of the associated software. No part of this document may be photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Jenzabar, Inc. This document may contain errors, omissions, or typographical errors and does not represent any commitment or guarantee by Jenzabar. The information herein is subject to change with or without notice. Jenzabar disclaims any liability from the use of information herein. Please refer to the most current product release notes for updated information. All rights reserved. Trademarks and Attributions Jenzabar, Jenzabar.com, and all related graphic logos are trademarks of Jenzabar, Inc. All other trademarks not owned by Jenzabar are used for identification purposes and are trademarks of their respective owners.

3 Table of Contents Table of Contents... 1 Overview My Workspace Overview...4 My Workspace Setup Options...5 Default My Workspace Roles and Activity Centers...8 Building a Role-Specific Workspace for Users...11 Creating External Links, Reports, and Tasks in My Workspace...16 Purchasing Module Admin Setup...19 Automatic Notifications...40 Purchasing Module Security...44 Assigning Approvers Automatically to Requisitions...46 Setting Contact Profile Policy...49 Setting the Document Attachment Policy...51 Establishing a Comment Policy...52 Access to Vendor Web Sites...52 Making Requester Data Entry Faster with Order Profiles...54 Setting up Encumbrance Handling...56 Setting Up Signatures for Electronic PO Delivery...57 Auto Creation of Purchase Orders...59 Organizing Electronic Copies of PO s Sent to Vendors...60 JICS CRM Staff Considerations...60 For the Purchasing User New Module-Wide Instant Recognition Icons...61 Creating a Requisition...67 Creating and Sharing Order Profiles...74 Attaching a Document to a Requisition...74 Making a Comment on a Requisition...76 Checking the Budget Status of an Account...77 Looking Up Members of an Approval Track...79 Notifying Others You Submitted, Approved, Changed a Requisition...80 Looking Up Contact Information...82 Setting Up Your Contact Profile...83 Checking a Requisition Status...86 Exporting Data to Excel...87 Hint Text...87 Using Vendor Web Sites...87 Receiving Goods Ordered...87 For the Purchasing Report Writer Overview...89 What is InfoMaker and where do I learn more?...89 EX 3.0 1

4 Table of Contents Purchasing Table Diagrams...89 Purchasing Tables...96 Customizable Model Reports...96 Locating Data from EX Windows Displaying Reports in Purchasing My Workspace EX 3.0 2

5 Overview Overview The Purchasing Module in EX 3.0 is extensively redesigned to offer both comprehensive new requisition capabilities, as well as a personalized and collaborative environment that provides streamlined workflow for module managers, approvers, requesters, and purchasing agents. Tasks for the Purchasing Module can be accessed through the Task Menu as in EX 2.9 or through the Activity Centers in EX 3.0 My Workspace. A new My Workspace provides a customizable and interactive user interface that allows you to personalize the Purchasing Module to meet your everyday job responsibilities more effectively. My Workspace is a personalized navigation page where you can access all of your tasks from the Activity Centers and create your own links to web pages, documents, EX Windows, and your favorite InfoMaker Reports, as well as your own To Do Lists, all of which can be set by yourself and your Module Manager. You can also access Outlook, Excel, InfoMaker, and the Web directly from within EX by clicking on an icon. My Workspace is role driven and is released with a default setup for Activity Centers. You can start with the defaults or customize the Activity Centers with processes for your specific responsibilities. Several windows were revamped for optimized workflow, approval tracks can now be manually selected or automated with new rules-based approval criteria, and there are now more icons to access the information and applications required for the creation and management of requisitions and purchase orders. This Purchasing Getting Started Guide for EX 3.0 is divided into three sections with detailed discussion of features for each of the following users: Purchasing Manager Purchasing User Purchasing Report Writer EX 3.0 3

6 The configuration of the Purchasing Module has been significantly streamlined in EX 3.0, with many of the previous configuration windows consolidated into one window accessible through tabs. The environment is role-driven with configurable enhancements for maximum flexibility. This section describes the new configurations available and the impact they will have on the requester, approver, and purchasing agent. It also describes how to decide which configurations are best for your school s purchasing process. The Module Manager can create Links and To Do Tasks for Users, configure My Workspace Activity Centers, and configure Alerts for numerous events. My Workspace Overview My Workspace EX 3.0 is delivered with default role-based settings for the Activity Centers. You have the option to customize and create new Activity Centers that are tailored specifically to a user s responsibilities. You may increase or decrease the number of Activity Centers and functions associated with each role. Tasks for the Purchasing Module can be accessed through the Task Menu as in EX 2.9 or through the Activity Centers in EX 3.0 My Workspace. If you configure the Purchasing Module to use My Workspace, it will be configured to use My Workspace for all users. The Purchasing Module comes pre-packaged with several Activity Centers and functions attached to those activity centers. Functions can be assigned to the activity centers on the Assign Functions to Activity Centers tab in Tasklist. My Workspace gives you the option of creating custom content and external links for your users. You can create links to Web sites, Word and Excel documents, videos, other applications, InfoMaker reports, and tasks for yourself as well as pushing out content to your users. Links, reports, and tasks can be dynamically linked to specific Activity Centers to further customize work environment. See the following example of links a module manager has pushed to users using the Approve or Deny Requisition activity center. EX 3.0 4

7 My Workspace Setup Options There are three ways to access the setup functions in the Purchasing Module: Turning My Workspace Off and On in the Common Module Accessing Setup Functions from My Workspace Assigning Roles and Permissions in the Tasklist Module Turning My Workspace Off and On in the Common Module Purchasing has one key setting in the Common Module that turns My Workspace off and on. To configure My Workspace: 1. Open the Maintain Config Table window (Common Task Configurations Maintain Configuration). 2. Type 'PO' into the Module search/sort. 3. For Function MY_WORKSPACE_ON, enter 'Y' to turn My Workspace on. Entering a 'N' will turn it off. EX 3.0 5

8 NOTE: Turning the My Workspace on or off turns it off for all users. You cannot turn it on for some users but not others. Accessing Setup Functions from My Workspace To access setup functions from within My Workspace, select an Activity from the Activity Centers panel and select the Setup function in the panel below the selected Activity Center. More detailed steps on this setup window will follow in other sections of this Getting Started Guide for EX 3.0. If you do not have this option, you can get it by assigning the following function to your Tasklist group in the Tasklist Module. EX 3.0 6

9 Assigning Roles & Permissions in the Tasklist Module To create roles like requester and approver and grant those roles access to EX functions and My Workspace Activity Centers, you need to access the Tasklist Module. To access Role, open the Tasklist Module and navigate to Tasklist/Group to create groups and grant permissions. After you get more comfortable with activity center setup, you may want to create an activity center called Purchasing Module Administration and put links to several of these EX functions in it. This will give you one place to refer to all of these PO module configurations. EX 3.0 7

10 Default My Workspace Roles and Activity Centers The Purchasing Module comes pre-packaged with several roles, including the Requester, Approver, Purchasing Agent, and Purchasing Module Manager, intended to be used in My Workspace. Each role is assigned appropriate Activity Centers focused on the duties they typically perform in a centralized purchasing environment. Each Activity Center has relevant functions that are dynamically linked to appear below the Activity Center when that Activity Center is selected. These default settings are defined on the Activity Centers tab in the Group Permissions window in Tasklist. By default, the following roles and activity centers are installed with the Purchasing module, with the following configuration options assigned: Roles Activity Centers Functions Check Budget Status of Account, which opens the Variance Report window Purchasing Requester (REQUESTER) Check Requisition Status Check Requisition Status, which opens the Check Requisition Status window Look Up Account Transactions, which opens the G/L Inquiry window EX 3.0 8

11 Roles Activity Centers Functions Create Requisition Check Budget Status of Account, which opens the Variance Report window Create a New Requisition, which opens the Create Requisition window Create a New Vendor, which opens the Vendors window Purchasing Approver (APPROVER) Purchasing Agent (PURCHASEAGENT) Receive Goods Approve or Deny Requisition Check PO Status Mark Goods as Received, which opens the Receiving window Review POs not Fully Received, which opens the Open Purchase Orders not Received Report window Check Budget Status of Account, which opens the Variance Report window Look Up Account Transactions, which opens the G/L Inquiry window Requisitions Ready to Approve, which opens the Approve Requisitions window Create a New Vendor, which opens the Vendors window Look Up Account Transactions, which opens the G/L Inquiry window Lookup Previously Created PO, which opens the Create/Edit Purchase Orders window Report - POs By Date Printed, which opens the Purchase Orders by Date Printed Report window Report - POs By Vendor, which opens the Purchase Orders by Vendor Report window EX 3.0 9

12 Roles Activity Centers Functions Create a PO Change Reqs to Consolidate PO, which opens the Change Requisitions for PO Consolidation window Convert Similar Reqs Into PO, which opens the Create Purchase Orders from Requisition window Copy Requisition to PO, which opens the Copy Requisition to Purchase Order window Create a New PO, which opens the Purchase Orders window Create a New Vendor, which opens the Vendors window Look Up Account Transactions, which opens the G/L Inquiry window Purchasing Module Manager (POMANAGER) Deliver PO to Vendor Review Inventory Locations Unencumber PO Approve or Deny Requisition Check PO Status Check Requisition Status Create a PO Create Requisition Deliver PO to Vendor Receive Goods Review Inventory Locations Unencumber PO Print or a PO, which opens the Print or a PO window Check Storage Locations, which opens the MSDS Location window Report - POs not Invoiced, which opens the Open Purchase Orders not Invoiced Report window Unencumber Single PO, which opens the Unencumber Single Purchase Order window See description above for each function EX

13 Below is an example of a role and its permissions in the Group Permissions window and how the assignments would appear in My Workspace. The following example shows how to assign functions to the Unencumber PO Activity Center. The Unencumber PO activity center then appears in the Activity Centers in My Workspace. Building a Role-Specific Workspace for Users The EX 3.0 Purchasing Module introduces the new My Workspace interface, which allows the Purchasing Module Manager to establish a role-specific interface and permits both the Purchasing Module Manager and end user to add their own links to web sites, documents, or even windows in EX to increase their productivity. EX

14 Create Role Specific Activity Centers In the Purchasing Module, users perform different EX functions or activities. Now you can create an environment where only the activities a user needs are available to them. Using Tasklist groups and assigning activity centers to them, you can create an Activity Center tailored to a user s responsibilities. Below is an example of an Approvers Activity Center that has been expanded to include Check Requisition Status in addition to Approve or Deny Requisition. Assigning Activity Centers to Roles Though the Purchasing Module comes with Activity Centers assigned to roles by default, the Purchasing Administrator can elect to assign Activity Centers to roles. EX

15 To assign Activity Centers to a role: 1. Open the Group Definition window in Tasklist (TL Tasklist Group). 2. Select the Group ID for the role for which tasks will be modified (Purchasing groups include Purchasing Agent, Purchasing Approver, and Purchasing Requester by default). 3. Click the Permissions... button to open the Group Permissions window. EX

16 4. Click on the Activity Centers tab. 5. Use the arrow buttons to determine which activity centers are assigned to the role (left column) and which are available for that role but not assigned (right column). The activity centers remaining in the left column will be those Activity Centers available for the selected Role. 6. Click OK to close the window and save your choices. Assigning Activity Center Tasks to an Activity Center Though the Purchasing Module comes with Activity Center Tasks assigned by default, the Purchasing Administrator can elect to assign tasks to an Activity Center. EX

17 To assign tasks to an Activity Center: 1. Open the Group Definition window in Tasklist (TL Tasklist Group). 2. Select the Group ID for the role for which tasks will be modified (Purchasing groups include Purchasing Agent, Purchasing Approver, and Purchasing Requester by default). 3. Click the Permissions... button to open the Group Permissions window. 4. Click on the Assign Function to Activity Centers tab and choose the Activity Center to modify in the Select Activity Center drop-down list box. EX

18 5. Use the arrow buttons to determine which functions are assigned to the activity center (left column) and which are available for that activity center but not assigned (right column). The functions remaining in the left column will be those Activity Center Tasks available for the selected Activity Center in the selected Group. 6. Click OK to close the window and save your choices. Creating External Links, Reports, and Tasks in My Workspace The My Workspace interface allows the Purchasing Administrator and user to add links, reports, and tasks to the appropriate panel (My Activities Links, My Reports, and My Tasks) by clicking the green plus icon at the top of each panel. Some examples of web links might include the NACUBO web site, Vendor web sites or a JICS Calendar. You can use a document link to link to contracts or correspondence templates, policy documents, and Excel Spreadsheets. Assigning Links, Reports and Tasks to Purchasing Users in My Workspace The Module Manager has special options when adding external content for your Purchasing Module users. Look for the For All Users check box when using the Add a Link, Add a Report, or Add a Task option. Selecting this check box makes the link you add display for all users of the activity center under a From My Module Manager heading. Selecting the For Me check box will create the link for your EX login only under the My Links heading. This will not be displayed to other users who log in. EX

19 If you do not have this option, you can get it by assigning the following function to your Tasklist group in the Tasklist Module. Create a File Link 1. Click the icon in the My Links panel in My Workspace, which opens the Add a Link window. 2. In the Type of Link drop-down list, select File. 3. In the Description column, enter the text you want to display as the description. 4. In the Path to File column, enter the path to where the document, video or audio file, or application executable is stored or click the Browse button to navigate to where it is stored. 5. Module Managers Only: If the link is for individual use only, select the For Me check box; if the link is for everybody to use, select the For All Users check box. Selecting the For All Users check box will push the link you add to all users who have access to the Activity Center to which you assign it. EX

20 6. In the Associate with drop-down list, select the Activity Center to which you want to associate the link. 7. Click OK to save. OR Click Cancel to abort saving the link. Create a Web Link 1. Click the icon in the My Links panel in My Workspace, which opens the Add a Link window. 2. In the Type of Link drop-down list, select Web Page. 3. In the Description column, enter the text you want to display as the description. 4. In the Web Address field, enter the URL or click the Browse button and copy and paste the address into the Web Address field to navigate to the Web page. 5. Module Managers Only: If the link is for individual use only, select the For Me check box; if the link is for everybody to use, select the For All Users check box. Selecting the For All Users check box will push the link you add to all users who have access to the Activity Center to which you assign it. 6. In the Associate with drop-down list, select the entity to which you want to associate the link. 7. Click OK to save. OR Click Cancel to abort saving the link. Create an EX Window link 1. Click the icon in the My Links panel in My Workspace, which opens the Add a Link window. 2. In the Type of Link drop-down list, select EX Window. 3. In the Description column, enter the text you want to display as the description. 4. In the Available Windows drop-down list, select the window you want to open when you click this link. 5. Module Managers Only: If the link is for individual use only, select the For Me check box; if the link is for everybody to use, select the For All Users check box. Selecting the For All Users check box will push the link you add to all users who have access to the Activity Center to which you assign it. 6. In the Associate with drop-down list, select the Activity Center to which you want to associate the link. EX

21 7. Click OK to save. OR Click Cancel to abort saving the link. Purchasing Module Admin Setup The EX 3.0 Purchasing Admin interface is significantly updated. All configuration functions are now accessible through the Purchasing Module Setup window, which is arranged in tabs identified by specific functionality of the module. For example, all configuration options and windows for building requisitions are now found on the Create Requisitions tab. The new Purchasing Module Setup window can be accessed in My Workspace by clicking on the Setup Activity Center task (or from the PO Administration side of Purchasing if not using the My Workspace). The new window and its tabs are described below. Recommended best practices are in shaded gray boxes. Purchasing Module Setup Window Navigation: PO Admin Task Configure Purchasing Purchasing Module Setup The Purchasing Module Setup window is used to access all configuration options specific to the Purchasing Module. Configuration options are available on each tab and are divided by task. EX

22 General Tab (Purchasing Module Setup Window) Navigation: PO Admin Task Configure Purchasing Purchasing Module Setup General Tab The General tab of the Purchasing Module Setup window is used to establish settings that impact if notifications are sent to users, which users are notified, and what message they are sent after certain purchasing events are incurred in the module. Set Notifications Preferences The Set Notifications Preferences group box is used to establish what purchasing events at your school are important enough to become notification events and who is notified for each event and to configure a custom message for each event. These notifications can be sent to the specified users via EX application alerts or s, depending on the recipient s user preferences. Notifications are a key to keeping all the members of your procurement cycle informed. It saves everyone time and keeps people collaborating. However, you may not want every event to send notifications, as too much can be overwhelming and inefficient. Note that you will see this configuration on other tabs in the Purchasing Module Setup Window when the notification is specific to that tab's activity. You can access all available events from this General tab. To set the module notification event preferences: 1. Select the event in the Select a notification event drop-down list box (Requisition Submitted, Requisition Changed, Requisition Approved, Requisition Denied, Requisition Deleted, Purchase Order Created, Purchase Order Changed, Purchase Order Sent to Vendor, Purchase Order Printed, Purchase Order Deleted, Requisition Comment Added, Requisition Document Attached, or Requisition Document Unattached by default). EX

23 2. Click the Select roles to notify when the selected notification event occurs link to open the Select Roles to Notify window and select the roles that are to receive notifications for the selected event. 3. If you wish to modify the template used, click the Create template to use when sending the selected notifications link to open the Build Notifications window and modify the template as needed. 4. Click the Save button when you are finished. Set General Module Preferences The Set General Module Preferences group box is used to establish the address of the Purchasing Administrator, which displays as a link on the My Workspace window. To configure the Purchasing Administrator address, enter the address and click Save. Setting up this address can give your PO Module users a quick way to get problems resolved and keep the procurement cycle moving. Set Attachment Preferences The Set Attachment Preferences group box is used to determine what file extensions are available in the Purchasing Module. To select attachment preferences, click the Make file extensions available for attachment link to open the Make File Extensions Available in Purchasing window. From here you can set the types of files you want users to be able to attach to requisitions. Attaching documents to requisitions is a great feature but should be managed well. You should only allow document types that all members of the procurement cycle will have software to open to be attached to requisitions. For example, only allow Word documents to be attached if everyone has Microsoft Word. Also, you should be sure to define a maximum file size for each type of file so the performance of EX remains fast. Work with your DBA on what is right for your school. Keep in mind that Microsoft Exchange may have a maximum file size it will allow for sending . If an notification is sent for a requisition that has too large a file attached, it may not be sent. Be sure to sync your file attachment policy with your maximum file attachment size in Microsoft Exchange. EX

24 Create Requisitions Tab (Purchasing Module Setup Window) Navigation: PO Admin Task Configure Purchasing Purchasing Module Setup Create Requisitions Tab The Create Requisitions Tab of the Purchasing Module Setup window is used to establish configuration criteria related to the creation of and processing of Requisitions in the Purchasing Module. Set Notification Preferences The Set Notifications Preferences group box is used to establish what purchasing events during the requisition creation process are important enough to become notification events and who is notified for each event and to configure a custom message for each event. These notifications can be sent to the specified users via EX application alerts or s, depending on the recipient s user preferences. Notifications are a key to keeping all the members of your procurement cycle informed. It saves everyone time and keeps people collaborating. However, you may not want every event to send notifications as too much can be overwhelming and inefficient. To set up Notification Preferences: 1. Select the Automatically notify other roles when requisitions are submitted check box to activate automatic notifications for requisitions. 2. Click the Select roles to notify when requisitions are submitted link to open the Select Roles to Notify window and select the roles that are to receive notifications when requisitions are created. EX

25 3. If you wish to modify the template used, click the Create template to use when sending create requisitions notifications link to open the Build Notifications window and modify the template as needed. 4. Click the Save button when you are finished. Set General Preferences The Set General Preferences group box is used to set general preferences for Requisition creation ( including entry defaults and security), set requisition numbers, assign requisition numbers automatically, and create GL allocation codes and disbursement cycle rules. To configure general requisition preferences: Click the Set requisition entry defaults and security link to open the Requisition Entry Defaults window to establish requisition entry defaults. These defaults are based on Tasklist groups and can be different for each Tasklist group. The defaults are used in the Requisitions window and can save a requester time when entering requisitions. This window should not be used for securing access to requisitions any longer (see "Purchasing Module Security"). Before using this window for defaults, you should see "Making Data Entry Faster for Requester with Order Profiles." This functionality is more robust and may better meet your users' needs. EX

26 Click the Set initial or change next requisition number link to open the Form Number Control window to establish the starting requisition number (during your initial install) or to establish the next requisition number to be applied to a new requisition. To determine when a Requisition Number is assigned, click the Assign the Requisition Number down-down list box and select When Created. Note that the When Printed option is no longer supported in EX Purchasing. To determine what sort of budget check is used when saving requisitions, click the Perform this budget check on save down-down list box and select None, Error, Error YTD, Warning or Warning YTD. Error options will prevent users from submitting requisitions to accounts that are over budget. Warning options will allow requesters to submit requisitions that are over budget but will remind them they are over budget at submission time. YTD options perform budgeting checking by month instead of the full annual budget and will prompt users if they are over the current month s year-to-date amount even if there are amounts remaining in the budget for the full year. Depending on the economic conditions at your school, use the Warning or Error YTD option to keep your requesters from spending too quickly. Not using the YTD option can lead to requesters spending their entire year s budget early in a fiscal year and can hurt your cash flow. Click the Create GL Allocation Codes link to open the Allocation Code Control window to configure or create GL allocation codes. GL Allocation codes are used when creating requisitions to split orders of items like paper and allocate their costs to multiple GL Accounts. This allows requesters to select the right-click option Split Line Items to assign one line item of an order to many GL Accounts. EX

27 Click the Create Disbursement Cycle Rules link to open the Disbursement Cycle Type window to configure disbursement cycle types. Disbursement Cycle rules are used when creating requisitions to allow requesters to enforce change restrictions on the requisition as it moves through the disbursement cycle (for example, to stop a purchase order that is created from a requisition from having additional items ordered or existing items changed). Click Save to save any changes Set Shipping Addresses and Terms The Set Shipping Addresses and Terms group box is used to define shipping places on campus, define shipping terms, and set the school's default address. EX

28 To configure shipping addresses and terms: Click the Define locations to ship to on campus link to open the Ship To window. This window allows you to define shipping locations on campus that will be available for requesters to choose (in the Ship Goods Here drop-down list) when creating requisitions. Click the Define shipping terms link to open the Ship Way window to define shipping preferences like UPS or Fed EX to be available for purchasing agents to choose when creating purchase orders. Click the Set school's default address to print on requisitions link to open the Set Address window and configure the address that will print on the hard copy of any requisition printed. Set Inventory Preferences The Set Inventory Preferences group box is used to determine inventory codes, conditions under which inventory codes are created or updated, and vendor-specific inventory codes options. EX

29 To configure inventory preferences: Click the Create initial or modify inventory codes link to open the Inventory window. This window allows you to create inventory profiles for items you buy frequently, like paper, pens, etc. These profiles can be used when requesters create requisitions by selecting from the Inv Code drop-down list on the Create Requisition window. These profiles can save requesters time since the details of each inventory item purchased will be defaulted in for them. To determine how new inventory codes are automatically created, select Always, Never or Show message first on the Create new inventory codes automatically drop-down list box. Selecting Never means inventory codes will need to be created on the Inventory window manually. Selecting Always means that new inventory codes will be created automatically as they are defined during requisition entry so they can be reused later. Selecting Show message first will allow inventory codes to be created when a requester creates a requisition but a message will be shown first asking them if they want to create it. To determine when existing inventory codes are updated, select Always, Never, or Show message first on the Update existing inventory codes automatically down-down list box. Selecting Never means inventory codes will need to be updated manually on the Inventory window when prices or catalog numbers change for a specific item. Selecting Always means new inventory code profiles will be updated automatically as they are changed during requisition creation so they can be reused later. Selecting Show message first means a message will display prior to allowing the requester to update an inventory code during requisition creation. If you wish to include vendor-specific inventory codes in drop-down list boxes, select the Populate inventory code drop downs with vendor specific inventory codes check box. This will make further configuration options available. This can be useful if you want to keep inventory profiles for items like paper separate for each vendor (many inventory code properties may be different for each vendor). If you wish to make an icon available on the Requisitions window to determine the vendor with the lowest prices, select Show Icon in the Check for vendors with lower price on requisition entry drop-down list box. Otherwise, select Never. It can be a time investment keeping up with inventory codes, but the investment can pay off in savings earned. This option can help your requesters purchase items from vendors with the best prices and save your school money. To use a right-click option to check for vendors with lower prices, select the Check for vendors with lower price via right-click check box. EX

30 To set a specific difference in price, enter a dollar amount in the Only tell me about vendor s with a lower cost when I would save more than this column. This is used with both lower vendor cost right-click and icon options. If you want your requesters to only see other vendor options when a certain threshold of savings would occur, you can set that here. Click Save to save any changes Approvals Tab (Purchasing Module Setup Window) Navigation: PO Admin Task Configure Purchasing Purchasing Module Setup Approvals Tab The Approvals Tab of the Purchasing Module Setup window is used to establish configuration criteria related to the approval of requisitions in the Purchasing Module. EX

31 Set Notification Preferences The Set Notifications Preferences group box is used to establish what purchasing events during the approval process are important enough to become notification events and who should be notified for each event and to configure a custom message for each event. These notifications can be sent to the specified users via EX application alerts or s, depending on the recipient s user preferences. Notifications are a key to keeping all the members of your procurement cycle informed. It saves everyone time and keeps people collaborating. However, you may not want every event to send notifications as too much can be overwhelming and inefficient. To set up Notification Preferences: 1. Check the Automatically notify other roles when requisitions are approved check box to activate automatic notifications for approved requisitions. 2. Click the Select roles to notify when requisitions are approved link to open the Select Roles to Notify window and select the roles that are to receive notifications when requisitions are approved. 3. If you wish to modify the template used, click the Create template to use when sending create approval notifications link to open the Build Notifications window and modify the template as needed. 4. Click the Save button when you are finished. Set Approval Preferences The Set Approval Preferences group box contains configuration options that determine what happens to a requisition when it receives final approval and when it is denied. To set up Approval Preferences: To determine what happens to a Requisition when it receives final approval, select Auto Create a PO or Don't Create a PO in the Upon final approval drop-down list box. If you select Auto Create a PO, many Purchase Orders will be created as every individual requisition will become an individual PO with no manual consolidation occurring. The advantage to this method is that you will have a streamlined process in purchase order creation, allowing the system to handle things automatically. The main negative is that you will lose the capacity to reduce costs by consolidating requisitions into purchase orders designed to leverage your buying power more efficiently. If you select Don t Create a PO, purchase orders will be created by approved requisitions by the purchasing agent or requesters using the Create Purchase Orders from Requisition Detail window (which groups requisitions together onto purchase orders, leveraging your buying power more efficiently) or using the Copy Requisition to Purchase Order right-click option on the Purchase Orders window. EX

32 To determine what happens to a denied approval, select one of the following in the Upon requisition denial drop-down list box: Leave encumbered, don't delete. This option will allow the requester or approver to review denied requisitions. They will be able to copy the denied requisitions into a new requisition if changes need to be made and the requisition resubmitted. The denied requisition will also continue to impact the budget until the requisition is deleted by the requester or approver manually. Unencumber and delete. This option will delete the requisition and all associated comments and attachments. This will release funds to be spent against any GL accounts on that requisition. Unencumber, don t delete. This option will release the funds on any GL accounts charged on the requisition but will retain the requisition and its comments and attachments for requesters and approvers to reference and copy into new requisitions. This can be useful if the requisition was denied for a specific reason but can be modified by the requester and resubmitted. This option is recommended by Jenzabar because it is flexible and efficient for requesters. Click Save. Setup Approval Process The Setup Approval Process group box contains configuration options for determining how the approval process works, including how approvers are assigned to a requisition, building approval tracks, and assigning alternate approvers for specific date ranges. To set up the Approval Process: Select how approvers are assigned to a requisition by selecting one of the following choices in the Approvers are assigned to requisition drop-down list box: Manually by requestor. Select this option if requesters will be required to select the approval track themselves for each requisition they create. This means that your requesters will need to be aware who should approve what kinds of purchases. EX

33 Automatically by the system. Select this option if requesters will not be allowed to select the approval track themselves for requisition creation. You will need to set up rules for when to define a list of approvers (approval tracks), which puts less pressure on your requesters to know what approval track to use and when to use it. This can help ensure goods get routed to the correct list of approvers all the time. EX

34 This option makes your procurement cycle more efficient in the long run and is recommended by Jenzabar for most purchasing offices. Click the Build approval tracks and assign approvers to them link to open the Approval Track window to assign approvers to approval tracks. Click the Assign alternate approvers for specific date ranges link to open the Approval Alternates window to assign alternate approvers for a specific date range. This is a great way to make sure you are covered when approvers go on vacation or are out for personal reasons. Setting up alternates keeps requisitions moving on their approval tracks efficiently. Click Save. Receive Goods Tab (Purchasing Module Setup Window) Navigation: PO Admin Task Configure Purchasing Purchasing Module Setup Receive Goods Tab The Receive Goods tab of the Purchasing Module Setup window is used to determine configuration criteria for receiving. EX

35 Set Receiving Preferences The Set Receiving Preferences group box is used to establish when receiving is mandatory. To set up receiving preferences: Click on the Receiving is mandatory before drop-down list box and select one of the following choices: Invoice can be entered. This will mean invoices sent from vendors cannot be entered into the EX system against the Purchase Order until the goods have been marked received. Check can be cut. This will mean invoices can be entered before goods are received but cannot be paid until the goods are received. This is a great way to improve cash flow and to ensure you are only paying for goods that you have received and are using. Click Save. Not mandatory. Receiving is not mandatory. Create PO Tab (Purchasing Module Setup Window) Navigation: PO Admin Task Configure Purchasing Purchasing Module Setup Create PO Tab The Create PO Tab of the Purchasing Module Setup window is used to establish configuration criteria related to the creation of and processing of Purchase Orders in the Purchasing Module. Set Notification Preferences The Set Notifications Preferences group box is used to establish what purchasing events during the purchase order creation process are important enough to become notification events and who should be EX

36 notified for each event and to configure a custom message for each event. These notifications can be sent to the specified users via EX application alerts or s, depending on the recipient s user preferences. Notifications are a key to keeping all the members of your procurement cycle informed. It saves everyone time and keeps people collaborating. However, you may not want every event to send notifications as too much can be overwhelming and inefficient. To set up Notification Preferences: 1. Check the Automatically notify other roles when PO's are created check box to activate automatic notifications for requisitions. 2. Click the Select roles to notify when PO's are created link to open the Select Roles to Notify window and select the roles that are to receive notifications when requisitions are created. 3. If you wish to modify the template used, click the Create template to use when sending PO's create notifications link to open the Build Notifications window and modify the template as needed. 4. Click the Save button when you are finished. Set General Preferences The Set General Preferences group box is used to set general preferences for purchase order creation, including setting purchase order numbers, assigning purchase order numbers automatically, and creating GL allocation codes and disbursement cycle rules. This group box also allows you to determine whether changes are allowed after the purchase order is sent. To configure general requisition preferences: Click the Set initial or change next PO number link to open the Form Number Control window to establish the starting purchase order number (during your initial install) or to establish the next purchase order number to be applied to a new purchase order. To determine when a purchase order number is assigned, click the Assign the PO Number down-down list box and select When Printed by System, When Created by System, or When Created by User. To determine what kind of budget check is used when saving purchase orders, click the Perform this budget check on save drop-down list box and select No check, Error, Error YTD, Warning, or Warning YTD. Error options will prevent users from submitting purchase orders to accounts that are over budget. Warning options will allow approvers or purchasing agents to submit purchase orders that are over budget but will remind them they are over budget at submission time. YTD options perform budgeting checking by month instead of the full annual budget and will prompt users if they are over the current month s year to date amount even if there are amounts remaining in the budget for the full year. EX

37 Depending on the economic conditions at your school, use the Warning or Error YTD option to keep your requesters from spending too quickly. Not using the YTD option can lead to requesters spending their entire year s budget early in a fiscal year and can hurt your cash flow. Click the Create GL Allocation Codes link to open the Allocation Code Control window to configure or create GL allocation codes. This allows requesters to select the right-click option Split Line Items to assign one line item of an order to many GL Accounts. Click the Create Disbursement Cycle Rules link to open the Disbursement Cycle Type window to configure disbursement cycle types. To determine if purchase orders can be changed after they are sent, select from the following options on the Allow Changes After Sent drop-down list box: Allow Changes. If this option is selected, users can make changes to the purchase order even after the purchase order is printed and sent or ed to the vendor without alerting EX

38 the user that the vendor already has the purchase order. The risk of this option is that the purchase order in the system may become different than the purchase order issued to the vendor. Don't Allow Changes. If this option is selected, users cannot make changes to the purchase order after it has been sent or ed to the vendor. This ensures the purchase order in the system will be the same as the purchase order sent to the vendor. Allow with Warning. If this option is selected, users will be prompted with a warning message if they make changes to a purchase order that has already been sent or ed to the vendor. Changes can be made, but the user will be alerted that the vendor needs to be sent a new copy if the change impacts the purchase order. Since some fields on a purchase order could change and not actually impact the goods ordered with the vendor, this setting is recommended by Jenzabar. It allows changes to be made but ensures that the person changing the purchase order is aware that the purchase order may need to be re-sent. Click Save to save any changes. Set Shipping Addresses The Set Shipping Addresses group box is used to define shipping places on campus, define shipping terms, and set the school's default address. To configure shipping addresses and terms: Click the Define locations to ship to on campus link to open the Ship To window. This window allows you to define shipping locations on campus that will be available for purchasing agents to choose (in the Ship Goods Here drop-down list) when creating purchase orders. EX

39 Click the Define shipping terms link to open the Ship Way window. Shipping preferences like UPS and Fed EX can be defined on this window and will be available for purchasing agents to choose in the Shipping Options drop-down list when creating purchase orders. Click the Set school's default address to print on PO's link to open the Set Address window, where the address that will print on the hard or electronic copy of any purchase order printed or sent to the vendor can be configured. This address is also used as your school s address when accessing directions to vendors via the Google maps icon. EX

40 Set Inventory Preferences The Set Inventory Preferences group box is used to determine inventory codes, conditions under which inventory codes are created or updated, and vendor-specific inventory codes options. EX

41 To configure inventory preferences: Click the Create initial or modify inventory codes link to open the Inventory window, where you can create inventory profiles for items you buy frequently, like paper, pens, etc. When purchasing agents create purchase orders, these profiles can be used by selecting from the Inv Code drop-down list on the Purchase Orders window. These profiles can save a purchasing agent time, as many of the specifics of each inventory item purchased will be defaulted in for them. To determine how new inventory codes are automatically created, select Always, Never, or Show message first on the Create new inventory codes automatically drop-down list box. If you select Always, new inventory codes that can be reused later will be created automatically during purchase order entry. If you choose Never, inventory codes can only be created on the Inventory window. Selecting Show message first will display a warning message before inventory codes are created when a purchasing agent creates a purchase order. To determine when existing inventory codes are updated, select Always, Never, or Show message first on the Update existing inventory codes automatically down-down list box. If you select Always, existing inventory codes will be changed automatically if changed during purchase order entry. If you choose Never, inventory codes can only be changed on the Inventory window. Selecting Show message first will display a warning message before inventory codes are changed during purchase order entry. If you wish to include vendor-specific inventory codes in drop-down list boxes, select the Populate inventory code drop downs with vendor specific inventory codes check box. This can be useful if you want to keep inventory profiles for items like paper separate for each vendor, as many inventory code properties may be different for each vendor. This will make further configuration options available If you wish to make an icon available on the Create/Edit Purchase Orders window to determine the vendor with the lowest costs, select Show Icon in the Check for vendors with lower cost on PO entry drop-down list box. Otherwise, select Never. It can be a time investment keeping up with inventory codes, but the investment can pay off in savings earned. This option can help your requesters purchase items from vendors with the best prices and save your school money. To use a right-click option to check for vendors with lower prices, select the Check for vendors with lower cost via right-click check box. EX

42 To set a specific difference in price, enter a dollar amount in the Only tell me about vendor s with a lower cost when I would save more than this column. This is used with both lower vendor cost right-click and icon options. If you want your requesters to only see other vendor options when a certain threshold of savings would occur, you can set that here. Click Save to save any changes Automatic Notifications The Purchasing Module in EX 3.0 introduces event notifications. Each event in purchasing, such as when a requisition is created or when a purchase order is sent to a vendor, can be designated as an automatic notification event. When a purchasing event is designated as a notification event, an or application alert will be sent to roles based on their involvement with the specific requisition or purchase order. You can customize which roles get notified of each event and the message that is sent for each event. EX

43 Note that Purchasing Notification setup relies heavily of the EX Notification system. In addition to the setup, make sure the necessary EX services are installed and configured for handling Purchasing and other EX Notifications. This is a great feature to use to keep members of your procurement cycle informed each step of the way. Setup of Event Notifications Event Notifications are automatic s triggered to roles when a specific system event occurs. Which roles receive s when a specific event occurs are determined in the Select Roles to Notify window. templates are configured in the Build Notification Template window. Setup of event notifications can be done in two steps: Step 1: Select Roles to Notify 1. In Purchasing, open the Purchasing Module Setup window (PO Admin Task Configure Purchasing Purchasing Module Setup) and select the General tab. EX

44 2. Select a notification event in the Select Notification Event drop-down list box. 3. Click the Select roles to notify when the selected notification event occurs link in the Set Notification Preferences group box to open the Select Roles to Notify window for the selected event. 4. Select the roles to be notified in the Don't Notify column. You can Ctrl-click to select multiple roles. 5. Click the Add button to add the selected roles into the Notify column. 6. Click Save. EX

45 7. Repeat steps 4 through 7 for all events that require notifications. 8. Close the window when you are finished selecting roles to notify for each event. Step 2: Build Notification Templates 1. On the General Tab of the Purchasing Module Setup window, click the Create template to use when sending selected notifications link to open the Build Notifications window. 2. Select the event in the Select Notification Event drop-down list box. 3. If you wish to send out notifications automatically, select the Automatically notify other roles when the selected event occurs check box. 4. If you want to automatically include comments associated with the Purchase Order as an attachment to the , select the Auto Include Comments check box. 5. If you want to automatically include attachments associated with the Purchase Order as an attachment to the , select the Auto Include Attachments check box. 6. Enter addresses in the From, CC, and BCC columns as needed. Note that the addresses of the requester, approver, purchasing agent, etc, do not need to be placed here. Those addresses will be automatically determined based on the Contact Profile the user has set up or the *EML address code for the user on Address Master. 7. Enter a subject header that will be sent out with the notification. Click the placeholder icon ( ) to open the Select a Placeholder window to insert a placeholder into the subject. Placeholders are dynamic content from the requisition or purchase order to which the event is related. Adding these can greatly improve the value of the subject or message you create. For example, you can use a placeholder to get the requisition number of the current requisition submitted embedded in your notification. EX

46 8. If you want the message to be sent in HTML format, select the HTML? check box. If you want the message to be sent in text-only, leave the HTML? check box cleared. 9. Enter the message that will be sent out with the notification. Click the placeholder icon ( ) to open the Select a Placeholder window to insert a placeholder into the message body. Placeholders are dynamic content from the requisition or purchase order to which the event is related. Adding these can greatly improve the value of the subject or message you create. For example, you can use the placeholder to get a requisition number of the current requisition submitted embedded in your notification 10. Click the Save button. 11. Repeat steps 2 through 10 for all Purchase Order events. 12. Close the window when you are finished designing notification templates for each event. Purchasing Module Security Module security is now more focused on roles, which lead to a removal of the restrict requisition access functionality. The restrict requisition access functionality filtered the create/edit requisition window so that users did not see the requisitions of others. This was replaced with a Purchasing Module security view in the EX database. This view is used on key windows like Check Requisition Status, Print or a PO, and Receive Goods. These windows now only show the requisitions the user had a part in creating, approving, or sending to the vendor. Note that all other windows in the module will not filter requisitions or purchase orders to just those with which the user was involved. They should be only used by users who can see all requisitions and purchase orders in the system. Requisition Security User (Requester, Approver, and Purchasing Agent) can see requisitions in a drop-down list or in a direct retrieve if one of the following is true: They requested the item. They entered the requisition. They are on the approval track for the requisition. They are marked as the purchasing agent for the requisition. Power User (Module Manager) can see requisitions by being given access to separate requester and purchasing agent retrieval criteria in windows that regular users do not have. See "Tasklist Function Security" for this special access on the Check Requisition Status, Print or a PO, and Receive Goods windows. EX

47 Purchase Order Security User (Requester, Approver, and Purchasing Agent) can see purchase orders in a drop-down list or in a direct retrieve if one of the following is true: Any line item on the PO was created from a requisition they requested. Any line item on the PO was created from a requisition they entered. Any line item on the PO was created from a requisition they approved. They are marked as a purchasing agent on the PO. Power User (Module Manager) can see purchase orders by being given access to separate requester and purchasing agent retrieval criteria in windows that regular users do not have. See "Tasklist Function Security" for this special access on the Print or a PO window. EX

48 Assigning Approvers Automatically to Requisitions As mentioned in the description of the Approvals tab, the Purchasing Module Manager can now configure the system to automatically assign approvers using approval track rules. Setup of Approval Tracks In order to control the requisition process, the Purchasing Module allows you to define lists of persons who must approve requisitions before the items can be ordered. An unlimited number of Approval Tracks can be created for your organization. You can create a track for each department in your organization, or you can have a more centralized scheme and have only one or two approval tracks. The most common rules are based on GL Account Numbers and Projects. Defining rules based on these criteria can keep purchases routed to users who have budget responsibilities for those accounts and projects. The approval tracks allow you the following controls or features: There is no limit to the number of persons you can require to approve the requisitions in each track. You can create a track with one person or one with 100 people. Limitations to approval tracks are determined by the way in which your organization chooses to monitor requisitions. You can involve people in the approval track if the dollar amount of the requisition is above a certain limit. This can be useful if you have executive level approvers who only need to be aware of major purchases. You can designate alternate persons or substitutions if a person in a track will be gone for a certain period of time. Approval tracks are used only with requisitions. They cannot be used with purchase orders. Requisitions with approval tracks assigned to them must be approved by all persons on the list. If not, the requisition cannot be turned into a purchase order and, therefore, not ordered from a vendor. EX

49 For example, Professor Plum entered a requisition for desks that were $400 each. The approval track assigned to the requisition indicated that Professor Freud must approve the requisition before the desks could be ordered. Professor Freud knew that the Psychology Department needed to order some computers before the year was over and that there was not enough money in their budget for both the desks and computers. Therefore, he did not approve the requisition. He asked Professor Plum to find desks that were less expensive. Professor Plum changed his requisition to include the $150 desks, and Professor Freud approved it. Furthermore, the system can be configured to allow the requester to assign approvers or to have the system automatically assign approvers by selecting Manually by requester or Automatically by the system on the Approvers are assigned to requisition drop-down list box on the Approvals tab of the Purchasing Module Setup window. If approvers are established automatically, Approval Track rules will need to be established for each Approval Track. Adding Approval Tracks 1. Open the Approvals tab of the Purchasing Module Setup window (PO Admin Task Configure Purchasing Purchasing Module Setup Approvals Tab). 2. Click Build approval tracks and assign approvers to them to open the Approval Track window. 3. Click New to open a blank Approval Track window (Detail). 4. Enter the Track ID and Track Description of the approval track. 5. In the left pane, select the User ID of the person(s) who will be approving requisitions with this approval track and click Add (or drag the row) to the right pane. The Add All button allows you to add all the User IDs in the left pane to the right pane. The persons in the right pane of the window are included in the track. Those on the left are omitted from the track. 6. If desired, you can enter limits in the Approve Dollar Limit. 7. Save. 8. If there are errors, messages will display at the bottom of the window and the column in error will be highlighted. Errors must be corrected before the approval track can be saved. Note that if you want to have certain approvers review individual line item dollar amounts (not requisition totals), you can build that into the approval track rules. Adding Approval Track Rules Once approval tracks are established, you can create and assign rules to them. This is only necessary if you are using automatic approval track assignment. These rules are used when a requisition is submitted and the correct group of approvers is being looked for. Creating approval track rules is technical and requires knowledge of SQL. It is best to involve an IT staff member in building your school s rules. To build and assign a rule to an approval track do the following: 1. Open the Approvals tab of the Purchasing Module Setup window (PO Admin Task Configure Purchasing Purchasing Module Setup Approvals Tab) 2. Click Build approval tracks and assign approvers to them to open the Approval Track window. EX

50 . 3. Click the Add a Rule icon to open the Updates Results and Rules window 4. You will need to add the approval track to the Results Definition tab by using the right-click option Add row. Highlight the approval track you selected from the drop-down list. 5. Save. 6. Keeping your focus on that approval track row in the Results Definition tab, click on the Results Rules Definition tab and use the right-click option Add row to create the first line of your rule. EX

51 7. Any piece of requisition data that is on a requisition line item is available to base a rule on. For your IT department, this means SQL should be based on the TRANS_HIST_EXT table. Again common examples of rules would be based on account numbers or projects. Note that if you do not create a rule on the Results Rules Definition tab, then the approval track will match all requisitions created. This can be useful if you have an approval track with a person who should see all requisitions. Setting Contact Profile Policy With Purchasing in EX 3.0, users now have the option to share contact information with other users in the new Contact Information window. This window will be accessible across the Purchasing Module where requesters, approvers, and purchasing agent names are displayed. By clicking on the contact profile icon, the window opens giving team members a quick way to get in touch with the other team members. EX

52 Users can determine for themselves what information they will share with other EX Purchasing users in their user preferences. However, you may want to set a policy on the minimum amount of information that should be available, like work phone number and . Having a minimum amount of information available can help your purchasing cycle move more smoothly as team members communicate better. The contact profile address is the first address used with purchasing notifications. If a user does not have this address defined, they can still receive notifications via their *EML address if that address is marked as Notification Enabled. EX

53 Setting the Document Attachment Policy The Purchasing Module Manager can select specific document types to be uploaded as attachments to requisitions. Typically, this is done to ensure that only document types for which your institution has software are used and requesters and approvers only attach items that other team members can open. In addition to defining the types of documents that can be attached, the maximum size of the attachment can also be defined. Work with your DBA or IT staff, as this can impact the performance of the EX system. Also be aware that attachments on requisitions may be sent on notifications. Since s may fail if attachments are too large, you will want to have your maximum attachment size work in conjunction with the default Exchange message size. A common default maximum size in Microsoft Exchange is 10MB. You may want to check your Microsoft Exchange maximum message size and stay under that for a maximum file attachment size in EX. To add a new file type extension: 1. From the Define Allowed File Extensions window, right-click and choose Add New File Extension. 2. Enter the file type extension. 3. Enter the appropriate description. 4. Click save. To make a file type extension available in purchasing and set the maximum file size From the Make File Extensions Available in Purchasing window, select the Make Available check box. EX

54 1. Enter the maximum file size. 2. Save. Establishing a Comment Policy Comments can be placed on requisitions to help document why requesters need specific items and why approvers approve or deny these items. Comments associated with a requisition become a permanent part of the requisition and can be viewed later when receiving items ordered or when reviewing budget issues. Users can choose whether to correspond via or alert notifications, but these communications do not become a permanent part of the requisition. It is advised that the Purchasing Module Manager determines a policy as to when comments, s, or alert notifications are used with these restrictions in mind. Access to Vendor Web Sites Most vendors will have web sites available that display their products and provide for a means to purchase products. The Purchasing Module Manager can associate vendors with their web sites on the new Web Sites tab on the Vendors window. If a Vendor has multiple web sites (such as one site for computer products, another for office supplies, etc.), you can add more than one web site to a vendor. This setup step can be a great way to steer your purchasing users to the web sites from which you want them to purchasing goods and save them valuable time in the process. Web Sites Tab (Vendors Window) Navigation: PO Main Task Other Vendors Web Sites Tab This tab is used to associate one or more web sites with a vendor. When one or more web sites have been defined for a vendor, an icon will appear in any window displaying the vendor name that can be used to access the web site in the default web browser. If multiple web sites have been selected, clicking the icon will display the Connect to Web Site window. EX

55 To add a web site, enter an address in the Web Site URL column and a description in the Web Site Description column. To add a second web site, right-click and select Add Row. To remove a web site and its description, right-click the row to be deleted and select delete row. Using Google Earth Users can now use the new Google Maps icon ( ) to automatically connect to Google Maps to get directions from any vendor with a valid physical address to the school's delivery address. This new icon appears next to any Vendor address in the Purchasing Module. EX

56 The To address used will be the vendor s address, and the From address will be the one defined to print on the purchase order in the Set Address Window. Making Requester Data Entry Faster with Order Profiles Order Profiles are saved profiles for large orders or line items that are frequently used by the institution. These can be marked as public profiles (which can be used by other users) or private profiles (which can be used only by the individual users). The Purchasing Module Manager can allow end users to create and share their own Order Profiles, or you can create some public profiles for them to use. EX

57 Note that Public Order Profiles will show up on the Create Requisition window for requesters to select. Selecting an order profile can save the requester lots of time as information will default in for them. They can modify the information as needed before submission. Header Order Profiles Header Order Profiles only create the basic information about the requisition, such as date and delivery criteria. The detailed information of each item you need to order is set up in the Line Item Order Profile (described below). 1. Click on the New Order Profile icon ( ) next to any Header Order Profile column to open the Build An Order Profile (Header) window. 2. Enter Profile Name. 3. Choose whether the Order Profile will be private or available to all Purchasing users by selecting Make Profile Private or Make Profile Public in the Order Profile Settings group box. 4. Enter any default Requisition Text, Request Date, and Requested By in the Requisition Profile group box. 5. Enter any default Date To Order, Delivery Deadline, Purchasing Agent, or Ship Goods Here information in the Set Purchasing Preferences group box. 6. Enter default Vendor Name and Vendor Address suggestions in the Suggest a Vendor group box. 7. If the Order Profile is to be designated as a Work Order, enter default Location, Building, and Room in the Designate as a Word Order group box. 8. Click Save. EX

58 Line Item Order Profiles Similar to the Header Order Profiles, the Line Item Order Profile allows you to reduce data entry time and errors. A Line Item Order Profile can contain an unlimited number of line item rows. The profile will typically contain items which you order repeatedly, such as office supplies, or those orders which must be split among several general ledger accounts. By selecting a Line Item Order Profile and clicking the Assign button on the Requisitions window, you can add many line item rows to the requisition simultaneously. After populating the rows with the profile values, you may also edit these rows before saving and submitting the requisition. 1. Click on the New Order Profile icon ( ) next to any Line Item Order Profile column to open the Build An Order Profile (Line Item) window. 2. Enter the Profile Name. 3. Choose whether the Order Profile will be private or available to all Purchasing users by selecting Make Profile Private or Make Profile Public in the Order Profile Settings group box. 4. Enter Quantity, Inventory Code, Unit, Cost per Unit, Project Code, Account Number, Catalog Number, Item Description, and whether the line item is OK To Group with other line items. 5. Click Save. Setting up Encumbrance Handling The Purchasing Module Manager can determine how denied requisitions are unencumbered on the Approvals tab of the Purchasing Module Setup window. EX

59 To determine how denied requisitions are unencumbered: 1. Open the Approvals tab of the Purchasing Module Setup window (PO Admin Task Configure Purchasing Purchasing Module Setup Approvals Tab) 2. In the Upon requisition denial drop-down list box in the Set Approval Preferences group box, select one of the following: Leave encumbered, don't delete - The requisition is denied, but it is not unencumbered against the budget and not deleted. Unencumber and delete - The Requisition is deleted and unencumbered against the budget. Unencumber, don t delete - The Requisition is unencumbered against the budget but is not deleted from the system. This gives good flexibility as the denied requisitions can be copied and resubmitted when changes need to be made but also frees up budget funds for new requisitions. 3. Click Save. Setting Up Signatures for Electronic PO Delivery Before ing PO s to vendors, you will probably want to set up an electronic signature for your purchasing agent or agents and imbed that in the PO Report Format InfoMaker report (see below) you are using. EX

60 Contact your IT Staff to create the signature and place it in a network location that can be accessed by all staff members who need to or print purchase orders. Be aware that if a purchasing agent attempts to a PO to a vendor, using a PO Report Format that has an imbedded signature that exists in a network file location, and they do not have permission to that network file location, the PO will be sent without a signature. It is recommended the signature is stored in a secure network location or on a CD and available only to those users who should have access to purchase orders to vendors. Imbedding a Signature in a PO InfoMaker Report 1. In EX, open the Print or a PO window. 2. Choose Customize from the PO Report Format drop-down list, which will open the PO report in InfoMaker. 3. Select Insert, Control, Picture. 4. This will open the Select Image window. 5. Drill down to the location of the signature file that was created and select that file. Note that this file is normally a bitmap (.bmp). 6. Click anywhere within the Detail tab to insert the signature file. If you want the signature to be at the bottom of the PO, it needs to go below the Footer band within the PO report. In order to move it there, click on the signature object and select Properties. On the Position tab, change the Layer from Band to Foreground so that you can drag the object below the footer band to the bottom of the PO. EX

61 7. Go to File, Save As and save the report with an appended name (e.g., R_print_po_signature) The report should be available in the PO Report Format drop-down list in the Print or a PO window. If you do not see it, right-click within the drop-down list and select Refresh Report List. Select the customized report. You will see the signature both when printing a physical copy of the PO as well as within the PDF file when ing the PO. Auto Creation of Purchase Orders Purchase Orders can be set up to automatically generate upon final approval of a requisition. If your institution often consolidates requisitions into one large purchase order, it is advised that this timesaving measure not be used. To set up auto creation of Purchase Orders: 1. Open the Approvals tab of the Purchasing Module Setup window (PO Admin Task Configure Purchasing Purchasing Module Setup Approvals Tab) 2. In the Upon final approval drop-down list box in the Set Approval Preferences group box, select one of the following: Don't Create a PO - A purchase order is not created upon final approval of a requisition. Purchase Orders must be created manually, which allows for consolidation of requisitions into one Purchase Order. Auto Create a PO - A purchase order is created automatically once approved by the final approver. 3. Click Save. EX

62 Organizing Electronic Copies of PO s Sent to Vendors When purchase orders are sent to vendors via on the Print or a PO window, they are automatically stored in a temporary file location on the user s client machine. The location for each Operating System is given below: Windows XP: C:\Documents and Settings\cso\Local Settings\Temp\Jenzabar EX 3 (replace cso with user s Windows username) Windows Vista: C:\Users\cso\AppData\Local\Temp\Jenzabar EX 3 (replace cso with user s Windows username) If you want to keep a record of these electronic copies of the PO, then you will need to instruct your users to move these files into a central location on your network as these temporary directories will not hold the electronic copies indefinitely. JICS CRM Staff Considerations CRM Staff will work in conjunction with EX 3.0 Purchasing. Jenzabar will be updating CRM Staff to take advantage of the new features included in EX 3.0 in upcoming releases. EX

63 For the Purchasing User For the Purchasing User New Module-Wide Instant Recognition Icons The icons used throughout the Purchasing Module are listed below: Image EX Name Windows Used Tooltip text Add Comment Remove Comment Unread Comment Exists Read Comment Exists Add Attachments Remove Attachments Create Requisition Check Requisition Status Approve Requisition Receive Goods Review and Add Comment Review and Add Comment Create Requisition Check Requisition Status Approve Requisition Receive Goods Review and Add Comment Create Requisition Check Requisition Status Approve Requisition Receive Goods Attached Documents Create Requisition Check Requisition Status Approve Requisition Receive Goods Attached Documents Attached Documents Information Icon - Add Comment Click to add a comment to this requisition. Information Icon - Remove Comment Click to remove the comment from this requisition. Caution Icon - Unread Comments Exist Click to read comments. Information Icon - Read Comments Exist Click to read comments. Information Icon - Add Attachment Click to add an attachment to this requisition. Information Icon - Remove Attachment Click to remove attachment from this requisition. EX

64 For the Purchasing User Image EX Name Windows Used Tooltip text Unread Attachment Exists Read Attachments Exist Export to Excel Copy Pick Date Open Web Site Open Google Maps Create Requisition Check Requisition Status Approve Requisition Receive Goods Attached Documents Create Requisition Check Requisition Status Approve Requisition Receive Goods Attached Documents Any PO Window with a grid. Create Requisition Build an Order Profile Any Non grid date field Any vendor id number Create Requisition Vendor Address Field Purchase Order Vendor Address Field Caution Icon - Unviewed Attachments Exist Click to view these attachments. Information Icon Previously Viewed Attachments Exist Click to view these attachments. Information Icon - Export To Excel Click to export the contents of this grid to Excel. This text is for Order Profiles only Information text - Copy Order Profile Click to make a copy of this order profile. You can make changes to the copy to meet your needs. Information Icon - Pick a Date Click to select a date. Information Icon - Open Web Site Click to open a web site for this vendor. Get Directions Click to get directions from your school to this address. Open Google Maps Create Requisition Ship Goods Here Field Purchase Order - Ship Goods Here Field and Send Invoice Here Field Get Directions Click to get directions from the selected vendor to this mailing address. EX

65 For the Purchasing User Image EX Name Windows Used Tooltip text Information Over Budget Over Budget Under Budget Under Budget Any window where a hint is needed. Approve Requisition Check Requisition Status Create Requisition Purchase Order Create Requisition Purchase Order Approve Requisition Check Requisition Status N/A - Varies by window. Warning or Error - Account is Over Budget Click to view the item ordered that is against an account that is over budget. Warning or Error - Account is Over Budget Click to view budget to actual for this account. Information - Under Budget Click to view budget to actual for this account. Information - Under Budget Click to view the items ordered on this requisition. Inventory Purchasing Module Setup N/A Additional Description Purchasing/PO Additional Item Description Check Requisition Status Print or a PO N/A N/A Shipping Purchasing Module Setup Create Requisition Additional Item Data Purchase Order Match PO, Requisition, PO, Invoice and Check N/A EX

66 For the Purchasing User Image EX Name Windows Used Tooltip text Work Order Location Save Money Purchasing Module Setup Create Requisition Additional Item Data Purchase Order Match PO, Requisition, PO, Invoice and Check Create Requisition Purchase Order Allocate Line Items Split Line Items N/A N/A Caution Icon Save Money Check for a vendor with a lower cost for this item to save money. My Links My Workspace N/A Add Link, Report, To Do My Workspace Edit Link, Report, To Do My Workspace Remove Link, Report, To Do Order Link, Report, To Do My Workspace My Workspace Add New Link (Report or Task) Edit Selected Link (Report or Task) Delete Selected Link (Report or Task) Sort Link List (Report or Task) Report My Workspace N/A Report Print Options All Windows where printing occurs N/A Activity Tasks My Workspace N/A Settings My Workspace N/A Open Excel My Workspace Opens Microsoft Excel Open Word My Workspace Opens Microsoft Word Open Outlook My Workspace Opens Microsoft Outlook EX

67 For the Purchasing User Image EX Name Windows Used Tooltip text Open Web Browser My Workspace Opens Default Web Browser Open InfoMaker My Workspace Opens Sybase Info Maker View Contact Profile Image Create Requisition Check Requisition Status Approve Requisition Receive Goods Attached Documents Set My Profile Sharing Preferences Information Icon - View Contact Profile Click to find information on how to contact this person more quickly. N/A No Photo Available Set My Profile Sharing Preferences N/A Add an Order Profile Create Requisition Edit an Order Profile Create Requisition Remove an Order Profile Create Requisition Send Notifications/Send Purchasing Setup Information Icon - Add an Order Profile Click here to setup an order profile. Information Icon - Edit an Order Profile Click here to edit the selected order profile. Caution Icon - Remove an Order Profile Click here to remove the selected order profile. N/A Add a Notification Template Purchasing Setup N/A Assign Roles Purchasing Setup Assign Roles Roles Assigned Purchasing Setup Roles Assigned EX

68 For the Purchasing User Image EX Name Windows Used Tooltip text View Approval Track Members View Approval Track Members Create Requisition Create Requisition Check Requisition Status Approve Requisition Attached Documents Information Icon - View Approval Track Members Click to see a list of the members of this approval track. Information Icon - View Approval Track Members Click to see a list of the people who have been assigned to approve this requisition. Assign Alternate Approvers Purchasing Setup N/A Receiving Purchasing Setup N/A Invoicing Purchasing Setup N/A Task My Workspace N/A Notification Select Roles to Notify N/A Add a Rule Rule Exists Send Can t Send Empty Notification Inbox Approval Track Approval Track Print or a PO Print or a PO Application Frame, Bottom Right Information Icon - Add a Rule Click to add an assignment rule to this approval track. Information Icon - Rule Exists. Click to modify the assignment rule for this approval track. Information Icon - Available An address is available for this vendor. Caution Icon - Can t Send An address is not available for this vendor. Information Icon - Your Notification Inbox is Empty There is nothing for you to review at this time. EX

69 For the Purchasing User Image EX Name Windows Used Tooltip text Previously Viewed Items in Notification Inbox Unviewed Items in Notification Inbox Application Frame, Bottom Right Application Frame, Bottom Right Information Icon - Viewed Items Exist in Your Notification Inbox Double click to review these notifications again. Caution Icon - Unviewed Items Exist in Your Notification Inbox Double click to review these new and previously viewed notifications. Creating a Requisition This is the traditional way of entering new requisitions. You can either enter the requisition entirely from scratch or use Order Profiles to streamline commonly entered requisitions. Note that this window is highly configurable by the Purchasing Module Manager, so some columns may not be accessible to you. Alternatively, you can create requisitions by copying a requisition. Step One: Opening the Window Open the Create Requisitions window (PO, Main, Task, Requisition, Create Requisitions). EX

70 For the Purchasing User Step 2: Assign Profiles, Rules and Approval Tracks Select a Header Order Profile if appropriate and available. You can also edit, create, or remove a Header Order Profile by clicking on the icons ( ) next to the Header Order Profile column to open the Build An Order Profile window (Header) window. See "Setting Up Order Profiles" for additional information on how to set up Order Profiles. Select a Disbursement Rules if available. Disbursement Rules are useful in locking down your requisition when it becomes a purchase order and not allow others to add, delete, or change characteristics of your order. If the Module Manager has configured the system to allow you to choose an approval track, select an approval track from the drop-down list box. An approval track is a list of people required to approve your requisition before it is eligible to become a purchase order. If tracks are available, it is likely there is a different approval track depending on what is being purchased. Select the correct list of approvers for the item(s) you are purchasing. If you would like to review the list of approvers, click on the red A next to the approval track drop-down. If your Module Manager has chosen to use automatic approval track assignment, you will not see this option and the system will choose the correct approvers for you when you submit the requisition. Step 3: Requisition Profile The requisition profile includes key summary information for the requisition. Many of the columns are generated and updated by the system and are provided for display purposes only (these columns are grayed out on your screen). You will likely refer to this section frequently when you are checking the status of requisitions you have submitted. Enter Requisition text. This is a good place to put an abbreviated reason for submitting the requisition or a description of the general types of goods you are requesting (such as "office supplies" or "lab materials"). Select a Request Date. This is the date you are making the request and defaults to the current date. You may also change who the requisition was Requested By, if you are allowed by the system to enter a person other than yourself. If you are uncertain of the person's ID number, right-click on the column and select Advanced Search to find the person's ID number in the Name Search window. If needed, click the Export to Excel icon ( ) to export Requisition Profile information to Excel. You can click on the Approval Track icon ( ) to open the Approval Track Members window. EX

71 For the Purchasing User Step 4: Set Purchasing Preferences Your purchasing preferences are instructions from you on when to order the goods, who should order them, and when and where they should be delivered. If your school has a centralized purchasing system, your purchasing agent may change these preferences but you can still make your preferences known by entering information here. As with all steps in this process, check with your Purchasing Module Manager to determine your organization's policies. Enter Date to Order, if necessary. This defaults to today's date. Enter Delivery Deadline. Enter Purchasing Agent. Enter an ID number in this field instead of the name of the purchasing agent. If you do not know the ID number of the purchasing agent you want to purchase these goods, right-click the column and select Advanced Search option to find the person's ID number in the Name Search window. If you are the purchasing agent for these goods, enter your own ID number. Once a purchasing agent is selected, you can click on the Profile icon ( the purchasing agent's information. Enter Ship Goods Here information. ) to view Step 5: Suggest a Vendor Vendor selection is optional within the EX system, even though your business office policies and procedures may require it. Contact the Purchasing Module Manager for policy and procedure information. The Suggest a Vendor tab allows you to choose the vendor from whom you will order goods or services. Enter the Vendor ID Number in the Vendor field. If do not know the ID, right-click in the Vendor field and choose the Advanced Search option to search on the Name Search window. The Address field will contain a default address code, and the corresponding address details appear in the fields on the right. If the vendor has more than one address on record, you may select the desired address code from the drop-down list. The address detail fields will update accordingly. Select a recommended Vendor and Address. If the Vendor has one or more web sites assigned to it, click on the Web Site(s) icon ( ) to open their web site in your browser. If you would like to view a map showing directions from the vendor address to the shipping address of your institution, click on the Google Map icon ( ). EX

72 For the Purchasing User Step 6: Designate as a Work Order The requisition creation process can be used to handle basic work order processing in the Designate as a Work Order tab. If you want to use this requisition as a work order request for a repair that needs to happen at a location on your campus, then you can indicate the location the repair is needed on this tab. You may also want to use the attachment option to attach additional information about the work that needs to be done. In the Designate as a Work Order tab, identify Location, Building, and/or Room to designate the requisition as a Work Order. Step 7: Designate Defaults for Line Items You can make your data entry faster by designating some default values for each line item of the order you create. By clicking the assign button, each value you have selected for the account and project values will be assigned to every line item on the requisition you have created. In the Default Line Items With group box, select a Line Item Order Profile, enter an Account Number, and/or select a Project. You can also edit, create, or remove a Line Item Order Profile by clicking on the icons ( ) next to the Line Item Order Profile column to open the Build An Order Profile window (Line Item) window. See "Setting Up Order Profiles" for additional information on how to set up Order Profiles. Step 8: Enter Line Items Every requisition you create must have at least one line item. A line item is a single type of item you are ordering like paper, pens, a laptop, etc. For each type of item you are ordering, you will want to create a separate line item. You do not have to enter information for every field of the line item. In the Line Item grid, specify unit, quantity, cost per unit, etc., for each detail row. To add additional detail rows, right-click and select Add Row. EX

73 For the Purchasing User Enter the account number that the line item (and subsequent purchase order) will be applied against. An account number is for financial reporting purposes. It is the way your school tracks the cost of things you buy against the budget funds that are available. Your school should have defined specific accounts that you can use to charge items against. Check with your Module Manager for a list of these accounts. You can right-click and select Account Number List to choose from a list of accounts on the GL Master Account Codes window. Note that you will see all accounts the school has defined on this window (even if you do not have access), so you will need to know which ones are available in order to choose the correct one. Again, check with your Module Manager if you are uncertain. Enter the description of the line item. This column field is a great place for you to place a more detailed description of the item you want to purchase. It is recommended that you be as descriptive as possible. For example, instead of just "laptop," you can use a description like "Dell Latitude D630 Laptop." If necessary, enter the project with which the line item is associated. This column is like an account number in that it is a way to group the costs of items purchased at your school. A key difference is that projects allow you to track costs over multiple years. If the item you are purchasing is a part of a special project at your school, like a capital campaign for example, then you may assign the item s cost to that project by choosing the appropriate project description from the drop-down list. Click the OK to Group check box if the item is to be consolidated with other items requested by other users when the purchase order is placed with a vendor. By selecting this check box, this line item will only be grouped with other items when it matches the vendor, the date to order, and the shipping location you requested. If you would prefer this item not be ordered with other items, then clear the check box. To specify additional line item descriptions and data, select the line item, right-click, and choose Additional Item Description to open the Additional Item Description window or Additional Item Data to open the Additional Item Data window. You can click on the Budget Lookup icon ( ) to open the Budget Lookup window and review budgetary information related to this account number. To assign individual requisition line item amounts to multiple line item amounts (i.e., allocate dollar amounts to multiple GL accounts), choose Split Line Item from the right-click or Options menu with the cursor in the Account Number column of the appropriate row. Enter values on the Split Line Items window and click OK. The Requisitions window displays the newly added values. EX

74 For the Purchasing User Step 8: Save and Submit Your Requisition Once you are comfortable with the requisition you have created, you need to save it before you can submit it. If you want to make changes to the requisition later, you can save the requisition and close the window. You can reopen the requisition window later for further editing and then submit it. NOTE: Your requisition does not count against the budget until you submit it. This could mean budget funds could be taken up by other requisitions while you wait to submit yours. Click the Save button or the Save & Open New button to complete your requisition. Click the Submit for Approval button if you are ready for your requisition to be reviewed for approval as a purchase order. If you frequently purchase from particular vendors and the types of items or services you order from them are consistent, you can save entry time by copying requisitions that are already on the system. Once the requisition is copied, you can modify the new requisition for the current request on the Requisitions window. This process is used only to create a requisition from a previously entered requisition. To create a requisition from scratch, see "Entering Requisitions." Note that you will not see the copy requisition link on requisitions that have not been submitted. On requisitions that have not been submitted, use the right-click option Copy Requisition for requisitions in that status. Copied requisitions are not automatically submitted and do not have approval tracks automatically assigned. You will need to assign the approval track and resubmit the copied requisition once you are satisfied with it. 1. From any View Requisition window, click the Copy Requisition link to copy the requisition. 2. Click the Yes button on the information window that appears to review the requisition in the Edit Requisition window. EX

75 For the Purchasing User 3. Follow the instructions for creating a requisition for all available columns. 4. Click the Save, Save & Open New, or Submit for Approval buttons to proceed. Separating Line Items into Different Requisitions If the Purchasing Manager has configured the requisition to use automated approval tracks and your line items are assigned to different approvers, your requisition will automatically separate the line items into different requisitions upon your approval to ensure that each requisition is assigned one set of approvers. If approvers are established automatically by the Purchasing Manager, Approval Track rules have been already established for each Approval Track. If you have created a requisition with multiple approval tracks, you will receive the following message: EX

76 For the Purchasing User You can choose to submit the requisition or cancel. If you submit the requisitions, you will receive another message that lets you know how your requisitions have been separated. An example of the message you will receive is below: Creating and Sharing Order Profiles Order Profiles are saved profiles for large orders or line items that are frequently used by your school. These can be marked as public profiles (which can be used by all requesters) or private profiles (which can be used only by the requester who created it). Your PO Module Manager may have created some order profiles for you to use. You may also create Order Profiles on your own. You can create them for your own personal use or to share with other requesters. See "Making Requester Data Entry Faster with Order Profiles" above for more information on creating Order Profiles. Attaching a Document to a Requisition If you have cost justifications for the items you want to buy, supplemental information like a travel expense form, a picture of the items you need, etc., then you can attach them to either the entire requisition or to each individual requisition line item or both. EX

77 For the Purchasing User To attach a document to a new requisition or when changing a requisition: 1. Click on the Attach a New Document icon ( ). If you want the attachment to apply to all the items on the requisition, use the icon next to the requisition number. If you want the line item to apply to a specific item you have ordered on the requisition, then click the icon next to the line number of that item. You can attach as many files as you like to a requisition or its line items. 2. If no attachments exist on the requisition yet, then the Select the File to Attach window will open where you can attach the file you want. EX

78 For the Purchasing User 3. If an attachment already exists on the requisition, then the Attached Documents window opens and you can select the requisition header or line item you want to attach to and click the add attachment icon. This will open the Select the File to Attach window from step Select the file to be attached to the Requisition. 5. Click Open to attach the document to the Requisition; it will display in the Attached Documents window. Making a Comment on a Requisition If you feel you need to better explain why you need to purchase an item, you can use a comment. Requesters and Approvers will quickly see comments they have not reviewed yet on requisitions in both Check Requisition Status and Approve Requisitions windows. Comments can be a great way to create a permanent record of the dialog back and forth between an approver and requester. It can also be a great way to put a note on a requisition that will help you when you receive the goods. For example, you might put a note to make sure to look for that free printer that was supposed to come with the order or to double check the order from this vendor since it was short the last time. To create a comment on a Requisition: 1. Click on one of the attachment icons next to the requisition number or next to the requisition line item number to which it relates on the Create Requisition window. If you want the comment to apply to all the items on the requisition, use the icon next to the requisition number. If you want the comment to apply to a specific item you have ordered on the requisition, then click the icon next to the line number of that item. You can make as many comments as you like to a requisition or its line items. EX

79 For the Purchasing User 2. If no comments exist on the requisition yet, then the Comment window will open where you can make your comment. 3. If a comment already exists on the requisition, then the Review and Add Comment window opens and you can select the requisition header or line item on which you want to make a comment and select the add a comment icon. This will open the Select the Comment window from step Enter your comment in the Comment Made text box and click Post Comment to attach the comment. Note that comments can only be 1000 characters long by default. Checking the Budget Status of an Account You can check the budget status of accounts in two ways. 1. Click on the Check budget status of an account link in the Activity Center Tasks panel on the left-hand side of My Workspace. This will open the Variance Report window, which can be used to review budget status: EX

80 For the Purchasing User 2. Look for the over budget and under budget icons on the Create Requisition window. After you enter an account number in the field, these icons will tell you immediately if that account number is over or under budget (taking into effect the impact of all the line items on the current requisition). EX

81 For the Purchasing User Looking Up Members of an Approval Track Approval tracks are lists of people who are responsible for approving different types of requests at your school. Most requisitions created will be assigned to one or more approval tracks. Many windows in Purchasing will display the approval track members icon next to an approval track name. Click this icon when you want to look up the list of people on an approval track. Looking up this list of approvers can be helpful when trying to decide the correct approval track to assign to a requisition (if your school is using manual approval track assignment). EX

82 For the Purchasing User It can also be useful to see which approver is currently reviewing a requisition (pending approval) and which have already approved. On the Approval Track Members window, you can click on the View Profile icon ( Contact Profile Window. ) to view the Notifying Others You Submitted, Approved, Changed a Requisition The Purchasing Module has an automated notification system. Your module manager can set up notifications to be sent automatically when any of the following events happen: Requisition Submitted Submitted Requisition Changed Requisition Approved Requisition Denied Submitted Requisition Deleted Requisition Commented Added Requisition Document Attached Requisition Document Unattached Purchase Order Created Purchase Order Changed Purchase Order Sent to Vendor Purchase Order Printed Purchase Order Deleted EX

83 For the Purchasing User When one of these events occurs, your Module Manager can also decide who at your school is notified. Any of the following people associated with the requisition can be notified. Check with your Module Manager for which events at your school have been selected and who will be notified for each event. Make sure to set your notification preferences. You can decide whether these notifications come to you via an EX application alert or or both. EX

84 For the Purchasing User An application alert can be helpful because you will have one-click actions available to act on the notifications. For example, you can immediately move to review or approve a requisition. An notification can be better if you will be on the road and will not be in the EX My Workspace. Getting both can be a way to give you the best of both options. Looking Up Contact Information The Contact Profile window displays contact information about another requester, approver, or purchasing agent involved in your purchasing cycle. Look for the contact profile icon to get in touch with that person. next to another purchasing user s name, and click it if you need EX

85 For the Purchasing User You can set your own contact profile information under user preferences. See "Setting Up Your Contact Profile." Setting Up Your Contact Profile The Contact Profile window displays contact information about you to other requesters, approvers, and purchasing agents. Follow the steps below to set up your contact profile. EX

86 For the Purchasing User To set up my contact information to share and post to my profile window: 1. Open the User Preferences window (Tools User Preferences). 2. Click the Set My Profile Preferences link, which opens the Set My Profile Sharing Preferences window. EX

87 For the Purchasing User 3. If you have a photo to display, click the Browse button to navigate to the appropriate location and upload it. If you wish to share it with other EX users, select the Share check box. Make sure the picture is appropriate for your school and the other people viewing it in your purchasing cycle. 4. Select your Position, Address, Mobile Phone, Campus Phone, and Campus Address from the information your school has on record for you, if available. Modify the selected information by clicking the Change check box. It recommended that you choose a value to use in your contact profile from here. If you do not see any values here, it probably means your school does not have the information officially recorded for you. Check with your Module Manager to get this information updated. You can use the Change check box to enter a value to share immediately in the purchasing cycle. Make sure to share these changes with your Module Manager so they can get your information updated at your school. 5. Select the Share check box for each item you would like to share with other EX users. Keep in mind sharing information here makes the purchasing cycle move more efficiently at your school, ensuring you get the goods you need when you need them. Sharing an address and mobile phone can help move things along. 6. Click the Save button. If you want to see your profile and what you are sharing with other users before you publish it, you can use the Preview My Unsaved Profile Changes link to see what you are about to share with others before you do so. Once you click save, other users will be able to see this profile. EX

88 For the Purchasing User Checking a Requisition Status One you have saved a requisition using the Create Requisition window, you can check the status of the requisition anytime you wish. To do this, look for the Review or Edit a Requisition link in an activity center in My Workspace. Click this link to open the Check Requisition Status window. To check on the status of a Requisition: 1. Open the Check Requisition Status window (PO Main Task Requisition Check Requisition Status) 2. Enter the requisition number or group number to pull up specific requisitions. Use the created on or after criteria to view a list of requisitions created after the specified date. The status field can be used to search for requisitions that are currently in the specified status. For example, you might want to pull up all requisitions in a status of unsubmitted so you can review them, make your final edits, and submit them for approval. You may want to review requisitions with a status of denied so that you can edit and resubmit those requisitions. EX

89 For the Purchasing User 3. The Purchasing Module Manager may also search by Requested By and/or Approved By (see function security in Tasklist to grant this additional search criteria to a group of users). 4. Click the Get Requisitions button. 5. Those requisitions that the user has access to will appear in the data grid at the bottom of the window. Note that in addition to seeing if a requisition has been approved, denied or turned into a PO, you can easily see if the requisitions retrieved have any accounts over budget, all accounts under budget, comments you have not read from other users, attachments you have not seen from other users, or review the list of Approvers and see who needs to next approve it. Exporting Data to Excel Throughout the Purchasing Module you will see an export to Excel icon in the bottom right of many windows. You can click this icon to export the contents of a window into Excel. This will help you quickly leverage many of Excel s powerful features on EX Purchasing data. You can build graphs and perform complex calculations. Hint Text Many windows in the Purchasing Module for EX 3.0 now have an information icon ( right. If you hover over it, you can get quick hints on how to use the EX window. ) in the bottom Using Vendor Web Sites To use vendor web sites, click on the Vendor Web Sites icon ( ) next to the name column of any vendor to open the vendor's web site in your default browser. If the Vendor has multiple web sites assigned to it, the Connect To Web Site window will open. Click on the Vendor Web Sites icon next to the web site you wish to access. Receiving Goods Ordered When goods are delivered to your school, you can use the Receive Goods window to mark them received or update the status of the order. Receiving can be a required step before invoices can be entered or checks cut. Make sure to check your school s policy and receive goods promptly in this window. To receive goods, you need to know the requisition or PO number from which the goods were ordered. Enter that in the Display PO s group box to look up the specific PO to receive goods against. You will only be able to retrieve purchase orders you were a part of as a requester, approver, or purchasing agent. See "Purchasing Module Security" for more information. EX

90 For the Purchasing User 1. Open the Receive Goods window (PO Main Task Receiving Receive Goods). 2. Enter search criteria in the Display POs group box. 3. Enter the PO Order Status, Received Quantity, and change the Received Date if necessary. 4. If MSDS is required, enter or select the status from the MSDS Status column. 5. Save. You can record the MSDS Location for an item by selecting the appropriate row and choosing MSDS Location from the right-click or Options menu. EX

91 For the Purchasing Report Writer For the Purchasing Report Writer Overview The EX product is integrated with a powerful report writing tool called InfoMaker. With InfoMaker, you can create an unlimited number of custom reports that will help your Purchasing Module users work more efficiently. This section is intended to introduce you to InfoMaker and tell you where to get more information about it. It is also intended to introduce you to the key EX Purchasing tables that would be used to create reports. What is InfoMaker and where do I learn more? InfoMaker is the reporting tool for Jenzabar EX. InfoMaker can be used to customize EX reports and to create other reports as needed by your institution. Information about InfoMaker can be found by going to logging in, and navigating to the InfoMaker Resource Center (Support tab > EX > InfoMaker Resource Center > InfoMaker 11.5 pages). Other reporting tools can be used to create reports against the EX database, but InfoMaker is the one that is taught in Jenzabar University classes and supported by the Jenzabar Support Team. Purchasing Table Diagrams Requisitions Requisitions in the system are the key documents that requesters submit to get permission to purchase a good or service. The key tables that store the information about the requisition and the user who entered it are below. EX

92 For the Purchasing Report Writer Comments on Requisitions In EX you can attach comments to requisitions and requisition line items. The table diagram below displays the key tables that are involved with storing the comments attached to requisitions and whether they have been reviewed by certain users yet. EX

93 For the Purchasing Report Writer Files Attached to Requisitions In EX you can attach files to requisitions and requisition line items. The table diagram below displays the key tables that are involved with storing the files attached to requisitions and whether they have been reviewed by certain users yet. Requisition Status When a requisition is created in the system, it moves through several key statuses in which users are interested. You may want to create reports that report on these statuses. They key statuses are: Not Submitted Pending Approval Denied Approved is not a PO Approved is a PO Each of the statuses can be determined by looking at data in the EX system. The diagram below and the definition of the data condition for each status should help you develop reports that look for requisitions in each status. EX

94 For the Purchasing Report Writer Not Submitted = REQ_HEADER.GRP_STS = S Pending Approval = APPR_TRK_DTL_R.APPR_STS = N for any row. Approved is not a PO = APPR_TRK_DTL_R.APPR_STS = A or S for all rows and REQ_HEADER.MOVED_TO_PO_STS = N or No rows exist in APPR_TRK_DTL_R AND REQ_HEADER.GRP_STS <> S Approved is a PO = REQ_HEADER.MOVED_TO_PO_STS = Y. Denied = APPR_TRK_DTL_R.APPR_STS = D for any row Purchase Orders In the EX Purchasing system, Purchase Orders are the documents that are sent to vendors to indicate the goods that the school needs from the vendor. The diagram below shows the key tables that store the information about the purchase orders that are created. For each row in the PO_HEADER table, there can be one or many rows in the TRANS_HIST_EXT and TRANS_HIST tables for each item on the PO that needs to be ordered from the vendor. For example, a box of paper would have one row in TRANS_HIST and TRANS_HIST_EXT and a box of pens would have another row in each table. EX

95 For the Purchasing Report Writer Purchase Orders Created from Requisitions When a purchase order is created to order goods from a vendor, it is sometimes based on one or several requisitions that were created and approved. When looking at a PO, you can see if each line item on it came from a requisition by looking at the REF_RQ_GRP_NUM and REF_RQ_LINE_NUM columns on each PO row in TRANS_HIST_EXT. Those columns will refer back to another TRANS_HIST_EXT row that belongs to the requisition it came from. If the fields are null, then the PO line item was not created from a PO. EX

96 For the Purchasing Report Writer When looking at a Requisition, you can see if each line item on it was turned into a PO by looking at the REF_PO_GRP_NUM and REF_PO_LINE_NUM columns on each Requisition row in EX

97 For the Purchasing Report Writer TRANS_HIST_EXT. Those columns will refer back to another TRANS_HIST_EXT row that belongs to the PO it came from. If the fields are null, then the Requisition line item was not turned into a PO yet. EX

98 For the Purchasing Report Writer Purchasing Tables TE_TABLES See the EX table TE_TABLES for information on all the tables in the PO module. You can use these select statements to get listing of all the tables in PO, BU, and CM that might be useful in building reports. select * from te_tables where module_id in ('po') select * from te_tables where module_id in ('bu') select * from te_tables where module_id in ('cm') Data Dictionary Tool Jenzabar has created a tool that you can use to get lots of information on all EX tables in the system that will help you build reports. Look for the tool on My Jenzabar at the following link. You will need a login for the site. _for_ex_2.x.jnz Customizable Model Reports The following are a list of all model reports in the EX PO Module that can be customized. To customize a report, you can navigate to the report prompt in the EX application where the end user will run the report and click Customize next to the report. Create Purchase Orders from Requisition Detail InfoMaker Report: r_po_from_requisition This report displays the requisitions a user is about to turn into a PO. You can customize the format of this report, but you would not want to change the sql behind this report as the content of the report should be driven by the selections the user makes on the report prompt. EX

99 For the Purchasing Report Writer Print Purchase Orders InfoMaker Report: r_print_po This report controls the format of the PO that is sent to vendors to order goods. If special formatting is needed (like University Logos or Signatures), then this will need to be customized. EX

100 For the Purchasing Report Writer Purchase Orders by Vendor Report InfoMaker Report: r_po_by_vendor This report lists all purchase orders created and is organized by the vendors to which they were sent. Purchase Orders by Date Printed Report InfoMaker Report: r_po_by_date_printed This report is a list of all purchase orders created ordered by when they were printed. Open Purchase Orders Not Invoiced Report InfoMaker Report: r_open_po This report will display all PO s that are not fully invoiced (unencumbered). If a report is not fully invoiced, then it may mean there are still goods that have not been billed for that are coming or that the PO is no longer valid. EX

101 For the Purchasing Report Writer Open Purchase Orders Not Received Report InfoMaker Report: r_not_received_open_po This report will show all PO s that have not been marked received. This may mean that goods have not been delivered yet or that the PO is no longer valid. MSDS Report InfoMaker Report: r_msds_report This report will display the locations you have inventory stored at your school. EX

102 For the Purchasing Report Writer Locating Data from EX Windows Be aware that most EX Purchasing windows will display the table and column name of any field you place focus in. Look to the lower left corner of the EX frame to get this table and column information (see below). Displaying Reports in Purchasing My Workspace See Online help for more information on the My Workspace tool. For purposes of this guide, be aware you will be able to display custom reports you build under activity centers in the PO module. Anchoring reports specific to all activity centers or a specific activity center is possible. For example, the Create EX

103 For the Purchasing Report Writer Requisition activity center below has a My Accounts to Charge Requisitions Against report attached. This report will show up for each user who goes to create a requisition and can help them choose the correct account numbers on the requisition. EX