Non-Partner Purchase Order

Transcription

1 Training Material Non-Partner Purchase Order Workflow Actions 1) Create Non Partner Purchase Order 2) Project Manager Review 2a) Revision 3) Fund Encumbrance 4) Print Non-Partner PO letter Non-Partner Purchase Orders should be created for projects when the Vendor that is being used is not a Partner Company (Using Unifier). Examples include State Designer Selection Contracts, Casework Contracts, State Register Contracts, etc. Each of the tasks within the business process (BP) must be executed by specific roles. After the BP is complete, a summary showing who executed each step can be obtained by going to the project log, and opening the BP. Then going to File/Print Preview/PDF/HTML Format, and scrolling down to the Workflow Progress Section. Revised 10/07/10 Non-Partner Purchase Order 199

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3 1) Create Non Partner Purchase Order Initiated by: Project Manager, Project Manager Support, or Program Manager A) Select Collaboration/Tasks in Project Homepage: B) Click New/Contract Revised 10/07/10 Non-Partner Purchase Order 201

4 C) Select Non Partner PO for the Workflow and click OK: D) Complete Required Fields, add any relevant attachments, comments, and add line items - Title - Description - Funding Notes: (Input Cost Center Information for creating Fund Encumbrance if known.) - Vendor - Contract Start Date - Contract End date E) Add a line item by selecting Add/Detail Line Item in the Line Item List section of the record: Revised 10/07/10 Non-Partner Purchase Order 202

5 The Contract line item window will open. F) Select a WBS Code by clicking the Select button to open the Select WBS Code Window. G) Highlight a detail row (not a blue tinted line) and press the Select button. (only one row can be selected at a time) **WBS Codes that end with 0000 are for budgeting purposes only. Object Code 0000 is not a valid Code to use for creating Contracts and Amendments.** For a more complete description of WBS codes, please reference the project budget worksheet as part of the MnSCU emanual. Revised 10/07/10 Non-Partner Purchase Order 203

6 H) Enter Short Description and Dollar Amount I) Click OK. You will see the Line Items at the bottom of the form as you add them. Revised 10/07/10 Non-Partner Purchase Order 204

7 J) Repeat steps E I until all line items have been added. K) Add any Attachments, General Comments, Notes, and Link umails as needed. L) To send the record to Step 2 Review, select the Workflow Actions: Send for Review. The Action Details section of the form will now be available. The To: field will auto-populate with the Project Manager s Name. The Cc: Box is also available to send a copy of this record to. Click the Send button to process the transaction. You will receive successful notification that the record has been submitted: Click OK. Proceed to step 2. Revised 10/07/10 Non-Partner Purchase Order 205

8 2) Review Task Assignee: Project Manager A) The Project Manager will receive a task notification and a task in their task list. To open the task, go to Collaboration / Tasks in the Project. Double-click to open the task or highlight the task and click open on the menu bar. B) Click Accept Task to take action on the task: C) Complete required fields, review the information in the upper form, the line item information and make sure the correct WBS Code has been chosen and the correct dollar amount. - Funding Notes (Cost Center Information for Fund Encumbrance Task) - Project Manager Reviewed Date Revised 10/07/10 Non-Partner Purchase Order 206

9 D) Add any attachments, General Comments, Notes, and link umails as needed. - Send for Encumbrance If record is satisfactory choose Workflow Action Send for Encumbrance and click the Send Button. If the dollar amount is less than or equal to $50K The record will route to step #3. If the dollar amount is greater than $50K and there is not a Delegation Letter proceed to step 5. - Send for Revision - If the record is not satisfactory, something is missing, i.e. attachment, line item, etc add General Comment explaining why record is getting sent for revision and then choose Workflow Action Send for Revision. Click the Send button to process the transaction. The record will route to step 2a. Revised 10/07/10 Non-Partner Purchase Order 207

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11 2a) Revision Task Assignee: Match Step Creation (Record Initiator) A) The Record Initiator will receive a task notification and a task in their Unifier task inbox. Go to Collaboration/Tasks in the project and double click record to open or highlight record and click Open on the menu bar. B) Click Accept Task to take action on the task C) Based on the General Comment make necessary changes to the record. -To remove a line item highlight and click Remove: - To make changes to a line item double-click to open the Contract Line Item. Click Select next to WBS Code to choose new WBS Code (See steps 1F-1I) or make necessary changes to Short Description or Dollar Amount: Revised 10/07/10 Non-Partner Purchase Order 209

12 D) After necessary changes have been made select Workflow Action Send for Review and click Send. Proceed to step 2. 3) Fund Encumbrance Task Assignee: Accounting Officer CU A) The Accounting Officer CU will receive task notification s and two tasks in their Unifier inbox, the Fund Encumbrance and the Amendment. Complete the Fund Encumbrance task first, then the Amendment. Please see Fund Encumbrance Training Materials for help completing the Fund Encumbrance task Revised 10/07/10 Non-Partner Purchase Order 210

13 B) When the Fund Encumbrance task is complete go to Collaboration/Tasks in the project. Doubleclick to open the record or highlight the record and click Open on the menu bar. Click Accept Task to take action on the task C) Complete required fields, add additional attachments, comments, notes or link umails as needed. -Encumbrance Date - Send for PO Custom Form Print - If record is satisfactory select Workflow Action Send for PO Form Print and click Send. Proceed to step 4. - Send for Revision If record is not satisfactory, something is missing, i.e. line item, Attachments etc chose Workflow Action Send for Revision and click Send. Proceed to step 2a. A Negative Fund Encumbrance record will auto-generate for Accounting Officer CU to unencumber dollars. Please See Negative Fund Encumbrance Training Materials for help completing the Negative Fund Encumbrance Task. - Reject If the record should be terminated all together choose Workflow Action Reject And click Send. The record will route to the End step and be complete with a status of Rejected. A Negative Fund Encumbrance task will auto-generate for Accounting Officer CU to un-encumber dollars. Please See Negative Fund Encumbrance Training Materials for help completing the Negative Fund Encumbrance Task. Revised 10/07/10 Non-Partner Purchase Order 211

14 4) Print Custom Form Task Assignee: Accounting Officer CU A) The Accounting Officer CU will receive a task notification and also a task in their Unifier task inbox. Go to Collaboration/Tasks in the project and double click record to open or highlight record and click Open on the menu bar. B) Click File/Print Preview/Custom Format Revised 10/07/10 Non-Partner Purchase Order 212

15 C) Highlight Non Partner PO and click OK: D) Click Open E) Add units ordered, unit of measure, unit price. Print a copy of the file to send to the Vendor. Save the file to your PC. Revised 10/07/10 Non-Partner Purchase Order 213

16 F) In Unifier click Accept Task to take action on the task: Revised 10/07/10 Non-Partner Purchase Order 214

17 G) Attach a copy of the completed custom form to the project Document Management System, then attach from the DMS to the record. H) Complete required fields. Add attachments, general comments, notes or link umails as needed. - Attach Custom Form verification - Encumbrance Date - Approve To complete the record, choose Workflow Action Approve and click Send Business Process Complete Revised 10/07/10 Non-Partner Purchase Order 215

18 5) Approval Letter Task Assignee: Project Manager A) The Project Manager will receive a task notification and a task in their Unifier inbox. Work outside of Unifier to receive Approval Letter from Vice Chancellor. Go to Collaboration/Tasks in the project and double click to open the record or highlight and click Open on the menu bar. B) Click Accept Task to take action. Revised 10/07/10 Non-Partner Purchase Order 216

19 C) Fill in any required fields in the upper form. Attach the signed approval letter from the Vice Chancellor to the project DMS and also to the record. Add additional attachments, comments, notes or link umails as needed. - Funding Notes (Cost Center Information for Fund Encumbrance task) - Project Manager Reviewed Date - Send for Fund Encumbrance If record is satisfactory and Approval was received from Vice Chancellor choose Workflow Action Send for Encumbrance and click Send. Proceed to step 3. - Send for Revision If the record is not satisfactory or approval was not received from Vice Chancellor due to necessary change, select Workflow Action Send for Revision and click Send. Proceed to step 2a. - Reject If the Vice Chancellor will not approve the record at all select Workflow Action Reject and click Send. The record will route to the End step and be complete with a status of Rejected. Revised 10/07/10 Non-Partner Purchase Order 217

20 NOTES Revised 10/07/10 Non-Partner Purchase Order 218