Steps for Entering an OnBase Purchase Requisition (PR)

Transcription

1 Steps for Entering an OnBase Purchase Requisition (PR) 1. Login to OnBase from BuzzIn. (or Click the Digital Purchase Order link on the InfoPath Forms page and skip to step 5) 2. Click on the drop down by Document Retrieval. 3. Click New Form 4. Click AP Purchase Requisition (the OnBase PR form will appear). Helpful hint: To make the PR form larger click on the tiny arrow on the line separating the form and the Document section. To get the Document section back click on the tiny arrow that is now on the very far left of the screen. 5. Requestor Info Section is collapsed by default and is automatically populated with user information. This information can t be changed. 6. Ship To Automatically filled with the requestor information. Ship to information can be changed by removing the checkmark beside Use Requestor s Info for Shipping and make necessary changes. Add a Delivery Comment if needed. Helpful hint: This information will get filled into the ship merchandise to field on the PO. 7. Requisition Info The OnBase Requisition # is automatically assigned (one up). Add Prior Authorization, contract, or bid numbers if applicable. Enter ESU only information in the Internal Notes box. Check BPC Order, Encumbrance Only, or Order by Department if applicable. Helpful hints: Internal notes will not be included on the PO sent to the vendor but will be seen in Banner. The Encumbrance only checkbox will result in the PO being entered in Banner but the PO won t be sent to the vendor. The Order by Department checkbox will result in the PR being routed for approvals then returned via e mail to the requestor for ordering. The PO information will be posted in Banner. 8. Vendor Info Begin typing the name of the vendor and wait until the list comes up. Select the appropriate vendor from the list. A list of addresses set up in Banner will pop up if there is more than one vendor address. Select the correct address (may need to scroll over to find the select button). If the vendor or address isn t available, check Override Vendor Info and enter information in the appropriate fields making sure to delete any information that isn t needed. Helpful hint: If a new vendor (doesn t apply to a new address only) is being entered, a W 9 will need to be attached to the PR. 9. Commodity Info Click the Add button on the right side to add the number of lines needed for the commodities that will be entered. Enter information accordingly. Information related to the PR as a whole should be entered in the Requisition Notes box (i.e.: a quote or notes that apply to the entire purchase). The Item Total and Commodity Total will fill as the Quantity and Unit Price are entered.

2 10. Accounting Info Click the Foundation Funding box if the purchase will be reimbursed with Foundation funds. Click the Add button on the right side to add the number of lines needed for funding. Enter the index number along with the activity code, if applicable. When you have completed this step, the Commodity Total and the Accounting Total should equal. Helpful hints: Enter the index number, press the Tab key, then wait while the fund, org and program populate. Working ahead before the fields have populated can cause errors. Locn/Contract field will automatically populate based on the contract information listed above. 11. Attachments Save electronic attachments (quote, bid, contract approval, W 9 and miscellaneous documents) to your desktop. Click appropriate buttons to add attachments making note of the correct format (most are pdf only). You may need to download free PDF Creator software to convert other file types to PDF. 12. Check a box at the bottom if you need to save/finish later or send to another user to complete. Helpful hint: If you select to save your work and finish the form later and press the Save/Submit button, you will receive an e mail containing a link to access the document in workflow. Clicking the link will allow you to make changes to the document. Checking either checkbox disables the required fields so the form can be saved for later. When the form is complete, uncheck the boxes, click Save/Submit and then click Route to Approver. 13. Save/Submit Click Save/Submit (the form will disappear from your screen which means it successfully submitted and automatically routed to the next person in the approval process). If you create the document and are also an approver in the process, it will assume that you approve of the document and will bypass you in the approval process. Helpful hint: If the PR will not submit, check for pink boxes which indicates missing information. Additional information notifications with links to access the document will be sent automatically throughout the entire process. Future Prior Authorization forms will be created in OnBase, approved via workflow, and assigned a number. This number will be entered on the PR form in the Prior Authorization box. An approval matrix has been created based on ORGN number, approval amount and position number. If your department reorganizes, this may affect who your approvers are. If you have questions on your department s approvals, contact Purchasing. Any office managers who create and/or manage PRs, POs and Invoices will need to be in the approval matrix, even if your approval amount is $0. Purchase Requisitions are also routed to Foundation, Grants, Marketing, Technology, Infrastructure, Equipment or Contracts for additional approvals as needed.

3 Workflow Approval Follow an link directly to a document that needs approved OR Document Workflow AP Purchase Requisition Approve appropriate PR documents

4 Finding the Purchase Requisition in the approval process Document Retrieval Highlight AP Purchase Requisition Enter information/dates known Click binoculars Highlight document Right click, History Workflow queues This example shows the document is in the Purchasing PR Approval queue.

5 In Keywords, Banner Document ID will be the Purchase Order number (formatted PR000000). To look for all documents associated with a Purchase Order, highlight all Accounts Payable document types, and enter the Banner Document ID (ex: PR000408). The Invoice Approval and Requisition form also show a status (in red).

6 Steps for Completing an Invoice Approval Form 1. If you receive an invoice, it to 2. Accounts Payable will import the invoice into OnBase and generate an Invoice Approval form. No stamp is needed. As soon the invoice has been imported, an notification is sent to the first approver for your department. Helpful hint: If the invoice had a Purchase Requisition, the Invoice Approval form is populated with the PR information and only needs reviewed for approvals. 3. If there will be only one invoice for the PR, check Order Complete, review that all items were delivered, verify funding, add shipping charges if needed, click SAVE, then click the Approval icon. 4. If there will be multiple invoices for the PR, check Order Not Complete and remove any commodity rows that were not received, or change the quantity of items if less than the amount ordered were delivered. Adjust the funding section as needed. The final invoice for a PR should be checked Order Complete. Helpful hint: All commodity rows are copied from the PR to multiple invoices. Click Remove to eliminate items from the Invoice Approval form that were not on the invoice. At this time there is no way to only bring back the rows that have not been paid. If you would like to make notes for commodities, use the Invoice Notes on each commodity row. Helpful hint: You will be able to see all related documents when you are in the Dept Invoice Approval queue in the Work Folder. Make sure you save changes, if any, before viewing another document. You can also display the related document in a separate window if you would like to review both documents at once. Look for the display in separate window icon. 5. After approvals, Accounts Payable will process the invoices and post to Banner. Helpful hint: PRs and Invoice Approval forms have a status in the name string that appears in red so you can easily determine the status of your documents. Invoice numbers are in blue. Helpful hint: In Workflow, you will be able to see any of your outstanding PRs in the PR Waiting for Invoice queue. There is no action you can perform here other than view the documents. When the final invoice is complete, the PR and Invoice Approval form exit Workflow, but they can always be retrieved in Document Retrieval. 6. AP will import invoices without PRs, but in this case you will need to enter (or copy and paste) the commodity and accounting rows.

7 7. If other people in your department want to see the invoice and invoice approval or other departments need to add funding, check the Route to Other User box and enter the userid (ex: chornet) for the person you want to route to. Click SAVE and be sure to click the Dept Invoice Approval icon. Example: If Dept A receives the Invoice Approval form and wants to send to Dept B, follow the steps in 6 above. Once Dept B adds their funding row, Dept B SAVEs and clicks Dept Invoice Approval where the form will go back to Dept A to make sure the additions are correct and approvals for both departments will be completed. Helpful hint: When the Route to Other User box is checked, the form is routed outside of the existing approval table (within your own department or to add approvers from other departments). As those other users approve the form, routing to normal approvers resumes. Office Managers who manage PRs and invoices with a zero dollar limit have been added to the approval table (with $0 limit) and always include so they can manage the forms and add the indexes, even on orders over $5000. (If we missed you, contact Purchasing.) 8. If an invoice is scanned and no PR number was known, but one did exist, hover over the icon to Add PR Number, and follow the help text to pull the PR information into the invoice. 9. If the vendor accidentally sent items on an invoice that were intended to be paid by BPC, click the Paid by BPC icon, and the Invoice Approval form will exit workflow, and you should pay with the BPC normally.

8 Purchase Requisition (PR) Helpful Hints Be brief but complete (don t duplicate numbers or descriptions if it is already included in the PR). If you know how many items you want to Add, click all of the Add buttons at one time to reduce wait time and keystrokes. Click the gold bars (section headings) to collapse if it helps in the document view. If items are changed or added to the PR, save these changes and then route the form. If interrupted while entering a PR, check the Check if you need to save your work and finish the form later checkbox and then click the Save button so that entered information is not lost. Grants and Foundation will get an automatic route if needed for approval. Convert attachments to pdf before attaching to the PR (unless an image is being attached). If the PR will not submit, check for the pink boxes which indicate missing information. If a drop down menu is obstructing your view, click on the button to hide it or click inside the field and the tab. An * asterisk is a wildcard when you are searching in Document Retrieval. A departmental scanner will be an important part of the PR process. The door in the upper left exits you from OnBase. Use Ctrl+A (select all), Ctrl+C (copy), and Ctrl+V (paste) to assist in populating fields on the form. Accounts Payable e mail address is accountspayable@emporia.edu Changes need to be saved in workflow by clicking the save button prior to routing to the next approver. Save, Submit or click an icon? Creating a New Form OnBase times out after 20 minutes. When OnBase is ready to time out, you will have 30 seconds to click a box to extend your time. On forms that might have lots of data entry, like the Graduate Faculty Recommendation form and the Purchase Requisition form, we have added a SAVE FOR LATER checkbox. If you check this box, the form will be created, an will be sent to you with a link to the document in workflow. Until you click the SAVE/SUBMIT button on a NEW form, the document does not exist. If you click SAVE/SUBMIT and see a message that one or more fields are invalid, your form did not save. If you time out on a NEW FORM, or don t successfully SAVE/SUBMIT the form, all of your work will be lost. Forms in Workflow You may work on a document in your workflow queue. If you are not finished, click SAVE/SUBMIT to save your changes. If you are an approver or have no changes to make to a form, you do not need to click SAVE/SUBMIT (although it doesn t hurt anything if you do). Your work is not done until you transition the document out of workflow to the next approver (or workflow queue) by clicking a task icon.