mt. diablo unified school district ifas training purchase requests using web screens creating prs...

Mt. Diablo Unified School District

IFAS Training

Purchase Requests Using Web Screens

Creating PR’s and Receiving Items

(First Revision)

9/16/2005 2

Enable Web Screens (1)

• Enable Web Screens. This step is only required once or whenever the Web screens are disabled.

• Sign onto IFAS. Once connected…• From the main menu screen, click on Edit at the top left side

of the screen. Select Options from the drop-down menu. Select the 7I tab.

• Click in the Enable box (a check mark will appear). Now scroll down the list to make certain that PO is also checked. If not, click on the box in front of PO (a check mark will appear).

• Exit by clicking Okay. You are now back at the main menu.

9/16/2005 3

Enable Web Screens (2) Example

Click on Options

Also Click on Purchasing if Check Mark is Missing

Click on Enable Box to Insert a Check Mark

Click on IFAS 7I Tab

9/16/2005 4

IFAS Menu Screen

• From the Main Menu, click on the plus sign (+) in front of PO.

• Click on the plus sign (+) in front of UP. • Double click on Purchase Request.• Or• Just type POUPPR in the Mask Box (also known as the

Type Ahead Box), press Enter.

To Enter the Purchase Request Module (1)

9/16/2005 5

IFAS Menu Screen (1) Example

Click on PO

Click on UP

Double click on PR

OR

Type POUPPR in Mask Box (aka Type Ahead Box), press Enter

9/16/2005 6

Blank Web Purchasing Screen (1) Example

The main window of the screen holds general information about the purchase request you are about to create. To enter a new PR, click on the white paper icon above the PR: field.

Click on the white paper icon

to get a blank

screen to enter a new PR

9/16/2005 7

• Click on the ellipse (…) in the PR # field and select Auto [PR Seed]. A number beginning with an R will populate the

field.

To Get A Purchase Request Number (1)

9/16/2005 8

At the 7I Web ScreenTo Get A Purchase Request Number (2)

Example

Click on Ellipse

Select Auto [PR.Seed]

9/16/2005 9

• Click on the ellipse (…) in the Vendor field.• Click on Lookup. A Value box will appear with the lookup

option of Name and Like. Type in the name of the vendor. When displayed, highlight Vendor Name field. Highlight appropriate “P” address field. Only select a “P” (Purchasing) address. Double Click on the vendor name field or press Enter. The vendor code, name & address will populate on the purchase request screen.

• If you can’t remember the full name of a vendor but know that, as an example, Printing is part of their name, you may key in *Printing* and press enter. All vendors with Printing in their name will display. * is a called a wild card.

• If the Addr: field on the PR screen did not populate correctly, click on ellipse and select a “P” address.

To Select A Vendor (1)

9/16/2005 10

• If you do not know which vendor to select, key TBD (to be determined) in the Vendor field. Purchasing will locate a vendor and complete this field.

• If you know the vendor but you cannot find the vendor in a search, key TBA (to be assigned). Then go to your Notes tab (not for print) and key in: company name, address,

telephone number, e-mail and fax number.

To Select A Vendor (2)

9/16/2005 11

To Select A Vendor (3) Example Click the ellipse on the Vendor field

9/16/2005 12

To Select A Vendor (4) Example

Value box defaults with Name & like

Type in Vendor name. Press Enter

9/16/2005 13


Highlight Vendor name

Highlight appropriate “P” address

Double click on vendor name field or press Enter

9/16/2005 14


Vendor name & address populates

If other than “P” displays, click on Addr: field ellipse. Select appropriate “P” address

9/16/2005 15

• Click on the Ship To tab.• Type S then your site code and three zeros. (i.e. S112000).

Exception: For the Dent Center, type S then 010 and then the manager code (i.e. S010018).

• Click on the Bill To tab.

• This field defaults to Fiscal Services. If it does not default,

key S010012.

Add: Ship To and Check: Bill To (1)

9/16/2005 16

Add Ship To and Check Bill To (2) Example

Select Ship To tab, key code

Check Bill To tab for default. If no default, key S010012

9/16/2005 17

Requested By (1)

• If you need to change the Requested By field to reflect the person who is requesting the item(s), it is necessary to key both the requesting party’s name as well as the creator of the Purchase Request. i.e., Hall/Cathy. The person’s name whose User I.D. opened this screen must remain in the field.

9/16/2005 18

To Create an Open Order (1)

• The steps are the same to create an Open Order with the following exceptions:

• Click on the down arrow in the PO Type field. Select B. • Click on the Blanket/Dates tab. Fill in the Date Requested,

Expiration Date and Amount fields.• In the Description field, key OPEN ORDER NOT TO

EXCEED $ (include the amount). Also include the from and to dates.

• Remove the tax percentage in the Tax Code field.• The Amount field should reflect the maximum amount that

can be spent. i.e., $1000.00. This must also cover taxes, shipping and handling charges.

9/16/2005 19

To Create an Open PO (2) Example

Click on down arrow, select B

Remove the Tax Code 8.5 by clicking on the down arrow, then select None.

Key in Description

Click on Blanket/Dates tab, complete fields

9/16/2005 20

• Click on the Notes tab. Are these Notes for View only during the approval process or do they need to be printed on the PO?

• For Notes to view only: Click on the PR Notes, key data.

• For Printed Notes Before (the Item Description): Click on Print Before, key data

• For Printed Notes After (the Item Description): Click on Print After, key data.

• Keyed data will not pass beyond the blue line and will wrap to the next line.

To Add Notes (1)

9/16/2005 21

• Notes (not for print) is where you place the justification for expenditures for SIP (School Improvement Plan), Title 1, and GATE (Gifted and Talented program).

• For SIP & Title 1: The justification should reference your Single Plan for Student Improvement’s, Planned Improvement Number, Article Alpha Letter, & Page Number or Supplemental Support Activity Number and Page Number.

• Example for Single Plan for Student Improvement Reference: Pl, 1d, Pg 11.

• Example for Supplemental Support: SAA3, Pg 30.• For GATE: The justification should reference the GATE Program

plan’s name and subject.• Questions: Please contact the Curriculum and Instruction

Department.

To Add Notes (GATE, SIP, Title 1 Justification) (2)

9/16/2005 22

Click on the Notes tab

To Add Notes (3) Example

9/16/2005 23

For Notes to be seen, only

For Notes to be seen & printed Before Item Descriptions on PO

For Notes to be seen & printed After Item Descriptions on PO

To Add Notes (3) Example

9/16/2005 24

• Move cursor to Quantity and click. Key in quantity.• Tab to Units. Key or lookup unit type. To lookup: Click on

ellipse, select appropriate unit type. For ex: EACH, BOX, LOT, PKG, SET.

• Tab to Description. In all CAPS, Key a description of the item including item number, such as the catalog number, ISBN, etc. This field can hold descriptions of text that wrap around as you type. At this time, you cannot see the full description all at once. Scroll up and down to see the text. Please do not insert notes to Purchasing in the Item Description field.

• Tab to Amount. Key in amount.

To Enter An Item (1)

9/16/2005 25

• Tab to General Ledger. Key or lookup Org. Key and Object Code.

• To lookup: Click on field. The field changes into two fields. Click on the ellipse next to the Object field. Select Lookup Org Key. Scroll until appropriate code is displayed. Double click on code to return it to the screen. Repeat process, except select Lookup Object Code to search for and to select an Object Code.

• Press Enter to save or to add another item.• Do Not enter data into fields not mentioned in this training

material. Other fields on the grid are for other organizations’ purposes.

To Enter An Item (2)

9/16/2005 26

To Enter An Item (3) Example Enter quantity

Enter unit type

Enter brief description

Enter dollar amount

Enter budget code

Press Enter to add another item

Tax rate defaults to 8.25 & is added to item

cost resulting

in Extended Amount

9/16/2005 27

Shipping & Handling (1)

• Place the amount for shipping and handling in the Charge Amount field.

• If you are splitting codes and are using dollar amounts, you must then calculate the shipping and handling amount into the dollar amount being split.

• If you are splitting codes using percentages, the system calculates the shipping and handling into the split codes.

9/16/2005 28

• To split codes, click on the Account Distribution tab.• To open the split function to create or to see an existing

split, click on the General Ledger field. There are three fields: Org Key and Object Code and Amount.

• Click on the down arrow next to the Amount field. Select New Account Split. Key in Org Key, Object Code, and dollar amount.

• To enter a second or more account numbers, click on the down arrow again. Choose New Account Split. Enter account code and dollar amount. Repeat for each additional account code. Remember, the dollar amount must add up to the PR amount including tax, shipping & handling.

To Split Codes (1)

9/16/2005 29

• To split codes using percentages, click on down arrow next to Amount field. Select Split by Percentage. Key in Org Key, Object Code, and percentage. To enter a second or more account numbers, click on the down arrow again. This time, choose New Account Split and enter account code and percentage. Repeat for each additional account code. Remember, the split amount must add up to 100%

including tax, shipping & handling.

To Split Codes Using Percentages (2)

9/16/2005 30

• When you click on the down arrow, you will see all the account numbers you have entered as well as either the amount or percent allocated to each one. You can edit on account or amount by selecting it and making any changes. You can delete an account number from the account split by selecting it and choosing Delete Current Account in the drop down box.

• Warning messages will appear if the sum of the split account numbers entered do not equal the amount of the item.

• When you have entered an account split for an item, you will not see all the account numbers entered, just the first one. This first account number will be followed by ‘…’ to indicate that there are more account numbers associated with this item.

To View Split Codes (3)

9/16/2005 31

To Split Codes (4) Example

New Account Split (by dollar amount)

Split by Percentage

Click on down arrow

to get options

9/16/2005 32

Saving the Purchase Request

• To save the purchase request, press Enter.• Look just above the PO# field for a green check mark and

the message: “Record Accepted.”• Other messages may display. For Example: “Warning

0003456276888 is over budget amount.” Any warning message may be by passed by pressing Enter until the check mark and the Record Accepted message displays.

To Save A Purchase Request (1)

9/16/2005 33

To Save A Purchase Request (2) Example

Press Enter. Watch for Message: Record Accepted

9/16/2005 34

• This is the final step for the Purchase Request creator.• The creator remains on the PR screen. • Click on the Workflow tab on the Task Bar (left of the PR

screen). • Click on the “Enable" button (you only have to do this

once). The Enable button changes into a Refresh button. Click on the Refresh button. The PR will be available for approval within a minute. If not, click on F5 to refresh.

• Click on the green check mark. A message box appears. Click on the Submit button at the bottom of this box to move the PR into the Workflow approval process.

To Send Purchase Request to First Approver (1)

9/16/2005 35

To Send Purchase Request to First Approver (2) Example

Click on the Refresh

button, wait a

moment for PR to

display on Task BarClick on

green check mark on

Task Bar to move PR into the

Workflow approval process

Once & only once, you will need to click on an Enable

button. It changes into a Refresh button

A message screen will appear, click on the Submit

button at the bottom.

9/16/2005 36

Purchasing Notification

• Once Purchasing has received your Purchase Request and it has entered their processing, an e-mail will be sent to you, the creator of the PR, verifying it has been accepted.

9/16/2005 37

Delete a Purchase Request or Item (1)

• To delete an entire Purchase Request before it has moved through the approval process, search and find the PR. Click on the down arrow on the Options icon (right of the binoculars icon) at the TOP of the screen. Select Delete Record. Click Yes on Delete prompt. Purchase Request is deleted.

• To delete an item that is entered, select the Item tab. Move to the item. Click on the down arrow on the Options icon at the BOTTOM of the screen, select Delete Record. Click Yes on Delete prompt. Item is deleted.

9/16/2005 38

• Search queries allow you to view items on your computer screen without running reports. In order to use this feature, you need to access the purchasing screen.

• To Find/Search a purchase request or a purchase order, open the Purchasing screen.

• Click on the binoculars and select Find/Search• Click in PR or PO Number field and key in the number.

Press Enter.• For ANY search you initiate/complete, you must Cancel it by

clicking on the binoculars and select Cancel Find.

Find/Search Purchase Requests/Orders (1)

9/16/2005 39

• In the Date field enter any date such as 12/05/04 and press Enter. The system will display all PR’s created on 12/05/04. Use the forward or backward arrows to toggle through the PR records listed.

• Remember to Cancel the Search.

Find/Search Purchase

Requests/Orders (2)

9/16/2005 40


Example Click on

Binocular IconClick on

Find/ Search

9/16/2005 41

Key in PR # or PO #. Press Enter


Requests/Orders (4)

Example

9/16/2005 42


Example

PR or PO will display

9/16/2005 43

• Another way to locate a PR or PO: Left of the PR screen is a Task Bar (mostly hidden). To open up to view, click on the chevron at the top right of this field. It will open to reveal several tabs. Click on Entity tab. The PR’s created from your site on the queried date are listed. Click on the PR or PO number and it will display on the PR screen.

• The list only displays a limited number of PR’s at one time. To view the next set of numbers: Extend the Task Bar, highlight the last PR #, click on the forward (next) arrow. The PR list will advance to the next set of PR numbers for your site.


Requests/Orders (6)

9/16/2005 44


Requests/Orders (7)

Example

To open Entity List,

click on tab. To display PR, click on

PR/PO number

9/16/2005 45

• The following fields are commonly used as search criteria to narrow down the inquiry selection: PR, PO, Status, Vendor, By (requested), and Date.

• You can also perform a blank search by clicking on the Binocular icon and select Find/Search from the drop down menu. The system displays a blank screen. Press the Enter key. The system will display all the PR’s in the system for your security code. You can use the forward and backward arrows to toggle through the PR records.


Requests/Orders (8)

9/16/2005 46

• To search by Vendor, click the ellipse next to the Vendor field and click Lookup. The Data Lookup window will display.


Example

Key in the first few

characters of the vendor name in the blank field

and click on Apply.

9/16/2005 47


Example Highlight desired vendor

and double click

9/16/2005 48


Example

Once the Vendor field is populated with the desired vendor, press Enter and all the PR’s for that vendor and with your security code will display in the Entity List. You may also toggle through the PR’s using the forward or backward arrow.

PR’s of Searched Vendor displays

here

9/16/2005 49

• From your IFAS Main Menu:

• Click on PO

• Click on UP

• Click on RC

• Or Key POUPRC In MASK Box

To Receive Items (1)

9/16/2005 50

• Enter the Purchase Order number in the PO number field and press the TAB key or press Enter.

• Click your mouse in the QTY Accepted field and enter the quantity received for that item.

• Click the Save button to record the entry. A green dot mark at the top of the screen indicates that the record has been accepted.


9/16/2005 51


• When you see this prompt, just click on the green check mark

9/16/2005 52


Enter PO Number in PO

# field

Click on QTY

Accepted field and

enter amount received

9/16/2005 53


Enter Qty Accepted

Click the Save button to record the entry. A green dot mark at the top

of the screen indicates that the record has been accepted.

9/16/2005 54


Example

Notice that the

Received To Date field has

been updated and the

Record has been

Accepted.

9/16/2005 55

To Reject Items (7)

Example

if you wish to return items,

enter Quantity Rejected

Enter PO Number in PO # field

9/16/2005 56

To Reduce/Add Quantity Received (1)

• If you completed and saved the Receiving screen showing more items than you actually received, use a minus to reduce the amount. For example, if you keyed in 34 but only received 29, -5 will reduce the amount to 29 once saved.

• If you have received a partial order, you should complete the Receiving screen for that amount only. When the remaining amount is received, key in the new amount. The system will add the two amounts to display total amount received. For example, if you ordered 62 but received only 50, key in 50 and save. When the remaining 12 are received, open the Receiving screen and key in 12. The amount received will change to 62.

mt. diablo unified school district ifas training purchase requests using web screens creating prs...

Documents

vendor field slide

example vendor

double click

vendor code

field ellipse

po type field

tab slide

field defaults