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The Express Purchase Order User Manual The Spectrum+ System

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1. Expand All Collapse All View Printable Version 30 to 4 2 Distributions Line Note that the information has defaulted into the Express PO This information was brought forward from the PO Defaults page 4 3 Adding and Deleting Rows To add or delete a line to the Express PO you will click the plus or minus sign at the end of the Lines Schedules or Distributions lines When you click the plus sign a new window called Explorer User Prompt will pop up 31 Page 2 Add Update Express POs Microsoft Internet Explorer MEE Explorer User Prompt a Script Prompt Enter number of rows to add CE h Ru a re A a E es ASE_ORDERS PURCHASE_ORDER_EXP GBL PORTALPARAM_PTCNAV EP_PLY EJ Go Links 4 Home Worklist Add to Favorites Sign out lSeercti pn URGPA PO Status Pend Appr A O ee Budget Status Not Chkd atment D Accounts Payable 110600000 A D GSU C Hold From Further Processing F Purchasing D Procurement Contracts ad gt Manage Change Orders gt Review PO Information etails ex comicas Express ceting Corporation Receipt Status Not Recvd S Orr Bae nl D Accounts Receivable Amount Summary gt BOR Menus i t Commitment Control Ka CO Merchandise 1500 00 D General Ledger Freight Tax Misc 0 00 gt Set Up Financials Supply a Chain Total Amount 1500 00 USD gt Worklist i gt Reporting Tools gt PeopleTool
2. Express Purchase Order Purchase Order Unit GSUFS PO Status Approved PO ID NEXT Budget Status Not Chkd Copy From v C Hold From Further Processing PO Date 04 16 2009 B Vendor Search Vendor DELLMARKET 001 Q Vendor Details Vendor ID 0000000002 Q DELL MARKETING LP Receipt Status Not Recvd Buyer KMILTON Q Milton Karmen Dispatch Method Print GI Dispatch PO Reference 09090900 Header Details PO Activities Add ShipTo Comments aha 0 00 Gan Freight Tax Misc 0 00 Add Comments Total Amount 0 00 USD Purchasing Kit Catalog Line Description PO Qty UOM Category Amount Status gt 1 M CIC Jal ste E Expand All Collapse All lt 17 Page ORACLE Ej Purchase Order Defaults A Unit GSUFS POID NEXT Vendor DELLMARKET 001 Jefa O Default If you select this option the default values entered on this page are treated as part of the defaulting logic and are only applied if no other default values are found for each field If default values already exist in the hierarchy they are used and the values on this page are not used Override jf you select this option all default values entered on this page override the default values found in the default hierarchy Category IQ Unit of Measure Ja Ship To CENTRAL Q Central Receiving Ultimate Use Code IQ Due Date fi A Ey Origina
3. gt 5 o lo D O O O o O ollo o O O o jia e N mn N c I mn N S O O O G O 3 x O oy o o e 5 lt lt lt lt lt lt lt ollo Q 2 o ojo D ollo 7 Dll zZ S 2 gt gt T gt o gt O 56 Page 57 Page
4. gt Accounts Payable Vendor Search gt GSU Purchasing gt Procurement Contracts v Purchase Orders gt Manage Change Orders gt Review PO Information Add Update Express POs gt Travel and Expenses gt Accounts Receivable gt BOR Menus gt Commitment Control gt General Ledger 1to 10 of 15 M 44 P gt M gt Set Up Financials Supply Chain Customize Find View All First LU 4 5 of10 MA Last Address Sel Vendor ID Sequence Short Vendor Name Name Withholding gt PeopleTools sar icable 0000009587 1 DELLINGERS 002 DELLINGER SUSAN E 0000018012 1 DELLIMAGIN 001 DELL IMAGING SYSTEMS LLC 742616805 1 DELLMARKET 001 Dell Marketing Corporation 742616805 2 DELLMARKET 001 Dell Marketing Corporation LI 742616805 3 DELLMARKET 001 Dell Marketing Corporation 242 ee ae A Vendor Detail Address ox cance 12 Page Notice there are three listings for Dell Marketing These listings represent different addresses that are entered in the vendor database for Dell Marketing To determine which address you want you can check the box next to one of the listings Then click the Vendor Detail link to view the vendor address Click Cancel Worklist Add to Favorites New Window Help Customize Paqe JE gt Accounts Payable Vendor Detail ere SetiD GSUFS Vendor ID 742616805 Status Approved gt Procurement Contr
5. view the complete list of vendors iccounts Payable 33 Jurchasing Procurement Contracts 7 Purchase Orders b Manage Change Orders gt Review PO Information Add Update Express POs Travel and Expenses iccounts Receivable JOR Menus ommitment Control zeneral Ledger set Up Financials Supply shain Vorklist teporting Tools aopleTools 14 Page WWorklizt Add to Favorites Sign out Pe New Window Help Customize Page Express Purchase Order Purchase Order Origin Praja Unit GSUFS PO Status Initial PO ID NEXT Budget Status Not Ghkd Department 110600000 a Copy From Hold From Further Processing PO Date Vendor Search Vendor Vendor ID Receipt Status Not Recvd Buyer a ee Y _Dispatch PO Reference Amount Summary Header Details PO Activities Add ShipTo Comments PO Defaults FreightTax Misc Add Comments Total Amount Purchasing Kit Catalog Lines Line Description UOM Category Amount gt 1 E 5 Clap jal Cee sed All ot VI ms m nm ATT 05 l lil gt Please note GSU Default Vendor is an option However we recommend that you select a preferred vendor on the Express PO FAAAAAAARAA Al PARMA PAR Aaa M PARMA marries Sign out Id New Window Heip Look Up Vendor ID SetiD GSUFS Vendor ID begins with w ll Short Vendor Nam
6. Vendor ID 10011 54244 ja Luallen Catherine L Receipt Status Not Recvd Buyer TBLACKBURN ja Blackburn Trennye Dispatch Method Print v Dispatch PO Reference i N Amount Summary Header Details PO Activities Add ShipTo Comments pai PO Defaults Document Status Freight Tax Misc 0 00 Edit Comments Requisitions Total Amount 5600 00 USD Purchasing Kit Catalog Line JA rl A Retieve Find First 4 4 2 0f2 Line Description PO Qty UOM Category Amount Status gt E Employee Travel 1 0000 ea Q 96288 Ja 5500 00 Active E Kon ER Cr kina annnnl lea lA laroas la inn ani Artive m Your Travel or Consultant PO is ready to be processed Please follow the appropriate guidelines for Travel and Consultant Services as described by the Office of Disbursements The training manual and policies for consultant services and travel can be found on the following websites htto www2 gsu edu wwwfas FinancialOperation consultingcontract new html htto www2 gsu edu wwwfas FinancialOperation TravelServices odf 53 Page APPENDIX A Dollar Value Grid Effective 7 1 2009 Supplies which include non P Card P Card Express PO inventoried equipment with a cost of less than 3 000 00 not Voucher Voucher otherwise classified below Equipment which will be placed N A Express PO Express PO into inventory e which has a cost of 3 000 00 or more and useful life of 3 yea
7. Up Financials Supply Chain gt Worklist gt Reporting Tools gt PeopleTools 10 Page When you choose the Department number from the Search list you will be redirected to the main page gt My Favorites Express Purchase Order Worklist Add to Favorites Sign out New Window Help Customize Page E A Db Accounts Payable b GSU Purchase Order v Purchasing pI 7 Purchase Orders Unit GSUFS Origin DRGQ po Status Initial gt Manage Change Orders PO ID NEXT Budget Status Not Chk d gt Review PO Information D Add Update Express iii aes a Copy From v C Hold From Further Processing Budaet Check KAASA DAT gt General Ledger PO Date 05 11 2009 E Vendor Search Worklist gt Vendor ja Vendor Details Vendor ID ja Receipt Status Not Recvd Buyer ja Dispatch Method Y pal My System Profile PO Refer Amount Summary Header Details PO Activities Add ShipTo Comments aes wm Calculate PO Defaults Freight Tax Misc 0 00 Add Comments Total Amount 0 00 USD Purchasing Kit Catalog Lines Line Description PO Qty UOM Category Amount gt 1 E d Jal Ja A n vs lt i gt Chapter 3 Header Area 3 1 Selecting a Vendor In Spectrum 8 9 the vendor field is required and must be completed or you will receive an error message There are two ways to search for a vendor by using Vendor Search o
8. return you to the main page 15 Page 3 2 Selecting a Buyer Every Express PO will be assigned to a Buyer in the Purchasing Department Next to the Buyer field click the magnifying glass You will be taken to a list of Buyers Choose the appropriate Buyer for the commodity or service you would like to purchase The Default GSU Buyer option is only to be used when the Buyer cannot be readily identified See Appendix B for the Commodity Listing by Buyer As with the Vendor field every effort should be made to choose a Buyer Caution Submitting Express POs with Default Vendor AND Default Buyer information may delay PO processing ORACLE IE New Window Help E Look Up Buyer Buyer begins with Name begins with v Look Up Clear Cancel Basic Lookup Search Results 1 9 of 9 Buyer Name CLUALLEN Luallen Catherine CMONK Monk Charles DHOUSWORTH Housworth Deborah GSU TEST BUYER GSU Test Buyer HHOPWOOD Hopwood Howard JOHNJONES Jones John KMILTON Milton Karmen LMCCALOP Mccalop Larry SWILLOUGHBY Willouahby Sharee 16 Page 3 3 Entering PO Defaults The PO Defaults link allows you to enter information that will be defaulted or copied throughout the Express PO This allows you to add lines to the Express PO without having to re enter the same information repeatedly Click the PO Defaults link Sign out New Window Help Customize Page
9. 19200 Ja 14000 a 209 ja Expand All Collapse All e To delete a line click the Collapse all link then click the minus sign at the end of Line 2 You will receive a warning message making sure you want to delete the line Click OK 34 Page Worklist Add to Favorites gt GSUFS ait URG PO Status Pend Appr A NEXT Budget Status Not Chkd Fey Department 110600000 Q v C Hold From Further Processing Js 04 17 2009 E Vendor Search DELLMARKET 001 Q Vendor Details 1742616805 Q Dell Marketing Corporati Receipt Status KMILTON A Karmen Milton A PO Activities Add ShipTo Com Catalog Description PO Qty UOM Category Amount Status 00000999 Ja a JO ame ae lt lapse All ersion rsion Goto More lt M 5 Edit Save Express PO If multiple distribution lines are not required click the Save button The Save button also edits the Express PO in one step It assigns the PO ID and checks the Express PO for missing information 35 Page 6 Budget Checking the Express PO Scroll to the top of the page After you have saved the Express PO notice that PO ID has been assigned Worklist Add to Favorites Sign out El A Express Purchase Order Purchase Order Unit Origin DRGQ po Status Pend App PO ID 0000000059 Cae Sees NS Department 110500000 a Copy From v Hold From Furth
10. Category Amount 7 1 B Po 3 J TJ af af ee PO Qty Price Amount Status Distribute by a pp 7 Po po Active Quantity v 3 Charticios Y Detaistax Asset nforaton Y ReaDeiai Stauses Dist Status Percent PO Qty Amount Curr GL Unit Account Fund Dept Program Class 1 Open GSUFS Q Q 10000 Q 110600000 a 11100 Q 11000 Select the calendar icon under the Due Date field and chose a date This date will be the the date that you want to receive the shipped goods 4 1 4 Entering the Category and Price In 8 9 the category code is a national purchasing code called the NIGP code Click on the magnifying glass 27 Page ORACLE Sian out Ej New Window Help nee Look Up Category SetiD GSUFS Category begins with w Description begins with v Account begins with vi Alternate Description begins with v Look Up Clear Cancel Basic Lookup Search Results 4 1 100 of 100 p Main Content Cat Description Account Alternate Description 02000 AGRICULTURAL EQUIPMENT IMPLEM 843105 Equip Furn Purch gt 4 999 99 03100 AIR CONDITIONING HEATING AND 843105 Equip 8 Furn Purch gt 4 999 99 03113 Chillers Heat Exchangers and 715118 Water Chiller Maintenance 05216 Drawings Originals 843400 Equip 8 Furn Purch gt 4 999 99 06000 AUTOMOTIVE MAINTENANCE ITEMSA 712105 Motor Vehicle Expense 12500 BOOKBINDING SUP
11. Es Worklist Add to Favorites Sign out New Window Help gt Accounts Payable Look Up SpeedChart gt GSU 7 Purchasing i 7 Purchase Orders sem GSUFS gt Manage Change Orders SpeedChart Key begins with v BIOL gt Review PO Information Add Update Express O _LookUp Clear Cancel masicLookup Budget Check gt Commitment Control Search Results E 1303 5 gt Reporting Tools SpeedChart Key Description gt PeopleTools BIOLU Biology Dept Research BIOLI Biology BIOLR Biology The system returns you to the PO Defaults page and your information will populate the Distribution field Scroll to the bottom of the page and click OK 48 Page b trna utus HE Dist Percent GL Unit Account Fund Dept Program Class Bud Ref PC Bus Unit Project Sign out Activity Budget Date Location 1 100 0000 GSUFS Q ja 10000 Q 110600000 A 11100 A 11200 Q 2009 ja a JQ 04 16 2009 E PO MAIN OK Cancel Refresh lt u 2 Any changes that you make on the PO Defaults page will cause the Retrofit field changes page to appear Click on the Select All link You must click this Select All link to change the default chartfield values on the template to your speedchart values Notice when you click on this link all of the boxes in the Apply column will be checked Worklist Add to Favorites Si
12. G ROWS inicia iii laial laivis AR ERA ERA AS aaa 31 BS EDIE SAVE EXPRESS PO id AAA A 35 6 BUDGET CHECKING THE EXPRESS PO aasal aaa seen a anaes caret nea 36 6 1 BUDGET CHECKING ERRORS IN THE EXPRESS PO csssssccccssssscecesscacccessscceecessscccecessecacecessecacecesessacecesessaeeeees 37 6 2 BUDGET CHECKING EXCEPTION Socorro das 38 7 WORKFLOW APPROVA Lc aa 41 8 PO MAINTENANCE unicas 42 2 Page 8 1 COPYING AN EXPRESS PO FROM ANOTHER EXPRESS PO 0 csssssceecescssssceecceecescesssececeecescsesssececessesseseese 42 8 1 1 CREATING A TRAVEL PO CONSULTANT PO scsscsscssssssssssessesseecsecescescsscesccsacsssssessessassaesoeseesessesesaceaes 42 APPENDIX A DOLLAR VALUE GR Divinas canada Adra 54 APPENDIX B COMMODITY LISTING BY BUYER siasscscsciscevesautsascssaceveatacsssesiyieeansossssees dexdonqsnss coeasobuassevanaoacesinsedesiwadays 56 3 Page CHAPTER 1 INTRODUCTION 1 1 PURCHASING OVERVIEW Purchasing is the business process of procuring goods and services from vendors in order to continue business operations Express Purchase Orders also referred to as Express POs are used at Georgia State University to purchase services commodities and equipment which have a value greater than 4 999 99 and for which competitive bidding is required by State law The Purchasing Department will determine whether a contract purchase order request for quote or request for proposal is required There are some except
13. Header Details PO Activities Add ShipTo Comments KANA 0 00 PO Defaults Freight Tax Misc 0 00 _Calculate late A Add Comments Total Amount 0 00 USD Purchasing Kit Catalog Description Sched Due Date Ship TO PO Qty Price Amount Status Distribute by gt 1 B E CENTRAL Q Active Quantity Dist Status Percent PO Qty Amount Curr GL Unit Account Fund Dept Program Class BudRef Projec 1 Open il GSUFS Q ja 10000 ja 1110600000 ja 11100 Q 11200 A 2009 ja Expand All Collapse All View Printable Version Goto More Y Please note you will not use the Copy Item Specs link Also the Attach button for attachments will not be used Type your line comments in the Comment field and click OK 23 Page VWorklist Add to Favorites New Window Help Customize Page E PO Line Comments Unit GSUFS POID NEXT Vendor Lime 1 Sort Method Comment Time Stamp v Kiik saigi Find View All First 4 4 ora Ll Copy Standard Comments Copy tem Specs Comment Status send to Vendor Shown at Receipt Shown at Voucher Attachment From gt PO GSUFS NEXT A Es 23 dis A ES rene e 4 1 2 Selecting Ship To Location Click on the Ship To field to determine where your package is shipped to The Ship To field will default to CENTRAL Use the magnifying glass to select a differe
14. Location IN Unit 1 100 0000 GSUFS Q ja 10000 A 110600000 A 11100 Q 11000 A 2010 Q la Q 10716 2009 E Po Min A a EE Look Up Location You can search for your Location kuu AAA Code either through the Location Code begins with Location Code field or the Description contains Citizens Trust Location Description field Select Cancel Basic Lookup the Location where you want the Search Results goods delivered to 4 1 89 of 69 Location Code Description GTB Citizens Trust Buildina CTB1000 Citizens Trust Building 181001 Citizens Trust Building CTB1002 Citizens Trust Building CTB1003 Citizens Trust Building GT81004 Citizens Trust Building CTB1008 Citizens Trust Building CTB1009 Citizens Trust Building 2181015 Citizens Trust Building CT161018 Citizens Trust Building CTB1025 Citizens Trust Building CTB1026 Citizens Trust Building 1B1027 Citizens Trust Building CT1B61029 Citizens Trust Building Distribution SpeedChart a First J 4 of 4 gt Last Chartfields Asset Information L Unit Account Fund Dept Program Class Bud Ref PC Bus Unit Project Activity Budget Date Location IN Unit Dist Percent 1 100 0000 GSUFS Q a 10000 A 110600000 Q 11100 Q 11000 Q 2010 Q a JQ 1062009 ETB ja a E E Scroll to the bottom of the page and click OK You will be redirec
15. PLIES 843250 Bindings 20400 COMPUTER HARDWARE AND PERIPHER 744210 Computer Purch Less Than 3000 20600 COMPUTER HARDWARE AND PERIPHER 843300 Computer Purch gt 54 999 99 20621 Communication Control Units C 843105 Equip amp Furn Purch gt 4 999 99 20625 Computer Systems Digital 843105 Equip amp Furn Purch 4 999 99 20732 Computer Instructional Aids an 744200 Computers 3 000 20820 Business Software Misc Agen 727114 License Fees 20900 COMPUTER SOFTWARE FOR MINIAND 733100 Software 28500 ELECTRICAL EQUIPMENT AND SUPPL 714136 Electrical Parts 8 Supplies Cannarias Dintinmar Tama hi 744427 Fororarmmmmat Mannara tara 3 5 n 3 3 Ei Notice that you have the ability to search for the correct category by the description or account as well as by category or Alternate Description As you may be unfamiliar with the category codes you may conduct your search by Description The search offers operands to help you narrow your results Click the drop down arrow next to Description 28 Page ORACLE sign out E New Window Help Look Up Category SetiD GSUFS Category begins with v Description begins with Account begins with contains Alternate Description Clear Search Results Category Description 02000 AGRICULTURAL EQUIPMENT IMPLEM 6843105 Equip Furn Purch 4 999 99 03100 AIR CONDITIONING HEATING AND 843105 Equip amp Furn Purch 4 999 99 03113 Chil
16. PO Date 04242009 El Vendor Search Vendor LUALLEN CA 001 IQ vendor Details Vendor ID 001154244 Q Luallen Catherine L Receipt Status Not Recvd Buyer TBLACKBURN Q Blackburn Trennye Dispatch Method Print v Dispatch PO Reference Amount Summary OOO Header Details PO Activities Add ShipTo Comments R 00 EE ai de Freight Tax Misc 0 00 Total Amount 0 02 USD dd Items From Purchasing Kit Catalog Find First 4 4 2 of 2 I Last Line Description PO Oty UOM Category Amount Status gt B Employee Travel Expenses i 1 0000 EA Q 36288 JQ 0 gt Active gt 2 B Employee Travel Mileage 1 0000 EA ja 96298 Q 0 1 C gt Active Expand All Collapse All View Printable Version Goto More b E Save E Notify y Refresh Esada E Update Display For the Travel Template enter the Traveler s Name Travel To information Dates Purpose of Travel and who will handle Classes Duties in the traveler s absence On the Consultant Template you will enter the SS or FEI the address and attach a copy of the Statement of Work or Payment Schedule For each template always check the Shown at Voucher box so the comments in this section are available for Disbursements to view Click OK 50 Page Search gt My Favorites gt Accounts Payable b GSU Purchasing Purchase Orders b Manage Change Orders gt Review PO Information Add Update Expres
17. The Express Purchase Order User Manual The Spectrum System Georgia State University PeopleSoft Financials Version 8 9 Revised 1 30 2012 1 Page Table of Contents INTRODUCTION A RARA AAA RADA AAA ARIAS AS AA ARA 4 1 1 PURCHASING OVERVIEW E USA e a ada 4 1 2 USE OF EXPRESS POS NO 5 1 3 PRIMARY FUNCTIONS OF THE PO 17410101 A a ti 6 2 CREATING A BASIC EXPRESS PO cias naa iega nckvncosversuuassndeeusensaasandens aimavad saanut G 7 2 1 CREATING AN EXPRESS PO iraran reit nE EE A casanatedsnatiesendesaaxecsestestes oe G 7 21 51 ADD EXPRESS A O 8 2 42 CHOOSE ORIGIN ioii EEA 8 2 1 3 ENTERDEPARIMENT ID ica a E a ia 10 3 HEADER AREA ES a aa ia 11 3 1 SELEC HINGA VENDOR cainnean A E EA EOE A OA 12 3 1 1 VENDORSEARCH cra cad conil A Ri 12 3 2 SELECTING A BUYER ada a 16 3 3 ENTERING PO DEFAU LS oil ion 17 3 4 OTHER LINKS UNDER THE HEADER PANELL sccccssssscecsssssscecessscccecessscceecessscceecescssacecesneaeecessaeeeecessceeeses snes 21 4 LINES PANE Laia pacien Oi ie NR O 22 AL LINES aaa aaa ds lat 22 4 1 1 ENTERING LINE DESCRIPTION QUANTITY UOM AND LINE COMMENTG cssscccsccscecesessscecesssees 22 4 12 lt SElECHHE Ship To Location aa 24 413 Selecta Due Dated ai 27 4 1 4 Entering the Category and PriCe sesessssesosseocesessoesoscesesosoeosesssesoosecesesosesosessesosoeesesesesorosesseeseessseseseoee 27 4 2 DISTRIBUTIONS LINE sisimas vajavale lasksin tana 31 4 3 ADDING AND DELETIN
18. To Comments NA 0 01 Calculate PO Defaults Freight Tax Misc 0 00 Add Comments Total Amount 0 01 USD dd items From Purchasing Kit Catalog a O Ww Line Description PO Qty UOM Category Amount gt 4 B Employee Travel E EA e 96288 Q lt Pommid All Mallanan All In the Short Vendor Name field enter the traveler s last name COMMA first initial or if you are issuing a consultant PO enter the first few letters of the company name and click the Look Up button Click your selection from the Search list 46 Page Worklist Add to Favorites Sign out New Window Help 5 gt Accounts Payable Look Up Vendor ID Db GSU 7 Purchasing s Purchase Orders oem tari gt Manage Change Orders Vendor ID begins with D Review FO Information Short Vendor Name begins with LUALLEN C Add Update Express POs mo Budget Check i Basic Lookup qa chet _Lookup oiear cancel gt General Ledger gt Worklist Search Results gt Reporting Tools gt PeopleTools Vendor ID Short Vendor Name Name 1 001154244 LUALLEN CA 002 Luallen Catherine L blank blank blank The Express Purchase Order Main Page is displayed Add to Favorites Worklist New Window Help Customize Page E gt Accounts Payable gt GSU 7 Purchasing Express Purchase Order Purchase Order Purchase Orders gt Manage Change Ord
19. acts Class o aaas OMR Short Vendor Name DELLMARKET 001 vad gt Manage Change Orders ae k gt Review PO Information In City Limit N Add Update Express Persistence Permanent ats aan Open For Ordering Y gt Travel and Expenses i One gt Accounts Receivable Address casos Withholding Applicable N gt BOR Menus gt Commitment Control Way l gt General Ledger Corporate Vendor 742616805 Name Display VAT Flag N gt Set Up Financials Supply j Chain Remit Vendor 742616805 Name ona Tools Customize Find View Al HH You may also click the Address link to view the address information Click Cancel Click Cancel again Worklist Add to Favorites New Window Help Customize Page 8 Search Db Accounts Payable Address D GSU SetiD GSUFS VendorID 742616805 Purchasing gt Procurement Contracts Country USA United States gt Purchase Orders gt Manage Change Orders Address 1 One Dell Way gt Review PO Information POs Address 3 P O Box 8711 gt Travel and Expenses gt Accounts Receivable gt BOR Menus F gt Commitment Control City Round Rock gt General Ledger A y gt Set Up Financials Supply County Postal A Chain State TX Texas DP Worklist gt Reporting Tools ores gt T r gt PeopleTools Ok _cancei Refresh 13 Page The system returns you to the main page The most common way to select a vendor is to click on the magnifying glass next to the Vendor ID field to
20. comments to be relayed to the approver or if there are special comments that should be viewed by the Purchasing Department e Unlike the Voucher Module the Calculate button under the Header Panel will not be used by the end user under any circumstances Do not click the Calculate button f Georgia State has opted not to use the Purchasing Kit and Catalog links in the implementation of 8 9 4 Lines Panel As mentioned previously the Express PO allows you to enter all of the required information on one page The Lines area is where the Line Description Quantity Unit of Measure UOM Category and Price will be entered Click the Expand All link to view three areas the Lines Schedules and Distributions areas The Collapse All link reduces the view back to Lines view only 4 1 Lines 4 1 1 Entering Line Description Quantity UOM and Line Comments Enter a description of the item you are purchasing under Description and press Tab Enter the Quantity or how many of the item you wish to purchase and press Tab Enter the Unit of Measure UOM and press Tab 22 Page or use the magnifying glass to search the list of values available To enter a O line comment click the icon Vendor DELLMARKET 001 Q Vendor Details a Vendor ID 0000000002 Q DELL MARKETING LP Receipt Status Not Recvd Buyer KMILTON QA Milton Karmen Dispatch Method Print YI Dispatch PO Reference
21. ct A 1 Open 100 000 5500 00 USD esursiQ 640100 Q 10000 Q 110600000 A 11100 A 11000 Q 2009 ja alg Line Description UOM Category Amount Status gt 2 B Employee Travel Mileage 1 0000 EA Q 96298 ai 100 00 Active E Schedules Sched Due Date Ship To PO Aty Price Amount Status Distribute by gt 4 EE 05712009 E ceNTRAL A 10000 100 00000 100 00 Active Dist Status Percent Amount Curr GL Unit Account Fund Dept Program Class Bud Ref Unit Project A 1 Open _ 100 000 100 00 Usp GsuFs Q 640500 Q 10000 A 110600000 Q 11100 A 11000 A 2009 ja lal Expand All Collapse All M If the information on the Distributions line is correct click the Save button Click the Budget Checking icon 52 Page Note that you now have a PO ID assigned to your PO The PO Status is Pending Approval and the Budget Status is Valid You have successfully copied an Express PO from the Travel or Consultant PO template Worklist Add to Favorites Sign out New Window Help Customize Pace Express Purchase Order Purchase Order Unit GSUFS Origin IDRG R po status Pend Appr x PO ID 0000000369 Budget Status Valid Department 110600000 Q Copy From i C Hold From Further Processing PO Date 05 11 2009 E Vendor Search Vendor ILUALLEN CA 002 Q Vendor Details
22. e begins with Look Up Clear Cancel Basic Lookup Search Results View AIl 4 1 100 of 103 gt Last Vendor iD Short Vendor Name Name 1 Our Customer Number Old Vendor ID GSU DEFAULT CHANGE VENDOR 0000000003 SOVEREIGN 001 SOVEREIGN BUSINESS SERVICES blank blank blank 0000000004 XEROX 001 XEROX CORPORATION blank blank blank 0000000006 CYTOSKELET 001 CYTOSKELETON INC blank blank blank 0000000018 FAMILYSUPP 001 Family Support Registry FSR blank blank blank 0000000024 WISCONSIN 001 Wisconsin Support Collections Trust Fund blank blank blank 0000000025 LIVINGSTON 003 Livingston County SCU blank blank blank 0000000028 STATECOURT 002 State Court of Fulton County 100 Justice Tower blank blank 0000000033 USDEPARTME 001 US Department of Education blank blank blank 0000000038 MARYIDATO 001 MARY IDA TOWNSON CHAPTER 13 TRUSTEE blank blank blank 0000000039 CHAPTER13T 002 Chapter 13 Trustee blank blank blank 0000000046 ISESCORPOR 001 ISES CORPORATION blank blank blank 0000000093 VARIOUSVEN 001 VARIOUS VENDORS blank blank blank 0000000122 HUNTINGTON 001 Huntington Data Systems blank blank blank 0000000149 DUTCHESS 001 Dutchess County SCU blank blank blank 0000000222 MEDCO 002 MEDCO Company blank blank blank a In the Short Vendor Name field type the first few letters of the vendor name and click the Look Up button Select the desired vendor and the system will
23. er Processing v Header PO Date 04 17 2009 EJ Vendor Search Vendor DELLMARKET 001 A Vendor Details Vendor ID 742616805 IQ Dell Marketing Corporation Receipt Status Not Recvd A Buyer KMILTON Q Karmen Milton Dispatch Method _Dispatch PO Reference Amount Summary Header Details PO Activities Add ShipTo Comments AKSAI LA PO Defaults Freight Tax Misc 0 00 Purchasina Kit Catalog Line Description PO Qty UOM Category Amount Status gt 4 E Dell Computer x 1 0000 ea Q 20400 ja 1500 00 Active E Expand All Collapse All View Printable Version Goto More v Y Click the Budget Check icon TC 36 Page The Express PO should have a PO Status of Pending Approval and a Budget Status of Valid Worklist Add to Favorites Sian out m New Window Help Customize Page 2 Express Purchase Order Purchase Order Unit GSUFS Origin DRG Q po status Pend Appr 38 PO ID 0000000059 Budget Status Department 110600000 Q Copy From Y C Hold From Further Processing v Header PO Date 04 17 2009 Vendor Search Vendor DELLMARKET 001 Q Vendor Details Vendor ID 1742616805 A Dell Marketing Corporation Receipt Status Not Recvd Buyer KMILTON Q Karmen Milton Dispatch Method Print JI Dispatch PO Reference j i erchandise Header Details PO Activities Add ShipTo Comments sde 1500 00 Calculate PO Default
24. ers Unit GSUFS Origin Q P Status Pend Appr gt Review PO Information PO ID NEXT Budget Status Not Chkd Add Update Express Department 120010000 Q Budget Check Copy From x C Hold From Further Processing Header PO Date Vendor Search Vendor ILUALLEN CA 002 Q Vendor Details Vendor ID 001154244 Q Luallen CatherineL Receipt Status NotRecvd Buyer TBLACKBURN Q Blackburn Trennye Dispatch Method _Dispatch 111 gt PeopleTools PO Reference hioodenikotsiism PO Activities Add ShipTo Comments Merchandise 0 01 calculate PO Defaults Freight Tax Misc 0 00 Add Commentsi Total Amount 0 01 USD Add ttems From Purchasina Kit Catalog Lines Line Description PO Qty UOM Category Amount gt 41 E Employee Travel 2 EA 96288 Q Pm mus ol All Ps m s All n MES gt Click on the PO Defaults link and update the Speedchart information and click the magnifying glass 47 Page Home Worklist Add to Favorites Sign out SpeedChart biol IA gt Accounts Payable Chartfields Y Assetinformation gt GSU oa ik gt Purchasing Dist Percent GL Unit Account Fund Dept Program Class Bud Ref PC Bus Unit Project A Purchase Orders 1 100 0000 esurs A ja 10000 A 110600000 Q 11100 ja 11000 A 2009 ja ja b Manage Change Orders D Review PO Information Add Update Express Budget Check gt PeopleTools 111
25. g x Header PO Date 04 16 2009 E Vendor Search Vendor oo Vendor Details Vendor ID hy a Receipt Status NotRecvd ag a Dispatch Heo Open poreterne O E amoun Summary Header Details PO Activities Add ShipTo Comments MEIRE 0 00 PO Defaults FreightTax Misc 0 00 Add Comments Total Amount 000 USD Add Items From Purchasing Kit Catalog First Ei Line Description UOM Category Amount Status PO Oly gt 1 TA AO e The options you should choose are DRG Department Regular or PRJ Project ONL and FA are reserved for Central Admin areas These options drive the workflow approval of your Express Voucher Click on DRG or PR Home Worklist Add to Favorites Sian out New Window Help JE gt Accounts Payable Look Up Origin gt GSU 7 Purchasing gt Procurement Contracts TO GSUFS 7 Purchase Orders Origin begins with v gt Manage Change Orders gt Review PO Information Description begins with v Add Update Express POs gt Travel and Expenses Accounts Receivable gt BOR Menus Search Results gt Commitment Control 4 1 4 0f4 gt Sree gt Set Up Financials Supply a TON DRG Department Regular Rule Basic Lookup Chain MEA A D Worklist FA Financial Aid Stu Ac Ref Ret gt Reporting Tools ONL On Line gt PeopleTools PRJ Project Regular 9 Page 2 1 3 Enter Department ID After choosing the origin the system returns you
26. gn out New Window Help Customize Page E Express Purchase Order Retrofit field changes to all existing PO lines schedules distributions Purchase Orders gt Manage Change Orders gt Review PO Information Unit GSUFS POID NEXT Vendor LUALLEN CA 002 Add Update Express POs For Line and Schedule defaults Select Apply to apply changes to all lines and schedules Budget Check For Distribution defaults Select Apply to apply changes to the Distrib Line gt Commitment Control Example If you select Apply for Distrib Line 3 the change is applied to each Distrib Line 3 on the PO gt General Ledger Select Apply to All Distribs to apply changes to all distribution lines on the PO D Worklist gt Reporting Tools D PeopleTools Customize Find View All First L Field Name Field Value Ship To CENTRAL Ship Via VENDOR Freight Terms Code FOB DEST M selecta O ClearAll OK Cancel Refresh 49 Page The system will return you to the main page of the Express PO To access the template comments for the Travel PO and the Consultant PO click the Edit Comments link Express Purchase Order Purchase Order Unit GSUFS Origin DRGQ po Status Pend Appr PO ID NEXT Budget Status Not Chk d Department 4 10600000 Q Copy From v C Hold From Further Processing v Header
27. gnifying glass Db Accounts Payable gt GSU 7 Purchasing v Purchase Orders gt Manage Change Orders gt Review PO Information Add Update Express POs _ Budget Check gt Commitment Control gt General Ledger D Worklist gt Reporting Tools gt PeopleTools lt Update the Department ID by clicking Worklist Add to Favorites Sign out New Window Help Customize Page A Express Purchase Order Purchase Order Unit GSUFS Pend Appr PO ID NEXT Not Chkd Copy From v Hold From Further Processing Header PO Date 04 24 2009 E Vendor Search Vendor GSUDEFAULT 001 Q Vendor Details Vendor ID 0000000001 Q GSU DEFAULT SELECT NEW VENDOR Receipt Status Not Recvd Buyer TBLACKBURN Q Blackburn Trennye Dispatch Method Print v Dispatch PO Reference Header Details PO Activities Add ShipTo Comments ee 001 _Calculate PO Defaults FreightTax Misc 0 00 Add Comments Total Amount 0 01 USD Purchasing Kit Catalog Lines Line Description PO Qty UOM Category Amount gt 1 E Employee Travel 10000 ea Q 96288 Q Pm n ol All Dallas All y It 2 Enter the first few digits of your department ID and click the Look Up button Select your department ID 45 Page ORACLE A Search Look Up Department Department begins with w 1106000 Look Up Clear Cancel Basic Lookup Search Res
28. he Add Ship to Comments link In the comments box add the address where the package should be sent Type Ship Directly to the following address followed by the address where the package will be sent Make sure that the Send to Vendor and the Shown at Receipt options are checked and that GSU0000 is selected in the Ship to drop down menu Press OK oRAcLer E El Grade logo PO ShipTo Comments Unit GSUFS PO ID MEXT Vendor GSUDEFAULT 001 Sort Method Comment Time Stamp Sort Sequence Ascending y Find View All First 4 4 ora P Last comment Status Active Inactivate Attachment AAA From gt PO GSUFS NEXT Refresh 26 Page 4 1 3 Select a Due Date ORACLE ne EI CxApress rurcnase uraer Purchase Order Unit GSUFS Origin a po status Pend Appr PO ID NEXT Budget Status Not Chk d Copy From v F Hold From Further Processing Header PO Date 04 17 2009 51 Vendor Search Vendor GSUDEFAULT 001 Q Vendor Details Vendor ID 0000000001 Q GSU DEFAULT SELECT NEW VENDOR Receipt Status Not Recvd Buyer KMILTON Q Milton Karmen Dispatch Method Print 7 Dispatch PO Reference Header Details PO Activities Edit ShipTo Comments AE 0 00 Calculate PO Defaults Freight Tax Misc 0 00 mm Add Comments Total Amount 0 00 USD Add Items From Purchasina Kit Catalog Lines Line Description PO Qty UOM
29. ions to this rule If you have any questions you should contact the Purchasing Department before entering the Express PO or refer to the Dollar Value Grid located in Appendix A of this document Express POs are also used for consultant agreements and blanket travel authorizations See Consulting Contract Information and Travel Services training guides for details For additional information regarding purchasing polices consult the Purchasing Department s website at http www2 gsu edu wwwopch The training manual and policies for consultant services and travel can be found on the following websites htto www2 gsu edu wwwfas FinancialOperation consultingcontract new html htto www2 gsu edu wwwfas FinancialOperation TravelServices odf 4 Page 1 2 USE OF EXPRESS POs The Express PO functionality provides a rapid entry version of the Purchase Order page This page enables users to view Lines Schedules and Distributions on a single page Georgia State has made the decision not to use Requisitions and the eProcurement module Departmental requesters will use the Purchase Order as their point of entry for requesting goods or services Requesters will enter Express POs through the Express PO page The Express PO will go through workflow appoval After the Departmental approval the Buyers in the Purchasing Department will be responsible for reviewing updating and dispatching the final Purchase Order Upon completion of th
30. is manual you will be able to enter an Express Purchase Order in the Spectrum 8 9 System make corrections and perform online inquiries and queries 5 Page 1 3 Primary Functions of the PO Module 6 Page Chapter 2 CREATING A BASIC EXPRESS PO PO0020 770 Each step in the online process of entering an Express PO is described below Compare your screen to the screen shots in the example for each step 2 1 Creating an Express PO Navigation Purchasing gt Purchase Orders gt Add Update Express POs ORACLE E Main Menu gt Purchasing gt A Purchase Orders Add Update Express POs Add Update POs Reserve PO IDs Enter purchase orders on a single page using a rapid ent Add or modify PO header line schedule and distribution Reserve a purchase order number or a sequence of express PO form information purchase order numbers Maintain Distributions Dispatch POs EE Verify Document Tolerance Directly access and maintain purchase order distributions Run processes to dispatch purchase orders to appropriate Verify the document tolerance vendors EE Budget Check EE Create Backorders ii Approval Workflow Budget check purchase order amounts or quantities Apply backorder status new quantities or due dates to Initiate purchase order amount and ChartField approval against predefined budgets dispatched PO schedules workflow O Stage Source Requests O Acknowledgements O Manage Change Orders Select review and genera
31. l GSU will use the Chartfield Approval workflow Workflow routings will be based on the Origin and Department Project that users select on the document header The Origin and Department Project selected on the transaction header will determine the workflow approval routing for the transaction Users that are approvers will be assigned to an Approval Role i e Approver 1 or Approver 2 In addition users will be assigned to individual Departments and Project Id s These assignments will be maintained by the Workflow Administrator Security Roles will need to be established for the approvers GSU should assign unique individuals to each of the workflow approval roles levels The Origin that will have workflow approval enabled are as follows DRG Department Regular PRJ Project Regular GSU will use the following levels of workflow approval for each of the transactions Purchase Orders DRG Purchase Orders PRJ Department Approver 1 Project Approver 1 Department Approver 2 Project Administrator Project Approver 2 41 Page 8 PO Maintenance PO maintenance involves correcting your Express PO after budget checking has occurred Be advised that the Express PO cannot be corrected or canceled by the requestor after it has been through the approval process 8 1 Copying an Express PO from An Existing Express PO When creating an Express PO for Travel or an Consulting Contract there is a Express PO template available for you t
32. l Vic Mcintnbia Vnenines Can tar More y A lt Lt gt Type in the template name ETRAVEL STRAVEL or CONSULTANT in the PO ID field click the magnifying glass click the blue hyperlink and click on Search Then click the check box next to the template name and click OK Express Purchase Order Copy Purchase Order from Purchase Order PO Selection Criteria PO ID CONSULTAN Q PO Date E Vendor CQ Status Vendor ID Ja Origin ja Buyer OR tem JA r Dr First 4 1 ot41 A Last M k i TI ji Hoed W EW Al CECI Vendor ID Vendor 0000000001 GSUDEFAULT 001 43 Page The system will redirect you to the main page There is now information copied into the Express PO PAE Fara Express Purchase Order gt GSU v Purchasing Purchase Order vy Purchase Orders 4 tent gt Manage Change Orders Unit GSUFS Origin DRGQ po Status Pend Appr gt Review PO Information PO ID NEXT i Budget Status Not Chied Department ja z E ae et eek Copy From vi C Hold From Further Processing gt Commitment Contro Header 3 PO Date 0412412009 18 Vendor Search gt Reporting Tools Sa i D PeopleTools Vendor GSUDEFAULT 001 A Vendor Details Vendor ID 0000000001 a GSU DEFAULT SELECT NEW VENDOR Receipt Status Not Recvd Buyer TBLACKBURN JQ Blackburn Trennye Dispatch Method Prin
33. l View Printable Version Goto E More vi E Save EI notty o retresn When you click the Expand All link you will find the Schedules and Distribution lines are added as well Also note that the SpeedChart entered in PO Defaults has defaulted into the new line If you wanted to charge more than one SpeedChart or account click the plus sign at the end of Distributions line and update the information Click the horizontal scroll bar to view all of the information on that line 33 Page Worklist Add to Favorites Line Description PO Qty UOM Category Amount Status gt 1 B Dell Computer 1 0000 ea 20400 Q 150000 Active E Schedules Sched DueDate ShipTo PO Qty Price Status Distribute by gt 4 E 05 17 2009 CENTRAL A 1 0000 1500 v 1500 00 Active es Customize Dist Status Percent PO Qty Amount Curr GLUnit Account Fund Dept Program Class Bud Ref Projec 1 Open 100 000 1 0000 1500 00 USD GsUFS Q 744210 Q 10000 Q 110600000 Q 11100 A 11000 A 2009 Q Line UOM Category Amount Status 28 a ea Oe Schedules Sched Due Date Ship TO PO Qty Amount Status Distribute by ca pawa ee ee e S NAAA tan in Deri isin Details Tax Asset intorn IC Rec Deta NA no Stone ah yt AL A ewer teen L Dist Status Percent PO Qty Amount Curr GL Unit Account Fund Dept Program Class Bud Ref Unit Projec open JE ra Ja vaja 10800000
34. l Promise Date M E Ship Via VENDOR Q Freight Terms Code FOB DEST__ a Arbitration Q Freight Charge Method M Distribute by Quantity Y One Time Address SpeedChart ja Distributions Customize Find View All Chartfields Y Asset information E Dist Percent GLUnit Account Fund Dept Program Class Bud Ref PC Bus Unit Project Activity BudgetDate Location 1 GsuFs Q a ja ja ja ja 2009 ja ja ja oansi2009 PO_MAIN Y lt gt The Default Options area defaults to Override to allow you to make changes to the Express PO This should remain clicked If you click Default you will not be able to make any changes to the Express PO if an error is made The Line area of this screen will not be used The Schedule area of this screen will not be used The Distribution area of this screen is where you enter the SpeedChart which will be defaulted throughout the Express PO Enter your departmental SpeedChart in the SpeedChart field and click on the magnifying glass and select your item from the list note that if you do not take this extra step your chartfields will be populated in the main P O but not in the defaults You may also search for your SpeedChart by entering a few letters of the SpeedChart and then clicking the magnifying glass 18 Page You will be taken to a list of values from which to choose Click your selection from the list Note that y
35. lers Heat Exchangers and 715118 Water Chiller Maintenance 05216 Drawings Originals 843400 Equip Furn Purch gt 4 999 99 05000 AUTOMOTIVE MAINTENANCE ITEMS A 712105 Motor Vehicle Expense 12500 BOOKBINDING SUPPLIES 843250 Bindings 20400 COMPUTER HARDWARE AND PERIPHER 744210 Computer Purch Less Than 3000 20600 COMPUTER HARDWARE AND PERIPHER 843300 Computer Purch gt 4 999 99 20621 Communication Control Units 843105 Equip Furn Purch 4 999 99 20625 Computer Systems Digital 843105 Equip Furn Purch 4 999 94 20732 Computer Instructional Aids an 744200 Computers 3 000 4 999 20620 Business Software Misc Agen 727114 License Fees 20900 COMPUTER SOFTWARE FOR MINIAND 33100 Software 25500 ELECTRICAL EQUIPMENT AND SUPPL 714136 Electrical Parts amp Supplies mih a To be sure the best choice possible is made select the operand contains Then enter the item you wish to purchase For example if you want to purchase a computer type computer in the Description field and click the Look Up button Notice there is now a short list of category codes that contains the search word computer Choose the desired category from this list 29 Page New Window Help Look Up Category SetiD GSUFS category jens Description Account begins wi Y aerate Descriptor begins mit v _Lookup Clear Cancel pasictookup Search Results 4 1 8 of 8 gt Category De
36. n detail click OK then click on the Budget Status Error link tiaw wings Helo Customize Pane A Search gt My Favodias Express Purchase Order Accounts Payable PG Purchase Order Purchasing Purchase Orders PO Status t x ORG UU Det Sas 25000 b Manage Change Orders Review PO information D Commitment Conver ral Ledger Receipt Status Not Recd Dispatch Method Print v _Diopaten Merchandise 40000000 00 Freight Tax Misc _Calculate Total Amount 40000000 00 USO i Retrieve Lines Line Description PO Oty VOM Category 1 amp medical equipment 20000 EA Q 42300 38 Page You are now viewing the Purchase Order Exception and Line Exceptions page Budgets with Exceptions shows the budget checking error In this example the Exception is Exceeds Budget Tolerance which means the purchase order amount is more than the amount available in the budget To view more detail about the budget and error click on Go To link which is where you view related links Home Worklist Add to Favorites Sign out New Window Help Customize Page E Purchase Order Exceptions D My Favorites gt Accounts Payable gt GSU Business Unit GSUFS PO Number 0000000370 gt Purchasing E 7 Commitment Control i i CN Ss gt gt Budget Journals Exception Type gt Review Budget Activities Maximum Rows 100 More Budgets Exist Advanced Budget Cri
37. nt location only if necessary 24 Page ovae VE Ej Express Purchase Order Purchase Order t Cea Origin A postatus Pend Appr PO ID NEXT Budget Status Mot Chkd Copy From 3 Hold From Further Processing PO Date 04 17 2009 Vendor Search Vendor GSUDEFAULT 001 A Vendor Details Vendor ID 0000000001 GSUDEFAULT SELECTNEW VENDOR Receipt Status Not Recvd Buyer KMILTON A Milton Karmen Dispatch Method Print E jispatch PO Reference ss Header Details PO Activities Add ShipTo Comments TET ES PO Defaults Freight Tax Misc Add Comments Total Amount Purchasing Kit Catalog Description PO Qty UOM Amount Status gt 4 A ra ee Ship To PO Qty Price Amount Status Distribute by CENTRAL Q Active Quantity amp PC Bus Dist Status Percent PO Oty Amount Curr GL Unit Account Fund Dept Program Class Bud Ref Unit 1 Open esurs a a 10000 a 110600000 a 11100 a 11000 T 2009 a Non inventory items or special items which have to be installed can be sent directly to a specific location by using the magnifying glass and selecting GSU0000 25 Page ORACLE a Look Up Ship To SetiD GSUFS Ship To Location begins with v Description begins with v Look Up Clear Cancel Basic Lookup Search Results 1 3 of 3 Ship To Location Description 50DECATUR Natural Science Loading Dock CENTRAL Central Receiving GSU0000 See Below Click t
38. o building structures 55 Page APPENDIX B Commodity Listing by Buyer Commodity Buyer Building Maintenance Rodney Holden Building Supplies Rodney Holden Bus Charters Computer Equipment Logan Allen Computer Peripherals Logan Allen Computer Software Logan Allen Consultant Larry McCalop Construction Rodney Holden Copiers Elevator Maintenance Rodney Holden Fax Machines Furniture Gas Cards Harrice Moore HVAC Industrial Supplies Rodney Holden Rodney Holden anitorial Equipment and Supplies Rodney Holden Laboratory Equipment and Supplies Logan Allen c O gt C 2 Q a o lt C 5 5 m D Fo 5 lt e gt 3 O D DO O gt O A 5 5 Q a on c o O o uN Maintenance Contracts equipment and hardware Maintenance Contracts software licenses Medical Equipment and Supplies Logan Allen Miscellaneous Supplies Police Equipment and Supplies Attlee Billings Printers Logan Allen Printing Projectors Logan Allen Public Works Projects Rodney Holden Renovation Materials Rodney Holden Research Equipment and Supplies Logan Allen Scientific Equipment and Supplies Logan Allen Travel Uniforms gt III Si 02 gt gt 0 gt D ep gt gt L S11 o gt al 2 gt gt gt Os oO 5 D D oll 2 D Dd 2 D D DO OA IID 5 O D D 5 O D ollo O DO DO w Ds y w w gt 2 w Aa ja es w zZ vo gt O 7D 5 5 Ss 5
39. o copy 8 1 1 Creating a Travel PO Consultant PO Click on the Add a New Value tab ORACLE ee Express Purchase Order i Find an Existing Value Y Add a New Value Business Unit GSUFS E pom Purchase Order Date 0416 2009 Find an Existing Value Add a New Value 42 Page Click on the drop down arrow next to the Copy From field and select Purchase Order Worklist Add to Favorites Sign out New Window Help Customize Page 8 4 gt My Favorites gt Accounts Payable Express Purchase Order b GSU Purchase Order 7 Purchasing Purchase Orders Unit GSUFS Origin ja PO Status Initial gt Manage Change Orders PO ID NEX Budget Status Not Chkd gt Review PO Information C Hold From Further Processing Contract Copy From gt Travel and Expenses gt Commitment Control PO Date Purchase Order Vendor Search Vendor fRequisiion JA vendor Details gt Reporting Tools Vendor ID Q Receipt Status Not Recvd gt PeopleTools Ni gt Di z Change My Password a Q Dispatch Method y My Personalizations PO Reference My System Profile i a Header Details PO Activities Add ShipTo Comments MA 0 00 KUI PO Defaults Freight Tax Misc 0 00 Add Comments Total Amount 0 00 USD Add Items From Purchasing Kit Catalog Line Description PO Qty UOM Category Amount gt 1 B ja jaf Expand All Collapse Al
40. ou will not see your selection in the SpeedChart field on the Defaults page but the chartfields will be populated throughout your Express P O ORACLE Home Sign out E New Window Help ne Look Up SpeedChart SetiD l GSUFS SpeedChart Key begins with val BIOLI Look Up Clear Cancel Basic Lookup Search Results 1 of 1 SpeedChart Key Description Biology BIOLI iology You will be brought back to the PO Defaults page and your information will populate the Distribution field Scroll to the far right of the Purchase Order Defaults page to see the default Location Code The location field determines where the goods you are requesting should be delivered to when the GSU Warehouse personnel receives them If the location field is not changed it defaults to the GSU Purchasing Office at 1 Park Place Please change this field so that your goods will be delivered to the appropriate area NOTE Updating the Location Code is required for the purchase of goods where they will be received by GSU and delivered to a Department If the Purchase Order is for Travel Consulting Fees or other services then changing the Location is not required 19 Page Click on the Location look up icon to change it from the default value PO MAIN Distribution SpeedChart a irst KI 1 of 1 gt Last Chartfields Asset Information Dist Percent GL Unit Account Fund Dept Program Class Bud Ref PC Bus Unit Project Activity Budget Date
41. r searching for the Vendor ID PO Date 05 11 2009 E Vendor Search vendor __ Latent enor Receipt Status Not Recvd Buyer A Dispatch Method M Dispatch PO Reference Amount Summary 00070900 Header Details PO Activities Add ShipTo Comments aaa 0 00 PO Defaults Freight Tax Misc 0 00 Add Comments Total Amount 0 00 USD 11 Page 3 1 1 Vendor Search Click the Vendor Search link Worklist Add to Favorites New Window Help Customize Page E Vendor Search gt Accounts Payable wae b GSU F Purchasing E gt Procurement Contracts Name ShortName gt Purchase Orders A R b Manage Change Orders City _ CS gt Review PO Information Add Update Express POs gt Travel and Expenses gt Accounts Receivable gt BOR Menus b Commitment Control gt General Ledger gt Set Up Financials Supply Chain gt Worklist gt Reporting Tools gt PeopleTools Country A Posta class JA Type Ja Max Rows 10 m 44 po M Search Results 3 Customize Find View All ni Sel Vendor ID Address ShortVendorName Name1 Withholding O Vendor Detail Address In the ShortName field type the first few letters of the vendor name and click the Search button Look for Dell Marketing Corporation in the list Home Worklist Add to Favorites Sign out New Window Help Customize Page E
42. rs or more not otherwise classified below Business Cards and Stationery University Printing University Printing University Printing NOTE Artwork must be approved by University Relations before being sent to University Printing Classified Ad s P Card P Card Express PO NOTE Non faculty recruitment Voucher Voucher ads require HR approval prior to being placed Computer Hardware Software P Card P Card non Express PO and Peripherals and other equipment only technology purchases Voucher Voucher non NOTE Certain purchases may Express PO equipment only require additional approvals and review before purchase See IT Express PO Procurement Review Procedure for details Construction DCS DCS NOTE All construction reguires DCS approval prior to the beginning of work This includes any equipment installation that involves changes or attachment to building structures Filing Cabinets Furniture Contact Buyer Contact Buyer Express PO before purchase before purchase HazMat Waste Removal Safety Safety Safety Maintenance Contract s Express PO Express PO Express PO 54 Page Office Supplies General P Card Voucher University Printing P Card Voucher University Printing Express PO Express PO P Card P Card Voucher Voucher Renovations NOTE All renovations require DCS approval prior to the beginning of work This includes any equipment installation that involves changes or attachment t
43. s iption PO Qty UOM Category Amount Statu omputer 1 0000 ea 20400 ja 500 00 Active EE Goto More A v Note If your computer has a pop up blocker you will have to make sure to turn it off for the 8 9 site At this prompt you can enter the number of lines you wish to add to the Express PO You can add as many as 100 lines at one time Explorer User Prompt Seript Prompt Enter number of rows to add Click OK Now there is an additional line added to the Express PO 32 Page Worklist Add to Favorites Sign out Unit GSUFS VIIGI URG PO Status Pend Appr A PO ID NEXT Budget Status Not Chk d 1 Department 110600000 Q Copy From v Hold From Further Processing PO Date 04 17 2009 Vendor Search Vendor DELLMARKET 001 IQ Vendor Details Vendor ID 742616805 ja Dell Marketing Corporation Receipt Status Not Recvd Buyer KMILTON A Karmen Milton Dispatch Method Print Dispatch PO Reference Header Details PO Activities Add ShipTo Comments asjas na 0 PO Defaults Frekgpivaxtiisc 0 00 Add Comments Total Amount 1500 00 USD Purchasing Kit Catalog Find First MU 4 2 of Alal Line Description PO Qty UOM Category Amount Status gt 4 B Dell Computer 1 0000 EA Q 20400 a 100 00 OO Active E gt 2 B a a Q 2 Active FE Expand All Collapse Al
44. s POS ___ Budget Check _ gt Commitment Control gt General Ledger Worklist gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile Home Wrorkhst Add to Favorites Sign out PO Header Comments Unit GSUFS POID NEXT Vendor LUALLEN CA 002 Sort Method CommentTimeStamp sind aa Comments Copy Standard Comments Comment Status Active Duh Travelers Name CATHERINE LUALLEN Travel To LAS VEGAS NEVADA Dates 6 1 2009 6 7 2009 Purposes PROCUREMENT MANAGEMENT TRAINING Classes Duties in my absence will be handled by LARRY MCCALOP Shown at Voucher C Send to Vendor Shown at Receipt Associated Document Attachment 51 Page You will be redirected to the main page Click the Expand All link Under Line 1 on the Schedules line go to the Price box and enter the amount you wish to encumber for the trip If there is mileage involved with this trip enter the estimated mileage amount in the Price box under Line 2 on the Schedules line gt 1 B Employee Travel 1 0000 ea Q 96288 Q 5500 00 Active E Sched Due Date Ship To PO Qty Price Amount Status Distribute by gt 1 06032009 E ceNTRAL A 1 0000 5500 00000 5500 00 Active A Dist Status Percent Amount Curr GL Unit Account Fund Dept Program Class Bud Ref je Proje
45. s Document Status FreightTax Misc 0 00 Add Comments Requisitions Total Amount 1500 00 USD Select Lines To Display Purchasing Kit Catalog Line JA To _ Ja Retrieve Line Description PO Aty UOM Category Amount Status gt 1 B Dell Computer 1 0000 Ea 20400 ja 500 00 Active E 6 1 Budget Checking Errors in the Express PO Budget Checking will be initiated by the Requester on the Express PO on line page This is done by clicking on the Budget Checking icon A valid Budget Check will create an encumbrance on the budget ledger e Budget Check process involves editing the Chartfield data processing a document tolerance check and creating an encumbrance for a single Purchase Order e After Budget Checking process is run the system produces a Valid Warning or Error status o Valid Transaction passed with no warnings or errors process updates the control budget 37 Page o Warning Transaction passed but with warnings process updates the control budget o Error Transaction failed process does not update the control budget 6 2 Budget Check Exceptions If the Budget Check process results in an error it must be resolved before the Purchase Order can be processed further PO Budget Check exceptions may be reviewed using the PO Budget Status Error hyperlink Typically budget exceptions result from the budgets not existing or exceeding the budget tolerance To view the budget error i
46. scription Account Alternate Description 20400 COMPUTER HARDWARE AND PERIPHER 744210 Computer Purch Less Than 3000 20600 COMPUTER HARDWARE AND PERIPHER 843300 Computer Purch gt 54 999 99 0900 COM SO FOR MINI 733100 Software 20732 Computer Instructional Aids an 744200 Computers 53 000 91829 Computer Software Consulti 751109 IT Professionals Consultants 20625 Computer Systems Digital 843105 Equip 8 Furn Purch gt 54 999 99 99829 Computers Parts and Supplies 760110 Computer Charges Other 91017 Eneray Computerized Control Sy 715132 Emcs You are now back at the main page of the Express PO Goto the Schedules line and enter the price and press Tab 30 Page E http ORACLE gn EL Vendor DELLMARKET 001 4 Vendor Details Vendor ID 0000000002 DELL MARKETING LP Receipt Status Not Recvd Buyer KMILTON A Milton Karmen Dispatch Method jispatch PO Reference gt Header Details PO Activities Add ShipTo Comments Merchandise PO Defaults FreightiTax Misc Add Comments Total Amount 2000 00 USO Purchasing Kit Catalog Line Description UOM Category Amount Status gt 4 B supplies ja 20400 ja Active E Sched Due Date Ship To PO Oty Amount Status Distribute by Chartfields a DetailsiTax y Dist Status Percent PO Oty Amount Curr GL Unit Account Fund Dept Program Class Bud Ref open toovad 200090 uso asurs a 7a210 a 10000 ja 10s00000 1100 Ja 4200 ja 2009
47. t M ispatc PO Reference Amount Summary O M ise Header Details PO Activities Add ShipTo Comments ee qu Calculate PO Defaults Freight Tax Misc 0 00 dd Items From Purchasina Kit Catalog Lines Line Description PO Qty UOM Category Amount gt 1 B Employee Travel EA ja 96288 IQ Pm mun dl All Onltlanan All A wv Please note that when the template is copied to a new Express PO the information must be changed to reflect the new information required for your department Update the Origin by clicking on the magnifying glass This will determine the workflow routing for approval If these expenditures are charged to a project select PRJ for Origin In this example select DRG expenditures will not be charged to a project from the Search list 44 Page gt Accounts Payable gt GSU Y Purchasing 7 Purchase Orders b Manage Change Orders gt Review PO Information Add Update Express POs Budget Check gt Commitment Control gt General Ledger D Worklist gt Reporting Tools PeopleTools You will be redirected to the main page Worklist Add to Favorites Sign out New Window Help E Look Up Origin SetiD GSUFS Origin begins with v Description begins with w Search Results Basic Lookup E 4 1 4 of 4 Origin Description DRG Department Regular Rule FA Financial Aid Stu Ac Ref Ret ONL On Line PRJ Project Regular the ma
48. te purchase orders from open Review and process changes from inbound purchase Review or load change requests and review change order requests order acknowledgements history PO Auto Sourcing Process Change Orders E Purge Change Requests i Requisition Selection Run Acknowledgement Alerts Review Change History Auto Requisition Selection E Review Change Orders 7 More O Reconcile POs O Review PO Information Reports Perform reconciliation activities on purchase orders such Run inquiries on purchase order details and activities Generate purchase order reports for expedition status as approve or cancel T Purchase Orders and detail information Reconciliation Workbench E Activity Summary IE Expediting f Close Purchase Orders E PO Accounting Entries Listings E Reopen POs 4 More E Status Listings 8 More O Budget Year End Processi Run processes to liquidate and re encumber selected POs into a new budget year 7 Page 2 1 1 Add Express PO Click on the Add a New Value tab ORACLE CC po ID Purchase Order Date 04 16 2009 Find an Existing Value Add a Mew Value 2 1 2 Choose the Origin Click on the magnifying glass El WWorklist Multichannel Console Add to Favorites New Window Help Customize Page 8 1 Express Purchase Order Purchase Order Unit GSUFS Origin PO Status Initial PO ID NEXT Budget Status Mot Chkd Copy From Hold From Further Processin
49. ted to the main page of the Express PO 20 Page Cancel A PO ID NEXT Budget Status NotChkd Copy From Y O Hold From Further Processing PO Date 04 16 2009 E Vendor Search Vendor DELLMARKET 001 Q Vendor Details Vendor ID 0000000002 Q DELL MARKETING LP Receipt Status NotRecvd Buyer KMILTON Q Milton Karmen Dispatch Method Print 9 Dispatch PO Reference Header Details PO Activities Add ShipTo Comments RSN 0 00 PO Defaults Freight Tax Misc 0 00 _ Calculate Total Amount 0 00 USD Add Comments Add Items From Purchasing Kit Catalog Line Description PO Qty UOM Category Amount Status gt 1B E a lal awe z Expand All Collapse All View Printable Version Goto More vi E Save E notity Refresh lt Main Content a 3 4 Other Links under the Header Panel Total Amount add hems From a Header Details contains template information that should not be changed by the requestor Do not change any information in this link b PO Activities will not be used by the end user under any circumstances Do not change any information in this link 21 Page c Add Ship to Comments can be used by the requestor if there are special delivery instructions d Add Comments will be used when the Travel or Consultant template is copied in an Express PO This field may also be used by the requestor if there are
50. teria 7 Review Budget Check Exceptions _Search_ 7 Purchasing and Cost Management Purchase Order Purchase Order Non Business Ledger prorated Unit Group gt Travel and Expenses TER D Accounts Payable 1 Q GSUFS APPROP gt Revenues gt General Ledger Budget Exceptions gt General Ledger gt Worklist gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile 5 Save lt A Return to Search E Notify Purchase Order Exceptions Line Exceptions Find Customize More Detail idTanster More Detail Go TO 7 On this page choose the Go to Budget Inquiry link Worklist Add to Favorites gt My Favorites gt Accounts Payable gt GSU gt Purchasing 7 Commitment Control gt Budget Journals gt Review Budget Activities 7 Review Budget Check Exceptions Purchasing and Cost Management Purchase Order Purchase Order Non prorated gt Travel and Expenses gt Accounts Payable gt Revenues gt General Ledger Budaet Exceptions gt Reporting Tools gt PeopleTools Chanae My Password My Personalizations My System Profile 39 Page Now you are on the Commitment Control Budget Details page This gives an overview of budget Under Available Budget you are able to view the balance available in the budget and make necessary adjustments to the Express PO Home WWorklizt Add to Favori
51. tes Sign out New Window Help Customize Page E Commitment Control Budget Details E Accounts Payable pesu Business Unit Ledger Group Account Fund Bud Ref PC Bus Unit Project gt Purchasing GSUFS APPROP Nooooo 10000 612400000 11000 2009 Commitment Control gt Budget Journals gt Review Budget Activities Review Budget Check Display Chart Li Exceptions z Purchasing and Cont z Management OO Budget 6 513 763 00U5D MY amiputes Mars Purchase Order Non Expense 5239383 USD amp fy Parenti Cidra ei Encumbrance 791 106 56 USD gt gt Travel and Expenses b Accounts Payable Pre Encumbrance 0 00 USD gt Jj b Revenues gt General Ledger Budget Exceptions Associate Revenue 0 00 USD Available Budget Associated Budgets LSD Percent 87 05 Forecasts USD Percent 87 05 2 670 262 61 4 5 570 262 61 2E Without Tolerance With Tolerance I Change My Password My Personalizations TE My System Profile EXE Exception Errors 3 Exception Warnings 0 Budget Exceptions You may resolve the budget checking error in three 3 ways Updating the distribution lines on a PO Adjusting the PO amount Requesting a budget amendment to transfer funds to the required distribution The PO will have to be budget checked again Once the PO has a Budget Check status of Valid it can continue through the PO process 40 Page 7 Workflow Approva
52. to the main page Under the Origin box you will see there is now a box for the Department Here you will enter your 9 digit DRG Department Number or 10 digit PRJ Department Number for workflow approval Worklist Add to Favorites Sian out New Window Help Customize Page Express Purchase Order Purchase Order Unit GSUFS Origin DRG IQ po status Initial PO ID NEXT midget Status Not Chk d Copy From Y _ Hold From Further Processing PO Date 04 17 2009 El Vendor Search Vendor IQ Vendor Details Vendor ID IQ Receipt Status Not Recvd Buyer IQ Dispatch Method Y Dispatch PO Reference Header Details PO Activities Add ShipTo Comments rt PO Defaults Freight Tax Misc 0 00 Add Comments Total Amount 0 00 USD Purchasing Kit Catalog 3 Line Description PO Qty UOM Category Amount Status 1 a al ALTO awe z Finnan All Anllanaan All You may also use the magnifying glass to search for your Department number ORACLE i gt Accounts Payable Look Up Department D GSU i Apia Contracts hk gt Purchase Orders gt Manage Change Orders i gt Review PO Information _ Clear _Cancel Basic Lookup Add Update Express POs Search Results gt Travel and Expenses 4 10f1 gt oro Department Description gt BOR Menus gt Commitment Control 110600000 Bioloay gt General Ledger gt Set
53. ults gt Accounts Payable gt GSU Purchasing gt Procurement Contracts gt Purchase Orders gt Manage Change Orders gt Review PO Information Add Update Express POs gt Travel and Expenses gt Accounts Receivable gt BOR Menus gt Commitment Control gt General Ledger gt Set Up Financials Supply Chain gt Worklist gt Reporting Tools gt PeopleTools 1 of 1 Department Description 110600000 Biology When you choose the Department ID from the Search list you will be redirected to the main page Change the Vendor ID to the name of the traveler in your department or to the name of the consultant or consulting company Begin by clicking on the magnifying glass next to the Vendor ID field Add to Favorites New Window Help Customize Page 4 rs aoe Express Purchase Order Purchasing Purchase Order 7 Purchase Orders a p gt Manage Change Orders Unit GSUFS Origin IDRG Q po status Pend Appr gt Review PO Information PO ID NEXT Budget Status Not Chkd Department 110600000 A se er et q Copy From v C Hold From Further Processing ommitment Contro PO Date 04 24 2009 i Vendor Search gt Reporting Tools gt PeopleTools Vendor es alia Vendor ID R f Receipt Status Not Recvd Buyer Dispatch Method Print Dispatch PO Reference Amount Summary OOOO Header Details PO Activities Add Ship

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