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REQLESS USER MANUAL - Central Administration Services

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1. On this modified BUYER WORK DESK SCREEN there Buyer can see the purchase order they have just created along with all the purchase orders that have been assigned to them and that have not yet been processed On the right side of the screen there now appears a table named Unfinished Purchase Or ders that has a list of the purchase orders that have been created by the Buyer and that have not been Released into the USL Accounting System A Buyer can create any number of purchase orders before assigning requisition line items to specific orders From the Unfinished Purchase Orders table the Buyer can cancel the purchase order by se lecting the Unfinished Purchase Orders table s Cancel ICON REV 06 2007 Page 93 REQLESS The Electronic Web Based Requisition Entry amp Processing System NOTE The Cancel ICON on each table only cancels the selected item on that table and has no effect on any items on the other table REV 06 2007 Page 94 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 2 ASSIGNING LINE ITEMS TO THE PURCHASE ORDER The Purchase Order Lines Screen By selecting the Purchase Order number from the Unfinished Purchase Orders table the Buyer is taken to the PURCHASE ORDER LINES SCREEN This screen will either show the line items that have already been attached to this purchase order or if no requisitions lines have been attached the right side
2. ceececessesesesseseseseeceseseseeecsenesaeacseceesenesaesceeeecseneeataeeeeeees 68 PART 3 CANCELLING A REQUISITION csssssssssssssssssssssssssssssssesesesesssssssssnsnsnssssssesesesssesesesssssesesseseseseses 69 The Requisition Cancel Screen nu cecesessesescsseseseseescsesesesesesecsesensaesesesesenssesaeseseceeneseeaeeeseeeeneetacseeseeeaeeeeaeees 69 Enty Field Sraa a a E aAA a AA A AA EAA A A E AA EAA AA id A eee aon 69 The Message SCL OM ereciss cc ninan a AR E E EE e R AERES 70 Requester s Cancellation Notification E Mail Message ssssssesssesessssesresesrssssesesresesrsssseserresesrsssseserresesrsse 71 PART 4 APPROVING A REQUISITION ssssssssssssssssssesssssssssessssssssessssssssssnsnssssssssesesesesesesssssssesesssseseseses 72 The Requisition Approve Screen ccccececcsssseseseesesesesesesesesesesesaesesescesenssascsesecaenssaesesececaenseatscsecseseseateeeeees 72 EEMUry ISIS E EE E ve sxiusentessust AN E A A A E A AA 12 The Requisition was Approved Screen c scecessssesescseeseseseeeeeesesessescsesecaenenesacsesececueeaeacsesececaesaeaceeeeeseneeeeatees 73 Requester s Approval Notification E Mail Message s sessessssesssesessesesresesrsssseserresesrsssseseresesrsssseseeresesrsst 74 PART 5 DUAL APPROVAL OF REQUISITIONS e eseesseseossescescereseoscosesrceseseoreesessceseseoseesesrceseseoreeseseoeseseoseeses 75 PART 6 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS
3. seseosossesosessososossesesessosese 76 ACTION SElECHONS exsist ETA ean eine needa eau aionnauah toe 76 Program Manipulation Buttons ec eessessescssessesceeseescseeaesecseaesncassaeeecaesaesecaesaceecassaeercaesaeeecaeeaeencaeaeenenteaes 76 The Requisition Display Screen 0 eeceecececesseseseesesesesecesescseeecsesessesesesecnesesacscsesecasnaeaeacsececaeeeeateeseeeeaeeeeaters 76 The Requisition Cancel Screen 0 cccceccccsssseseseescseseesesescsecscsenesaescsececnesssacscseseenesesaeseseceeneeeeatsceceeaeeearees 76 The Message Screen E enamine dudsnciagesannnteuen 76 The Requisition Approve SCreen csceccccssssesessescseseeseseseseescsensaeseseecsesesacsesesecassesaeseseceeaeeeeatscseceeneeeeatees 76 The Requisition Was Approved Screen s ssssssesesesesssesteresrstsstsestereststsstststeresestsstnesteresestsstsesteresestsstnent 76 IGONS EE E EE E E A E E 77 The Requisition Display Screen eeceeecesessesesessesesesecesesceeeecsesesaescsececnseesacscsesecasseaeecsececseseeateceeeeaeeeeatets Ta CHAPTER Ss RESERVED eiaeia a aaa aea Eaa a aaa aA a EN aiaa 78 CHAPTER 6 RESERV ED wii isis scasseasensuccarsnensuansenudad conv iansuanceausias faavsiansansuaudiazsiavsuanseenes 79 CHAPTER 7 DISTRIBUTING REQUISITIONS cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenees 80 REV 06 2007 Page 4 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 1 THE SUMMARY SC
4. Purchase Description Requisition Priority Requisition Origination Division Project For Purchases In Requisition Display R112874 Enterline William C Stamp Machine Routine NOAO CAS ARIZONA b Change Password Distribution Amount Account Allocations 100 NX7000400 364 00 100 Total 364 00 Attachment Being Forwarded No File Attachment Browse Note Click Attach Button After Selecting Attachment Suggested Source 4 MEGA Vending 601 749 8424 Date Wanted 05 07 2007 Notes laryjunit unit cost a Detail Items 1 Ea 340 00 ss9o17 Stamp Vending machine 1st Column set for 0 50 and 2nd Column set for 1 50 Zi x 1 tot 24 00 1000 folders Bx Add Detail Item Because there is the distinct possibility that a reissued requisition will need some slight modi fication the User is given the option of either accepting the reissued requisition or making changes to various parts of the requisition The following parts of this section discuss the two options available to the User REV 06 2007 Page 50 REQLESS The Electronic Web Based Requisition Entry amp Processing System Accepting the Reissued Requisition WITHOUT Changes The REQUISITION DISPLAY SCREEN permits the user to review the entries on the reis sued requisition At this point the User can either accept the requisition as is or edit add to or delete from t
5. R101030 Emergency Ditsler Jennifer L Castillo Gloria C ARIZONA 04 21 2004 R101031 Routine Ditsler Jennifer L Castillo Gloria C ARIZONA 04 21 2004 R101041 Routine Hudson Joanne P Castillo Gloria C ARIZONA 04 22 2004 ee ee A en e Aeae n e en naa Qh A A GQ AL AL A AL TAL AL L AL E L X X X X X X X X X X X X X aj afi H 2345678910 Apply Filters The BuyerID column is where the Administrator selects the Buyer s name to process the requisition The names listed in the drop down box are not specific to the Administrators site but may be buyers or contract administrators at other sites The Purchase In column is where the Administrator can send the requisition to an Adminis J trator at a different Purchase In site for processing It is possible that a User may select the incorrect Purchase In option on the REQUISITION EDIT SCREEN and the Administrators at each site when discovering the error can send the requisition to the correct site Not selecting the Accept ICON but simply selecting the Buyer and then using the Accept ICON will not assign the Buyer to the requisition but will only have the system revert back to the previously selected Buyer which may be Unassigned Selecting the Save and Print ICON will put the Buyers name in the appropriate field on the requisition form and s
6. AURA Manage Users ses lUserName __Name___ Last Activity in Users In Membership _ 0 v Requisition pes Abdel Gawad Mahmoud K 01 01 1980 bine Olsen Julia 01 01 1980 b New Abareshi Behzad 09 26 2006 b By Acct Abbey Sandra L 09 26 2006 v Buyer ha Abbott Timothy 04 09 2007 SATE x Abraham Antony A 04 25 2007 P Brr cana Abraham Daniel 04 05 2007 Abraham Marianne D 09 15 2006 Aceituno Jessy 09 15 2006 Adams Sarah 04 24 2007 Aggarwal Sonia R 09 15 2006 Aguilar Jorge 09 15 2006 Aguilera C 09 15 2006 Aguirre E 09 15 2006 Aguirre Victor 04 24 2007 Ahmadia Aron J 09 15 2006 Alatorre Jose J 09 15 2006 Alden Michael R 09 15 2006 Aldrich Clifford 04 10 2007 Allen Andrea M 09 15 2006 Apply Filters User Name fo 020 Name Abdel Gawad Mahmoud F Password not available Site ID 4 Department NOAO E E Mail _ Is Active Locked Out gt Assignments b Change Password r Administrator Director r r Site Administrator Self Approve Travel Buyer TCR Accountant w E E E E E E E E eee we eee X X XI X X X X X X X X X X X X X X X X X FILTER ENTRY FIELDS 4 User Name This field allows the Administrator to enter all or part of the User s Personal Identification Number
7. By selecting the REISSUE Program Manipulation Button on the REQUISITION DISPLAY SCREEN the User will be taken to the REQUISITION REISSUE SCREEN On this screen the user is able to see the account numbers on the original requisition that is being reissued The existing account numbers are shown outside the list of account numbers to be used on the reis sued requisition and is highlighted in bold print If that account number is still active then it will show again under the list of account numbers to be used on the reissued requisition If the account number is no longer active the spaces next to it in the list of account numbers to be assigned to the reissued requisition will be blank At this point the User can accept the original account number or assign new account numbers If the User decides to accept the original account number then they must assign an expense code Fal for the account and select the REISSUE button REV 06 2007 Page 47 REQLESS The Electronic Web Based Requisition Entry amp Processing System Changing the Original Account Number s Association of Universities for Research in Astronomy Inc AURA v Summary v Requisition b List b View b New b By Acct v Buyer gt Work Desk b Un Cancel b Assignments b Change Password If the User decides to assign new account numbers they can indicate the new account numbers in Requisition Reissue Request No R101396 Requested By Enterline William
8. 2 Unit This field allows the User to select via a drop down box the type of units that are to be purchased If the desired units are not included in the drop down box contact the Man ager NOAO Procurement or send a message to reqless noao edu to add the designation 3 Description This field allows the User to enter the description of the items being ordered The User should not reference an attachment Rather the User should describe the item de sired in detail including part numbers and specifications If available the User should refer ence a quotation number This field is limited to 200 characters 4 Percentage This field allows the User to modify the percentages they entered on the REQUISITION EDIT SCREEN to suite the needs of this specific line item If the User chooses they can omit one account number all together USER NOTE 1 For example on the REQUISITION EDIT SCREEN the User se lects two account numbers with equal distributions However when ra entering the item to be purchased the User decides not to use one ac count number All that is needed is for the User to put 0 next to the REV 06 2007 Page 27 5 6 7 8 REV 06 2007 REQLESS The Electronic Web Based Requisition Entry amp Processing System account number they do not want to use and 100 next to the account number they do want to use 2 Ifthe distribution for a specific Account Number is at 0 the Expense Code for th
9. Clicking on this button advises the User that the requsition has been cancelled The Approving Authority is sent to a Cancellation Notification Screen 3 THE MESSAGE SCREEN A CONTINUE Clicking on this button sends the appropriate messages to the User and Approver and takes the Approver to the REQUISITION LIST SCREEN wherfe the requistiion no longer appears 4 THE REQUISITION APPROVE SCREEN A APPROVE Clicking on this button takes the Approving Authority to an Approval Notification Screen that advises him her that the requisition was approved The status of the requisition on the User s Entry Screen is changed to Approved 5 THE REQUISITION WAS APPROVED SCREEN REV 06 2007 Page 76 REQLESS The Electronic Web Based Requisition Entry amp Processing System A CONTINUE Clicking on this button returns the Approver to the REQUISITION LIST SCREEN and send the E mail message to the User advising them that the requistiion was approved ICONS 1 THE REQUISITION DISPLAY SCREEN se View Selecting the View icon will take the user to the List screen for the type of request corresponding to the View icon REV 06 2007 Page 77 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 5 RESERVED REV 06 2007 Page 78 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 6 RESERVED REV 06 2007 Page 79 REQLESS The Electronic Web Base
10. Clicking on this button checks the purchase order entered against existing or ders and if unique creates the order and takes the Buyer back to the BUYER WORK DESK SCREEN that has been modified to add the purchase order issued 2 THE REQUISITION AMEND SCREEN A CONTINUE Clicking on this button checks the purchase order entered against ex isting orders and if it does exist the Buyer will be taken back to the BUYER WORK DESK SCREEN where the amended requisition no longer appears 3 THE DETAIL CANCEL SCREEN A SUBMIT Clicking on this button checks accepts the Buyers reason for canceling the requisition or line item and returns them to the BUYER WORK DESK SCREEN 4 THE REQUISITION UNCANCEL ENTRY SCREEN REV 06 2007 Page 104 REQLESS The Electronic Web Based Requisition Entry amp Processing System A CONTINUE Clicking on this button accepts the requisition number the Buyer wished to Un cancel and takes the Buyer to the DETAIL UNCANCEL SCREEN ICONS 1 THE BUYER WORK DESK SCREEN Amend The Amend ICON is used when the Buyer wishes to use the requisition as authorization to amend an existing purchase Order Cancel The Cancel ICON is used when the Buyer wished to cancel either all of arequisition 2 THE PURCHASE ORDER LINES SCREEN Right Arrow The Right Arrow ICON is used when the Buyer wishes to drag a requisition line item onto the purchase order Left Arrow The Left Arrow ICON
11. LOLS Ne eee ere cr cere er ee eh ery rene rea eT gti ry pee reer ere ee ree ne eS 41 The Requisition Edit Screen esesseseseeeesesessesesertesesessesesteresesesstsesteresestsststsretesesessesestetesestostsesteteseseosesent 41 The Requisition Display Screen ssesessssesesesseseseereststssesestereststsstsestereststsststtereststsststtereststsstsesteresestsstnent 41 CHAPTER 3 REISSUING A REQUISITION 0 cccccsseceseeeeeeeeeeeeeeeeeesnneeeeeeeeeseeeeeeeeees 42 PART 1 SELECTING THE REQUISITION cssssssssssssssssssssssssessssssssssssssssssnsnsesnssssssesesesesessesesesesesssseseseses 43 The Requisition List SCrO M 00 ccceseeseesesesceseseseseescsessscesesesscaesssaescseseesesssaescsesecsenssaesesececaensaeseseceeaenseataeeeess 43 PART 2 THE REQUISITION REVIEW sssssssssssssssssssssssssssssssscssssssssesesssssssssnsnssssssssssesesesssesesssesssessesessseses 45 The Requisition Display Screen 00 0 2 eesessecesesseseseseescsesesssesesesecsenssesesesecaenssaeaeseseceenssaeaeeeseeeenseatarseeeeseneeeatees 45 PART 3 THE ACCOUNT NUMBER REVIEW cscscsssssssssscssssssesecsssesersssesecessessssesesecessesesscsesecessesesscseseceees 46 The Requisition Reissue Screen eesesseccsesssseseseescsesesseseseseseescnssaesesesecsenssceaesesecacussaeaeseseceeneeeaeseeseseneeeaeees 46 Accepting the Original Account NUMDEL S cecccsseseseeeeseecseecesesceeeecseecsaesesececaesesaeecsececseeeeateceees
12. Name Password not available sitero fp OO O Department NOAO E E Mail Is Active Locked Out M Administrator Director Site Administrator Self Approve Travel Buyer C TCR Accountant M Abraham Daniel 04 05 2007 no Jessy 09 15 2006 Aggarwal Sonia R 09 15 2006 09 15 2006 4 Aguirre Victor 04 24 2007 Alatorre Jose J 09 15 2006 04 10 2007 HK DK HK HK DK HK HK HK KY HK HK HK HK HK HK HK SK SY SK m E E e IE EES B B B B B B B B B B B B B B B B B 1 Apply Filters REV 06 2007 Page 113 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Site Administrator will then select the Update Membership ICON to add the new em ployee into the system When that happens the new employee s name will disappear form the head of the list on the MANAGE USERS SCREEN and go their alphabetical place in the order on the list Association of Universities for Research in Astronomy Inc AURA Manage Users 7 Summary Requisition Fs a ed SR l D List b View b New b By Acct Y Buyer b Work Desk b Un Cancel b Assignments Abdel Gawad Mahmoud K 01 01 1980 Abareshi Behzad 09 26 2006 Abbey Sandra L 09 26 2006 Abbott Timothy 04 09 2007 Abraham Antony A 04 25 2007 Abraham Daniel 04 05 2007 Abraha
13. View icon 2 THE PROGRAM MANIPULATION MENU Show Selecting the Show icon will allow the User to expand or reduce the Program Manipulation Menu items 3 THE REQUISITION LIST SCREEN REV 06 2007 Page 18 REQLESS The Electronic Web Based Requisition Entry amp Processing System Delete All requisitions that have not been sent for approval can be cancelled Pf by selecting the Delete icon The icon does not indicate that the requisition has been cancelled it only means that the User can cancel the requisition if they select the icon 4 THE SELECT REQUISITIONS TO VIEW SUB SCREEN x Delete All requisitions that have not been sent for approval can be cancelled by selecting the Delete icon The icon does not indicate that the requisition has been cancelled it only means that the User can cancel the requisition if they select the icon REV 06 2007 Page 19 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 2 CREATING A NEW REQUISITION Requisitions can either be created by 1 Starting with a blank slate that requires that the User enter all the data necessary to com plete the requisition or 2 Reissuing an existing requisition In either case the document should 1 Reflect what the User wants to purchase Provide the approving authority sufficient information to either approve or deny the ex penditure and 3 Give the Buyer sufficient in
14. William C 09 11 2006 Unfinished XX X XX XX The requisition entry process is divided into four parts the Requisition Header part the Requisition Line Item part the Requisition Review part and the Requisition Approval part Per WARNING Using the Web Browser s Back Arrow can create problems within the REQLESS System Navigate within the System with the Program Ma nipulation Menu items or with the Program Manipulation Buttons USER NOTE If the User keeps getting error messages the problem could have been caused by any number of miss entries The easiest solution is to select LIST on the Program Manipulation Menu reselect the requisition and go back to where the problem occurred and try again If the problem persists send a message to regless noao edu or call Clark Enterline ext 8277 REV 06 2007 Page 21 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 2 COMPLETING THE REQUISITION HEADER The Requisition Edit Screen The first part of the requisition entry process is the requisition header that allows the user to enter information pertinent to the whole requisition This page can be reached from any REQLESS screen by selecting NEW on the Program Manipulation Menu No requisition number will be assigned by the system until the user completes this screen and selects the CONTINUE Program Manipulation Button on the REQUISI
15. 100 but if two or more ac counts were used the percentage may be something other than 100 Selects the correct object code for the correct account Repeat these steps for all line items that are to be charged to the new account number REV 06 2007 Page 122
16. ARIZONA 04 21 2004 R101028 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 21 2004 R101030 Emergency Ditsler Jennifer L Castillo Gloria C ARIZONA 04 21 2004 R101031 Routine Ditsler Jennifer L Castillo Gloria C ARIZONA 04 21 2004 R101041 Routine Hudson Joanne P Castillo Gloria C ARIZONA 04 22 2004 aan aS m Loo M Apply Filters 2345678910 Select Requisitions To View C Selected All Gs Gs Gs Gs Gs GO GG Gr h X X X X X X X X X X X X KY X X X X Xx X x VIEWING OPTIONS 1 Selected This is the default selection for viewing and only allows the Site Administrator to view those requisitions that have the same For Purchase In selection on the REQUISI TION LIST SCREEN as the Site Administrator s site designation in REQLESS 2 All This allows the Site Administrator to view those all requisitions regardless of the For Purchase In selection on the REQUISITION LIST SCREEN FILTER ENTRY FIELDS 1 Priority This field allows the Administrator to select a priority from the drop down box selections Once entered the Administrator will select the Apply Filters Action Selection and the program will display only those requisitions with the same Priority as that entered in this field 2 Ordered By This field allows the Administrator to select a User from the drop down box
17. Abbott Timothy 04 09 2007 1 1 Bx Y Buyer 0060 Abraham Antony A 04 25 2007 1 1 ax Boerne 5224 b Work Desk 0062 abraham Daniel 04 05 2007 I i B x Name Olsen i bts Canes 0068 Abraham Marianne D 09 15 2006 1 1 rx Password n E 0080 Aceituno Jessy 09 15 2006 1 1 Bx Site ID 4 0105 Adams Sarah 04 24 2007 1 1 fa X Department CAS z 0114 Aggarwal Sonia R 09 15 2006 1 z Bx E Mail jolsen ch0042 Aguilar Jorge 09 15 2006 1 1 x x Is Active V ct0163 Aguilera C 09 15 2006 1 1 Bx Locked Out 7 cHozso aguirre E 09 15 2006 1 1 a x Administrator 7 70274 Aguirre Victor 04 24 2007 1 F Bx Director 7 0121 Ahmadia Aron J 09 15 2006 1 i Bx Site Administrator I osz Alatorre Jose J 09 15 2006 1 X seif approve Travel 7 0179 Alden Michael R 09 15 2006 1 1 x x Buyer 0183 Aldrich Clifford 04 10 2007 1 1 Bix TCR Accountant 7 0206 Allen Andrea M 09 15 2006 1 1 ax 0210 _ allsman Roberta A 09 15 2006 1 1 Bix save Apply Filters REV 06 2007 Page 114 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 3 UNLOCKING LOCKED OUT EMPLOYEES Occasionally employees enter their password incorrectly several times The REQLESS system automatically locks those employees out assuming that someone is attempting to Hack into the system The Most common reason for this is that the employee has their Caps Lock key o
18. DETAIL LIST SCREEN Once imported into USL this field cannot be modified so it is important that whatever is in this field be clear enough to allow Shipping and Receiving personnel to know who or where to deliver the received item s Phrases such as Mountain or XX Telescope should be avoided and if used by the requester should be changed by the Buyer The O C field reflects the account Expense Code entered by the requester In some cases the requester uses an Expense Code that is not allowed for the specific account number If that oc curs the Buyer will get an error message when the purchase order data is imported into USL This field allows the Buyer to change the Expense Code before the error occurs 1 PURCHASE ORDER LINES SCREEN Modified Entry Fields A Deliver To This field reflects the requesters name unless the requester entered some thing into the Deliver To field on the DETAIL LIST SCREEN B OC This field reflects the account Expense Code entered by the requester In some cases the requester uses an Expense Code that is not allowed for the specific account number If that occurs the Buyer will get an error message when the purchase order data is imported into USL This option give the Buyer a chance to change the Expense Code before the error occurs REV 06 2007 Page 97 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 4 RELEASING THE REQUISITION TO USL The Purchase
19. File Attachment Browse Note Click Attach Button After Selecting Attachment Suggested Source 4 MEGA Vending 601 749 8424 Date Wanted 05 07 2007 Notes EA 340 00 sso917 Stamp Vending machine 1st Column set for 0 50 and 2nd Column set for 1 50 ia x Detail Items ae 1 flot 24 00 1000 folders x Add Detail Item Once the changes have been made to the Header the user will be returned to the REQUISI TION DISPLAY SCREEN REV 06 2007 Page 53 REQLESS The Electronic Web Based Requisition Entry amp Processing System Deleting a Line Item from the Reissued Requisition If the User wishes to delete a line item from the reissued requisition they will select the De lete ICON X next to the line item on the REQUISITION DISPLAY SCREEN Fa The REQUISITION DISPLAY SCREEN will be refreshed and the deleted line will no longer be visible Association of Universities for Research in Astronomy Inc AURA Requisition Display Summary Requisition No R112874 Y Requisition b List bd View gt New b By Acct Buyer b Work Desk gt Un Cancel Requested By Enterline William C Purchase Description Stamp Machine Routine NOAO Requisition Priority Requisition Origination Division Project CAS ARIZONA Amount Account Allocations 100 Nx7000400 364 00 100 Total 364 00 For P
20. Hazmat Software Maint Enterline William C 10 04 2004 Approved Enterline William C Software Kathy McBride 10 13 2004 Approved McBride Kathleen A REQLESS Enterline William C 10 29 2004 Approved McBride Kathleen A Export Regs Enterline William C 01 03 2005 Approved Kerekes Jeanette M P51464A 01 04 2005 Forklift J Smith 01 18 2005 Approved Castillo Gloria C P71810A 01 19 2005 REQLESS MOds Enterline William C 02 15 2005 Approved McBride Kathleen A P491778B 02 15 2005 Monitor Enterline William C 02 17 2005 Approved McBride Kathleen A P49179A 02 17 2005 SAO Computer Enterline William C 03 18 2005 Approved Kerekes Jeanette M p51704c 03 21 2005 Stamps Enterline William C 04 28 2005 Approved Castillo Gloria C P72106A 05 02 2005 Pallets Enterline William C 06 08 2005 Approved Enterline William C P50304A 06 08 2005 Chemtrec Enterline William C 06 15 2005 Approved Kerekes Jeanette M p52087b 07 05 2005 Althouse Enterline William C 06 17 2005 Approved McBride Kathleen A P49374L 06 29 2005 Exp practioner Enterline William C 06 17 2005 Approved Kerekes Jeanette M p52112a 06 20 2005 Select Requisitions To View b Assignments b Change Password Selecting the requisition number allows the User to review previously issued requisitions and allows them to reissue the selected requisi
21. McBride Kathleen A P60191A 09 28 2006 Pallets Enterline william C 09 26 2006 Approved Enterline William P50379A 09 27 2006 ShiupHazmat Enterline William C 09 20 2006 Approved McBride Kathleen A P60151A 09 21 2006 XEROX Copier cas 08 23 2006 Approved McBride Kathleen A P60099A 09 08 2006 Export pract Enterline William C 07 10 2006 Approved McBride Kathleen A P49937A 07 11 2006 Postage meter Enterline William C 06 22 2006 Approved Kerekes Jeanette M p53537b 06 22 2006 Select Requisitions To View b Assignments b Change Password NOTE If the Buyer for whatever reason gets an error message when selecting the CONTINUE Program Manipulation Button that claims that the Purchase Order does not exist the Buyer should select the Cancel ICON and when querried for a reason state Used to Amend PO XXXXX REV 06 2007 Page 100 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 6 CANCELLING A REQUISITION The Buyer Work Desk Screen If a requisition has been submitted that needs to be cancelled for any reason the Buyer must select the Cancel ICON on the BUYER WORK DESK SCREEN Association of Universities for Research in Astronomy Inc AURA 4 Buyer Work Desk Summary eu Send For Approval Requisitions Unfinished Pur
22. REQLESS The Electronic Web Based Requisition Entry amp Processing System Requester s Notification of a Requisition s Approval When a requisition is approved the requester is sent the following message Requisition R103720 Approved By Tracy James D If you are outside of the NOAO intranet https www cas noao edu webreg allows remote login however you will need a special user name and password to access the site it s the same as used for external access to Web TimeSheets Contact regless noao edu for more information or assistance REV 06 2007 Page 39 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 7 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS ACTION SELECTIONS 1 THE REQUISITION DISPLAY SCREEN A Add Detail Item Clicking this button allows the user to add another line item to the reissued requisition PROGRAM MANIPULATION BUTTONS 1 THE REQUISITION EDIT SCREEN A CONTINUE Clicking on this button moves the user to the Requisition Line Item Part of the entry process and to the DETAIL EDIT SCREEN where the individual line items are entered Selecting any of the Program Manipulation Menu options be fore the CONTINUE Program Manipulation Button is selected will move the User to whatever selection they make WITHOUT saving the requisition information 2 THE DETAIL EDIT SCREEN A ADD ANOTHER ITEM Clicking on this button will allow the user to enter an
23. Requisition Display Sits Requisition No R112874 v Requisition A Requested By Enterline William C b List p View b New Purchase Description Stamp Machine b By Acct are ais d Requisition Priority Routine v Buyer isiti igination NOAO b Work Desk Requisition Origination b Un Cancel Division Project CAS b Assignments For Purchases In ARIZONA P change Pastword Distribution Account Number Amount Account Allocations 100 NX7000400 364 00 100 Total 364 00 Attachment Being Forwarded No File Attachment Browse Note Click Attach Button After Selecting Attachment Suggested Source 4 MEGA Vending 601 749 8424 Date Wanted 05 07 2007 Notes EA 340 00 ss9917 Stamp Vending machine ist Column set for 0 50 and 2nd Column set for 1 50 x x Detail Items Pe ee pm me teamene ea e Rea Sane D X 1 tot 24 00 1000 folders BX Add Detail Item REV 06 2007 Page 55 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 6 SUBMITTING A REQUISITION FOR APPROVAL The Request Route Screen By selecting the SEND FOR APPROVAL Program Manipulation Button on the REQ UISITION DISPLAY SCREEN the User will be taken to the REQUET ROUTE SCREEN That allows the User to select who will approve the requisition they have just completed i Send For Approval As discussion of the process for sending a re
24. Scheduled Project Alvarez R ARIZONA 01 01 1980 R112978 Routine Db Work Desk R112924 Routine b Un Cancel gt Assignments R113006 Routine b Change Password R101016 Scheduled Project R101018 Routine R101014 Routine ARIZONA 01 01 1980 ARIZONA 01 01 1980 ARIZONA 01 01 1980 McBride Kathleen A ARIZONA 04 16 2004 Castillo Gloria C ARIZONA 04 16 2004 Castillo Gloria C ARIZONA 04 19 2004 R101019 Routine Routine R101010 Hudson Joanne P Jensen Brenda J McBride Kathleen A Castillo Gloria C ARIZONA ARIZONA 04 19 2004 04 19 2004 x R101017 Scheduled Project Hayes Susan P McBride Kathleen A ARIZONA 04 19 2004 R101022 Routine Piano Priscilla Castillo Gloria C ARIZONA 04 19 2004 R101020 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 20 2004 R101023 Routine Hudson Joanne P Castillo Gloria C ARIZONA 04 20 2004 R101024 Routine Piano Priscilla Castillo Gloria C ARIZONA 04 20 2004 R101028 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 21 2004 R101026 Routine Coil Kathleen F McBride Kathleen A ARIZONA 04 21 2004 R101027 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 21 2004 R101032 Routine Jensen Brenda J McBride Kathleen A ARIZONA
25. a Crystal Reports generated requisition form The following screen will appear From this screen the Ad ministrator can select one of the options Print Save or Cancel These are stan dard Acrobat selections but it is important that the Adminis trator select one The Print option will produce a copy of the requisi tion data on a Crystal Report requisition form However unlike the preview of the req uisition discussed on the User Suggestion above the form will be populated with the as sign date and Buyer name as shown below File Download REV 06 2007 Page 86 REQLESS The Electronic Web Based Requisition Entry amp Processing System Page tol t Purchase Requisition Form Routine Liz NATIONAL OPTICAL ASTRONOMY OBSERVATORY NATIONAL SOLAR OBSERVATORY ae of Lnvveruban fer Aaea r araro re ary ARIZONA Purchase Location PURCHASE DESC Hit ORDERING OVPROJ CAS SUGGESTED VENDOR McMaster Carr Estimated Requisition Total 6 000 00 REQUINTION NOTES peed By Erede wame Actual Tetak Part TERMS TAR EXEMPT NP TO T EXPORT INFO NEEDED ON ITEMS 1 MSOS NELOED ON TENS PAEA sa eA GSA CONTRACT NO PRICE PER EEZ H COSTPFOGE AWA YSS WORKSHEET CR my deterrnatin baad an eric knaedge ot ether coegparable protic oF vende fat fre selected vendor oe E
26. following error message Account Number X is Invalid Association of Universities for Research in Astronomy Inc AURA Requisition Edit i aa s Requisition No R102508 v Requisition D List Requested By Enterline William C b View b New Account Number 2 Is Invalid Purchase Description b By Acct v Check 30 chars max Requisition Priority D List ftest1 Routine z b view b New Requisition Origination v Travel NOAO For Purchases In gt List C Nso ARIZONA view Division Project oO C NEW MEXICO Db New CAS cTIO A H b Change Password C aoss CHILE C SOAR C Other C Other Account Number pee ee oe oe Oe 7 r7 5 Smagested Source 150 character max 50 h x8100 too wheward S M Attachments Being Forwarded eee eae bd Q is s Cet Notes Date Wanted mm dd yyyy 01 30 20 06 0 x gasgagabsrgeqv E Entry Required CAUSE This error message Account Number X is Invalid results from the User us ing an incorrect account number in the Account Number field In many cases this is because the account number is actually incorrect In others it is because the user attempts to enter the Account Number Object cost as the last three digits of the account The Object Code is added to the account number when the line item is entered CORRECTION Simply enter the correct account number If the user consistently gets this error message on a new account number it
27. information without their approval You Successfully Submitted Request R102506 For Approval File Edt View Tools Message Help oe S wit x o O Reply Reply Al Forward Print Delete Previous Next Addresses From centerline noao edu Date Wednesday January 04 2006 8 49 AM To centerdine noao edu Subject You Successfully Submitted Request R102506 For Approval If you are outside of the NOAO intranet https www cas noao edu webreg allows remote login however you will need a special user name and password to access the site it s the same as used for external access to Web TimeSheets Contact reqless noao edu for more information or assistance REV 06 2007 Page 35 REQLESS The Electronic Web Based Requisition Entry amp Processing System Approval Authority Notification This screen reflects the message notification to the Approving Authority and advises them that they have a requisition referenced in the Subject field awaiting their approval This message includes a link to the web site where the REQLESS System is found amp Requisition R103721 Requires Your Approval Please Review http www cas noao edu travchek Default aspx If you are outside of the NOAO intranet https www cas noao edu webreg allows remote login however you will need a special user name and password to access the site it s the same as used for external access to Web TimeSheets Contact reqless noao_edu for more i
28. line item The ICONS must be used for that purpose B ATTACH Clicking this button allows the user send the selected attachment file to the REQLESS NOAO EDU mailbox as discussed on PART 4 of CHAPTER 2 C PRINT PREVIEW Clicking on this button brings up the REQUISITION PRE VIEW WEB POP UP SCREEN discussed in PART 4 of CHAPTER 2 D SEND FOR APPROVAL Clicking on this button will signify to the system that the requisition has been completed and is ready to be sent for approval The user will be directed to the Requisition Approval Screen as discussed in PART 5 of CHAPTER 2 4 THE REQUEST ROUTE SCREEN A SEND FOR APPROVAL By clicking on this button the system is notified that the Approval Authority ies have been selected At that point an email message is sent to the Approval Authority advising them that a requisition is awaiting their ap REV 06 2007 Page 58 REQLESS The Electronic Web Based Requisition Entry amp Processing System proval The User will then be sent to the APPROVAL SUBMISSION SCREEN The requisition will then appear on the REQUISITION LIST SCREEN with a status of Pending Approval ICONS 1 THE REQUISITION DISPLAY SCREEN View Selecting the View ICON next to any line item will take the user to the DETAIL DISPLAY SCREEN where they can view the lines item 2 THE REQUISITION DISPLAY SCREEN View Selecting the View icon will take the user to the List screen for the L type of re
29. machine 1st Column set for 0 50 and 2nd Column set for 1 50 E x Detail Items 1 lot 24 00 1000 folders Bx lem err ame veea mane neam m eneen BT Add Detail Item Once the changes have been made to the Header selecting the CONTINUE Program Ma nipulation Button will return the User to the REQUISITION DISPLAY SCREEN REV 06 2007 Page 52 REQLESS The Electronic Web Based Requisition Entry amp Processing System Changing the Reissued Requisition s Line Items If the User wishes to modify the reissued requisition s line item s they should select the edit Icon a For the line item they wish to modify They will then be taken to the DETAIL EDIT ra SCREEN for that specific line item where they will be able to modify the line item information as detailed in PART 3 of CHAPTER 2 Association of Universities for Research in Astronomy Inc AURA Wy Requisition Display Sits Requisition No R112874 v Requisition F 4 Requested By Enterline William C b List p View b New Purchase Description Stamp Machine b By Acct are ais d Requisition Priority Routine v Buyer A isiti igination NOAO b Work Desk Requisition Origination b Un Cancel Division Project CAS b Assignments For Purchases In ARIZONA P change Pastword Distribution Account Number Amount Account Allocations 100 NX7000400 364 00 100 Total 364 00 Attachment Being Forwarded No
30. may mean that the account number has not been entered into the system or that the account number data base table has not been updated Contact Clark Enterline to insure that the account is added REV 06 2007 Page 119 REQLESS The Electronic Web Based Requisition Entry amp Processing System 2 After changing an existing account number on the header of a requisition you received the following error message REV 06 2007 Page 120 REQLESS The Electronic Web Based Requisition Entry amp Processing System You cannot Delete Account 0 Because It Has Detail Item s Assigned To It Association of Universities for Research in Astronomy Inc AURA Requisition Edit Summary Requisition No R102508 v Requisition b List bd View Ei You Cannot Delete Account 0 Because It Has Detail Item s Assigned To It bE Bock Purchase Description v Check a sade zE E fe D List test1 Routine fa b View b New Requisition Origination v Travel NOAO For Purchases In D List C NSO ARIZONA sts Project CcTIo C NEW MEXICO C aoss CHILE b Change Password C SOAR C Other Other Suggested Source 150 character max neward M Attachments Being Forwarded gasgagabsrgeqv Entry Required CAUSE This error message You cannot Delete Account 0 Because It Has Detail Item s Assigned To It results from the User trying to change an account number after a line item has been added to the requisition and charged
31. of the screen will show no line items K Association of Universities for Research in Astronomy Inc AURA Logout Purchase Order Lines Summary v Requisition Requisition Detail Lines Purchase Order P10001N Detail Lines uos There Are No Purchase Order Lines To Display b View b New b By Acct v Buyer b Work Desk _ Requestip Requisition Quantity vor Description 12536 r112931 o b Un Cancel b Assignments b gt Change Password The left side of the screen has added a Plus Sign next to each requisition By selecting that Plus Sign the line items on that requisition will appear wW Association of Universities for Research in Astronomy Inc AURA Logout Purchase Order Lines v Summary v Requisition Requisition Detail Lines Purchase Order P10001N Detail Lines D List b View There Are No Purchase Order Lines To Display gt New _JRequestid Requisition Quantity UOM Description a b By Acct 12536 R112931 0 Y Buyer 12536 R112931 1 EA 8X456 58v 34 58V Powewr Supply x gt b Work Desk b Un Cancel b Assignments b Change Password ae Note that each line item will have two ICONS associated with it There is the standard Can cel ICON for use if the Buyer wished to cancel that specific line item rather than the whole req uisition The second is the Right Arrow ICON that allows t
32. other line item and will return them to a blank Requisition Detail Screen B REVIEW REQUISITION Clicking on this button signifies to the system that the User is done with the requisition returns the user the Requisition Review Screen 3 THE REQUISITION DISPLAY SCREEN A EDIT Clicking this button allows the user to edit the REQUISITION EDIT SCREEN It does not allow the User to edit the line item To Edit the Line item se lect the View ICON To delete a line item select the Delete ICON B BROWSE Clicking this button allows the User to select a file to be attached to the requisition C ATTACH Clicking this button allows the user send the selected attachment file to the REQLESS NOAO EDU mailbox D PRINT PREVIEW Clicking on this button brings up a second screen that shows an abbreviated requisition form that can be printed out on the User s web browser E SEND FOR APPROVAL Clicking on this button on the REQUISITION DIS PLAY SCREEN will signify to the system that the requisition has been completed and is ready for approval The user will be directed to the REQUEST ROUTE SCREEN REV 06 2007 Page 40 REQLESS The Electronic Web Based Requisition Entry amp Processing System 4 THE REQUEST ROUTE SCREEN A SEND FOR APPROVAL By clicking on this button the system is notified that the Approval Authority ies have been selected At that point an email message is sent to the Approval Authority advising them that a req
33. privilege 12 Buyer This field identifies the employee as a Buyer thereby affording him her special user privileges within the REQLESS system such as viewing the Buyer Program Manipu lations Menu items only viewable to Buyers REV 06 2007 pase REQLESS The Electronic Web Based Requisition Entry amp Processing System 13 TCR Accountant This field identifies the employee as a TCR Accountant thereby af fording him her special user privileges within the REQLESS system such as being able to process Check Requests REV 06 2007 Page 112 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 2 ADDING NEW EMPLOYEES When a new employee checks in the following message will be automatically generated and for warded to the REQLESS Site Administrator 5224 Olsen Juha LLY400000 Mgr PA Edctnl Outreach Check ABRA IDC Code ff LSSTC Code Applies This indicates to the Site Administrator that they will need to enter the REQLESS System and go to the MANAGE USERS SCREEN There the individual at the top of the list will be the new employee detailed in the message AURA Manage Users Summa X Last Activity In Users In Membership _ Y Requisition ces 0020 0020 Abdel Gawad M Mahmoud K 01 01 1980 gt view aina fois 6 e A b New Abareshi Behzad 09 26 2006 D By Acct neon Abbott Timothy 04 09 2007 gt Work Desk b Un Cancel b Assignments User Name 0020
34. the requi sition has been disapproved and cancelled by the Approving Authority The body of the message reflects any comments written by the Approving Authority clark noao edu Requisition R100116 Cancelled By Enterline William C 5 19 2003 8 14 4M From clark noao edu To centerline noao edu Subject Requisition R100116 Cancelled By Enterline William C No funds available REV 06 2007 Page 71 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 4 APPROVING A REQUISITION The Requisition Approval Screen By selecting APPROVE on the REQUISITION DISPLAY SCREEN the Approver is taken to the REQUISITION APPROVE SCREEN where the Approving Authority can approve the requisition as submitted Association of Universities for Research in Astronomy Inc AURA Requisition Approve Summary Requisition ee An approval E mail will be sent to the requestor Please provide feedback 100 characters max b View b New b By Acct v Buyer b Work Desk b Un Cancel b Assignments v Check p List b New v Travel b List b View b New b Change Password This screen also allows the Approver to add text to a message that is automatically sent to the requester letting them know of the approval ENTRY FIELDS 1 Unlabeled This field allows the Approving Authority to enter a message of up to 100 characters to the requester advising them that the requisition was approved and to make comment
35. want to view and then enter either all or part of the description of the requisition they want to locate The User then selects the FILTER Program Manipulation Button and the REQLESS pro gram will scan all the line items in the selected list and display only those requisition that meet the filtering request This does not filter according to the words or phrase listed in the purchase Description column but actually scans the individual line item descriptions 1 SELECT REQUISITIONS TO VIEW SUB SCREEN Entry Fields A Purchase Detail Description This field allows the User to enter a number word or part of a word that when the FILTER Program Manipulation Button is selected will use to filter the individual line items on the selected list of requisitions The resulting list consists of those requisitions whose line items meet all or part of the selected fil tering criteria REV 06 2007 Page 16 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 7 DELETING A REQUISITION The Request Delete Verification Screen If the User wishes to delete a requisition they should select the Delete ICON next to the requisition on the requisition list on the REQUISITION LIST SCREEN Only those requisi tions with the status of Unfinished or Returned for Editing can be cancelled The User will be taken to the REQUEST DELETE VERIFICATION SCREEN where they will be able to verify that they actually did want to del
36. 04 21 2004 R101030 Emergency Ditsler Jennifer L Castillo Gloria C ARIZONA 04 21 2004 REEERE EEEEECEECCEECEE X X X X X X X X X X X Eli E Apply Filters REV 06 2007 Page 87 REQLESS The Electronic Web Based Requisition Entry amp Processing System When the Administrator has assigned all the requisition they want to assign they can select any option from the Program Manipulation Menu to move to a different screen or select Logout if they wish to leave REQLESS altogether The assigned requisitions will appear in the Buyer s Work Desk as soon as they are assigned or on the other Site Administrators REQUISITION ASSIGN SCREEN if the Purchase In was updated REV 06 2007 Page 88 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 3 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS ACTION SELECTIONS 1 THE REQUISITION ASSIGN SCREEN A Apply Filters Clicking this button allows the user to add another line item to the re issued requisition PROGRAM MANIPULATION BUTTONS 1 NONE ICONS 2 THE REQUISITION ASSIGN SCREEN Edit Selecting the Edit ICON will allow the Administrator to assign a requisi tion to a Buyer and will bring up the following two ICONS Save and Print Selecting the Save and Print ICON will iden tify to the system that the selected Buyer has been accepted and that the re
37. 6 30 05 Ei Detail Items By selecting the requisition number on the REQUISITION LIST SCREEN the User is taken to the REQUISITION DISPLAY SCREEN This screen allows the User to view the requisition to insure that the requisition displayed is the one that the User wants to reissue If there are any questions as to what was ordered the User can select the View ICON next to the line item they want to view They will then be taken to the DETAIL DISPLAY SCREEN where they can view the line item in detail Association of Universities for Research in Astronomy Inc AURA Detail Display Summary Requisition No R112931 v Requisition Requested By b List QTY 1 b View Unit EA b New Description 8X456 58v 34 58V Powewr Supply b By Acct Deliver To Clark v Buyer Estimated Unit Cost 5 000 00 b Work Desk Additional Notes Must me Mil Spec 5644 to be effective for intended use P canca b Assignments Detail Items 50 Nx8000300 100 gt Change Password 50 Nx8000310 100 REV 06 2007 Page 45 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 3 THE ACCOUNT NUMBER REVIEW The Requisition Reissue Screen Association of Universities for Research in Astronomy Inc AURA Requisition Reissue Nese te Request No R101396 v Requisition Requested By Enterline William C b List b View Db New b By Acct Account Number Y Buyer 100
38. C Account Number 100 n x8000 300 gt 50 w N peoo po SSS 5o 9 IN keo00 300 z C OL HO E cA S Ii SE Percentages of total requisition must sum to 100 Entry Required the list of account numbers to be used on the reissued requisition Up to four account numbers can be assigned to the requisition The total distribution percentage of those account numbers must equal 100 Even if the original account number was valid the User can replace it with another account number or add addition account numbers to the original Association of Universities for Research in Astronomy Inc AURA v Summary v Requisition b List b View b New b By Acct v Buyer b Work Desk b Un Cancel b Assignments b Change Password Requisition Reissue Request No R101396 Requested By Enterline William C Account Number 100 N x8000 300 gt 50 1 N x8000 l 310 100 Supplies amp Materials z gt o N fre000 200 ME gt O HIO gt t 0O Percentages of total requisition must sum to 100 Entry Required The User must then select an expense code for each of the account numbers they have added REV 06 2007 Page 48 i REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 4 SELECTING THE REISSUED REQUISITION The Requisition List Screen Once the User selected the REISSUE program manipulation button they will be taken to the REQUISITION LIST SCRE
39. EN Association of Universities for Research in Astronomy Inc AURA Requisition List v Summary Nee Select Requisitions To View b List b View gas Purchase Detail Description Fitter Call Unapproved Approved Cancelled b By Acct Y Buyer b Work Desk b Un Cancel Requisition Number Purchase Description Date Created Status __ Buyer Name Purchase Order Number Creation Date R112874 Stamp Machine Enterline William C 04 17 2007 Unfinished b Assignments b Change Password R112912 test George Jones 04 19 2007 Returned For Editing R112931 test Clark 04 20 2007 Needs Your Approval a SS Once in the REQUISITION EDIT SCREEN the Approver must look for a requisition listed that has a Status of Needs Your Approval w Selecting the requisition number will take the Approver to the REQUISITION DISPLAY SCREEN where they can review the submitted requisition ral As discussed in previous Chapters the REQUISITION DISPLAY SCREEN displays an overview of the submitted requisition The page allows the Approver to see an overview of what is being ordered REV 06 2007 Page 61 REQLESS The Electronic Web Based Requisition Entry amp Processing System Requisition Display Screen By selecting the View ICON the Approver can view each line item via the DETAIL DISPLAY SCREEN Association of Universities for Research in Astronomy Inc AURA W
40. EN where the reissued requisition has been assigned a new requi a sition number and is shown as an unfinished requisition Association of Universities for Research in Astronomy Inc AURA Requisition List v Summary v Requisition b List bo awe Call unapproved Approved Cancelled P Nen Purchase Detail Description Fitter b By Acct v Buyer b Work Desk P Un Cancel Requisition Number Purchase Description Date Created Status Buyer Name Purchase Order Number Creation Date B 5t tamp Machine William c 04 17 2007 unfinis hed x Select Requisitions To View b Assignments b Change Password Selecting the requisition number will take the User to the REQUISITION DISPLAY SCREEN where the User can modify the heading the existing line item and add additional line items if necessary REV 06 2007 Page 49 REQLESS The Electronic Web Based Requisition Entry amp Processing System REVIEWING THE REISSUED REQUISITION PART 5 The Requisition Display Screen Once the reissued requisition number is selected the User will be taken to the REQUISI TION DISPLAY SCREEN where the reissued requisition can be reviewed one final time before submitting it for approval Association of Universities for Research in Astronomy Inc AURA Summary v Requisition b List b view b New Db By Acct v Buyer b Work Desk b Un Cancel b Assignments Requisition No Requested By
41. N IS STILL UNDER CONSTRUCTION AND NOT YET VISIBLE TO THE USER CHANGE PASSWORD Clicking on this selection moves the user to the CHANGE PASSSWORD SCREEN to begin the process of changing the User s password On the upper right hand part of each screen is the REQLESS Logout selection 1 LOG OUT selecting this item exits the User from REQLESS and returns them to the LOG IN SCREEN REV 06 2007 Page 11 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 4 THE CHANGING THE PASSWORD The Change Password Screen Selecting the CHANGE PASSWORD selection from the program Manipulation Menu will take the User to the CHANGE PASSWORD SCREEN This screen allows the User to change his her password The User is directed to enter their Current Password and then to enter their New Password As a check the User is asked to Confirm New Password Association of Universities for Research in Astronomy Inc AURA Change Password Y Summary Password Y Requisition si New Password b List Confirm New Password b View b New Change Password b By Acct b Change Password 1 CHANGE PASSWORD SCREEN Entry Fields A Password This field allows the User to enter their current password B New Password This field is where the User enters the new password that they want to use C Confirm New Password In this field the User is requested to enter the new pass word again This is done t
42. N x8000 300 gt 100 N xs000 300 z b Work Desk rg b Un Cancel gt L L Z b Assignments gt 1 E LT b Change Password gt i E Hl 0 B Percentages of total requisition must sum to 100 Entry Required The REQUISITION REISSUE SCREEN is designed to show the User the account number s used on the original requisition Because there many be several months lapse between when the original requisition was issued and when it is reissued there is the possibility that the original account number is no longer active This screen will allow the user to see if the original account number is still active and lets the User decide if they want to use the original account number or assign new account numbers to the reissued requisition The following subsections will discuss these two options REV 06 2007 Page 46 REQLESS The Electronic Web Based Requisition Entry amp Processing System Accepting the Original Account Number s Association of Universities for Research in Astronomy Inc AURA v Summary v Requisition b List b View b New Db By Acct v Buyer b Work Desk b Un Cancel b Assignments Requisition Reissue Request No R101396 Requested By Enterline William C Account Number 100 N xs000 300 gt 00 Nv xe000 300 2k OL gt Ce OL b Change Password 5 my 0 mi E rE lt O Percentages of total requisition must sum to 100 Entry Required
43. Order Lines Screen Once the changes are made to the selected fields the Buyer selects the Accept ICON to ac cept the changes made to the fields If the Buyer does not want to accept the changes they should select the Reject ICON In either case when the ICONS are selected the Buyer will be returned to the PURCHASE ORDER LINES SCREEN where the changes or original data will be shown Association of Universities for Research in Astronomy Inc AURA Purchase Order Lines v Summary Requisition Requisition Detail Lines Purchase Order P10001N Detail Lines b List b View b New _ Requisition __Description _ Quantity uoM Deliver To _o c R112931 8X456 58v 34 58V Powewr Supply 1 Ea Clark 100 There Are No Requisition Lines To Display b By Acct v Buyer b Work Desk b Un Cancel Release b Assignments b Change Password At that point and once the purchase is ready to be sent to the USL Accounting System the Buyer will select the Release Action Selection item Once selected the Buyer will be taken to the BUYER WORK DESK SCREEN where imported purchase order and the expended requisi tion no longer appear However if there are other unreleased purchase orders or unprocessed requisitions those will still be visible Association of Universities for Research in Astronomy Inc AURA Buyer Work Desk v Summary v Requisition b List There Are No Requisitio
44. REEN ssssssssssscsssscssssssesecssscsscsssesecsssesessesesecessesessesesecessesessceesecessasesscseseceses 81 PART 2 ASSIGNING REQUISITIONS TO THE BUYERG scssssssssssssecssscssssesssecessesessccesecessesesseseseseees 82 The Requisition Assign Screen ceeceseecesesseseseseseesescsscesesesscaesssaesesescesesssassesesecaenssacsesesecaessaeaceeceeaesseataeeeees 82 Viewing OPUONS 30 3 cr taeda ianeialeinnedia midair aah E RE E A A ERER a 83 Filter Entry Fieldsin nn a tin Sakai E ae heen anaes 83 Assigning The REQUISITION 2 cccs ccecssescscevsoncesensoscoscnconcesendoncoscn condos iriri eii E EARE E E N EEEE 85 PART 3 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS esssscsssecesseserseseseeeeee 89 ACTION SEISCHONS ts 5 fececateaes Gidea wsvezedechatteladeisssbedsoubsts E A ote renvet ns E 89 The Requisition Assign SCrOCM ceceececesesseseseseescsescsesescseccesenssaesesesecaesssaesesesecsesesaeseseceeseseeatseseceeaeeeatees 89 Program Manipulation Buttons 0 cceeeecescsseseseeeeseseseceseseseecesesesaescsesecaenesasaceesecsenesasaceesecaenenaeaceeecaeneeetaeeeeeees 89 IG ONS ck cased E A A bie destzeTosenvea Sexi nesanives tees A 89 The Requisition ASSIGh SCreen 4 sic ak kaa a aidiedied Sid Bates Mivadnieidiak wien AEE 89 CHAPTER 8 PROCESSING REQUISITIONG eeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 90 PART 1 CREATING THE PURCHASE ORDER cssscsssssssss
45. REQLESS USER MANUAL THE NOAO ELECTRONIC WEB BASED REQUISITION CHECK REQUEST and TRAVEL REQUEST EXPENSE REPORT PROCESSING SYSTEM For details of this system contact Manager NOAO Procurement Clark Enterline 520 318 8277 centerline noao edu or NOAO Controller Jim Tracy 520 318 8234 jtracy noao edu Revised 06 01 2007 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 1 INTRODUCTION TO REQLESS ccccccseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 7 PART1 LOGGING IN i c sisescescecesstcososaatactasectensensnsacescgouceansssnsseaseecseossonsaeendavaesnsoctsntiasedasonsaensvapesediseassstsvectetensessoenee 8 TMG OG aiee eT E E E T TET 8 PART 2 ENTERING REQLESS ecsccccccccsssascessesessascesacesssccsssescnsesnedscsecsescssosscsscasscossesessssscsecsesvesscsessasessasasessessesasiess 9 The Summaly Screen a a eee eee E a E 9 PART 3 THE PROGRAM MANIPULATION MENU sssssssssssssccssscssssssesecssscsesscsssecssesesscsesecesseserseseseseees 10 PART 4 THE CHANGING THE PASSWORD cscscssssscsssscssssssesecsssesersesesecsseseseesesecessesesscsesecessasesseseseseees 12 The Change Password Screen s e eeesesssseseeresestssesesteresestssesesteresestsseststeresestssenesteresestosesestetesestseststereseseose 12 PART 5 THE REQUISITION LIST SCREEN scscsssssssssssssssssssssssssssesssssssssnsnsnssssssssssesesesesesesssssssesseseseseses 13 T
46. RK DESK SCREEN of the buyer to whom the requisition was originally assigned When selecting the UN CANCEL Program Manipulation Menu selection the buyer will be taken to the REQUISITION UNCANCEL ENTRY SCREEN where the Buyer will be asked for the number of the requisition that they want to Un cancel Selecting the CONTINUE Program Manipulation Button will take the Buyer to the DETAIL UNCANCEL SCREEN Association of Universities for Research in Astronomy Inc AURA Requisition Uncancel Entry Summary v Requisition b List b View gt New gt By Acct v Buyer gt Work Desk gt Un Cancel Requisition Number b Assignments b Change Password The DETAIL UNCANCEL SCREEN is where the Buyer can select to either Un cancel ei ther a single line item on that requisition or Un cancel the whole requisition 1 REQUISITION UNCANCEL ENTRY SCREEN Entry Fields A Requisition Number This field is where the Buyer enters the Purchase Order num ber that they want to Un cancel REV 06 2007 Page 102 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Detail Uncancel Screen Using the Un cancel Line Item ICON will cancel only the lines items selected and return the Buyer to the DETAIL UNCANCEL SCREEN where the Un cancelled line item is no longer visible If that is all the action the Buyer wants to take they must use the Program Ma nipulation Menu to move to another screen Associatio
47. Requisition Display v Summary v Requisition D List b View b New b By Acct v Buyer b Work Desk b Un Cancel Requisition No Requested By Purchase Description Requisition Priority Requisition Origination Division Project For Purchases In R112931 McBride Kathleen A test Routine NOAO CAS ARIZONA b Assignments b Change Password 50 NX8000300 2 500 00 NX8000310 2 500 00 Total 5 000 00 Account Allocations Attachment Being Forwarded Note Click Attach Button After Selecting Attachment Suggested Source McMaster Carr Date Wanted 05 04 2007 Notes gry unit unit Cost __Description _ _ 2 ea 5 000 00 sxase sev 34 58v Powewr Supply AA Detail Items coc Selecting the PRINT PREVIEW Program Manipulation Button will brings up the REQ UISITION PREVIEW WEB POP UP SCREEN as previously discussed in PART 4 of CHAPTER 2 Selecting the APPROVE Program Manipulation Button Clicking indicates that the requisi tion is being approved and takes the Approver to the Requisition Approval Screen Selecting the CANCEL Program Manipulation Button indicates that the requisition is not approved and takes the Approving Authority to the Requisition Cancellation Screen which offers two options in canceling the requisition NOTE Selecting the CANCEL Program Manipulation Button does NOT cancel the requisition but only take the Approver to a diffe
48. Requisition Review part B the Account Number Review part Once those two parts are completed the user will finish the requisition process By complet ing the following parts C the Requisition Review part D the Requisition Header part E the Requisition Line Item part REV 06 2007 Page 43 REQLESS The Electronic Web Based Requisition Entry amp Processing System F the Requisition Review part and G the Requisition Approval part REV 06 2007 Page 44 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 2 THE REQUISITION REVIEW The Requisition Display Screen Association of Universities for Research in Astronomy Inc AURA Logout Requisition Display vY Summary Requisition No R101396 Requisition Requested By Enterline William C D List b View b New Purchase Description Chemtrec gt By Acct Requisition Priority Routine v Buyer Requisition Origination NOAO b Work Desk Division Project CAS b Un Cancel For Purchases In ARIZONA b Assignments D Change Password Distribution Account Number Amount Account Allocations 100 NX8000300 550 00 100 Total 550 00 Attachment Being Forwarded No Note Click Attach Button After Selecting Attachment Suggested Source Date Wanted 06 30 2004 Notes laryjunit unit cost Description 1 YR l 550 00 Chemtrec emergency response Service effective 7 1 04 through
49. SCREEN that the Administrator is able to manage all the users from adding new employees to updating data for existing employees to reactivating Users that have been locked out Association of Universities for Research in Astronomy Inc AURA Manage Users hg S UserName Name _ Last Activity In Users In Membershio _ WA 224 Olsen Julia 01 01 1980 0 b View Abareshi Behzad 09 26 2006 b New Abbey Sandra L 09 26 2006 b By Acct 3 Abbott Timothy 04 09 2007 Y Buyer Abdel Gawad Mahmoud K 09 15 2006 ee Abraham Antony A 04 25 2007 Pi Uncino Abraham Daniel 04 05 2007 Abraham Marianne D 09 15 2006 Aceituno Jessy 09 15 2006 Adams Sarah 04 24 2007 Aggarwal Sonia R 09 15 2006 Aguilar Jorge 09 15 2006 Aguilera C 09 15 2006 Aguirre E 09 15 2006 Aguirre Victor 04 24 2007 Ahmadia Aron J 09 15 2006 Alatorre Jose J 09 15 2006 Alden Michael R 09 15 2006 Aldrich Clifford 04 10 2007 Allen Andrea M 09 15 2006 BREE b Assignments X X X X X X X X b Change Password QEQeGeGgggeggneggnge X X X X X X X User Name Name Password Site ID partment E Mail Is Active Locked Out ministrator Director Site Administrator Self Approve Travel Buyer TCR Accountant m m e e a n z This screen displa
50. TION EDIT SCREEN Association of Universities for Research in Astronomy Inc AURA Logout Requisition Edit Summary Requisition No unassigned v Requisition Requested By b List b View D New Purchase Description b By Acct 30 chars max Requisition Priority Y Buyer test Routine z b Work Desk gt Un Cancel Saal ate Requisition Origination b Assignments G 5 E pe NOAO For Purchases In O NSO ARIZONA Division Project CAS cto NEW MEXICO aoss CHILE SOAR Other other Account Number 50 jn x8000 300 50 le n l ks000 aco Suggested Source 150 character max J LE F Graingers See Bob 622 3434 M Attachments Being Forwarded C CHL EO ercentages of total requisition must sum to 100 When Approved Send E Mail To clark noao edu Entry Required ae SW al ENTRY FIELDS 1 Purchase Description This field allows the User to enter a 30 character description of the order This description is for the Users use only and is the entry that appears on the Pur chase Description column on the REQUISITION LIST SCREEN It is not necessarily a REV 06 2007 Page 22 REQLESS The Electronic Web Based Requisition Entry amp Processing System description of the items being purchased but more of a brief identification designed to allow the User to find the requisition at a later date for reissue purposes 2 Requisition Priority
51. TTACH for each file they want attached to the requisition If the requisition is acceptable the user can select the SEND FOR APPROVAL Program Ea Manipulation Button and send the requisition off for approval REV 06 2007 Page 51 REQLESS The Electronic Web Based Requisition Entry amp Processing System Changing the Reissued Requisition s Header program Manipulation Button They will then be taken to the REQUISITION EDIT SCREEN If the User wishes to modify the reissued requisition s header they should select the EDIT where they will be able to modify the header as detailed in PART 2 of CHAPTER 2 xi Association of Universities for Research in Astronomy Inc AUN Summary v Requisition b List b View b New b By Acct v Buyer b Work Desk Requisition No Requested By Purchase Description Requisition Priority Requisition Origination Division Project Requisition Display R112874 Enterline William C Stamp Machine Routine NOAO CAS b Un Cancel For Purchases In ARIZONA Distribution Account Number Amount Account Allocations 100 NX7000400 364 00 100 Total 364 00 gt Assignments gt Change Password Attachment Being Forwarded No File Attachment Browse Note Click Attach Button After Selecting Attachment Suggested Source 4 MEGA Vending 601 749 8424 Date Wanted 05 07 2007 Notes EA 340 00 SS9917 Stamp Vending
52. The most difficult part of this process is finding the already issued requisition that the User wants to reissue The most important part of the process is to clearly describe a requisition that is a being issued Users must take care to carefully describe the purchase when completing the Pur chase Description field on the REQUISITION EDIT SCREEN Association of Universities for Research in Astronomy Inc AURA Requisition Edit S ae ipsa Requisition No unassigned v Requisition b List b View D New Purchase Description b By Acct 30 chars max Requisition Priority coed Routine z b Work Desk b Un Cancel b Assignments Requested By Requisition Origination NOAO For Purchases In ae C NSO ARIZONA CO Oco C NEW MEXICO C aoss CHILE SOAR Other Other b Change Password Account Number 50 1 n xs000 300 50 1 n fxs000 400 Suggested Source 150 character max A _ K m Graingers See Bob 622 3434 M Attachments Being Forwarded L LL L Percentages of total requisition must sum to 100 Sun Mon Tue Wed Thu Fri Sat 2 21 this is important to the function of the observatory E Mail To elark noao edu Entry Required As the User scans the Purchase Description field on the list of completed requisitions a de scription of Toners is not a useful as Xerox 3101 Toners when search for previously issued requisitions used to purchase toner
53. This field helps the Buyer identify the priority of the materials requested This field is especially important to purchases for Chile Users as it will allow the Manager to correctly designate how the materials are to be transported internation ally Below is a listing of the specific categories their uses the type of freight service involved and the priority given the purchase by the Buyer A Routine For those purchases required to periodically replenish inventory stock for purchases that do not fall in other higher priority categories for purchases that are not time sensitive i e spares or for purchases that are not crucial to the comple tion of the project Such purchases may be shipped to the shipping amp receiving fa cility by Standard UPS Ground service If destined for an overseas location the material will travel by standard airfreight unless otherwise indicated on the requisi tion B Scheduled Project To be used if the material ordered is for a specific project that is time sensitive and for which the project may fall behind schedule if the requested materials are not received by the date specified Such purchases may be shipped to the shipping amp receiving facility by Standard UPS Ground service or express ser vice depending on the date required If destined for overseas facilities these mate rials will be shipped either standard or express airfreight depending on the specific requirements The decision as to the fre
54. aeeeatees 47 Changing the Original Account NUMber S ccecececesseseseeeeeecseeceseseseeeeaeeesaescsececaeneaeacseeeeaeneeataeeeseeaenees 48 PART 4 SELECTING THE REISSUED REQUISITION ccssssssssssssssscsesecsssesesscsesecssesesscsssecessesesseseseseees 49 The Requisition List Screen iiien A A iia E ieddeiad iieh amar T AA 49 PART 5 REVIEWING THE REISSUED REQUISITION ssssssssssssssscsesecsssesesscsesecssesesscsesesesseserseseseceees 50 The Requisition Display Screen 0 cececeecesesesseseseseesescseeseseseeececscnessacsesecaenesescsesecseneeeeaseesececaeeaeateeeeeeeaeeeeatees 50 Accepting the Reissued Requisition WITHOUT Changes cececcssessseeseseecsseseseeeseecseeeeseeeeeeeateeeatees 51 Changing the Reissued Requisition s HEAer ceceesesesessesesececeseseeeeecseneesesesececaenenaeeceeceeaeeeeateeseteeateees 52 Changing the Reissued Requisition s Line Items ceeseseeseccsseseseeeeseseseeeesesesececaeeeeseseseeecaeeeeateeeeseeateees 53 Deleting a Line Item from the Reissued RequiSition cccceceeccsseseseeseseseseceseeeesceceeeeseeeeeeseneeetaeeeerees 54 Adding a Line Item to the Reissued Requisition cc eesecsseseescsseseesceesceecnseaeescneeseeecneeseeecneeaeeeeneeaeers 55 PART 6 SUBMITTING A REQUISITION FOR APPROVAL ccsssssssssssssssssessssssssssssesesessesssssssssseseseseses 56 The Request Route Screens iiccccciceecsseseceveccccestedaasiesiueadesastts cee
55. against the original account number This usually occurs when the Users has submitted a requisition for approval and the Ap prover requests that the items be charged against a different account number This also happened when a User attempts to REISSUE a requisition and then tries to change the account number to something other than what was listed CORRECTION Simply reenter the original account number The User then adds the correct account number and corrects the distribution so that the percentage for all the ac count numbers used including the incorrect one equals 100 USER NOTE The distribution is not relevant at this point The user can enter any percentage distribution that he she wants It is IMPORTANT however that the original account number assigned a distribution percentage greater than 0 The system will not accept a 0 for an existing account number REV 06 2007 Page 121 REQLESS The Electronic Web Based Requisition Entry amp Processing System The user then goes to each line item and makes the following changes N e 4 Changes the original percentage for the original account number to 0 Changes the object code for the original account number to a blank by selected the drop down box arrow and going to the very top of the list and selecting the blank Changes the percentage for the correct account number to whatever percentage was originally used by the incorrect account Generally this is
56. ary Amend Requisition R113057 v Requisition oo Released Purchase Order Number P71056N b View Db By Acct v Buyer b Work Desk b Un Cancel b Assignments b Change Password By selecting the CONTINUE Program Manipulation Button the REQLESS system checks the USL Accounting System s database to insure that that purchase order actually exists At this point the requisition will disappear from the BUYER WORK DESK SCREEN 1 REQUISITION AMEND SCREEN Entry Fields REV 06 2007 Page 99 REQLESS The Electronic Web Based Requisition Entry amp Processing System A Released Purchase Order Number This field is where the Buyer enters the Pur chase Order number that the requisition will amend This Purchase Order must be in the USL Accounting System s database It for whatever reason it is not in that data base an error message will appear advising the Buyer that that purchase order number is not valid On the Requester s REQUISITION LIST SCREEN for approved requisitions the comment under the Purchase order Number Creation Date column will reflect the Purchase Order number of the Purchase Order to which the requistion was used to amend and the date the CONTINUE Program Manipulation Button was selected Association of Universities for Research in Astronomy Inc AURA Requisition List Summary v Requisition gt List Nar Call CuUnapproved Approved Cancelled anon Purchase Detail Descri
57. as assigned by HR when the employee is hired Once entered the Administrator will select the Apply Filters Action Selection and the program will display only those employees with the same Personal Identification Number as that entered in this field The filtering process will work even if not all the characters are filled 5 Name This field allows the Administrator to enter all or part of the User s name Once entered the Administrator will select the Apply Filters Action Selection and the program will display only those employees with the same Name as that entered in this field The fil tering process will work even if not all the characters are filled REV 06 2007 Page 110 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Employee Data Fields Sub Screen The EMPLOYEE DATA FIELDS SUB SCREEN on the MANAGE USERS SCREEN de tail the REQLESS related data for the employee The fields in this area have the following meanings EMPLOYEE DATA FIELD User Name 0020 DESCRIPTIONS Name l bdel Gawad Mahmoud F 1 User Name This is the em Password not available ployee s personal Employee Site ID 4 Number as related to accounting 2 Name This is obviously the Department NOAO employee s name E Mail 3 Password This is the password Is Active assigned to the employee The Administrators cannot change that Locked Out password but can only view it Administrator I T
58. ases In CAS ARIZONA Estimated Cost NX8000400 100 200 00 a Being Forwarded es Total 200 00 Suggested Source Graingers See Bob 622 3434 Date Wanted Notes 05 04 2007 this is important to the function of the observatory lgry unit Price __Description _ Notes 4 Ea 50 00 x5680 35V Power Supplies Make sure that these Power Supplies meet MIL Specs for quality The REQUISITION PREVIEW WEB POP UP SCREEN is simply a print preview screen To actually print the copy of the requisition use the web screen printer This is a Web Pop up screen and can be deleted when the User wants to return to REQLESS REV 06 2007 Page 31 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 5 SUBMITTING A REQUISITION FOR APPROVAL The Request Route Screen By selecting the SEND FOR APPROVAL Program Manipulation Button on the REQ UISITION DISPLAY SCREEN the User will be taken to the REQUEST ROUTE SCREEN in which the User selects who will approve the requisition they have just completed Association of Universities for Research in Astronomy Inc AURA Request Route v Summary v Requisition oe Your request must be approved before completing b View Please route your request to the appropriate person s b New b By Acct vV Buyer b Work Desk Account Number Account Total Approve Transfer Db Un Cancel b Assignments NX8000400 200 00 Send To Tracy Ja
59. ason for the cancellation IMPORTANT If an Approver selects the CANCEL REQUISITION Program Manipulation Button the requisition is essentially dead and must be completely reentered by the User REV 06 2007 Page 69 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Message Screen When the Approver selected the CANCEL REQUISITION Program Manipulation Button on the REQUISITION CANCEL SCREEN they will be taken to the MESSAGE SCREEN Selecting the CONTINUE Program Manipualtion Button will send a message to the User advising them that the requisition was cancelled The Requisition will have a status of Cancelled and will not appear on the REQUISITION LIST SCREEN unless the User Association of Universities for Research in Astronomy Inc AURA Message Summary Requisition b List The Requisition Was Cancelled b View b New b By Acct v Buyer b Work Desk gt Un Cancel b Assignments b Change Password After selecting the CONTINUE Program Manipualtion Button the Approver will be sent to the REQUISITION LIST SCREEN where the User will not see the requisition unless they select Cancelled in the SELECT REQUISITIONS TO VIEW SUB BOX REV 06 2007 Page 70 REQLESS The Electronic Web Based Requisition Entry amp Processing System REQUESTER S CANCELLATION NOTIFICATION E MAIL MESSAGE This screen reflects the message notification to the Requester that advises them that
60. at Account Number must be blank the first field in the Expense Code Drop Down box 3 Once the User exits the REQUISITION EDIT SCREEN they CANNOT change an entered account number They can only return to the REQUISITION EDIT SCREEN add another account number and adjust the distributions percentages accordingly 4 The User CANNOT change an existing account number distribution to 0 on the REQUISITION EDIT SCREEN All distributions must be greater than 0 MPORTANT Remember it does not matter what the distributions are on the REQUI SITION EDIT SCREEN as they can be changed on each line item to whatever percentage the User wants Account Number This field reflects the account numbers that were entered on the REQ UISITION EDIT SCREEN If an account number is not entered on the REQUISITION EDIT SCREEN the account number cannot be entered on the DETAIL EDIT SCREEN If an account number was omitted the User must return to the REQUISITION EDIT SCREEN and enter the omitted account number The User is then asked to enter an Expense Code for each account number for the spe cific line item Allowed object codes and their descriptions can be selected from the drop down box Deliver To The User is asked to enter the individual to whom the received materials are to be delivered This is the individual who will sign the receiving report upon delivery verify proper receipt and authorize payment If no name is entered the material
61. ate wanted The Refresh icon simply refreshes the date so that another can be entered Page 25 REQLESS The Electronic Web Based Requisition Entry amp Processing System 6 Notes This area is for the User to enter specific notes that are applicable to the TOTAL order Each line item has a field available to enter notes related to the specific line item Notes used in this area concern only the whole requisition 7 When Approved Send E Mail to This area is used to allow the User to send a copy of the requisition to an individual who would not normally otherwise get a copy of the requisition rd For example if the User wants the Administrative Assistant to get a copy of the requisition the user will enter the e mail address of the Administrative Assistant in the field and the REQLESS system will the data from the requisition to that person as soon as the requisition is approved The User must know the e mail address of the individual to whom the message is sent The email will look as follows Approver Comments Self Approved Purchase Description test Priority Routine Requisition Origination NOAO Division Project CAS For Purchase In ARIZONA Requisition Account Distribution Distribution 100 Account Number NX8000300 Amount 500 00 Attachment Being Forwarded No Suggested Source Date Wanted 09 13 2006 Unit Cost 500 00 Description zfadsfasfd WARNING Selecting any o
62. ausnteedslenviserwieseeaenduesd ER AEE E EE S S 56 Part 7 2 E MAIE MESSAGES iaeiicbscscsssssccsssicccsssvsocestsbacenssuvsscescasotansabevedescesssensed anes eusesiesuessessbesdesseubes tokoono siesto rasis 57 REV 06 2007 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 8 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS essssscssscesssserseseseeeeee 58 ACTION Selection Ss ccc fe e ree iaee E eree deen cthectasbte RO ESE raa SE re NEE ar SSES na SREE R o AES 58 The Requisition Display Screen s ssssesessssesesseseseetesestssesesteteststssesestetesesessesesteresesessessstetesestsstsestetesesessesene 58 Program Manipulation Buttons e esessessesessesreesrsrsrerererererrtrtrertrtrtttrtrtrtrtrtrtetttrtrtrtrtttrtrtrtrertrertetrertrtrrtrererereeet 58 The Requisition Display Screen oon eceecececesseseseseeseseseseseseseeccseecsesesscecaesesaescsesecaseeeateesececaeeeeatecseceeaeeeeaeees 58 The Requisition Reissue Screen eceecesescsseseseseeseseseeceseseseeecaescsaescsesecaesesacscsesecasscsateeseceeaeeeeatecseceeaeeeeatets 58 The Requisition Display Screen sssseseseesesessseseetestsessesesttesestssesestereststsstsesretesesessesestetesesessesestetesesessesent 58 The Request Route SCreen cecccscessssssesesesssseseseescsesessesescsesccsenssacsesececnesesacsesesecaesesaeseseceeseseearseseceeneeeeasees 58 LREN EEE E EEE E ASA AA EE E EE 59 The Requisition Display Screen ssses
63. b View Enterline william C 04 12 2006 b New Enterline William C 08 04 2006 P ChangeiRessword i Enterline William C 08 04 2006 Unfinished R102586 jt test Enterline William C 08 06 2006 Pending Approval R102591 kest Enterline William C 09 11 2006 Unfinished R102592 test Enterline William C 09 11 2006 Unfinished This list is sorted by date of entry with the oldest requisition listed first In addition the list displays the status of all those requisitions Each of the columns can be sorted in ascending or descending order by selecting the heading Note that the column heading Purchase Description allows the user to see what has been A purchased on previous requisitions This can be useful when seeking to find an old requisition to reissue Also note that a column is included called Date Created that displays the date the Fa requisition was created These fields are most helpful when looking at previously approved req uisitions Only those requisitions that have not been sent off for approval can be cancelled with the Fy Delete ICON S In addition there is a selection option on the top left of the table that will allow the User to view those requisitions that have been approved as well as those that have been cancelled Se lecting Unapproved will return the list to the default selection of only those that have the Pend ing Approval Returned for Editing o
64. blank DETAIL EDIT SCREEN where the additional item can be added Existing line items can be deleted by selecting the Delete ICON or can be edited by select ing the Edit ICON In addition the User can attach one or more files to the requisition by using the BROWSE Program Manipulation Button to select the file and then selecting the ATTACH Program Ma nipulation Button to send the attachment to REQLESS NOAO EDU The user can attach as many files as he she wants as long as he she selects a file and then selects the ATTACH Pro REV 06 2007 Page 29 REQLESS The Electronic Web Based Requisition Entry amp Processing System gram Manipulation Button for each file they want attached to the requisition Only one file can be attached at any one time but there is no limit as to the number of times different files can be attached When each attachment is sent the REQLESS NOAO EDU mailboxes receive the following message amp R102551 Attachments HPS 1213 FL138 Aeroglaze Z306 Coating paf 3 06 MB REV 06 2007 Page 30 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Requisition Review Web Pop Up Screen Association of Universities for Research in Astronomy Inc AURA W Requisition Preview Requisition No R112912 Requested By Enterline William C Purchase Description Requisition Priority Requisition Origination test Routine NOAO Division Project For Purch
65. cartridges for the office 3101 Copier REV 06 2007 Page 42 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 1 SELECTING THE REQUISITION The Requisition List Screen Association of Universities for Research in Astronomy Inc AURA Requisition List v Summary v Requisition b List b View Call C Unapproved Approved Cancelled ee Purchase Detail Description b By Acct Y Buyer b Work Desk b nccancel Requisition Number Purchase Description Stamp Machine k Approved McBride Kathleen A Digital Scale E gt Wy 7 2004 Approved McBride Kathleen A IBM Thinkpad P1 2004 Approved Enterline William C Chemtrec b4 2004 Approved McBride Kathleen A Xerox Maint 14 2004 Approved Kerekes Jeanette M Bits amp Pieces 4 2004 Approved Enterline William C IATA Subscription Enterline William 04 Approved Enterline William C Ship Hazmat Software Maint Enterline William C 10 04 2004 Approved Enterline William C Software Kathy McBride 10 13 2004 Approved McBride Kathleen A REQLESS Enterline William C 10 29 2004 Approved McBride Kathleen A Export Regs Enterline William C 01 03 2005 Approved Kerekes Jeanette M P51464A 01 04 2005 Forklift j Smith 01 18 2005 Approved Castillo Gloria C P71810A 01 19 2005 REQLESS MOds Enterline William C 02 15 2005 Approved McBride Kathleen A P49177B 02 15 2005 Monitor Enterline William C 02 17 2005 Approved McBride Kath
66. chase Order The REQLESS system is not an on line requisition processing system but an on line requisi tion submission system that is designed to transfer the requisition into the USL Accounting sys tem where the changes as required by the processed requisition will be made So for our discussion here the assumption is made that the requisition is processed and the data is to be transferred into the USL Accounting System REV 06 2007 Page 90 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 1 CREATING THE PURCHASE ORDER The Buyer Work Desk Screen All requisitions that have been assigned to a Buyer appear on that Buyer s Work Desk This screen the BUYER WORK DESK SCREEN is where the Buyer creates the Purchase Order and releases the requisition into the USL Accounting System s Purchase Order Module Under the heading Send For Approval Requisitions are listed all the requisitions that have been assigned to the Buyer and that have not either been turned into a purchase order used to amend an existing order or cancelled The requisitions listed are sorted in ascending order with the oldest requisition listed first Association of Universities for Research in Astronomy Inc AURA Buyer Work Desk eves pene e Send For Approval Requisitions Unfinished Purchase Orders v Requisition D List There Are No Purchase Orders To Display Pee Amend gt New R112931 05 04 2007 McB
67. chase Orders v Requisition D List There Are No Purchase Orders To Display aoa Requisition Number Date Wanted Requestor _Amend Cancel b New R113057 05 05 2007 Enterline william c ay xX b By Acct R113058 05 22 2007 enterline william c X v Buyer D Work Desk b Un Cancel b Assignments b Change Password The Buyer will be taken to the DETAIL CANCEL SCREEN where they will be asked for a reason that the requistion was cancelled Once the reason is entered the Buyer will select the SUMBIT Program Manipulation Button at which time they will be returned to the BUYER WORK DESK SCREEN where the cancelled requistiion will no longer appear Association of Universities for Research in Astronomy Inc AURA V Detail Cancel v Summary v Requisition Reason For This Cancellation D List 30 characters max b View b New b By Acct Item Purchased with BOMPA Card v Buyer b Work Desk b Un Cancel b Assignments b Change Password REV 06 2007 Page 101 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 7 UN CANCELLING A REQUISITION The Requisition Uncancel Entry Screen A requisition can be Un cancelled from any screen by selecting the UN CANCEL Program Manipulation Menu item Any Buyer can Un cancel any requisition at any time However when the requisition has been Un cancelled that requisition will only appear on the BUYER WO
68. d Requisition Entry amp Processing System CHAPTER 7 DISTRIBUTING REQUISITIONS Once a requisition is approved it immediately becomes available to the procurement offices at the various sites for processing The following parts discuss the processes involved in turning an approved requisition into a purchase order It must be noted that each purchasing department processed requisition in a slightly different manner Some have paperless systems others continue to utilize paper purchasing and support ing documents This part will not discuss individual processing procedures but will only discuss how to get a requisition into the Buyer s hands and how they import the completed requisition into the USL accounting system REV 06 2007 Page 80 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 1 THE SUMMARY SCREEN With a successful Login the User is granted access to the REQLESS system and will be taken to the SUMMARY SCREEN This screen will display a box that lists of all Requisitions Check Requests and Travel Requests that are either still In Process or that are Pending ap proval The screen shown below is what a normal User will see Remember Check and Travel Re quest Program Manipulation Menu selections are not available at this time Association of Universities for Research in Astronomy Inc AURA Summary B B v Requisition Requisition 0 D List Check Reque
69. e a POINTER ICON on the right hand side of a page next to a paragraph That indicates that that POINTER ICON is being used in an illustration to indicate on the illustration a point that is being made in the paragraph The POINTER ICONS are REV 06 2007 Page 7 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 1 LOGGING IN The Log In Screen When entering the REQLESS program the User will be directed to the LOGIN SCREEN shown below To gain access to REQLESS the User simply enters his her assigned Username and Password in the fields provided and clicks on the LOGIN Program Manipulation Button The fields are case sensitive Name Employee Number Password 1 Initial of First Name 1 two initials of Last Name Employee Number Example Clark ENterline s password is cen9999 Lt Log In Recover Forgotten Password NOTE Employees added to the REQLESS system after 01 January 2007 have a password with a period inserted between the initials and the em ployee number So in the above example Clark Enterline s password would be cen 9999 If the User fails to enter the correct password for three consecutive times the REQLESS sys tem will automatically block future attempts If that happens or if the User has any other diffi culties logging into the system they need to send a message to reqless noao edu and one of the administrators will get back to them
70. ee a E E EAE AE anitaiuanincne acannon 110 The Employee Data Fields Sub Screen ecccccesesesceseseseesesescsseceseecseeecaceceacscsececseseeacacsececaeeeeateeeeeeateenatees 111 PART 2 ADDING NEW EMPLOYEEG cscssscsssssssscsssessssssessssssesessssessesssecessssesscsssesessssesscsssecessasesseesseseeee 113 PART 3 UNLOCKING LOCKED OUT EMPLOYEEG scsssscssssssssssssecsssssesscsssecessssessssssecessesersessseseees 115 PART 4 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS e esosessosossososessssossssesesese 116 ACHION SElECHONS vissiecsiere ence ee a eassiee eau tie ece E E ani nea atest cada aateeln nn eee aa 116 The Manage Users Screen ccccccsssssssesssesesseseseseescsenescesescseseesesssaeseseceesesesacsesececseseaeseeeceeaeeesatseeeeeeaeeees 116 Program Manipulation Buttons eceeeceseessseeseeecseesesecseesesecsesaeseceeesesecscsassecsesaeeeceesaeeeceeeaeeeseeeaseesaseaeeeeatee 116 The Manage Users Screen cccccccesssssssseseseeseseseseecccsesseacscseceenesssaeseseceesesesavsesececsesesavseeeceeaeeesateeeeeseneeees 116 The Employee Data Fields Sub Screen 0 cececcecesesesseseseeseseecseeceseseseeecseecacsceeeecaenenateceeeeeaeeeateeeeeseaeeee 116 CONS aao E R diac cise E R A RAA E ee Sas 116 The Manage Users Sereen srncniirrciin iiinn arae ae a ER or eiei ETES rse 116 CHAPTER 10 SUPPLEMENTAL INFORMATION eeeceeeeeeeeeeeeeeeeeeeeeeeeeseneees 117 PART 1 GETTING HELP poieni e
71. en would appear as it did prior to moving the line item to the purchase order The second ICON is the Edit ICON that allows the Buyer to edit specific parts of the requi sition that cannot be changed after it has been imported into USL Selecting this icon moves the Buyer to the edit portion of the PURCHASE ORDER LINES SCREEN REV 06 2007 Page 96 wW REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 3 EDITING THE LINE ITEMS The Purchase Order Lines Screen Modified By selecting the Amend ICON on the PURCHASE ORDER LINES SCREEN the Buyer is taken to a modified PURCHASE ORDER LINES SCREEN that shows the detail of the line items and those fields that can be edited Association of Universities for Research in Astronomy Inc AURA Purchase Order Lines Y Summary v Requisition Requisition Detail Lines Purchase Order P10001N Detail Lines b List There Are No Requisition Lines b View To Display b New b By Acct Buyer E Bee ee E 100 Supgles amp Wateal a vx v Buyer Release gt b Work Desk ke gt Un Cancel lt ja b Assignments b Change Password The Buyer can now modify the data that is found in the Deliver To and O C Entry Fields These fields cannot be changed once the purchase order data is imported into the USL Account ing system The Deliver To reflects the requesters name unless the requester entered something into the Deliver To field on the
72. es 27 Entry FieldSiacvawiataniwunimatniuen amniaimaninitnins ata sania bona sea aint ae S 27 PART 4 REVIEWING THE REQUISTION 0 0 scccssscssssssssecsssesssssssscsssesesscsssecsssesessesssecessesesscsesecessesesseseseceees 29 REV 06 2007 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Requisition Display Screen cececeecesescsseseseseesesesesseseseeeseesenenascsesecsensesaceesecaeneeseaseesececseeeaceeeseeeaeeeeaters 29 The Requisition Review Web Pop Up Screen ccceccesesesseseseseeseseseseeseseneecesesesscaeneeetaceesececneeeeaceeeeeeeseeeeatees 31 PART 5 SUBMITTING A REQUISITION FOR APPROVAL ccsssssssssssssssesesssssssssseseresesessssssssssscsseseseses 32 The Request Route Screen rresia eisi eR Ee REE EEE ERO ASEET ESES ENS a 32 Entry Fields oratna iiini na RE o REER R RER ANERE ERRE O RERNE 33 The Message Sereen osnosrecearonn nian R aA E RE ER A E EST 34 Part 6 E Mail Messages wisiccssciiccisscssccssaccicccisecsesssccssectaceeseadentsecsscssdecesssssec aasedeassssdsscsuavebecasestssc uavebead ecssncossedbecsss 35 Requester s Approval Submission Notification e ce ceeceecesceseseeeeeeecseeceseseeeeecsesesesesececaeseatsceecscaeneeetaeeeerees 35 Approval Authority Notification 0 0 0 ceeceecscecsceseseseeecseseneseseeesecsenessesesesccaenenesaceesecaeaceeeaceeececneeeaceeeeeeneeeeatees 36 Requester s Transfer of Ownership Notification eceeecccescesesesse
73. essesesesseseseereststsstsestereststsstststereststsstsesteresestsstststereststsstseteresestssesent 59 The Requisition Display Screen sssessesesesessseseereststssesestereststsstsestereststsstststereststsststtereststsstneteresestsstnent 59 CHAPTER 4 APPROVING A REQUISITION 00 ccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 60 PART 1 IDENTIFYING THE REQUISITION TO BE APPROVED ccssscssssssssssssecessssesscsesecessesesseseseseees 61 The Requisition List Screen 00 ececeseseseesescseeseceseseesenesssaesesesecsenssasesesecaenssaescsescecsenssaesceescecaenseavacseeeeaeneeateeeeses 61 Requisition Display Screen ccceesesessesesesceseseseeeeccscecssesesescesenesaesceesecaenenasaceesecaesesaeaceesecaenanasaceeescaeeeeaeaceeseeas 62 The Detail Display SCre n cee eccsseseeseesescseeseseseseceenesssaescsesecsenssassesesesaensnesacseseceenssaeaseesseeeneseeasseeeeeneeeeatees 64 PART 2 RETURNING A REQUISITION FOR MODIFICATIONG ccssscssssssssssesecsssssesscsssecessesesseseseseees 65 The Requisition Cancel SCreen ceeccscescsesssseseseesesesesseseseseceesesssaesesesecsesesacseseseesenssaesesesecaesseaeseseceeaeeeeaeaeeeess 65 Entry Fields ve sccscesscceiveccssescescuscaceescnavtescuesdbvasuadeaeacuecauvatunsuteacun cauvesuncatessuncunvadenssavecus chuvesendeseaseveavatetesdecueavensens 65 The Message Screen aniran nea EE E R EAR EE ERA EE EEE EENS 67 Requester s Return for Editing E Mail Message
74. et the assign date as the actual date of the assignment REV 06 2007 Page 85 REQLESS The Electronic Web Based Requisition Entry amp Processing System Pape USER SUGGESTION It is suggested that when See Ton there are multiple Buyers to as e ae tame Tidy Cael tenent Tea sign requisitions to the Adminis Units i oes a eS a trator initially use the Print ORSCRIPTION BADAIDH BIV Pewewr Supply Reng E T E OE ICON to view the requisition to tot000200 100 T Ant Atte 320000 Approved By _Kintertew Wam osocosio 100 Ame atesa 3250000 Approved By Entertee Worn C F er a a aM determine which of the Buyers should be assigned the requisi 7 EXPORT INFO NEEDED ON ITENS Laleeneee ara J tion to process pareria na aana It must be noted that this req J aa ee anata aam Ds Pe un nt pii eeniuaumiat essai uisition has not been assigned a user date per gi Engt per Proe Man Sect 2 Pat TAG NUMBER b DESCRIPTION VALUE OO OCN 4 i From the drop down boxes on the regenerated REQUISITION ASSIGN SCREEN the Administrator can assign the requisition to a Buyer or assign the requisition to a different site Once assigned the Administrator must select the Save and Print ICON for the changes to be accepted by the system At that point the Administrator will be sent to an Adobe Acrobat program for the viewing and printing of the assigned requisition on
75. ete from the requisition s line items This screen also allows the User to print a copy of the requisition and to signify that the requisition is com pleted and ready for distribution Association of Universities for Research in Astronomy Inc AURA Requisition Display v Summary Requisition No R112912 v Requisition b List b View Requested By Enterline William C Le oasis Purchase Description test aes Requisition Priority Routine Y Buyer b Work Desk b Un Cancel Division Project CAS Requisition Origination NOAO b Assignments For Purchases In ARIZONA gt Change Password Distribution Account Number Amount 50 NxX8000300 0 00 50 Nx8000400 200 00 100 Total 200 00 Account Allocations Attachment Being Forwarded Yes File Attachment Browse S Note Click Attach Button After Selecting Attachment y Suggested Source Graingers See Bob 622 3434 Date Wanted 05 04 2007 Notes this is important to the function of the observatory laryfunit unit cost __Description _ _ Detail Items 4 ea 50 00 x56580 35V Power Supplies E X Add Detail Item Send For Approval Selecting the EDIT Program Management Button will return the User to the REQUISI TION DETAIL SCREEN where the User can modify items on the requisition heading Additional line items can be added from this screen by selecting Add Detail Item At that point the User will be returned to a
76. ete the requisition If the selection was a mistake they will have the option of canceling the Delete request Association of Universities for Research in Astronomy Inc AURA Request Delete Verification Y Summa ry v Requisition b List Are You Sure You Want To Delete Request R112874 b Work Desk b Un Cancel b Assignments b Change Password REV 06 2007 Page 17 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 8 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS ACTION SELECTIONS 1 NONE PROGRAM MANIPULATION BUTTONS 1 THE LOGIN SCREEN A LOGIN Clicking on this PMB moves the User to the SUMMARY SCREEN to be gin using the REQLESS system 2 THE CHANGE PASSWORD SCREEN A CHANGE PASSWORD Clicking on this button submits the changed password An error message will be received if the password chosen is not valid B CANCEL Clicking on this button cancels the change to the password 3 THE SELECT REQUISITIONS TO VIEW SUB SCREEN A FILTER Clicking on this button activates the filtering sequence in the SELECT REQUISITIONS TO VIEW SUB BOX 4 THE REQUEST DELETE VERIFICATION SCREEN A YES Selecting this button accepts the deletion that is attempted B NO Selecting this button rejects the deletion that is attempted ICONS 1 THE SUMMARY SCREEN View Selecting the View icon will take the user to the List screen for the type of request corresponding to the
77. f the Program Manipulation Menu options before the CONTINUE Program Manipulation Button is selected will move the User to whatever selection they make WITHOUT saving the requisition information To save the requisition information and obtain a requisition number the User will have to selected the CON TINUE button and then on the next screen select an option from the Program Manipulation Menu REV 06 2007 Page 26 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 3 ENTERING THE LINE ITEM The Detail Edit Screen The second part of the requisition entry process concerns the description of what is to be pur chased This is when the User enters the information concerning what they want ordered in the fields on the DETAIL EDIT SCREEN Association of Universities for Research in Astronomy Inc AURA Detail Edit v Summary Requisition No R112912 vY Requisition Requested By Enterline William C b List b View gt New rare b By Acct unit EA z 7 Buyer 5680 35V b Work Desk Description 200 characters max Db Un Cancel b Assignments b Change Password 0 NX8000300 Account Allocatioys 100 NX8000400 100 Supplies amp Materials ax George Jones r George Jones Make sure that these Power Suppleis mees MIL Specs for quality Entry Required Add Another Item ENTRY FIELDS 1 QTY This field allows the User to enter the number of units that are to be ordered
78. formation to complete the purchase This chapter will discuss how the User goes about completing a requisition from the scratch REV 06 2007 Page 20 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 1 CREATING A NEW REQUISITION The Requisition List Screen To begin the process of creating a new requisition the User must click on the NEW selec Fa tion in the Program Manipulation Menu This will transfer the user to the REQUISITION EDIT SCREEN Association of Universities for Research in Astronomy Inc AURA Requisition List v Summary v Requisition Select Requisitions To View b List b View CA Unapproved C Approved Cancelled Prine D Purchase Detail Description v Check B D List b View b New tion Number Purchase Description Date Created Purchase Order Number Creation Date Fiat R102541 itestq Enterline William C 03 27 2006 Pending Approval R102553 tyest Enterline William C 04 10 2006 Unfinished v Travel bu it R102554 afaf Enterline William C 04 12 2006 Unfinished b View R102555 test Enterline william C 04 12 2006 Unfinished b New R102583 test new Enterline William C 08 04 2006 Unfinished gt Change Password R102584 test again Enterline william C 08 04 2006 Unfinished R102586 jt test Enterline William C 08 06 2006 Pending Approval R102591 test Enterline William C 09 11 2006 Unfinished R102592 test Enterline
79. g the requisition for additional modifications i e change in quantity description etc or cancelling the requisition completely Association of Universities for Research in Astronomy Inc AURA Requisition Cancel v Summary v Requisition D List b View A Cancellation E mail will be sent to the requestor Please provide feedback b New 100 characters max Db By Acct v Buyer y b Work Desk E b Un Cancel b Assignments b Change Password Return For Changes Cancel Requisition By selecting the RETURN FOR CHANGES Program Managerment Button the Approver is allowing the Requester to make changes to the requisition before approving it This is the simplest way to change a requisition NOTE Ifa User has submitted a requistion for approval but found an error in the requistiion they shojld notify the Approver to selec the RETURN FOR CHANGES Program Managerment Button so that the proper changes can be made without completely redoing the requistiion This screen also allows the Approver to add text to a message that is automatically sent to the requester telling them why the requisiton was cancelled or what changes need to be made to it before it will be approved ENTRY FIELDS 1 Unlabeled This field allows the Approver to enter a message of up to 100 characters to the requester advising them why the requisition was cancelled or returned for changes If no message is entered in this field an email message wi
80. he Buyer to drag that specific line item over to the purchase order By selecting the Right Arrow ICON the Buyer moves the selected line item over to the purchase order The Buyer will need to do this for each line item they want added to the pur REV 06 2007 Page 95 J REQLESS The Electronic Web Based Requisition Entry amp Processing System chase order The Buyer can select line items from different requisitions to add to the purchase order Association of Universities for Research in Astronomy Inc AURA Purchase Order Lines Y Summary Requisition Requisition Detail Lines Purchase Order P10001N Detail Lines b List There Are No Requisition Lines To Display b View b New _JRequisition __Description _ Quantity uort Deliver To o c _ b By Acct 8X456 58v 34 58V Powewr Supply Clark 100 Ef A v Buyer Release b Work Desk b Un Cancel b Assignments b Change Password In the example being used there was only one requisition in the Buyer s Work Desk For that reason no other requisition line items appear Had there been multiple requisitions assigned to the Buyer the remaining requisitions will continue to be shown Under the purchase order and on the same line as the added line item the Buyer has two ICON that they can use The first is the Left Arrow ICON This ICON will allow the Buyer to return a line item to its requisitions If this line item were used the scre
81. he Requisition List Screen seseseeeeeesessseseeresestssesesteresestssesesteresestssesesreresestsseststeresestosenesteresestssestsrereseseoe 13 StAtUs DELTATT oa eA AEAEE EAE E EE 14 PART 6 SELECTING REQUISITIONS TO VIEW csssssssssscssssssssssesssssssssnsnsssnssssssesesesesesesesssssssesssseseseses 16 The Select Requisitions to View SUD SCreeN no ecccscesesesseseseseeseseseeeecesesesaescseeecaenesaeseseecaesenataceesecaeeeateeeeees 16 PART 7 DELETING A REQUISITION ccssssicccscsvscsestesccenssessceesdusasassasevebescesssenses vnssendeaussoedhoncaesbensoueebevbecebsscssesenssae 17 The Request Delete Verification Screen ceeseecesesessesesessesescseseesesceeseecacnesceseseseceeueseeaceeseeseneeeaeeeeeeeeaeeeeaters 17 PART 8 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS essssscsssecessssesseseseeeees 18 ACTIONFSEISCHONS ei EEE cas bacd ves sees aptescescvebss E seuss ce E ssatcatacadeatoasoatanbissat anueneeys 18 Program Manipulation BUNOS srnu A EE SR E E AEE 18 THe MOGINISChE CN eset en eset teh E E E E N E taki ae ote 18 The Change Password Screen ccecessscssscsseseseseescseseecesescseecsesesaescsesecneseacsesececaeeeeasecsececseeeeaseceeeeeaeeeeatees 18 TheSelect Requisitions To View SUD SCreON 0 eeeseseesesescsseseseseseeecseecacscsececaeseaescsececaeeeeaeeceeesaeeeatees 18 The Request Delete Verification Screen 0 ceecececcsseseseesesescseceseseseceescecsaescseeecseseeaesesececateceatecsecesaeee
82. he requisitions line items This screen also allows the user to print a copy of the reissued requisition Association of Universities for Research in Astronomy Inc AURA Requisition Display Summary Requisition No R112874 v Requisition D List b View Requested By Enterline William C b New Purchase Description Stamp Machine D By Acct He sete 5 ror Requisition Priority Routine v Buyer b Work Desk b Un Cancel Division Project CAS Requisition Origination NOAO b Assignments For Purchases In ARIZONA Aei pasaaor Distribution Account Number Amount Account Allocations 100 NX7000400 364 00 100 Total 364 00 Attachment Being Forwarded No File Attachment Browse Note Click Attach Button After Selecting Attachment Suggested Source 4 MEGA Vending 601 749 8424 Date Wanted 05 07 2007 Notes Detail Items EA 340 00 SS9917 Stamp Vending machine 1st Column set for 0 50 and 2nd Column set for 1 50 lea x Hi enernrenre ng 1 Lot 24 00 1000 folders Bx Add Detail Item Send For Approval In addition the User can attach one or more files to the requisition by using the BROWSE Program Manipulation Button to select the file and then selecting the ATTACH Program Ma nipulation Button to send the attachment to REQLESS NOAO EDU The user can attach as many files as he she wants as long as he she selects a file and then se lects A
83. his is helpful for those times Director O when the employee forgets his her password Site Administrator 4 Site ID this site identifies where Self Approve Travel the employee is based This is important for REQLESS to differ Buyer 1 sie between NOAO and Gem TCR Accountant ini employees and between NOAO and Chile employees Save 5 E Mail is the email address used by REQLESS to send the activity related messages 6 Is Active A check in this field identifies that the employee is active within REQLESS A blank space indicated that the employee is no longer active and prevents them from using REQLESS 7 Locked Out A check mark in this field identifies that the employee has been locked out of the system This normally occurs when the employee unsuccessfully try to enter his her password more than three times 8 Administrator This field identifies the employee as a REQLESS Administrator thereby affording him her special user privileges within the REQLESS system 9 Director This field identifies the employee as a Director thereby affording him her spe cial user privileges within the REQLESS system 10 Site Administrator This field identifies the employee as a REQLESS Site Administrator thereby affording him her special user privileges within the system 11 Self Approve Travel This field identifies the employee as an individual who can approve his own Travel Requests Most Manager and Directors do not have this
84. ight rests with the Buyer C Emergency To be used only when the materials are urgently required in order to meet an observing run repair an essential piece of equipment replace depleted in ventory or meet another requirement that is essential to the smooth operations of the observatory This category should not be abused When such requisitions are received the order is immediately processed The system will send a message to REQLESS NOAO EDU advising those REQLESS Administrators that an Emer gency requisition has been approved and is awaiting processing The Site Admin istrators and stop what they are doing to distribute the requisition and will inform the Buyer that they have an Emergency requisition The Buyer will stop what they are doing to process the requisition immediately Buyers will use express freight the get the goods to Tucson and if destined for an overseas site will authorize the use of express freight to get the goods to the destination D Inventory Restocking To be used when the requisition concerns normal inventory restocking This requisition will receive the appropriate priority depending on whether or not there is an indication that an item s stocking level has reached zero 0 Normally this priority code receives the same priority as Routine 3 Division Project This field is for the User to enter the department or project for which the materials are ordered This field allows Procurement to keep statistics
85. ion List iy Summary Requisition D List b View Db New b By Acct v Buyer b Work Desk b Un Cancel gt Assignments b Change Password REV 06 2007 Select Requisitions To View Call Unapproved Approved Cancelled Purchase Detail Description Fiter Requisition Number Purchase Description Date Created Purchase Order Number Creation Date sea R112931 test Clark 04 20 2007 Pending Approval R112944 test Clark 04 23 2007 Returned For Editing x Page 67 REQLESS The Electronic Web Based Requisition Entry amp Processing System rE MAIL MESSAGES This screen reflects the message notifying the Requester that the requisition referenced in the Subject field has been returned by the Approving Authority for modifications The body of the message is that made by the Approving Authority advising the requester why the requisition was returned and what changes need to be made A centerline noao edu You Successfully Submitted Requisition R100115 For 5 16 2003 3 35 PM PS tclark noao edu Requisition R100115 Reset To Pre Approval By Enterl 5 1 PM From clark noao edu To centerline noao edu Subject Requisition R100115 Reset To Pre Approval By Enterline William C Please Order 6 items REV 06 2007 Page 68 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 2 CANCELLING A REQUISITION The Requisition Ca
86. is used when the Buyer wishes to drag a requisition line from the purchase order and back to the requisition Edit The Edit ICON is used when the Buyer wishes to use edit a specific line item that has been dragged to the purchase order Cancel The Cancel ICON is used when the Buyer wished to cancel either all of a requisition ICON shown on the BUYER WORK DESK SCREEN or an individual line item on a requisition ICON shown on the PURCHASE ORDER LINES SCREEN x SIN 3 THE PURCHASE ORDER LINES SCREEN Modified Accept The Accept ICON is used when the Buyer wishes to accept the changes they have made to either or both of the Deliver To or O C Entry Fields Once selected the Buyer will be returned to the PURCHASE ORDER LINE SCREEN that reflects the changes made and accepted Reject The Reject ICON is used when the Buyer wishes to reject the changes they have made to either or both of the Deliver To or O C Entry Fields Once se lected the Buyer will be returned to the PURCHASE ORDER LINE SCREEN that will reflects the original data in those fields 4 THE DETAIL UNCANCEL SCREEN Un Cancel Line Item The Un cancel Line Item ICON is used when the Buyer T wishes to Un cancel only certain line items on a cancelled requisition Once se REV 06 2007 Page 105 REQLESS The Electronic Web Based Requisition Entry amp Processing System lected the Buyer will be returned to the DETAIL UNCANCEL SCREEN that
87. le IMPORT ANT At the present AOSS Procurement Office is not trained in REQLESS and all requisitions to be purchased in Chile are to be forwarded to NOAO Procurement in Tucson for either processing or forwarding manually to AOSS Purchasing C NEW MEXICO The requisition is to be processed by NSO Purchasing in Sac Peak D Other USING THIS OPTION IS DISCOURAGED USER NOTE This selection is important to the to the software because the requisition will be distributed to that purchasing office for processing For example A Chile requisitions may be designated for processing in ARIZONA and will be distributed to the buyer in the NOAO Procurement office for processing B Requisitions issued by GONG may be sent to CHILE for processing as it concerns something needed for the Chile instrument that can be purchased locally in La Serena or C NSO orders originating in Tucson may be distributed to the NSO Sac Peak buyer for processing in NEW MEXICO 2 Account Number This area has room for up to four 4 separate account numbers Requisitions having more than four 4 account numbers should note the additional ac count numbers in the Notes field The User must enter at least one account number Expense codes are not appropriate in this area only the main 9 digit Account and Project numbers are required in this field The User must also indicate the percentage of distribution for the account numbers selected The to
88. leen A P49179A 02 17 2005 SAO Computer Enterline William C 03 18 2005 Approved Kerekes Jeanette M p51704c 03 21 2005 Stamps Enterline William C 04 28 2005 Approved Castillo Gloria C P72106A 05 02 2005 Pallets Enterline William C 06 08 2005 Approved Enterline William C P50304A 06 08 2005 Chemtrec Enterline William C 06 15 2005 Approved Kerekes Jeanette M p52087b 07 05 2005 Althouse Enterline William C 06 17 2005 Approved McBride Kathleen A P49374L 06 29 2005 Exp practioner Enterline William C 06 17 2005 Approved Kerekes Jeanette M p52112a 06 20 2005 Select Requisitions To View b Assignments gt Change Password m am m m m Jem jam To begin the process of reissuing a requisition the user must go to the REQUISITION LIST SCREEN From this screen the user will select Approved from the Select Requisitions to View box From the list of approved requisitions that appears the User will have to identify the one with the Purchase Description that meets the current need wW From this list the User will click on the Requisition Number of the requisition that they A wish to reissue The User will then be transferred to the Requisition Reissue Screen The reissue process adds two additional parts to the requisition creation process A the
89. ll still be sent but there will be no information in the message body as to the reason for the cancellation REV 06 2007 Page 65 REV 06 2007 REQLESS The Electronic Web Based Requisition Entry amp Processing System IMPORTANT If a requisition is cancelled by clicking on the CANCEL REQUISITION button the requisition is essentially dead and must be completely reentered by the User even if only a small change was necessary Page 66 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Message Screen When the Approver selected the RETURN FOR CHANGES Program Manipulation Button on the REQUISITION CANCEL SCREEN they will be taken to the MESSAGE SCREEN Selecting the CONTINUE Program Manipualtion Button will send a message to the User advising them that the requisition s program status has been reset to Preapproved and A will be displayed on the User s REQUISITION LIST SCREEN with a Status of Returned for Editing Association of Universities for Research in Astronomy Inc AURA Message Summary v Requisition b List b View z Continue b New Db By Acct The Requisition Was Reset To Pre Approval v Buyer b Work Desk b Un Cancel b Assignments b Change Password After selecting the CONTINUE Program Manipualtion Button the Approver will be sent to the REQUISITION LIST SCREEN Association of Universities for Research in Astronomy Inc AURA Requisit
90. m Marianne D 09 15 2006 Aceituno Jessy 09 15 2006 User Name LOO OO Name C i Password Site ID b Change Password Department z Adams Sarah 04 24 2007 09 15 2006 1 1 1 1 1 1 T 1 1 09 15 2006 1 1 1 4 1 ir 1 1 1 x Aggarwal Sonia R Aguilar Jorge Aguilera C Aguirre E Aguirre Victor Ahmadia Aron J Is Active Locked Out Administrator 09 15 2006 09 15 2006 04 24 2007 09 15 2006 09 15 2006 09 15 2006 04 10 2007 Director Site Administrator Alatorre Jose J Alden Michael R Aldrich Clifford Allen Andrea M 09 15 2006 Allsman Roberta A 09 15 2006 a ool Fiters Self Approve Travel Buyer TCR Accountant XXX X X X X X X X X X X X X X X X X Xx QOQReeenneggr vena To verify that the individual has been added to the REQLESS membership the user can locate the employee by using the Apply Filters Action Selection and the employees information will appear in the Employee Data Field Association of Universities for Research in Astronomy Inc AURA Manage Users i pic ees Pa a da b List 0020 Abdel Gawad Mahmoud K 01 01 1980 o x x b view 0011 Abareshi Behzad 09 26 2006 1 1 a X b New 0012 Abbey Sandra L 09 26 2006 1 1 ape gt By Acct 2013
91. mes D z S b Change Password Send For Approval If the requester has approval authority for the dollar value of the requisition there is no choice to be made and the requester s name will show in the Approve Transfer Field Drop Down Box in gray tones However the requester must still select the SEND FOR APPROVAL Program Manipulation Button to begin the approval process In other cases the User will have to select the individual who will approve the requisition via the drop down box Depending on the amount of the order several names may appear By al lowing the User to select the Approval Authority the system insures that if an Approving Au thority is not available the User can select an alternate approver It should be noted that the User would have to select an Approval Authority for each account number listed on the requisitions As such there may be up to four separate individuals approv ing one requisition In some cases the same individual may have to be selected for each of the accounts being used Upon selecting the Approval Authorities the user will click on the SEND FOR AP PROVAL Program manipulation Button to submit the requisition for approval At that point the user will be taken to the APPROVAL SUBMISSION SCREEN where selecting the COMPLETE Program Manipulation Button finalizes the process If the User selects an option from the Program Manipulation Menu before selecting the SEND FOR APPROVAL Program Manipulation Bu
92. mp Processing System The Message Screen The MESSAGE SCREEN is the last step in the approval process Once the CONTINUE Pro gram Manipulation Button is selected the requisition is sent for approval and a message is sent Fy advising the User that the requisition has been forwarded to the selected Approving Author ity ies At this point the requisition will appear on the User s REQUISITION LIST SCREEN with a status of Pending Approval Association of Universities for Research in Astronomy Inc AURA Message Summary v Requisition p List Your Request Was Submitted b View gt New b By Acct v Buyer b Work Desk gt Un Cancel b Assignments b Change Password REV 06 2007 Page 34 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 6 E MAIL MESSAGES Whenever a requisition is submitted for approval cancelled or approved and email message will be sent to the Requester or the Approving Authority advising them of the action Requester s Approval Submission Notification This screen reflects the message notifying the Requester that they have successfully submit ted the requisition referenced in the Subject field for approval This may be important in case a Manager asks their assistant to place an order using their account information This feature will allow them to see that the order was placed This will also allow them to see if an order was placed using their account
93. n of Universities for Research in Astronomy Inc AURA Detail Uncancel Summary Requisition r113058 v Requisition loTy unit Unit Cost Description D List 2 EA 500 Test Item b View Db New b By Acct v Buyer Db Work Desk b Un Cancel Un Cancell All b Assignments b Change Password Using the Un Cancel All Action Selection will Un cancel all the cancelled items on the req uisition and return the Buyer to the BUYER WORK DESK SCREEN where the Un cancelled requisition will appear REV 06 2007 Page 103 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 8 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS ACTION SELECTIONS 1 THE BUYER WORK DESK SCREEN A Add New Selecting Add New Action Selection allows the Buyer to create a new purchase order Action Item on the BUYER WORK DESK SCREEN 2 THE PURCHASE ORDER LINES SCREEN A Release Selecting Release Action Selection allows transfers the requisition data either in it s modified or original state to the USL Accounting System Action Item on the PURCHASE ORDER LINES SCREEN 3 THE DETAIL UNCANCEL SCREEN A Un Cancel All Selecting Un Cancel All Action Selection will Un cancel all of the line items on the previously cancelled requisition and allows the Buyer to do this without selecting each individual line item PROGRAM MANIPULATION BUTTONS 1 THE PURCHASE ORDER ADD SCREEN A SAVE
94. n their keyboard activated Because the password is case sensitive it reads the attempted login as an error The employee unable to access the system will send a message to reqless noao edu asking for assistance The Site Administrator will receive the message and go into the MANAGE USER SCREEN Using the Apply Filters Action Selection the Site Administrator will identify the locked out User Selecting the User s User Name the Site Administrator will pull up the employee s REQLESS information in the Employee Data Field By selecting the Locked Out field the Site Administrator will remove the User Name wl lockout check mark The Site Adminis EN Name McBride Kathleen A trator must then select the SAVE Pro gram Manipulation Button to save the Password not available change to the employee s data Site ID fi The Site Administrator will then 2 CAS in have to send a message to the employee E Mail kmcbride noao edu that they are no longer locked out Is Active M Locked Out V Administrator V Director Site Administrator V Self Approve Travel Buyer V TCR Accountant REV 06 2007 Page 115 3 2 3 1 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 4 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS ACTION SELECTIONS THE MANAGE USERS SCREEN A Apply Filters Clicking this button allows the Administrator to view
95. ncel Screen By selecting CANCEL on the REQUISITION DISPLAY SCREEN the Approver is taken to the REQUISITION CANCEL SCREEN where the actual cancellation takes place Here the Approver is required to decide how the requisition is to be cancelled The Approver is given the option of either returning the requisition for additional modifications i e change in quantity description etc or cancelling the requisition completely Association of Universities for Research in Astronomy Inc AURA Requisition Cancel Y Summary v Requisition pare A Cancellation E mail will be sent to the requestor b View Please provide feedback b New 100 characters max b By Acct v Buyer a b Work Desk H b Un Cancel b Assignments b Change Password By selecting the CANCEL REQUISITION Program Managerment Button the Approver is saying that the requistiion will not be approved even if modified This screen also allows the Approver to add text to a message that is automatically sent to the requester telling them why the requisiton was cancelled or what changes need to be made to it before it will be approved ENTRY FIELDS 1 Unlabeled This field allows the Approver to enter a message of up to 100 characters to the requester advising them why the requisition was cancelled or returned for changes If no message is entered in this field an email message will still be sent but there will be no information in the message body as to the re
96. nformation or assistance REV 06 2007 Pareo REQLESS The Electronic Web Based Requisition Entry amp Processing System Requester s Transfer of Ownership Notification When the Dual Approval Process is utilized and ownership is transferred to an intermediate ap proving authority the requisition submitter receives the following message amp Ownership Of Requisition R100119 File Edit View Tools Message Help o w el a x E Reply Reply Al Forward Print Delete Previous Net Addresses From clark noao edu Date Thursday March 25 2004 3 02 PM To clark noao edu Subject Ownership Of Requisition R100119 Ownership Of Requisition R100119 Was Transferred To TRACY J http iwww cas noao edu reqless Default aspx REV 06 2007 Page 37 REQLESS The Electronic Web Based Requisition Entry amp Processing System Account Manager s Notice of Ownership When the Dual Approval Process is activated the Account Manager to whom ownership was transferred receives the following message amp Ownership Of Requisition R100122 File Edit View Tools Message Help Be E e e le Reply Reply All Forward Print Delete Previous Next Addresses From rracy noao edu Date Thursday March 25 2004 3 18 PM To clark inoao edu Subject Ownership Of Requisition R100122 Ownership Of Requisition R100122 Was Transferred To You http www cas noao eduwreqless Default aspx REV 06 2007 Page 38
97. no longer shows the cancelled line items REV 06 2007 Page 106 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 9 MANAGING USER DATA In order to keep the REQLESS system functioning properly the System Administrators must be able to add delete update and reactivate Users The following parts will discuss each of these activities REV 06 2007 Page 107 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 1 GETTING TO THE MANAGE USERS SCREEN y hitp www cas noao edu regless Root Summary aspx e Edt View Favorites Tools f Help Association of Universities for Research in Astronomy Inc AURA Summary _Type _ Unfinished Pending 2 B Requisition 1 Summary v Requisition Check Request 0 0 Es b Lis b View Travel Request 0 0 Es b New Db By Acct v Buyer b Work Desk b Un Cancel b Assignments b Change Password Once logged into the REQLESS System the System Administrator must enter the following web address into the web address field http www cas noao edu regless Root Summary aspx http www cas noao edu reqless manage manageusers aspx Once entered the system will take the Administrator to the MANAGE USER SCREEN REV 06 2007 Page 108 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Manage User Screen It is from the MANAGE USER
98. ns To Display There Are No Purchase Orders To Display Send For Approval Requisitions Unfinished Purchase Orders b View b New b By Acct Add New v Buyer b Work Desk b Un Cancel b Assignments b Change Password REV 06 2007 Page 98 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 5 AMENDING A REQUISITION The Buyer Work Desk Screen If a requisition has been submitted that is intended or can be used to amend an existing purchase order the Buyer cannot recreate the existing purchase order but must select the Amend ICON on the BUYER WORK DESK SCREEN Association of Universities for Research in Astronomy Inc AURA Buyer Work Desk Summary v Requisition b List There Are No Purchase Orders To Display gt View Requisition Number Date Wanted Requestor _ Amend Cancell b New R113057 05 05 2007 S William c fa b By Acct R113058 05 22 2007 Enterline william c a v Buyer gt Work Desk gt Un Cancel Send For Approval Requisitions Unfinished Purchase Orders b Assignments b Change Password Selecting the Amend ICON will take the Buyer to the REQUISITION AMEND SCREEN where the Buyer completes the purchase order number that the requistiion will amend Once that is completed the Buyer selects the CONTINUE Program Manipulation Button Association of Universities for Research in Astronomy Inc AURA Requisition Amend Summ
99. o edu To centerline noao edu Subject Requisition R100115 Approved By Enterline William C Nice Job REV 06 2007 Page 74 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 5 DUAL APPROVAL OF REQUISITIONS The REQLESS system has designed with the idea that Project Managers and Department Heads would not want requisitions issued on their account to be submitted directly to the Asso ciate Directors without their knowledge Likewise the Associate Director who ultimately approves the requisition will want to be assured that the Project Manager or Department Head has reviewed the expenditure and ap proves the purchase before the purchase is ultimately approved Technically all requisitions below the Project Manager s or Department Head s maximum approval levels will be viewed and approved by those managers or by someone they have dele gated authority to Requisitions for purchases that exceed their maximum approval level will be forwarded to either the Project Manager or Department Head for review and approval This process is called the Dual Approval Process because it required a requisition to be approved twice The forwarding of a requisition to the Project Manager or Department Head is in REQLESS terminology called a transfer of ownership In essence the requisition s ownership is trans ferred from the requester to the Project Manager or Department Head Those upper level man agers must a
100. o insure that the User does not make a typing error when entering their new password If there is a difference between the New Password entry and the Confirm New Password entry the user is taken to a PASSWORD ERROR SCREEN If the two entered passwords are the same the User is taken to a PASS WORD NOTIFICATION CHANGE SCREEN REV 06 2007 Page 12 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 5 THE REQUISITION LIST SCREEN The Requisition List Screen Selecting the LIST from Program Manipulation Menu will take the User to the REQUISI TION LIST SCREEN This screen will display all of the requisitions that the User has entered that have a status of Unfinished Returned for Editing or Pending Approval Only the most recent 20 requisitions are displayed If more requisitions are listed page numbers will be supplied at the bottom left comer of the list Selecting those page numbers will allow the User to manipulate through the complete list Association of Universities for Research in Astronomy Inc AURA Requisition List v Summary Teeeculstion Select Requisitions To View D List b View CAI Unapproved C Approved Cancelled P New Purchase Detail Description b By Acct v Check b List b View SN Purchase Order Number Creation Date E Enterline William C 03 27 2006 Travel Enterline William C 04 10 2006 b List Enterline william C 04 12 2006 b New
101. oa E o s aSa a S eion erosio 117 PART 2 REQUISITIONS EXCEEDING 250 000 csssssssssssssscscssessssssesssssssesessssssssssesecesesesessesesesesosenens 118 PART 3 ERROR MESSAGES AND USER TIPG cccccseeceeceeeeeeeeeeeeeeeeeeeeeseeeeseeeeees 119 REV 06 2007 Page 6 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 1 INTRODUCTION TO REQLESS The NOAO Designed requisition entry and processing system has been designed with sim plicity and functionality in mind Named REQLESS the ultimate system will incorporate far more than simply requisitions The intention is for the REQLESS System to be a portal through which AURA employees can do everything from produce requisitions to complete time cards to delegate signature authorities to process travel requests and submit travel expense reports The following pages describe the complete REQLESS system The intention is to help the User understand the complete system As new functions are added to the system those functions will be added to this manual This manual is produced using screen shots Some of these screen shots are from systems operated by Buyers and Administrators Those individuals have access to screens that normal Users do not have access to As a result the Program Manipulation Menu options shown on the screen shots or as discussed on Part 3 of this Chapter may not be available to all users In this manual you will occasionally se
102. on what department or major project is submitting requisitions A drop down box is used to enter the selections If a specific selection is not available contact the Manager NOAO Procurement to see if the notation can and should be added This field is for statistical purposes only As such if an exact match is not available select the next best option 4 Requisition Origination Indicates to the purchasing agents at the office processing the requisition what site originated the requisition This selection is important for Purchase Order distribution purposes The Possible Selections are REV 06 2007 Page 23 REQLESS The Electronic Web Based Requisition Entry amp Processing System A NOAO The requisition originates from a site in Arizona i e a Kitt Peak facility or from offices in the NOAO Tucson facility B NSO The requisition originates from the NSO Sac Peak site C CTIO The requisition originates from CTIO in Chile D AOSS The requisition originates from AOSS in Chile E SOAR The requisition originates from SOAR in Chile F Other The requisition originates from another facility 5 For Purchases In Indicates to the Site Administrators at the various purchasing sites where the requisition is to be processed The Possible Selections are A ARIZONA The requisition is to be processed by NOAO Procurement in Tucson B CHILE The requisition is to be processed by the AOSS Procurement office in Chi
103. only those Us ers meeting those criteria selected in the entry boxes USER NAME or NAME PROGRAM MANIPULATION BUTTONS THE MANAGE USERS SCREEN A ADD Clicking on this Program Manipulation Button will allow the Administrator to manually enter user information into the entry area on the right side of the screen B SAVE Clicking on this Program Manipulation Button signifies to the system that the changes to the User s profile is approved THE EMPLOYEE DATA FIELDS SUB SCREEN A SAVE Clicking on this Program Manipulation Button signifies to the system that the changes to the User s profile is approved ICONS THE MANAGE USERS SCREEN Update Membership Selecting the Update Membership ICON will update the L membership of the individual whose ICON is selected This will be discussed when detailing how to add new Users Delete From Membership Selecting this ICON removes an individual from REQLESS membership and that person is no longer able to use the system This ICON should not be activated unless the individual is to be removed Once re moved from membership the employee cannot reactivated unless the REQLESS system s software is updated REV 06 2007 Page 116 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 10 SUPPLEMENTAL INFORMATION PART 1 GETTING HELP 1 Please send questions suggestions or recommendations to reqless noao edu This email address send yo
104. oria C ARIZONA 04 16 2004 tan R101019 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 19 2004 P Asgsioaniente R101014 Routine Hudson Joanne P Castillo Gloria C ARIZONA 04 19 2004 b Change Password R101017 Scheduled Project Hayes Susan P McBride Kathleen A ARIZONA 04 19 2004 R101010 Routine Jensen Brenda J Castillo Gloria C ARIZONA 04 19 2004 R101022 Routine Piano Priscilla Castillo Gloria C ARIZONA 04 19 2004 R101020 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 20 2004 R101023 Routine Hudson Joanne P Castillo Gloria C ARIZONA 04 20 2004 R101024 Routine Piano Priscilla Castillo Gloria C ARIZONA 04 20 2004 R101028 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 21 2004 R101026 Routine Coil Kathleen F McBride Kathleen A ARIZONA 04 21 2004 R101027 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 21 2004 R101032 Routine Jensen Brenda J McBride Kathleen A ARIZONA 04 21 2004 R101030 Emergency Ditsler Jennifer L Castillo Gloria C ARIZONA 04 21 2004 R101031 Routine Ditsler Jennifer L Castillo Gloria C ARIZONA 04 21 2004 R101025 Routine Wilson Robert T Castillo Gloria C ARIZONA 04 21 2004 R101041 Routine Hudson Joanne P Castillo Gloria C ARIZONA 04 22 2004 R101036 Routine Petrosino Nick McBride Kathleen A ARIZONA 04 23 2004 E E CO E i H Apply Filters 2345678910 06 6 60 6 6 amp e 6 66 66 6 66 amp gt gt xx x x g
105. oving Authority and the Buyer that there are attachments associated with the requisition that must be reviewed prior to approving or processing the requisition Attachments can be a complicated process The User must note the requisition number on the attachment s and forward them to the approving authority It is suggested that the User and the Approving Authority discuss such requisitions prior to submissions to deter mine whether or not the Approving Authority needs to see the attachments If they do not need to see the attachments the attachments can be forwarded directly to the procurement office If not properly identified the attachments may never get matched with the requisition and the procurement process may be slowed significantly The system allows the user to attach one or more files as an attachment to the purchase order when the order is undergoing final review The ee a ore al exact procedures will be addressed at that time The at tached files will be sent to REQLESS NOAO EDU one of who will insure that the file s is are matched with the requisition Date Wanted this space allows the User to tell the procurement office when the materials are required Please be realistic when entering the date This will help the buyer in prioritizing the order for more effi cient processing of all their requisitions received The User may enter a specific date or click on the Down icon to pull up the calendar and then select the d
106. p proval before it can be processed by Procurement Cancelled Requisitions with this status have been cancelled by the Approving Authority for some reason When cancelled the Approving Authority has the option to e mail the re quester and explain why the requisition was cancelled This requisition cannot be resur rected The only solution is to speak to the Approving Authority discuss the reason for the cancellation and reenter another requisition Returned for Editing Requisitions with this status have been returned to the User by the Approving Authority because the requisition needs to be edited in some manner When re turned the Approving Authority has the option to e mail the requester and explain why the requisition was returned and what changes need to be made so that the requisition can be approved This status designation is the same as Unfinished and will allow the User to make the necessary changes and resubmit the requisition for approval Transferred Pending Approval Requisitions that require the approval of an Associate Director will have their ownership transferred to the individual with signature authority just below the Associate Director Level The requisition is transferred to that employee who has the option of approving or canceling the requisition If this individual approves the requisition the requisition is forwarded to the Associate Director for formal approval Owned Pending Completion When a requi
107. pprove the requisitions before it is transferred to the Associate Director for ultimate approval The Project Manager or Department Head performs the same approval processes as noted in Chapter 4 either approve outright cancel or return for modifications The primary difference that the requester will see is that on the REQUEST ROUTE SCREEN there is no choice as to whom the requisition is to be forwarded to The Department Manager is the only possible selection REV 06 2007 Page 75 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 6 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS ACTION SELECTIONS 1 NONE PROGRAM MANIPULATION BUTTONS 1 THE REQUISITION DISPLAY SCREEN A PRINT PREVIEW Clicking on this button brings up the REQUISITION PRE VIEW WEB POP UP SCREEN discussed in PART 4 of CHAPTER 2 B APPROVE Clicking on this button indicates that the requisition is being approved and takes the Approver to the Requisition Approval Screen C CANCEL Clicking on this button indicates that the requisition is not approved and takes the Approving Authority to the Requisition Cancellation Screen which of fers two options in canceling the requisition 2 THE REQUISITION CANCEL SCREEN A RETURN FOR CHANGES Clicking on this button takes the Approver to the MESSAGE SCREEN informing the Approver that the status of the requsition was reset to the Preapproved Status B CANCEL REQUISITION
108. ption Fiter b By Acct v Buyer b Work Desk iio Requisition Number Purchase Description Deliver To __ Date Created Status _Buyer Name _ Purchase Order Number Creation Date R113058 test Enterline William C 05 02 2007 Approved Enterline William C R113057 ftest Enterline William C 05 02 2007 Approved Enterline william C Amend P71056N 05 02 2007 INcrease Blanket PO Enterline William C 03 30 2007 Approved Kerekes Jeanette M as Amendment to P4966386 03 30 2007 Pallets Enterline William C 03 28 2007 Approved Purchase on BOMPA 03 28 2007 Stamps Enterline William C 03 22 2007 Approved Fx P60726A 03 22 2007 schedule 8 Enterline William C 12 27 2006 Approved Kerd P54428A 12 27 2006 Will Call Mail Serv Enterline William C 12 12 2006 Approved q p P54366A 12 12 2006 Business Cards Enterline William C 11 13 2006 Approved Kerd P54292A 11 21 2006 Bits amp Pieces Enterline William C 10 09 2006 Approved P60226A 10 09 2006 Monitor Enterline William C 10 05 2006 Approved Entel P00002N 10 05 2006 iChemtrec Enterline William C 10 05 2006 Approved test 10 05 2006 Chemtrec Enterline William C 10 05 2006 Approved P00001A 10 05 2006 Monitor Enterline William C 10 05 2006 Approved Enterline William C test 10 05 2006 Monitor Enterline william C 10 05 2006 Approved Enterline William C P00001C 10 05 2006 Customs Bond Enterline William C 09 28 2006 Approved
109. quest corresponding to the View icon Delete All requisitions that have not been sent for approval can be cancelled by selecting the Delete icon The icon does not indicate that the requisition has been cancelled it only means that the User can cancel the requisition if they select the icon REV 06 2007 Page 59 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 4 APPROVING A REQUISITION Once a requisition has been created and before the Procurement Office can process it the in dividual designated by the requester to approve the requisition must indicate their approval to commit the funds Once that has been accomplished the requisition will be forwarded to Pro curement for processing ultimately result in a contractual commitment between AURA and the vendor selected by the Buyer The individual designated to approve the requisition will be notified by E mail that there is a requisition pending their approval This Chapter will discuss what that approving individual must do to actually approve the req uisition REV 06 2007 Page 60 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 1 IDENTIFYING THE REQUISITION TO BE APPROVED The Requisition List Screen To begin the process of creating a new requisition the Approver must click on the LIST se lection in the Program Manipulation Menu This will transfer the Approver to the REQUISI TION EDIT SCRE
110. quisition can be called up and printed Accept Selecting the Accept ICON will advise the system that the saved Buyer is to be used and has the system revert back to the REQUISITION ASSIGN SCREEN Print Selecting the Print ICON will print the requisition using whatever in formation has been saved Selecting this ICON before the Edit ICON will print the requisition but with no Buyer name or assign date Cancel Selecting the Cancel ICON will cancel the requisition REV 06 2007 Page 89 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 8 PROCESSING REQUISITIONS The actual processing of any requisition is dependent on several factors e The first factor is the procedures formulated by the specific purchasing department that are to be used by the Buyers within that organization e The second factor is the procedures that the Buyer is familiar with and comfortable in using when contacting the vendors and assigning prices to the individual line items e The finally factor is the contractual requirements under which the funding is issues on the order that is being processed The steps the Buyers uses in processing an order will not be discussed here However this Manual will start the discussion at the point that a vendor has been selected and the pricing quantity and description have been determined It is at that point that the Buyer is ready to pro duce the actual Pur
111. quisition off for approval is discussed in PART 5 of CHAPTER 2 and is the same for a reissued requisition REV 06 2007 Page 56 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 7 E MAIL MESSAGES The discussion of the E Mails associated with the issuance of a requisition is discussed on PART 5 of CHAPTER 2 and is the same for a reissued requisition REV 06 2007 Page 57 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 8 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS ACTION SELECTIONS 2 THE REQUISITION DISPLAY SCREEN A Add Detail Item Clicking this button allows the user to add another line item to the reissued requisition PROGRAM MANIPULATION BUTTONS 1 THE REQUISITION DISPLAY SCREEN A PRINT PREVIEW Clicking on this button brings up the REQUISITION PRE VIEW WEB POP UP SCREEN discussed in PART 4 of CHAPTER 2 B REISSUE Clicking on this button signifies to the system that the User wishes to re issue the selected requisition and takes the User the REQUISITION REVIEW SCREEN 2 THE REQUISITION REISSUE SCREEN A REISSUE Clicking on this button signifies to the system that the User wishes to re issue the selected requisition and takes the User the REQUISITION LIST SCREEN 3 THE REQUISITION DISPLAY SCREEN A EDIT Clicking this button allows the user to edit the information on REQUISI TION EDIT SCREEN It does not allow the User to edit the
112. r Unfinished status REV 06 2007 Page 13 REQLESS The Electronic Web Based Requisition Entry amp Processing System The listing of the approved requisitions also shows the Buyers Name and Purchase Order Number s issued for that requisition Older requisitions do not have this feature as this feature amp was included in an update This feature is convenient as it allows the User to see if a requisition has been processed or assigned to a Buyer If there are any questions the User should contact the assigned buyer or send a message to reqless noao edu which is monitored by the system administrators Qs Association of Universities for Research in Astronomy Inc AURA Requisition List v Summary v Requisition D List E ewe Call C Unapproved Approved Cancelled tonas Purchase Detail Description Fiter Db By Acct v Buyer gt Work Desk Stree Requisition Number Purchase Description _ Date Created Status Buyer Name _ Purchase Order Number Creation Date R101264 Stamp Machine Enterline William C 05 02 2004 Approved McBride Kathleen A i R101290 Digital Scale Fernando Delaha McBride Kathleen A IBM Thinkpad K Wilson A pproved Enterline William C Chemtrec Enterline William C proved McBride Kathleen A Xerox Maint Enterline William C z Approved Kerekes Jeanette M Bits amp Pieces li filli pproved Enterline William C IATA Subscription il Approved Enterline William C Ship
113. rent screen where the cancellation action will occur REV 06 2007 Page 62 REV 06 2007 REQLESS The Electronic Web Based Requisition Entry amp Processing System IMPORT ANT It must be noted that the system will not show any attachments If the Approver requires such attachments prior to his her approval they will have to wait until the attachments are manually or electronically delivered to them by the requester Page 63 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Detail Display Screen Distribution Account Number Expense Code so yxeoo0300 10 50 nxeooosi0 10 By selecting the View ICON B next to a selected line item on the REQUISITION DIS PLAY SCREEN the Approver can view each line item via the DETAIL DISPLAY SCREEN for that line item Although the line item can be viewed no action can be taken Clicking on the Web Browser s Back Arrow will return the Approver to the REQUISITON DETAIL SCREEN REV 06 2007 Paget REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 2 RETURNING A REQUISITION FOR MODIFICATIONS The Requisition Cancel Screen By selecting CANCEL on the REQUISITION DISPLAY SCREEN the Approver is taken to the REQUISITION CANCEL SCREEN where the actual cancellation takes place Here the Approver is required to decide how the requisition is to be cancelled The Approver is given the option of either returnin
114. ride Kathleen a fa X Db By Acct Add New b Un Cancel b Assignments b Change Password 1 PURCHASE ORDER ADD SCREEN Entry Fields A Purchase Order Number This field allows the Buyer to enter the Purchase Order number they intend to use for the purchase The REQLESS system checks this num ber for the correct format and to insure that the number does not already exist in either the REQLESS or USL system B Type This field allows the Buyer select from the drop down bois the type of order the Purchase order will be The selections available are Contract and Service and are required fields in the USL system Each phrase means something specific in USL a Contract means that the order is a standard purchase order or contract in which a certain quantity of product is ordered at a specific price Contract or ders can only be invoiced for as many times as the number of line items or dered b Service means that the order is does not have a certain quantity of product at a specific price but is more attuned to a service in which the quantity is techni cally one Job and the price is variable Service orders may be invoiced sev eral times and the unit price on the actual purchase order is one and the quan REV 06 2007 Page 91 REQLESS The Electronic Web Based Requisition Entry amp Processing System tity is the dollar amount of the order That way accounting can pay as many invoice
115. rmer per Poe Man Sect 2 Pat 2 Cllrs Pa chy Ener por Prac hn Saet 3 Pad VENDOR NAME ORDER DATE J BUYER NAME Enterfine William C By selecting Save the Administra tor can save the file and email it to ven dors Buyer or other interested individu als if that is how the site procedures dic tate Even selecting Cancel will save the assigned data Once the form appears on the screen the Administrator can print it using the Adobe Acrobat Print ICON Returning to the modified REQUI SITION ASSIGN SCREEN the Ad ministrator will see the Buyers name lo cated in the BuyerID column next to the requisition To indicate to the REQLESS system that the assignments have been accepted the Adminis trator must select the Accept ICON The system will return to an unmodified REQUISITION a ASSIGN SCREEN where the Administrator will be able to assign additional requisitions If the Administrator changes their mind on the assignments they can repeat the assignment process by reselecting the Save and Print ICON and repeat the process Association of Universities for Research in Astronomy Inc AURA wi Y Summary Select Requisitions To View v Requisition Selected Call D List Requisition Assign b View b New Requisition Number Ordered By BuyerID Date Distributed Edit Print cancel gt By Acct v Buyer R113001
116. s as can be issued so long as the total dollar value of the order is not ex ceeded REV 06 2007 Page 92 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Purchase Order Add Screen Selecting the Add New Action Selection on the BUYER WORK DESK SCREEN takes the Buyer to the PURCHASE ORDER ADD SCREEN where the purchase order is actually created Association of Universities for Research in Astronomy Inc AURA Purchase Order Add v Summary v Requisition b List b View b New b By Acct Purchase Order Number P10001N v Buyer b Work Desk Type Contract z b Un Cancel b Assignments b Change Password By entering a unique purchase order number in the right format into the Purchase Order Number Entry Field selecting a specific purchase order Type and selecting the SAVE Program Manipulation Button the Buyer is taken to a modified BUYER WORK DESK that has displayed the purchase order entered Association of Universities for Research in Astronomy Inc AURA Buyer Work Desk S pate Send For Approval Requisitions Unfinished Purchase Orders v Requisition b List Requisition Number Date Wanted __Requestor _ Amend Cance Mj Number Type Creation Date R112931 05 04 2007 McBride Kathleen a fy X e10001N Contract 04 30 2007 X b View b New b By Acct Y Buyer b Work Desk b Un Cancel Add New b Assignments b Change Password
117. s concerning the order If no message is entered in this field an email message will still be sent but there will be no information in the message body REV 06 2007 Page 72 REQLESS The Electronic Web Based Requisition Entry amp Processing System The Requisition Was Approved Screen Once the Approver selects the APPROVE Ptogram Manipulation Button on the REQUISITION APPROVE SCREEN the Approver is taken to the REQUISITION WAS APPROVED SCREEN This screen advises the Approver that as selected the requisition has been approved The requisition s status reset to Approved on the requester s REQUISITION LIST SCREEN Selecting CONTINUE on the REQUISITION WAS APPROVED SCREEN sends the approval notification E Mail to the User informing then that the requistiion was approved The requisition now appears in Procurement REQUISITION ASSIGN SCREEN where the appropriate purchasing personnel can distribute the requistiion to the Buyer Continue REV 06 2007 Page 73 REQLESS The Electronic Web Based Requisition Entry amp Processing System E MAIL MESSAGES The following screen reflects the message notification to the Requester that advises them that the requisition has been approved The body of the message reflects any comments written by the Approving Authority A centerline noao edu You Successfully Submitted Requisition R100115 For 5 16 2003 3 39 PM c sition R100115 Approved By Enterline William C 5 16 M From clark noa
118. s will be delivered to the requester This field allows for Departmental Administrators to place orders for indi vidual within their department and avoid having the goods delivered to them by Shipping and Receiving Deliver to entries are limited to 15 characters IMPORT ANT Do not enter locations unless the location is on Kitt Peak Be specific Solar Observing Room may not be specific enough McMath Solar Observing Room 23 is better Entering the receiving individual s name is preferred Estimated Unit Cost This field is where the User enters the estimated unit cost of the line item This can be a best guess price for a catalog or web page or any other estimate The individual who will approve the requisition will be based on this estimated amount unit cost multiplied by the number of units ordered Procurement has noted that if the actual value is greater than 10 or 100 the Approv ing Authority will be contacted and asked to re approve the requisition by email Additional Notes This field allows the User to enter detailed information that cannot be included in the Description field This field is limited to 400 characters Page 28 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 4 REVIEWING THE REQUISITION The Requisition Display Screen The REQUISITION DISPLAY SCREEN permits the User to review the existing entries on a specific requisition and to edit add to or del
119. secsssssesscsssessssssessesssecessesessesssecessesesesesseseees 101 The Buyer Work Desk Screen 0 ccceesessesesesessesesesssseceneeseaesesececnssesacseseccenssssaeseseceeseseacseseceeneseeatseseeeeneeetarees 101 PART 7 UN CANCELLING A REQUISITION sscsssscssssssssssssecsssssessssssecessssessssssesessssesscsesecessesesseseseseeee 102 The Requisition Uncancel Entry Screen ceccceceseccessseseesesesesseceseseseeecneeceacecsececseseeaesesececaeeeeaeaceeceeaeeeeaeees 102 The Detail Uncancel Screen ces scree cs fos de capeceesscecd es dapecs ced fades depose dacegucsts deytesesbetude ds dapesecascpesits deyecsevbetudeds dayests 103 PART 8 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS esossssososoesosessososessesesese 104 Rolon SElECONS esns eas aces Raster tel toon esr ERARE ii hoe EARE eaiaa asta dis 104 The Buyer Work Desk Screen 0 0 0 ceecesessesescsseseseseesceesssceaesesescenesssaeseseceenesesacscseseeassesaeseseceeaeseeatseseeeeneeee 104 The Purchase Order Lines SCre Nn nu cccescesesseseescsseseescsseseescseesesecsseseeesseseecseeseecseeseecsesseeeeseeseeeeneeaes 104 The Detail Uncancel Screens sesc0c03 bic nak cdion anaetaiioantantaon ain cdica chan den tae 104 Program Manipulation Buttons 0 ccccccescssesessesesesesceceseeeseesessecsacseseeseneseeseseseesesesesaceeseceeaeeasaceeeecaeneeeeaeeeeeeas 104 The Purchase Order Add Screen cececccssssesscsseseescsseseescsseseeccssssesecsessesecsssesee
120. selections Once entered the Administrator will select the Apply Filters Action Selection and the program will display only those requisitions issued by the selected User REV 06 2007 Page 83 REQLESS The Electronic Web Based Requisition Entry amp Processing System 3 Buyer ID This field allows the Administrator to select a Buyer from the drop down box selections Once entered the Administrator will select the Apply Filters Action Selection and the program will display only those requisitions issued to the selected Buyer REV 06 2007 NOTE The Site Administrator can use this filtering system to located specific requisition for which the requisition number is unknown NOTE The filtering system can have all one two or three fields occu pied and will filter on those selections Page 84 REQLESS The Electronic Web Based Requisition Entry amp Processing System ASSIGNING THE REQUISITION When the Administrator selects the Edit ICON on the REQUISITION ASSIGN SCREEN the screen is modified by adding the Save and Print ICON the Accept ICON and drop down boxes under the BuyerID column and the Purchase In column wW Association of Universities for Research in Astronomy Inc AURA Requisition Assign Summary Select Requisitions To View v Requisition b List Selected all gt View Ordered By ee Se eee ces a nanmanna T masse H mm J ororo vx e gt b By Acct Y Bu
121. sescseceseseeeceesenesaeseseceeseneeaesceeescaeeneeseeeeeees 37 Account Manager s Notice of OWNerShip eeceecececesceseseseeseseseneeceseeescescnceceseseseceeueeeeaceeseeecnenaeaseeeeseneeeeaeees 38 Requester s Notification of a Requisition s Approval ceseeseseccseeseseseesceesesesesesececseneaesceeeecaeneeataeeeseeas 39 PART 7 ACTION SELECTIONS MANIPULATION BUTTONS AND ICONS esssscsssecesseserseseseeeeee 40 ACTION SElOCHONS ssc chess keds saececotedcadan R a are ae oles cleans E E r ae ath EREA 40 The Requisition Display Screen 0 eeceeceescssessseesescseseecesescseeecseecsaescseecaesesacscsesecaeseaeecsececaeeeeaeecseceeaeeeatets 40 Program Manipulation Buttons 0 cececcssessseeeeseseseeesescsececseneesesesesecaenesaesceeseeaesesasscsesecaesssasaceescaeneeasaceeeeees 40 The Requisition Edit SCre n oe cceeessescsesseseseseescsesessesesesesecsenssaeseseseesesssaesesesecaesssavseseceeseneeaeeesecseneeearees 40 The Detall Edit Sore risscecc 3csscccscesci coves chewsitesstesetacacesstedeessssncates dt ditastascaahcetesevis an T AARS oE ES ERAN ERRARE napy 40 The Requisition Display Screen 0 eeceecececessessseesescseseseeseseseeecsesesaescsesecnssesacecsesecaeseaeacsececaeeeeaeececeeaeeeeatees 40 The Request Route SCreen ceccccecesessssesesesseseseseecsesessesesesececsesssaescsesecnesssacsesessesesesaeseseceeaesseaeeeecseneaearees 41 The Message ereer e e e era ea Eaa a a Eaa SE eE EAA OR E EEEE TES AN rA EES 41
122. sition s ownership is transferred the indi vidual to whom it is transferred will receive an email notice of the transfer and the requisi tion will have a status of Owned Pending Completion in the status field If changes are required the requisition will be returned to the original requester NOT to the individual to whom ownership was transferred Page 15 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 6 SELECTING REQUISITIONS TO VIEW The Select Requisitions to View Sub Screen This sub screen is located on the REQUISITION LIST SCREEN and is where the User can filter the requisitions that are displayed in the list The selections are 1 AM will display all the requisitions that the User has submitted This list can be very large 2 Unapproved will display only those requisitions that have a status of either Unfin ished Returned for Editing or Pending Approval 3 Approved will display only those requisitions that have a status of Approved 4 Cancelled will display only those requisitions with a status of Cancelled Select Requisitions To View Call Unapproved Approved Cancelled Purchase Detail Description pow Filter Also in this sub screen is a filtering mechanism that the User can employ to recall requisi tions that have line items containing the word or number the User enters in the field The User should first select the list that they
123. sitions To View b List E NEn CA Unapproved C Approved Cancelled Plow Purchase Detail Description Fitter b By Acct Check b List D iaw l ipti Date Created Purchase Order Number Creation Date fa Enterline William C 03 27 2006 Pending Approval b New vi Travel Enterline William C 04 10 2006 Unfinished Bo list Enterline William C 04 12 2006 Unfinished b View Enterline William C 04 12 2006 Unfinished b New Enterline William C 08 04 2006 Unfinished b Change Password hai Enterline william C 08 04 2006 Unfinished Enterline William C 08 06 2006 Pending Approval R102591 Enterline William C 09 11 2006 Unfinished R102592 Enterline William C 09 11 2006 Unfinished On the left side of all screens is the Program Manipulation Menu This menu allows the user to transition from operation to operation from any screen The Show ICON allows the User to hide all or just certain parts of the Program Ma nipulation Menu The following is a description of each Program Manipulation Menu selections 1 SUMMARY This selection will return the User from any point in the program to the SUMMARY SCREEN the same screen that the User is taken to when they log into the REQLESS system 2 REQUISITION The subcategories under this heading refer to actions that can be per formed concerning requisitions A LIST Clicking on this word takes
124. ssesesecssesesecsesseeeesesseeeeseaes 104 The Requisition Amend Screen eeccseesesescsseseseseescsessseseseseesenessaeseseesenesesaeseseceesesesaesesecseaeeeeatseeeseneeee 104 Th Detail CanceliScreen ss cc ct ani cetic hate A AT teoe ao beer ae ES 104 The Requisition Uncancel Entry Screen ceccccecesescsseseseeseseseseceseseseeecaeseeaeeeseeecaeeeeaeaceececaeenataeeeeeeneeee 104 IG ONS ssc ee At etait settee Oe eat cee sean ea eee a ates atid bes neers Aten ase Nes 105 The Buyer Work Desk Screen eecessssesesesseseseeescsesseceseseseccenesssaeseseceenesesaesesesecaeseaeseeecseaeeeeaveeeeseneeee 105 The Purchase Order Lines SCre Nn nu ec cccesccsesseseesesseseescseeseeccseesesecsesesecseseseessssesecssesesecsesseeeesesseeeeseaes 105 The Purchase Order Lines Screen Edit Portion ccc cc ccccecccesccssccecesecssecssecescsssessessssessssssesseessenass 105 The Detail Uncancel Screens eset het isteeie ts beeen en anh Renee ei eee hoe 105 REV 06 2007 Page 5 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 9 MANAGING USER DATA cccccccceeseeeeeeeeeeeeeeeeeeeeeeneeeneeeeeeeeeeseeeeeeneees 107 PART 1 GETTING TO THE MANAGE USERS SCREEN sscsssssssssssssssssssessssssecessssessesesecessssesseseseseees 108 The Manage User Screen cceeeccccssssssessesesessseseseseesenenssaescseseesenssaseseseenenssacscseseesenssaesesesecaesseavaeeeseeaeaeataes 109 FilterEntry FoS ie
125. sssesecssscsesscsesecsssesessssesecessesesscsesecessasesseseseeeees 91 The Buyer Work Desk Screen cccccesessssescseseeseseseseceesensaescsesecsensscsacsesecaensnesacsesecaeneseeaceesececnseaearseeseseneeeeatees 91 The Purchase ORder Add Screen cececcccsessssesseseescscsesccsessesccsessesecssssesscasssesecsessesecasscesecasssesecseseesecseeaeeseaees 93 PART 2 ASSIGNING LINE ITEMS TO THE PURCHASE ORDER sscssssssssssssecsssssesscsesesessesesscseseeeees 95 The Purchase Order Lines Screen o ee cccsesesscssssesscssscesscsesceseceeseesecessesececseesececsecsecessecsecessecsecessesseceesesaeeeses 95 PART 3 EDITING THE LINE ITEMS u 0 0 ssssssscecssscssssccesecsssesecscsesecessesecscsesecessesessesesecessesesscsesecessasessceeseseees 97 The Purchase Order Lines Screen Modified 0 cccc cece ccccccccssccsscessesssesssesssesscesscssscssecsueceeecsescsssesseesseesees 97 PART 4 RELEASING THE REQUISITION TO USL esssssssssecssscsesscsssecsssesessssssecssesesecsssecessesesseseseceees 98 Tine Purchase Order Lines Screen cerren neia RR dade is ee esa ess ese i eee 98 PART 5 AMENDING A REQUISITION cscsscsssscssssssssessssessssssesecsssesessesesecsssesesscsesecessesessceesecessasesseseseseees 99 The Buyer Work Desk Screen ccccesesessesesescssesesesecsescnssaesesesesenesassesesesaensscsaesesecaenssaeaseeseceensseeacseeseseneetatees 99 PART 6 CANCELLING A REQUISITION uu scsssssssscsssecessssssscss
126. st 0 D View Travel Request 0 b New gt By Acct b Change Password Buyers and System Administrators on the other hand see the following screen The difference is that the Buyer section of the Program Manipulation Menu is only visible to the Buyers and Sys Fa tem Administrators Association of Universities for Research in Astronomy Inc AURA Summary 7 Summary Unfinished a 1 2 B Requisition Requisition D List Check Request o o B b View Travel Request 0 0 Ei b New Buyer b Work Desk b Un Cancel b Assignments b Change Password The coming parts will discuss the various Options and how they are used REV 06 2007 Page 81 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 2 ASSIGNING REQUISITIONS TO THE BUYERS The Requisition Assign Screen When the Site Administrator selects ASSIGNMENTS from the Program Manipulation Menu they will be taken to the REQUISITION ASSIGN SCREEN where the assignment proc ess begins Association of Universities for Research in Astronomy Inc AURA Requisition Assign pecan Select Requisitions To View v Requisition are Selected Call P View b New R101015 Sas se Project Hayes Susan P mens tala Kathleen A ARIZONA 04 94 16 2004 Pe erase R101016 Scheduled Project Hayes Susan P McBride Kathleen A ARIZONA 04 16 2004 ag oe on R101018 Routine Piano Priscilla Castillo Gl
127. t xl x x gt x gt gt gt The requisitions that have not been assigned to a Buyer are listed first with the BuyerID column left blank Up to 20 requisitions are displayed on this screen If no requisitions are unassigned the req uisitions will be sorted from oldest to the most recent The requisitions can be sorted in any order by clicking the column heading The requisitions that initially appear on this screen are only those requisitions that have their For Purchase In selection on the REQUISITION LIST SCREEN made to the same location as the Site Administrators doing the assignments For example requisitions that have New Mexico selected will only be visible to the Site Administrator at the Sacramento Peak NM ob servatory Site Administrators are advised to select the All selection under Select Requisitions to View selection This is because some Users mistakenly select Other or Chile as the For Purchase In selection on the REQUISITION LIST SCREEN when they really want the requi REV 06 2007 Page 82 REQLESS The Electronic Web Based Requisition Entry amp Processing System sition processed in Arizona This is important point to remember since failing to view All the Purchase In options may result in the processing of some requisitions being delayed As seen in the above screen shot there are no requisitions visible other
128. tal of all the percentages must equal 100 or an error will be generated advising the User that the account distribution does not equal 100 REV 06 2007 Page 24 zj 3 4 5 REV 06 2007 REQLESS The Electronic Web Based Requisition Entry amp Processing System These account numbers and their distribution percentages will default to each line item where the User has the option of changing the distribution percentages for the indi vidual line items EXAMPLE Assume the User enters four 4 account numbers on the header and designates each account number with a 25 distribution The User will then be able to enter four line items with each line item assigned one of the four account numbers with a distribution of 100 and the other three 0 This will be reviewed when the entry of line items is discussed USER NOTE Expense Codes will be entered at the time the line items are added These 3 digit Expense codes are applicable only to each line item Suggested Source This area allows the User to notify the purchasing office who they have contacted concerning the requested products from what catalog the part numbers have been taken or the vendor that they know has the product s It is best to include a contact name and phone number If the User references specific part numbers it is important the vendor name is listed Up to 150 characters are allowed Attachments Being Forwarded This check box notifies both the Appr
129. tatees 18 IG ONS seis eae tA as Sac ci WA AS tise ates ere eG thee ANE ek ar NN Sez INGE eta a es boa 18 The SUMMALY SCIEN R EEE T E 18 The Program Manipulation Menu sos oosrese naaa E E E RERS 18 The Requisition List Screen esesesseseseeeesesesseseseeresesessesestetesesessesesreresestosesesterestsessesestetesestosesesteteseseosesent 18 The Select Requisitions To View Sub Screen s ssesesssresesessseseereststssesesrerestsesstsesteresrstsstsesreresesessesent 19 CHAPTER 2 CREATING A NEW REQUISITION eeeeeeeeeeeeeeeeeeeeeeeeeeeees 20 PART 1 CREATING A NEW REQUISITION cscsssssssssssssssssssscssssssssssssssssssnsnssssssssssesesesesesssesesesssssseseseses 21 The Requisition List Sereen eeen a a uetesigi celuosaienecdostes a Ra nE O REEN 21 PART 2 COMPLETING THE REQUISITION HEADER csccsssssssssssssscsesecsssesesscsssecessesesscsesecesseserscseseceees 22 The Requisition Edit Screen 2 0 eee ceceseseseescsescesesesesececnesssaesesesecsesssasscsesecaenssasaesesecaenssaeaesesececseeeareeesesenseeeaeees 22 Entry Fields ee eea aea aA eaae aAa tetedes cs paved eetessny a ANAA Da e E aA E AAE AAE 22 PART 3 ENTERING THE LINE ITEM scsssssssssssssssssscecssscsessssssecsssesessssesecessesesscsesecessesesscsesecesseserseeseseees 27 PART 3 The Detail Edit Screen isicesccicccecccvcassuzeseiecscneuessesceticescnveadeesesdecdccatdateasvbasiecbewasesdesvacseansiatenasteeeveaeeeae
130. than those with the selection of Arizona However by selecting the All option a requisition for New Mexico appears as shown below Association of Universities for Research in Astronomy Inc AURA Requisition Assign Y Summary v Requisition b List gt View b New R112993 Routine Jones E w NEW MEXICO 01 01 1980 Z aai R101015 Scheduled Project Hayes Susan P McBride Kathleen A ARIZONA 04 16 2004 NG gosh Re R101016 Scheduled Project Hayes Susan P McBride Kathleen A ARIZONA 04 16 2004 bnan R101018 Routine Piano Priscilla Castillo Gloria C ARIZONA 04 16 2004 Agane R101019 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 19 2004 b Change Password R101014 Routine Hudson Joanne P Castillo Gloria C ARIZONA 04 19 2004 R101017 Scheduled Project Hayes Susan P McBride Kathleen A ARIZONA 04 19 2004 R101022 Routine Piano Priscilla Castillo Gloria C ARIZONA 04 19 2004 R101010 Routine Jensen Brenda J Castillo Gloria C ARIZONA 04 19 2004 R101024 Routine Piano Priscilla Castillo Gloria C ARIZONA 04 20 2004 R101020 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 20 2004 R101023 Routine Hudson Joanne P Castillo Gloria C ARIZONA 04 20 2004 R101026 Routine Coil Kathleen F McBride Kathleen A ARIZONA 04 21 2004 R101027 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 21 2004 R101032 Routine Jensen Brenda J McBride Kathleen A ARIZONA 04 21 2004 R101025 Routine Wilson Robert T Castillo Gloria C
131. the User to the REQUISITION LIST SCREEN a screen that displays the list of requisitions produced by the User B NEW Clicking on this word takes the user to the REQUISITION EDIT SCREEN which is the first step in the requisition entry process C VIEW Clicking on this word allows the User to view a specific requisition D BY ACCT Clicking on this word allows the User to see a list of all requisitions in cluding those produced by other Users that use a specific account number 3 BUYER This area is only visible for those employees designated as a Buyer These selections deal with how the individual Buyer processes each requisition assigned to them A WORK DESK This selection takes the Buyer to a site where they can process req uisitions create Purchase Orders and export those POs from REQLESS and into the USL Accounting System B UN CANCEL This selection allows the Buyer un cancel a requisition that was pre viously cancelled REV 06 2007 Page 10 4 5 6 7 REQLESS The Electronic Web Based Requisition Entry amp Processing System C ASSIGNMENTS Clicking on this takes Site Purchasing Managers to a site where requisitions can be assigned to specific buyers This selection only appears on Site Purchasing Manager s screens CHECK THIS MENU OPTION IS STILL UNDER CONSTRUCTION AND NOT YET VISIBLE TO THE USER TRAVEL THIS MENU OPTION IS STILL UNDER CONSTRUCTION AND NOT YET VISIBLE TO THE USER EXPENSE THIS MENU OPTIO
132. tion Reissuing requisition will be covered in a later chapter On the left side of the screen is the Program Manipulation Menu This menu will be dis played at all times and the User can manipulate throughout the system at any time Status Definitions Fy 1 Unfinished Requisitions with this status have been initiated by the User but have not been completed and will remain in this status until the User either deletes the requisition or com plete the requisition and forwards it for approval 2 Pending Approval Requisitions with this status have been completed by the User and forwarded to an Approving Authority for approval The status will remain until the requisi tion is acted upon by all of the Approving Authority ies and either approved cancelled or returned to the User for editing 3 Approved Requisitions with this status have been approved by the Approving Author ity ies and made available to Procurement for processing 4 Needs Your Approval Requisitions with this status have been entered by another re quester whose name is displayed in the Requested By column These requisitions have been REV 06 2007 Page 14 5 6 7 8 REV 06 2007 REQLESS The Electronic Web Based Requisition Entry amp Processing System submitted to the User because the User is an Approving Authority on one of the accounts listed on the requisition This status indicates that the requisition requires the Users a
133. to facilitate the login IMPORT ANT The most frequent error logging in to REQLESS occurs because the User has their keyboards Caps Lock activated The fields are case sensitive and the use of Caps Lock may result in an incorrect password being entered REV 06 2007 Bases REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 2 ENTERING REQLESS The Summary Screen With a successful Login the User is granted access to the REQLESS system and will be taken to the SUMMARY SCREEN This screen will display a box that lists of all Requisitions Check Requests and Travel Requests that are either still In Process or that are Pending ap proval Association of Universities for Research in Astronomy Inc AURA Summary Requisition Requisition 0 D List Check Request 0 o B b View Travel Request 0 0 E b New b By Acct b Change Password Selecting the View Icon will take the User to the LIST SCREEN for that Request Type Requisition Check or Travel MPORTANT Although the Check Request and Travel modules have not been released they will appear on the SUMMARY SCREEN REV 06 2007 Page 9 W REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 3 THE PROGRAM MANIPULATION MENU Association of Universities for Research in Astronomy Inc AURA Requisition List v Summary T Reaguisition Select Requi
134. tton on REQUEST ROUTE SCREEN the they will be taken to the screen they selected and the requisition sill not be approved The status of the requisition on the REQUISITION LIST SCREEN will show as Unfinished REV 06 2007 Page 32 W ai REQLESS The Electronic Web Based Requisition Entry amp Processing System COMMON ERROR The most frequent error to occur is for the User to identify who they want to approve the requisition and then make a selection on the Program Ma nipulation Menu before the requisition is sent for approval IMPORT ANT If the User selects the drop down box but does not select an individual se lecting SEND FOR APPROVAL simply returns the user from the Drop Down box to the REQUEST ROUTE SCREEN where they must again select SEND FOR APPROVAL to send the requisition off for approval ENTRY FIELDS 1 Approve Transfer This is the field in which the Approval Authority ies are selected The User will select the available Approval Authority ies via the drop down box Only indi viduals in the drop down box are allowed to approve the requisition Each account entered on the REQUEST ROUTE SCREEN will have an Approval Authority associated with it MPORTANT If the individual you expected to approve the requisition is not there con tact Clark Enterline as there may be a problem with the approval authority listing REV 06 2007 Page 33 REQLESS The Electronic Web Based Requisition Entry a
135. uisition is awaiting their ap proval The User will then be sent to the APPROVAL SUBMISSION SCREEN The requisition will then appear on the REQUISITION LIST SCREEN with a status of Pending Approval 5 THE MESSAGE SCREEN A CONTINUE By clicking on this button the User acknowledges that the requisition has been sent to approval and is returned to the REQUISITION LIST SCREEN ICONS 1 THE REQUISITION EDIT SCREEN Down Selecting the Down ICON will pull up a calendar from which the User can select the date the items is wanted 4 Refresh Selecting the Refresh ICON simply refreshes the date so that another can be entered 2 THE REQUISITION DISPLAY SCREEN View Selecting the View ICON will take the user to the List screen for the type of request corresponding to the View icon Delete All requisitions that have not been sent for approval can be cancelled by selecting the Delete ICON The icon does not indicate that the requisition has been cancelled it only means that the User can cancel the requisition if they select the icon gt E REV 06 2007 Page 41 REQLESS The Electronic Web Based Requisition Entry amp Processing System CHAPTER 3 REISSUING A REQUISITION The second way of producing a requisition is to Reissue a previously issued requisition This process simplifies the requisition creation process in that many of the fields are already completed
136. ur message to all the site administrators one of which will respond 2 Ifyou encounter any problems with the system either send an email to reqless noao edu or contact the Manager NOAO Procurement at 520 318 8277 or centerline noao edu REV 06 2007 Page 117 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 2 REQUISITIONS EXCEEDING 250 000 Requisitions exceeding 250 000 are not allowed on the REQLESS system because of the Dual Approval Process procedure User s will be allowed to enter Requisition exceeding that amount but will not be able to send them off for approval If a requester has a requisition exceeding 250 000 it is suggested that they enter requisition but instead of sending it off for approval they do a PRINT PREVIEW print the requisition have that document signed by the approving authority and then submit the signed print preview to Procurement or Contracts for processing When received by Procurement or Contracts the requisition will be forwarded to the Site Ad ministrator who will go into the REQLESS database and force approval by the approving au thority that signed the paper copy They will then distribute the requisition to the appropriate Buyer REV 06 2007 Page 118 REQLESS The Electronic Web Based Requisition Entry amp Processing System PART 3 ERROR MESSAGES and USER TIPS 1 After entering an account number on the header of a requisition you received the
137. urchases In gt Assignments b Change Password Attachment Being Forwarded No File Attachment Browse attach Note Click Attach Button After Selecting Attachment 4 MEGA Vending 601 749 8424 Suggested Source Date Wanted 05 07 2007 Notes ne Detail Items EA 340 00 559917 Stamp Vending machine 1st Column set for 0 50 and 2nd Column set for 1 50 iat X 1 tot 24 00 1000 folders Eg Xle Add Detail Item Send For Approval Unlike when the User deletes a Requisition from the REQUISITION LIST SCREEN when the Users selects the Delete ICON A x Next to a line item the User will not be taken to a screen where they will be able to verify that they actually did want to delete the requisition If the selec tion was a mistake the User will have to reenter the line item all over again REV 06 2007 Page 54 REQLESS The Electronic Web Based Requisition Entry amp Processing System Adding a Line Item to the Reissued Requisition should select the Add Detail Item Action Selection They will then be taken to a blank DE TAIL EDIT SCREEN for where they will be able to enter the line item information as detailed in PART 2 of CHAPTER 2 If the User wishes to add another line item to the reissued requisition s line item s they Association of Universities for Research in Astronomy Inc AURA
138. yer b Work Desk b Un Cancel gt Assignments p Change Password R101015 Scheduled Project Hayes Susan P ride Kathleen A 04 16 2004 R101016 Scheduled Project Hayes Susa R101018 Routine Piano Priscil R101019 Routine Hudson Joan R101014 Routine Hudson Joani R101017 Scheduled Project Hayes Susa IcBride Kathleen A 04 16 2004 Castillo Gloria C 04 16 2004 McBride Kathleen A 4 04 19 2004 Castillo Gloria McBride Kathleet 04 19 2004 04 19 2004 R101022 Routine Piano Priscilla Castillo Gloria C ARIZONA 04 19 2004 R101010 Routine Jensen Brenda J Castillo Gloria C ARIZONA 04 19 2004 R101024 Routine Piano Priscilla Castillo Gloria C ARIZONA 04 20 2004 R101023 Routine Hudson Joanne P Castillo Gloria C ARIZONA 04 20 2004 R101020 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 20 2004 R101026 Routine Coil Kathleen F McBride Kathleen A ARIZONA 04 21 2004 R101027 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 21 2004 R101032 Routine Jensen Brenda J McBride Kathleen A ARIZONA 04 21 2004 R101025 Routine Wilson Robert T Castillo Gloria C ARIZONA 04 21 2004 R101028 Routine Hudson Joanne P McBride Kathleen A ARIZONA 04 21 2004
139. ys all the REQLESS users However the Administrator must scroll through many screens in order to find the User that the Administrator is interested in modifying To make this process easier the system has allowed the use of Filters The columns can be sorted in either ascending or descending manner but clicking on the heading By entering the name or a part of the name of the User in the filter fields and selecting Ap ply Filters Action Selection Item the system will display all users meeting those criteria The fields on the right hand side of the MANAGE USERS SCREEN are the Employee Data Fields and detail the information of the individual whose User Name the Administrator selects The data in the User Name column is the employee s Employee Number The Name column is the name of the employee The Last Activity column is the date the employee s REQLESS data was modified The In Users and In Membership columns signify if an em ployee is active signified by 1 or inactive signified by 0 within the REQLESS system REV 06 2007 Page 109 i i REQLESS The Electronic Web Based Requisition Entry amp Processing System As an example in the MANAGE USERS SCREEN the Administrator has selected the User Name for Mr Abdel Gawad The information for that employee is then shown in the fields on the right hand side of the screen Association of Universities for Research in Astronomy Inc

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