Financial Services Division
Finance One
FSD Manual
Purchasing
Last modified 20 February 2015
Finance One Purchasing
User Manual
Table of Contents
PU1 Purchase Requisitions ........................................................................................... 1
PU1.1 Create a Standard Requisition........................................................................... 1
PU1.1a Create a My Requisition Order - Quick Order/MarketSite
Roundtrip/Catalogue……………………………………………………………… 15
PU1.2 Modify a Requisition ...................................................................................... 15
PU1.3 Delete a Purchase Requisition ........................................................................ 24
PU1.4 Release and Print an Approved Requisition ................................................... 26
PU1.5 Creating a Requisition Template
PU2 Purchase Orders & Delivery Processing ........................................................... 29
PU2.1 Amend Purchase Order ................................................................................... 29
PU2.2 Cancel Purchase Order.................................................................................... 32
PU2.3 Receive Goods ................................................................................................ 33
PU2.4 Cancel the Receipt of Goods........................................................................... 39
PU4 Enquiries............................................................................................................... 32
PU4.1 Purchase Requisition Enquiry ......................................................................... 32
PU4.2 Purchase Order Detail Enquiry ....................................................................... 33
PU4.3 Purchase Order History Enquiry ..................................................................... 34
PU4.4 Other Purchase Order Enquiries ..................................................................... 35
PU4.5 User Information ............................................................................................. 36
PU4.6 Commitments EIE Enquiry ............................................................................. 37
PU6 Workflow .............................................................................................................. 39
PU6.0 Workflow overview ........................................................................................ 39
PU6.1 Approval of a Requisition, Purchase Order Amendment or Receipt .............. 41
PU6.2 Releasing and Printing Approved Requisitions/Order Amendments ............. 45
PU6.3 Maintaining Workflow Items .......................................................................... 48
PU6.4 Delegations ..................................................................................................... 50
PU6.5 Workflow Item Report .................................................................................... 61
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PU1 PURCHASE REQUISITIONS
There are three methods of creating a Requisition:
1. Creating a Standard Requisition (PU1.1),
2. Creating a My Requisition (PU1.1a), this includes Quick Orders and
MarketSite (Roundtrip and Catalogue),
3. Creating a Requisition from a Template (PU1.5).
PU1.1 Create a Standard Requisition
This option is used for entering a single or multiple line requisition into Finance One
where the goods/services and price etc are to be manually entered into the Requisition
and not selected from a Catalogue or Roundtrip supplier (My Requisition option) e.g.
Non-Defined, Assets and more complex orders.
Important
 No requisitions should be entered against a sundry supplier account as these
cannot be matched at the invoice matching stage.
 Requisitions should not be created when the order is to be paid by using a
University Purchasing Card as there is no link between the purchase card
module and the purchasing system.
 A requisition can be created and saved, then everyone with permission to
modify the requisition can enter the suspended requisition and add additional
items. Once the requisition is complete, it can be Approved (requisition is
turned into Purchase Order at this point) and sent to supplier. This is
particularly useful for bulk purchases where the Departmental Administrator
can start the order on a Monday, then Departmental staff enter their purchases
during the week, then the Administrator completes/approves the order on a
Friday and sends it to the supplier.
 When goods are ordered, always ask whether freight (or other additional
charges) is included in the price of the goods. If they are not, then a separate
line should be added on the order for these additional charges and appropriate
value entered. These additional charges also need to be receipted into the
system with the goods at time of receipting.
 Once a purchase requisition has been approved, the sub location cannot be
altered.
 No requisition should be coded to internal expense codes (dissection codes
beginning with a 7)
 If an account number is selected where the user does not have access, the user
will not be able to save, approve the requisition or send the requisition for
approval to someone else. If the user is regularly raising purchase orders for
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other locations, security access should be arranged for those locations via FN1
Helpdesk.
 Mandatory fields that must be entered are: Supplier Account, Description,
Quantity, Unit Price and Account Code.
 There are several fields with system defaults including: Sub Location, Default
Due Date, Currency, Line Type, Service, GST, Order Unit Name and Delivery
Point.
Menu path
•
Log in as an OU Purchasing Officer
•
Click on the Requisitions tab or Purchasing Officer Dashboard – Create Std
Requisition.
Input screen
Data Entry Instructions
Requisition Header
1. From the New Requisition window (blue panel on the left of the screen)
click on Blank AP Supplier Req.
2. Ensure that the purchase location (this should always be 10 for the
University of Otago) and purchase sub location (this defaults to your cost
centre and is used for the delivery address/account code options) are correct.
These are located at the top of the screen in the boxes Location/Sub
Location. The values default from your user ID. To permanently amend
these defaults, contact the Finance One Help Desk.
3. The ledger will default to PC (payables creditors). This can not be changed.
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4. Select the Supplier Account number. These are the same numbers as used
for the Accounts Payable suppliers. This can either be entered or the
creditor can be selected from the pick list. Do not select any of the sundry
supplier accounts.
5. Supplier Name: This field will automatically populate with the supplier
name as entered in the supplier master records when the Supplier Account
Number is selected.
6. Comments: This is where you can supply comments for the supplier - these
will appear on the purchase order. These do not appear in the general ledger
narration fields but can be viewed from the GL by clicking on the purchase
order link. The first three line of details will appear on the Purchase Order.
7. Confirmation only: choose from STD = Standard order (where the order is
yet to be given to the supplier – this is the system default) or CON =
Confirmation only (where the buyer does not require their order to be sent
to the supplier e.g. orders on EDI suppliers for Oligos, Primers, Supply
Centre and Service orders – see #44 for more details on EDI).
8. Override Supplier Address: Choose from Y(yes) or N(no) – system default.
9. Override Address: If the override supplier address is Y then use these four
fields to enter an alternative supplier address. This relates to the suppliers
address appearing on the Purchase Order.
10. Default Due Date: The Date Required field on the Purchase Order is now a
mandatory field and will be displayed on all Purchase Orders to Suppliers.
This gives buyers the ability to advise suppliers when their goods are
required to be delivered, and means suppliers can advise of any delivery
issues that may occur. This also means the buyer can better manage their
current and overdue orders either by enquiring on order due date or by using
the system alerts.
The Default Due Date in the Requisition Header will show by default, the
date in 7 days time (i.e. today + 7) – if no other date is selected, then this is
the date that will appear on your order as the Required Date.
To select an alternative Date Required for your order you can:
1. use the Default Due Date calendar to select a date or
2. click in the Default Due Date field and enter ‘t+2’ for example,
which means today plus 2 days. By tabbing to another field the date
will appear.
If you enter Requisition Line details prior to entering a Default Due Date
you will need to click on Apply to Lines. Alternatively each line can have
its own Due Date which can be selected from the Line Due Date field.
If you are creating an order for goods or services with a long lead time then
you should set your Default Due Date to the last expected delivery date as
the system will use this date to generate Overdue Order alerts.
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11. Reference: A reference such as suppliers quote number or contact person (if
provided by the supplier) may be entered in this field. The first 28
characters will print on the purchase order .
12. Currency: This defaults to the currency set on the supplier record. Suppliers
can only transact and be paid in one currency so this field should never be
altered.
13. Foreign Currency Suppliers: if the supplier is set up as a foreign currency
supplier, 3 additional exchange rate fields will appear.
•
Exchange Rate Table: This should always be SPOTAP (being the daily
exchange rates applicable to creditor invoices) and should never be
amended.
•
Exchange Rate Date: This should be the date of the purchase order e.g.
today’s date. Once an invoice is matched against the purchase order, this
date will be overwritten by the actual invoice date and the NZD equivalent
amount will be re-calculated.
•
Exchange Rate: This will show the exchange rate used for the purchase
order.
Requisition Lines
14. Line type: This would normally be Non Stock or Asset. Non Stock is the
system default.
Choose from either:
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•
Non Stock: This is for all items purchased that should not get entered
against an inventory system or an Asset. This is the Default.
•
Asset: This is chosen when the purchase is to be entered into the
Finance One Asset register. See the Assets User Manual for further
details.
•
Catalogue: This should only be used in conjunction with the Inventory
module.
15. Identifier Name: This field is only used if the item to be purchased is an
Asset. If it is an asset the default should be “10Assets” – if not select from
the available picklist.
16. Identifier Nbr: This field is only used if the item to be purchased is a stock
item. Leave blank.
17. Description: If the Line Type is Non Stock or an Asset, the name of the
product purchased is entered here. This will show on the purchase order. If
the Line Type selected was Catalogue (i.e.the item is a Stock/Inventory
item), then the name of that stock item is pre-populated into this field.
Whatever is entered here appears in the General Ledger in narrative line 1.
Maximum 40 characters. To enter an extended description you can use the
Line Comment and/or Additional Line Text.
18. Requested For: This field can be used to identify who the goods are to be
purchased for within the department. This does not appear on the order that
is sent to the supplier.
19. Service: Choose from either G = Goods (where both units and unit cost are
entered) or S = Service (where only a value is entered). G is the default.
20. GST Code: Choose the correct GST code from the drop down list. This field
defaults to C being GST at the current rate of 15%. If any other GST code is
chosen, please check the detailed GST rules on the University web site to
ensure that the rate chosen is correct.
Generally the following rules apply:
Rate Code C = 15% GST
Rate Code NA = 0% GST
Rate Code G = 100% GST
Rate Code Z = 0% GST
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– All purchases of goods and services from
NZ entities provided a valid GST invoice is
held
– Purchases of goods and services from
overseas entities.
– Purchases of goods and services from NZ
entities where no valid GST invoice is held.
– Mileage reimbursements to staff
– Expense reimbursements to study
participants / staff based on a standard
formula where no valid GST invoice is held.
– Used for invoices for customs duty. Note
the account code used must be the University
GST code 10.BS.C04.9271.00.
– This does not apply to purchases of goods
and services.
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Rate Code E = 0% GST
– Purchases of goods and services for
exempt activities (University flats and Toroa
house).
– Salaries and Wages, Bank fees, Interest
charges etc.
Rate Code Hall = 9.75% GST – This does not apply to purchases of goods
and services
21. Order Quantity: If the order is for goods, enter the quantity of goods to be
purchased.
22. Order Unit Name: Input the unit of purchase (The default is ONLY) e.g.
each, litres, kgs, pkts. This will print on the Purchase order. There is also a
table of Unit Names that you can select from the pick list.
23. Order Unit Amt Ex: If goods are being purchased enter the cost of each unit
(GST exclusive). If the item to be purchased is an inventory item, this will
default to the last cost of each item as entered in Finance One Inventory
System. If you would like to enter this as GST inclusive change the GST
button under the Settings tab.
24. Order Amt Ex: If Goods or Stock items have been selected, this field is
automatically calculated by using the number of units purchased multiplied
by the cost of each unit. If Services have been selected, then the value of the
service (GST exclusive) should be entered here.
25. Line Due Date: This defaults from the Default Due Date calculated in the
header and will appear on the purchase order. If a different date is
selected/entered in this field, this will appear on the purchase order as ‘Date
Required dd/mm/yyyy’.
26. Asset Book: If an asset is purchased, enter ‘1’ in this field, as the University
only has one asset book.
27. Asset Template: If an asset is being purchased, the appropriate template
(based on asset class) should be selected from the drop down list
28. Template Description: If an asset is being purchased this will be populated
with the description of the asset template.
29. Delivery Point Type: This will default to your delivery point type. This
cannot be changed.
30. Delivery Point Name: Enter the delivery point for the goods. The default
delivery point is the usual delivery point for the cost centre. A pick list of
other possible delivery points in the cost centre is available to choose from.
To add a delivery point to the list contact the Finance One Help Desk.
31. Ledger Code: This is the ledger chart the invoice charges are to be coded to.
Choose from either GL (General Ledger) or PL (Projects Ledger).
32. Account Number: Enter (or choose from the pick list) the account code
where the invoice charges should be posted. If the same code is to be
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repeated on additional lines, ensure that the check box at the bottom of the
screen – ‘Default Accounts from previous line’ is ticked then tab through
the fields to the next line and the account code will repeat. If an account
number is selected that the user does not have access to, the user will not be
able to approve the requisition. It should be submitted for approval to a
person who does have access to those codes. The pick list can assist with
identifying the appropriate codes for selection.
33. Dissect to Multiple Accounts: By clicking on the link Dissect to Multiple
Accounts, goods or services can be dissected to multiple account codes if
required. If an order is made for say 10 widgets and every widget is to be
charged to a separate account code, then you must enter 10 lines (one for
each account code) under Requisition Dissections. The order printed for the
supplier will be summarised and will read as 10 widgets.
34. Analysis Code: This is an additional free form field where cost centres can
input additional information against a transaction for their own reporting
purposes (not mandatory and not printed on order).
35. Employee ID: This field is a free form text field and is not mandatory and is
for cost centres to record the staff member to whom the transaction relates
for their own reporting purposes.
36. Order Dissection Variance: If the purchase has been dissected to multiple
account codes, this field shows the variance between the original invoice
amount and the total of the dissections.
37. Line ID: This indicates the number of the line on the order.
38. Supplier Product Nbr: This can be added the list of columns via Options,
Customise columns. It could be used to add the supplier part number and
this will appear on the purchase order (maximum of 16 characters).
Subsequent Lines on a requisition
39. If the requisition is for more than one item, additional lines may be added.
40. Default Accounts from previous line – This system default setting means it
will automatically repeat the account code from the line above as additional
lines are added to the requisition. To deselect this option uncheck the
option ‘Default Accounts from previous line’ at the bottom left corner of the
requisition lines grid.
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Actions to Perform
Once all relevant details have been completed one of the following ‘Actions to
Perform’ should be selected. To progress the requisition to an approved purchase
order the option ‘Approve’ would normally be selected.
Printing an Unapproved Requisition
41. Tick the box Print Requisition on Save. This will allow a “draft” of the
unapproved requisition to be printed. Choose Save and the draft requisition
will be available for printing (see below 45 - Document Transmission for
more details). Please note this is not the final purchase order and should not
be sent to the supplier – this should only be used for checking of the order
details prior to approval.
Save requisition
42. Save: This action saves the requisition and closes the window assuming that
the requisition is incomplete and more information is required. Other people
can open incomplete ‘suspended requisitions’ and amend them if required.
Saved requisitions can be retrieved up until the point they have been
Approved (at which point they become an order). To retrieve a saved
requisition go to the Requisitions tab, click Retrieve using appropriate
search criteria if necessary and click on the Requisition Number displayed.
Submit for Approval
43. Submit for Approval: This action is used when the creator of the requisition
elects to submit the requisition to another staff member for approval – this
would normally be used when the user does not have sufficient financial
authorisation to approve the order. See section 6 for details regarding
Workflow. On clicking ‘Submit for Approval’ the user is presented with
the ‘Submit for Approval’ workflow window :
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•
Assign next user: Your default Approver should automatically appear
here. The user can select another Approver if necessary from the
picklist.
•
Comments: Add a suitable comment. This will appear in the email to
the approver.
The user should then click ‘OK’ and the requisition will then be submitted
to the Approvers Workflow Inbox, and the Approver will be notified by email.
44. Once Approved - If the Purchase Requisition is approved via a Delegated
Approval Authority (other than the originator), Finance One will take the
following action based on the Supplier type:
-
If the supplier is a MarketSite Roundtrip or Catalogue supplier and is
identified as an EDI Supplier (Electronic Data Interchange), the PO will
be automatically dispatched to the supplier. The buyer will receive an
email notification that the order has been approved and dispatched (via
workflow).
-
If the supplier is not a MarketSite supplier or the order is identified as a
confirmation order, the Purchase Order will be held and the buyer will
receive an email via workflow to release (dispatch) the Purchase order to
the Supplier via Orders Release & Print - Purchase Process PU1.4
Approve and EDI Order Dispatch
45. If you have authority to approve the order (i.e. the PO value is within your
spending authority) choose Approve. This action will accept the requisition,
convert it into a purchase order and do one of the following:
•
EDI Supplier - If the supplier is a MarketSite Roundtrip or Catalogue
supplier and is identified as an EDI (Electronic Data Interchange)
supplier then the PO will automatically be dispatched to the supplier
via EDI. The buyer will receive advice via a notification that the order
has been transmitted to the supplier and will display the order number.
•
Non EDI Supplier - If the supplier is not managed via EDI (i.e. not a
MarketSite Roundtrip or Catalogue supplier), the buyer will be
presented with the Document Transmission window to select the
appropriate method of order dispatch.
If the user does not have sufficient authorisation to create the order the user
is presented with the ‘Submit for Approval’ workflow window – see 43 Submit for Approval for details.
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Document Transmission
46. Document Transmission: If ‘Approve’ has been selected the user will be
presented with the Document Transmission window which is used to
determine how the order should be transmitted to the supplier.
The following options are available:
•
Print – Select if you the purchase order is able to be printed to a
Finance One printer near you. Check first if this option is available
to you.
•
Email – If email is selected the suppliers email address will appear
automatically if this has been set up as part of the supplier profile. If
there is not a specific supplier email address for sending purchase
orders to the system default address is [email protected] .
It is recommended that the user overwrites this email address as
necessary. The system also provides the ability to CC an email
address as well as entering Subject and Message details and
including any attachments that were added to the order.
•
Window – Selecting Window will generate a PDF version of the
order – the user will be notified of this via a ‘toast pop-up’ that will
appear in the bottom right hand corner of the screen when the pdf is
ready. If this notification is missed it can be viewed from
Announcements.
One or multiple selections can be made. Fax and Export are currently not
available and should not be selected.
Click on OK to generate/print/send the purchase order.
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NOTE – It is the buyers responsibility to ensure the supplier is sent a copy
of the Purchase Order via one of the above methods.
47. The system will generate a message advising the user of the system
generated order number. This starts with a 10 to indicate that it is a
University of Otago Finance One order. The second 2 characters are the cost
centre of the Department creating the order. The last 5 characters are the
unique identifiers of the order number. This number is distinct from the
market site order number which uses the cost centre as the first 2 characters
then has a 5 digit order number.
48. Once Approved, the requisition becomes an approved purchase order. The
purchase order can now be given to the supplier. Note that if ‘E-mail’ is
selected as the transmission method the email address shown in the
document transmission window is where the purchase order will be emailed
to – please ensure this is correct.
49. If you print the requisition and there is an error on printing e.g. printer jams
the paper, the requisition will have turned into an order and you can re-print
it by clicking on the Orders tab and use Re-print Order under Actions to
Perform.
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Other Options
Line Detail
50. This option is used as another way to enter/view the item details. Items
purchased can either be entered via the Requisition Lines or via this Line
Detail option. All data entry fields are the same in both (with the exception
of Additional Text & Comments which is available via the Lines Details),
they are just arranged in a different order.
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Additional Line Text and Comments
51. Description: Description line defaults to the description entered on the
requisition field under Requisition Lines. This may be altered if required.
(40 characters)
52. Line Comment: Additional internal line comments can be entered, but will
not be displayed on the order.
53. Additional Line Text: All lines entered here are printed on the purchase
order. This is an additional area where extra information can be added about
the items requested (Approx 60 characters per line, unlimited lines).
Settings
54. Requisition Date: This defaults to today’s date and shows the date the
requisition was initiated. This may be altered if required.
55. Processing Group: This will default to the current years processing group
and can not be altered.
56. Authorisation Code: This defaults to the authorisation code of the person
who created the order.
57. Requisition Type: This defaults to Standard as the majority of orders will be
standard orders.
Other types of orders are:
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•
Blanket (which is an order which covers all orders of the item up to a
specified total amount, within a certain time frame). As each item is
delivered and receipted, a backorder is created for the remaining
items.
•
Standing requisition (this is for regular orders of the same goods or
services). On choosing approve, release and print, the requisition is
converted into an order, but instead of the requisition being deleted, it
stays as a requisition so many orders can therefore be created from the
same requisition.
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58. Amounts are GST inclusive / exclusive: The system default setting is GST
exclusive. Select whether the invoice amounts are to be entered in the
coding grid as GST inclusive (GST is automatically deducted from the
invoice lines) or GST exclusive (GST is added to the invoice lines).
59. Consolidate, Posting, RFQ Number, Quotation Number and Order Printed
should not be used.
Supplier Address
60. Supplier Address: Choose the appropriate supplier address where the
purchase order should be sent (by default the system will display the
suppliers accounts receivable address - this may be different from the
supplier address where purchase orders should be sent). A drop down list of
available addresses for each supplier is available to choose from. To add a
supplier address contact the Accounts Section of Financial Services. The
address prints on the Purchase Order.
Attachments
61. A scanned image or other electronic document (e.g. pdf, word doc, excel
spreadsheet etc) may be attached to a purchase order e.g. supporting
documentation like artwork or quotes. This can be used for future reference
purposes, and can also be added to the order when it is emailed to the
supplier via – see 45 Document Transmission. To attach a file click on the
first icon on the right hand panel and select the appropriate file from your
file directory.
Errors
62. A message like “Line dissection is invalid” means that the user does not
have access to the ledger codes used on the purchase requisition. Users
cannot raise a purchase order using codes they do not have access to.
63. If the date on which the original requisition was created has been passed and
you are converting it into a purchase order you may get the following
message, asking if you would like the requisition date to be updated to
todays date and adjust all due dates on the requisition accordingly. In most
cases, select ‘Yes’.
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PU1.1a Create a My Requisition Order
This option is used for the purpose of purchasing of goods via 2 methods:
•
•
Quick Orders (non-defind/special request type orders).
Roundtrip and Catalogue suppliers (from the integrated version of MarketSite)
My Requisitions allows for the requisition of multiple line items from multiple
suppliers.
My Requisitions allows the user to manage their orders from one central place –
orders can be created, amended, receipted, cancelled, enquired on and re-printed.
Menu path
•
Log in as an OU Purchasing Officer
•
Click on the My Requisitions tab or Dashboard – Create Quick/Roundtrip Order.
Data Entry Instructions
From the My Requisitions Enquiry screen click on Create a New Order from the
Actions to Perform panel.
This will open the Create Requisition – Product Selection screen where the buyer can
either enter a Quick Order or access MarketSite via Web Suppliers.
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Quick Order (Special Request/Undefined Product)
1. By default you will be taken directly into the Create Requisition entry screen.
Alternatively you may need to click on ‘undefined product’ to open up the
entry screen.
2. Enter order information as required – Mandatory Fields that must be
completed are:
• Description
• Order Qty
icon
• Supplier Account – if unknown search using the
• Order Unit Amt Ex
• Ledger Code & Account
3. Once order information has been entered click on Continue to Shopping Cart
To enter a specific Required Date, Reference, PO Header Comments or
Attachments to your order open the Header Details by clicking on the
Requisition under ‘Requisition(s) to create’, and Update.
To dissect to multiple accounts select the line in the grid and click on Dissect
to multiple accounts at the bottom of the screen.
4. Click on more products to continue adding items or click Finalise
Requisition
5. Order Approval and Transmission to the Supplier
7.1.
If the Purchase order has been raised against a Supplier that can also
have goods purchased via a Roundtrip or Catalogue selection, a message will
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appear advising that your order has been released and providing the Purchase
Order Number. (The Purchase Order has been automatically sent directly to
the Supplier via Electronic Data Interchange (EDI) functionality).
7.2.
If the Purchase order has been raised against a Supplier that does not
have goods purchased via a Roundtrip or Catalogue selection, a message will
appear advising that your order has been approved, the Purchase Order
Number will be displayed and it will provide advice that the order will require
release via the Orders Release & Print function located in the Processing tab.
Orders Release and Print
6. From the Processing Tab, Select the Orders Release and Print function
7. Check that your user name is located in the Create User Field value (to ensure
that only your Purchase Orders are returned) and select Retrieve
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8.
Purchasing – Purchase Requisitions
Select the order(s) you wish to dispatch to the supplier(s) and click Release
and Print Selected Orders.
10.1 If a Single Order is selected, the User will be presented with the
Document Transmission Window. Select the appropriate order dispatch
method, normally Email or Window (produces a PDF version of the Order)
10.2 If Multiple Orders are selected for Transmission, the User will be
presented with the following message.
10.2.1 If the user selects YES, a Document Transmission window will be
presented to allow the user to select the method of transmission option that
will be applied to all selected orders:
Print
Fax
Email
Export
Window
EDI
Will Print orders to the Users Default Finance One Printer
Do Not Use
Enter an email address to send a PDF copy of the order(s) to
Do not Use
Will display a PDF copy of the order(s) on the Users Screen
Do Not Use
The normal default choice will normally be Email or Window.
10.2.2 If the User Selects NO, Each Purchase Orders will be transmitted using
the default transmission setting for the supplier as detailed in the AP Chart.
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Roundtrip and Catalogue suppliers (from the integrated version of
MarketSite)
To access MarketSite and the Roundtrip and Catalogue suppliers:
1. Click on Web Suppliers and MarketSite (Conexa)
2. Select either Catalogue keyword search/Advanced Search or Roundtrip
supplier
3. Catalogue – Search for products, enter quantity and click on ‘Add to
Shopping Cart’
4. Roundtrip – Search/select products from within suppliers roundtrip session
and add to the suppliers shopping cart. Checkout/Return items to MarketSite
Shopping Cart when ready.
5. When all items are ready in your MarketSite Shopping Cart, click Shopping
Cart to view, and click Return Shopping Cart, which will place the items in
your Requisition within Finance One.
6. Enter Account Code (Ledger Code, Account) and Delivery Point Type and
Delivery Point Name if different from the default any other required order
information.
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7. Once order information has been entered click on Continue to Shopping Cart
To enter a specific Required Date, Reference, Comments or Attachments to
your order open the Header Details by clicking on the Requisition under
‘Requisition(s) to create’, and Update.
To dissect to multiple accounts select the line in the grid by entering a ‘tick’ in
the box to the immediate left of the line and click on Dissect to multiple
accounts at the bottom of the screen.
8. Click on more products to continue adding items or click Finalise
Requisition
9. If the value of the Purchase Reqn is within your delegation, a message will
appear advising that your order has been released and provides the Purchase
Order Number. The message will advise if the order has been automatically
despatched to the supplier.
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10. If the value of the Purchase Requisition is in excess of your delegation, a
message will appear advising that your PO has been suspended and has been
automatically re-directed to your default approver for approval.
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PU1.2 Modify a Requisition
This option is used for modifying a purchase requisition in Finance One. Only
suspended requisitions can be modified.
Once the requisition has been accepted, released and printed, it cannot be modified as
a Requisition as it is now an order.
Important
 A requisition can be created and saved, then, everyone with permission to
modify the requisition can enter the suspended requisition and add additional
items. Once the order is complete, it can be accepted, released and printed and
sent to supplier. This is particularly useful for bulk purchases where the
Departmental Administrator can start the order on a Monday, then
Departmental staff enter their purchases during the week, then the
Administrator closes the order on a Friday and sends it to the supplier.
 Once a requisition has been completed, it becomes an order. Any subsequent
amendment to that order is an order amendment.
Menu path
•
Log in as an OU Purchasing Officer
•
Click on the Requisition tab.
Data Entry Instructions
1. For list of Suspended Requisitions use the Search Criteria ‘Status =
Suspended’ and click on Retrieve to retrieve a list of available requisitions
(those that have not yet become approved orders).
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2. Click on the arrow beside the requisition you wish to amend to highlight the
line and click on Maintain Requisition from the Actions to Perform panel to
the left of the screen (or click the Requisition Number).
3. Find the fields you wish to amend or add an additional line item to the
requisition (see PU1.1 for instructions on each field).
4. Click on Save to save the requisition.
5. The other Actions to Perform are also available as above in PU1.1 (Submit
for Approval, Approve Requisition, Approve, Release and Print & Delete)
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PU1.3 Delete a Purchase Requisition
This option is used for deleting a previously saved purchase requisition within
Finance One.
Important
 A purchase order cannot be matched to a payment made via a purchasing card.
If a requisition has been raised, then paid for via a purchasing card, then the
original requisition should be deleted to remove it from the system. A reason
for the cancellation should be entered as an audit trail. Subsequent enquiries
can be performed on cancelled purchase orders
 If the requisition has not yet been saved, the delete option will not appear.
 Only previously saved requisitions can be deleted.
Menu path
•
Log in as an OU Purchasing Officer.
•
Click on the Requisition tab.
Input screen
Data Entry Instructions
1. For list of Suspended Requisitions use the Search Criteria ‘Status =
Suspended’ and click on Retrieve to retrieve a list of available requisitions
(those that have not yet become approved orders).
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2.
Purchasing – Purchase Requisitions
Click on the arrow beside the requisition you wish to amend to highlight
the line and click on Maintain Requisition from the Actions to Perform
panel to the left of the screen (or click the Requisition Number).
3. Select Delete from the Actions to Perform panel at the left of the screen.
4. Select Yes to confirm the deletion.
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PU1.4 Release and Print an Approved Requisition
This option is used for releasing and printing an approved requisition and converting
it into a Purchase Order.
This process will be required when a requisition has been created and sent to an
approver for approval (or for bulk printing of approved orders). The approver then
approves the requisition but does not print it. This means that the initiator of the
requisition must release and print the requisition to send to the supplier.
Important
 Once a requisition has been approved, it cannot be altered – however the
purchase order can be amended if necessary.
 Once a requisition has been approved, the workflow tasks for that item are
complete. Any additional task performed on that item cannot be done via
workflow.
Menu path
•
Log in as an OU Purchasing Officer.
•
Click on the Processing tab.
•
Click on Orders Release and Print under the heading bulk printing.
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Input screen
Data Entry Instructions
1. Click on Retrieve to get a list of requisitions created by your user ID.
2. Select only the requisition that you want to Release and Print by ticking the
box on the left of the line.
3. Click on Release and Print Selected Orders.
4. Select the method of printing in the Document transmission window.
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5. The selected requisitions will now be printed and released as orders. Orders
(or order details) should be sent to the suppliers as appropriate.
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PU2 PURCHASE ORDERS & DELIVERY PROCESSING
PU2.1 Amend Purchase Order
This option is used for amending a purchase order within the purchase module of
Finance One.
Important
 A purchase order cannot be matched to a payment made via a purchasing card.
If an order has been raised, then paid for via a purchasing card, then the
original order should be cancelled to remove it from the system.
 It is important to note details of the amendment on the amendment history tab
so a proper audit trail is maintained of the order process.
 As with the creation of the order, an order amendment must be printed via
Document Transmission. If this is not done the order will not be able to be
receipted.
 See PU6 Workflow for information on the workflow process of the approval of
an order amendment and the subsequent printing of the approved order
amendment.
Menu path
•
Log in as an OU Purchasing Officer.
•
Click on the Orders tab.
Input screen
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Data Entry Instructions
6. Click on Retrieve to retrieve all outstanding orders.
7. Select an order by clicking on the arrow to the left of the order number and
highlighting the order (not the underlined link) then select Amend Order
from the Actions to Perform panel to the left of the screen.
8. Alter the order where required. Add all additional items such as freight to
the order if required.
9. Supplier Reference: A new field labeled Supplier Reference is available on
the purchase order once it has been printed and sent to the supplier. This
reference prints on the delivery slip.
10. Click on Amendment Details. This is where any notes should be made on
the details of the amendment to complete the audit trail. Any notes entered
here will appear on the printed amended order.
11. Check the amended order to ensure it is correct.
Save, Approve and print order amendment
12. Approve and Print Amendment: This action will approve and print the
amended order. The printed copy will be clearly marked as an amendment
and the amendment comments will print on the amended order. Once the
amended order has been printed, any further copies printed will be marked
as copies.
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13. Other actions to perform include:
•
Save: This action saves the order amendment and closes the window
assuming that the order amendment is incomplete and more
information is required. Other people can open half completed orders
and amend them if required.
•
Submit for approval: This action is used when the creator of the order
amendment elects to submit the order amendment to another staff
member for approval.
•
Assign next user: Enter the user ID (or choose it from the pick list) of
the person who is to approve the requisition.
•
Comments: Add a suitable comment. This will appear in the email to
the approver.
If the user does not have sufficient authorisation to create the order, there
will be an error.
In this case, the option, ‘Submit for Approval’ should be chosen and an
email will be forwarded to the user’s supervisor to approve the order
amendment.
14. Click on OK
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PU2.2 Cancel Purchase Order
This option is used to cancel orders that will no longer be received. Backorders
created may also need to be cancelled if they will not be received.
Cancelling a purchase order effectively deletes it from the system.
Important
 A purchase order cannot be matched to a payment made via a purchasing card.
If an order has been raised, then paid for via a purchasing card, then the
original order should be cancelled to remove it from the system.
Menu path
•
Log in as an OU Purchasing Officer.
•
Click on the Orders tab.
Input screen
Data Entry Instructions
1. Click on Retrieve to locate your outstanding purchase orders.
2. Highlight the purchase order you wish to delete (do not click on the link to
go into it though).
3. Select Cancel Order from the Actions to Perform panel.
4. Enter reasons for cancellation under Cancel Reason.
5. Select Cancel from the Actions to Perform panel at the left of the screen to
cancel the order.
6. Select Yes to confirm the cancellation.
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PU2.3 Receive Goods
This option is used for the entry of receipt details against a corresponding purchase
order.
During the receipt process, the following circumstances can occur:
•
You can accept delivery of the order and if necessary you can carry on to
invoice matching
•
You can return the goods to the supplier if they are faulty or incorrect
•
You can return part of the order
•
You can back order goods that were not delivered.
If there are known additional costs at the time of receipt, these should be added to the
original order via an order amendment (PU2.1) before the goods are receipted.
Important
 When receipting (accepting) goods or services, you are agreeing that you are
happy with the goods and the price to be paid.
 An active purchase order cannot be receipted if it has been suspended. To be
receipted, all orders must have been released and printed.
 A purchase order cannot be matched to a payment made via a purchasing card.
If an order has been raised, then paid for via a purchasing card, then the
original order should be cancelled to remove it from the system.
Menu path
•
Log in as an OU Purchasing Officer.
•
Click on the Orders tab.
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Input screen
Data Entry Instructions
1. Click on Retrieve to retrieve a list of all unreceipted orders.
2. Select the order you wish to work on by highlighting the record then
selecting Receive Goods from the Actions to Perform panel to the left of the
screen or clicking on the Order Number.
3. Receipt Date: Date defaults to todays date but can be amended if necessary.
4. Receipt Comments: Any relevant receipt comments can be added for future
referencing.
5. Supplier Reference: A new field labeled supplier reference is available on
the purchase order once it has been printed and sent to the supplier.
Delivery slip details or other such supplier reference details may be entered
in this field. This reference prints on the delivery slip.
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6. The order receipt can be carried out either via the Order Lines (Grid) or
Line Details. If all of the goods from the order have been supplied, it may
be easiest to use the Order Lines options. If a partial delivery has been
made it may be easiest to use the Line Detail option.
7. Order Lines: To receipt the full order, click the check box to
select/highlight all lines and then click on either ‘Receive Selected Lines’ or
‘Receive’ at the bottom of the grid. You can alternatively select and
deselect lines as appropriate and either Receive, Return, Backorder or Clear.
Be sure to check the appropriate columns in the grid (Delivered, Received,
Returned, Backordered) to ensure the quantities/amounts are correct before
continuing.
8. Line Detail: It may be easier to receipt partial orders using the Line Detail
option. Toggle between line items using the Previous and Next Line
buttons. To receipt all items you can click on ‘Receive’ and likewise by
clicking on either Clear, Return or Backorder the full ordered amount will
populate the appropriate field.
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9. If only part of the goods were received, enter the quantity in the Delivered
field. This quantity will automatically populate in to the Received field. The
remaining quantity will appear in the Backordered section. A backorder will
be automatically created in the system as part of the process. This backorder
can be amended or cancelled if necessary.
10. If all the goods were received, but some were faulty and had to be returned,
enter the quantity of goods delivered (the full amount). Enter the quantity
you are happy to receive in Received (the goods that were correct). Enter
the quantity of goods returned (the faulty goods). The remaining quantity
will appear in the backordered section. A backorder will be automatically
created in the system as part of the process. This backorder can be amended
or cancelled if necessary.
11. If multiple lines are required to be receipted individually then either click on
the next line of the grid or use the previous line / next line buttons.
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Save and approve delivery
12. Save: This action saves the receipting of the order and closes the window
assuming that the receipting is incomplete and more information is required.
Other people can open half completed receipts and amend them if required.
13. Submit for approval: This action is used when the user receipting the goods
elects to submit the receipt to another staff member for approval.
Assign next user: Enter the user ID (or choose it from the pick list)
of the person who is to approve the requisition.
Comments: Add a suitable comment. This will appear in the email
to the approver.
14. Approve: This action accepts the receipt of the goods and completes the
task. This is the recommended action to be taken.
15. Approve and Print: This action accepts the receipt of the goods and
completes the task. A printed goods delivery slip is produced for printing.
Printing of this slip is not necessary in the ordinary course of business as the
receipt of the goods is always recorded in the system.
Errors
16. If the delivery has errors, this is usually because less than the full order
amount has been received and accepted. Finance One therefore does not
know which dissection to use for the discrepancy. To resolve the error,
highlight the row containing the item where the discrepancy occurred, then
click on dissect to multiple accounts at the bottom of the screen.
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17. Check the amounts as items recorded by line may not be the same as on the
delivery receipt. Correct and click on Ok to return to the delivery screen.
Backorders
18. Backorders can be identified by the addition of a /1 or /2 etc. at the end of
the order number sequence. Backorders can be treated in the exactly the
same way a standard order can i.e. it can be amended, receipted and
cancelled.
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PU2.4 Cancel the Receipt of Goods
This option is used to cancel the receipting of an order where a mistake has been
made i.e. the units are incorrect, the unit price is incorrect or an additional charge is
required to be added etc, and the original order needs to be amended.
Important
 The cancelling of the receipt of goods must always be done before the original
purchase order can be amended.
Menu path
•
Log in as an OU Purchasing Officer.
•
Click on the Processing tab.
Input screen
Data Entry Instructions
1. Click on Cancel Goods Receipt Maintenance from the Cancel Purchase
Order Receipt Menu.
2. Select the Order Number you wish to delete.
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3. Select Cancel from the Actions to Perform panel at the left of the screen.
4. Select Yes to confirm the cancellation.
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Purchasing - Enquiries
PU4 ENQUIRIES
PU4.1 Purchase Requisition Detail Enquiry
This option is used for enquiries on individual purchase requisitions in Finance One.
Enquiries using this option will only show requisitions saved but not printed.
Important
 Enquiries using this option will only show requisitions saved but not printed
i.e. not purchase orders.
Menu path
•
Log in as an OU Purchasing Officer
•
Click on the Enquiry tab
Input screen
Data Entry Instructions
1. Click on Purchase Requisition Detail Enquiry
2. Requisition Nbr: Enter the number of the purchase requisition you wish to
view or select the requisition from the drop down list.
3. Details of the requisition are available to view.
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PU4.2 Purchase Order Detail Enquiry
This option is used for enquiries on individual purchase orders in Finance One.
Enquiries using this option will only show approved orders which have either been
delivered or are still awaiting delivery, but where an invoice has not yet been
received.
Menu path
•
Log in as an OU Purchasing Officer
•
Click on the Enquiry tab
Input screen
Data Entry Instructions
1. Click on Purchase Order Detail Enquiry
2. Order Number: Enter the number of the purchase order you wish to view or
select the order from the drop down list.
3. Details of the purchase order and receipting are available to view.
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PU4.3 Purchase Order History Enquiry
This option is used for purchase order history enquiries in Finance One. Enquiries
using this option will show any order that has passed the Requisition accept, release
and print stage. This enquiry will show what stage of the process an order is at, e.g.
Order to receive, Order to invoice, Order invoice posted to ledger
Important
 All receipts against an order may be viewed from this enquiry
Menu path
•
Log in as an OU Purchasing Officer
•
Click on the Enquiry tab.
Input screen
Data Entry Instructions
1. Click on Purchase Order History Enquiry
2. Order Number: Enter the number of the purchase order you wish to view or
select the order from the drop down list.
3. Details of the purchase order and receipting are available to view.
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PU4.4 Other Purchase Order Enquiries
This option details other enquiries that can be used for purchase orders etc.
Data Entry Instructions
1. To view all commitments for a cost centre, go to a OU GL role. Select the
EIE Enquiry tab and the actual, budget, variance report. Choose
commitments from the drill down options.
2. The commitments detail report accessed from the GL Manager Role –
reports - can be used to report all commitments (or groups thereof)
3. To view supplier statistics, go to the AP Manager Role, Reports, Accounts
Payable Reports and choose account analysis detail report. Additional
criteria can be input to limit the output to a small range of creditors.
Statistics available are number and value of invoices for the period and life
to date by document type.
4. To view individual supplier statistics, go to the AP Officer role, Enquiry tab
and choose account details. Right at the bottom of this screen are supplier
statistics showing total number and value of invoices by document type
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PU4.5 User Information
This option details how to access user information from Finance One.
Menu path
•
Log in as an OU Purchasing Officer
•
Click on the Drag and analyse tab from the left hand side of the screen.
•
Double click on User information
•
Click on User Contact Information
Input Screen
Data Entry Instructions
1. This enquiry shows all the users of Finance One with their contact details.
Additional columns show the users approver and the authorised spending
limits of the user.
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PU4.6 Commitments EIE Enquiry
This option details how to run a commitment EIE enquiry.
Important
 This enquiry shows commitments outstanding.
Menu path
•
Log in as an OU GL Officer
•
Click on the EIE tab
Input Screen
Data Entry Instructions
1. Enquiry Definition: Choose Commit (to list commitments)
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2. Ledger: Choose the appropriate ledger. Note that to record the commitments
for the entire University, both the current years GL and PL ledgers must be
used.
3. Consolidation and Drilldown: Choose appropriate drilldown paths.
4. Extended Criteria: Choose appropriate additional criteria to limit the data
returned.
5. Select submit report to server to run the report.
6. The drilldown path defaults to drilldown to requisition details. There are 5
different drilldown paths (requisitions, orders, receipts, expense documents
and revenue documents). These can be selected by ticking the appropriate
boxes if required.
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PU6 WORKFLOW
PU6.0 Workflow overview
Workflow is the process whereby work items are directed to others within the
workplace to complete a task.
A work item can only be active in one place at any one time. Therefore, as soon as a
task has been completed, it disappears from the folder.
There are four folders (similar to email) within the my work flow tab for a user
•
Inbox – This is for tasks which have been directed to the user from another
person.
•
Drafts – This is for unfinished tasks initiated by the user which have not been
directed to another person.
•
Other views – This shows all emails. It is not necessary to view this.
•
Sent – This is for tasks which have been sent to another person which remain
unfinished
Workflow is set up in different sections. Each section is distinct from the others.
Workflow is started within each of the sections and once the document has reached
the end of the section, the workflow for that section is complete. A new workflow
process is thus started for the next section of work.
•
Purchase Requisitions
•
Purchase Order Amendments
•
Purchase Order Deliveries
Within each of these areas the following workflow processes are available
Purchase Requisitions
Start of workflow process = Create requisition
End of workflow process = Approve requisition
If the process - submit for approval - is selected, the approver receives an email
requesting that the requisition be approved. When the approver makes a decision, e.g.
approve, reject or approve and print, an appropriate email is sent back to the person
who created the requisition informing them of this decision.
If the approver has not made a decision within 3 days, the approver will receive a
reminder email requesting that a decision be made. If the approver has still not made a
decision within a further 2 days, the person who created the requisition will receive an
email asking them to chase up the approver or refer the requisition to someone else.
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Purchase Order Amendments
Start of workflow process = Create purchase order amendment
End of workflow process = Approve purchase order amendment
If the process - submit for approval - is selected, the approver receives an email
requesting that the purchase order amendment be approved. When the approver makes
a decision, e.g. approve or reject, an appropriate email is sent back to the person who
created the purchase order amendment informing them of this decision and what they
need to do next.
If the approver has not made a decision within 1 day, the approver will receive a
reminder email requesting that a decision be made. If the approver has still not made a
decision within a further 1 day, the person who created the purchase order amendment
will receive an email asking them to chase up the approver or refer the purchase order
amendment to someone else.
Goods Order Receipts
Start of workflow process = Receipt goods
End of workflow process = Approve receipt of goods
If the process - submit for approval - is selected, the approver receives an email
requesting that the goods receipt be approved. When the approver makes a decision,
e.g. approve or reject, an appropriate email is sent back to the person who created the
goods receipt informing them of this decision.
If the approver has not made a decision within 2 days, the approver will receive a
reminder email requesting that a decision be made. If the approver has still not made a
decision within a further 2 days, the person who created the goods receipt will receive
an email asking them to chase up the approver or refer the goods receipt to someone
else.
Important
 The approver only has three days in which to approve a task.
 After three days, the task reverts back to the originator of the task.
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PU6.1 Approval of a Requisition, Purchase Order
Amendment or Receipt
This option is used by approvers who receive an email asking them to approve a
purchase requisition, purchase order amendment or goods receipt.
Important
 Audit trails are available for all transactions showing approvers at every step of
the purchase process.
 In the comments box, input any additional information relevant to the task, e.g.
if the approver has amended the order, they should note why the amendment
was altered.
Menu path
•
Receive an email from the Finance One workflow engine - F1 System Generated
Mail - [email protected]
•
Open this email.
•
Click on the link attached to the email. If the link in the email does not work, open
Finance One and log in as an OU Purchasing Officer. Click on the My Workflow
tab.
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Input screen
Data Entry Instructions
1. The approver will receive an email with a subject line such as:
•
“Wkf-Assign: Purchase Requisition 10/10DL10017 has been assigned
to you for approval”.
•
“Wkf-Assign: Purchase Order 10/10DL10005. An amendment to this
order requires your approval”.
•
“Wkf-Assign: Purchase Order 10/10DL10017. This goods receipt has
been assigned to you for your approval.”
•
“Wkf-Escal: Purchase Order 10/10DL10017 is overdue”
2. Click on the link on this email.
This will start up a session of Finance One. If the link does not work, then
manually log on to Finance One in the usual way and open the OU Purchase
Officer Role.
3. Select the My Workflow tab.
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4. The task assigned to you will appear in the inbox.
5. Highlight the first item from within the inbox.
6. Choose Open from the Actions for a Task pane on the left hand side of the
screen to view details of the requsisition/order.
7. Check that the requisition, purchase order amendment or goods receipt is
correct and that you are happy with approving it.
8. Select one of the following options:
Requisition
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•
Approve Requisition - this action will approve the task and will send
an email to the originator either requesting that they print the purchase
order (see PU6.2) to send to the supplier or informing the originator
that the task has been approved and is complete. This is the
recommended action.
•
Approve, Release and Print Requisition - this action will approve the
requisition and print it if the Approver is connected to a FN1 Printer so
that it can be sent to the supplier.
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•
Reject Requisition- this option will reject the task and send an email to
the originator telling them that the task has been rejected. A comments
box is available for additional text on the email.
•
Refer to someone else - this option will create an email to another
person so that they can approve the task. Because a decision has been
made, the referral action is recorded on the purchase order audit trail.
•
Reassign - this action refers the document to another person and as a
decision has not been made, the reassignment action is not recorded on
the purchase order audit trail.
Order Amendment
•
•
Approve and Print – the will approve the order amendment and the
approver will need to select the appropriate print method.
•
Reject - this option will reject the task and send an email to the
originator telling them that the task has been rejected. A comments
box is available for additional text on the email.
•
Refer to someone else - this option will create an email to another
person so that they can approve the task. Because a decision has been
made, the referral action is recorded on the purchase order audit trail.
Approve and Return for Printing – this option will approve the Order
Amendment and will send an email to the originator advising that they
will need to print the order amendment via My Workflow.
9. By choosing one of the options outlined above, the task will have been
completed for the approver.
10. The workflow item will now be removed from the approver’s workflow
inbox.
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PU6.2 Releasing and Printing Approved Requisitions
and Order Amendments
Releasing and Printing an approved Requisition
This option is used by users where the Approver has just chosen ‘Approve’ and not
‘Approve, Release and Print’ when approving a Purchase Requisition.
This option will allow the user to Release and Print the requisition and turn it into an
order.
Important
 Audit trails are available for all transactions showing approvers at every step of
the purchase process.
Menu path
•
Log into Finance One as OU Purchasing Officer
•
Click on the Processing Tab
Input screen
Data Entry Instructions
1. Choose Orders Release and Print under the Bulk Printing menu.
2. Search for a goods order by using the search criteria and click retrieve.
3. Select only the requisition that requires to be released and printed, by
placing a tick in the box beside the order or by highlighting the line. If a
number of requisitions are shown and all are selected click the box at the
top of the column to untick all the lines.
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4. Click Release and Print Selected Orders from Action to Perform to the left
of the screen.
5. Select the method of transmission for the order: i.e. print, email or print to
window.
6. Once printed, the requisition will turn into an order.
Printing an Approved Order Amendment
This option is used by users where the Approver has just chosen ‘Approve and Return
for Printing’ when approving a Purchase Order Amendment.
This option will allow the user to Print the approved order amendment and send it to
the supplier if necessary.
Menu path
•
Log into Finance One as OU Purchasing Officer
•
Click on the My Workflow Tab
Input screen
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Data Entry Instructions
1. From the Inbox, highlight the appropriate order.
2. Click on ‘Open’ from Group Actions for Tasks.
3. Click ‘Print Amendment’ from Actions to Perform. This will generate the
Document Transmission window.
4. Select the method of transmission for the order: i.e. print, email or print to
window.
5. Once printed the workflow item will be removed from the originator’s
workflow inbox.
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PU6.3 Maintaining Workflow Items
This option is used for maintaining work flow items. Work flow items can be
corrected or put on hold to suppress workflow until the hold date is reached.
Important
 Audit trails are available for all transactions showing approvers at every step of
the purchase process.
Menu path
•
Log on as OU Purchasing Officer
•
Click on the My Workflow tab
Input screen
Data Entry Instructions
1. Click on Maintain Workflow Views from the links to other functions menu.
2.
Click on Hold Details from the sections to display menu.
3. Change the Hold Indicator to yes
4. Add a Hold Reason Code and Narration
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5. Add a Hold to Date
6. Click Save.
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PU6.4 Delegations
This option is for viewing and maintaining approver and delegation details.
A user may delegate their tasks to another user e.g. when they are on annual leave.
A user may view or alter approver details.
Important
 All users must ensure that any maintenance is compliant with the University
delegations policy.
 An audit trail is available for all changes made to delegations and approvers.
Menu path
•
Log in as an OU Purchasing Officer
•
Click on the My Workflow tab
•
Select User delegations from the links to other functions menu to the left of the
screen.
Input screen
Data Entry Instructions
1. Select: Add Delegation from the Actions to Perform panel to the left of the
screen.
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2. Enter the delegation details including the period of delegation.
3. Enter the required fields.
4. Click Save.
User parameters (viewing and altering approver)
5. Select User parameters from the links to other functions menu to the left of
the screen.
6. View or alter approver details from this screen.
7. Click Save.
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PU6.5 Workflow Item Report
The workflow item report is run to identify which stage in the process an item is. It
lists the users and all the decisions made against items.
The report produced shows the item and every step of the workflow process for that
item. It details what happened at every stage together with each of the users who
entered the item.
Workflow is set up in different sections. Each section is distinct from the others.
Workflow is started within each of the sections and once the document has reached
the end of the section, the workflow for that section is complete. A new workflow
process is thus started for the next section of work.
•
Documents files
•
Purchase Requisitions
•
Purchase Order Amendments
•
Purchase Order Deliveries
Important
 For all workflow names, the Item Status OP = open job should be selected
periodically. This will provide a list of open (uncompleted) jobs that will
require action.
Menu path
•
Log in as an OU Purchasing Officer.
•
Click on the Reports tab
•
Locate Workflow Item Report under the Workflow Item Reports menu.
Input screen
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Data Entry Instructions
1. Destination: This report is an acrobat report and when run, will display an
announcement that the report is ready.
2. Workflow system: This will always be default
3. Workflow name: The following options available depending upon which
stage of the process the task is at:
•
STD_REQN – this is for Purchase Requisitions
•
STD_POA – this is for Purchase Order Amendment
•
STD_DELV – this is for Purchase Order Deliveries
4. Extended Criteria: Extended criteria should be used to limit the data returned.
If the workflow name STD_BATCH is used then entity key 1 is the batch
number.
5. Extended Criteria: If any other workflow name is selected, then entity key 1
is the purchase location (this is usually 10 for the University). Entity key 2 is
the purchase order number. Entity key 3 is the backorder number etc.
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6. Extended Criteria: For all workflow names, the Item Status OP = open job
should be selected periodically. This will provide a list of open
(uncompleted) jobs that will require action.
7. The report produced shows the item and every step of the workflow process
for that item. It details what happened at every stage together with each of the
users who entered the item.
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8. Symbols on reports
BT = Background task (this is a task that is performed by the system)
UT = User created task (this is a user initiated task)
NT = Notify task (this is a task which has been sent to another person – i.e. a
user has been emailed that the requisition has been approved).
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