Frequently Asked Questions

Transcription

1 Frequently Asked Questions 1. I got an notification that my requisition was fully approved but I have not received a purchase order. Where can I find on my entry screen the PO number, when it was printed and who printed it? You can check if your requisition has been issued a PO number by doing a search for the PR field in the requisition entry screen (POCSMC). If the status is PO, you can view the PO# in the Entity List tab on left side menu bar and view printed information in the Printed tab. Contact the person who printed if you have not received your purchase order. 2. I just got a package delivered to my campus/department and it only reflects a PO number on the packing slip. How can I look up a record by the PO number? End Users now have access to the POUPPR screen which allows you to search by PO number. This screen can be accessed by typing in this menu mask in the command window as shown below. Record information can also be accessed with either a requisition or a PO number by using the PO SI report PO00130 This report gives you a prompt to enter either number. If no information is displayed for the PO entered, either PO is invalid or a Department might have entered the order for your campus, in this case, contact your PO Clerk to look-up the PO number for you.

2 3. Has my PO been cancelled? Refer to question 1. Status field should show CA for cancelled. 4. How will I know if the goods have been received online or if an invoice was paid? The PO SI report (PO00130) reflects receiving information and if it has been paid, it ll reflect payment and check information at the bottom of the report. 5. I need to delete a purchase requisition (PR), how do I do this? To delete a requisition, do a search for the PR in the requisition entry screen (POCSMC screen). Once the requisition has been selected, click on the Options icon on the menu bar of the parent record and select delete record. You will then be asked to confirm your delete request. Choose YES or NO accordingly. Shortcut Key Ctrl + D can also be used to delete a record. Note: Requisitions in the system older than 30 days from the Entry Date will be cancelled or deleted. This in an effort to clear out records for the upcoming school year. 6. I need to cancel a Purchase Order (PO), what do I do? your PO Clerk to request PO be cancelled. Partially Paid or Fully Paid POs cannot be cancelled. 7. How do I save my PR/Print Before/Print After Notes in Note section of my requisition? Type in your notes on tab you ve selected, then press the Tab key and then press the Enter key. You should see record accepted message at the top of your requisition. Your notes are now saved. 8. How do I correct a Requisition or Purchase Order coded to the wrong object code? If the requisition status is PR, but you have already released for approval, check the WF and see whose approval it s pending. Notify that approver that a change needs to be made so that he/she can reject the requisition so that you can make changes and reapprove. If the requisition has been issued a PO number (status is PO ), submit a change request to your PO clerk with your supervisor s approval via .

3 9. How do I access SunGard PunchOut? You can access Punchout two ways. 1. You can type in menu mask POUPPP in the command window. 2. Or you can access screen through menu tree 10. PunchOut Entry screen will only allow me enter one account number, but what if I need to enter mulitple accounts? PunchOut will only allow you to enter one account in the Entry Screen. Once your order is merged to SunGard, you ll be able to modify account.

4 11. PunchOut orders that I ve submitted are being delivered to Central Warehouse and I need them delivered to our campus. Shipping defaults to Central Receiving Warehouse, S800, but you can modify this field to reflect your campus/department site before shopping. This information can also be modifed in the POUPPR entry screen once your cart is merged to SunGard. 12. What changes can be made to a PunchOut order? You are only able to modify all fields in the Parent record of the requsition and only the account number in the Child Record. Notes can be viewed by some vendor s who have opted to include this field in their viewing. Gateway Printing is one of these companies who is able to view information inputted in the Print Before and Print After notes. You cannot delete or add items on PunchOut requisitions, increase quantities or change item number. No changes can be made to PunchOut purchase orders either.

5 13. When I submit my online shopping cart, I get a blank page. It doesn t take me directly to the SunGard entry screen. If you are getting a blank screen after submitting your shopping cart, contact IT department at (956) to help you correcting your internet/browsing settings. Check your Workflow Tasklist before staring all over, your order might have been merged and it s pending your review and approval. 14. How do I delete my PunchOut requsition? Refer to question 5. Same procedure. Note: Requisitions in the system older than 30 days will be cancelled or deleted all in effort to clear out records for the upcoming school year. 15. How is a PunchOut order different from a traditional order? * Aside from receiving an notification from Ifas that your PR is fully approved like this one * For punchout orders, you ll receive an additional notification, Vendor Punchout WF notification like the one shown below. Consider this your confirmation. A hardcopy PO will not be provided for PunchOut orders unless purchase was made with federal funds. If that is the case, contact your PO clerk to provide you with a hardcopy of the PO for record only. 16. I am not getting any notifications from wfuser when my requisitons are rejected, fully approved, or when my punchout order is complete. Who do I need to contact? Submit a work order request to IT to have your corrected so that you are able to receive notifications from ifas.

6 17. My campus would like to purchase from Amazon. How can we come about to doing so? 1. Visit 2. Search and select item(s)that you need to purchase. 3. Input quantity and Add to Cart. 4. Click on Cart on the upper right hand corner and select View Cart 5. Then Click on Estimate your shipping and tax and enter as your zip code to get estimate on Shipping. Do not include the tax amount when you enter your requisition. Please note that there are some items that will qualify for free shipping.

7 6. Once you ve gotten an estimate on shipping charges if any, either use Snipping Tool or use Ctrl + Print Screen, or covert to pdf file so that you are able to attach to your requisition as backup. *Amazon prices are not set in stone so please release your requisition for approval upon attaching your cart. Attaching your cart helps your PO clerk identify the product and the seller. All Amazon orders are placed online by your PO clerk.

8 18. My requisition was rejected because I am not using an awarded vendor but I checked if the vendor was set up on SunGard and it had a vendor id. Is there a difference? Yes. Just because a vendor is set up on SunGard with a vendor ID does not mean that they are an approved/awarded vendor. Approved/Awarded vendors can be found on our Purchasing Website: You can look-up a vendor by Category or by Alpha 19. I need to delete an attachment from my requisition. How can I delete it? End Users currently do not have access to delete attachments. If you need to delete an attachment, contact your PO clerk.