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1 in Wincap Fiscal Year: White Red Yellow Current Fiscal Year Previous Fiscal Year Next Fiscal Year Negative Numbers will always be in Red If you have negative numbers and you are not permitted to go negative it will not allow you to save until you have a balance that is positive or $0.00. YELLOW = Inactive Accounts/Users/Address/Budget Accounts RED = Invalid Budget Code You don t have access or you typed the budget code wrong.

2 AQUA = Additional Information

3 Font Color (Blue vs. Black) Anything in blue cannot be edited by typing; anything in black can be edited.

4 Budget Code Selection It is important from an auditor s standpoint to choose the correct budget code for each item on your purchase order. When you choose the budget code on the first item, it will default to the next line automatically. By clicking on the magnifying glass, you can change the budget code on each item if necessary. **If your Avail. Balance is negative and in red, please DO NOT just choose a budget code that has money in it. Please seek assistance from your business office to either have money transferred to the correct budget account or change your purchase order accordingly to adjust the balance. Attachments can be stored in Wincap. Attachments If you have an external attachment that is being sent via Pony or , you should make sure the external attachment check box is marked on your information tab of the PO. The best method of attachments is the electronic attachment that is stored in Wincap on the PO.

5 Two ways to attach a document: On the information tab, click on the paperclip tab. as seen above OR Click on the attachment Click on the paperclip again.

6 The drive will be usually your H:/ drive or your V:/ (translates to your C:/) drive. Select the name of the file by clicking the magnifying glass. ***The best format to import is a PDF. If you have a quote, scan it in as a PDF to attach it. Click on OK. Notes: 1. It is recommended that any purchase order with less than 10 line items be typed on the line items tab. If there are more than 10 line items, you may say see attached and attach the document. 2. Quotes are necessary in some circumstances. Please be sure to attach them when required. Please refer to your district s purchasing policy for these guidelines.

7 Adding Shipping and Discounts On the Line Items Tab, there is a section in the center of the screen called Item Totals. Shipping and discounts are entered here primarily. **Remember: anything in black can be changed, anything in blue is changed by what you type in black (it cannot not be changed by typing in the box). When the Auto Distribute Discount and Auto Distribute Shipping is checked, it distributes the discount and shipping evenly across the whole purchase order. If you uncheck these boxes, you can go to your line items and scroll to the right and enter it on a per item basis. Discounts and Shipping can be added as a percentage or an exact dollar amount. If you are unsure, it is better to estimate high rather than low. The recommended is 15%.

8 Searching for a Purchase Order 1. If you know the PND # or Purchase Order # you can click on the Go To button from your menu options. Type your PND # or PO # in this box i.e. PND or then click OK 2. If you don t know the PND # or Purchase Order # you can click on the Find button from your menu options. Once the screen is filled in with the necessary information click on Query. *Caution: when searching, sometimes less is more. If you have too much information filled in, you may get no records found. It is a good habit to clear your search first by clicking on the blank all fields button.

9 Find your PO, make sure the black arrow is next to it and click OK. Blue Options Button (aka BOB) BOB gives different options in modify mode than it does when it isn t in modify mode. It also gives you different options on different tabs of a purchase order or screen in Wincap. Non-Modify on Info Tab: Modify Mode: Info Tab: Non-Modify on Line Items: Modify Mode on Line Items:

10 Deleting a Line from a PO: 1. Find purchase order that needs to be modified 2. Click Line Items tab 3. Click on Modify 4. Find the line you want to remove and make sure the black arrow is next to it. 5. Click on BOB and select Delete Line Display Transactions: Allows you to see the date and check number if the PO has been paid. Printing Purchase Orders Only printing the PO that is displayed on your screen: right click on the printer button Choosing the Copies to Print:

11 Setting Printers On any print screen there is a Print Settings button on the very bottom. Choose your printer from the drop down. Your printer that is default outside of Wincap will be the client printer.

12 Setting Default Printers in Wincap On your print screen next to the selected printer you will see BOB. Select Set as Default Printer If you hover over the printer icon to print to. before clicking it, it will show you what printer it is going Reports Purchase Order Status Report: Reports Purchasing Purchase Order Status Report OR toolbar. from your reports shortcut Click the preview button or you can print it.

13 Budget Status Report Reports Budget Budget Status report OR from your reports shortcut toolbar You can run it for one specific budget code by entering a budget code or you can run it for all the accounts you have access to by leaving the budget account field blank.

14 Account Activity Report Reports Budget Budgetary Account Activity Report OR toolbar. from your Reports shortcut PO#/Date/Transaction Type is the best sort for this report.

15 Viewing the History of a PO Click on the history button

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