VIP Scenarios Revision Date 3/03. Procurement VIP. Training Scenarios. VIP Scenarios 04/09/03
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1 Procurement VIP Training Scenarios VIP Scenarios 04/09/03
2 Table of Contents VIP Scenario 1 - Creating a VIP Number...2 VIP Scenario 2 - Creating a VIP Number...3 VIP Scenario 3 - Querying for an Existing VIP Number...4 VIP Scenario 4 - Querying for an Existing VIP Number...5 VIP Scenario 5 - Changing the PTAEO...6 VIP Scenario 6 - Changing the PTAEO...7 VIP Scenario 7 - Setting an Inactive Date...8 VIP Scenario 8 - Setting an Inactive Date...9 VIP Scenario 9 - Running a Report...10 VIP Scenario 10 - Running a Report...11 VIP Scenarios 3/03 Page 1
3 VIP Scenario 1 - Creating a VIP Number A departmental VIP administrator needs to set up a new VIP account for a new employee in the department. screen/description field Flexfield /VIP Card Owner VIP Card Owner /Account Click once on YUAP Phase 2 VIP Manager. Double click on. Enter: General Appropriations (The description specifies the fund or user of the account, if it will be someone other than the VIP Card Owner, such as a research assistant who is not receiving W-2 wages from the university.) Click once in this field. Enter the last name of the individual to whom you want to assign the VIP account. Click on the LOV button. Choose the individual s name. Click OK. (If there is only one name, it will autopopulate in the flexfield.) Click once in the Account field. Press the F9 key. Accounting Flexfield/Project Enter: Accounting Flexfield/Task Accounting Flexfield/Award Accounting Flexfield/Expenditure Type Accounting Flexfield/Organizational Unit Accounting Flexfield Press F9. Tisket populates in the field. Press F DB populates in the field. Enter: Press F populates in the field. Click once on the OK button. Click the Save icon. The VIP number populates the Name field. Record VIP Number: VIP Scenarios 3/03 Page 2
4 VIP Scenario 2 - Creating a VIP Number A departmental VIP administrator needs to set up a new VIP number. screen/description field Flexfield /VIP Card Owner /Account Click once on YUAP Phase 2 VIP Manager. Double click on. Enter: General Appropriations (The description specifies the fund or user of the account, if it will be someone other than the VIP Card Owner, such as a research assistant who is not receiving W-2 wages from the university.) Click in this field. Enter the last name of the individual to whom you want to assign the VIP account. Click OK. Click once in the Account field. Click the LOV button. Accounting Flexfield/Project Enter: Accounting Flexfield/Task Accounting Flexfield/Award Accounting Flexfield/Expenditure Type Accounting Flexfield/Organizational Unit Accounting Flexfield Click the LOV button. Tasket populates in the field Click the LOV button. 0001DB populates in the field. Enter: Click the LOV button populates in the field. Click once on the OK button. Click the Save icon. The VIP number populates the Name field. Record VIP Number: VIP Scenarios 3/03 Page 3
5 VIP Scenario 3 - Querying for an Existing VIP Number Query for the VIP number created in Scenario 1 using the Name field. Name Click once YUAP Phase 2 VIP Manager. Double click on. Press F7 on keyboard. Enter the VIP number that the system generated in Scenario 1. Press F8. The queried record displays. VIP Scenarios 3/03 Page 4
6 VIP Scenario 4 - Querying for an Existing VIP Number Query for the VIP number created in Scenario 2 using the Description field. Description Click once on YUAP Phase 2 VIP Manager. Double click on. Click View on the Oracle menu bar. Select Query By Example,then select Enter. Tab to the Description field. Enter the first few words of the description from Scenario 2, using the % before or after entered data. Click View on the Oracle menu bar. Select Query By Example, then select Query. The queried record displays. VIP Scenarios 3/03 Page 5
7 VIP Scenario 5 - Changing the PTAEO Change the PTAEO on the VIP number created in Scenario 2. Name /Account Click once YUAP Phase 2 VIP Manager. Double click on. Press F7 on keyboard. Enter the VIP number that the system generated in Scenario 1. Press F8. The queried record displays. Click once in the Account field. Click the LOV button. Accounting Flexfield/Project Enter: Accounting Flexfield/Task Accounting Flexfield/Award Accounting Flexfield/Organizational Unit Accounting Flexfield Click the LOV button. Basket populates in the field Click the LOV button. 0001DB populates in the field. Click the LOV button populates in the field. Click once on the OK button. Click the Save icon. Note: If there are still outstanding invoices linked to the VIP Number, they will now be charged to the new PTAEO that is linked to the VIP number. VIP Scenarios 3/03 Page 6
8 VIP Scenario 6 - Changing the PTAEO Change the PTAEO on the VIP number generated in Scenario 1. Description /Account Click once on YUAP Phase 2 VIP Manager. Double click on. Click View on the Oracle menu bar. Select Query By Example,then select Enter. Tab to the Description field. Enter the first few words of the description from Scenario 2, using the % before or after entered data. Click View on the Oracle menu bar. Select Query By Example, then select Query. The queried record displays. Click once in the Account field. Press the F9 key. Accounting Flexfield/Project Enter: Accounting Flexfield/Task Accounting Flexfield/Award Accounting Flexfield/Organizational Unit Accounting Flexfield Press F9. Tisket populates in the field Press F DB populates in the field. Press F populates in the field. Click once on the OK button. Click the Save icon.. Note: If there are still outstanding invoices linked to the VIP Number, they will now be charged to the new PTAEO that is linked to the VIP number. VIP Scenarios 3/03 Page 7
9 VIP Scenario 7 - Setting an Inactive Date A departmental VIP administrator needs to set an inactive date for an existing VIP number. Name Inactive On Calendar Click once YUAP Phase 2 VIP Manager. Double click on. Press F7 on keyboard. Enter the VIP number that the system generated in Scenario 1. Press F8. The queried record displays. Click on the LOV button. Click on the right-directional arrow immediately to the left of the current month and year. Select a date four weeks from today. Click OK. Click once on the Save icon. Note: If there are still outstanding invoices linked to the VIP Number after the Inactive Date has been applied, they will now be charged to the default bounce account. VIP Scenarios 3/03 Page 8
10 VIP Scenario 8 - Setting an Inactive Date A departmental VIP administrator needs to set an inactive date for an existing VIP number. Description Inactive On Calendar Click once on YUAP Phase 2 VIP Manager. Double click on. Click View on the Oracle menu bar. Select Query By Example,then select Enter. Tab to the Description field. Enter the first few words of the description from Scenario 2, using the % before or after entered data. Click View on the Oracle menu bar. Select Query By Example, then select Query. The queried record displays. Click once on LOV. Click on the right-directional arrow immediately to the left of the current month and year. Select a date four weeks from today. Click OK. Click once on the Save icon. Note: If there are still outstanding invoices linked to the VIP Number after the Inactive Date has been applied, they will now be charged to the default bounce account VIP Scenarios 3/03 Page 9
11 VIP Scenario 9 - Running a Report A departmental VIP administrator needs to generate the Yale Custom VIP x Owner report. Submit Requests/Name Reports Parameters Submit Requests Requests Adobe Acrobat Double click on YUAP Phase 2 VIP Manager. Double click on Request. Double click on Run. Click on LOV button. Double click on Yale Custom VIP x Owner. Click on LOV button. Enter %621. Click OK. Click on Submit. Click the Refresh Data button. Click View Output. The requested report displays. VIP Scenarios 3/03 Page 10
12 VIP Scenario 10 - Running a Report A VIP administrator needs to generate the Yale Custom VIP X Inactive On date report. Double click on YUAP Phase 2 VIP Manager. Double click on Request. Double click on Run. Submit Requests/Name Click F9. Reports Parameters/Organization Submit Requests Requests Adobe Acrobat Double click on Yale Custom VIP x Inactive On date. Click on LOV button. Enter %621. Click OK. Click the Submit button.. Click the Refresh Data button. Click View Output. The requested report displays.
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