IFAS Stores Ordering Guide (including workflow) Last updated: July 31, 2008

Transcription

1 F IFAS Stores Ordering Guide (including workflow) Last updated: July 31, 2008

2 TABLE OF CONTENTS STORES INVENTORY (SI) ORDERING PROCEDURE:... 3 ACCESSING THE <SIOEUB> MASK:... 3 CREATING A NEW STORES INVENTORY ORDER:... 5 STORES INVENTORY WORKFLOW APPROVAL STORES INVENTORY APPROVAL STATUS REPORT RE-SUBMIT REJECTED ORDER OR UPDATE INVALID OBJECT CODE DELETING A STORES INVENTORY ORDER AND ORDER LINES /31/08

3 STORES INVENTORY (SI) ORDERING PROCEDURE: Ordering items from the Store Room is accomplished by using the SI module. ACCESSING THE <SIOEUB> MASK: To create a Stores Inventory order in IFAS you need to go the mask Stores Inventory (SI) Order Entry (OE), Create/Update Orders (UB) SIOEUB. This can be accessed via the explorer menu or by typing the mask SIOEUB in the command box. To open the <SI Stores Inventory> module, click on the beside it To open the <OE Order Processing> module, click on the beside it 3 7/31/08

4 To open the <UB Create/Update Orders> module, DOUBLE click on the highlighted, blue < >. (NOTE: Entering SIOEUB into the <Command> text box on the top left will also access the screen.) Once the screen SIOEUB has been accessed, the system will default to the 1 st record. When the screen opens it will be in the browse mode. This will show you the records that already exist. 4 7/31/08

5 CREATING A NEW STORES INVENTORY ORDER: To enter a new stores inventory order, select < > from the list - The data fields will become blank and the screen will switch to Add Mode as indicated in the top right hand corner. the following screen will open. STEPS TO CREATING A NEW ORDER: 1. Obtain a new Stores Inventory system generated order ID; 2. Input a Description; 3. Input End Use information; 4. Input Item Quantity; 5. Select product to be ordered; and, 6. Input GL account Cost Center and Object Code; 5 7/31/08

6 1. Obtain a new Stores Inventory system generated order ID Click on the drop down box at the end of the <Order ID:> field as shown below. Move your mouse over the drop down <Auto [SIORDERN]> it will turn dark blue. Click it with you mouse and the system will auto generate an order number for you Input a Description In the description field, enter the User Name, Room and Extension of where the stores supplies will be delivered Input End Use Information In the end user field, enter where the items will need to be delivered and contact information. The space in this field is limited so the format should follow the example to make maximum use of the space provided. User name/room/extension 3 6 7/31/08

7 To complete the following steps, move from the <Main> tab to the <Items> tab by clicking on the <Items> tab on the right hand side of the screen. 4. Input Item Quantity In the <Qnty Ordered:> field like to order. enter the number of items you would 7 7/31/08

8 5. Select product to be ordered Select your product by clicking on the drop down box < > at the end of the <Product ID> field. This will give the option to Lookup a product ID from the Stores Inventory. 4 5 After you click on Lookup with your mouse, the Product Lookup window will open. 8 7/31/08

9 Enter part of the product name using the * character to help make selection. I.e. if you are looking for 8 ½ X 11 GREEN PAPER, enter *PAPER*, using the * symbols as wildcard characters to create a more general search. Click on: (NOTE: use CAPS and enter beginning characters of name.) Once you see the product you are looking for you can DOUBLE click that product OR click on the product once so that the line turns yellow (as shown above for 8 ½ x 11 GREEN PAPER) and then click the button. The results will return BLANK info if the product does not exist or if the search was INACCURATE. 9 7/31/08

10 7. Input GL account Cost Center and Object Code Enter the Cost Center and Object Code. The drop down button at the end of the field will give you a pick list to choose from. The process is identical to that of a requisition. (Refer to the requisition guide for details.) The Cost Center will be associated with the department to be charged i.e. dept 110 = Cost Center The object code MUST BE which is Office Supplies. **MAKE SURE YOU HAVE FUNDS AVAILABLE IN THE COST CENTER AND OBJECT CODE FOR THIS ORDER** 6 After entering the product and account information the display fields on the lower right hand side of the screen will populate with the inventory information for the product you are ordering. This will indicate if the item is in stock by the Quantity Available field. 10 7/31/08

11 NOTE: if you enter a quantity greater then the quantity available in the storeroom, you will receive the warning message You have entered a Quantity that exceeds the Quantity Available. If you receive this warning message, please contact the Receiving department After the correct information is entered into the system, press [ENTER] to save the item you wish to order. You will receive the message Record Accepted indicating the record was saved. Additionally, the screen will become blank- this means that it is ready to accept another item on THIS order. To see the item you just added click PREVIOUS < > and to add a new item to the same order click ADD < >at the bottom of the screen. [Note: clicking ADD at the top of the screen will create entire new order- as we did at the beginning of the process. Add item click to create a new order. Previous click to see item just added Add item click to add a new item to the order. 11 7/31/08

12 STORES INVENTORY WORKFLOW APPROVAL Input and save the Stores Inventory Order in SIOEUB. The first time you save the Stores Inventory Order it is made eligible for workflow. However, the electronic routing for approval will not take place until you submit the order to workflow (only after you review it and determine it is ready for approval by your supervisor). Click the double right arrow the Side Bar. (on in the top left hand corner of your SIOEUB screen) to open Click on the Workflow section. Click the Refresh Button to view your requisition in the side bar. It can take up to one minute for your requisition to be recognized by workflow. Click on the Approve button when the order is ready for approval. approve reject forward 12 7/31/08

13 Enter comments if you have any, otherwise leave the comments box blank and click Submit. Note: Comments can be viewed by anyone who has access to view your stores inventory order After you click Submit, Order is routed to the first level of departmental approval, based on the approval hierarchy setup by the Budget/Purchasing Offices. Click the Refresh button in the Workflow section until you see your supervisor s name with a status of Pending. It can take up to one minute for your order to be recognized by workflow. STORES INVENTORY APPROVAL STATUS REPORT View current approval/status of a SI order within Workflow using the SI Approval Status report found in the User Reports WF Folder. The report includes the SI#, Requested Date, Creator, Status, Time Initiated, Order Status, Approver, WF Status, Date Assigned, Date Processed and Notes. The report has a drill down on the SI Order#, which allows you to see the detail of the order from SIOEUB, including requestor, line item descriptions, cost center, object code and notes. 13 7/31/08

14 RE-SUBMIT REJECTED ORDER OR UPDATE INVALID OBJECT CODE To confirm your corrections/updates you will need to type c1 in the Misc box. For each additional rejection that you are correcting and re-submitting you need to increment the number e.g. 2 nd rejection c2 3 rd - rejection c3 If you do not confirm your corrections, the Order will not be re-submitted. Therefore, your supervisor will be unable to approve your requisition and it will not be processed by the Supplies departments. 14 7/31/08

15 DELETING A STORES INVENTORY ORDER AND ORDER LINES. Deleting Stores Inventory Order Lines If you would like to delete a line from an order, find the order you would like to delete. Then, Scroll to the item on the order you would like to delete. To scroll through the items, click on the <Items> tab. Then, using the arrows at the bottom of the page, click on the arrow until you find the item you are looking to delete. Once you have scrolled to the order line you would like to delete (the order detail will be displayed on the screen as when you entered the order), then click on the Options button near the BOTTOM. In the smaller window box that appears, click on Delete Record to remove the selected detail line. 15 7/31/08

16 After you click on the Delete Record button, a window will appear asking Are you sure you want to delete the current record? If you want to delete the item from the order, click the <Yes> button. After you press <Yes> you will receive the message Record Deleted indicating the item was deleted. Additionally, the screen will become blank- this means that it is ready to accept another item on THIS order. 16 7/31/08

17 To delete an entire order. To delete an entire stores inventory order, select < > from the list - at the top of the screen. In the smaller window box that appears, click on Delete Record to delete the order. After you click on the Delete Record button, a window will appear asking Are you sure you want to delete the current record? If you want to delete the entire order, click the <Yes> button. Once you click OK, and the order is successfully deleted, you will receive the message < > at the top of the screen and the system will default to the previous record. 17 7/31/08

18 NOTE: If you attempt to delete an order that has items on the order, you will be unable to delete the order until you delete each item associated with the order and you will receive the error message You must delete all line items before the master. Refer to the section above Deleting Stores Inventory Order Lines for deleting line items. 18 7/31/08