Access the Electronic SM and MC Forms

Transcription

1 2 Access the Electronic SM and MC Forms Topics: Pages Launching the Browser 2-2 Access the Electronic SM and MC Forms System Buttons Form Terms User Preferences 2-12 Symbol Key Helpful hints Notes 2-1

2 Launch the Browser To launch your Internet browser: ❶ Windows Desktop with Netscape Communicator Shortcut 1. Double click on the Internet browser icon (e.g. Netscape) If there is no browser icon on your desktop, you can reach your browser from the Programs section of your Start menu. 2-2

3 ❷ ELF Web Site Main Page 2. To access the Electronic Forms home page, type the URL into your web browser. 2-3

4 Access the Electronic Small Dollar Procurement and Master Contract Form To access the Electronic Small Dollar Procurement and Master Contract form: ❶ ELF Web Site Main Page 1. At the Electronic Forms home page, click Server-side Elfbox. The Common Login screen will open. If you have already logged into another ARES application, you won t need to login again. 2-4

5 ❸ ❷ ❹ 2. Type your UMID in the UMID field. Press the [Tab] key to proceed to the PIN field. 3. Type your PIN number in the PIN field. 4. Press the [Enter] key or click the Login button. Common Login Screen 2-5

6 ❺ ELFBox screen As shown above, upon logging in, the ELF box will appear. 5. Click the New Form button. The Available Forms box will appear. This selection box provides the user with a selection of Electronic forms. 2-6

7 ❻ 6. Click on the name of the appropriate form, Small Procurement Order or Procurement Master Order, to select your choice. 2-7

8 System Buttons A description of the buttons found on the main ELF form screen toolbar and their descriptions follow: Button Names Buttons Description New Form This option allows you to access a list of available electronic forms that you may create. (Note: Pre-Load to Addresses' - Default is 'Yes', which means when the new form is created it will load the addresses of previous recipients.) Refresh View Form History Remove Print Filter Search Clear Preference Help Exit Inbox Status of Forms Drafts Templates Search Results This option reloads the folder tabs with new forms that have been sent since your last action. This option allows you to view a selected form. Only one form can be selected. This option allows you to view the history of a form. This option allows you to remove all selected forms from folders. The forms are not deleted from ELF, but they are removed from the folders. Removed forms can only be accessed through use of the Search option. This option allows you to print the selected form. Only one form at a time can be selected to print. This option allows you to limit forms that are displayed within your ELF folders. You can filter by Form Status, Form Type and/or Date Range. Filter is only active for current session. To remove all filtered forms, select the Remove All option. To remove the filter, select Clear Filter. This option allows you to search by Form Type, Form ID (a.k.a. the JV number), ELF ID, or Keyword. This option allows you to clear all check boxes. This option allows you to set preferences for your ELF box. This option allows you to access resources for help. This option allows you to exit ELF. The 'Inbox' folder contains the forms that have been sent to you. The 'Status of Forms' folder contains forms that have been sent by you. The 'Drafts' folder contains forms that you are still working on. If you copy a form, the new form gets placed in 'Drafts'. The 'Templates' folder contains template forms. These are forms you have 'saved as templates'. Selecting a form from the 'Templates' folder allows you to edit the template and save it for future use. You will not be able to send it from the template folder. You must open a 'new form' using the 'open template'. This option appears only after you perform a search. The search folder contains the results of your last search. It will remain active for your current session only. 2-8

9 Form Terms Procurement Master Order Form Small Procurement Order Form 2-9

10 Terms Form Terms Icons Description Form ID Description Send To Vendor Information Section or The SM number now begins with the letter "M" and the MC number now begins with the letter "C". The numbers that follow the letter will be system generated. The icons shown to the left are examples. Upon clicking on Description, a new window will appear, allowing the user to change the description of the form. This field provides access to a list of addressees to whom the form will be sent. If the addressees have not been defined, they will not be available for retrieval from the drop box. The user must click on the blue words Send To to access and define available addressees. Go to the top of the form and click on the PROWeb button (a new Netscape window will open), click on Data Retrieval and then click on Vendor Inquiry. Type the vendor s name, and click run. There can be multiple vendor numbers for a single vendor due to various mailing addresses. Select the Vendor/FEI number that you need by double clicking on the field. Right mouse click and select copy then go to the Elf SM FEI number field, right mouse click and select paste thus pasting the eleven character FEI number into the Elf SM form. Click the Update Vendor Info button. The vendor s name and address will populate into the correct fields. Using Department Information The Master Contract form (MC) has a drop-down box that contains all vendors that the University has a master contract with. Click the dropdown box, select a vendor and all vendor data will be populated for you, including the Master Order Release Number. Department Description (name), phone, contact name, UMCP Dept Zip, Building number and Room number fields are populated for the user based on the user s log-on. These fields can be over-written if the contact is going to be someone other than the user. Goods Itemization Folder Description of Goods or Services Requisition number, FRS account number and fiscal year are now on the top portion of this tab. Each description line is limited to a maximum of 40 characters. Once 40 characters have been entered on the first line, users must tab to the second line to continue entering data. Quantity This field allows the user to indicate the number of products or services being billed. 2-10

11 Form Terms Icons Description Unit of Quantity From the drop box select either each, lot, or fee for the unit of quantity. Amount Upon selecting the $, the total amount is automatically calculated. The total amount is equal to the sum of the Quantity multiplied by the Unit Price. Sub-code The sub-code can only be placed on the line item. Comments Errors Terms and Conditions N/A A comments tab was added to provide additional space for providing additional information such as a list of attendees. By clicking the radio button next to Print, the user will be able to print this additional page. This tab will always appear on the form. By clicking the tab, the user will be able to view any errors that are on the form. The terms and conditions will print as a second page for submission to the vendor. The user will only see this page if it is printed out. 2-11

12 User Preferences Option Description Display Preferences Preferences Addressee Preferences Proxies Debug Controls This feature allows you to set preferences that control the displaying of ELF pages. The display settings you can change include: Number of rows per page - allows you to set the number of rows that are displayed on a page. This variable operates on forms as well as folders. Number of display folder tabs - allows you to choose the maximum number of folder tabs displayed. Inactive folder color - allows you to choose the color for the inactive folder tabs. Active folder color - allows you to choose the color for the active folder tab. Display send-to drop down box - if checked, will display addresses of recipients in a drop down box when a form is opened; otherwise it will suppress this box. Display Image command buttons- if checked, will display icons for the command buttons. This feature allows you to turn the ELF notification on or off when forms are sent to you. This feature allows you disable the preloading of addresses when opening a form. This feature allows you to add proxies (enabling user who may access your ELF box folders while you are away). This option is used to define the tracing and debugging features within the ELF system. You should only enable these features at an ELF support person s request. New Sorting Features New Sorting Features Within the ELF Box, using the above sorting features, you can now sort your forms in either ascending or descending order. Also, you can now sort each individual financial form by Account Number, Subcode, Description, etc. Click on the field name to sort that field in ascending order. Re-click the field name to sort in descending order. 2-12