Business Plus Stores September 2014

Transcription

1 Business Plus Stores September 2014

2 Stores - Sections Section Function Description 1 1 st & Last Bulleted Shortcuts enter/delete warehouse requisition print requisition copy, if desired search previous requisitions 2 3 rd Bulleted Shortcut print to window or paper criteria selections PDF search function 3 4 th Bulleted Shortcut search for single stock items separately see stock-related information 4 5 th Bulleted Shortcut monitor budget account transactions posted amounts per requisition credit amounts 1

3 Section 1 Warehouse Requisition 2

4 From this SIOEUB screen, you can click on Warehouse Requisition SIOEUB the green plus sign in the gray bar at the top left, to add a new warehouse requisition the magnifying glass next to the green plus sign, to search/modify an existing requisition, which will be explained later in the booklet. You can search for requisitions using different criteria such as Requested Date and/or Status NW or FL if you do not see the green plus sign, or it is grayed out, hit the Escape Key to change from Find Mode to Add Mode. The functions on the side bar (to the left) will also be explained later, in detail. In reference to the screen shot on page 2 (showing the Header Section and the Main tab section), from left to right: 1. the letters SIOEUB at the top left show what screen you re in 2. when searching for existing reqs, you can see each one as single page view or grid mode (header section) from the drop down menu with this icon - this options icon also has a drop-down menu that has other choices, such as delete a record. 3. on the gray bar towards the right, with an open padlock shows you are in add mode. An existing requisition is not pulled up on the screen. 3

5 4. It is not necessary, but you can click on drop down menu box for Help topics, at top right 5. you can close out of this screen by clicking on the word Close at top right or by clicking on the X in top right corner - clicking on the dash will minimize the screen. 6. to obtain an auto-generated Order ID number for a new requisition, click on the ellipse (the little blue bar with the 3 horizontal dots) then select Auto [SIORDERN] to obtain Order ID number which will always begin with a W (Or you can click in the Order ID blank white field and press the Ctrl T keys in succession, to obtain an auto-generated Order ID number) 7. use the Description field as you would printed comments. For example: WILL PICK UP 8. the year is NONE; you do not have to enter a fiscal year 9. the status is automatic; you do not have to fill in the status field. Status can be: NW for new; it may or may not be printed at the warehouse yet FL means it has been filled, posted and closed in Business Plus 10. depending on which stock items are ordered, either WHSE or NUTR must be selected from drop down menu in Primary Warehouse: Stock items beginning with 14 to 19 are from Nutrition warehouse. All other stock items are in WHSE. Separate requisitions must be entered per each Primary Warehouse. Secondary Warehouse is not used. You never fill that in. 11. Sec Cd will default to the location associated with the person logged on to Business Plus, entering the warehouse requisition 12. Order Total displays total dollar amount of warehouse requisition on right side 13. Main tab displays warehouse requisition header information 14. Items tab displays line items and budget code (more info to follow on that later) 15. Requested By displays the person s name logged on to Business Plus 16. Requested Date will default to current date 17. Customer ID displays the organization associated with the person s name logged on to Business Plus and the ship to location. If you enter a requisition to be sent somewhere other than your location, you must select the ship to location from the drop down menu (click on the lookup ellipse blue bar) in Customer ID or type in organization of ship to location. You can see the name and address appear to confirm that s where you want it to go. Example: 01N is Hastings North. Customer ID on warehouse requisition displays as Deliver To on the pick ticket. You will get a yellow copy of the pick ticket upon pick-up or delivery of items. 18. use the Contact field to show Mark For information. Write your own pertinent information in the Contact, End Use, Customer PO and Misc fields on the right side. Information entered in the Contact Field will display on the Pick Ticket too, so you ll get it on your yellow copy. 19. Prep ID displays the person s name logged on to Business Plus 20. Order Codes could become available for use at a later date, but currently there s no need for them so they are not used for warehouse orders. 21. If you click on Workflow on the side bar, you ll see approved orders (waiting another approval) and/or pending approval listed on the side 4

6 22. the Entity List on the side bar displays orders. You can click on up or down arrows to navigate vertically. If you click on any one of the warehouse orders on the left, it will display that requisition on the screen. Click on this little down arrow to see the next 25 orders listed. 23. while in Items Tab, the green plus sign and the icon for grid mode and other selections at the bottom pertain to line items. If you click on this Options icon at the top and you would select Delete Record from up here, the entire warehouse order would be deleted. These options at the bottom pertain to line items If you click on this green plus sign, it will add another line where you can enter data. From these options, you can show/hide grid. If you click on Delete Record from here at the bottom, whichever page is displayed for items ordered (in single page view) or whichever line is highlighted in grid mode will be deleted from your warehouse order. 5

7 Always look for Record Accepted at the top (yellow bar), after entering/saving data. This requisition was approved. Approval date 09/04/2014 A pick ticket for this requisition was printed at the warehouse. Pick ticket # Always check your Workflow area to see requisitions pending approval. Click on Workflow This is pending approval or rejection Rejecting an order will send it back to the originator. Status: FL in upper right hand corner indicates this order has been posted and closed. 6

8 In Items tab: This is single page view, Hide Grid. The object code is always 6397 The year in budget code is always 9, unless using some federal funds that could have a different year. This view below is Show Grid. Use the tab key to move from one cell to another in the row from left to right. If you need to go back and forth, use your mouse to click into a field. When you reach the end of the row, then hit enter to save information. Be sure you get a Record Accepted at the top left after hitting enter for each row. If you need to return to a field and change the data, just click into that field and hit enter, save the new data and get a new Record Accepted. 7

9 Columns must be in proper order: You can move columns around by doing this: left click on column heading (such as Unit Price), hold and drag to different location, going left or right, then release where it should be now. You do not have to do this every time you enter an order. Business Plus will remember your preferences. You can position columns in any order you want, but two columns must be in this sequential order: Enter how many first: Quantity Ordered column must be placed before Product ID column Then enter stock number second, in Product ID: Product ID column must be placed after Quantity Ordered column Quantity Available displays current stock on hand, available to be ordered. Not all columns fit in the screen width-wise to see simultaneously without having to slide the bar at the bottom (to move to the right). You can choose to see the most needed ones toward the left side of the screen. The most popular columns to see are: Line Number, Quantity Ordered, Product ID, Units, Description, Quantity Available, Unit Price, Total Price, Account Number, Warehouse. Warehouse Requisitions Header section and Main tab section. Required Fields: Order ID Click Ellipse button to automatically obtain an Order Number Description Use this field for printed comments Year Will default to NONE Status Will default to NW for New Order Primary Warehouse Will default to WHSE (change it to NUTR if ordering those items) Sec Cd Will default to User s pre-defined Security Code Requested By Will default based upon User login Requested Date Will default to current date Customer ID Will default to location associated with user logged on. Enter school or dept receiving the warehouse order if it should be different. 8

10 When all required fields are filled, simply press Enter to save the record. The items tab is where you will indicate quantity and warehouse stock items being ordered. Required Fields: Qnty Ordered Enter quantity for item being ordered Product ID Use ellipse button to access Lookup to find Product Code, if you don t know the warehouse stock number Account GL will default. (If ordering multiple items with the same budget code, you only have to enter it once.) The number 9 is always used for any fund other than grants to indicate Fiscal Year in Business Plus. Each grant may have a different grant year. When all required fields are filled, simply press enter to save the record. Make sure you get the Record Accepted message at the top left. You can view each item in single page mode, or grid mode. In single page view, the arrows at bottom left are used to see next page or previous page. Enter how many of each stock item you want to order in Quantity Ordered field. Enter product ID (warehouse stock number) Enter budget code. (f budget code is the same for all line items, you do not have to re-enter it for each subsequent line item, after the first one) After you hit enter you will see record accepted at the top left. While in the Items tab section, hitting enter will provide the next line in which to order another stock item. When you are finished, you can proceed to Workflow to approve your requisition. At your campus or department, there may be a second person designated for second approval. Whether the same person or two different people approve warehouse orders, they must acquire two approvals in workflow, (unless special configuration is done for the level II approver to only have to approve it once to accomplish both approvals simultaneously). You can view items, before deciding to approve an order. Click on Workflow You will see this sidebar with a green check mark next to your name. If you wish, you can click on the Items tab to view ordered items at this time. If there are several orders waiting to be approved, they will be listed in the side bar. For first approval, highlight the order number you wish to approve. This will bring that particular order to the forefront. Click on the green check mark at the left. 9

11 You will then see this screen. The cursor will be in the comments section, if you wish to write comments to the next approver: type your comments then click on Submit at bottom left or don t include comments and just click Submit. The green check mark will turn to gray. The second approver can repeat steps in workflow to finish the approval process. In some cases, there is no second approver. Principals and Department Heads can decide who should be approvers. 10

12 To delete the record: Click on this Options tab at the top and then select Delete Record You will get this red box for confirmation: If you click Yes, then you ll see Record Deleted at top left. If you were to search for a deleted requisition, it would not load. 11

13 You can widen the side bar if you wish to see related information. Grab and drag the column border to the right. Then drag column border back to the left or click on blue handle to close side bar. Click on blue handle again, to open side bar. Click on Entity List bar in the side bar, to see your orders, etc. Click on the up and down arrows to display more selections. 12

14 If you need a printed copy of the order, there are two options: Option #1 is the 2 nd bullet on dashboard Order Summary Report but that is hardly used, so... it is quicker and better to use Option #2 which is the last bullet Warehouse Order Summary Report without having to go back to the dashboard, necessarily, to click on that link. Option #2 While you re in the SIOEUB screen, you can click on the Reports bar on the left (in side bar) and then click on Warehouse Order Summary Report Resulting in this copy which you can print (and/or save). 13

15 To search for an existing requisition: Remember you can search by using different criteria, such as Requested Date or Status NW or FL, etc. As indicated on page 3, click on the magnifying glass in top gray bar to find an existing requisition, then click on Find/Search. Enter the order number beginning with a W in the Order ID field and hit enter. If you don t know the order number, you can enter W* and all requisitions for your location will load. You can add NW in Status to search criteria, to narrow the search to recent requisitions. Clicking on any one of the Order ID numbers shown in the Entity List will also display the order. Click on the up and down arrows to display more selections. 14

16 Section 2 Warehouse Catalog (3 rd bullet) Clicking on the 3 rd bullet link, will display screen as shown below. If you click submit from this screen as shown, the entire catalog will be queued, for both WHSE and NUTR. Instead, click open the + sign at the top, next to Inventory Selection Criteria to limit the amount of information. 15

17 If you don t want the whole catalog, open the Inventory Selection Criteria by clicking on the + sign. In Row 01 - Product ID, you can list several stock items separated by commas if those are the only ones you want to view. In Row 03 Product Class, you can select sections of the catalog Example: entering 35* in the 03-Product Class field will result in a catalog listing of all office supplies (all warehouse stock items that begin with 35). When you click in the 3 rd row, the 03-Product Class will be highlighted in blue, so you know you re in the desired row. If you want to see all stock items in Central Distribution, be sure to enter WHSE in Row 04 Warehouse ID Stock items beginning with a letter such as C or M are for Printing Services only. o 05 - Art Supplies o 10 Audio/Visual Supplies o Nutrition&Food Supplies o 20 Library Supplies o 30 Medical Supplies o 35 Office Supplies o 40 Custodial Supplies o 45 Printed Forms o 50 PE Supplies o 60 Science Supplies o 70 Furniture o 80 Computer&Printer Supplies When you are finished making specific criteria selections, click submit at the bottom. It will create a job and display the job number. Click on OK and then proceed to click on Job Monitor link. 16

18 If the job is still in progress, it will appear in this block showing Status. If job is already complete, this box will be empty, so you have to click on Show Completed at the bottom to load completed jobs. All completed jobs you have queued for the day will display. When the job is complete, there will be a + sign to the left of it. Sometimes, jobs show Status completed, but the + sign takes a little longer to appear. When you see the + sign, click on it. In this case Job # will be opened. 17

19 After you click on the + sign, then click on the link below it in this case the link is for the catalog, so it SIRESRPC - click on the letters SIRESRPC. The product catalog is a pdf document. You can save or print to desktop, or print a hard copy, search for any one or several items within the document by typing a word (such as paper) in the Find field and hit enter. The screen will highlight each location where the word is, such as paper. 18

20 Each location will be highlighted where the word is, such as paper. If the first highlighted word is not within the stock item you were seeking, you can click on forward/backward arrows to the right of the Find field to go to the next place where the word is found, or return to a previous place if needed. Notes to remember for reports optional: Selection Criteria The = sign means blank and <>= means not blank. Watch Case, some filters are case sensitive. It is recommended using all upper case when entering alphabetic information Use : to specify a range Both the % and the * can be used as wildcards Use > for greater than Use < for less than Use >= for greater than or equal to Use <= for less than or equal to Use <> for not equal to Use, or to specify an OR condition (A,B would be A or B) Use =xxx,xxx to select text with commas 19

21 Section 3 Warehouse Stock Inquiry (4 th Bullet) Search for a stock item, the same way you would search for a requisition by first clicking on the magnifying glass at the top. Type the stock number you seek in Prod ID: field and hit enter. Then click on the Free Form Text tab on the right to see more information about the item. This is an Active stock item 20

22 The information in the Catalog: CA tab is the extended description. The information in the Purchase Order: PO tab displays on a purchase order that warehouse orders from the vendor. The information in the Pick Ticket: PK tab displays on the yellow pick ticket copy you will receive with the warehouse order. If you don t know the stock number, you can do a search using different criteria, such as search for all stock items in the 35* office supplies category using Prod ID filter, or search for all stock items with Unit of TU, if you want to see all items that come in tubes by using the Unit filter as described below. Click on the blue ellipse on the right, then click on Lookup From the drop down menu in Filter, select a filter to use. In this example, Description was selected in Filter. 21

23 To see all printed forms with the word parent in the title, use the asterisk as a wild card as shown, then click Apply. After viewing the results, double click on one to place that stock number in the Product ID screen and hit enter to display. Price does not display on this screen; however, current price displays on warehouse order screen. 22

24 Section 4 Account Inquiry (5 th Bullet) The price of a stock item is not locked in at time of ordering. Very rarely, it may happen that you ordered a case of paper $25.00 per case. The warehouse then received another truckload of paper at a cost of $28.00 per case. Business Plus will price average, resulting in a cost of $26.50 per case at time of receiving. When your order is posted and closed in the computer, you would be charged $26.50 per case, not $25.00 as you originally saw on your order. If you want to check and see if you were charged a different amount than what you saw when placing the order, click on Account Inquiry link. Fill in the budget code used for the order or use object code 6397 to see all warehouse orders. 23

25 You can drill open any amount in Debits to see warehouse orders/items. You can view, save and/or print it. If a stock item is ordered in error, it can be returned for credit if reported within 10 business days. the warehouse clerk with the requisition order number, the stock number and quantity to return. Returns for credit will display in Credits after being received at warehouse and posted. You can drill open the dollar amount in Credits to see transaction information as shown below. In this case, campus returned 2 packs of printed form Immunization Requirement $3.95 pk. 24