NYRA /Puridiom User Manual

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1 The New York Racing Association, Inc. NYRA /Puridiom User Manual CHRIMS, Inc. 3/15/2013 Revision 1.1

2 1. Introduction...4 About This Manual...4 Log in Procedure...5 The Navigation Bar...6 User Navigation Bar... 6 Module Navigation Bar (Orange Bar)... 6 Welcome to the Procurement Workload Activity Center (Main Menu)...7 My Requisition Actions, My Solicitation Actions, and My PO Actions... 9 My Recent Requisitions, My Recent Solicitations and My Recent Orders... 9 My Frequently Requested Items and My Frequently Ordered Items...10 My Action Items...11 My Browse Option...13 My Receiving Actions...13 Inventory Actions...13 Accounts Payable Actions...14 View Scheduled Reports Navigation Create New Data Entry...17 Process Navigation...17 Module Processes...18 Selection Criteria Navigating Through a List Comments Standard Comments Add New Comment Change Comment Text Delete Comment Revised 4/5/ Copyright 2012 puridiom.com

3 4. Attachments Review & Finalize Validate Approvals Reports Report Selection Report Options Filter Options...34 Send Options...34 Schedule Options Document Types and Status Codes Document Types Status Description Codes Revised 4/5/ Copyright 2012 puridiom.com

4 1. Introduction Welcome to NYRA s Puridiom TM system, a web based purchasing management system. Registered users have global access to the system within a secure environment. All work is stored in a database. Create or browse Requisitions, Solicitations, Purchase Orders, Invoices and End User Receipts. Access requisitions that need your attention (action items), such as incomplete requisitions and requisitions waiting your approval, from the main menu quickly and easily. About This Manual This manual provides an overview to the NYRA Puridiom TM system. Instructions for login, navigation, and report generation, as well as steps and procedures common to all modules, are presented here. Subsequent manuals are devoted to specific modules and functions (Requisitions, Solicitations, Orders, Invoices, and Receipts). Each field on the web page is defined, and step by step directions are given for each of the procedures in the modules. The web page images in this manual may not exactly match the pages you see. Variations may be due to differences in: system setup options, user security access or module activation. The NYRA System Administrator for Puridiom TM will be able to answer any questions not covered by this manual. Send your question to helpdesk@nyrainc.com Revised 4/5/ Copyright 2012 puridiom.com

5 Log in Procedure You need a User ID and Password to access the NYRA Puridiom TM system. The NYRA System Administrator for Puridiom TM assigns and maintains the User IDs. If you need an account, send your request via an to puridiomhelp@nyrainc.com. Your User ID will be your address. The first time you login, you will be prompted to change your password and select a security question. Later, if you forget your password, you can click on the link, answer your security question, and the system will automatically you a new temporary password. If you forget the answer to your security question, you will need to send a request to helpdesk@nyrainc.com asking for your password to be reset. Figure 1-1. Log-in Web Page. To log in, enter your Login ID and Password in the fields on the login web page and click the login button. The system will display the Puridiom TM main menu. You are now ready to begin working. Revised 4/5/ Copyright 2012 puridiom.com

6 The Navigation Bar User Navigation Module Navigation Bar Figure 1-2. User Navigation Bar and Module Navigation Bar. User Navigation Bar The User Navigation Bar appears in the upper right hand corner of every screen. (Blue links) Menu Click this link to return to the main menu the Procurement Workload Activity Center (PWAC). Admin This link is for those users identified as Puridiom TM Administrators. It is used to add and maintain information about NYRA within the Puridiom TM system. My Profile Click this link to edit your user profile. Help Click this link for the Puridiom TM Web Help (Quick Reference Guide). Log Off Click this to log off of the Puridiom TM system and display the Puridiom TM Log In web page. If you wish to use the system again, you will need to log in with your User ID and password. Module Navigation Bar (Orange Bar) The Module Navigation Bar is located directly below the Navigation Bar. The options on the Module Navigation Bar will vary according to the module access that has been assigned to you. The standard modules include: Requisition Create new procurement requests or modify existing procurement requests. Solicitations Orders Receipts Invoices Reports Allows buyers to enter solicitation information and enter bids. Purchase Orders can be created or awarded from requisitions or solicitations. Receive an item with or without a purchase order, perform inspections, mark or tag asset items, deliver items, and view receipt history. Facilitate payments; create new invoices or modify existing, incomplete invoices. Invoices can be created with or without a Purchase Order. Run reports for all modules. There are additional modules available from Puridiom TM for tracking Inventory and Assets. These are currently not part of the NYRA system. Revised 4/5/ Copyright 2012 puridiom.com

7 In addition, NYRA s system contains a Budget tracking function, which is not currently being used. Welcome to the Procurement Workload Activity Center (Main Menu) The Procurement Workload Activity Center is Command Central in Puridiom TM and is referred to as the Main Menu. The PWAC (Procurement Workload Activity Center) can be accessed at any time by clicking on the menu link in the user navigation bar. The main menu (PWAC) is a collection of all of your procurement activities in a single snapshot. Your user access profile determines what links and charts will be available. Figure 1-3. Puridiom Main Menu. This image is representative of a Puridiom main menu and may differ from your system main menu. When you first come to the main menu (PWAC) be sure to scroll down the page to view additional text boxes. These additional items depend on your assigned modules, and are described in more detail below. There are four menu functions, based on originator responsibilities and module access: 1) My Requisition Actions, My Solicitation Actions, My PO Actions (Graphic Charts) 2) My Recent Requisitions, My Recent Solicitations, My Recent Orders, My Recent Receipts (Quick links to the 10 most recent documents in each module) 3) My Frequently Requested Items, My Frequently Ordered Items (Quick Item Builder List) 4) My Action Items The first three items in the list include charts, recent documents (based on your module access), and quick request or quick order items. Each module has its own chart, shown above in Figure 1 3 as well as a list of the 10 most recent documents created in that module. The main menu also shows your 10 most frequently requested items as well as 10 most frequently ordered items. Revised 4/5/ Copyright 2012 puridiom.com

8 Revised 4/5/ Copyright 2012 puridiom.com

9 Each of these lists of links or items appears in its own text box, with an orange title bar at the top. The arrow in the title bar allows you to collapse the box, to save space on your screen, if you do not want to view the contents of the text box. Clicking on the arrow a second time will expand the box so the items can be viewed. (See the text box in Figure 1 4 below.) My Requisition Actions, My Solicitation Actions, and My PO Actions These charts create an instant snapshot of your module activity, grouped by status. (See Figure 1 4.) Click on any bar in the graph to view the items, or documents, at that stage of processing. The status of a document is really the state or indicator as to where in the module process it currently resides. In other words, the status tells you what needs to happen next in the flow of the procurement process. The different status codes and document types are listed in Section 8. Figure 1-4. Puridiom Main Menu - My Solicitation Actions. My Recent Requisitions, My Recent Solicitations and My Recent Orders This area on the main menu displays quick links to the 10 most recent documents for each module, organized by document number. The snapshot shows the document number, status and general purpose of the document. (See Figure 1 5.) Revised 4/5/ Copyright 2012 puridiom.com

10 Figure 1-5. Puridiom Main Menu My Recent Requisitions menu. My Frequently Requested Items and My Frequently Ordered Items The My Frequently Requested/Ordered Items text boxes allow you to quickly build a request or order with minimal effort. The list is based on the frequency in which the items are either requested or ordered by you. Check the checkbox of those items you wish to request and simply click on the request items or order items button and a new requisition will be automatically created for your selected items. (See Figure 1 6.) Figure 1-6. Puridiom Main Menu My Frequently Requested Items Revised 4/5/ Copyright 2012 puridiom.com

11 My Action Items My Action Items displays a list of documents and activities that need to be completed or reviewed. This list will vary depending on your user profile and system module access, as well as the work you have in progress. (See Figure 1 7.) Figure 1-7. Puridiom Main Menu My Action Items Requisitions Waiting My Approval Orders Waiting My Approval Close/Cancel Open Requisitions Requisition Pipeline Browse Requisitions To Be Priced Solicitations Waiting My Response Displays a list of all requisitions that are waiting to be approved, rejected or rerouted. (Approvers) Displays a list of all Purchase Orders waiting to be approved, rejected or rerouted. (Approvers) Provides the option to close or cancel open requisitions. Displays the current approver for requisitions pending approval. It has additional functionality for administrative employees. Displays a list of all pricing requisitions that need to be priced through the solicitation process. (Buyers) Displays a list of all solicitations waiting to pricing to be completed or bids to be received. (Buyers) Revised 4/5/ Copyright 2012 puridiom.com

12 Solicitations due this week Solicitations Waiting My Approval Requisitions assigned to me Orders Pipeline Browse Orders that are Incomplete Orders that are Overdue Blanket Orders that Expire within 60 Days Bid Board Standard Documents Supplier Qualification View Registered Suppliers Buyer Assignment Workload Inspector Assignment Workload Procurement Workload Displays a list of all solicitations whose due date is posted for the current calendar week. (Buyers) Displays a list of all solicitations waiting to be approved, rejected or rerouted. (Approvers) Displays a list of all requisitions assigned for some action to be taken by you. (Buyers) Displays the current approver for orders pending approval. It has additional functionality for administrative employees. Displays a list of all Purchase Orders that need to be completed. (Buyers) Displays a list of all Purchase Orders that are awarded or partially received and the required by date is before today s date. (Buyers) Displays a list of all Blanket Orders whose expiration date is within the next 60 Days. (Buyers) Displays a list of all Bid Board standard documents, if you have a supplier portal and solicitations. Displays a list of suppliers, who register through the supplier portal and are awaiting qualification. This option is only available for clients who purchased the EIPP module. Displays a list of Suppliers who have registered for business with your company, but have not been approved or qualified by your organization. (Buyers) Displays a list of all requisitions that have been approved, but not assigned, to a buyer for purchase. The buyer assignment module allows a manager or administrator to assign requisitions amongst buyers either by requisition or the individual requisition items. (Buyers) Displays a list of all receipts that require an inspection by inspector/engineer assigned and unassigned queues. This module allows a manager or administrator to assign inspections amongst inspectors and engineers. Displays a list of buyers pending work by module. Revised 4/5/ Copyright 2012 puridiom.com

13 My Browse Option My Browse Options can be used to search for items within a catalog or from a list of registered suppliers. Figure 1-8. Puridiom Main Menu My Browse Options My Receiving Actions My Receiving Actions displays a list of receiving process options. This list will vary based upon your user profile and system module access. Figure 1-9. Puridiom Main Menu My Receiving Actions Inventory Actions Inventory Actions lists items pending receipt into inventory and inventory items pending approval. Figure Puridiom Main Menu Inventory Actions Revised 4/5/ Copyright 2012 puridiom.com

14 Accounts Payable Actions Accounts Payable Actions displays a list of documents and activities that need to be completed or reviewed by Accounts Payable. This list will vary based upon your user profile and system access. Figure Puridiom Main Menu Accounts Payable Actions Check Requests Waiting My Approval Invoices Not Yet Submitted Invoices Pending Approval Approved Invoices Vendors Needing AP Reference Number Invoices Waiting My Approval Invoice Pipeline Browse Displays a list of Admin Check Requests that are pending approval. Displays a list of invoices that are in an incomplete status. Displays a list of invoices that are pending approval. Displays a list of invoices in an approved status. Displays a list of vendors needing an Accounts Payable reference number. Displays a list of all Invoices waiting to be approved, rejected or rerouted. Displays the current approver for invoices pending approval. It has additional functionality for administrative employees. View Scheduled Reports View Scheduled Reports allows you to schedule and view scheduled reports relating to different modules. Reports can be scheduled for delivery daily, weekly, monthly, quarterly or annually, based on your report criteria. You can also view your scheduled reports queue and view public scheduled reports. Report scheduling options are discussed in Section 7. Revised 4/5/ Copyright 2012 puridiom.com

15 Figure Puridiom Main Menu View Scheduled Reports Revised 4/5/ Copyright 2012 puridiom.com

16 2. Navigation When you move the mouse over the link to a module in the Module Navigation Bar, a drop down menu will appear, allowing you to select what you want to do in the module. In each case, you have the ability to Create New or to Browse or View existing items. (See Figure 2 1.) Drop Down Menu Figure 2-1. Procurement Workload Activity Center Requisition Drop Down Menu Create New Selecting the Create New option will take you to a Type Selection screen, like the one in Figure 2 2. The bullet item (in grey) is a link to the data entry screen for that entity type. Figure 2-2. Requisition Module Create New Type Selection Selecting the type of entity you wish to create will take you to the data entry screen for step one of the process you have selected. For example, selecting Create New Requisition then selecting Purchase Requisition as the type of requisition you wish to create will take you to the data entry screen for step one in the process for creating a Purchase Requisition. (See Figure 2 3 below.) NOTE: Immediately below the Module Navigation Bar (orange bar at the top of the screen) is a series of links, starting at the left margin, showing the path you took to get to the current screen. You can click on any one of these links to return to a previous screen. Revised 4/5/ Copyright 2012 puridiom.com

17 Links to Previous Screens Figure 2-3. Requisition Module General Information Data entry screens have the following general format: The left side of the screen prompts you to enter data relating to one step of the process. The right side of the screen allows you to navigate through the process. Data Entry Required fields are highlighted in yellow. You can skip required fields, as you begin your process, and move from step to step, entering data in any order. The exception to this is that the first three fields on an invoice must be entered to move on to the next step. Many required field prompts are links to options or additional information about what is required. Documents with missing information will be marked Incomplete, but the information (e.g. requisition, solicitation, invoice, etc.) can be saved and you can continue to work through the steps in any order. You can even log off and come back to this item as often as you like. It is only when you try to Validate your request that you will be unable to continue processing until all the required information has been entered. Process Navigation Note the list of steps in the right hand column. These identify the steps in the process you have selected. The steps can be completed in any order, and you can click on any of them to jump to that step. However, the Validation step must be done last. There is also a Next button at the bottom of the list. Click here to go to the next screen in the process. Subsequent screens will have both Back (previous step) and Next buttons, to allow you to go either direction through the list of steps. Revised 4/5/ Copyright 2012 puridiom.com

18 The Save button can be typed at any time, to save the current information. It does not take you to another screen. Once an identification number, such as a requisition number or invoice number, has been assigned to your entity, moving to another step will automatically save the information entered on the screen. Until then, however, the information may be lost if your computer shuts down or logs you off. It is wise to click on the Save button as soon as you enter basic information in any process, so that the appropriate ID number can be assigned and subsequent information can be saved automatically, as you move from screen to screen. Module Processes Each module has its own set of process steps, similar to the ones displayed in the following tablefigure 2 3. There are several steps which are common to all modules. These include the Comments, Attachments, Review & Finalize, and Validate steps, which are discussed in greater detail in the following sections. New Requisition (Purchase Request, Pricing Request) New Requisition (Check Request) New Solicitation (RFQ, RFI, RFP) New Order (Purchase Order) New Order (Blanket Order) New Invoice Revised 4/5/ Copyright 2012 puridiom.com

19 Selection Criteria Selecting one of the Browse or View options will take you to a Browse Options screen, like the one in Figure 2 4. Note that the field names in column one will change, depending on the module. Figure 2-4. Requisition Module Browse Options Specify filter options to narrow down your search. Column Name Operator The field names in this column will change, depending on the module you have selected. Click on the down arrow to the right of the name to view the entire list of fields you can select. Refers to one of the following: equal to (=), less than (<), greater than (>), less than or equal to (<=), greater than or equal to (>=), and not equal to (<>). Filter Expression This is the string (word or phrase, or value) you are trying to match. It can be a name, an amount, or a date. You can refer to the document types and status codes listed in Section 8 to identify or select items at a specific stage of processing. Dates should be entered in the specified format, as MM DD YYYY, where MM refers to the numerical month (e.g. 01 for January, or 11 for November), DD refers to the day of the month (e.g. 04 or 27), and YYYY refers to the year, specified by four digits (e.g. 2013). Be sure to include the hyphens ( ). Logical Sort Option And or Or connects this line (criteria) with the next one. And means both have to be true to select the item. Or means either one can be true to select the item. You don t have to enter more than one criteria, but if you do, they should be joined by a Logical connector. Ascending or Descending order Once you have specified your filter options, click on the Browse button to display all entities that match your criteria. Revised 4/5/ Copyright 2012 puridiom.com

20 Navigating Through a List Number of Rows Filter Links to pages Enter page number Figure 2-5. Purchasing Browse list of Purchase Orders. There are several ways to navigate through a list of items in Puridiom TM. (See Figure 2 5.) Row Page Go To Page Filter Specify the number of lines you want displayed on each page. You can select All from the drop down list to have all the items displayed, and use the scroll bar to move down the list. If there are multiple pages in the list, based on the number of rows displayed per page, you will also see the page numbers displayed as links. Click on the page number you wish to display on your screen. Enter a specific page number to display that page, and click Go. The total number of pages in the list is displayed right before the Go button. Enter selection criteria to narrow the list of items. Drop down the field name to see what options you have. Select items from the list by checking the box at the beginning of each line item you wish to select. You may select more than one item, depending on the list you are selecting from. (See Figure 3 2.) Some lists will have a link instead of a check box, as in the example in Figure 2 5. Revised 4/5/ Copyright 2012 puridiom.com

21 Revised 4/5/ Copyright 2012 puridiom.com

22 3. Comments The Comments section allows you to communicate additional information relating to the document. You can select and modify a standard comment or add your own specific (new) comments. Add New Comment Select Standard Comment Figure 3-1. Initial Comment Page Standard Comments Standard Comments are frequently used comments, entered by the NYRA System Administrator, which are standard for all modules. There are two kinds of standard comments, public and non public. The System Administrator designates a standard comment to be public or non public. Only public comments may be added to a record and then edited. Non public comments are managed by the administrator and may be made available as they are needed. If you change a standard public comment, it is changed only for the specific document you are editing. The standard comment in the database will not be affected. When you click on the Add Standard Comment link, the list of standard comments will be displayed. (See Figure 3 2.) Refer to Navigating Through a List in Section 2, for options relating to displaying and selecting items from a list. Select Comment(s) Figure 3-2. Invoice Comments List of Standard Comments Revised 4/5/ Copyright 2012 puridiom.com

23 Select the comment(s) you want by clicking on the box in front of each comment. You may select as many as comments as you need, then click on the Add button at the bottom of the screen to save and return to the comment list. Click on Return to go back to the comment list without adding any comments to the document. Add New Comment You can add a new comment, specific to your document, by clicking the Add New link. Figure 3-3. Solicitation Comments Add New Comment Enter a title (name) for your comment, and the actual text that should appear on the document. Select the desired print options, and click Save to save the comment and return to the comment list. Clicking on the Return button takes you back to the comment list without saving this comment. Change Comment Text To review or edit the comment text, click on the Comment Title. Comment Title Figure 3-4. Invoice from Purchase Order - Comments An entry screen, like the one in Figure 3 5 below, will allow you to review or change the actual message. Revised 4/5/ Copyright 2012 puridiom.com

24 Revise Comment Text here Figure 3-5. Invoice Comments Review or Edit Comment Text You can choose to print the comment on the document or just display it on the electronic form. If you choose to print the comment, you can specify whether it should be printed in bold (or not). Comments are added at the header or main level. They will appear either before or after the list of line items in the document, depending on the placement option you select. Click the Save button to save your changes and return to the list of comments attached to the document. Click the Return button to go back to the list of comments without making changes. Delete Comment You can remove comments attached to the document individually, or as a group. Delete Delete all comments Figure 3-6. Invoice Comments Delete Comment Options The red X to the right of the comment line on the comments screen allows you to delete a specific comment attached to the document. A pop up box will ask you to confirm your intention to delete. (See Figure 3 7.) The delete all link will confirm, then delete the entire list of comments attached to the document. Revised 4/5/ Copyright 2012 puridiom.com

25 Figure 3-7. Invoice Comments Delete Comment Confirmation Revised 4/5/ Copyright 2012 puridiom.com

26 4. Attachments Adding Attachments to a document is very similar to adding comments, except that you will be attaching additional documentation (files) instead of inserting text. The Add standard form option is not currently being used at NYRA. Figure 4-1. Solicitation - Attachments. If you click on the Add New link, you will go to a data entry screen, like the one in Figure 4 2, which will allow you to select any file on your system and attach it to the document. Title File to Attach Print Server Internet Enter the title of the document that will appear in the list of attachments. Type in the file name or click the Browse button to find and select an existing file on your system. Documentation can be attached, and reviewed internally, but not printed as part of the document, depending on whether you check this box, or not. Indicates that the file exists on the current system. Indicates that the file can be found on the web/internet. Add will attach the specified file to the document, and return to the list of attachments. Return will go back to the list of attachments, without attaching additional files. Figure 4-2. Solicitation Attachments Add New option. Revised 4/5/ Copyright 2012 puridiom.com

27 There is a sample list of attachments in Figure 4 3. You can continue to attach documents, or select documents for deletion, the same way as comments may be added or deleted. Refer to the Comments section and the instructions for deleting a comment. Note the red x after each Attachment listed. Figure 4-3. Invoice Attachments. You can remove attached documents individually, or as a group. If multiple documents are attached, the Delete all link will be displayed, as in Figure 3 6. The delete all link will confirm, then delete the entire list of attached documents. Revised 4/5/ Copyright 2012 puridiom.com

28 5. Review & Finalize The Review and Finalize step displays all the information related to a module document. You can go back to any previous step to add or change information, or you can click on the More Options link at the top of the list in the right hand column. More Options Link Review & Finalize Step Figure 5-1. Requisition Change Request Review & Finalize, More Options. More Options Link More Options Drop Down Menu Review & Finalize Step Figure 5-2. Requisition Browse Review & Finalize, More Options. The More Options link is only available on the Review & Finalize step, and the options displayed depend on the module and document selected. Revised 4/5/ Copyright 2012 puridiom.com

29 6. Validate This step validates all the information entered for the document. If information is missing or entered incorrectly, the validation will fail, and a list of errors will be displayed. Each error message is a link that will take you to the data entry screen for the step that must be completed or corrected. All required fields must be specified at this point. Error Messages Figure 6-1. Solicitation Validation - Failed. If all the information is entered correctly, the validation will be successful. (See Figure 6 3.) Successful Validation Next Steps Figure 6-2. Purchase Order Validation Successful. Revised 4/5/ Copyright 2012 puridiom.com

30 Approvals Once the validation is successful, items requiring approval may be forwarded. (See Figure 6 3. Successful Validation Forward. Depending on the amount of the purchase, one or more approvals may be required. Only one request for approval will be sent to each approver, even when a name appears in the list more than once. Return Returns to the Review & Finalize step, and displays the current information. Continue Forwards the document for approval. (See Figure 6 4.) Figure 6-4. Purchase Order Validation Forwarded for Approval. Revised 4/5/ Copyright 2012 puridiom.com

31 Figure 6-3. Successful Validation - Forward. Depending on the amount of the purchase, one or more approvals may be required. Only one request for approval will be sent to each approver, even when a name appears in the list more than once. Return Returns to the Review & Finalize step, and displays the current information. Continue Forwards the document for approval. (See Figure 6 4.) Figure 6-4. Purchase Order Validation Forwarded for Approval. Revised 4/5/ Copyright 2012 puridiom.com

32 7. Reports The Reports Module gives you access to reports corresponding to each of the modules, as well as reports for managing Administration and Suppliers. The Budget tracking function is currently not being used. Specific menu options depend on user access permissions. Figure 7-1. Module Navigation Bar Reports Drop Down Menu. Report Selection Clicking on one of the module names, or topics, from the Reports drop down menu, takes you to a Report Selection screen similar to the one in Figure 7 2. Figure 7-2. Reports Report Selection for Solicitation Module. Moving the cursor over the Report Name opens a sample screen window to the right of the report list. The Report Title, Description, Sequence (sorting information), and a Sample page from the report will be displayed. See the example in Figure 7 3. Revised 4/5/ Copyright 2012 puridiom.com

33 Figure 7-3. Reports Report Selection for Solicitation Module. Report Options Clicking on the Report Name will take you to a Report Options screen, similar to the one in Figure 7 4. Filter Options Send Options Schedule Options Figure 7-4. Report Options for RFQ Register. Revised 4/5/ Copyright 2012 puridiom.com

34 Filter Options You are encouraged to specify filter options to reduce the run time and unnecessary detail in the report. Select the desired file format for the report: pdf, html, xls, or csv. Select the checkbox for Make it Public if you would like the report to be publically viewable. Select the filter criteria. Refer to the instructions for specifying Selection Criteria in Section 2. Send Options The Send Options window allows you to send the report to multiple addresses. By default, your address will appear in the list. You may remove your address, if you wish, and add additional addresses. Add addresses before you remove your own, because if this option is selected, there must be at least one address listed. If you would like to include additional recipients, you can either type in the addresses, or select them from a list. If you click on the Send To link, a pop up box containing a list of available addresses will appear. (See Figure 7 5.) Figure 7-5. Report Options Send Options, list. Select desired addresses the way you would select from any list of items. Refer to the instructions in Section 2 for Navigating Through a List. The Add button at the bottom of the screen will add the selected addresses to the Send To list and return to the Report Options screen. Return will go back to the Report Options without adding any addresses. Revised 4/5/ Copyright 2012 puridiom.com

35 Schedule Options The Schedule Options window is collapsed, by default, and the report is scheduled to run immediately. Click on the icon in the upper right hand corner of the window to expand it, then select the desired frequency and timing for running the report. (See Figure 7 6.) Figure 7-6. Report Options Schedule Options. Once you have selected the report options, you have three choices (See buttons in Figure 7 4.): Return Takes you back to the Report Selection screen, without running the report. Preview Confirms your intent to preview the report. (See Figure 7 7.) OK opens a new window, runs the report, and displays it on the screen in the selected format (pdf or xls). You can then save or print the report from the new window. Cancel returns to Report Options. Report Name Figure 7-7. Report Options Preview Confirmation. Submit Confirms your intent to schedule the report. (See Figure 7 8.) OK schedules the report according to the selected Schedule Options, then displays the scheduling information. (See Figure 7 9.) Cancel returns to Report Options. Report Name Figure 7-8. Report Options Schedule Confirmation for Submit option Revised 4/5/ Copyright 2012 puridiom.com

36 Figure 7-9. Report Options Submit option. After the report has been scheduled and submitted, you have the option to Return to the Report Selection screen (See Figure 7 2.) or Edit the Report Options one more time (See Figure 7 10). Figure Report Options Submit option. Make any desired changes to filter, send, or schedule options, then select from the following four (4) options: Return Takes you back to the Report Selection screen, without making any changes. Preview Confirms and displays the report, as in Figure 7 7. Revised 4/5/ Copyright 2012 puridiom.com

37 Delete Confirms your intention to delete the scheduled report. (See Figure 7 11.) OK deletes the scheduled report and returns you to the Report Selection screen. Cancel returns you to the Edit/Report Options screen in Figure Report Name Figure Report Options Delete Option. Submit Asks if you want to update the scheduled report. (See Figure 7 12.) OK reschedules the report according to the revised Schedule Options, then displays the scheduling information. (See Figure 7 9.) Cancel returns to the Edit/Report Options. (See Figure 7 10.) Report Name Figure Report Options Edit, Submit Option. Revised 4/5/ Copyright 2012 puridiom.com

38 8. Document Types and Status Codes The following list of status codes and types apply to the filters and reports within Puridiom TM. They can be specified in your selection criteria to narrow your search for specific items. Document Types Requisition Types P Purchase Request R Replenish Request I Inventory Return C Change Request N Pricing Request Q History Request K Admin Check Request S Supply Request T Transfer Request U Purchase Return E Release Request RFQ Types PU Purchasing PR Pricing RQ Request for Quote RP Request for Proposal RI Request for Information IB Invitation to Bid PO Types PO Purchase Order BO Blanket Order RO Release Order CT Contract DO Delivery Order DR Delivery Release SO Service Order SB Service Blanket SR Service Release Status Description Codes Requisition Status Descriptions 1000 = Incomplete 1005 = Rejected 1010 = Recalled 1015 = Forwarded 1030 = Pending Approval 1035 = Approved 1040 = Approved/Purchasing 1045 = Amended PO Status Descriptions 3000 = Order Pending 3005 = Order Rejected 3020 = Order Pending Approval 3030 = Awarded 3035 = Shipping 3040 = Shipped 3045 = Amended Solicitation Status Descriptions 2000 = Pending Solicitation 2005 = Bids Pending 2015 = Amendment Pending 2020 = Bids Received 2025 = Amended 2030 = Priced Receipt Status Descriptions 4000 = Receipt Pending 4005 = Partially Received 4010 = Received 4015 = Invoiced Revised 4/5/ Copyright 2012 puridiom.com

39 Inventory Status Descriptions 5000 = Pending Disbursement 5003 = Disbursed/Backordered 5005 = Backordered 5010 = Disbursed 5155 = Pending Return 5160 = Returned Voucher Status Descriptions 6000 = Incomplete Invoice 6005 = Invoice Approving 6010 = Invoice Approved 6015 = Invoice On Hold 6020 = Invoice Rejected 6025 = Paid 6030 = Hold Closed 6035 = Receipt Closed Common Status Descriptions 9000 = History 9010 = Closed 9020 = Cancelled Asset Status Descriptions 7000 = Active 7003 = Inactive 7005 = Disposed 7010 = Sold 7015 = Stolen 7020 = Lost 7030 = Damaged 7040 = Scrapped 7050 = Inventory Sale Status Descriptions 8000 = Pending Sale 8005 = Surplus Bids Pending 8015 = Amendment Pending 8020 = Surplus Bids Received 8025 = Amended Supplier Performance = Incomplete Evaluation = Assigned Evaluation = Approved Evaluation System Tables Status Descriptions 01 = Temporary 02 = Permanent 03 = Inactive Revised 4/5/ Copyright 2012 puridiom.com

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