CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Purchase Order Audit Step By Step 2011 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction...1 PO Audit...2 Purge PO Audit...4 Purge POs Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This Step By Step Instruction will review: PO Audit Purge PO Audit Purge POs Revised: 06/03/ Central Susquehanna Intermediate Unit, USA Page 1

6 PO Audit Generate a report of PO audit log entries. Year Code: (Required) Select a fiscal year for which to generate the report. User: Enter a user login ID to include on the report only purchase orders created by a specific user. Leave blank to include purchase orders approved by ALL users. Datetime stamp Range: Enter a beginning and ending date for purchase orders approvals to include in the report. PO: Enter a beginning and ending purchase order number for the range to include in the report. Buildings: Select a PO building or multiple PO buildings for which to generate the report. Leave blank to include ALL PO buildings. Sort Criteria: Choose which way you would like the report to be sorted. PO SELECTION TAB: Use this tab to select which POs you would like to display on the audit log. This tab provides the options to Invert Selection or Unselect All POs to be printed. Or, you can select individual POs within the specified PO Range that you want to display on the audit log. Revised: 06/03/ Central Susquehanna Intermediate Unit, USA Page 2

7 When you click the Run Now button, the following report is generated: Revised: 06/03/ Central Susquehanna Intermediate Unit, USA Page 3

8 Purge PO Audit Purge purchase order audit log entries that you can view on the PO Entry/Audit tab. An Excel file is created prior to the purge. Year Code: (Required) Enter/select a fiscal year code to purge PO approval audit log entries for a fiscal year. ALL PO approval audit log entries from the specified year will be DELETED. Cutoff Date: Enter a date for which to purge PO approval audit log entries up to the date. Leave blank to ignore date/time stamp. ALL PO approval audit log entries prior to and including the specified date will be DELETED. Excel File: In the available field, identify the path and name of the file to be saved (click the ellipsis button to browse for a location in which to save the output file). When you click the Run Now button, the following report is generated: Revised: 06/03/ Central Susquehanna Intermediate Unit, USA Page 4

9 Purge POs Purge purchase orders by year code, cutoff date, or PO number range. Purge Options: Report only, no purge -Select this report option to generate a report of the purchase orders that match the Run Options criteria. Use the report to verify that the correct purchase orders will be deleted when this process is performed. Report and Purge -Select this report option to permanently DELETE the purchase orders that meet the Run Options criteria; the report is also generated. Year Code: Select the fiscal year code option to purge purchase orders for a fiscal year. Cut off Date: Select the Cut-off Date option to purge purchase orders up to a specified date. PO# Range: Select the PO# Range option to purge purchase order by PO number range. Liquidate POs selected for the purge process: Select this checkbox option to liquidate outstanding encumbrances before purging purchase orders. If this option is left blank, POs with outstanding encumbrances will NOT be purged. When you click the Run Now button, the following report is generated: Revised: 06/03/ Central Susquehanna Intermediate Unit, USA Page 5

10 Revised: 06/03/ Central Susquehanna Intermediate Unit, USA Page 6