UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES. Disclaimer: Screenshots are illustrative and may not contain University of Birmingham data

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1 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES Disclaimer: Screenshots are illustrative and may not contain University of Birmingham data Searches All document searches in the system are now both sortable and configurable. All Ordering searches: Draft Orders; Orders to Copy; Orders to Amend; Orders to Cancel; View Submitted Order; My Orders Submitted Today; My Orders Being Authorised; Batch Print; Close for Invoicing; Over-Deliveries to Approve. Note, not all order columns are sortable, due to the way the data is stored. The exclusions include net value, tax value, gross value, and authorisation status. It is hoped that these columns will become sortable in a future release. Also, supplier searches (including searching for a supplier when the item has been chosen first). All Sales Invoice searches: View submitted invoice; Copy invoice; Edit Draft; View submitted credit note; Copy credit note; Delete draft; Delete invoice submitted for review; Batch print invoices; Batch print credit notes; Invoice Items to Copy (when editing sales credit note). Journals: Process internal trading order; View internal trading journal. All Invoicing searches: Purchase invoices and credit notes (View or Edit); Purchase Orders to Invoice; Invoice Tray View; Invoices to Post Match Approve; Purchase Invoices to Credit; Requests for Credit; Move Invoices to Another Tray; Release Unauthorised Invoices. Also supplier searches. Note, Link a Scanned Image will not be enabled with the new functionality, as the functionality is not part of the core product (ie is provided by custom DLLs). Expenses: Expenses to copy; Expenses to edit; Expenses to cancel; Expenses to view; My unpaid expense claims; My expenses awaiting authorisation; My submitted Expenses. Tasks: Over Deliveries; Orders requiring output; Rejected expense claims; Rejected journals; Request order items awaiting acknowledgement; Orders awaiting authorisation; ; Expense claims awaiting authorisation; Standalone invoices awaiting authorisation; Invoices awaiting post match authorisation;; Journals awaiting authorisation; Items for troubleshooting;. On the results pages for these searches, a new option in the left menu bar allows the columns displayed for the user to be specified.

2 Searches with a single result An existing admin option specifies that if a search returns a single result, then that result is automatically selected, so the results page is not shown. This behaviour has been modified slightly, such that if the results include an information option (e.g. an order pop-up), then the single results page is still shown. This is because otherwise, there is never an opportunity for the user to choose the Information option. 2 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

3 Orders Document Searches The search criteria entered in most of the main document searches are now remembered for the duration of the session (ie until the user logs off). So if the user click on Back, or if there is an error (eg invalid date) in the entered criteria, or if the user returns to that search later in the session, then the criteria last entered will be restored. A Clear Criteria option will reset the search to the default values. This change currently applies to document searches in, Ordering, Receipting, Expenses, Purchase Invoicing, and Internal Trading. In other words, just about everywhere. Order Amendment It is now possible to amend an order even if it has been invoiced. Lines can be added at any time, and the header/footer amended. The only restriction is that a line cannot be cancelled if it has been invoiced or part invoiced. 3 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

4 Force Change in Item Description The item master supports a new flag that will force the user to change the default item description when creating an order. When creating an order, the wording [MUST CHANGE] is appended to the default item master description. When the user sets focus to the description field, the [MUST CHANGE] wording is automatically removed. If the user fails to make a change to the description then the wording is added back again. If no change is made to the description then an error will be reported. 4 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

5 Order Authorisation Comments Comments that have been made on an order when approved previously can now be seen as highlighted when viewing an order to authorise. Recovering Unsaved Orders PROACTIS has been enhanced to offer (limited) support for the recovery of unsaved orders in the event of a system crash. In the event of users suddenly losing their session (or that session hanging), when the user can next log into the system, the order they were working on will be presented as below in their drafts. To recover the document, the order should Load the unsaved document. Immediately save the document as a proper draft document. Exit the edit environment and then reload the saved draft. The following points should be noted. 1. An unsaved document will not survive 24 hours. Users therefore need to log into the system and recover their documents as soon as possible. 2. It is possible that the unsaved document cannot be recovered. 3. Logging off PROACTIS does not constitute a system crash. If a user logs off, their session is destroyed, along with any unsaved document. Changing a supplier on an order It is now possible to change the supplier while drafting an order without losing all the lines on the order. Specifically, the process involves the following 1. Any items already on the order that are either "purchase from any supplier" items or are supplier-items of the new supplier, will stay on the order. Any other items will be removed. 5 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

6 2. The pricing of "purchase from any supplier" items will remain unchanged by the setting of the new supplier (because there is no supplier-specific information to pickup). If the new supplier has a different default currency to the old, then these items will be converted to the new currency. 3. If the template designates that tax code resolution is dependent on supplier, then all tax codes will be recalculated. 4. If the new supplier is a punchout supplier, all existing items will be removed from the order, regardless. Closing Orders When closing orders for receipting (ie from the receipting menu), the list of orders returned by the search is now a multiselect list. If a single order is chosen, then it works as in previous builds, ie the items are listed, and some or all of them can be chosen to be closed. If more than one order is chosen, then the entire order is closed, there is no opportunity to restrict it to only certain items. A new 'close orders for invoicing' option has been added to the Orders page (if the user has appropriate role property security). Again, multiple orders can be selected. Note, there is no opportunity to close only some items, it is all or nothing. 6 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

7 Draft Orders Summary Message Users now have a summary message informing them of the number of draft orders (not pro-forma s) they have to action. Nominal Default on an Order The Order Defaults screen now has a 'Find' option for each element of the default nominal. This will enable a lookup to be made for the desired element code. Also there is an option to apply the default to all existing lines on the order. Remove Zero-Quantity lines from order When creating a purchase order, there is now an option to remove lines with a zero quantity from the order. This is useful when you create an order for a large pro-forma but where you only wish to order a small number of lines on the order. The remaining lines can be removed in one action rather than having to be removed individually. 7 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

8 Receipting (Acceptances ) Cancelling an Acceptance Document In previous versions, an acceptance document could not be cancelled if an invoice had been registered for any line on an order on the acceptance document, even if the invoiced line did not itself appear on the acceptance. The new rule is that no line on the acceptance document can be for an order line that has been invoiced and where the invoice has been submitted (and not cancelled). Delivery Acceptance An Acceptance Popup has been added to the Delivery Summary page (accessed from the View Order page). Acceptance Searches When searching for a delivery acceptance ( View and edit acceptance ), if a value is included for the References parameter, it now searches references attached to both the acceptance document and to its parent orders. Previously only the orders were included. 8 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

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10 Tasks Search for documents. Documents I have authorised & Troubleshooting History Documents I have authorised is only displayed if the user has the Authorisation Role. The sub - headings are only displayed if those parts of the system have been configured. Selecting a search option gives the user the option to enter the selection criteria: Date Authorised From Date Authorised To Troubleshooting history is only displayed if the user has the troubleshooting role. The search criteria are Date Actioned From Date Actioned To 10 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

11 Documents I have authorised search option: You can now also specify the acceptance display number in the search criteria. Previously only order display number was 11 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

12 Authorisation Authorisation Summary Stand-ins are now displayed in place of the regular authorisor. Stand-in Authorisors When you log on to the website, if you are acting as stand-in authorisor for any users, a message will be displayed to remind you of the fact. Unless you are an authorisor (ie have the authorisation role), it is possible to nominate as a stand-in somebody who does not have the authorisation role, but does have the troubleshooter or expenses role. A message can be sent to a user when they are assigned as a stand-in. Note, you will need to be subscribed to the message type in order to receive one. Authorisation Summary The authorisation summary pages for purchase order, invoices, expenses and journals now show the authorisation history for earlier versions separately. For instance, if an order is submitted for authorisation, rejected, and then resubmitted, the authorisation history of the original version is shown separately from that for the current version. 12 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

13 When a document is authorised by a stand-in, this fact is now recorded on the authorisation summary. Nominal Authorisation Highlighting This will only apply to certain colleges and services. When an account manager is enlisted to authorise a document via a nominal authorisation rule, the manager needs to be able to see at a glance, the values associated with accounts he/she is responsible for. The following points summarise the enhancements in the 2010 release. Display option to highlight all nominal lines for which the authorisor has interest. Also highlight the line-code of any line with highlighted nominals (the line-code highlighting is more relevant to authorisation screens, such as Orders, where the nominals are shown collapsed by default in which case the highlighted item code is the hint to the authorisor to expand the nominals) A set of three display options is shown in the secondary navigation pane. o o By default, the highlight option is selected. The Filter option will hide all lines/nominals that are of no interest to the authorisor (an entire line is hidden if the authorisor has no interest in any of its nominals). The filter option shows content without highlighting as the highlighting is no longer required. o The None option displays the entire document without any highlighting. For template authorisation rules or for nominal authorisation rules where the system determines that the authorisor has interest in ALL nominals on the document, no highlighting is employed and the display options are hidden, as they serve no purpose. The highlighting applies to authorisation of the following documents o o Orders Expenses 13 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

14 Invoicing Troubleshoot History The layout and content of the troubleshoot history page have been improved. The information can be filtered to exclude troubleshoots that were closed by the system, and to restrict to outstanding troubleshoots. Invoice Searches When searching for purchase invoices and credit notes, you can now search by Reference (the same as on Order searches). 14 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES

15 Messaging The following messages previously took the user to an enter search criteria page where they had to enter criteria to show the documents referred to in the message. They now take you to a search results page instead, listing the documents automatically. Submitted invoices that have been returned to invoicing How many of my own orders have passed their expected delivery dates? How many orders which I can receipt have passed their expected delivery dates? Here is an example of the page that will now be displayed, in this case, invoices returned to invoicing: Messaging Subscriptions There are now additional messages users can choose to subscribe to. 15 UNIVERSITY OF BIRMINGHAM: PROACTIS 2010 RELEASE NOTES