Fund Accounting Purchasing Supplement. PowerSchool. efinanceplus. Version 1.0
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1 Fund Accounting Purchasing Supplement PowerSchool efinanceplus Version 1.0
2 Table of Contents Fund Accounting Purchasing Supplement... 1 efinanceplus Login Instructions... 3 Accessing and Searching Expenditure Ledgers... 3 Expenditure Ledger Searches Default Search Criteria... 3 Expenditure Ledger - Details... 5 More Info Option... 6 Expenditure Ledgers Budget Level Specific Searches... 7 Creating Requisitions... 8 Create A New Requisition... 8 Copy An Existing Requisition Accessing your Purchase Orders Page 2 of 11
3 efinanceplus Login Instructions 1. Login to efinanceplus Login Name: First.Last 3. Password: MC03cn! (the 0 is an actual zero) Temporary password Your password can be rest by going to and selecting Reset Password Accessing and Searching Expenditure Ledgers EXPENDITURE LEDGER SEARCHES DEFAULT SEARCH CRITERIA 1. Click on Main Menu 2. Click on Fund Accounting 3. Click on Entry and Processing 4. Click on Expenditure Ledger Page 3 of 11
4 5. Click on Find to review your ledgers information. 6. The number of rows returned is associated to your specific budget access. 7. Totals will appear at the bottom of the page displaying current details. Page 4 of 11
5 EXPENDITURE LEDGER - DETAILS 1. To drill down to additional transaction details related to your expenditures highlight a specific row and double click for more information. 2. Each transaction has a related transaction code. To view the different codes click on the drop down arrow in the Transaction Code Field. 3. To see all transactions click on Find. Most frequently used codes are below. a. Encumbrances: 17 b. Journal Entries: 19 c. Vendor Checks: 21 d. Budget Transfers: For our first example we will select 21 for Vendor Payments. 5. Double click on a line entry to continue drilling down for more information. 6. Attachments are indicated by the orange icon in the action bar. Page 5 of 11
6 MORE INFO OPTION 1. To drill to the next level select the More Info option. 2. For this example the More Info option will drill to the Purchase Order. a. The Header Tab will have general Purchase Order information related entered from the original requisition. b. The Line Items Tabs will display the details of the line items included in the purchase. 3. To exit this page and return to prior pages select the small in the upper right corner. 4. To exit this page and return to the home page select the large in the upper right corner. Page 6 of 11
7 EXPENDITURE LEDGERS BUDGET LEVEL SPECIFIC SEARCHES 1. When searching on specific budget levels or an account choose from any of the fields and either key in the details, click on the magnifying glass or select from the drop down options. a. Example 1: Searching by Account Code (Object) b. Example 2: Searching by a Function Page 7 of 11
8 Creating Requisitions 1. Click on Main Menu 2. Click on Purchasing 3. Click on Entry and Processing 4. Click on Requisitions CREATE A NEW REQUISITION 1. To create a new requisition click on the in the menu bar. 2. The Approval Code will default in with a list of your designated approval groups. 3. The Ship To will default in with a list of your designated shipping locations. 4. Vendor: To search for a vendor click on the magnifying glass. Tab down to the Vendor Name to search for the vendor. NOTE: Get used to using the * before and after the searh name. 5. Click on the Add Attachment to trigger an attachment window after the requisition has been saved. 6. Comments: Brief description for the whole requisition. 7. Buyer: Enter the name of the person keying the requisition / Enter the name of the person buying for 8. Attention: You do not need to worry about putting anythign in this field. Page 8 of 11
9 9. Click on the Line Items Tab to key in Line Item details or the Add Item from the menu bar. 10. The requisition number will default in with the line item number in the extended field. 11. Enter the description details which will wrap and appear on the purchase order if selected during the print process. 12. Enter the quantity to purchase. 13. Enter the unit price and tab through the field the extended amount and total price will autofill. 14. In the distribution method you have the option to choose Amount, Percentage or Quantity 15. Key in the distribution budget code and account or lookup by selecting the magnifying glass. 16. After the entry is completed you can add another item or click on the Save Icon. If the requisition is in progress select the Save In Progress option. 17. Once the Save is selected and Budget Warnings will appear and then the requisition will be routed for approval. 18. The Attachment Window then will open. Page 9 of 11
10 COPY AN EXISTING REQUISITION 1. Click on the Copy Function from the menu bar to create a new requisition from an existing requisition. The existing requisition can be from the current year or the prior year. 2. Selection of a past requisition may be made by entering information into any of the header fields. For our example we will use a date range and vendor. 3. All of the information from the original requisition will populate the new requisition with the exception of any attachments. 4. As with the original requisition budget balances will be checked and then routed for approval. Page 10 of 11
11 ACCESSING YOUR PURCHASE ORDERS 1. Click on Main Menu 2. Click on Purchasing 3. Click on Entry and Processing 4. Click on Purchase Orders 5. Just hit the button and all of your Purchase orders will show up. 6. Select the specific Purchase Order, hit the Green OK button to open it up for more details. 7. If you need to print or save a copy, look for the icon. Click on it to open up your attachment window. Double click on the PO Attachment to open up the.pdf attachment. From here, you can either save or print it for your records. Page 11 of 11
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