ICIS Purchasing Encumbrance User Guide
i procurement guide for purchase requisitions 1. Logging Into ICIS...3 1.1 Introduction to Purchasing and Encumbrances...3 1.2 Controls...3 1.3 Prerequisites...3 1.4 Obtaining a username and password...3 1.5 Sign-on to ICIS...4 2. Amending a Purchase Order...6 2.1 Adding an additional purchase order line to the order...6 3. Amending a Standing Order...8 3.1 Adding a New Line to a Standing Order...8 4. Copying a Purchase Order...9 4.1 Orders to a wrong supplier...9 5. Cancelling and Finally Closing The Difference...12 5.1 Cancelling a Purchase Order...12 5.2 Cancelling a Line on a Purchase Order...14 6. Finally Closing An Order...16 6.1 When this should be used...16 6.2 How to Finally Close a Purchase Order...16 7. Removing Incomplete Purchase Orders...19 7.1 Delete an Incomplete Purchase Order...20 8. Encumbrance Report...21 8.1 Running the Encumbrance Report...21 8.4 Detail Information - Output...24 8.5 Summary Information - Output...24 9. Exporting the Report Contents...25 9.1 Text Import Wizard...26 9.2 Saving the excel file...28 9.3 Control and Audit Requirements...28 10 Useful Contacts...29 Appendix 1 The glossary of reporting tabs on the reporting screen...30 2
1. Logging Into ICIS 1.1 Introduction to Purchasing and Encumbrances This user guide has been developed to assist buyers/approvers in the following areas: It will enable users to run reports to provide them with an accurate history of encumbrance/commitment against actual expenditure. It will enable the encumbrances to be updated and this information will then be filtered onto the GL LOB for viewing purposes. It will enable users to make amendments to purchase orders such as adding items, deleting items and cancelling orders etc and these amendments will also update the encumbrance information on ICIS. 1.2 Controls These additional enhancements are for the benefit for the various departments within Imperial College. It will empower departmental users to have more control over their purchases and will enable them to have an accurate record of their current commitment information on ICIS. However, because there is some maintenance for encumbrances, it is important that this type of control is performed regularly on ICIS. The Systems Accounting section will be monitoring the encumbrances by running a series of reports on a quarterly basis initially and then every four to six months to make sure users are clearing down their encumbrances. If there is a large/ significant build up of encumbrances systems accounting will be contacting the department. This is to make sure the department is happy with this approach and not experiencing issues clearing down these encumbrances. 1.3 Prerequisites This guide assumes the user is familiar with the terminology and navigation fields within Oracle Applications and has already attended an internal ICIS course on. Please contact the Finance Training section on 48855 if you have any further queries. 1.4 Obtaining a username and password Registering to use ICIS & to place purchase orders on-line To register for access to ICIS you must complete the ICIS User Access Authorisation Form Part A and have your Head of Department or Division authorise it by signing, dating and stamping the form. Please also remember to sign the form. If you wish to order on-line you also need to complete Part B of the form. Note: this process is normally carried out by or through your Departmental or Divisional Administrator. The forms are available on-line at: http://www.icis.ic.ac.uk/access/newuser.htm Once these forms are processed you will be set up on the system and given a username and password to access ICIS. There are many shortcuts available when placing orders on line and these are detailed on the ICIS Web pages at: http://www.icis.ic.ac.uk/ 3
1.5 Sign-on to ICIS Click on the Oracle 11i icon, which is shown on your desktop. If not enter the following url to access ICIS: www.icis.ic.ac.uk The web browser will load and the Oracle Applications window will be displayed on the window: Enter your username in the User Name field Enter your password in the Password field. Choose Connect. ICIS Help will assign a temporary password for your first logon. The system will then prompt the user to enter a new password and to confirm this change. 1.6 Choosing a Responsibility When you sign on to Oracle Applications the Navigate window appears listing your current menu access. Your sign on will display a Responsibilities window as shown below: Select the Applications responsibility IC FIN USERNAME 4
This will open up your current responsibilities. Users will be able to see two new responsibility functions on their main Navigation screen. The two new functions are: Purchase Order Summary This function will allow users to make enquiries on purchase orders. This function will allow users to make changes to existing orders providing the orders have already been approved. Reports This function will allow the user to run an Encumbrance report to allow them to assess the outstanding commitments against spend. We will be covering these areas in more detail later on in the guide. 5
2. Amending a Purchase Order 2.1 Adding an additional purchase order line to the order Navigate to the purchase order summary screen. At the number field enter the purchase order number. Click on the FIND button. The purchase order summary information will appear on the screen. Check the status: FINALLY CLOSED no changes need to be made. CLOSED note invoices have been matched but the order can be re-opened. Go to Tools and click on View invoices Open the order. This is done by clicking on the open tab at the bottom of the screen. 6
The purchase order will now re-open. Scroll down the purchase order line details until you reach the next available line on the order. Enter the details of the additional purchase line item as shown above. Do not forget to add the shipment details, to assign a VAT code and also the relevant purchasing code to the line item. When you have entered these amendments approve the order. 7
3. Amending a Standing Order If a buyer wishes to make amendments to an existing standing order they will need to perform the following steps: 3.1 Adding a New Line to a Standing Order Navigate to the Purchase Order Summary screen. Enter a purchase order number Click on the FIND button and open the purchase order. The details of the order will appear on the screen. Click on the next available line on the order and proceed to enter the item line details. Enter the shipment and distribution details. Save and approve the transaction. Each standing order has two entries a line indicating the frequency of the invoice, another indicating Ref to department with a nominal value of 1.00 NOTE: The Refer to dept within the description field This instructs AP staff to contact departments to extend their standing order. This is now the responsibility for depts. 8
4. Copying a Purchase Order 4.1 Orders to a wrong supplier This facility can be used for orders that have been placed to the wrong supplier (or when an invoice has arrived from a different supplier) have to be deleted and re-entered with the correct supplier. You can get around entering all of the details again by using the copy order facility. Navigate to the purchase Order Summary screen. Enter the purchase order number and click on the FIND button. Now click on the Tools menu and select the option Copy Document. A window will appear informing you that this is a standard purchase order and will display the original order number. Click on OK to acknowledge this message. 9
A small window will open giving you the new order number. Make a note of it. Click OK and the new order will open up. This new order is not approved so you can make any changes that you like e.g. the supplier. Once you have made your changes to the new order approve it. Sometimes a user will see the following screen: If this message appears it is because there is still information that is held on the contract that refers to the original purchase order that has been copied. 10
To get rid of this error message perform the following steps: Click on the Reference Documents Tab Click on the Contract tab. Highlight and delete the contract number. Now proceed and approve the order. DO NOT FORGET TO CANCEL THE OLD PURCHASE ORDER. 11
5. Cancelling and Finally Closing The Difference A user can only cancel an order when there have been no goods received against it and no invoice matched to it. The main reason for using this option is where the Supplier has advised they cannot supply the goods or services ordered or the wrong supplier has been used. If goods have been received against an Order or invoices matched to it but outstanding encumbrances remain then it should be Finally Closed. 5.1 Cancelling a Purchase Order Navigate to the Purchase order summary screen. Enter the purchase order number. Click on the FIND button. This will show the Header details of the order This is the place to check that you have the correct order. Once you are happy this is the order you wish to cancel, click on the tools menu and select the control option. Double click on the Cancel PO option. 12
You must enter a reason for cancellation in the reason box This may be required for future reference. Click on OK A caution message will appear on the screen as shown below. Click to acknowledge this message. Another small message will appear telling you that the transaction has passed funds adjustment, click on OK. Yet another small window will appear with a message telling you that the control action has completed successfully, click on OK. You have now cancelled the order. 13
5.2 Cancelling a Line on a Purchase Order This is a very similar procedure to cancelling a purchase order. Navigate to Purchase Order Summary Enter the purchase order number Click on the FIND button. Click on the line you wish to remove the little box to the extreme left of the line should highlight blue. Click on the tools menu. Scroll down and click on the control option. A small window will open giving you a list of options. Double click on the Cancel PO Line option. You must enter a reason for the cancellation in the reason box this may be required for future reference. Click on OK. A caution window will pop up advising you that once an order line has been cancelled it cannot be undone. Click on OK to acknowledge this message. Another small window will appear telling you that the transaction has passed funds adjustment. 14
Click on OK. Another small window will appear telling you that the control action has completed successfully. Click on OK. You have now cancelled a line on an order. 15
6. Finally Closing An Order 6.1 When this should be used This option should be used with caution. The user should only Finally Close a purchase order when all transactions are completed. The effect of finally closing the Purchase Order will be to release any outstanding encumbrances reserved against the order. Be aware that it is final and any further invoices that arrive cannot be matched to the purchase order it if has been Finally Closed. 6.2 How to Finally Close a Purchase Order Navigate to Purchase Order Summary Enter the purchase order number and click on the FIND button. This will show the header details of the order This is the place to check that you have the correct order. The header folder will now have the following information: Number Buyer Supplier Amount Matched Closure Status The official purchase order number The buyer who raised the purchase order The name of the purchase order supplier The total amount of the purchase order The total amount of invoices currently matched to the order The status of the purchase order number, which can be of the following options: Open Currently no invoices have been matched to the purchase order so the order remains open. Closed Invoices have been matched to the order, however there is still monies left on the order. The status of closed means that further invoices can be matched to the order and be paid. Finally Closed All items on the order have been invoiced and no further invoices can be matched to the purchase order. 16
If you are happy with the purchase order you wish to close then the user will need to perform the following: Select the purchase order. Click on the Tools menu. Select Control. You MUST enter some information within the Reason Box Scroll down to Finally Close the order and click on the OK button. A small window will appear with the following message: Click on OK to acknowledge this message. 17
The reserved funds will be updated. Click on OK to acknowledge this message. Another window will appear prompting the user to re-query the purchase orders. Query the purchase orders again You will now see that the status of each order has been updated. 18
7. Removing Incomplete Purchase Orders Incomplete purchase orders should be removed from the system as the data from them is picked up by a number of reports, which lead to incorrect, spend information. To delete incomplete orders go to the Purchase Order Summary screen. Click on the Status Tab Select Incomplete from the options listed. Enter the buyer name. Click on the FIND button. A range of incomplete orders will appear on the screen. 19
7.1 Delete an Incomplete Purchase Order Make a note of the purchase order number Click on the purchase order that you wish to delete. This will open the original purchase order header and detail information. Click on the delete (red cross) button shown on the toolbar. This will delete the purchase order. A message will appear on the screen. Click on OK to acknowledge this message. If you re-query this purchase order it is now deleted from view. 20
8. Encumbrance Report This report has been developed to enable users to see which purchase orders have been placed and are still outstanding to obtain totals in either summary or in detail for each purchase line item and its associated account code combination. 8.1 Running the Encumbrance Report Go to the View menu and select the requests option on the pick list. Once you have selected this option the following options will appear on the screen Select the Single request option, as the Request Set option is not currently available. Click on OK and the report screen will appear. Place the mouse at the Name field where a listing of available reports will appear. The IC Encumbrance Detail Export report will now be shown. 21
Enter the following parameters: Give your report a title Monthly Purchase Orders June 2003 as shown below. At the Account From field Enter your cost centre that you wish to report on. At Encumbrance field Enter the dates that you wish to report on. 8.3 Report Option The report will allow the user to see two types of reporting. Detail - This will provide a breakdown of each item line within the purchase order for each different cost centre. Summary This will provide a summary of the purchase orders for each different account code combination e.g. IC.FIFI.G00290.030.0.0.0, IC.FIFI.G00290.210.0.0 etc) The report will be assigned a concurrent reference when the report has been scheduled. Make a note of this concurrent number. Once the report has been run perform the following steps to view the output of the report. Go to the view menu and click on requests Or click on the view option on your main Functions page 22
A screen will appear and the user will be given three options: My completed requests This will allow the user to access only their completed reports/requests. My requests in progress Available for users wishing to see only those reports that are currently being run. All My Requests Users will be able to see both all types of requests made on the system. Select the All My Requests option and click on the FIND button. Another form will appear with the details of all of your requests made on the system. Select the concurrent ID reference for the report you initiated. Click on View Output to see the contents of the report. Please NOTE: Details of the various areas available on the reporting screen are shown in Appendix 1. 23
8.4 Detail Information - Output Once the report is run it will contain the following lines of information:- A = Heading of the report. D = Detail lines for each item line. S = Subtotal for each cost centre. T = Total for all of the orders. 8.5 Summary Information - Output Once the report is run it will contain the following lines of information:- A = Heading at the top of the report S = Sub total for each account code combination T = Total of all orders To export this information into excel repeat the steps on the following pages. 24
9. Exporting the Report Contents To export and view the contents in excel please perform the following steps: Go to the tools menu Click on copy file An explorer window will open. Click on File and select the Save As option Enter the name of the file and proceed to save the filename as.txt The type of file should also be a Text File. The Encoding should default to Western European (ISO) Choose the file destination where you want to keep a copy of the report. Open Microsoft Excel program The system will allow you to search for the file. Remember to change the File Types to ALL FILES. 25
Go to the folder where you saved the Detail report The report should now be listed for you to retrieve. Click on the report. 9.1 Text Import Wizard A text import wizard box will now appear. We are going to convert this data into a readable format. To do this we perform the following 3 steps: Click on the next button. Make sure the Tab and Comma boxes are ticked. 26
Click on the next button We are now at the last stage of this process. At the Column Data Format Ensure the General field is clicked. Click on the Finish button. The report has now been compiled and is ready to view:- 27
The following report details are shown: A D S T Request Account PO Supplier Rsvd Date Line Status Item Description Ordered O/S Quantity Unit Unit Price O/S Encumbrance The Headings at the top of each column. The detail lines for each item line (not included in the summary version of the report.) The subtotal for each account code combination. The grand total for the report. The Oracle concurrent request number. The code combination for each line item. The purchase order number. The name of the supplier. The date the funds were reserved on Oracle. The line number for each item on the purchase order. The status of the purchase order. The item line description for each item ordered. The total quantity of items ordered. The quantity of outstanding items. The unit of measure. The price of each line item. The total outstanding encumbrance on the purchase order. 9.2 Saving the excel file Each file should be saved with the following narrative INITIALS, DEPT, DATE, MA_SYSACC_12_11_03. 9.3 Control and Audit Requirements For audit purposes we are recommending that users provide evidence of the purchase orders they are changing or deleting. To do this we are advising that users save all of the excel files into a separate directory/folder on the network prior to making any changes. This is because once the changes are made to purchase orders the information on ICIS changes and we need a record of what was done to each purchase order prior to the change. It is also advised that users retain at least two years worth of reports for audit purposes. 28
10 Useful Contacts Department Location Telephone number / email address 10.1 Service desk Suite 3 Sherfield Building Extension 49000 https://servicedesk.ict.imperial.ac.uk 10.2 General Finance queries 10.3 Purchasing Helpdesk Systems accounting section Room 407 Sherfield Building Information section Room 411 Sherfield Building Extension 48863 Email:sysacc@ic.ac.uk Extension 48593/4 Email: po-help@ic.ac.uk 10.4 ICIS web page General Purchasing tips http://www.icis.ic.ac.uk 29
Appendix 1 The glossary of reporting tabs on the reporting screen Refresh Data Find Requests Submit a New Request Request ID Name Phase Parameters View Details Diagnostics View Output View Log This enables the user to refresh the screen to see the progress of reports submitted. This facility allows the user to see all of the various requests made on the system. This facility allows the user to enter a new request. Each report run on Oracle will have a unique identifier known as a request, so every request made will be logged on the system. The name assigned to the request. The stage of the request. The criteria entered for the report to be based on. This will allow the user to see the following: The date ranges within the report. The cost centre ranges The date the request was submitted, started and ended. A window containing information about when the request completed and if it did not complete. The user can see the details of the report. The user can see the details of the request and the sequence of background processes initiated on Oracle. 30