ORGANIZATION OF AMERICAN STATES OASES DESKTOP PROCEDURE PURCHASING MODULE CREATING PURCHASE ORDERS FOR THE SECRETARIAT FOR CONFERENCES AND MEETINGS ( SCM ) JANUARY 2004 Secretariat for Management Department of Procurement Management Services Department of Management Analysis, Planning, and Support Services Management Analysis, Training and User Support Team
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Supplier 3 Figure-3 Purchase Order Screen - Header Type the last name of the Supplier in the Supplier field and press the tab key. A list of values will appear if there is more then one supplier with same last name. If there is only one name, it will default into the supplier field. In the case of a list, click on the supplier name from the List of Values and click on the OK button. Site The site refers to the address the supplier receives his/her check. If the Site field is empty, click on the field and press the F9 button to view the list of values and select the appropriate site Description Type in the Description field a short description of the purpose of the PO. Place the Governing Body acronym in the beginning of the description. (ALL CAPS) Also place the name and dates of the meeting if applicable. 4 5 Figure-4 Purchase Order Screen Header 3
Copy Description 6 Figure-5 Purchase Order Screen Header Highlight the description field and press on the CTRL-C keys to copy the description. This will be used later for the Line description field Type Field 7 Figure-6 Purchase Order Screen Items Tab Click on the Type field on first line and enter the first three letters of the service to be provided and press the Tab key. The system has four options: Language Services, Conference Services, Document Services, and SCM Common Services. In this example the contract is for Language Services. The user may also click on the field to open a list of values to make the selection. Notice that the Num field to the left will be filled with a line number 4
Category Field 6 Figure-7 Purchase Order Screen Items Tab The Category Field defaults automatically after you select the Type Field. Line Description 7 Click on the Description field and press the CTRL-V keys to paste the description that was copied from the Header. Then, modify the text if needed. Quantity Field Enter the total dollar amount related to the purchase in the "Quantity Field and press the Tab key. Do not enter $, commas, or periods. Enter a period only if cents are needed. Need-By Field Click on the Need-By field and press the F9 key and the Enter key to enter the middle date between the PO creation date and the conference date. 8 9 Figure-8 Purchase Order Screen Items Tab 5
Figure-9 Purchase Order Screen More Tab Note to Supplier 10 Click on the More Tab and enter SCM PO in the Note To Supplier field. This is needed to differentiate a Conference PO from the other POs of the General Secretariat. Shipments Button 11 Click on the Shipments button to view the Distributions button. Distributions Button On the Shipments screen click on the Distributions button to continue. 12 Figure-10 Shipments Screen Shipments Tab 6
Requestor Field Enter the name of the Buyer Approver in the Requestor field 13 Figure-11 Distributions Screen Destination Tab Project On the Distributions screen click on the Project Tab and on the Project Field type SMC to view a List of Values of Conference Projects. Select the project and click on the OK button to insert the project in the field. 14 Figure-12 Distributions Screen Project Tab 7
Task Field Use the List of Values (F9 Key) to assign the project task number. Award Field Use the List of Values (F9 Key) to assign the Award for the Project. Type (Expenditure) Use the List of Values (F9 Key) to assign the expenditure type (ex.. Interpretation Services. ) Organization Field Enter the Organization 15 16 17 18 number between wildcards to find the Organization and press the Tab key. (ex.: %24055%) Figure-13 Distributions Screen Project Tab Date Click on the Date field and press the F9 key and the Enter key to assign the current date. 14 Figure-14 Distributions Screen Project Tab 8
Save Save your work by clicking on the diskette icon on the tool bar. 19 Figure-15 Distributions Screen Project Tab Close 20 Close the Distribution and Shipments screens by clicking on the X at the top right corner until the PO screen comes into view. PO Number Notice that when the PO line is saved that a PO number appears on the PO.Rev. field. Please write the PO number that appears in your screen down for future reference. Approve Button Click on the Approve Button to approve the Purchase Order. 21 22 Figure-16 Purchase Order Screen Items Tab 9
Check boxes Place check marks on the Reserve box, Submit for Approval, and Forward box. The names of the Buyer Preparer and Approver will default into the name fields. Make sure that there are not check marks on the lower 3 check boxes. Then click on the OK button. 23 Figure-17 Approval Screen Funds Check Click on the OK button 24 Figure-18 Funds Check Note Action Completed 25 Figure-19 Action Completed Note Click on the OK button and the PO is completed. 10
COPYING PURCHASE ORDERS Conferences usually require the repetition of the same type of purchase orders serveral times for the contracting of interpreters and translators with only minor changes in the supplier name and amounts. For this, the buyer can use feature in OASES that allows a purchase order to be copied. PO Summary When finished creating the first PO, close all windows and return to the Navigator screen. Then double click on the Purchase Order Summary option to open the PO find screen. 1 Figure-20 Navigator Screen PO Number Enter the number of the purchase order to copied in the Number field and click on the Find button. In this example the number being used is from the PO created in the first section of this document. 2 Figure-21 Find Purchase Order Screen 11
PO Header 3 Figure-22 Purchase Order Header Screen The PO header screen will appear showing the header of the purchase order. Tools 4 Figure-23 Tool Bar Menu Screen Click on the Tools option on the Menu Bar and select the Copy Document option, which is the last option on the menu. 12
Copy Document Click on the OK button of the Copy Document pop-up screen to view the new PO number. 5 Figure-24 Copy Document Screen and Note Screen New PO Number A note will appear showing the new PO number. Write the number down for future reference and click on the OK button. 6 New PO Number A copy of the first purchase order will appear with the new PO number already in place. 7 Figure-24 Purchase Order Screen 13
Change Supplier 8 Type the last name of the new supplier in the Supplier field and press on the Tab key to replace the supplier name. If needed change the amount in the Quantity field. The buyer may modify any field that is not inactive (gray color). Approve 9 Click on the Approve button and follow the approval procedures shown on page 10 of this document. Figure-25 Purchase Order Screen Copy Again 10 Figure-26 Copy Document Screen To copy the Purchase Order again, close the purchase order screen and return to the Copy Document screen. Click on the OK button to view a new PO number and repeat the process of the page above. After all POs are created close the windows and exit the system. 14