From: "Saved by Windows Internet Explorer 8" Subject: INSTRUCTIONS FOR PURCHASE Date: Mon, 11 Apr 2011 11:50:04 -0500 MIME-Version: 1.0 Content-Type: multipart/related; type="text/html"; boundary="----=_NextPart_000_0000_01CBF83E.98BC5010" X-MimeOLE: Produced By Microsoft MimeOLE V6.1.7600.16543 This is a multi-part message in MIME format. ------=_NextPart_000_0000_01CBF83E.98BC5010 Content-Type: text/html; charset="Windows-1252" Content-Transfer-Encoding: quoted-printable Content-Location: http://www.uwosh.edu/departments/admin_serv/SFSPurchaseReqInstructions.htm INSTRUCTIONS FOR PURCHASE

INSTRUCTIONS FOR = PURCHASE=20

REQUISITION = ENTRY=20  

  1.  From NETSCAPE or IE = go to=20 site: http://w= ww.uwosh.edu/departments/admin_serv/formspg.htm=20 and click on the Purchase Requisition.

  2. This is a Word=20 document.  Word will = open with the=20 form displayed.  If Word = is=20 already opened, then the form will load and display.  You may get an alert message = that=20 someone else has it open or that it is a read only file.  Just click OK. =

  3. Once the form is = displayed, the insertion point will be in field 1 (after RX).  Enter data as per the = following=20 instructions for the numbered/named fields.  Note that the yellow shaded = fields are=20 REQUIRED and=20 the blue shaded fields are optional.  When you tab out of Amount = and/or Unit=20 Price fields, the requisition will calculate.

  4. SFS=20 Department numbers are set up in the following manner: =

OLD = Advantage=20 Accounts

NEW SFS=20 Departments

Fund =

Agency=20

Orgn =

Activity=20

Fund =

Orgn =

Program=20

Account=20

1020

001

1000

01

102

011000

1

Object/Sub = Object=20 Code

 

5.     =20 Conversion tables for Advantage Accounts to SFS Department and = old=20 Object/Sub Object Codes to new Account codes can be view at: = http://www.uwosh.edu/departments/admin_serv/sfs_tables_page.htm =

FIELD NAME =

INFORMATION TO BE = ENTERED=20

Req. = No.

Enter the requisition number.  Use the same format as = in=20 ADVANTAGE.  This = should be a=20 six-digit number starting with the 3-digit mail code and a 1 up = number for=20 the final 3 numbers.  = E.g.=20 183001.  =20 Press the = tab key=20 - this=20 moves the insertion point to next field (Deliver = To:).

Deliver = To

Type the person to whom the goods are to be=20 delivered.  Press the = tab key=20 - this=20 moves the insertion point to next field (Dept./Room=20 No.:).

Dept./Bldg/Room.

Type the department and building and room # = to which=20 the goods are to be delivered. Example: Training and User Support, = D213.=20 Press the = tab key=20 - this=20 moves the insertion point to next field (Requested = By).

Requested = By

Type the name of the person in the department = who can=20 answer questions about the items being ordered.  Press the = tab key=20 - this=20 moves the insertion point to next field (Requestor=92s=20 Phone).

Requestor's = Phone

Type the phone number of the person listed in = the=20 Requested By field. Example of the way phone number should be=20 formatted:  (920) = 424-2365. Press the = tab key=20 - this=20 moves the insertion point to next field = (Vendor).

Vendor

Type the vendor name.  NOTE: you must enter = the name, no=20 numbers or codes.  = Press the = tab key=20 - this=20 moves the insertion point to next field (Address Line = 1).

Address

Type the vendor=92s address - NOTE:  Type the vendor=92s = complete=20 address.  Press the = tab key=20 =96 this=20 moves the insertion point to next field (Vendor = Phone)

Vendor = Phone

Type the vendor=92s phone number using the = same format as=20 before e.g., (920) 424-2365. Press the = tab key=20 - this=20 moves the insertion point to next field (Vendor = Fax).

Vendor = Fax

Type the vendor=92s Fax number using the same = format as=20 before e.g., (920) 424-2365. =20 Press the = tab key=20 - this=20 moves the insertion point to next field = (Vendor).

FEIN = #/SS

If you know the vendor=92 FEIN # or for an = individual the=20 SS# type it here.  = Press the = tab key=20 - this=20 moves the insertion point to next field (Quote = By).

Quote = By

If you have a quote from the vendor, enter = the name of=20 the person from whom you received the quote. Press the = tab key=20 - this=20 moves the insertion point to next field (Quote Date).  Send a copy of the quote = to=20 purchasing referencing your RX number.

Quote = Date

Type the date you received a quote =96 if = any.  If you type the date = like 05/03/01=20 it will be displayed as May 3, 2001 once you press tab.  Press the = tab key=20 - this=20 moves the insertion point to next field = (Terms).

Terms

If vendor's payment terms are other than Net = 30, type=20 the vendor=92s payment terms (if known).  Press the = tab key=20 - this=20 moves the insertion point to next field = (FOB).

FOB

If vendor's shipping terms are other than = Destination,=20 click drop down and click on correct shipping term.  Press the = tab key=20 - this=20 moves the insertion point to next field = (Fund).

Fund

Enter the Fund # from the Department number = to be=20 charged. Press the = tab key=20 - this=20 moves the insertion point to next field (Organization). See = Conversion=20 table: = http://www.uwosh.edu/departments/admin_serv/sfs_tables_page.htm

Organization

Enter the Organization # from the code to be=20 charged.  Press the = tab key=20 - this=20 moves the insertion point to next field (Program).  See Conversion table: = = http://www.uwosh.edu/departments/admin_serv/sfs_tables_page.htm

Program

Enter the Program # from the code to be = charged.  Press the = tab key=20 - this=20 moves the insertion point to next field (Account).  See Conversion table: = = http://www.uwosh.edu/departments/admin_serv/sfs_tables_page.htm

Account

Enter the proper Account # (this is the old = Object/Sub=20 Object - see Conversion table: = http://www.uwosh.edu/departments/admin_serv/sfs_tables_page.htm for new codes.) for the purchase.  Press the = tab key=20 - this=20 moves the insertion point to next field = (Amount).

Amount

Enter the dollar amount to be charged to this = Department number line.  = Press the = tab key=20 - this=20 moves the insertion point to next field = (Fund).

Comments

Type any specific instructions or comments = about the=20 requisition in this field. Press the = tab key=20 - this=20 moves the insertion point to next field = (Qty).

Qty

For each item, type the desired quantity. Press the = tab key=20 - this=20 moves insertion point to next field (Unit).

Unit

For each item, type the Unit of measure. Press the = tab key=20 - this=20 moves insertion point to next field (Catalog Number & Item=20 Description

Catalog Number & Item = Description

For each item, enter a complete description = with=20 part/catalog numbers.  = Note:=20 for more than 1 line of description continue typing until the = description=20 is complete (the cell will automatically expand/wrap). Press the = tab key=20 - this=20 moves the insertion point to next field (Unit = Price).

Unit = Price

For each item, enter the Unit price. Press the = tab key=20 - this=20 moves insertion point to next field (Item 2 - Qty) and=20 calculates.

Assign to Dept. = split=20 #.

EXAMPLE:  Line item 1 is for a PC = for $2000.=20 and line item 2 is for a quantity of 4 each @ $25 each.  $1500 of the PC should = be charged=20 to one department and $600 (balance of PC and 4 other items) to a=20 different department.

The = requisition=20 would be entered as:

 

 

 =20

DEPARTMENT NUMBER=20

  =

 

 =20

DEPARTMENT NUMBER=20

  =

 

 

 

 =20

Fund =

Organization =

Program =

Account =

Amount =

 =20

Fund =

Organization =

Program =

Account =

Amount =

 

 

1 =

102 =

031095 =

2 =

3195 =

$1500.00 =

2 =

102=20

034300 =

2=20

3195=20

$500.00=20

 

 

3 =

102 =

034300 =

2 =

3100 =

$100.00 =

4 =

 

 

 

 

 

 

 

5 =

 

 

 

 

 

6 =

 =20

 =20

 =20

 =20

 =20

 

 

  =

  =

  =

  =

Total =

$2100.00 =

  =

  =

  =

  =

  =

  =

 

 

 =20

 

 

Comments: =

 =20

 

 

 =20

 

 

Item

Qty

Unit

Catalog Number & Item = Description=20

Unit Price =

Extended Total =

Assign to Dept. split #=20

 

 

     =   =20 1

1 =

EA =

FULL=20 DESCRIPTION OF ITEM WITH PART NUMBERS

2000 =

2000.00 =

1&2 =

 

 

    =20    2=20

4 =

EA =

FULL=20 DESCRIPTION OF ITEM WITH PART NUMBERS

25 =

100.00 =

3 =

 

                                                 Once=20 the requisition is completed     1.           = ;   =20 Verify=20 that the Account/Department Code Splits equal the Total dollars of the = items=20 requested.

   IF=20 equal:

=D8     =20 Save=20 to your hard drive.  File name should be:  RX###### (where #=20 represents the number of the requisition you are saving (RX then 3digit = mail=20 code then 3 digit unique number)  EXAMPLE: = RX123001.

=D8=20 E-mail your requisition as an attachment = to: =20 PSSFS.

NOTE:=20

Once=20 your requisition is saved DO = NOT=20 change it.

If=20 you need to correct it, call purchasing at 424-0405.  NEVER use the same RX = number.=20

=D8     =20 If=20 you want a hard copy, print it.

 =20

   IF=20 NOT equal

=D8     =20 Correct=20 the errors

=D8     =20 Remembering=20 to tab out of the field

=D8     =20 When=20 equal - follow "If equal" instructions.

*** If=20 you have any questions regarding this procedure please call=20 424-0405.

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