1 / 38

Welcome to the Procurement Users Group

Welcome to the Procurement Users Group. Tuesday, October 31, 2006 9:00am - Noon. Today’s Agenda. Announcements Presentations Review of Deviation Request Policy Review 2-way Match Policy Procurement Issues Update Attachments – using the tilde Reports Update. Announcements.

sheehan
Download Presentation

Welcome to the Procurement Users Group

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Welcome to theProcurement Users Group Tuesday, October 31, 2006 9:00am - Noon

  2. Today’s Agenda • Announcements • Presentations • Review of Deviation Request Policy • Review 2-way Match Policy • Procurement Issues Update • Attachments – using the tilde • Reports Update 2

  3. Announcements • Hardware Update – what is your opinion? • Processing Time • Please remember to remove cancel dates on Purchase Orders 3

  4. Deviation Request Policy

  5. What should be included in a Sole Source request? • Deviation from Contractual Services Contract Process • Must have Agency Director’s signature • Agency Director may be in Approval Route (no physical signature needed) • Justification based on statute • Copy of the contract • Contact person • IT/Communications must have CIO approval • Attachments should be OLE 5

  6. Two-way Match Policy

  7. Two-Way Match Policy • Please refer to the DAS – Service Purchases Two-Way Match Policy found on the DAS Materiel website. • View the 3-way Match vs. 2-way Match Quick Reference Card to determine when to use which process. 7

  8. Two-way Match Reminders • Can only be used with Service Procurements under $50,000, with the exception of IT Service Contract Purchases • Do not receive against the Purchase Order • Purchase Order must be approved • Purchase Order must be a Z8 order type 8

  9. How to use Two-way Match • Create a Direct Entry Purchase Order (Z8) or Generate a Purchase Order (Z8) from a Service Contract: • View the Work Instructions for Entering a Purchase Order Direct • View the Work Instructions for Generating a Purchase Order from a Service Contract • Voucher a (Z8) document via Two-way Match: • View the Work Instructions for Entering Vouchers using 2-way Match 9

  10. Update on Procurement Issues

  11. Issue: Canceling a Purchase Order with a Cancel Date in the next Fiscal Year • Before 8.10, a cancelled PO would de-commit on the date of cancellation. In 8.10, the manually entered cancel date on the PO is used as the de-commitment date. This is a problem because the de-commitment should not occur in a future fiscal year.  • Example: PO is entered on 4/21/2006 with a cancel date of 8/21/2006 (which is in a future fiscal year). When PO is canceled, the PA Commitment Inquiry record shows the commitment on 4/21/2006 (this fiscal year) and de-commitment on 8/21/2006 (next fiscal year). 11

  12. Workaround: Canceling a Purchase Order with a Cancel Date in the next Fiscal Year • Remove all future cancel dates on purchase orders. • Note: PO document types OG, O6, O9, and ZG pull the Cancel Date from the Contract. The generated PO must be revised to remove the cancel date. • Update: This is our biggest help desk issue! Please remember to delete the cancel date prior to canceling the lines. 12

  13. Issue: Populate Header to Detail does not automatically go to the PO detail lines • Before 8.10, when clicking Row > Populate > Header to Detail, the detail lines would appear with the updated information. In 8.10, the detail lines do not appear after clicking Row > Populate > Header to Detail. 13

  14. Workaround: Populate Header to Detail does not automatically go to the PO detail lines • Click OK and the system will take you to the updated detail lines. • Update: SAR (System Action Request) to correct issue is pending review by Oracle. 14

  15. Issue: Populate Header to Detail - Cancel button grayed out in PO detail lines • This is only a problem if the Purchase Document is cancelled/closed or the GL date is in the last fiscal year. 15

  16. Workaround: Populate Header to Detail - Cancel button grayed out in PO detail lines • Check the Purchase Order Detail Lines prior to updating Header to Detail. • If the Purchase Order is a closed, do not use the Populate Header to Detail function. • If the G/L is last fiscal year (usually on non-encumbering document) change the G/L date to current year and then use the Populate Header to Detail function. • Update: SAR (System Action Request) to correct issue is pending review by Oracle. 16

  17. Issue: Order Revision shows two different IDs when Inquiring • When viewing the Order Revision History, it appears that someone has made a change to the document when the Last Revision Radio Button is clicked. 17

  18. Workaround: Order Revision shows two different IDs when Inquiring • View Revisions History using the “View All Revisions” Radio Button. • When inquiring on a Purchase Document, use the cancel button if you do not make changes. • Update: Oracle has determined the system is working as designed. • Use the Purchasing Ledger to gather historical information along with the Order Revisions History. • Date and initial order attachments. 18

  19. Issue: Print Purchase Order updates the Order Revision History • The system changes the last person’s ID in the Order Revision History when a new person runs the Print Purchase Order program. It appears that a revision was made when all they did was print a Purchase Document. 19

  20. Workaround: Print Purchase Order updates the Order Revision History • Run the Revisions History report. • View the Media Object attachments to identify the last revision. • Update: Oracle has determined the system is working as designed. • Use the Purchasing Ledger to gather historical information along with the Order Revisions History. • Date and initial order attachments. 20

  21. New Issue: Document Caught in Approval Loop • Approve option on Form exit is grey on the Approval screen • This happens when someone reverses receipt and cancels the lines on a purchase order. 21

  22. Workaround: Document Caught in Approval Loop • Contact the CIO Help Desk • Oracle will supply an ESU 22

  23. Issues Pending Resolution • Please continue to use workarounds for the following issues, as they will be fixed in future Tools Releases. • OSA Interface name does not self populate for Citrix users on Printer Selection screen (Tools Release 8.95 P1) • Printing a text attachment from media object (Tools Release 8.95 O1) • Double quotes in Description field are replaced with “&quote” (Tools Release 8.97) 23

  24. Resolved Issues • UOM (Unit of Measure) field visual assist takes you to wrong visual assist screen • ESU (Electronic Software Updated) received – in process of lying down system fix • Wrong description on Approval screen when document is closed • Description 2 printing twice on a Purchase Order • Search is taking a long time when inquiring on Approval screen – “bouncy ball” issue 24

  25. Resolved Issues (cont.) • Dollar value doubles in the Order Amount and Approval Amount fields when clicking Find on Approval screen • Purchase order print is very small and hard to read • Purchase order font has been enlarged • The Enter key (carriage return) will give you a new line on Media Attachments. Continue to use the tilde to get double space blank line 25

  26. Using a tilde (~) on Attachments

  27. 27

  28. 28

  29. Reports

  30. Run the Received/Voucher Status Report to review detailed information about outstanding purchase order encumbrances. • View the work instructions for running the Received/Voucher Status report in the General Accounting manual on the NIS website. 30

  31. NIS0001 - run report by Supplier • NIS0002 - run report by Purchase Order 31

  32. Enter the Agency Number. • This report can also be narrowed down by: • Business Unit • Fund 32

  33. 33

  34. Run the Number of Contracts in Dollar Range report to view the contract description, vendor, and the estimated contract amount for a specified dollar range. This report can be run for all contracts, all open contracts, or all closed contracts. 34

  35. Leave Data Selection as is. • Amount Range will be entered on Processing Option screen. • Narrow report by: • Order Type - run by Service Contracts (O4) or Commodity Contracts (OC) only • Buyer • Agency Number 35

  36. Enter a dollar range in the From and To Contract Total fields. • Enter a date range in the From and To Contract Date fields. • This date pulls from the Cancel date on the Order Header screen. 36

  37. 37

  38. Thank you for coming!Please remember to fill out an evaluation!

More Related