Welcome to the Procurement Users Group

1. Welcome to theProcurement Users Group Wednesday, July 12, 2006 1:30pm – 4:30pm

2. Today’s Agenda • Announcements • Presentations • Website Tour of Procurement Resources • New Attachment Work Instructions • Procurement Issues since 8.10 Upgrade • Interagency Service Contracts/IBTs • RUG Update 2

3. Announcements • Hardware Update • Purchase Orders entered in NIS for FY05 49,358 • Service Contracts entered in NIS for FY05 3,397 3

4. Website Tour of Procurement Resources • NIS Procurement Manual - http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/proc/index.html • Split Coding Manual - http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/proc/038_PR_WI_L2_T3_Split_Coding_Manual_060406.html • Information for Agencies on DAS-Material – State Purchasing Bureau website - http://www.das.state.ne.us/materiel/purchasing/infogovt.htm 4

5. New Attachment Work Instructions

6. New Attachment Work Instructions • Entering Attachments to Order Header - http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/proc/023_PR_WI_L2_T1.b_Entering_Attachment_Order_Header.pdf 6

7. Procurement Issues since 8.10 Upgrade

8. 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). 8

9. 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. 9

10. Issue: UOM field – visual assist takes you to the wrong visual assist screen • If the Inventory/NIGP Number field is populated prior to clicking in the UOM field, the visual assist on the UOM Field opens an incorrect screen. 10

11. Workaround: UOM field – visual assist takes you to the wrong visual assist screen • If you do not know the desired UOM code, click in the UOM field first and access the Visual Assist prior to clicking in the Inventory/NIGP Number field. The correct table will appear and the desired UOM can be selected. Then, continue to populate the fields for that line. • OR, finish the current line, click into the next line, then click on the visual assist for the UOM in the first line and change the UOM accordingly. 11

12. Issue: Printing a text attachment from Media Object • Web Runtime: While trying to print a text attachment, the printer spools tothousands of pages if there is a blank line in the Media Object text. • Please note: this is not happening for everyone. 12

13. Workaround: Printing a text attachment from Media Object • To print the text attachment, copy the attachment into Microsoft Word. Print the attachment from Microsoft Word. 13

14. Issue: Double quotes (") in the Description field are replaced with (&quot) • After querying an item in an application and clicking on the “Scroll to End” the application changes the double quotes (“) in the Description 1 and Description 2 fields with (&quot). 14

15. Workaround: Double quotes (") in the Description field are replaced with (&quot) • Click FIND and the system will repopulate with the correct symbols. 15

16. 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. 16

17. 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. 17

18. 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. 18

19. 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. 19

20. 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. 20

21. 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. 21

22. 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. 22

23. Workaround: Print Purchase Order updates the Order Revision History • Run the Revisions History report. • View the Media Object attachments to identify the last revision. 23

24. Issue: Description 2 - - Printing Double on Purchase Orders • Description 2 prints twice on Purchase Orders 24

25. Workaround: Description 2 - - Printing Double on Purchase Orders • Put Description 2 as a text attachment on the specific line it is associated with • Use a word in Description 2 that can be used again in additional information on a text attachment. • EXAMPLE: 25

26. Issue: OSA Interface Name does not self populate for Citrix Users • On the Printer Selection screen, the OSA Interface Name must be populated. 26

27. Workaround: OSA Interface Name does not self populate for Citrix Users • On the Printer Selection Screen - Document Setup Tab, user must click the OSA Radio Button and populate the field either by using visual assist or type FSOSATXRX 27

28. Resolved Issues • Order attachments can be viewed from the Approval Screen. • Form > Cancel Order can be used regardless of the UOM. • Canceling an order does not put the document back into the approval route. 28

29. Resolved Issues (cont.) • Updated Reports: • Approval Route Report (include report by agency) • Contract Usage by Contract Number • Contract Usage • Number of Contracts in Dollar Range (open/closed/both) • Open PO by Branch Plant • Open PO by Supplier • Open Requisitions 29

30. Resolved Issues (cont.) • Rejection Error has been corrected. • Added Supplier Number to Purchase Order. • NIGP Descriptions are in Capital Letters. • Approval Route Names are entered in Capital Letters. • Reserved By Error – overall has been fixed. 30

31. Interagency Service Contracts/IBTs

32. Interagency Services Contracts/IBTs • New work instructions for the entire process found in the following manuals: • Mini Manuals • Procurement • Accounts Receivable • Accounts Payable 32

33. RUG Update

34. RUG Update • Open PO Detail by Branch/Plant • Open PO Detail by Supplier • PO Summary by Business Unit • PO Summary by Supplier 34

35. Open PO Detail by Branch/Plant – Suggestion 1 • Use this report to identify open Purchase Orders for a Business Unit. Report shows the following information for each PO: • Quantity Ordered • Quantity Open • Amount Open 35

36. Order Type – specify the document type(s) for which to run report • Business Unit – specify the business unit(s) for which to run report • If desired, this report can also be narrowed down by: • Purchase Order Number • Vendor 36

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38. Open PO Detail by Branch/Plant – Suggestion 2 • You can also use this report to review a summary of what is available on a Service Contract. Report will identify the following: • Quantity Open • Open Amount 38

39. Order Type – enter O4 to view Service Contracts • Business Unit – specify the business unit(s) for which to run report • If desired, this report can also be narrowed down by: • Purchase Order Number • Contract Number • Vendor 39

40. A total open dollar amount is provided for: • Each Purchase Order • Each Supplier • All Purchase Orders on Report 40

41. Open PO Detail by Supplier • Use this report to list open lines on Purchase Orders for a specific Vendor at a given time. This report includes the supplier's Ship To Address and phone number. Use this report to determine if lines need to be cancelled on a Purchase Order. 41

42. Enter the Purchase Order Document types for which to run the report • Enter the Vendor address book number for which to run the report 42

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44. PO Summary by Supplier • The PO Summary by Business Unit report prints purchase order information for a specified dollar range during a specified time frame for a business unit. • This report identifies direct purchases between $2000 and $10,000. 44

45. Report is setup to run on all Commodity Purchase Orders and all Direct Purchase Authority Orders. • Report is set to run on orders between $2000 and $10,000. • Add a line to run for a specific Business Unit. • If desired, add a line to run for a specific Vendor. 45

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47. PO Summary by Business Unit • Print purchase order information for a specific supplier. You can review individual amounts for each purchase order, including the amount received against the PO and the amount open. You can also review the total amount for all purchase orders. 47

48. Report is setup to run on all Commodity Purchase Orders and all Direct Purchase Authority Orders. • Report is set to run on orders between $2000 and $10,000. • Add a line to run for a specific Vendor. 48

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