REQSCN/POSCN Advanced Processing Features

1. REQSCN/POSCNAdvanced Processing Features OEDSA 2004

2. Processing Features

3. Charging an Item to Multiple Accounts REQSCN/POSCN will allow one line item to be charged to more than one account. On the screen, the line item will be divided, displaying the separate account codes; however, the line item will be combined into a single item on the printed requisition/purchase order. If the flag in USASDAT/USACON is set to “Y” to “print accounts on requis”, the items on the printed requisition will print separately.

4. Charging an Item to Multiple Accounts • The first item entered is called the “combined item.” This is the line item the rest of the items are being combined into. • The rest of the items that are to be combined with the first item are called “split items”. A split item requires a “-” to be entered in the description field. The “-” indicates the line item should not be printed on the PO, but insteadincluded with the combined item.

5. Two ways of splitting an item into separate accounts: • Splitting the Quantity: splits the quantity of an item among several different account codes. • The price must be the same for each item

6. Split Quantity Purchase Order

7. Two ways of splitting an item into separate accounts: • Splitting the Price: splits the price of an item among several different account codes. • The quantity field must be left blank for the split items

8. Split Price Purchase Order

9. USASCN/MASCNVMass Convert REQ Program MASCNV is an alternative to the “Convert REQ” function key found in REQSCN and POSCN. It allows you to mass convert requisitions instead of having to convert them one by one. • Can select requisitions by date or by requisition # ranges • Can include or exclude by requisition # ranges or by vendor #s • Converts open requisitions to purchase orders • Creates print file for printing purchase orders.

12. Future Purchase Orders Any new purchase orders posted through the POSCN program with a PO date which is in a future month or fiscal year is automatically processed as a future purchase order and will be posted to a batch file.

13. Future Purchase Orders The future purchase order batch files may then be posted to the USAS files when the district is processing for that month. The batch file(s) is posted through the AUTOPOST/FUTPO option.

14. Future Purchase Orders FUTSCN will let you view, print or delete future purchase orders from the batch files. FUTSCN program is formatted identically to the REQSCN and POSCN programs, however, it will only display future POs that have not yet been posted by AUTOPOST/FUTPO.

15. FUTSCN

16. AUTOPOST/FUTPO

17. Future Purchase Orders Encumbrances in the current FY • With future purchase orders, future encumbrances are incurred when a future PO is created in POSCN or MASCNV. • Future encumbrances which are incurred within the same fiscal year are stored in the future encumbered fields in CASHSCN, APPSCN & BUDSCN. They are used to make the account balance checking accurate by including future PO amounts

18. Future POs Encumbrances in the Future Fiscal Year • Future encumbrances which are processed for the next fiscal year are stored in the future year encumbered fields in CASHSCN, APPSCN & BUDSCN • Future year encumbered amounts can be checked against next FY proposed amounts. If the flag is set to “Y” for “check future year balances” in USACON, then POSCN & REQSCN will use the “Next FY Proposed” amount minus any future year encumbered amounts to check the account balances

19. Modifying Purchase Orders • POSCN allows you to modify purchase orders that: • have a status of “new” • have a status of “partially filled” • have a status of “partially paid” • You will not be able to modify purchase orders that are completely filled or completely paid.

20. Modifying Purchase Orders

21. Modifying a Purchase Order • Delete and Re-Post • Allows you to make corrections and changes to a purchase order without creating an AMENDED purchase order • Purchase order currently displayed is deleted from the system, however PO’s information remains on the screen available for user to make necessary changes. When posting the PO, the PO will be reposted to the system as well as look like a new PO. • This option should only be used prior to the PO being sent to the vendor

22. Modifying Purchase Orders • The word “amended” will print across the top of purchase orders that constitute a change order. Fields that warrant a change order include: quantity, price, and account code • The amended purchase order is used to re-certify any amounts that have been changed. The treasurer may sign the form to rectify the newly encumbered amounts.

23. Amended Purchase Order

24. Advanced Function Key Features

25. LOCKMODE If you wish to repeat the same operation such as adding items to your purchase order, it is useful to "lock into" the operation by using the Lockmode key. By pressing Lockmode and then a function key such as Add Item, you will be locked into the "Add Item" mode - thus eliminating the need to press Add Item when you want to add another line item. When Lockmode is active, the Lockmode function key changes to Exit Lockmode. You will be "locked into" Add Item until you press the Exit Add key. To exit Lockmode, press Exit Lockmode.

26. TOGGLE TAB The header and item sections have the option of setting Toggle Tabs when creating the header section or adding a line item. Toggle Tab allows you to skip a field that you are not using. To use the Toggle Tab feature, press Tab or arrow over to place the cursor on the field that you won't be using, then press Toggle Tab. The Toggle Tab fields can be "tabbed back in” by using the arrow keys to set the cursor on the desired field and pressing Toggle Tab again.

27. Go to BUDSCN POSCN allows you to add a budget account when adding or modifying a purchase order line item. To add a budget account, press Go to BUDSCN and it will take you to the BUDSCN section of ACTSCN. Enter the desired budget account. Once the account has been added, you will be transferred back to POSCN to finish processing your purchase order.

28. HELP You may use HELP to access vendors or account codes. Vendor Help

29. HELP Account Help

30. INSERTING A LINE ITEM When adding line items, if you need to insert an item between two existing items, place your cursor on the latter item and press ADD.

31. Using Detail Section Instead of entering a line item in the Select field and pressing the “Select Item” key to select a specific line item in order to modify or delete it, use your arrow keys to move your “blinking cursor” to the item in the detail section and press the modify or delete key.

32. “DO” key special function options

33. Editing Keys

34. Dump Screen to File Dumps a screen shot to a .TXT file

35. PRINT Prompts user for a text file to be printed

36. VIEW TEXT FILES Displays text files currently in your account

37. OECN KEYMAP • Allows you to change the display of the function keys at the bottom of state software programs • KEYMAP offers a list of commonly supported terminal emulators, such as REFLECTIONS, EXCURSIONS, or PERSONA, to select from. Upon selecting an emulator, the function keys at the bottom of all the state software programs will be displayed according to the standard configurations for that terminal emulator.

38. KEYMAP

39. Other Program Settings that affect REQSCN/POSCN processing

40. USASEC Allows for the entry of a “security-profile” for each username for USASCN programs only • restrict users from adding/modifying vendors in REQSCN/POSCN • allow/disallow/warn users of negative budget and appropriation accounts in REQSCN/POSCN • Exclude or include the use of specific account types or account codes in REQSCN/POSCN.

41. Screen 1 Y” allows user to add/modify vendors in REQSCN/POSCN Y” allows user to modify the “invoice-to” address in POSCN “Y” allows budget account to go negative without warning in REQSCN/POSCN “N” disallows budget account to go negative in REQSCN/POSCN “W” warns user budget account will go negative in REQSCN/POSCN (default) “W” warns user appropriation account will go negative in REQSCN/POSCN (default) “N” disallows appropriation account to go negative in REQSCN/POSCN

42. Screen 2

43. Account Filters • If no entries are made, access will be granted to ALL account codes in REQSCN and POSCN. • If one or more account codes is entered, access will be DENIED to all other account codes that weren’t entered • If two or more account codes are entered, USASEC will use the first account code entered to determine the access level; therefore, if similar account codes are entered, the more SPECIFIC account code should be entered before the more GENERALIZED account code.

44. Account Filters

45. OPTSCN • The purpose of OPTSCN is to allow a user to set up his/her own individualized preferences for the other USASCN program. • The settings entered in OPTSCN are saved between runs of USASCN so you do not have to set them each time. • Currently, the options offered only affect REQSCN and POSCN.

46. Options Available in OPTSCN