Advantage 3 PD Documents

1. Advantage 3 PD Documents Information Technology Services http://www.nau.edu/its

2. Lesson objectives By completing this lesson, you will learn: • What a Departmental Purchasedocument is. • How to locate codes required to complete a PD document such as vendor, commodity codes, unit of measure, ship to and billing. • How to identify the required fields for processing an PD document. • How to submit and validate a PD document.

3. Departmental Purchase(PD) Document Advantage 3 allows NAU to requisition and purchase items based on commodity (a specific item or group of items), buyer and vendor information.

4. What are PD document? • According to NAU procurement policy, are only used when purchasing goods/services costing $2500 or less including taxes and freight. Note: Goods/Services over this amount must be processed with a RQS document. • The PD document describes the goods or services that you are requesting. • Line items are used to describe the specifications for the procurement. • A PD must have at least one line item but there is no maximum limit to the number of line items you can have on a requisition document. • The PD document has a header section and seven detail sections

5. Header • Lists general information associated with the entire procurement. •  Contact - The User ID of the person or department issuing the procurement for goods or services. • Default Shipping/Billing - The location code associated with the shipping location. The location where invoice/billing is to be sent.

6. Vendor • Lists suggested Vendors for providing the goods/services. Vendors are selected from a pick list that is populated by the Vendor/Customer (VCUST) table. • Insert New Line - To open up page for input of required fields. • Vendor Customer - The unique identifier assigned to the vendor. • Address Code - The Address Code or ID given to a unique address for a vendor.

7. Commodity • Lists all commodities associated with the document. Commodity line information appears within the commodity groups that were established. • Insert New Line - To open up page for input of required fields. • Commodity - The identification code assigned to the commodity. • Line Type - Indicates if the commodity line is for an item or service. • Quantity - The number in units. • Unit - The identification code assigned to the unit of measure. • Unit Price - The cost per unit of the goods. • Ship/Bill from Header - The location code associated with the shipping location. The location where invoice/billing is to be sent.

8. Accounting • Lists the accounting funds for each commodity line. • Insert New Line - - To open up page for input of required fields. • Event Type - The alpha-numeric identification code assigned to an event type. • Accounting Template - The unique identification code assigned to the accounting template.  Accounting templates are used to bring in chart of account element codes for ease of data entry on documents. • Line Amount - The amount of commodity line, • Fund Accounting – Object/sub-object codes associated with expenditure.

9. Course summary How to submit and validate a PD document. What a Departmental Purchasedocument is. How to identify the required fields for processing an PD document. How to locate codes required to complete a PD document such as vendor, commodity codes, unit of measure, ship to and billing.