Welcome to the Procurement Users Group

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!