Statewide Procurement User Group

1. Statewide Procurement User Group October 29th, 20099:00 AM – 12:00 PM

2. Presentations ~ Cancel Date ~ Doc Types ~ 9.0 Items- Portal Sign In • - Formal Thank You • - New Required Fields • - Account Distribution • - Work Flow • - Powerform • - Testing Interest • - Open Units • Questions and Answers Today’s SPUG Agenda

3. Opening Remarks Steve Sulek

4. Cancel Date

5. Cancel Date Cancel Date Requisitions = No Cancel Date Quotes = No Cancel Date Purchase Orders = No Cancel Date/Remove Cancel Date Contracts = Must Have Cancel Date

6. Cancel Date What’s New? You cannot cancel a line on any procurement document when there is a cancel date. The system will give you a red error.

7. Cancel Date To Cancel a Line with a Cancel Date Step 1 – Remove Cancel Date From Header Step 2 – Remove Cancel Date From Detail Line

8. Cancel Date What Happens if Cancel Date is Not Removed?

9. Cancel Date What if it is a Contract and I Don’t Want to Remove My Cancel Date From the Header? In order to cancel a line, you Must temporarily remove the cancel date from the Header and reapply it once the cancellation process is completed.

10. Doc Types

11. Doc Types Document Types Inventory and Non-Inventory S, N, J Line Types

12. Doc Types

13. Doc Types

14. Doc Types Open Units When Zero Cost at Point of Receipt • What should you do if there are Open Units on your PA Commitment Inquiry with Zero Cost • There are no dollar’s encumbered • No impact on financial reports • No action is required

15. 9.0 Items

16. 9.0 Items 9.0 Updates Portal Sign In

17. 9.0 Items Thank You 9.0 Testers

18. 9.0 Items Annette Walton Chris Peters Cindy Edwards Connie Heinrichs Craig Van Slyke Deanna Verzal Denise Thege Dianna Gilliland Diane Poppert Fran Thompson Gigi Boyd Jackie Fosler Jan Schoonover Jeremy Elder Jim Kessler Jolene Kumpula Joyce Woofter Judy Alderman Julie Betts Karen Gilbert Kate Severin Linsey Yokley Lucinda Brunkow Marilyn Ferguson Michelle Kemper Mike Blacksher Mike Martin Pat Stull Rachelle Miller Rene Botts Rita Kucera Ron Kothe Sharon Zimmerman Steve Crook Steve Kellogg

19. 9.0 Items Are you willing to help test? 1. Let us know by filling out your SPUG evaluations 2. Make sure and sign your name and add your phone number

20. 9.0 Items Procurement Module State of Nebraska out grew 8.10

21. 9.0 Items 9.0 ChangesProcurement Module New Fields Account Distribution Work Flow Power Form

22. 9.0 Items New Field Requirements for ALL Procurement Documents

23. 9.0 Items

24. 9.0 Items 9.0 CHANGES NEW TABS ADDITIONAL PROPERTIES CATEGORY CODES

25. 9.0 Items

26. 9.0 Items

27. 9.0 Items Account Distribution

28. 9.0 Items Example: Split by Account, Percentage, Quantity, and No Split

29. 9.0 Items

30. 9.0 Items

31. 9.0 Items

32. 9.0 Items

33. 9.0 Items

34. 9.0 Items Things to Remember After clicking OK, you cannot change the Distribute by field in the Header After clicking OK, you can change the distributed amount or add more accounts After you receive , you cannot change any of the account distribution information After you receive against the document you cannot change any accounts on the order Account Distribution generates from one document to another Account Distribution copies from Requisition to Requisition

35. 9.0 Items Approval Route Workflow

36. 9.0 Items Approval Route Workflow Email message will be sent to all approvers, at the same dollar level, when there is a document needing approval Email message will be sent to the originator when the document is approved Email message will be sent to the originator when the document is rejected

37. 9.0 Items Approval Route Workflow Email message will be sent to all approvers, at the same dollar level, when there is a document needing approval

38. 9.0 Items Approval Route Workflow Email message will be sent to the originator when the document is approved

39. 9.0 Items Approval Route Workflow Email message will be sent to the originator when the document is rejected

40. 9.0 Items Things to Remember Approval routes are tied to Purchase Requisitions, Contracts, and Purchase Orders and a specific end-user Approvals of documents can be audited to identify when and who approved the documents If a document's key data field is modified after it has been approved, it will need to be approved again Approvers at the same dollar value will each receive an email Once approved at the first dollar value, the next level of approvers will each receive and email

41. 9.0 Items Things to Remember Once the total document is approved or rejected, the originator will receive an email If the document is cancelled prior to approval the approver will receive and email stating the document has been cancelled If the document is cancelled after approval, the approver will receive and email stating action is required to remove cancel message

42. 9.0 Items Purchase Order Power Form

43. 9.0 Items Purchase Order Power Form

44. 9.0 Items Setting Up and Saving a QueryNote: Records, Sequence

45. 9.0 Items Setting Up and Saving a Query

46. 9.0 Items Setting Up and Saving a Query

47. 9.0 Items Running a Saved Query

48. 9.0 Items Viewing a Saved Query

49. 9.0 Items Order Type Filters

50. 9.0 Items Order Type Filters