After all data has been entered, and the document has been edited, the screen will display the new Document Total, Status, and Messages. If the transaction appears correct, it is ready for the approval processing by the administrator. If the transaction is NOT scheduled, it will remain in the Document Listing (SUSF) until the school either processes or deletes the transaction.
Refer to the Approval Processing, Section 3, for instructions to process a document.
Transactions in IFS GUI may be printed from the Document Listing (SUSF) where all parts of the document (Header, Accounting Details, and Commodity Details) will be printed
consecutively. Refer to Suspense and On-Demand PO Print (PRNT) Section for instructions to print documents. The transaction can also be printed one screen at a time by clicking FILE:
Print Active Window.
OVERVIEW
After the administrator has approved the Stock Requisition, the document will appear on the Document Listing (SUSF) with a status of Scheduled (SCHED). Changes to the document may occur before the overnight process takes place. After the document has been updated with the changes, the document status will appear on the Document Listing as Held (HELD).
In order for the document to be processed through the overnight cycle, the administrator must approve the document again. The following work day, the document will appear on the
Document Listing with a status of Accepted (ACCPT) or Rejected (REJCT).
MODIFICATIONS
Changes to a document that has a status of ACCPT are referred to as Modifications.
Modifications to a document must follow certain guidelines as to the status of the document.
MODIFICATIONS TO SR DOCUMENT CANNOT BE COMPLETED:
After the Stock Requisition has been accepted, the District Warehouse begin the process of completing the order. Stock items taken from the shelves and bins to complete the order are referred to as Pick and Issue (PI). No modifications can take place after the Pick and Issue process. Users must reference the Stock Requisition Header Inquiry (OSRH) screen (Refer to Stock Purchases Tracking Section, Page 5-60) to verify the status of the document.
If a Pick and Issue (PI) has been created, the RELEASED field on the Open Stock Requisition Header Inquiry (OSRH) screen displays either P for partially released or F for fully released. If F for fully released displays, there will be a release date, which means a modification or
cancellation cannot be done to the transaction because items on all commodity lines have been released to the site. If there is a P for partial in the RELEASED field, some commodity lines have been issued and some have not.
Those commodity lines that have NOT been released may be modified. View the Open Stock Requisition Item Line Inquiry (OSRC) or the Open Items by Stock Number Inquiry (OISN) screens to determine which items have or have not been Released or Issued. Refer to the Stock Purchases Tracking Section Pages 5-64 and 5-70 of this manual for further instructions.
NOTE: An SR Accounting Details line CANNOT be modified. If the incorrect accounting line was charged on the accepted transaction, the transaction must be CANCELED through a modification, and a new transaction must be entered with the proper accounting information.
MODIFICATIONS TO SR DOCUMENT CAN BE COMPLETED:
A modification to an accepted SR can be done to those Commodity Details line items that display quantities that are either Backordered or Reserved on the Open Stock Requisition Item Line Inquiry (OSRC), or the Open Items by Stock Number Inquiry (OISN) screens. Because the Warehouse has not created the Pick and Issue (PI) for these commodity lines, they may be modified to increase/decrease the quantity, or additional commodity lines may be added to the transaction.
The entire Stock Requisition may be modified to Cancel if NO commodity stock items have been RELEASED, 0 (zero) is posted to the CLOSED ITEM LINES field, and 0 (zero) is posted to the NUMBER OF ISSUES field. View the Open Stock Requisition Header Inquiry (OSRH) to determine the document status. If an accepted document needs to be changed after the Pick and Issue (PI) has been created, contact the warehouse for procedures.
There are two procedures by which modifications are done. The two procedures are either to modify the transaction WITH batching, or modify the transaction WITHOUT batching. The procedure used is dependent on whether the transaction to be modified is displayed on the Document Listing (SUSF) screen with an ACCPT (accepted) status. Transactions displayed on the Document Listing screen with an accepted status must be modified WITH batching. The Document Listing can be accessed from the Navigator window by clicking the “Go To,” which will display several tables; double click Document Listing (SUSF) to access it.
MODIFY WITH BATCHING
Accepted transactions will display on the Document Listing screen and the SR transaction screen for two days and then they are removed. If the user needs to modify the transaction within the two-day period from the date displayed on the Document Listing, the transaction can be modified, but the user must “BATCH” it. Batching is a means of working with the original transaction without the system assuming that the original transaction is being duplicated. The batch number cannot exceed six characters. It is recommended to use the last four digits of the original transaction number in the BATCH ID field of the Batch/Document Entry.
MODIFY WITHOUT BATCHING
Accepted transactions that are NOT currently displayed on the Document Listing (SUSF) or SR transaction screen are modified without baching.