While creating a transaction, the user may obtain stock numbers, without typing them or closing the document, by using the “Cut” and “Paste” feature. The “Find Code” feature is not
available to use in Over-the-Counter transactions. Once the Header section and Accounting Details have been completed, select the Commodity Details view tab to display the first line.
After selecting the Commodity Details line, click WINDOW: Navigator.
At the Navigator Window, double click Stock Purchases Inquiry. The first screen to appear is Stock by Description Inquiry. In the Stock Description field, type the name of the stock item, e.g., “Paper” and click DISPLAY: Browse Data. Items with a description beginning with
“Paper” will display. Select the desired stock item, e.g., “PAPER BOND PLN CPY LETTR WHITE,” click on STNO, at the bottom of the screen to leaf and carry forward the stock item description to Stock by Number Inquiry screen.
At the Stock by Number Inquiry (STNO), the selected Stock Number field will be highlighted.
Click EDIT: Cut or Copy to cut or copy the Stock Number. Close the STNO screen; the STDE screen will display. Click WINDOW: SR – Stock Requisition Batch Document: OC (and the
SELECT STOCK ITEMS (CUT OR COPY AND PASTE), continued
Once the document is accessed, select the Commodity Details line screen where the field is to be pasted. After numbering the line, the cursor will move to the Stock Item number. Click EDIT:
Paste and the stock number will be pasted to the Commodity Details line. Next, enter the Requested Quantity and continue with the remaining of the Commodity Details lines for the transaction.
To view other commodity details lines use the up or down arrow key.
EDIT DOCUMENT
After all information has been entered, the document must be edited. Click Process: Edit. A Stock Requisition may be edited from any panel within the document.
The Edit command checks for errors in all three sections of the document. If all the information is correct, the messages “NO ERRORS DETECTED” and Status “HELD” appear at the bottom of the document in the Status Bar. HELD status indicates that the transaction has been added to the system and it awaits further processing. The system automatically enters “default”
information in some fields. Anytime prior to ACCPT Status, the user may change the defaulted information or the data already entered. To change the data already edited, tab to the field to be corrected, type over existing data with the correct information and click PROCESS: Edit. If the document being corrected had already been scheduled, after the document is edited, the status will revert to HELD and the document will have to be scheduled again.
When the document is edited, error messages may display in the status bar located at the bottom of the document. To view one message at a time, click the down arrow in the Status Bar, or click the button marked Messages to read them all at the same time. Messages ending with a W are warning messages, which allow the transaction to have a HELD status. Messages ending with an E are fatal errors, which will result in a transaction displaying a REJCT status. A REJCT status indicates the document has errors. They must be corrected and the document edited again to obtain a HELD status.
EDIT DOCUMENT, continued
When a commodity details line number is duplicated, or an incorrect stock number is entered, or items are out of stock, and the document is edited, the system will respond with a fatal error message and the document will have a REJCT Status. A fatal error is one that results in a REJCT document. Fatal error messages will have an “E” at the end of the error message number, e.g. “DO3-N023E INSUFFICIENT QTY AVAILABLE,” “D02-N023E INVALID STOCK ITEM.” The errors have to be corrected and the document edited again to obtain a HELD status.
The Messages window should look like the sample below:
The document screen should look like the sample below:
PROCESS DOCUMENT
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 to be scheduled for warehouse processing. 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 for instruction to schedule a document.
Over-the-Counter transactions can only be printed one screen at a time by clicking FILE: Print Active Window.
Accepted transactions remain on the Document Listing (SUSF) and transaction screens for two days. After two days, the information is purged from these screens. The transaction information continues to be posted on the tracking screens for long-term referencing. All accepted SR and OC transactions may be viewed on the Stock Purchases Tracking screens.
Since Over-the-Counter items are purchased from the District warehouse, the tracking screens are the same as the tracking screens for Stock Requisitions; however, the fields are interpreted differently.
The Stock Purchases Tracking screens are accessed through the Stock Purchases Business Area at the Navigator window. Click the Stock Purchases (SR/OC) icon to display the Stock Purchases Business Functions at the right panel of the Navigator. Double click Stock
Purchases Tracking to access the tracking screens.
The first selection is the Open Stock Requisition Header Inquiry. This table contains information from the header portion of all open and closed Stock Requisitions (SR) and Over-the-Counter (OC) transactions. This table also displays backordered, reserved, and released status of the requisition. Stock Requisition transactions that have been canceled through a modification are removed from the tracking screens.
To view the Open Stock Requisition Header Inquiry screen, enter SR or OC, Organization Code, dash (-), and the number assigned (e.g. SR 8132-011386). The Area is not entered in the Stock Purchases Tracking tables. Click DISPLAY: Browse Data to display the requested document.
To view another transaction, click WINDOW: Clear Window, enter the document type and number, and click DISPLAY: Browse Data.
To leaf to a related screen containing information about the same document, click at the push buttons located at the bottom of the screen (e.g. OSRL, Open Stock Requisition Account Line Inquiry).
FIELD DESCRIPTIONS
TRANSACTION DATE: The date the transaction was created. When left blank while creating the transaction, the system posts the acceptance date in this field.
ACCTG PERIOD: The accounting period (fiscal month and budget fiscal year) for which the transaction should apply. For instance, July = fiscal month 01, and 2000-2001 School
Year = Budget Fiscal Year 01. When this field is left blank on the transaction input screen, the system posts this information based on the acceptance date of the transaction.
BUDGET FISCAL YEAR: The fiscal year to which the transaction should apply. When the transaction Budget FY field on the transaction header section is left blank, the system will post the Budget Fiscal Year based on the transaction date.
WAREHOUSE: The warehouse code from which the stock items will be purchased.
TOTAL AMOUNT: The dollar amount of the transaction including any modifications. If there is more than one accounting line, the total amount is the total of all the accounting lines.
REQUESTING AREA: The three-character area code for the location that requested the transaction.
CLOSED AMOUNT: The current dollar amount of the transaction that has been closed by a Confirmation Issue (CI). A Confirmation Issue transaction is done when the Warehouse delivers supplies to a location.
REQUESTING ORGANIZATION: The four-digit organization code for the location that requested the transaction.
DEL TO ALT ADDR: The one-character alternate shipping code, for locations with more than one delivery address, where the goods are to be delivered.
REQUESTED BY: The name of the person who requested the transaction.
DELIVERY BUILDING/ROOM: The building and room number at the site where the goods are to be delivered.
PHONE NUMBER: The area code and telephone number of the person requesting the transaction.
DELIVERY DATE: The desired future date by which the items should be delivered to the requested location. Deliveries are made by Delivery Zone schedules.
COMMENTS: Any notation associated with the transaction. In Over-the-Counter transactions, this field may display one of the following: “OVERNIGHT DELIVERY,” “SAME DAY
DELIVERY,” or “ETA (Estimated Time of Arrival) Date, Time, and AM or PM.”
STATUS:
• BACKORDERED: Indicates the backorder status of all items in the transaction. None = No items are in backorder, Partially = Some items are in backorder, Fully = All items are in backorder.
• RESERVED: Indicates the reserve status of all items in the transaction. None = No items are reserved, Partially = Some items are reserved, Fully = All items are reserved.
• RELEASED: Indicates the released status of all items in the transaction. None = No items have been released, Partially = Some items have been released, Fully = All items have been released. If partially released, some commodity lines have been released and some have not. Those commodity details lines that have not been released may be modified.
DATE: The last date when the last change was made to the Stock Requisition status.
PRINT IND: Indicates if a Pick Ticket, issued by the warehouse, has been printed. A Pick Ticket is printed when a Pick and Issue (PI) transaction has been created. A Pick and Issue transaction is done by the Warehouse when items have been pulled from the shelves to prepare for delivery.
TOTAL ITEM LINES: The number of commodity details lines entered for the transaction.
SHIP WHOLE ORDER: The system defaults to N. When N is displayed, the items are to be delivered when any portion of the order becomes available.
CLOSED ITEM LINES: The number of commodity details lines which have been closed with a Confirmation Issue (CI).
NUMBER OF ISSUES: The number of times when all or portions of the requisition have been issued with a Confirmation Issue (CI).
CLOSED DATE: The date on which all of the item lines were closed either by a Confirmation Issue (CI) or by a cancellation modification made to the transaction.
When the OSRL push button (Open Stock Requisition Account Line Inquiry) at the bottom of the Open Stock Requisition Header Inquiry screen is selected, the system leafs and carries forward the Document ID. The system displays the accounting data used for the transaction associated with this Document ID.
The purpose of this table is to display all open and closed Stock Requisitions (SR) and Over-the-Counter (OC) transactions accounting lines. This screen will display one accounting details line at a time. To display more accounting details lines, click DISPLAY: More Data. To go back to the previous accounting details line, click DISPLAY: Previous Page.
To view another transaction, click WINDOW: Clear Window, enter the document type and number, and click DISPLAY: Browse Data.
FIELD DESCRIPTIONS
LINE NUMBER: The number of the transaction accounting lines details, such as 01, 02, etc.
ACCOUNTING DISTRIBUTION: Budget line charged for this transaction: Fund, Area, Organization/Sub, Program, Object/Sub, Function, Job Number, Reporting Cat, and Project.
LINE AMOUNT: The dollar amount of this accounting line (unit price x requested quantity.)
CLOSED AMOUNT: The dollar amount of a specific accounting line closed by a Confirmation Issue (CI).
The purpose of this table is to display detail information about an individual commodity details line for all open and closed Stock Requisitions (SR) and Over-the-Counter (OC) transactions.
This screen displays descriptive information, requested, backordered, reserved, released and issued quantities, as well as unit and line item price. To display more commodity details lines, click DISPLAY: More Data. To go back to the previous commodity details line, click DISPLAY:
Previous Page.
To view another transaction, click WINDOW: Clear Window, enter the document type and number, and click DISPLAY: Browse Data.
FIELD DESCRIPTIONS
LINE NUMBER: The number of the transaction commodity details line, such as 001, 002, etc.
STOCK ITEM: The stock item code used for the item being requested on the transaction.
ISSUE UNIT: The unit of measure that the stock item is issued, e.g., box, each, ream, etc.
ALT ADDR CODE: The one-character alternate shipping code, for locations with more than one delivery address, where the goods are to be delivered.
ZONE: The school’s delivery zone. When numbers 98 (for SR) or 99 (for OC) appear in this field, the items have been released/delivered, or the commodity details line was canceled.
STOP: Used by the Warehouse.
UNIT PRICE: The price for one unit of the stock item requested, up to six decimal places.
ORIGINAL ZONE: The location’s delivery zone. When items have been released/delivered or commodity details line was canceled, this field will differ from ZONE code.
TOTAL PRICE: The computed price of the item line (Unit price x the quantity requested).
PREVIOUS BACKORDER: If Yes is displayed, this item was, at one point, backordered and the order is now filled. If No is displayed, this item was never backordered.
QUANTITIES:
• REQUESTED: The original quantity requested on the transaction.
• RELEASED: The quantity of the stock item printed on a Pick and Issue (PI) document, but is not yet issued. If a line has quantity released, the line cannot be modified.
• BACKORDERED: The quantity of the stock item that cannot be reserved due to insufficient inventory in the warehouse.
• ISSUED: The quantity of the stock item that has bee issued with a Confirmation Issue (CI).
• RESERVED: The quantity of the stock item that can be processed for Pick and Issue (PI) but has not yet been printed on a Pick and Issue document.
The purpose of this table is to display the delivery status of up to 10 Commodity Details lines per screen, from A Stock Requisitions (SR) or Over-the-Counter (OC) transaction. This is an
alternate view of the Open Stock Requisition Item Line Inquiry table.
Each Commodity Details line is identified under the COMM LINE field. If the numbers 98 (for SR) or 99 (for OC) are displayed in the DELIVERY ZONE field, the items have been either released from the warehouse, or the line was reduced to 0 items on a modification. If the school’s delivery zone number is displayed in this field, the commodity has not been released and may be on back order. To display more commodity details lines, if more than 10 in a transaction, click DISPLAY: More Data. To go back to the previous screen, click DISPLAY:
Previous Page.
To view another transaction, click WINDOW: Clear Window, enter the document type and number, and click DISPLAY: Browse Data.
FIELD DESCRIPTIONS
COMM LINE: Commodity Details line numbers associated with the document.
ROUTE NUMBER: Used by the warehouse.
WHSE: The warehouse from which the items were ordered (S1, M10, SVG).
WHSE TYPE: Used by the warehouse.
REF ACCT LINE: The accounting line for which the item was charged.
AREA: The three-character code of the site that requested the transaction.
ORGN: The four-digit code of the site paying for the item. Should be the same code as REQ.
ORGN.
REQ ORGN: The four-digit code of the site requesting the item. Should be the same code as ORGN.
ZONE FLAG: Used by the warehouse.
STOCK ITEM: The stock item number associated with the Commodity Details line.
The purpose of this table is to display information concerning issued or returned items for a specific commodity details line. This screen is updated only when the warehouse creates either a Confirmation Issue (CI) or a Stock Return (SN).
To display more commodity details lines, click DISPLAY: More Data. To go back to the previous commodity details line, click DISPLAY: Previous Page.
To view another transaction, click WINDOW: Clear Window, enter the document type and number, and click DISPLAY: Browse Data.
FIELD DESCRIPTIONS
ITEM LINE NUMBER: The Commodity Details line number as entered on the original transaction for which a Confirmation Issue (CI) has been processed.
ISSUE/RETURN DOCUMENT ID: The CI number of the Confirmation Issue transaction, or the SN number of the Stock Return transaction as created and processed by the warehouse.
These transactions are posted to the Online General Ledger Inquiry (OLGL and OLG2). Online
RELEASED QUANTITY: The quantity of the stock item released from inventory and ready for delivery.
ISSUE/RETURN DATE: The date when the stock item was issued by or returned to the warehouse.
TOTAL PRICE: The computed price of the item line (unit price x issued quantity).
ISSUE/RETURN QUANTITY: The quantity of the stock item that was either delivered or returned.
RETURN CHARGE: Not applicable.
UNIT PRICE: The price that the location pays for one unit of the stock item.
REFUND AMOUNT: The total amount refunded.
UNIT COST: The wholesale price that the District pays for one unit of the stock item.
The purpose of this table is to display the transactions that contain a specific Stock Number.
This screen is updated when a Stock Requisition or an Over-the-Counter transaction is accepted. This table also provides a means of tracking the total stock item quantities of the warehouse inventory.
To display more transactions containing the specific Stock Number, click DISPLAY: More Data. To go back to the previous transaction, click DISPLAY: Previous Page.
To view another Stock Number, click WINDOW: Clear Window, enter the stock number, and click DISPLAY: Browse Data.
FIELD DESCRIPTIONS
DOCUMENT ID: The document that contains the specific Stock Number.
LINE NUMBER: The line number that contains the specific Stock Number.
QUANTITIES:
• REQUESTED: The quantity requested for the Stock Number in the Document ID displayed.
• RELEASED: The quantity released for the Stock Number in the Document ID displayed.
• BACKORDERED: The quantity backordered for the Stock Number in the Document ID displayed.
• ISSUED: The quantity issued for the Stock Number in the Document ID displayed.
• RESERVED: The quantity reserved for the Stock Number in the Document ID displayed.
The purpose of this table is to display all transactions associated with the document entered in the DOCUMENT ID field. This screen is updated when a new transaction is entered, of which the displayed document is a part.
To display the next available document and its associated transactions, click DISPLAY: More Data. To go back to the previous document, click DISPLAY: Previous Page.
To view a specific document, click WINDOW: Clear Window, enter the document type and number, and click DISPLAY: Browse Data.
FIELD DESCRIPTIONS
DOCUMENT TOTAL: The total amount of the document.
REFERENCE DOCUMENT ID: A list of all transactions associated with the document entered in the DOCUMENT ID field.
REFERENCE AMOUNT: The dollar amount associated with the entry.
CLOSED DATE: The date the referenced document was closed.
REFERENCE DOC RELEASED AMOUNT: The dollar amount released by the referenced document. This amount represents the accounting impact on the document.
VENDOR/PROV: The vendor or provider associated with the referenced document. This field is populated in the Purchase Order (PD) and Requisition (RX) transactions tacking screens.
The Note Pad Text (NOTE) is the last push button selection within the tracking screens. For further information regarding this screen refer to page 5-11 of this section.