LOS ANGELES UNIFIED SCHOOL DISTRICT

Full text

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INFORMATION TECHNOLOGY DIVISION

INTEGRATED FINANCIAL SYSTEM

GRAPHICAL USER INTERFACE (IFS GUI)

STOCK PURCHASES (SR/OC)

MANUAL FOR SCHOOLS

Section 5 of 9

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LOS ANGELES UNIFIED SCHOOL DISTRICT

BOARD OF EDUCATION

Jose Huizar, President

Marlene Canter Julie Korenstein

Marguerite Poindexter LaMotte Mike Lansing

Jon Lauritzen David Tokofsky

Roy Romer

Superintendent of Schools

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Foreword

The Integrated Financial System Graphical User Interface (IFS GUI) Stock Purchases (SR/OC) Manual for Schools provides users with instruction on how to locate required data when ordering from the District’s warehouses, and how to create, change, delete, modify, cancel and track Stock Requisitions (SR) and Over-the-Counter (OC) transactions when using IFS GUI This manual is intended for use by school staff utilizing IFS GUI.

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PAGE OVERVIEW ... 5 - 1 STOCK PURCHASES BUSINESS AREA (SR/OC)... 5 - 2 STOCK PURCHASES INQUIRY... 5 - 3 Stock By Description Inquiry (STDE) ... 5 - 4 Stock By Number Inquiry (STNO) ... 5 - 7 Alternate Shipping (ALTS) ... 5 - 9 Note Pad Text (NOTE)... 5 - 11 SR - STOCK REQUISITION... 5 - 12 Create Transaction... 5 - 12 Insert Commodity Details Line... 5 - 19 Remove Commodity Details Line ... 5 - 20 Delete Transaction ... 5 - 21 Select Stock Items (Find Code) ... 5 - 23 Edit Document... 5 - 26 Process Document... 5 - 29 Modifications Stock Requisition (SR) ... 5 - 30 Overview ... 5 - 30 Increase/Decrease Quantity ... 5 - 32 Add Commodity Details Line ... 5 - 37 Cancel Transaction... 5 - 39 OC - OVER-THE-COUNTER... 5 - 43 Create Transaction... 5 - 43 Insert Commodity Details Line ... 5 - 50 Remove Commodity Details Line ... 5 - 51 Delete Transaction ... 5 - 52 Select Stock Items (Cut Or Copy And Paste)... 5 - 54 Edit Document... 5 - 56 Process Document... 5 - 58 STOCK PURCHASES TRACKING... 5 - 59 Open Stock Requisition Header Inquiry (OSRH)... 5 - 60 Open Stock Requisition Account Line Inquiry (OSRL) ... 5 - 63

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STOCK REQUISITION (SR)

A Stock Requisition is a request to purchase items from various warehouses throughout the District.

• Schools may purchase from three warehouses: ¾ General Stores (S1)

¾ Maintenance (M10) ¾ Salvage (SVG)

• Schools are required to purchase items for the top 30 selling categories from the District’s warehouse. To view a listing of these categories, refer to the District Supply Catalog. • Schools may view online availability, cost, and the warehouse location of stock items. • Funds are pre-encumbered when order is placed.

• Stock items are reserved for schools.

• Items not available in stock are backordered.

• Items are delivered to the school site weekly during the regularly scheduled zone delivery dates.

• Schools that have more than one delivery address may use alternate shipping codes. OVER-THE-COUNTER (OC)

An Over-the-Counter Requisition is a request to purchase emergency items from the District warehouse. See Bulletin C-44 for policies and procedures. Items may be:

• picked up at the warehouse either the same day or the next day. Transaction must be scheduled before 12:00 Noon,

• delivered the following day for a fee of $9 for every 80 lbs. or fraction thereof. Transaction must be scheduled before 12:00 Noon. Use Stock Item Number 9999800000 and

Requested Quantity 1, or

• delivered the same day for a fee of $13 for every 80 lbs. Transaction must be scheduled before 9:00 a.m. Use Stock Item Number 9999770000 and Requested Quantity 1. Orders are limited to 20 items and 80 lbs.

• Schools may order stock items from the General Stores and Maintenance warehouses. • Items are not allowed to be backordered.

• Once the transaction is accepted, the expenditures are increased.

This section contains instructions on how to create, change, delete, modify, cancel, and track items which are ordered in IFS GUI via the Stock Requisition (SR) transaction. In addition, it also contains information on how to create, change, delete, and track items which are ordered via the Over-the-Counter (OC) transaction.

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The Stock Purchases (SR/OC) Business Area contains the Business Function screens related to a purchase through a District Warehouse. To move forward into these Business Functions, through the Navigator window, click on the Stock Purchases (SR/OC) icon. The following selections are available:

Stock Purchases Inquiry

This selection is used to find stock items by description, stock items by number, and to locate an alternate shipping address code.

SR - Stock Requisition

This selection is used to create, change, delete, modify, cancel, or process a Stock Requisition. OC - Over-the-Counter

This selection is used to create, change, delete, or process an Over-the-Counter transaction. Stock Purchases Tracking

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Before creating a Stock Requisition or an Over-the-Counter transaction, the user must have on-hand information, which is entered on the transaction. The Stock Purchases Inquiry selection is accessed to assist the user in locating this information.

For instance, all items ordered on a transaction must have a stock number for each stock item being ordered. This selection offers two ways to locate items that can be purchased from the District’s warehouse, and a third selection that provides an alternate shipping address for those schools with more than one physical site (e.g. Occupational and Skill Centers).

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To view stock items by description, from the Navigator window, double click the Stock Purchases Inquiry icon. The Stock by Description Inquiry is the first screen to appear. The purpose of this table is to display the stock item number associated with a known

description. The screen displays the following fields: Stock Description; Stock Number; Whse (Warehouse) – General Stores (S1), Maintenance (M10), or Salvage (SVG); Available Quantity; Unit Price; and Unit (each, ream, dozen, carton, etc.).

In the Stock Description field type the name of the item using the singular form. For instance, to locate pencils, type PENCIL. Click Display at the Menu Bar, and select Browse Data (DISPLAY: Browse Data).

When the item to be ordered is displayed on the screen, the user may print screen, or write down, the stock item number that will be used when creating the SR or OC transaction. To display the next record or group of records, click DISPLAY: More Data.

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When a business function screen (e.g. Stock Purchases Inquiry) is opened, several push

buttons appear at the bottom of each screen. The button that is pushed in identifies the screen being viewed. The push buttons allow the user to access other related screens within the business function. This is the same as leafing, which is to move to a related screen, and carry forward data without retyping.

The related screens are labeled with the respective four-character code table ID. For example, STDE (Stock by Description Inquiry), STNO (Stock by Number Inquiry), ALTS (Alternate Shipping) and NOTE (Note Pad Text). Click on the button to access the screen.

The user also has the option to open a screen related to the current screen by clicking DISPLAY: Related Data. However, if this option is used, the push buttons are no longer available, and DISPLAY: Related Data will need to be selected each time to move to the next related screen. To return to the push buttons option, return to the Stock by Description Inquiry (first screen).

To clear the screen of all data, click WINDOW: Clear Window. To exit back to the Navigator Window, click WINDOW: Navigator.

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FIELD DESCRIPTIONS

STOCK DESCRIPTION: The text describing the stock item. STOCK NUMBER: Code that identifies the stock item. WHSE: The warehouse where this stock item is stored.

AVAILABLE QUANTITY: The quantity of the stock item available at the District’s warehouse. UNIT PRICE: The price at which the stock item is issued.

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To view stock by number, from the Navigator window, double click the Stock Purchases Inquiry icon. The Stock by Description Inquiry Screen will appear first. Then, click the STNO (Stock by Number) push button located at the bottom of the screen, or click on Display: Related Data.

The purpose of this table is to display the description associated with a known stock item number. The screen displays the following fields: Stock Number; Description; Whse

(Warehouse) – General Stores (S1), Maintenance (M10), or Salvage (SVG); Available Quantity; Unit Price; and Unit (each, ream, dozen, carton, etc.)

When the item to be ordered is displayed on the screen, the user may print screen, write down the number, or cut/copy and paste it in the stock item number field on the SR or OC transaction screen. See Select Stock Items Section for cut or copy and paste instructions.

In the Stock Number field, type the stock number of the item. For instance, to obtain the

description for Stock Number 6206092730, type the number and click DISPLAY: Browse Data. The description Pencils General Purpose #2 will display in the Description field.

To display the next record or group of records, click DISPLAY: More Data. To go the first record, click DISPLAY: Beginning of Data.

To go back to the previous record screen, click DISPLAY: Previous Page.

To display the next screen of stock items by description, only when it had been previously used, click, DISPLAY: Next Page.

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To clear the screen of all data, click DISPLAY: Clear Window. To exit back to the Navigator Window, click WINDOW: Navigator.

FIELD DESCRIPTIONS

STOCK NUMBER: Code that identifies the stock item. STOCK DESCRIPTION: The text describing the stock item. WHSE: The warehouse where this stock item is stored.

AVAILABLE QUANTITY: The quantity of the stock item available at the District’s warehouse. UNIT PRICE: The price at which the stock item is issued.

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To search for a specific address code, from the Navigator window, double click the Stock Purchases Inquiry icon. The Stock by Description Inquiry screen will appear first. Then, click the ALTS (Alternate Shipping) push button located at the bottom of the screen. At the Alternate Shipping screen, enter the Area and Organization, click DISPLAY: Browse Data. The purpose of this table is to display alternate shipping codes for those schools that have more than one delivery address. The code is displayed as an alpha character in the Alt Address Code field.

The Alt Address Code is entered on the Commodity Details, for each commodity to be delivered to this alternate address.

In addition, this screen displays the school’s delivery zone number, which is used to determine delivery dates as noted in the District’s Supplies and Equipment Catalog.

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FIELD DESCRIPTIONS

AREA: The three-character code that corresponds to the entered organization. ORGANIZATION: Four-character code of the location requesting the goods. ALT ADDRESS CODE: One character-code that identifies the alternate address. ZONE: The school’s delivery zone.

STOP: Use by the Warehouse.

LOCATION DESCRIPTION: Location’s description.

ADDRESS 1: Address of the corresponding Organization code. Maximum of 30 characters. ADDRESS 2: Address of the corresponding Organization code. Maximum of 30 characters. CITY: City of the corresponding Organization code. Maximum of 10 characters.

ZIP CODE: Zip Code of the corresponding Organization code. Maximum of 10 characters. PHONE NUMBER: Telephone number of the corresponding Organization code.

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To access specific transaction comments, from the Navigator, double click on the Stock Purchases Inquiry icon. The Stock by Description Inquiry screen will appear first. Click the push button labeled NOTE (Note Pad Text) located at the bottom of the screen. To view a note for a specific transaction, type the transaction code and number, click DISPLAY: Browse Data. If the requested note is not in the system, the next available note will appear.

The purpose of this screen is to view comments, entered by Stock Accounting Section, related to a transaction. Stock Accounting enters comments in the NOTE table as a way to

communicate with the site responsible for the transaction (e.g. transaction put on HELD status due to insufficient funds.)

To view a note, enter the transaction code and number, click DISPLAY: Browse Data. To clear the screen of all data, click WINDOW: Clear Window. To display data from the top of the list, click DISPLAY: Beginning of Data.

FIELD DESCRIPTIONS

TRANSACTION ID: Transaction code and unique number of the document to be viewed. TEXT: Informational text pertaining to the document indicated in the Transaction ID field.

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CREATE TRANSACTION

To create a Stock Requisition transaction to purchase items from a District warehouse, from the Navigator window, double click on the Stock Purchases (SR/OC) Business Area. The Stock Purchases Business Function icons appear; double click on the SR - Stock Requisition icon.

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CREATE TRANSACTION, continued

The Batch/Document Entry window appears. The system defaults to Stock Requisition as the document type, Name in the View by field, and New is selected for new document.

After all necessary information has been entered, the Batch/Document Entry window should look similar to the sample below:

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CREATE TRANSACTION, continued

The Stock Requisition screen appears, the SR Number assigned by the system is displayed, and the Status of the transaction is New.

Panel View Tabs-

displays the Accounting and Commodity Details lines Header Section - includes information that applies to the stock requisition Panel Lines – displays the account(s) to charge and the items requested

Status Bar -

Displays error messages

Stock Purchases Tracking Push Buttons Title Bar - includes Batch and Document ID Document Status

A document screen typically contains the following information: Title Bar – includes a document ID and Batch ID (if applicable) Document ID – displays the document type and unique number

Header Section – displays information that applies to the stock requisition (e.g. requesting organization, shipping and delivery information, document total)

Panel View Tabs – allows users to view specific attributes of the document (accounting and commodity details)

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CREATE TRANSACTION, continued

Below is a description of the fields and the necessary information needed for input.

HEADER SECTION: This portion of the transaction describes WHO is ordering the items and WHERE to deliver them.

DATE OF RECORD: Required. Enter the current date in the format of MM DD YY. ACCTG PERIOD: System assigned based on Date of Record.

BUDGET FY: System assigned based on the Date of Record.

NEW: System defaults to New. User will select MODIFICATION or CANCELLATION when applicable.

WAREHOUSE: Required. Enter the code of the warehouse from which the goods are

requested. There are three warehouses from which a school may order items: S1, which stores school supplies such as paper, pens, pencils; M10, which stores maintenance or custodial supplies; and SVG, which stores salvage warehouse items.

Note: For each transaction, items are ordered from a single warehouse. Create a separate transaction for orders from different warehouses.

REQUESTING ORG: Required. Enter the four-digit organization code of the location requesting the goods.

DEL TO ALT ADDR: If the order is to be delivered to an organization different than the one entered in Requesting Org, click in the Del to Alt Addr box, and a “√” will appear.

SHIP WHOLE: System defaults to No, which indicates partial shipments are allowed. DELIVERY DATE: Required. Enter the anticipated Monday-Friday future delivery date.

DELIVERY BUILDING AND ROOM: Required. Enter the building and room to which the order is to be delivered.

PHONE NUMBER: Required. Enter the phone number of the requesting person.

REQUESTED BY: Required. Enter the name of the person to whom questions regarding the order should be addressed.

COMMENTS: Optional. Enter notes, up to 30 characters, regarding the order (e.g., items for the library.)

DOCUMENT TOTAL: The systems calculates and displays the total amount for all stock items in all commodity details lines ordered on the transaction.

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CREATE TRANSACTION, continued

ACCOUNTING DETAILS PANEL: This portion of the transaction identifies HOW to pay for the items. The site identifies the budget to be charged by entering the appropriate budget line information.

LINE: Required. Enter a different two-digit number for each accounting line on the document. Up to four accounting lines can be entered on one document. Each budget line is identified by entering an accounting line of 01, 02, 03, or 04.

FUND: Required. Enter the three-digit code of the fund that is to be charged for this line. AREA: Required. Enter the three-character area code of the site to be charged.

ORG/SUB: Required. Enter the four-digit organization code of the site to be charged.

PROGRAM: Required. Enter the four-character program code of the budget line to be charged. OBJECT/SUB: Required. Enter the four-digit object code of expenditure that best describes the items ordered.

JOB/PROJECT: Used by Central Offices.

AMOUNT: The system calculates and displays the amount to be charged to this budget line based on the information entered in the Commodity Details lines.

After all required information in the Header Section and Accounting Details has been entered, the document should look like the sample below:

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CREATE TRANSACTION, continued

COMMODITY DETAILS PANEL: This portion of the transaction describes WHAT is being ordered, the quantity, and the budget line (REF ACCTG LINE) to be charged. To access this panel, click on the Commodity Details view tab.

LINE: Required. Enter a three-digit number that identifies each Commodity Details line. Enter a different number in sequential order for each commodity stock item number requested, e.g., 001, 002, etc.

STOCK ITEM NUMBER: Required. Enter the ten-digit stock item code that identifies the goods requested. This code is found on the Stock Purchases Inquiry screen.

REQUESTED QUANTITY: Required. Enter the quantity of goods requested. DEF/INC/DEC: System defaults to DEF (default – no increase or decrease). INC (increase)/DEC (decrease) are used in modifications.

ISSUE UNIT: System assigned based on the stock item number. UNIT PRICE: System assigned based on the stock item number.

REF ACCTG LINE: If other than 01 accounting line, enter the accounting line number to be charged for the item.

BACKORDER QUANTITY: System assigned. When ordering a larger quantity than that in stock, the system will indicate the backorder amount.

TOTAL: The system calculates and displays the total for each Commodity Details lines. DESCRIPTION: System assigned based on the stock item number.

ALT ADDRESS CODE: If items are to be delivered to an alternate address, enter the code for that organization, otherwise leave blank.

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CREATE TRANSACTION, continued COMMODITY DETAILS PANEL, continued

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INSERT COMMODITY DETAILS LINE

The system provides, as a default, one Commodity Details line; however, most Stock

Requisitions will require several lines. If more lines are required, click EDIT: Insert Line After, which will provide a blank line screen positioned after the present one. Continue numbering the commodity details lines in sequence based on the previous line number.

NOTE: A line may be inserted prior to the existing one by clicking EDIT: Insert Line Before. The user has the option to renumber all commodity lines sequentially beginning with the newly inserted line as Line 001, or number the newly inserted line with the next available line number.

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REMOVE COMMODITY DETAILS LINE

When a Commodity Details line needs to be deleted, select the line by clicking anywhere inside the Commodity Details line area (a line is selected when a thick, dark line surrounds it). Click EDIT: Remove Line. The system will display a dialogue box with the message “Do you really want to delete the selected lines?” with two choice buttons, Yes/No. Click Yes if selected line is to be deleted, or click No if this was an error. To deselect a line, click EDIT: Deselect All.

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DELETE TRANSACTION

A document may be deleted prior to having an ACCPT status. To access the SR document that needs to be deleted, starting from the Navigator window, the user will select the Business Area Stock Purchases (SR/OC). Next, double click the business function SR-Stock Requisition icon. The Batch/Document Entry window will appear. In the Document ID field, enter the Area Code, Organization Code, Dash (-), the remaining of the number, select Open, and click OK.

When the document is displayed, click PROCESS: Delete. The system will display a dialogue box with the message “The document has been scheduled for deletion. Do you want to close the document?” with two choice buttons, Yes/No.

If Yes is selected, the document will be scheduled (overnight cycle) to be deleted and cannot be accessed from the Batch/Document Entry window. The document may be accessed from the Document Listing (SUSF) screen and can be undeleted prior to the nightly cycle. To undelete it, go to the Document Listing (SUSF), enter the Document ID, and click on the Browse push

button. The document will be the first one listed; click PROCESS: Undelete. The status will revert to held and the document may be accessed.

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DELETE A TRANSACTION, continued

If No is selected, the document will display a DELET status, but it can be reinstated by clicking PROCESS: Undelete. The document status will revert to HELD. While the document displays a DELET status, no changes can be made. If changes are needed, click PROCESS:

Undelete, enter changes, and click PROCESS: Edit. The document will reflect the changes and will display a HELD status.

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SELECT STOCK ITEMS (FIND CODE)

While creating a transaction, the user may obtain stock numbers, without closing the document, by using the “Find Code” feature. (The Find Code feature allows users to obtain Stock Item Numbers from the STDE table and place them onto the document.) Once the Header section and Accounting Details have been completed, click on the Commodity Details view tab. After selecting the Commodity Details line, type the line number beginning with 001, click in the Description field and select HELP: Find Code.

The Stock by Description Inquiry (STDE) screen will display. In the Stock Description field, type the name of the stock item, e.g., “Paper” and click the push button at the bottom of the STDE table labeled Browse. Items with a description beginning with “Paper” will display. If the item does not display on the screen, click the push button at the bottom labeled More Data. Once the desired description is displayed, select the stock item line, e.g. “PAPER BOND COLRD LETTER BLUE” and click the push button at the bottom of the screen labeled Select.

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SELECT STOCK ITEMS (FIND CODE), continued

The STDE screen will close to go back to the document. At the document, the Stock Item Number and the Stock Description selected at the STDE will display in their respective fields.

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SELECT STOCK ITEMS (FIND CODE), continued

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.

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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 message “NO ERRORS DETECTED” and Status HELD appear at the bottom of the document in the Status Bar. HELD status indicates 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 on 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 errors, 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. The errors have to be corrected and the document edited again to obtain a HELD status.

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EDIT DOCUMENT, continued

If requested items are out of stock, they will automatically be placed in back order status. The system will display the number of items on backorder in the Backorder Quantity field.

Backorder Quantity field – Displays the number of items on backorder.

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EDIT DOCUMENT, continued

When a duplicate commodity details line, or an incorrect stock number is entered and the document is edited, the system will respond with a fatal error message, one ending with an “E” and the document will have a REJCT Status, e.g. “D01-N005E INVALID STOCK ITEM.”

REJCT status indicates the document has errors that must be corrected before the document can be scheduled. The document will look like the following sample:

After editing the document, if error messages display, click on the down arrow key to view one error at a time.

To view all error messages at one time, click on the Messages button, which will display a window like the sample below:

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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 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.

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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.

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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.

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INCREASE/DECREASE QUANTITY

To create a Stock Requisition modification, from the Navigator window, double click the Stock Purchases (SR/OC) Business Area. The Stock Purchases Business Function icons appear; double click the SR - Stock Requisition icon. As with an original document, the user must complete the Batch/Document Entry.

The document below is a modification with batching.

BATCH ID: Enter the three-character Area code of the school and the last four to six digits of the original transaction number.

DOCUMENT ID: Enter the original Stock Requisition number to modify.

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INCREASE/DECREASE QUANTITY, continued

The Stock Requisition Batch screen will appear with the Batch Number displayed. The system checks the inferred data, Actual Batch Count and Actual Batch Amount, against the user-entered data, Number of Documents, and Net Amount.

Since the user does not know the Net Amount yet, this field is left blank. The Batch Date, Number of Documents and Net Amount fields will be completed after the modification is done. To continue with the modification process, click DISPLAY: New Document. The

Batch/Document Entry will display again; click OK to access the Stock Requisition document. HEADER SECTION

DATE OF RECORD: Required. Enter the current date in MM DD YY format. MODIFICATION: Required. Click this field to indicate that this is a modification.

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INCREASE/DECREASE QUANTITY, continued

COMMODITY DETAILS

LINE: Enter the Commodity Details line number (001, 002) that needs a quantity increase or decrease.

REQUESTED QUANTITY: Enter the quantity of increase or decrease over the original order. For instance, if the original ordered quantity was 50 and you wish to increase it to 60, enter 10. Likewise, if the original ordered quantity was 60 and you wish to decrease it to 50, enter 10. To eliminate a line, enter the original quantity ordered. View the Stock Requisition Item Line Inquiry (OSRC) to determine the commodity status.

DEF/INC/DEC: Click Inc (middle button) for increase or Dec (last button) for decrease over the original quantity.

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INCREASE/DECREASE QUANTITY, continued

The Batch Date, Actual Batch Count and the Actual Batch Amount fields will be populated. The system will generate three messages: “1 of 3: BATCHING ERRORS DETECTED,” “2 of 3: NUM DOCS NOT = NUMBER ENTERED,” and “3 of 3: BATCH NET AMT NOT = DETAIL.” These messages are in accordance with the first two messages displayed in the Stock Requisition. Do the following:

NUMBER OF DOCUMENTS: Enter the number that appears in the Actual Batch Count field. NET AMOUNT: Enter the amount that appears in the Actual Batch Amount field. Make sure to include the decimal point and decimals, or 00 (zero) if no cents. Delete 0.00

Click PROCESS: Edit. The Stock Requisition Batch will appear with the message: “NO ERRORS DETECTED.”

To view the Stock Requisition, click DISPLAY: Next Document. The Stock Requisition will have a HELD status and some fields will be populated with system-inferred data. The

Accounting Details line Amount will reflect the modification increase or decrease only. The amount in the modification will be added to the amount in the original Stock Requisition. MODIFICATIONS STOCK REQUISITION (SR), continued

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ADD COMMODITY DETAILS LINE

To create a Stock Requisition modification, from the Navigator window, double click the Stock Purchases (SR/OC) Business Area. The Stock Purchases Business Function icons appear; double click the SR - Stock Requisition icon. As with an original document, the user must complete the Batch/Document Entry.

The document below is a modification without batching. BATCH ID: Leave blank.

DOCUMENT ID: Enter the original Stock Requisition number to modify.

Click OK.

The Stock Requisition document is displayed with a status of NEW. HEADER SECTION

DATE OF RECORD: Required. Enter the current date in MM DD YY format. MODIFICATION: Required. Click this field to indicate that this is a modification.

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ADD COMMODITY DETAILS LINE, continued COMMODITY DETAILS

LINE: Required. Enter the next available line number. For instance, if the original order has two commodity details lines, enter 003.

STOCK ITEM NUMBER: Required. Enter the stock item number to be ordered. REQUESTED QUANTITY: Required. Enter the requested quantity.

DEF/INC/DEC: Required. Click Inc (middle button) for increase. A new line is an increase from the original order.

After all required information is entered, before editing, the document should look as follows:

If all information is correct, click PROCESS: Edit. The system will display the message “THIS IS A NEW LINE” and the document will have a HELD status. The Accounting Details line

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CANCEL TRANSACTION

When a transaction is canceled, the entire document and all commodity detail lines are canceled. Therefore, only those transactions with all of the following posting on the Open Stock Requisition Header (OSRH) may be canceled: None posted to the Released field; 0 (zero) posted to the Closed Item Lines; and 0 (zero) posted to the Number of Issues field. NOTE: Stock Requisitions which have been canceled through a modification are removed from the Stock Purchases Tracking screens.

To create a Stock Requisition cancellation, from the Navigator window, double click the Stock Purchases (SR/OC) Business Area. The Stock Purchases Business Function icons appear; double click the SR - Stock Requisition icon. As with an original document, the user must complete the Batch/Document Entry.

The document below is a cancellation with batching.

BATCH ID: Required. Enter the three-character Area code of the school and the last four to six digits of the original transaction number.

DOCUMENT ID: Required. Enter the original Stock Requisition number to cancel.

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CANCEL TRANSACTION, continued

The Stock Requisition Batch will appear with the Batch Number displayed. The system checks the inferred data, Actual Batch Count, and Actual Batch Amount, against the user-entered data, Number of Documents and Net Amount.

Since the user does not know the Net Amount yet, the fields are left blank. The Number of Documents and Net Amount fields will be completed after the modification is done. Click DISPLAY: New Document. The Batch/Document Entry will display again; click OK to access the Stock Requisition document.

HEADER SECTION

DATE OF RECORD: Required. Enter the current date in MM DD YY format.

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CANCEL TRANSACTION, continued

After all required information is entered and before editing, the document should look as follows:

Click PROCESS: Edit. The system will generate two messages: “1 of 2: BATCH/DOCUMENT SAVED” and “2 of 2: BAT NOT BALANCED, NO DOC EDIT.” This message means that the Number of Documents and the Net Amount in the Stock Requisition Batch do not match the calculations by the system. The document will display a REJCT status. Click DISPLAY: Top of Batch to go back to the Requisition Batch. From that screen, click PROCESS: Edit.

The Batch Date, Actual Batch Count, and the Actual Batch Amount fields will be populated. The system will generate three messages: “1 of 3: BATCHING ERRORS DETECTED,” “2 of 3: NUM DOCS NOT = NUMBER ENTERED,” and “3 of 3: BATCH NET AMT NOT = DETAIL.” These messages are in accordance with the first two messages displayed in the Stock Requisition.

Do the following:

NUMBER OF DOCUMENTS: Enter the number that appears in the Actual Batch Count field. NET AMOUNT: Enter the amount that appears in the Actual Batch Amount field. Make sure to include the decimal point and decimals, or decimal point and 00 (zero) if no cents. Delete 0.00 Click PROCESS: Edit. The Stock Requisition Batch will appear with the message: “NO ERRORS DETECTED.”

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CANCEL TRANSACTION, continued

To view the Stock Requisition, click DISPLAY: Next Document. The Stock Requisition will have a HELD status and some fields will be populated with system-inferred data.

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CREATE TRANSACTION

To create an Over-the-Counter transaction from the Navigator window, double click the Stock Purchases (SR/OC) Business Area. The Stock Purchases Business Function icons appear; double click the OC - Over-the-Counter icon.

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CREATE TRANSACTION, continued

The Batch/Document Entry window appears, The system defaults to Over the Counter as the document type, Name in the View by field, and New is selected for new document.

After all necessary information has been entered, the Batch/Document Entry window should look similar to the sample below:

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CREATE TRANSACTION, continued

If the information on the window is correct, click OK.

The Over-the-Counter screen appears, the OC Number assigned by the system is displayed, and the Status of the transaction is New.

Title Bar – Includes Document ID# Header Section – Includes information that applies to the requisition.

Panel View Tabs -

Display the Accounting and Commodity Details lines. Panel Lines – Display the account(s) to charge and the items requested

Document Status Stock Purchases Tracking

Push Buttons

Status Bar –

Displays document messages

A document screen typically contains the following information: Title Bar – includes a document ID.

Document ID – displays the document type and unique number

Header Section – displays information that applies to the over-the-counter (e.g. requesting organization, shipping and delivery information, document total)

Panel View Tabs – allow users to view specific attributes of the document (accounting and commodity details)

Panel Lines – display detail accounting (fund, area, organization, program, object) and commodity line (stock item number, quantity) information

Stock Purchases Tracking Push Buttons - explain in detail under Stock Purchases Tracking. Status Bar – displays document processing messages and document status (e.g. NEW, HELD, ACCPT, REJCT).

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CREATE TRANSACTION, continued

Below is a description of the fields and the necessary information needed for input.

HEADER SECTION: This portion of the transaction describes WHO is ordering the items and WHERE to deliver them.

DATE OF RECORD: Required. Enter the current date in the format of MM DD YY. ACCTG PERIOD: System assigned based on Date of Record.

BUDGET FY: System assigned based on Date of Record.

NEW: System defaults to New. Warehouse will select MODIFICATION or CANCELLATION when applicable.

WAREHOUSE: Required. Enter S1 code for the General Stores warehouse or M10 for the Maintenance warehouse.

REQUESTING ORG: Required. Enter the four-digit organization code of the location requesting the goods.

ALLOW DEFAULT: System displays Default. Select Yes if the accounting information is to be accessed from AACT (Area Account Table.) Select No if the accounting information is not to be accessed from AACT. No Change is the same as Default.

REQUESTED BY: Required. Enter the name of the person to whom questions regarding the order should be addressed.

COMMENTS: Required. Enter notes, up to 30 characters regarding the order, e.g., Overnight Delivery; Same Day Delivery; ETA (Estimated Time of Arrival) for pick-up orders.

DOCUMENT TOTAL: The systems calculates and displays the amount for all stock items in all commodity details lines ordered on the transaction.

ACCOUNTING DETAILS PANEL: This portion of the transaction identifies HOW to pay for the items. The site identifies the budget to be charged by entering the appropriate budget line information.

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CREATE TRANSACTION, continued ACCOUNTING DETAILS PANEL, continued

ORG/SUB: Required. Enter the four-digit organization code of the site to be charged.

PROGRAM: Required. Enter the four-character program code of the budget line to be charged. OBJECT/SUB: Required. Enter the four-digit object code of expenditure that best describes the items ordered.

JOB NUMBER: Used by Central Offices.

AMOUNT: The system calculates and displays the amount to be charged to each budget line based on the information entered in the Commodity Details.

DEF/INC/DEC: System defaults to DEF (default – no increase or decrease). INC (increase)/ DEC (decrease) used by the Warehouse.

After all required information in the Header Section and Accounting Details has been entered, the document should look like the sample below:

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CREATE TRANSACTION, continued

COMMODITY DETAILS PANEL: This portion of the transaction describes WHAT is being ordered, the quantity, and the budget line (REF ACCTG LINE) to be charged. To access this panel, click on the Commodity Details view tab.

LINE: Required. Enter a three-digit number that identifies each Commodity Detail line. Enter a different number in sequential order for each commodity stock item number requested, e.g., 001, 002, etc.

STOCK ITEM NUMBER: Required. Enter the ten-digit stock item code that identifies the goods requested. This code is found on the Stock Purchases Inquiry screen.

REQUESTED QUANTITY: Required. Enter the quantity of goods requested.

DEF/INC/DEC: System defaults to DEF (default – no increase or decrease). INC (increase)/ DEC (decrease) are used by the Warehouse.

ISSUE UNIT: System assigned based on the stock item number. UNIT PRICE: System assigned based on the stock item number.

DEF/INC/DEC: System defaults to DEF (default – no increase or decrease). INC(increase)/ DEC (decrease) are used by the Warehouse.

REF ACCTG LINE: If other than 01 accounting line, enter the accounting line number to be charged for the item.

TOTAL: The system calculates and displays the total for each Commodity Details line. DESCRIPTION: System assigned based on the stock item number.

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CREATE TRANSACTION, continued

After all required information in the Commodity Details line has been entered, the document should look like the sample below:

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INSERT COMMODITY DETAILS LINE

The system provides, as default, one Commodity Details line; however, most Over-the-Counter transactions require several lines. If more lines are required, click EDIT: Insert Line After, which will provide a blank line screen positioned after the present one. Continue numbering the commodity details lines in sequence based on the previous line number. In Over-the-Counter transactions, the Commodity Details panel displays two commodity lines at a time.

NOTE: A line may be inserted prior to the existing one by clicking EDIT: Insert Line Before. The user has the option to renumber all commodity lines sequentially beginning with the newly inserted line as Line 001, or number the newly inserted line with the next available line number.

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REMOVE COMMODITY DETAILS LINE

When a Commodity Details line needs to be deleted, select the line by clicking anywhere inside the Commodity Details line area (a line is selected when a thick dark line surrounds it). Click EDIT: Remove Line. The system will display a dialogue box with the message “Do you really want to delete the selected lines?” with two choice buttons, Yes/No. Click on Yes if selected line is to be deleted, or click No if this was an error. To deselect a line, click EDIT: Deselect All.

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DELETE TRANSACTION

A document may be deleted prior to having an ACCPT status. To access the OC document that needs to be deleted, starting from the Navigator window, the user will select the Business Area Stock Purchases (SR/OC). Next, double click the business function SR - Stock Requisition icon. The Batch/Document Entry window will appear. In the Document ID field, enter the Area, Organization, Dash (-), the remaining of the number, select Open, and click OK.

When the document is displayed, click PROCESS: Delete. The system will display a dialogue box with the message “The document has been scheduled for deletion. Do you want to close the document?” with two choice buttons, Yes/No.

If Yes is selected, the document will be scheduled to be deleted and cannot be accessed from the Batch/Document Entry window. The document may be accessed from the Document Listing (SUSF) and can be undeleted prior to the nightly cycle. From the Document Listing (SUSF) enter the Document ID and click on the Browse push button. The deleted document will be the first one listed; click PROCESS: Undelete. The status will revert to held and the document may be accessed.

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DELETE DOCUMENT, continued

If No is selected, the document will display a DELET status, but it can be reinstated by clicking PROCESS: Undelete. The document status will revert to HELD. While the document displays a DELET status, no changes can be made. If changes are needed, click PROCESS:

Undelete, enter changes, and click PROCESS: Edit again. The document will reflect the changes and will display a HELD status.

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SELECT STOCK ITEMS (CUT OR COPY AND PASTE)

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

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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.

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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.

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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:

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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.

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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

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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).

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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

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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.

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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).

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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.

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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)

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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

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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.

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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

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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.

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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.

Figure

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References

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