Finance & Procurement Manual

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Finance & Procurement

Manual

Lawson Project

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Finance & Procurement Manual

Board Members Candy Olson, Chair April Griffin, Vice Chair Doretha W. Edgecomb

Carol W. Kurdell Jack R. Lamb, Ed.D.,

Susan L. Valdes Stacy R. White, Pharm.D. MaryEllen Elia, Superintendent Kenneth R. Otero, Deputy Superintendent

Daniel J. Valdez, Deputy Superintendent Gretchen Saunders, Chief Business Officer

David J.Steele, Ph.D., Chief Information & Technology Officer Jamalya N.Jackson, Director, Professional Development

John C. Ellison, Supervisor, Technology Training

Version: 070112

Lawson Software, Inc. is a registered trademark of Lawson Software, Inc.

Vision

To become the nation’s leader in developing successful students.

Mission

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INTRODUCTION TO THE LAWSON SCREEN

Interpreting the Desktop

Below is a description of the identified elements:

Menu Tab: allows navigation among active menus Action Buttons: commands apply to entire form

Form Buttons: allows access to additional information Drop-down menu: allows user to select from menu FC (Function Code): commands apply to the line Status Line: contains information on form status

Navigation List: contains bookmarks to menus or forms Logout: logs user out of Lawson

Navigation List Form Buttons Dropdown Menu Function Code Logout Menu Tabs Status Line Action Buttons

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BUDGETS

Accounting Terminology

What Data Belongs In An Accounting Unit Field?

In the Lawson system, an accounting unit consists of the following:

site number + project + program + function Sample Accounting Unit 0151 9999 103 5100 Explanation Alonso High School; No Project; Basic 9-12; Basic Education What Data Belongs In An Account (Object) Field?

In the Lawson system, an account (object) is the object number Sample Account (Object) 510

Explanation supplies

TERM MEANING EXAMPLE

Appropriation Allocation 1000.00

Commitment Total dollar amount of Requisitions created 50.00 Encumbrance Total dollar amount of PO’s created 200.00 Expenditure Total dollar amount of checks written 300.00 Balance Appropriation - ( Commitment + Encumbrance

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To View Account Information (Cost Center)

Note: In the Lawson System the Cost Center is updated nightly.

1. Click “Reports” from the navigation list

2. Click the “Reports On Demand” link under the Reports menu

3. The Business Objects window appears

4. Enter District Primary ID and associated password in the appropriate fields

LDAP must appear in the

Authentication field. If

necessary, use the dropdown menu to select LDAP.

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The Reports On Demand window appears 5. Click the “Document List” link

6. The Reports On Demand window displays Document List categories 7. Click the + icon to expand “Corporate Categories” list

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9. Click the Finance Procurement Reports folder (not the Advanced)

10. In the RIGHT window pane locate the “FN1010 Cost Center” report. You may need to go to page 2 to locate this report

11. With the mouse RIGHT click the report name, from the popup menu select schedule

12. Schedule options are displayed

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14. The default parameter values are displayed

15. Click the “Edit” button next to Site Selection [Empty]

16. Enter the site number in the “Enter a Value” field and click the > button to the right of field to move value into “Selected Values” field.

17. Click the “OK” button

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19. After all parameters have been identified click the “Schedule” button

20. A report status window appears

21. To update status of a report, click the refresh button until the report status changes from Pending to Running to Success

22. To view report, click the date of the most current report once the status line displays Success

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23. Report window opens

Export

Hide/Show Group Tree

Page Selection

Zoom

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A second way to locate a report is to search by title or key word. 24. Repeat steps 6 – 8

25. In the “Search title” field enter FN1010 for a detailed report, or for a summary report enter FN1020 and click the magnifying glass icon to begin the search process.

Another Search Option: To view all cost center reports, enter keyword(s) such as Cost Center into the Search title and click on the magnifying glass

icon to begin the search process. Important Notes:

The keyword(s) must be contained in the report title

Be sure the “Lawson Reports” folder is re-selected to begin any additional Lawson report searches

26. A list of report(s) meeting the search criteria appears in the Reports On Demand window

Note: If necessary use

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27. Right click on the appropriate report title and select “Schedule” from fly-out menu

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31. Click the “Edit” button next to Site Selection [Empty]

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34. Click the “Edit” button next to any other value that needs to be modified 35. After all parameters have been identified click the “Schedule button”

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Export

Hide/Show Group Tree Page Selection

Zoom

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Exporting a report as a PDF document 1. Click the Export button

2. The Export window appears

3. Select “PDF” from the drop-down list

4. If necessary, select a page range and click the “Export” button

5. The File Download window appears

6. Click the “Open” button

7. The report appears in PDF format 8. Save or Print the report as desired

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Returning to Document List

1. To select and schedule a new report, click the “Document List” button to return to the previous category

2. Use the navigation list on the left to select and schedule a different report in the “Lawson Reports” folder

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Overview

The Account Detail Form (GL94) has been added to Lawson to allow you to obtain current transactions and the balance of a specific account string. Using the Account Detail Form

In Lawson, click on Finance>Account Detail. Enter Company, Accounting Unit and Account. You can enter one account or a range of accounts. It is a good habit to click on the OK button and check the message at the bottom to be sure the account is valid. Click on Account to go to the next screen.

Totals (GL94.2)

The Account screen (GL94.2) will show the totals for Budget and Actuals, Encumbrances and Commitments, and the Remaining Balance.

Enter one account or a range of accounts. Subaccounts are only used for balance sheet and revenue accounts.

Click on Finance then Account Detail.

The information in the “Period Selection” section will default.

Click on “Account”. In this example: Budget = $2,397.00 Actual = $593.00 Encumbrances = $659.00 Commitments = $1,144.50

Remaining Balance = $0.50 Click on “Detail” to move to the detail screen.

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Commitment Account Detail (GL94.6)

Click on one of the detail buttons (Encumbrances, Commitments, Actual, Posted Budget Trans, or Budget Transactions) to see the transactions within that category. You can use page down and page up on your keyboard to advance to more pages. Or, enter a page number in the “Next Page” box and click on Inquire. The form defaults to Encumbrances. Drill in the “SC” box to see more details.

In this example:

Purchase Order 789754 is still an encumbrance. If the purchase order has multiple lines, each line will be listed.

In this example:

Requisition 60728 and 607620 are still commitments. Note: Released invoices become AP commitments until payment is made.

In this example:

Three invoices have been paid from this account. Drill in the SC box and select Accounts Payable to see the invoice number.

In this example:

Four budget transfers have been posted. The Budget Transactions button may show additional transfers that have not posted.

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To Request an Account Setup 1. Login to IDEAS

2. Click the “District” conference button

3. Open the “District Forms” conference

4. Open “New Accounting Unit”

5. Complete all appropriate form fields 6. Click the “Send” button

ACCOUNTING UNIT REQUEST NOTE:

Remember to Enter Site Name in the Name Field or select from drop down list.

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To Enter a Budget Transfer (Journal Entry/ Voucher) 1. Access BUDGET JOURNAL ENTRY form (FB40.1)

Select “BUDGET TRANSFER” from the Finance Menu on the Lawson Home screen 2. Enter 101 in “Company (Fund)” field

3. Click the “Add” button

4. Note: Journal Number field auto populates. For future reference, record the Journal Number.

Caution: If the Add button is used more than once, additional journal entries will be created.

5. Click the “Inquire” button Note: Status is unreleased.

6. Tab to “FC” field and enter A or select “Add” from drop-down list

7. Enter accounting unit in “Accounting Unit” field or select from drop-down menu

8. Enter object in “Account (Object)” field or select from drop-down menu 9. Enter amount to be transferred followed by a minus sign in “Amount” field

(e.g. 500-)

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11. Enter accounting unit in “Accounting Unit” field or select from drop-down menu

12. Enter object in “Account (Object)” field, or select from drop-down menu 13. Enter amount to be received in this account in “Amount” field as a positive

number (e.g. 500)

14. Enter information in “Additional Description,” if desired

15. As needed, repeat steps 6 through 15 for additional transfers 16. Click the “Change” button

17. “Change Complete - Continue” appears in the status line 18. To review line entries, click the “Inquire” button

19. If the transaction requires more than five lines, see paragraph below Adding Additional Lines. If not, continue with step 21

Rule: The sum of all amount entries must equal zero on the release.

20. Click the “Release” button

21. “Journal entry has been released” appears in the status line

Adding Additional Lines: A journal entry can contain more than one page of

line items. Once the fifth line item is entered and the “Change” button is clicked, insert the cursor in the “FC” field on line one. Press the “Control + Shift + K” keyboard keys to clear items displayed from the first “FC” field to the end of the form. Enter “A” in the “FC” field for each new line item. Click the “Change” button to update the journal entry. The message “Change Complete - Continue” appears in the status line. To view the first five lines, use the “PageUp” button. To return to the second page, use the “PageDown” button.

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NO

Budget Transfer Rules:

Transfer School Supply Budgets from one account to another

Transfer School Supply Budgets in or out of projects assigned by the school

Transfer Other Budgets from one account to another within a district assigned project number

Transfer of funds in or out of Other Budgets with district assigned project numbers

No transfers in/out of projects 0000-5999. (Grants, Categoricals, Fixed Costs)

No transfers in/out of projects 8000-8999 except 98xx sites. (Capital/Maintenance/New Sch. Start-up)

No transfer from site 0000-6999 IF 98xx site (IF project not equal to 8000-8999)

No transfers in/out of projects 9000-9300. (Workforce/Adult) No transfers out of objects 100-299, 750, 759. (Salary Accounts) No transfers out of objects 371, 372, 381, 382, 410, 430. (Utilities) No transfers out of object if project = 5000-5999. (Fixed Costs) No transfers out of object if Fund = 410 and Site = 0000-6999. (SNS

Program)

No transfers from a school site (6999) to a different site (IF site = 0000-6999)

No transfers from objects 521/522 to another object except 521/522 (Textbooks-Schools)

No transfers from objects 523/524 IF site = 0000-6999. (Textbooks-Supervisors)

No transfers from objects 521/522 IF site = 9xxx. (Textbooks-Schools) No transfer over budget amount

IF site equal 9000 thru 9999 and (IF project equal 7000 thru 7999 and project 9999, no transfer out of sites 0000-6999)

RULES

Contact Budgets Office for special transfer situations.

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SHOPPING CART INSTRUCTIONS

Follow the s to create a Shopping Cart using the following web site:

http://apps.sdhc.k12.fl.us/busdiv/shoppingcart or access IDEAS > Lawson 9.0 Conference > Shopping Cart Links.

Search View

Cart View

Follow the steps to create a Lawson Shopping Cart To limit the search to a specific vendor enter vendor # in Vendor ID field. If number is unknown, click “Vendor ID” link to find vendor number

To view more items per search, click on “per page” drop down and

select desired number & click “Find”

If a camera appears next to the Vendor Cat. #, click the camera to view the item Sort Items in a column by clicking on the blue or red arrows

To view cart at any time, click the “View Cart” button at the top right hand side of the screen

Important: Items in cart are not automatically ordered in Lawson. Each item must be entered into a Lawson requisition. A printable version of the cart will contain a

Shopping Cart number. Note number for future reference or email form to person responsible for inputting requisitions into the Lawson System. Cart will be accessible online for 30 days after it has been created.

A Lawson item number can be copied and pasted into the Lawson Requisition form.

To begin a new cart, click Start New Cart link located

6

4

6

Click a Find button

Select item to add to cart

Click Add to Cart button

Change QTY (Quantity) and click Recalculate total button

Enter Keywords or Vendor Catalog #

2

3 1

5

Click E-mail Form to mail, click Printable Version to print, or click Continue Shopping to return to Item Master Search screen and continue to add items to the cart

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REQUISITIONS

What Is a Requisition?

A Requisition is a request for materials or services, which will require

authorization by a designated approver(s). A requisition can be created for items on bid, special order items, or services.

What is a Requester?

In the Lawson system the requester is the site number.

Stages of a Basic Requisition

Add release Approve Purchase Order created Receive CANCEL Return Adjust payment create

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Create a Requisition for Items on Bid (Non -Textbooks) Standard requisitions are created for items currently found in the Item Master, the Shopping Cart, and that are covered under a vendor agreement (bid). UOM and Unit Cost are automatically entered when a requisition is added in the Lawson System. Create one requisition per vendor. Combine same items on one line.

Note: Refer to Instructional Materials Management

Manual for textbook requisition procedures.

1. Access REQUISITION form (RQ10.1)

Select “Requisitions” from the Finance Menu on the Lawson Home screen Select “Add” from Requisitions sub-menu

2. Enter site # in the “Requester” field or select from drop-down menu

3. Enter vendor # in “Suggested Vendor” field or select from drop-down menu (Enter 1 if no Suggested Vendor)

4. In “Delivery Date” field, enter desired delivery date or select from drop-down calendar (Future Date for reasonable delivery).

Note- Warehouse Requisitions: The Warehouse uses the delivery date as the date to have an order ready.

5. In “Requested By/Deliver To” field, enter information necessary for accurate delivery (Do not use special characters)

6. Enter fund in “Co. (Fund)” field

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When ordering for a site other than the site number entered in the Requester field, the first four numbers in the account field must match the four-digit number in the “Ship To” field.

The “Ship To” site is responsible for receiving. 8. In “Object” field, enter appropriate object number 9. If applicable, enter activity number in “Activity” field 10. Click the “Add” button

11. Dialog box appears reminding user to release, click “OK”

Note: Requisition number auto populates. Status is unreleased.

12. Tab to “FC” (Function Code) field, enter A or select “Add” from drop-down list for each line item

To Add Item(s) to a Requisition

If Lawson Item # is known, enter Lawson Item # in “Lawson Item #” field. “Description” field will Auto-fill.

Enter quantity desired in “Quantity” field

When order is complete, click the “Change” button “Change Complete - Continue” appears in the status line Scenario #1

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If Lawson Item # is not known but Vendor Item #

(catalog #) is known, enter catalog number (no dashes) in “Vendor Item #”field.

a. If Vendor Item # is found in Lawson, the “Lawson Item #” and “Description” fields will Auto-fill.

When order is complete, click the “Change” button “Change Complete - Continue” appears in the status line

b. If the “Lawson Item #” and “Description” fields do not Auto-fill correctly, use the Lawson Shopping Cart and/or the find function to locate the Lawson # for the item which is on bid. (Refer to “Shopping Cart Instructions” and/or “Using Find.”)

Enter Lawson Item # in “Lawson Item #” field “Description” field will Auto-fill

When order is complete, click the “Change” button “Change Complete - Continue” appears in the status line

c. If the item cannot be located in Lawson, process as a special order. See “To Create a Requisition for Items Not On Bid.”

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Using “Find”

The Find or Filter function enables the user to locate items from a list using categories such as description in the Description Search by specifying criteria.

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Delete Option: To remove a line item from the requisition before the requisition

is released, enter D or select “Delete” from the drop-down list in the “FC” (Function Code) field. Click the “Change” button to complete the deletion process for that line item.

Caution: Clicking the delete button at the top of the screen will delete the entire requisition, not just the line item!

Change Option: To change a line item on the requisition entry line before the

requisition is released, enter C or select “Change” from the drop-down list in the “FC” field and enter the appropriate changes. Click the “Change” button to complete the change process.

Adding Comments: To add additional information (shipping information,

delivery directions, etc.) to the requisition, click the appropriate Header or Line Detail Spec/Comments button. Enter remarks (do not use special characters) and click “OK” to submit. Vendor Comments will print on the PO, but Purchasing Comments will not print on the PO.

To duplicate the same comment to other locations, utilize the copy and paste function. (Highlight text, place cursor over highlighted text, right click, select copy, place cursor in new comment window, right click, and select paste.)

Adding Additional Pages: A requisition can contain more than one page of line

items. Once the fifth line item is entered and the “Change” button is clicked, insert the cursor in the “FC” field on line one. Press the “Control + Shift + K” keyboard keys to clear items displayed from the first “FC” field to the end of the requisition form. Enter “A” in the “FC” field for each new line item. Click the “Change” button to update the requisition. The message “Change Complete - Continue” appears in the status line. To view the first five items, use the “PageUp” button. To return to the second page, use the “PageDown” button.

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Account Distribution: Requisitions may be generated using multiple accounts

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To Create A Requisition For Items Not On Bid 1. Access REQUISITION form (RQ10.1)

Select “Requisitions” from the Finance Menu on the Lawson Home screen Select “Add” from Requisitions sub-menu

2. Enter site # in “Requester” field or select from drop-down menu 3. Enter vendor # in “Suggested Vendor” field or select from drop-down

menu. If vendor # is not listed, enter 1 in “Suggested Vendor” field, use “Comments to Purchasing” button to indicate name of new vendor and use “Request New Vendor” button to request vendor addition

4. Enter requested delivery date in “Delivery Date” field (Future Date for reasonable delivery)

5. In “Requested By/Deliver To” field, enter information necessary for accurate delivery. (no special characters)

6. Enter “Company Number” in “Co. (Fund)” field

7. Enter account number in “Account” field or select from drop-down menu 8. In ”Object” field, enter object number or select from drop-down menu 9. If appropriate, enter activity number in “Activity” field

11. Dialog box appears reminding user to release, click “OK” Note: Requisition number auto populates. Status is unreleased.

12. Tab to “FC” (Function Code) field, enter A or select “Add” from drop-down list

13. In the Lawson Item field, enter name of item

14. Enter additional description of the item in the “Description” field. Include sku number in the description field. (no special characters)

15. Enter quantity in “Quantity” field

When entering non-bid item information into a requisition -item number, description, UOM and unit cost are not automatically populated and must be entered manually.

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17. Enter unit cost in “Unit Cost” field

18. Repeat steps 12 through 17 for each line item 19. Click the “Change” button

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Adding Freight Costs

To add freight costs, choose either

FREIGHT-ESTIMATE or FREIGHT-FIRM QUOTE

If the user has no indication of freight costs or wishes to include additional freight information, use the “Comments To Purchasing” button.

21. Tab to “FC” (Function Code) field, enter A or select “Add” from drop-down list

22. In the Lawson Item field, enter “Freight-Estimate” or “Freight-Firm Quote” 23. Add the quantity as the total dollar amount of the freight cost.

24. Enter unit cost of $1

25. When the order is complete, click “Change” button 26. “Change Complete - Continue” appears in the status line 27. An X appears in the “Item Type” field

28. To add a comment to a requisition, use appropriate “Specs/Comments” buttons

Adding Comments: To add additional information (shipping

information, delivery directions, etc.) to the requisition, click the appropriate Header or Line Detail “Spec/Comments” button. Enter

remarks (do not use special characters) and click “OK” to submit. Vendor Comments will print on the PO, but Purchasing Comments will not print on the PO.

30. “Requisition has been released” appears in the status line 31. Note requisition number for future inquiries

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To Request A New Vendor

Step 1: A new vendor to the School District of Hillsborough County must register on-line at http://www.vendorbid.net/hillsborough/ .

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Prepayment Request

The purpose of the Prepayment Request is to provide a means by which a vendor is pre-paid prior to receipt of merchandise or rendering of service. This procedure is to be used ONLY when a PO or a PCard is not accepted.

1. Create and add a requisition. Select the “Spec/Comments to

Purchasing” button. Enter “prepayment requested” in comments textbox. Click the “Release” button.

2. Access Prepayment Form

Select “Requisitions” from the Finance Menu on the Lawson Home screen

Select “Prepayment Form” from the sub-menu 3. File Download window opens

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5. Complete and print (Ctrl + P) “Transmittal for Prepayment Request” form

6. Send completed form with the necessary attachments, such as Vendor Order Form, proof of price etc. to the Procurement Dept

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Types of Approval

Approval Route as Checked by the Lawson System

Financial Liaison

Financial Approver

Special Approvers (as appropriate)

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To Approve a Requisition

In order for a requisition to become a purchase order, the designated approver(s) must approve the requisition. When a requisition is released, a link to the

requisition will appear in the Inbasket of the approver(s).

1. Access the Inbasket bookmark from the Lawson Home screen

2. List of requisitions needing approval appears

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4. Portal Page opens displaying requisition

5. Select “Approved” from the Actions sub-menu 6. Confirmation box opens, select “OK”

7. Dialog box opens indicating action taken, click “OK” 8. Inbasket list reappears

9. Repeat steps 3 through 7 to approve additional requisitions

To reject a requisition, choose “Rejected” from the “Actions” sub-menu (funds are no longer committed)

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Once a Requisition is Approved

Warehouse Vendor Agreement in Place

(Lawson # used)

STOCKED ITEMS (e.g. Warehouse Items 1012239-1013280)

in Procurement Department

Purchase Order Created

Receive Items in Lawson

Purchase Order Created

Receive Items in Lawson Vendor and Pricing

Assigned _{NO Purchase Order}

Items NOT received in Lawson

APPROVED

No Vendor Agreement (No Lawson # )

Note: Contact Accounts Payable, if there is a discrepancy between the shipping

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To View Requisition Approval Status 1. Access “STATUS” button

Select “Requisitions” from the Finance Menu on the Lawson Home screen Select “Add” from Reports sub-menu

2. Enter requisition number in “Requisition Number” field 3. Click the “Inquire” button

4. Click the “Status” button to the right of the Requisition Number field 5. Actions taken and pending approvals are displayed

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Find Requisition Numbers and Status for a Site 1. Access REQUISITION BY LOCATION form (RQ40.1)

Select “Requisitions” from the Finance Menu on the Lawson Home screen Select “Requisitions by Location”

from Requisitions sub-menu

2. Enter requesting location in “Requesting Location” field or select from drop-down menu (see Requesting Location Codes listed below)

Requesting Location Codes

Site # + X All Textbooks

Site # + L Library Books, Existing Schools

Site # + M Maintenance

Site # + R Regular Purchase

3. Enter site # in “Requester” field or select from drop-down menu

4. Select the appropriate “Status” from the drop-down list or select “All” to view requisitions that are unreleased, needing approval, rejected,

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5. Click the “Inquire” button

6. “Inquiry Complete” appears in the status line

7. Requisition information meeting criteria is displayed 8. Select “PageDown” or “PageUp” key as needed

STATUS KEY

Unreleased: Requester has not released requisition for approval

Needs Approval: Approver(s) must approve before requisition becomes a PO

Rejected: Requisition has been rejected by approver Processed: Approval process has been completed and PO has been created

Closed: Every requisition line has been fully delivered and/or backorders have been canceled

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To Find Purchase Order Number

1. Access REQUISITION INQUIRY form (RQ44.1) Select “Requisitions” from the Finance

Menu on Lawson Home screen Select “Find PO Number” from

Requisitions sub-menu

2. Enter requisition number in “Requisition” field or select from drop-down menu

5. Purchase information for selected requisition appears

6. Select “PageDown” or “PageUp” from User Select Action Button drop-down list as needed

For more information use DrillAround. See Appendix B

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To View Purchase Order Information

1. Access PURCHASE ORDER ENTRY form (PO20.1) Select “Purchase Order” from the Finance

Menu on Lawson Home screen

Select “Purchase Order” from Purchase Order sub-menu

2. In the “PO” field, enter purchase order number or select from drop-down menu

4. “Inquiry Complete” appears in the status line 5. Purchase order information appears

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To View Open Purchase Orders at a Site

Note: In the Lawson System reports are updated nightly.

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5. Click the “Document List” link

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9. In the “Search title” field enter PO1007 and click the magnifying glass icon to begin the search process.

Another Search Option: To view all appropriate reports, enter keyword(s) and click on the magnifying glass icon to begin the search process.

Important Notes:

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13. Click the “Parameters” link

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16. Enter the site number in the “Enter requesting location” field 17. Click the “OK” button

18. Click the “Edit” button next to any other value that needs to be modified such as “PO Create Date”

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Export

Zoom

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Exporting a report as a PDF document 1. Click the Export button

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2. Use the navigation list on the left, to select and schedule a different report in the “Lawson Reports” folder

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RECEIVING

To Receive (Check-In)

The PO Receiving form is used to check-in or

acknowledge receipt of items and services. All lines on the packing slip should be added to the same receiver. This form should also be used to authorize payments for Central Printing orders.

1. Access PO RECEIVING form (PO30.1) Select “Requisitions” from the Finance Menu

on the Lawson Home screen Select “Receive” from sub-menu

2. Enter PO number in “PO” field or select from drop-down menu

5. Enter A in FC field or select “Add” from drop-down list

6. Enter quantity received in “Received” field for all items or services received

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8. Dialog box appears reminding user to release, click “OK” 9. “Add Complete - Continue” appears in the status line 10. Click the “Release” button

11. “Release complete - continue” appears in the status line 12. Note receiver number for future inquiries

NOTE: If all items have been delivered at the same time, click the “ADD RECEIVE ALL” button to receive all items.

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To Receive More than 5 Line Items on a Single Purchase Order A purchase order can contain more than one page of line items.

On the first screen

1. Select Add in the “FC” field for each line to be received 2. Enter the number received in each line as appropriate 3. Click the “Add” button

4. A dialog box appears reminding the user to release, click “OK” 5. A receiver number appears in the “Receiver” field

6. Click the “PageDown” button

On the next screen

7. Enter “A” in the “FC” field for each new line item to be received 8. Enter the number received in each line as appropriate

9. Click the “Change” button to update the receiver

10. The message “Change Complete - Continue” appears in the status line 11. Repeat as necessary for additional pages

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To Receive Items and Cancel Remaining (Backorders) 1. Access PO RECEIVING form (PO30.1)

Select “Receive” from sub-menu

5. Enter A in “FC” field or select “Add” from drop-down list

6. Enter quantity received in “Received” field for all items received 7. Click the “Add” button

8. Dialog box appears reminding user to release, click “OK” 9. “Add Complete - Continue” appears in the status line

10. Enter L in “FC” field or select “Cancel Remaining” from drop-down menu 11. Click the “Change” button

12. “Change Complete - Continue” appears in the status line 13. Note receiver number for future inquiries

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To Cancel Purchase Order Lines

1. Access PO RECEIVING form (PO30.1) Select “Requisitions” from the Finance Menu

on the Lawson Home screen Select “Receive” from sub-menu

5. Enter L in “FC” field or select “Cancel Remaining” from drop-down menu 6. Click the “Add” button

7. Dialog box appears reminding user to release, click “OK” 8. “Add Complete - Continue” appears in the status line 9. Note receiver number for future inquiries

10. Click the “Delete” button

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To Receive and Process Over-shipments 1. Access PO RECEIVING form (PO30.1)

Select “Receive” from sub-menu

2. Enter PO number in “PO” field or select from drop-down menu 3. Click the “Inquire” button

5. Enter A in “FC” field or select “Add” from drop-down list

6. Enter quantity received in “Received” field for all items received 7. Click the “Add” button

8. Dialog box appears reminding user to release, click “OK” 9. “Add Complete - Continue” appears in the status line

To view the Invoice Image, click the Invoice Image link

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11. Over Receiving Alert dialog box opens

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To Return to Vendor

1. Access VENDOR RETURN form (PO31.1)

Select “Return to Vendor” from the Finance Menu on the Lawson Home screen

3. Enter PO number in “Create From PO” field or select from drop-down menu

4. Select reason for return from drop-down list in “Reason Code” field

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7. Vendor Return Item Selection screen (PO 31.2) appears

8. Enter A in” FC” field or select “Add” from drop-down list 9. Enter quantity to be returned in “Quantity” field

10. Click the “Change” button

11. “Change Complete-Continue” appears in the status line 12. Click the “Back” button

13. Vendor Return screen reappears 14. Click the “Inquire” button

15. “Inquiry Complete” appears in the status line 16. Click “Authorize” form tab on the screen

17. Enter authorization number supplied by vendor in “Return Merchandise Authorization #” field

If items will be replaced, select Y in the “Replace Goods” field

Select N to receive a chargeback for returned item not replaced

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19. “Change Complete - Continue” appears in the status line 20. Optional: If desired, use “Add comments” button

a. Click “+” to the left of the COMMENT folder b. Click appropriate folder

c. Click Add comment link

d. Enter appropriate title and text e. Click Add link (if necessary, print) f. Click “Close” button

21. Click the “Authorize” Form button 22. “Authorized” appears in the status line 23. Click the “Shipped” Form button

24. “Waiting for Vendor action” appears in the status line 25. Note Return Number for future reference

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To Print Vendor Return (PO31.1) Screen

1. Click “File” in the menu bar of the Internet Explorer window 2. Select “Page Setup” from the File menu

3. Select “Landscape” orientation

4. Click “OK” in the “Page Setup” window

5. Click the “Expand/Collapse arrow on the Navigation List

6. The Navigation List will collapse and the Vendor Return Screen will maximize

7. Click “File” in the menu bar of the Internet Explorer window 8. Select “Print” from the File menu

9. Click “Print” in the “Print” dialog box

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To Adjust Received Quantities

The shipment was clearly marked “shipped 20.” Twenty items were then received in the Lawson System. At a later date the shipment was opened and a shortage was discovered. The vendor only shipped 18 items. If payment was made to the vendor, call the vendor for a credit memo. The RECEIVING ADJUSTMENT form must be completed any time over receiving occurs in the Lawson System.

1. Access RECEIVING ADJUSTMENT form (PO33.1) Select “Requisitions” from the Finance Menu

on the Lawson Home screen

Select “Receiving Adjustment” from sub-menu 2. If File Download screen appears, select “Open” 3. Receiving Adjustment Instructions document opens 4. Screen may be minimized for future reference

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5. Enter receiver number in “Receiver” field or select from drop-down menu

8. In “FC” field enter A or select “Add” from the drop-down list

9. Enter quantity adjustment as a negative (e.g. 2-) in “Adjust Qty” field 10. Click the “Add” button

11. Dialog box appears reminding user to release, click “OK” 12. “Add Complete - Continue” appears in the status line 13. Click the “Release” button

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To Access Vendor Contact Information

1. Access CONTACT VENDOR form (AP10.1) Select “Requisitions” from the Finance

Menu on the Lawson Home screen Select “Contact Vendor” from

Requisitions sub-menu

2. Enter vendor number in the “Vendor” field or select from drop-down menu

4. “Inquiry Complete” appears in the status line 5. Vendor information appears

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To View Invoices at a Site with No Receiver

Note: In the Lawson System the reports are updated nightly.

The Reports On Demand window appears

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5. Click the “Document List” link

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9. In the “Search title” field enter AP1004 for a detailed report, or for a

summary report enter AP1003 and click the magnifying glass icon to begin the search process.

Another Search Option: To view all appropriate reports, enter keyword(s) into the Search title and click on the magnifying glass icon to begin the search process.

Important Notes:

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13. Click the “Parameters” link

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16. Enter the site number in the “Enter PO Location” field 17. Click the “OK” button

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Export

Zoom

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Exporting a report as a PDF document 1. Click the Export button

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2. Use the navigation list on the left, to select and schedule a different report in the “Lawson Reports” folder

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POSTAGE

Postage Payment Request

1. Access PAYMENTS TO POSTMASTER form (AP20.1) Select “Postage Request” from the Finance Menu on the Lawson Home screen

2. Enter site number plus date in the “Invoice” field (for multiple transactions in one day, add a digit to above format)

3. Enter amount requested in “Invoice Amount” field

4. In “FC” field, enter A or select “Add” from drop-down list

5. Enter account number in “Accounting Unit” field or select from drop-down menu

6. In “Account (Object)” field, select “Postage” from drop-down list 7. In “Amount” field, enter amount to be charged to that account

8. If request is to be charged to more than one account, repeat steps 5 through 7, as appropriate

9. Click “Add” button

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Note: A request for a postage check can also be made by completing the paper form found in Business News>Accounts Payable.

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TRAVEL

Entering Requests for Travel Reimbursements

There are two types of travel reimbursements, Routine Travel and Non-Routine Travel.

Routine Travel

Routine travel reimbursement is issued only for work-related mileage, tolls and parking. Authorized travel within Hillsborough County is reimbursed at the published mileage rate.

Information is entered into the Lawson system from District Form SB00076 (Mileage Reimbursement Form) after the expenses are incurred and after approval of the appropriate site supervisor. An electronic copy of the District Form SB00076 can be accessed from the Travel sub-menu. Request for Routine Travel Reimbursement

1. Access TRAVEL EXPENSE form (EE20.2) Select “Travel” from the Finance Menu on

the Lawson Home screen

Select “Travel Reimbursement” from the sub-menu

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2. Enter Employee Vendor Number in “Employee Vendor Number” field or select from drop-down menu

If employee name does not appear in drop-down menu, click the “Request New Vendor” button.

3. Enter Grand Total amount listed on SB00076 in “Total Travel Amount” field

4. Enter amount to be reimbursed to the employee in “Employee Paid Amount” field.

5. Enter today’s date in “Reporting Date” field

6. Enter fund in Company field or select from drop-down menu

9. EMPLOYEE TRAVEL EXPENSE DETAIL form (EE20.3) appears

“Invoice” field, is automatically populated. Enter number on paper form SB00076 (printable copy of SB00076 is available: Travel > (SB00076) Mileage Request)

10. Click “Inquire” button

11. “No more records to view” appears in the status line. 12. In “FC” field, enter A or select “Add” from drop-down list

13. In “Category” field, enter appropriate category, e.g. “I-MILEAGE”, from drop-down menu

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15. Dialog window opens, enter total number of miles traveled 16. Click “OK”

When using Parking and Tolls category, enter category expense directly in “Amount” field.

17. Verify E (for employee paid) appears in the “Type” field of each line entry 18. Repeat steps 13 through 19 for each additional expense category

20. “Change Complete - Continue” appears in the status line 21. Click the “Back” button

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Non-routine Travel

Non-routine travel reimbursement is issued for work-related expenses for overnight and/or out-of-county travel. This process is also used for conference registration and expenses

regardless of location. It is necessary for employees to receive approval in advance for such travel and expenses using District Form SB00077 (Travel Authorization Form). Some items and services, such as hotel, registration, and airline expenses, should be purchased using a district PCard. Information is entered into the Travel Expense form after travel is complete. An electronic copy of the District Form SB00077 can be accessed from the Travel sub-menu.

Request For Non-Routine Travel And Reimbursement 1. Access TRAVEL EXPENSE form (EE20.2)

Select “Travel” from the Finance Menu on the Lawson Home screen

Select “Travel Reimbursement” from the sub-menu

2. Enter Employee Number in “Employee Vendor Number” field or select from drop-down menu

If employee name does not appear in drop-down menu, click the “Request New Vendor” button. (See instructions in

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3. “Invoice” field, is automatically populated. Enter number on paper form SB00077 (printable copy of SB00077 is available from the travel sub-menu).

4. Enter district paid + employee reimbursable amount listed on SB00077 in “Total Travel Amount” field

5. Enter amount to be reimbursed to the employee in “Employee Paid Amount” field

6. Enter today’s date in “Reporting Date” field

7. Enter fund in Company field or select from drop-down menu

10. EMPLOYEE TRAVEL EXPENSE DETAIL Form EE20.3 appears 11. Click the “Inquire” button

12. “No more records in view” appears in the status line 13. In “FC” field, enter A or select “Add” from drop-down

14. In “Category” field, enter appropriate category, e.g. “O-MILEAGE”, from drop-down menu

15. Click in “Amount” field

16. If a Dialog window opens, enter total quantity (miles or meals) 17. Click “OK”

When using any category other than meals or mileage, enter category expense directly in “Amount” field.

18. Enter period ending date of travel reimbursement form in “End Date” field or select from drop-down calendar

19. Verify E (employee paid) appears in the “Type” field of each line entry to be reimbursed to employee. Verify C (county paid) appears in the “Type” field of each line entry to be paid by the district

20. Repeat steps 13 through 19 for each additional expense 21. Click the “Change” button

22. “Change Complete - Continue” appears in the status line 23. Click the “Back” button

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School Paid Invoice-1099

Payment for services using internal account funds must be entered into the Lawson System using the School Paid Invoice – 1099. This electronic form replaces the old method of reporting expenses that require a

district-issued 1099. Entries should be made as soon as possible after payment, instead of annually. School Board employees should not be paid from internal accounts. Note exceptions as stated on form. Use the “Employee Paid from Internal Accounts Form” button to report improper payments to the Payroll Department and District Auditing Office.

1. Access 1099 SCHOOL PAID INVOICE form (AP52.1) Select “School Paid Invoice-1099” from

the Finance Menu on the Lawson Home screen

2. In “Vendor” field, select vendor name from drop-down menu

If vendor name is not currently available, follow Request a New Vendor procedure found in the Appendix E section.

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3. Enter invoice number in “Invoice” field, using site number + 2 digit year + check number

4. Enter date of event or select from drop-down calendar in “Date of Event” field

5. Enter amount paid in “Invoice Amount” field

6. In “Type of Service Rendered” field, select type of service rendered from drop-down menu (if necessary, follow instructions on screen to obtain information)

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TROUBLESHOOTING

Internet Explorer Settings

In order for Lawson to function properly with Internet Explorer, the following settings are recommended. The examples shown are for Internet Explorer, version 7.

Add-on toolbars such as those from Yahoo and Google must be deselected to avoid conflicts.

To deselect an add-on toolbar

1. Right-click in any gray area of the header to verify toolbar status 2. Deselect any add-on toolbars (e.g. Yahoo, Google)

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Popup blockers must be turned off To turn off popup blockers

1. Select “Tools” from the Menu Bar or Command Bar

2. Click popup blocker

3. If Fly-out Menu reads “Turn Off Pop-up Blocker”, click to select

Note: The setting “Turn on Pop-up Blocker” correctly allows pop-ups in Lawson Security settings must be set to Medium-low or Low

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2. Choose “Internet Options”

3. Click the “Security” tab

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5. If the Security Level is set as medium-low or low, click “Cancel”

If the Security level is any other setting: 1. Click the “Custom level…” button

2. Select “medium-low” from the “Reset to” drop-down list

3. Click the “Reset…” button

4. Click the “Yes” button when the confirmation window appears 5. Click the “OK” button to close the “Security Settings” window 6. Click the “OK” button to close the “Internet Options” window

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Temporary Internet Files should be deleted

2. Choose “Internet Options”

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4. Click the “Delete…” button in the “Browsing history” section

5. Click the “Delete files…” button

6. Click the “Yes” button when the confirmation window appears 7. Click the “Close” button in the “Delete Browsing History” window 8. Click the “OK” button to close the “Internet Options” window

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Trusted Sites Setting

The following error message appears if Trusted Sites are not set properly.

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3. Click the “Security” tab

4. Click the “Trusted sites” icon

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6. Enter *.sdhc.k12.fl.us in the “Add this website…” field

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APPENDIX A

Using the “Find” Function

The “Find” function enables the user to locate information from a list by specifying one or more criteria for the search.

Example/Practice:

1. Access Contact Vendor form

2. To use the find function to locate a vendor, click the drop-down menu in the “Vendor” field

3. Drill Around® window appears

Note: The user may change the number of records to be viewed on a single screen by choosing an option from the “View Records” drop-down list

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5. “Search” window appears

6. Select “Name” as the first search criteria from the drop-down list

7. Select “like” from the drop-down list in the next field (like functions as a wildcard)

8. Enter Office in the next field

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10. The ”And/Or” option allows the user to further define search results, select “And”

11. In the new search criteria line, select “City” from the 1st drop-down list 12. Select “=” from the drop-down list in the next field

13. Enter Tampa in the next field

Note: Additional search criteria can be added and/or existing search criteria may be deleted by use of the “+’ and “ –“ buttons

14. Select “Filter” to display all results of the search criteria (Find displays the first result only)

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16. Records meeting the search criteria appear

17. If desired, click the “Printable View” button to print all records 18. The “Printable View” window opens, click the “Print “ button 19. Click the “Close” button

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APPENDIX B

Drill Around®

Drill Around® is an option available in the Lawson System that allows the user to obtain additional information.

Use Drill Around®

1. Place the insertion point on the selected data in the appropriate field 2. Right click the mouse

3. Select “Drill Around® from the drop-down list

4. Drill Around® Webpage Dialog window opens

5. Click the desired folder and view the information

6. If desired, click the “Printable View” button to print all records 7. The “Printable View” window opens, click the “Print “ button

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APPENDIX C

Applying for a Lawson ID and Password 1. Log into IDEAS

2. Open the District conference

3. Open “District Forms”

4. Open the Online Security Access

Form

5. Click the “Lawson Request” tab

6. Complete the appropriate fields

of information

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APPENDIX D

Access Lawson Portal

1. To access the Lawson Portal, enter the following address in the URL field of the Internet Browser: http://lawson.sdhc.k12.fl.us/lawson/portal

2. Enter user id in the “User name” field 3. Enter password in the “Password” field

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APPENDIX E

Requesting a New Vendor

If vendor name does not appear in the vendor drop-down menu on the 1099 SCHOOL PAID INVOICE form (AP52.1) or on

the REQUISITION form (RQ10.1), click “Request New Vendor”

button found on either form to request the addition of a new vendor.

1. Click “No”

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Login to IDEAS when prompted 1. Click on Vendor Request icon 2. Click on Create a Request

3. The Vendor Addition Request Form appears (see next page) 4. Complete Vendor Addition Request form

Note: for assistance completing the Vendor Addition Request Form contact vendor to ensure information is entered correctly

5. Click the “Submit” button

6. The Procurement Department will review the request and notify the requester of the vendor status

WBE or WMBE Designation: Select “Other”, if unknown Small Business Designation: Select “N/A”, if

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Vendor Addition Information

Drop-down Menu Selections:

Reason for Request

Type of Organization Primary Business Category

Finance & Procurement Manual