iProcurement

Oracle version 11.5.10

October 2008

Title: Author:

iProcurement in Oracle Financials 11.5.10 Sue Robertson Jodi Ekelchik Document OF iProcurement 11.5.10 Oct 2008

Reference: Date:

INTRODUCTION .............................................................................................5 IPROCUREMENT HOME PAGE (OVERVIEW) ..............................................6 PREFERENCES ..............................................................................................8

General Preferences ............................................................................................................. 9 iProcurement Preferences................................................................................................... 10

CREATING AN IPROCUREMENT REQUISITION........................................19

SECTION 1: CREATING A SHOPPING CART...................................................................... 19 Adding Items to the Cart from On-line Stores ..................................................................... 19 Adding Items to the Cart using the Non Catalogue Request Function................................ 21 Saving Requisitions for Later Completion ........................................................................... 24 SECTION 2: CREATING A REQUISITION FROM THE SHOPPING CART (CHECKOUT) . 28 SECTION 3: ENTERING DETAILS OF THE ACCOUNTS TO WHICH THE COST OF GOODS IS TO BE CHARGED................................................................................................ 31 A) SINGLE LINE AND MULTIPLE LINE REQUISITIONS ..................................................... 31 Charging 100% of the cost to a single research grant account (e.g. all lines on the requisition will be charged to the same grant account) ................................................... 31 B) SINGLE LINE AND MULTI LINE REQUISITIONS ............................................................ 35 Charging 100% of the cost to a General Ledger account (e.g. all lines on the requisition to be charge to the same General Ledger account)........................................................ 35 C) REQUISITIONS WITH MULTIPLE LINES, DIFFERENT ACCOUNTS ............................. 42 i. How to use a different grant account on each line of the requisition........................... 42 ii. How to use a different GL account on each line of the requisition ............................. 46 D) SPLITTING THE COST OF ITEMS BETWEEN DIFFERENT ACCOUNT CODES .......... 52 i. How to split the cost of a line between a Grant account and GL Account................... 52 ii. How to split the cost of a line between different GL Accounts..................................... 60 iii. How to split the cost of a line between different Grant Accounts................................ 65

OTHER FEATURES ......................................................................................71

Add Notes and Attachments to your Requisitions ............................................................ 71 Changing the Default Approver for Your Requisitions...................................................... 76 Approving Requisitions ........................................................................................................ 80 Finding/Viewing Requisitions .............................................................................................. 87 Cancelling a Requisition....................................................................................................... 93 Generating a list of Favorite Items for Non Catalog requests .......................................... 97

RECEIPT AND RETURN OF GOODS ..........................................................99

Creating a Receipt ........................................................................................................... 99

Amending Previously Created Receipts ........................................................................ 103 Viewing Receipts ........................................................................................................... 105 Entering Return of Goods.............................................................................................. 106

APPENDIX 1 LIST OF CATEGORY CODES ...........................................109 APPENDIX 2 COMMONLY USED ANALYSIS CODES...........................114

INTRODUCTION
This User G uide assumes familiarit y with navigating within Oracle Financials, either gained thro ugh attendance on the Navigation course, or t hrough having read the Introduction to FIS (Navigation) document. Familiarity with the Microsoft Wind ows environment is also assumed, as well as a n understanding of basic Windows terminology, such as clicking and double-clicking. BROWSER CAPABILITY Please note that users of iProcurement should use Internet Explorer as their browser, do not use other browsers as these are not officially supported. 11.5.10 supports IE7 Ensure the IE7 Intern et option Always Open Pop Ups in a new Tab is not enabled. To check if this setting is enabled click on Internet Options, under the Tools menu in your browser and the se lect the settings button in the chan ge how web pages are displayed in tabs. USE OF APPLEMACS Users of Apple Macintosh machines should use WTS to access iProcurement. NOTE: we have no current plans to support FIS on Vista. TERMINOLOGY The term grant account used in this document refers to research grant accounts, b ut for Estates and Facilities staff where the term grant account is used, this refers to the Project accounts.

IPROCUREMENT HOME PAGE (overview)

When logging into iPro curement, the following Shop Page is displayed. This pa ge shows details of your 5 most recent requisitions (My Requisitions), and also provides links to the other main screens used in iProcurement.

Stores These links will take you to the on-line catalogues within iProcurement. You can th en Punch out to the r equired cat alogue infor mation by clicking on th e link. If there is only one supplier catal ogue within the store, you will automatically be directed to their website, if there is more than one supplier within the store you will be given the option of selecting which supplier website you would like to visit. Select the supplier from the options available. Note: Selecting the UCL e-market place takes you directly to the UCL e-market place where you can search f or items from a range of suppliers. A list of sup pliers whose products ca n be searched via the Science Warehouse ma rket place can be found under the Current Live Suppliers link accessed once you are in the e-market place. Shopping Lists When entering items to purchase using the Non-Catalog re quest function, there is the option to create a list of freque ntly purchased items; se e the Generating a List

of Favorite Items for Non Catalog Requests section of this guide for more details on this feature. Non Catalog Request This feature is used for requesting items that are not a vailable from the online catalogues in the iProcurement mo dule. All d etails are manually entered (i.e. ite m description, category, quantity, UOM, unit price (ex Vat), sup plier, supplier catalogue number) and then added to the shopping cart. My Requisitions Displays brief details for your five most recent requisitions. For a fulle r list of all the requisitions you have created click on the button or the Requisitions tab.

My Notifications Displays brief details of your notifications e.g. documents that have been approved or require your approval etc. Receiving This screen allows you to record the receipt of g oods against a requisitio n you have raised and will update the receiving details on t he appropriate Purchase Order (PO). You can only perform receipts of goods against requisitions that have been placed on an approved PO. Home Click on this link to take you back to the main Navigation menu. Note: If you have come to iProcure ment from another resp onsibility this will di splay Close window instead of the option Home. Selecting th is option will t hen take you back to the navigation screens. Logout Clicking on this link will log you ou process. t of FIS, close all scre en to complete log out

Preferences Clicking on this l ink will enable you to pre-define ce rtain information, see Preferences section of this guide for more information on this feature.

the

PREFERENCES
Click on the Preferences link to access the Preferences screens.

General Preferences
The General Preferences screen is displayed

It is possible to set Internet Procurement as your default start page so that when you log into FIS you will be taken direct to the Internet Procurement Shop Page. Go to the Start Page section of the General Preferences screen. Click on the Responsibility field and select your department al iProcurement responsibility from the list by clicking on th e arrow to the right of the Responsibility field.

The page field expands; select the option POR SSP HOME by clicking on the arrow to the right of the Page field button. Click the

Make sure t he message confirming the profile has been updated is displayed at th e top of the page. The next time you log in you will b e taken dir ectly to th e iProcurement Shop page. Note: If you select your department iProcurement responsib ility and forget to include the page POR SSP HOME the setting will not take effect.

Email Notifications

There is an option to receive email notificat ions about documents requiring action . We will be r olling thi s fe ature out o n a phased basis t herefore please ensure your Email Style field has a value of Do not send me mail until yo u have bee n contacted by Sue Robertson of the FIS team.

Access Requests

There are no options displayed under this prefe rence screen as we are not using this functionality.

iProcurement Preferences
iProcurement Preferences can expedite shopping and save time. From the General Preference scre en click on iProcurement Preferences link, th e following screen is displayed.

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button. To use these preferences make yo ur selection s and then click the Some changes may not take effect until your next login. An explanation of the various iProcurement preferences is given below:

My Favorite Store: Enter your favorite store from the list of stores. Search Results Per Page: Leave as system default. Shopping Search Results per Page: Leave as system defaults.
Hide Thumbnail Images: Leave as default (unchecked).

Need By Date Offset/Time: Leave as system default of order date plus 2 days.
checkout process.

Requester Name: This defaults your name and can

be chang ed during t he

Deliver To Location: This is t he locatio n t hat we have been advised is your

common delivery location; this location can be changed during checkout. The system allows you to pre-define account information, you can ch oose whether you wish to pre-defin e a sing le grant accou nt under th e Billing se ction of the iProcurement preferences screen or GL account information under the Favorite Charge accounts section; alternatively you can choose not to pre-define any account information and enter the details during checkout. You must never pre-define both grant account and GL account information otherwise you will have incorrect account information on your requisitions. What is Billing? Billing is th e term used by the syst em to refer to grant account information; if you have only one research account that you use fo r your purchases you may pre-defin e the grant account information here. If you have several research grant accounts and/or a general ledger account(s) which you use for purchasing we do not recommend you pre-define a grant account. To pre-define a grant account compl ete the fo llowing fields under the Bi lling section of the iProcurement preferences screen. Project Number: Enter a specific grant/project account number here. Task Number: Enter the default task to be u sed here; t his would usually begin with a D, e.g. D-CON, D-MAT or D-EXP for consumables/expenses, DTRA for tra vel related expenditure, D-EQU for eq uipment related expenditure etc. Typing D and pressing t he tab key displays a li st of possible tasks specific to the grant account entered in the Project Number field. For Estates and Facilities project accounts the task will not start with D.

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Never use the task X-IND. You should never use a task beginning with S unless your purchase relates to salary related expenditure which is allowed by the sponsor. Select the relevant task using the Quick Select icon. Award Number: Enter the specific award num ber by clicking the torch icon and then pressing Go in the Search and Select: Award screen. When selecting the award date the validit y of the grant is displayed please e nsure the grant is still active. Expenditure Type: Enter the default expenditure type (analysis code ) number here. A list of commonly used purch asing ana lysis codes can be found in the Appendix 2. Expenditure Org: This should always be UCL. Expenditure Item Date Offset: Enter 0 (zero) here an d the system wil l always ensure that this date is current date.

Below is a screenshot that shows an example of how the completed fields will look if you choose to pre-define a grant account.

Click the button to save the data and a message is displayed at the top of the screen confirming the preferences have been saved.

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Favorite Charge Accounts The Favorit e Charge a ccount sect ion of t he screen is used to pre-d efine General Ledger (GL) account information. Note: the Favorite charge account part of the screen must NOT contain any data if you have pre-defined a default grant account under the Billin g section in iProcurement Preferences. If you p reviously had a default grant accou nt defined in the Billing section of iP rocurement Preferences and now wish to pre-define a GL account(s) instead you must clear a ll the data f or the grant account in Billing section (e.g. Project, Task, Award, Expenditure Type, Expenditure Org and Expenditure Item Date offset f ields) and t hen click on the default GL account information. To enter a default GL account, click on displayed. button before defining your

button and following is

Enter a Nic kname in th e nickname field, the nickname should enable yo u to identify the account information e.g. LD34 STAT with LD34 being the accou nt code an d STAT being an abbreviation for st ationery to indicate I ha ve will use the analysis code for stationery. Click on accounting flex-field icon following screen is displayed. to the right of the accounting flex- field and

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Enter the GL account in the Account field and the screen is updated as follows (e.g. the source, optional, unit and company account fields are populated. You should not change the source, unit or compan y fields. Only change the optional field if your department uses the optional code functionality.

Enter the Analysis co de in the Analysis co de field, a list of commonly used purchasing analysis co des can be found in Ap pendix 2 of this guid e. Alternatively, enter part of the analysis code and press the tab key to bring up list of values. In the majority of case the analysis code used will begi n with a 6. Further guidance on the use of analysis codes can be o btained from your Departmental Administrator, Finance or Purchasing Officer.

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Click on the Quick Select icon to select the r equired analysis code a nd following screen is displayed.

Click on the 16

button to search for the account code combination.

Check the Select radio button and then click o n the button and the account code flex-field is populated with the GL account information.

You can add further GL accounts b y clicking o n the repeating the processing of adding GL accounts as described above.

button and

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You must select one of the accou nts as your primary account by selecting t chosen account and clicking on the button.

he

Note: The primary account will default onto yo ur requisitio ns and can be changed during the checkout pr ocess. The advantage of defining more than one favorit e charge account is that it creates a list of favorite GL account combinations that you can select, thus speeding up the entry of GL account code information.

Click on the button. E nsure a message appe ars at the t op of the screen confirming that the changes have saved. Note: If you have not in dicated which one of yo ur accounts is the primary account, a message will alert you to this fact.

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CREATING AN REQUISITION

IPROCUREMENT

Click on Shop tab to start the requisition creation process. There are two methods for creating requisitions: Select items from one of the on-line stores. Create a Non Catalogue request for items that are not available in the on-line stores.

SECTION 1: CREATING A SHOPPING CART

Adding Items to the Cart from On-line Stores
From the Shop Page, click on the link for the relevant store. If prompted select the supplier from the options available. Note: Selecting the UCL e-market place takes you directly to the UCL e-market place where you can search f or items from a range of suppliers. A list of sup pliers whose products ca n be searched via the Science Warehouse ma rket place can be found under the Current Live Suppliers link accessed once you are in the e-market place. Once within the online store, you can search for items that can then be added to an online shopping basket. A user guid e for the UCL e-market place ( called Catalogue Search Guide) can be found on the FIS website under the section User Guides for Modules. You can access a user guide for the Farnell Group of companies once you are within the Farnell site (accessed from the Electronic Components Store). Once you have selecte d your required item s from the online store you will be able to bring the items back to i Procurement. Although all online sit es are different, there is normally a button called Checkout or Return Requisition on the same screen as the contents of your onli ne shopping basket. Clicking thi s will bring all those items back to iProcurement. The iProcurement Shopping Cart in iProcurement will then be updated as follows (in the follo wing examp le I have only returned two items from a supplier catalogu e link)

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If you have finished selecting items, you c an continue with iProcurements checko ut process to create a requisition ba sed on the contents o f the shopp ing cart (See Section 2 of this guide). However, if you wish to shop at an other online store you should click t he Return to Shopping link. The contents of the cart will remain where they are and you are free to visit other suppliers online stores or cre ate a non-catalogue re quest to add more items to the cart before you continue with the checkout process.

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Adding Items to the Cart using the Non Catalogue Request Function
Select Non-Catalog Request option from the Shop Page and the following screen appears:

Leave the item type as the default e.g. Goods billed by quantity. Complete the mandatory fields (indicated by *) in the Non Catalog Request scree n; the fields are not case sensitive.

A list of category codes can be found in Appendix 1 of this guide.

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Ensure you enter the supplier item number/catalogue number in the Catalogue Number field, this should never be left blank unless the item you are ordering does not have an item number e.g. airline ticket, oligos etc. Click the button to add the item to your shopping cart.

If you wish to add more non-catalog ue items to your shopping cart eithe r; amend the button to remove all details in the Non Catalog Request screen or use the of the previous data, and enter details of the next item. Note: Clicking the added to your cart. but ton will n ot delete th e item you had previously

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Once you have entered the details of all the items required and do n ot wish to orde r button. any further items click on the

It is possible to update the quantit y and/or price of the it em in the Shopping Cart window. You can delete items from your shopping cart by clicking on the icon.

Click on the button to continue with iProcureme nts checko ut process t o create a requisition based on the contents of the shopping ca rt (See Section 2 of this guide). Alternatively you can save the requisition for later completion.

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Saving Requisitions for Later Completion

Click the button. The re quisition will be saved as an Incomplete requ isition, enter a description for t he requisition; the default is the line description from line 1 o f the requisition, which can be amended for multi line requisitions.

button by mistake, click th e Note: If you clicked o n the proceed with the checkout process without saving your requisition.

button t o

button in the Save as an Incomplete Requisition screen and Click on the a requisition number will be generated.

The saved requisition can be queried via the Requisition tab.

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Select the requisition a nd click on the requisition.

button to continue processing th e

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Click on the

button in above screen to continue.

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button to continue with the iProcurement checkout process to Click on the create a requisition based on the contents of the cart (See Section 2 of this guide).

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SECTION 2: CREATING A REQUISITION SHOPPING CART (CHECKOUT)

FROM

THE

The previous section de alt with the process of creating a shopping cart for the item s you wish to purchase. The shopp ing cart is now ready to become a complete d requisition that, in due course, will be converted into a purchase order. In the shopping Cart window clicking on the Checkout, Requisition Information screen: button takes you to t he

In the above example, I have a grant account pre-defined in my iProcurement preferences hence the grant information has defaulted.

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If you do not have a grant account predefined the screen w ould like th e one below, e.g. the grant account fields would be blank.

Checkout comprises the following Delivery information Entering details of the UCL account(s) used to pay for the goods. Adding any notes and attachments, if necessary, Submitting the requisition for approval. n the Checkout: Requisition Information screen are

The following fields o mandatory fields:

Requisition description: Defaults t he line description from line 1 of the requisition, or the description fro m the saved cart. T his can be amended for multi-line requisitions. Need by Date: Defaults to creation date plus 2 days. This need not be changed. Requestor: Defaults the name of user; this can be change to another UCL employee if you need to record a requestor of the goods other than yourself. To change the name of the requestor, delete the requestor n ame, enter the surname of the ne w requestor, h it the Tab key and sele ct the perso n from the list. If there is only one person with the same surname the details will a utomatically default whe n you press the Tab key.

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Deliver to Location: This will default to the location in your iProcurement Preferences region, if yo u change the name of the requestor the location will change to the location associated with that user based on the data held in FIS. This can be amended t o another location, providing the location has been set up in FIS. Taxable: This cannot be changed from the default of Yes. Tax code: The system default is S f or standard rate of VAT (currently 17.5%); some users may have a default of M (for orders which are zero rated for VAT under the Medical Exemption criteria). Ensure that the correct tax code is used; use the torch icon to search for list of tax codes. If you are unsure of the correct tax code to use, contact your departmental Finance Officer or UCLs Tax and Commercial Accounting department NEVER CREATE MULTI- LINE REQUISITIONS WITH DIFFERENT TAX CODES ON EACH LINE. ALL LINES ON THE REQUISITION MUST HAVE THE SAME TAX CODE. GL Date: This defaults to current date. The following section (SECTION 3) deals with adding the details of the UCL account(s) to be used to pay for the goods.

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SECTION 3: ENTERING DETAILS OF THE ACCOUNTS TO WHICH THE COST OF GOODS IS TO BE CHARGED
The following section describe the different scenarios for charging th e cost of the goods to a UCL account and covers both sin gle and multiple line requisitions and the use of both GL and grant accounts. Enter the data in the mandatory fields in the Checkout: Requisition Information screen as described in Section 2 of this guide.

A) SINGLE LINE AND MULTIPLE LINE REQUISITIONS

Charging 100% of the cost to a single research grant account (e.g. all lines on the requisition will be charged to the same grant account)
If you have pre-defined a grant account in your iProcureme nt preferences the gran t account information will default into the fields in the Billing section of the Checkout Requisition Information screen (see example below).

If you do not have a grant accoun t pre-define d or the def ault details are incorrect, enter/amend the Proje ct, Task, Award, Expe nditure type, Expenditure Organization

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and Expenditure Item Date field screen as follows:

s in t he CheckoutRequisition Information

Note: The fields are not case sensitive Project Field: Enter the grant account code. When amending default grant account information if you ch ange the d ata in the Project field, the Task, Award and Expenditure Type fields are cleared of the existing data. Task: Enter the relevant task to be u sed here; this would usually begin with a D, e.g . D-CON, D-MAT or D-EX P for consumables /expenses, D-TRA for travel related expenditure, D-EQU for equipment related expenditure etc. Typing D and pressing the tab key displays a list of possible task spe cific to the grant account entered in the Project field. Select the appropriate task from the list using the Quick Select icon. For Estates and Facilities project accounts the task will not start with D Never use the task X-IND. You must never use a task beginning with S unless your purchase relates to salary related expenditure which is allowed by the sponsor. button in Award Field: Click the torch icon to the right of this field, click on the the Search and Select Award wind ow, the following scree n appears showing the duration of the project.

Click on the Quick Select icon to populate the award field.

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Expenditure Type field: Enter the relevant 3 digit analysis code and press the ta b key. (See Appendix 2 for a list of commonly used purchasing analysis codes or click on the torch icon - in most cases the analysis code will start with a 6, you can narrow down your search by entering 6 and then pressing the tab key). Click on the Quick Select icon to select the analysis code to populate this field. Expenditure Organization: This is always UCL. Expenditure Item Date: Either type in the date (remember to make sur e it is in the correct format e.g. 03-Mar-2008) or click on the calendar icon to select the date. The following screen shows an example of the completed scree requisition cost(s) is to be charged to a single grant account. n where th e

Amend the tax code if necessary use the torch icon to search for a list of tax codes. If you do not want to add any notes/attach ments and can appro ve your o wn requisitions or want to send your requisition to your defau lt approver; if you are unable to a pprove your own requisitions, click on the requisition for approval. button to submit the

Note If you wish t o add notes/attachments or send the requisition to someon e else other than your default approver for approval, click on the button.

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See the section Adding notes and attachments and/or Changing the Default Approver for your requisitions for more details on these processes. The following screen is displayed showing the requisition number after clicking on the button.

To create a new requisition click on the back to the Shop page.

button this will take you

Check on the status of the requisition from the Shop page, it will be Approved if you can approve your own requisitio ns or In Process if you need to sen d your requisition to someone else for approval. Note: Requisition(s) cannot be converted into a PO until the requisition has a status of Approved.

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B) SINGLE LINE AND MULTI LINE REQUISITIONS

Charging 100% of the cost to a General Ledger account (e.g. all lines on the requisition to be charge to the same General Ledger account).
Enter the data in the mandatory fields in the Checkout: Requisition Information screen as described in Section 2 of this guide. Leave the Project, Task, Award, Expenditu re Type, Expenditure Organization an d Expenditure Item Date fields b lank as sh own below, the se field s relate to gran t account information only.

NOTE: If you have a default project/grant a ccount defined in your iProcuremen t preferences the Project, Task, Award, Exp enditure Type, Expe nditure Organization and Expenditure Item Date fields will b e populated with the grant account information from your i Procurement preferences. Delete the data from ALL of these field s before continuing, the screen should look like the example above. Amend the tax code if necessary - use the torch icon to search for list of tax codes. Click on the button and the Requisition Information: Edit Lines screen is displayed. Click on the Accounts link.

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If you have a default grant accou nt defined and have deleted it a s descr ibed previously or you do not have a default GL account defin ed in your iProcuremen t preferences; the error message shown in above screen will be displayed, this is correct, it is merely pointing out that the requisition requires an account. If you ha ve a default GL account defined this account code will populate the Charg e account field. If this is the account you wish to use click on the submit the requisition for approval. button and

To enter or amend the GL account, click on the Charge Account field. If you have a default GL account defined the Accounting flexfield will be popul ated with the default GL account.

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Either change the default charge account to one of your other favourite GL accou nts by clicking on the Nickname list and selecting the alternative account from the list

Or click on list so that the nickname is cleared, the default GL account will be cleared from the accounting flex field (see screenshot below).

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TIP If entering a new GL account and you know the analysis code you wish to use, enter the account code followed by two full stops and the 3 digit analysis code in the accounting flexfield (e.g. ED01..6D0) then click on the accounting flexfield icon and the Search and Select: Accounting flexfield will be populated. Select the account combination by checking the select radio button and click the account. Otherwise, Click on the Accounting flexfield ico n and the following screen is displayed to the right of the A ccounting flexfield button and the Accounting flexfield is populated with the GL

Enter the GL account to be used in the Account field and press the Tab key. Source Field: The source code fiel d will automatically be p opulated do NOT change this. Analysis Code: Enter the relevant 3 digit analysis code in the Analysis code field and press t he Tab key . (See Appendix 2 for a list of commonly used purchasin g analysis codes or click o n the torch i con - in most cases the analysis co de will start with a 6, you can narrow down your search by entering 6 or part of the analysis code e.g. 6D and then click the tab key to bring up list of possible values). Click on the Quick Select icon to select the analysis code to populate this field. Optional: The system default is Z, amend this if necessary or leave as default Unit: The default unit code will be displayed; do NOT change this Company: Leave this as the system default value of 1.

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Click on the

button.

Select acco unt code b y checking the Select radio button and then

click on the

button and the Accounting flex field is populated with the GL account.

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If you have a multi line requisition ensure the checkbox next to Apply this Cost Allocation to all applicable Requisition lines is checked, this will a pply the GL account to all the lines. Click on button and following screen displayed.

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Click on

button and following screen displayed

If you do not need to add any notes/attachments and can approve your ow n requisitions or want to send your requisi tion to your default approver (if you are unable to approve your own requisitions), click on the requisitions for approval. button to su bmit the

Note If you wish t o add notes/attachments or send the requisition to someon e else other than your default approver for approval, click on the button. See the section Adding notes and attachments and/or Changing the Default Approver for your Requisitions for more details on these processes. After clickin g on the the requisition number. button the Confirmation screen is d isplayed sho wing

To create a new requisition click o n the you back to the Shop page.

button which will take

Check on the status of requisition from the Shop page, it will be Approved if you can approve your own requisitions or In Process if you need to send your r equisition to someone else for approval. Note: Requisition(s) cannot be converted into a PO until the requisition has a status of Approved.

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C) REQUISITIONS ACCOUNTS

WITH

MULTIPLE

LINES,

DIFFERENT

i. How to use a different grant account on each line of the requisition

The followin g example assumes all lines on th e requisitio n will be charged to a project/grant account but the project/grant account used on each line will be different. However each line will be charged 100% to a single grant a ccount. Splitting the co st of lines is dealt with elsewhere in this guide. Enter the data in the mandatory fields in the Checkout: Requisition Information screen as described in Section 2 of this guide. If you ha ve a default grant accoun t defined in your iProc urement pre ferences th e Project, Task, Award, Expenditure Type, Expenditure Organization an d Expenditure Item Date field will be populated with the default data from your i Procurement preferences. If this defau lt data is no t one of the accounts you wish to use, delete th e data from ALL these fields before proceeding. If the default data is one of the account codes you wish to use leave the data. Click on the Requisition Information; Edit Lines screen is displayed. button and the

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To enter or amend the Project infor mation, click on the Project link and the following screen is displayed. In the example below I had a default grant account defined in my iProcurement preferences and it was one of the accounts I wish to use.

If you do not have grant code information pre-defined in your iProcuremen t preferences the Project, Task, Awa rd, Expendit ure Type, Expenditure Organisation and Expenditure Item dates will be blank Enter the grant account information or amend th e existing grant account information for each line (see following example).

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Click on

button and the following screen is displayed.

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In the above example t he Project, Task, and Award fields are populated with the value Multiple to indicate different grant accounts have been used on different lines, but the Expenditure Type is the same for both lines hence the value is displayed, if I had used a different Expenditure T ype on each of the line s, this field would have a value of multiple. If you do not need to add any notes/attachments and can approve your ow n requisitions or want to send your requisi tion to your default approver, (if you are unable to approve your own requisitions), click on the requisitions for approval. button to su bmit the

Note If you wish t o add notes/attachments or send the requisition to someon e else other button. than your default approver for approval, click on the See the section Adding notes and attachments and/or Changing the Default Approver for your Requisitions for more details on these processes. After clickin g on the the requisition number. button the Confirmation screen is d isplayed sho wing

To create a new requisition click on t he back to the Shop page.

button which will take you

Check on the status of requisition from the Shop page, it will be Approved if you can approve your own requisitions or In Process if you need to send your r equisition to someone else for approval. Note: Requisition(s) cannot be converted into a PO until the requisition has a status of Approved.

45

ii. How to use a different GL account on each line of the requisition

Enter the data in the mandatory fields in the Checkout: Requisition Information screen as described on Section 2 of this guide. If you have a default project/grant a ccount defined in your iProcuremen t preferences this default data will populate the grant account fields. Delete ALL this information (includ ing the Org anization an d Expenditure Item Date data under the Billing section of the screen) before proceeding as in this example we are not cha rging any of the cost s to a grant account. S ee example screenshot below.

Click on the Requisition Information: Edit Lines screen is displayed.

button and the

46

To enter or amend the GL account information, click on th following screen is displayed.

e Accounts link and th e

If you have a default grant accou nt defined and have deleted it a s descr ibed previously or you do not have a default GL account defin ed in your iProcuremen t

47

preferences; the error message shown in the above screen will be displayed. This is correct, it is merely pointing out that the requisition requires an account. If you ha ve a default GL account defined this account code will populate the Charg e account field for all the lines. To enter or amend the GL account for a line, click on the Charge Account field. If you have a default GL account de fined the A ccounting Fl exfield will be populate d with the default GL account. Either change the default charge account to one of your other favourite GL accou nts by clicking on the Nickname list and selecting the alternative account from the list. Or click on list so that the nickname is cleared, the default GL account will be cleared from the accounting flex field. TIP If entering a new GL account and you know the analysis code you wish to use; enter the account code followed by two full stops and the 3 digit analysis code in the accounting flex field (e.g. ED01..6D0) then click on the accounting flexfield icon and the Search and Select: Accounting Flexfield will be populated. Select the account combination by checking the select radio button and click the account. Otherwise Click on the Accounting flexfield ico n and the following screen is displayed to the right of the A ccounting flexfield button and the accounting flexfield is populated with the GL

48

Enter the GL account to be used in the Account field Source Field: The source code field will automatically be populated. Do not change this. Analysis Code: Enter the relevant 3 digit analysis code in the Analysis code field and press the Tab key (See Appe ndix 2 for a list of commonly used purchasing analysis codes) or click on the torch icon - in most cases th e analysis code will start with a 6. Narrow down your search by entering 6 or part of the analysis code e.g. 6D and then pressing the tab key to bring up a List of possible values). Click on the Quick Select icon to select the analysis code to populate this field. Optional: The system default is Z, amend this if necessary, else leave as default. Unit: The default unit code will be displayed, do not change this Company: Leave this as the system default value of 1.

Click on the

button.

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Select acco unt code b y clicking o n the select radio butto n and then click on th e button and the following screen is displayed.

Click on the

button.

Repeat these steps for each line as necessary. Once all the GL account information has been entered for all lines (see t he following example).

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Click the

button and the following screen is displayed.

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If you do not need to add any notes/attachments and can approve your ow n requisitions or want to send your requisi tion to your default approver (if you are unable to a pprove your own requisition), click o n the requisitions for approval. button to submit the

Note If you wish t o add notes/attachments or send the requisition to someon e else other than your default approver for approval, click on the button. See the section Adding notes and attachments and/ or Changing the Default Approver for your Requisitions for more details on these processes. After clickin g on the the requisition number. button the Confirmation screen is d isplayed sho wing

To create a new requisition click o n back to the Shop page.

button which will take you

Check on the status of requisition from the Shop page, it will be Approved if you can approve your own requisitions or In Process if you need to send your r equisition to someone else for approval. Note: a requisition(s) cannot be converted into a PO until th e requisition has a status of Approved.

D) SPLITTING THE COST OF ITEMS BETWEEN DIFFERENT ACCOUNT CODES

i. How to split the cost of a line between a Grant account and GL Account
Enter the data in the mandatory fields in the Checkout: Requisition Information screen as described in Section 2 of this guide. If you have a default g rant accoun t defined in your iProcurement preferences this default data will populate the grant account fields. You must delete ALL the default grant account information before proceeding otherwise you will end up with incorrect accounting entries even if this is the research grant account you will to use. The screen should look like this once you have deleted the grant account information

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Click on the screen is displayed.

button and the following

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Click on the Accounts link and the following screen is displayed.

If you have a default grant accou nt defined and have deleted it a s descr ibed previously or you do not have a default GL account defin ed in your iProcuremen t preferences; the error message shown in the a bove screen will be displayed, this is correct, it is merely pointing out that the requisition requires an account. If you ha ve a default GL account defined this account code will populate the Charg e account field for all the lines. If this is the GL a ccount code combination you wish to use as part of the charge account information, please go to page 5 6 and follow instructions on how to enter the project accoun t for this split distribution, otherwise, follow the steps below. To enter or amend the GL account for a line, click on the Charge Account field. If you have a default GL account defi ned the Accounting Flex field will be populated with the default GL account. Either change the default charge account to one of your other favourite GL accou nts by clicking on the Nickname list and selecting the alternative account from the list. Or click on the list so t hat the nickname is cleared, the default GL a cleared from the accounting flex field. ccount will be

TIP If entering a new GL account and you know the analysis code you wish to use; enter the account code followed by two full stops and the 3 digit analysis code

54

in the accounting flex field (e.g. ED01..6D0) then click on the Accounting flexfield icon and the Search and Select: Accounting flexfield will be populated. Select the account combination by checking the select radio button and click the account. Otherwise Click on the Accounting flexfield icon to the right of the Accounting flexfield. button and the Accounting flexfield is populated with the GL

Enter relevant GL account information using the steps as de scribed previously in this guide for entering GL account information.

55

Leave percentage at 100% for the moment. Click on the Projects link

Click the

button.

56

Enter the grant account details in the second line (see example below), if you have a default grant account defined in your iProcureme nt preferences the grant information will default and can be amended if necessary.

Split the costs accord ing to requirements e.g. by percentage, quantity or monetar value as required.

57

When splitting the cost of a line between different account codes the total allocation must equal 100% Click button and following screen displayed.

58

Click the

button.

If you do not need to add any notes/attachments and can approve your ow n requisitions or want to send your requisi tion to your default approver, (if you are unable to approve your own requisitions), click on the requisitions for approval. button to su bmit the

Note If you wish t o add notes/attachments or send the requisition to someon e else other than your default approver for approval, click on the button. See the section Adding notes and attachments and/ or Changing the Default Approver for your Requisitions for more details on these processes. After clickin g on the the requisition number. button the Confirmation screen is d isplayed sho wing

To create a new requisition click on t he back to the Shop page.

button which will take you

Check on the status of requisition from the Shop page, it will be Approved if you can approve your own requisitions or In Process if you need to send your r equisition to someone else for approval.

59

Note: Requ isition(s) ca nnot be co nverted into a Purchase Order PO until the requisition has a status of Approved.

ii. How to split the cost of a line between different GL Accounts

Enter the data in the mandatory fields in the Checkout: Requisition Information screen as described on Section 2 of this guide. If you have a default grant account defined in your iProcurement preferences please delete it from your iProcurement preferences before creating a requisition line where the line is split between GL codes.

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Click on the Requisition Information; Edit Lines screen is displayed.

button and the

Click the Accounts link.

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If you do not have a GL account defined in your preferences; the e rror message shown in the above screen will be displayed, this is correct, it is merel y pointing out that the requisition requires an account. If you have a default general ledger account defined in your preferences this account code will populate the charge account. To enter or amend the GL account, click on the Charge account field. I f you have a default GL account def ined in you r preferences, the accounting flex-field will be populated with the default GL account. (In the e xample below I do not have a default GL account defined).

Enter the GL account as described earlier in this document.

62

Click on the

button.

Enter next GL account as required. Split the costs according to your req uirements e.g. percentage, quantity or monetary value.

63

In the above example I have split t he costs be tween 2 GL accounts, if you wish to split the co st between more than 2 accounts, click the add the requisite number of lines and then split the costs accordingly. When you have split t he costs according to your require button. ments, click the button to

Note that th e charge a ccount fie ld now displays a value of multiple to indicate the cost is split between multiple GL accounts. Click the button.

If you do not need to add any notes/attachments and can approve your own requisitions or want to send your requisition to your default approver (if you are unable to approve your own requisitions), click on the requisitions for approval. button to submit the

Note If you wish t o add notes/attachments or send the requisition to someon e else other than your default approver for approval, click on the button. See the section Adding notes and attachments and/ or Changing the Default Approver for your requisitions for more details on these processes.

64

After clickin g on the the requisition number.

button the Confirmation screen is d isplayed sho wing

To create a new requisition click o n the you back to the Shop page.

button which will take

Check on the status of requisition from the Shop page, it will be Approved if you can approve your own requisitions or In Process if you need to send your r equisition to someone else for approval. Note: Requ isition(s) ca nnot be co nverted into a Purchase Order PO until the requisition has a status of Approved.

iii. How to split the cost of a line between different Grant Accounts
Enter the data in the mandatory f ields in the Checkout: Requisition Information screen as described in Section 2 of this guide. If you have a default gr ant account defined in your iProcurement Prefe rences, this default data will popula te the Project account fields. If t his is one of the gran t accounts you want to use then do not delete this, otherwise delete all the information before proceeding. In the example screen s hot below I have a default grant account defined.

65

If you do not have a grant account blank. Click on the screen is displayed.

pre-defined all the project accou nt fields will b e

button and the following

In the following example , I have created a 2 lin e requisition and will spl it the cost o f the item in line 1 betw een 2 differ ent grant a ccounts, but the second line will be charged to a single grant account.

Click on the Project link and the following screen is displayed.

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As I had a default gra nt account predefined, this grant a ccount inf ormation has defaulted against both lines and I can edit the grant account information. If no default grant account is defined, the fields would be blank. To split the costs of a line between different gr ant account s, click on the split icon and the following screen appears.

If necessary edit the default grant account information or if yo u have no default grant account information, enter details of the first grant account you wish to use. Click on the button and the following screen appears.

67

As I had a default grant account pr e-defined, this grant a ccount information default s on to the new line, where no default account information exists all the project account fields will be blank. Edit or enter the next grant account to be used. Split the costs a ccording to require ments, e.g. by percentage, quantity or monetary value. In the following exa mple I have s plit the cost with 3000 being charged to gran t EDDX and 950 being charged to grant EDC8. Note: In this example, I split the co st of the line between two project/gr ant accounts. If you wish to split the cost betwee n more grant account s simply add the require d number of rows and enter gra nt account information ensuring that the total percentage equals 100.

68

Once you h ave finished splitting the line accord ing to your requirements click on t he button and the following screen is displayed.

Line 1 indicates the values for the split cost s e.g. Project, Task and Award, and displays a value of Multiple whereas expenditure type displays the value as the same 69

value was used in the split. Organisation is always UCL would be displayed. Line 2 was charge 100% to grant EDDX. Click on the

and the expenditure item

button and the following screen is displayed:

If you do not wish to ad d any notes or attachments and can either approve your own requisitions or wish to send your requisi tion to your defau lt approver (if you are button to submit your unable to approve your own requisitions), click on the requisition for approval. Note: to add notes/attachments or send your re quisition to someone other than yo ur default appr over (if you cannot ap prove your own requisitions), see the section Adding Notes and Attachments and/ or Cha nging the Default Approver for your requisitions for more details on these processes. After clicking on the requisition number. button the confirmation screen is displayed showing the button.

To create a new requisition click on the

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Other Features
Add Notes and Attachments to your Requisitions
Adding notes and attachments is done via the Checkout: Requisition Information screen. It is done after you ha ve entered details of the accounts a nd before you submit th e requisition for approval.

From the Checkout: Requisition Information screen, click on the the following screen is displayed where you can add notes to:

button and

The approver of your requisition (where you cannot a pprove you r own requisitions). And/or note to the person respon sible for co nverting yo ur requisitio ns into Purchase Orders. And/or add attachments to your requisitions.

71

Adding a note to the person who approves your requisitions (where you cannot approve your own requisitions) If you wish to add a not e for the ap prover of your requisitions enter your message in the Justification section of the Checkout: Review Approver List screen. Adding a note to the person who converts your requisitions into Purchase Orders. If you wish to add a note for the person who converts your requisitions into Purchase Orders enter your message in the Note to Buyer section of the Checkout: Review Approver List screen. Adding attachments to your Requisitions button in the To add an attachment to your requisition, click on the Checkout: Review Approver List screen and the following screen is displayed.

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Enter a description for the attachment in the Description field. Select the a ttachment category from the list of values by clicking on th e black arro w to the right of the Category field.

We do not use the following categories: Internal to Requisition Miscellaneous To Approve r the Justifications section of th e Checkout: Review Approver List screen can be used to relay messages to the approver of your requisitions To Buyer: t he Note to Buyer section of the Checkout: Review Approver List screen can be used to relay messages to the person who converts your requisition s into Purchase Orders. To Receiver The To Supplier is the category which is most like ly to be used and will be the one selected to demonstrate the use of attachments.

73

The use of the To Supplier categ ory enables attachments relevant to the order to be attached. The attachments ma y be in the f orm of a file e.g. word document or excel spreadsheet, or text which will be printed on the purchase order. Note: if a file is attache d the person responsible for converting your re quisitions into a PO will have to print the attachment for onward transmission to the supplier. DO NOT USE FILE ATTACHMENTS FOR SUPPLIERS WHO ARE ENABLED FOR ELECTRONIC ORDERING. DO NOT ATTACH URL LINKS To add a file click on th e attached. button and search for the file that you wish to

To add text which then will appe ar on the prin ted purchase order se lect the radio button beside Text and type your message in the box (see example below).

Click on the

button.

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The requisition can now be submitted for approval by clicking on the

button.

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Changing the Default Approver for Your Requisitions

Changing your default approver is done after you have entered details of the account to be used.

In the Checkout: Requisition Information screen, click on the

button.

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Click on the

button.

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Enter the name of the new approver in the New First Approver field by entering the surname of the new approver and pressing the tab to bring up a list of values. If there is only one person with that surname their name will populate the New First Approver field; otherwise you will be presented with a list of names from which to make your selection. Use the Quick Select icon to select the person from the list.

Click on the

button.

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If you wish t o view details of your re quisition before submitting for appro val click the button.

Click on the

link to view further requisition details. button to submit the requisition for

Having reviewed the details click o n the approval.

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Approving Requisitions
Users can approve iProcurement requisition s sent to th em for approval via th iProcurement home page under the My Notifications section e

The notifications sect ion of the iProcurement home page conta ins a list of notifications relevant to purchasing documents; these will include messages abou t requisitions and orders r equiring your approval, confirmation that requisitions/orders you ha ve created have been approved. If you have a notif ication and are not sure what it means please contact the FIS helpdesk for guidance . My Notification section on the Shop page displays the 5 most recent notifications. To view a full list of documents requiring action by you, click on the Requisitions tab and the following screen is displayed

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Click on Notifications and following screen displayed.

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to by clickin g Change on the arro w on the rig ht of this fie ld and se lecting the To Do Notifications from the list of options. Click on the button and a list of documents requiring your action is displayed.

To access the document to be ap Subject column.

proved, click on the d

ocument lin k under th e

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The screen will display details of the requisition including the account numbers used for each line on the requisition. If t he requisitioner has added a note to the approver of the requi sitions, the message will be di splayed in the Note column on the above screen. Similarly if there is an attachment there will b e a link in t he Attachments sectio n (again this is located in the top section of the screen). Click on the link to view details of the attachment. VERY IMPORTANT This screen also displa ys details of the charge accounts u sed, it is very important that approvers check t o ensure that the requisitioner has not overwritten the gran t control account. This is most likely to happen if user has a grant account defined in their profile and wants to charge a requisition line to a GL account but whe n creating the requisitio n does not clear the grant account information properly. If a line is charged to a grant the GL control account information will appear in the GL account column, this account should be the first 2 digits of the grant and the 3rd and 4th digits should be ZA, ZB, ZC depending on the sponsor. In this example the grant is EEAA7 and the GL account field displays EEZC this is correct. Where the grant used is a doctoral training account the GL account sh ould be IN66 irrespective of doctoral training account used. Further guidance on this issue can be obtained from the FIS Helpdesk.

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You then have the following options: Approve, Approve and Forward, Forward or Reject the requisition. View more details about the requisition. Make changes to the requisition before you approve it.

DO NOT USE THE REASSIGN OR REQUEST INFORMATION OPTIONS

Approve, Approve and Forward, Forward or Reject the Requisition If you wish t o take any o f the above actions on the basis of t he information you have seen, click the appropriate button. Note: Prior to clicking o n Approve and Forward or Forward: enter the name of the person you wish to forward the document to in the Forward To field at the bottom of the screen. Use the torch icon to search for the name to ensure it is entered correctly. View More Details about the Requisition Whilst it is possible t o view more detai ls of the requisition by clicking on link, you will not be able to ma requisition therefore it is recommended that you select the to review the requisition data. the option

ke changes to the

Make changes to the Requisition, Prior to Approval If you need to make changes to a requisition before you approve it click on the option. This will take you to the Approver shopping cart screen.

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You can amend the quantity or price in this screen. Click on the button. button to su bmit

Amend the information as required and then click on t he the changes and the following screen appears.

Click on

button. You are taken back to the screen from button.

which you can

submit the order for approval by clicking on the

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86

Finding/Viewing Requisitions
The shop p age will display brief details of your 5 most recent requisiti ons in the My Requisitions section. A fuller list of your requisitions can b e obtained by clicking th e Requisition tab. Yo u can only see your own requisitions in iProcurement. By default, you will see your 10 most recent requisitio ns when cli cking on th e Requisitions tab. You can click on the Next 10 or Previous 10 link to move through the list.

In addition to brief details of the requisition you can also see the PO number (i applicable and the PO status).

The PO number will be displayed for requisitions which are associated with a PO; the value will be displayed as Multiple where the requisition lines were placed on more than one order. The PO status for requisition s involving more than one PO will b e MULTIPLE_VALUE. The PO status is disp layed for requisition s which are asso ciated with a PO with the exception of orders which have a status of incomplete; in which case the PO nu mber is displayed but the status field is blank. Click on the button in the Requisitions tab to enter specific search criteria.

87

The above screen shot displays possible search criteria. Enter the search criter ia, rememb er you can only see your own requisition s in iProcurement and make sure the Requisition Created date is set to the correct time period.

88

Having ente red the search criteria click on the the requisition will be displayed.

button and if a match is found

Clicking on the requisition number will display the following screen.

89

Further details about the process for Copying, Cancelling and Changing Requisition can be found later in this section. icon and t he following screen disp layed from which you can view Click on the receipt of goods and invoice information.

link to obta in further inf ormation such as Click on the accounts used, receipt of goods information and details of invoice paid where this information is available.

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Click on

to close window.

91

Copying a Requisition
Locate the requisition you wish to copy by following the steps in the Finding/Viewing Requisitions section of this guide. If the requisition to be copied is one of your 5 most recent requisitions displayed on the shop page click the icon.

If you are a ccessing th e requisit ion through th e Requisitio n Tab, or via the Search option, you must select the requisition and then click on the This will copy all the requisition information into your shopping cart. button.

If amending price, reme mber to click the TAB k ey to updat e totals and then click o n and then button. button followed by clickin g on the

Proceed through the checkout process to make any changes and submit your requisition for approval.

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Changing a Requisition
Once you have created a requisition unless it has status of incomplete do not change it. We are using commitments a nd you will end up wi th incorrect commitme nt information if you make changes to a requisition that h as a statu s other than Incomplete. You can ask the person who con verts your requisition in to orders to make the changes when they are creating the order. You must NEVER change a requisition if any of the req placed on a Purchase Order. uisition line s have bee n

Cancelling a Requisition
A requisition should NEVER be cancelled if it is on a PO. If you need to cancel a requisition line that has been placed on a purchase order then contact the person resp onsible f or converting requisition s t o Purchase Orders who will deal with the cancellation. Locate the requisition you wish to cancel by following the steps in the Finding/Viewing Requisitions section of this guide. To cancel a requisition/requisition line, check the Select radio button to t he left of the desired requisition number and then click on the button.

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The Cancel Requisition screen is displayed (see example below):

IMPORTANT: If there is a PO number in the order column, you should not attempt to cancel this requisition. The lines can be can celled by the person responsible f or converting the requisition into POs if necessary. You can either cancel th button Or, Cancel selected lines on the requisition by checking the select box for the lines to be cancelled and then clicking the button. e whole requisitio n by clicking on the

At this stage you can also click o n the Show Details link to view more details about each line if required. Selecting either cancellation option will take you to the following screen.

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This screen allows you to review the cancellation before p roceeding. In the above example, on ly line 1 wa s selected f or canc ellation. This ca n be seen by the yes being present in the Cancel Line column. If the Cancel Entire Re quisition option had b een used, all lines would h ave yes in the cancel line column. If you are happy with the information, click on the screen, similar to the following will then be shown. button and a confirmation

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The requisition/requisition line(s) will now be cancelled and line value will be 0.00. For each line that has been cancelled, if all lines on the requisitio n have bee n cancelled then the status of the requisition will be cancelled.

96

Generating a list of Favorite Items for Non Catalog requests

To help prevent duplication of effort, iProcurement makes it possible to create a list of Favorite items that you commonly order as non-catalogue items. Once you have ent ered the details for the non-catalogue item, click on

button, the item is now in your fa vorite list and can be accessed at a later date to add to future requisitions you create. Click on basket. button to add the Non Catalogue item to your current shopping

Accessing your List of Favorite Items for Non Catalog Requests Click on the Shopping List Link

Click the

button to add the item to your shopping cart.

The added line will appear in the Shopping Basket. You cannot update the price of the item in the once the item has been added to the cart. Favorite list, price changes are done

button, the price and Once the basket is co mpleted, click quantity of the item added from your Favorite list can be updated in your cart. 97

If you change the price of the item, remember to click Tab to update the Amount field in the shopping cart.

98

Receipt and Return of Goods

IProcurement enables users to record the receipt of goods against individual requisitions provided that the requisit ion line has been placed on a PO an d the order has been approved. Receiving transaction s entered in iProcurement automatically update the receipt of goods information on the order.

Creating a Receipt
From the home page, click on the Receiving tab:-

The Receiving screen is displayed from which you can select the requisition you wish to receive against. A search option is available, where the requisition n umber can be entered.

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Selecting the Requisition:Either type the requisition number i n the search field at the top of the screen or click on the icon if the requisition number appears in the Requisitions to Receive list, which will take you to the following screen.

100

If you typed in the requisition number in the search field and t he above screen brings back a No Data Exists message, t he chances are that the requisition has not me t the pre-requisites for receiving e.g. it isnt approved, has not been put onto a PO, the PO has not been approved etc. The Receive Items screen will list the requisi tion lines, t he ordered and already received quantities, along with other line information e.g. the PO number. If any further information relating to the line is n eeded before proceeding click on the requisition number to vi ew more de tails about t he requisition. Once vie wed, you ca n click the button to return you to the above screen.

In the Receive items screen: Check the box against the line(s) you want to record the receipt of goods against. Enter the receipt quan tity for the goods (the default amount is the order quantity not yet received).

Amend this quantity, if only part of the order has been received and click the button.

In this screen you can enter any comments regarding required. Make sure you enter the delivery note number.

the goods received, as

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Click the

button.

This screen allows you to check receipt qu amendments (using the button).

antity and, if necessary make an

If you are happy with the informat ion you have entered, click on the button, which will take you to a confirmation screen, in dicating the receipt number that th e process has generated.

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Amending Previously Created Receipts

From the main receivin g screen, (reached by clicking on the Receiving tab at the top of the iProcurement window) click on the Correct Receipts link.

By default, this screen will bring up a list of all the lines you have received against i n the last week, although by selecting a different time period from the drop down menu

103

you can ch ange the time period. It is also po ssible to se arch by and clicking requisition n umber in which case th e Items Re ceived drop-down me nu should b e changed to Any Time. You can then enter the correct quantity received against the line that was incorrectly received. NOTE: All lines that are left blank will remain unchanged; only enter a figure in th e Correct Quantity column of lines that require amendments.

When the correct quantity has been entered, click the

button.

This screen will indicate the new quantity and the change in quantity, if this is correct, button to confirm the change. If you need to alter the changes click on the 104

you have made, click o n the amendment(s).

button to go b ack and ma ke the necessary

Viewing Receipts
From the main Receiving page, click on the screen containing all your receipts: View Receipts link, th is will open a

You can scroll through

these re ceipts, if you have more than 10,

b y using the

links at the bottom right of the results. To view the details of any line, click on the receipt number relating to the line you wish to view. This will bring up the following screen showing details relating to the receipt

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Entering Return of Goods

From the main receiving page, click on the Return Items link, to enter the following screen:

106

This screen brings up a list of a ll the items you have received in the la st 7 days; to expand the list to retrieve results from further back in time, change the settings on the . drop-down menu and click

107

To retrieve a particular requisition number, type the number in the sear ch panel an d change the drop-down menu setting to Any Time before clicking Go. Once you h ave located the requisition lines you wish to return against, enter the to c ontinue quantity to be returned in the Retu rn Quantity column an d click to the next screen. NOTE: For any lines displayed that are NOT h aving goods returned against them, leave them blank.

The information on this screen is o ptional and may be ent ered, if requ ired, prior to clicking on to go to the next screen. NOTE: If you want to enter anything in the Reason field in the scree n above, yo u icon and need to select it from the values held on FIS. To do this click on the in the following screen to bring up a list of values that can be selected. click

In this scre en all details can be ch ecked, amended if necessary (using the button), and then click to confirm the return(s).

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Appendix 1 List of Category Codes

Category Sub Category Description A AC A AF AG AH Audio Visual Audio equipment inc. video conferencing Display/Projection Equipment & Consumables Learning packs Music Photographic Equipment & Services Studio Costs Theatre Costs Video Equipment Audio Visual Consumables, accessories, cassettes etc Photographic consumables, accessories etc Digital Imaging Equipment Graphic Art equipment & consumables External Production Services Other /General audio-visual aids Library Binding Books Inter Library Loans Journals Library subscription Manuscripts Newspapers Reading parties Archiving Equipment & Consumables Electronic media Manuals; computer, workshop, training Other / General Library Catering Beers, Wines & Spirits and Alcoholic drinks Bakery products Dairy Produce Frozen Foods Groceries Catering equipment & accessories Maintenance Meat, Poultry, Offal Soft & non alcoholic drinks Tableware, crockery, cutlery, table coverings etc Vending equipment, consumables and charges Fruit & Veg, frozen, fresh, dried, tinned Table and room decorations Fish & Seafood Other/general catering

AA AB D AE

AJ AK AL AM AN AX

B BA BB B BE BF BG BH BK

BC D

BJ BL BZ CA

C CB CC CD C CG

E CF CH CJ CK CL CM CN CP

CZ

D DA

DB

Medical Medical,Surgical,Nursing capital equipment>10K Medical, Surgical, Nursing small apparatus, equipment & instruments

109

DC DD DE DF DG DH DZ E EA EB EC ED EF EH EL EZ FA FB FE FH FJ FL FZ

Medical, Surgical,Nursing, consumables and disposables Medical, Surgical, Nursing dressing and bandages Medical, Surgical, Nursing clothing Medical, Surgical, Nursing equipment maintenance & repair Medical, Surgical, Nursing waste disposal - clinic Medical, Surgical, Nursing - Diagnostic Services Other/general Medical,Surgical, Nursing Agricultural/Horticultural Livestock services & Supplies Farm & Animal feeds Agricultural/Fisheries - capital equipment >10K Agricultural/Fisheries, small equipment and tools Disposal Services Equipment maintenance and repair Equipment Hire Purchase of plants, crop, trees Veterinary Services Fertilisers,pesticides,composts, soils etc Fencing and associated services Horticultural consumables ( pots, seed trays etc) Other/ general Agricultural, Fisheries etc Furnishing, Furniture & Textiles Electrical white goods and kitchen equipment Laboratory furniture, fixed and free standing Furniture-Office Floor covering Textiles, Soft and Loose furnishings Furniture-Residential Windows Coverings Sports,recreational and nursery materials and equipment Furniture removal and storage Furniture repairs Furniture-Classroom and lecture theatre Other/General furniture,furnishings and textiles Cleaning Materials & Equipment Detergents Cleaning & maintenance machines and consumables Gloves, cleaning and industrial Personal Hygiene and Vending Paper disposables Protective Clothing / Uniforms /Safety Workwear Laundry Services & Laundry Equipment Washing Materials Waste Sacks and bags Disinfectants Polishes Soaps Dusting & Polishing consumables (rags, brushes, mops etc) Window Cleaning Order / general cleaning & janitorial Computing Continuous stationery, pre-printed, listing paper, labels etc Printing Purchase and maintenance Printer consumables, toners, ink, ribbons etc Magnetic media/storage, optical media/storage (e.g discs, cd roms, data cartridges) Software purchase, maintenance and royalties

EE EG EJ EK EM F FC FD FF FG FK

H HA

HE HJ HL HM HN HQ K

HB HC HD HF HG HK

HP HZ KA KB KC KD KE

110

KF

KZ L

KG KH KJ KK KL KM

Workstation/mini computer purchase and maintenance Mainframe purchase and maintenance Desktop computer purchase & maintenance, PC's, Applemacs Network installation & maintenance Portable computer purchase and maintenance Plotter and scanner purchase and maintenance Computer consumables, peripherals, upgrades and add-ons Other/general computer Laboratory & Animal House Supplies Animal support equipment, accommodation, accessories ratory Animals Laboratory Small apparatus and equipment purchase Laboratory Blood products Laboratory Bonded alcohol Laboratory, Capital Equipment, >10,000 Chemicals, organic and inorganic ratory clothing Laboratory consumables & sundries, incl.disposables Diagnostic services Laboratory Equipment maintenance & repair Gases & associated rentals Laboratory Glassware Pharmaceuticals, non veterinary Pharmaceuticals, veterinary Plasticware Refrigerants include liquid nitrogen Scintillation fluids Stable isotopes and Radiochemicals Tissue culture & bacteriological media Laboratory Waste disposal, clinical and chemical Other/general laboratory Workshop & Maintenance Supplies (Lab & Estates) Batteries Electrical sundries and components Fasteners inc.nuts, bolts, rivets etc Hand tools Handling and storage equipment Machine tools & accessories Maintenance Mechanical components/spare parts Metals Other raw materials inc lubricants and road salt Plastics Wood Electronic Components, test equipment Plumbing sundries Ironmongery and door furniture Adhesives, fillers and sealants Other/general workshop & maintenance supplies

LL LP LR LS LV

LA LB Labo LC LE LF LG LH LJ Labo LK LM LN LQ LU LW LX LY

LZ M MA MD MG MJ ML MM MP

MB MC ME MF MH MK MN MQ MR MZ

PA PB PC PD PE

Printing Binding & finishing services External or outsourced printing Consumables & Sundries and inks External design and artwork Equipment purchase/ lease/hire and maintenance

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PZ Q

PF PG PH

External typesetting, colour separation etc Paper and specials (NOT PHOTOCOPY PAPER - SEE S ) Card and Board Other/general printing Postal & Telecommunications Services Mail Room equipment purchase, lease and maintenance rier Services reight Services Telephones, land and mobile Telex and Facsimile Other Postal and Telecommunications Professional & Bought-in Services Advertising Conferences & meetings Data information services Accountancy services, inc.audit, consultancy General Consultancy Insurance services Legal Services Banking Services Patents, IPR, Trademarks, Royalties, Copyright Temporary staff and employment agencies Promotions and Publicity Speakers & presenters Subscriptions (learned society, professional etc) Training Courses Other general professional & bought in services

QA Mail QB QC Cou QD F QE QF QZ

R RA RB RE R RG RH

RC RD F RJ RK RL RM RZ

RN RP

Stationery & Office Supplies SA Envelopes SB Files, Filing, Folders, Binders SC Office equipment Purchase/lease/hire and maintenance SD Diaries, calenders etc SF Papers (photocopying) etc SG Photocopying - rental, lease, purchase, maintenance, charges SH Preprinted stationery SJ Stationery SK De sktop sundries SL Materials specific to teaching and learning SZ Other/ general stationery and office supplies TA Travel and Transport Accommodation and hotels Air travel Ferry travel Taxi hire Mileage (private vehicles) Rail travel Subsistence Car Hire Van Hire Coach Hire Other/general travel & transport

T TB TC TD TE TF TG TH TJ TK

TZ

112

U UA UC UF UX V VA VD VF

UB UD UE UG UH UZ

Safety & Security Confidential waste disposal Fire protection/Fire fighting First Aid Safety and Personal Protection Equipment Security Equipment and consumables Security Services Waste disposal, hazardous, non laboratory Occupational Health supplies and services Undefined Other/general safety & security Vehicles Vehicle Purchase Motoring Association charges Vehicle lease hire Road Tax Vehicle repair, maintenance and MOT Tyres Fuels and Lubricants Other/general vehicle purchase & lease hire Estates & Building materials projects Decoration, work and materials servation projects city ng General building repairs & maintenance Grounds maintenance equipment Ground maintenance- supplies Services Oil Plant maintenance inc.lifts, air-conditioning, boilers etc Temporary and Mobile Buildings Waste and Refuse disposal Solid fuel Water and Sewerage Cleaning Services Professional Services, Architects, Estates Agents, QS etc Pest control Other/general estates & buildings Miscellaneous Fees, lecturing, examining, moderating etc Credit card charges Customs & Excise - VAT Fees - students Hospitality/entertainment/courtesy expenses Works of Art Building/premises - rent, lease, feu duties Welfare Other Educational Establishments Other Public Bodies Rates Unclassified Purchase Card purchases Other/general unclassified Other/ general miscellaneous

VB VC VE VG VZ WA Building WB Capital WC WD Con WE Electri WF Fenci WG Gas WH WJ WK WL Testing WN WP WQ WS

WM

WR WT WU WV X

WZ XA XB XC XF XG XJ XP XZ

XD XE XH XK XL XQ

113

Appendix 2 Commonly Used Analysis Codes

Consumables 6D0 Consumables general 6D1 Chemicals 6D2 Gases 6D3 Liquid Nitrogen 6D4 Glassware 6D5 Disposables 6D6 Radioactive Materials 6D8 Cleaning Materials 6D9 Glassblower 6DA Hazardous substances 6DB Sundry laboratory supplies 6DX Purchasing card clearing Equipment expenditure (non-computer) 6E0 General Equipment Purchases 6E2 General Equipment Maintenance 6E4 General Equipment Rent / Hire 6EA Furniture Purchase - New / Adapted Accommodation 6EB Furniture - Other Purposes Recurrent costs 6F1 Workshop materials 6F2 Instruments/tools 6F3 Servicing & services contracts 6F4 Stores 6F5 Sub-contractors 6F6 Vehicle costs 6F7 Electronic workshop materials 6F8 Inventory Clearing Account Computer equipment expenditure 6GA Computer Hardware Purchase 6GB Computer Software Purchase 6GC Computer Consumables Purchase 6GD Computer Hardware Maintenance 6GE Computer Software Maintenance 6GF Computer hire/rental 6GG Computer Storage Media 6GH Computer Stationery 6GJ Computer installation costs 6GK Information Service provision Books, etc, expenditure 6H1 Books 6H2 Periodicals & Journals 6H3 Books - Binding & Repair 6H4 Maps 6H5 Photographic

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6H6 6H7

Audio Visual Materials Central Photographic Unit expenses

Travel and subsistence 6J1 Travel UK 6J2 Travel - overseas 6J3 Travel - students 6JA Subsistence and accommodation -UK 6JB Subsistence accommodation -overseas 6JC Subsistence accommodation - students 6JD Visiting lecturers' expenses 6JE Food & Drink 6JF Entertainment & Hospitality - staff 6JG Entertainment & Hospitality - business 6JH Conference related expenses 6JK patient/subject expenses 6JL Academic stipend - overseas Advertising and recruitment 6K1 Advertising recruitment 6K2 Advertising courses 6K3 Advertising other 6K4 Recruitment other 6K5 Relocation costs Office costs 6L0 Office costs general 6L1 Printing 6L2 Stationery 6L3 Photocopying / Xeroxing 6L4 Microfiche 6L5 Postage 6L6 Telephones 6L7 Fax 6L8 Communications / Line Charges 6L9 Freight Courses, training and subscriptions 6Q0 Staff training and courses 6Q1 Subscriptions - Professional Utilities and property-related expenditure 6S0 Misc.Heat Light & Power 6S1 Water 6S2 Electricity 6S3 Oil 6S4 Gas 6S5 Steam 6S6 Energy Consultants 6S7 Sewerage and environmental costs 6S8 Service charges payable 6SA Property Rent 6SB Rates 6SC Insurance

115

Sundry educational 6W0 Student Fees Paid 6W1 Demonstrating fees 6W2 Vacation grants 6W3 Scholarships and prizes 6W7 Studentships 6W8 Student Hardship 6WA Prizes 6WB Student travel grants 6WC Grant 6WD Somerstown Sports Centre Grant Miscellaneous 6Z0 Miscellaneous 6Z1 Miscellaneous (FCS use) 6Z2 Room Hire 6Z3 Donations paid 6Z4 Private Practice overheads 6Z7 Subject fees

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