Embs Purchasing

EMBS Purchasing
EMBS Works Orders
EMBS Purchasing
Contents Page No: CHAPTER 1 - INTRODUCTION Business Process Overview The Purchasing Cycle Suppliers Personal Profiles Preferences CHAPTER 2 PURCHASE ORDERS Types of Purchase Orders Standard Purchase Orders Completing header details Entering lines Entering shipment details Entering the distributions Changing the purchase order currency Approving purchase orders Printing purchase orders Printing Re-Printing How to enter purchase order Terms & Conditions Emergency/Verbal Orders Orders where the price is not known Blanket Purchase Agreements Creating a Blanket Purchase Agreement The Blanket Agreement Line Details Utilising Price Breaks Approving the Blanket Purchase Agreements Performing Releases from the Blanket Purchase Agreement Using Agreement Information VAT Guidance Querying Finding Purchase Orders Purchase Order Summary Window Making Changes Amending a Purchase Order which has not been approved Amending a Purchase Order which has been approved Closing Purchase Orders/Line Cancelling Purchase Orders/Lines Copying a Purchase Order Attachments Status of Purchase Orders 20 1 2 3 15 18
21 23 25 28 31 32
33 36 38 39 39
41 43 45 47 48 50 51
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58 59 60 62 64 66 70
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Using Notifications Summary Window Redirecting Documents sent for Approval CHAPTER 4 MONTH-END GUIDANCE Overview The Open Purchase Orders Report
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75 75
Quiz
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Business Process Overview

Suppliers
Requisitions
If required manually send out Requests for Quotations
Suppliers
Quotation Purchase Orders
4 Types of Purchase Order

Standard Purchase Order -One off agreement Blanket Purchase Agreement
-Long term pricing agreement. -Know which goods or services -Dont know
when Contract Purchase Agreement required Planned Purchase Order
Keep tight controls. Useful benefit of UFS
Receiving
For both Goods and Services 2,3 or 4-way matching
Match and Pay
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The Purchasing Cycle

The key activities in the purchasing cycle at the University are explained below: Purchase Requisition The starting point for the procurement process would typically be the raising of a purchase requisition. As this is an internal document and does not go to third parties outside the organisation, it may or may not contain item, supplier and charge account information. Purchase requisitions are often available to large communities within an Organisation and are forwarded on to buyers who assess whether they should be acted upon or not. At Cambridge, a variety of systems are used by departments including the use of on-line requisitions on UFS Quotations In many instances a buyer may need to approach Suppliers for quotations on products that we may wish to order. Although UFS does have the facility to produce these requests and to collate the subsequent responses, at Cambridge this is normally done manually using documents available on the Central Purchasing Offices webpage Purchase Orders Purchase orders are the documents that form the offer part of the contract between the University and any supplier that you wish to buy goods/services from. You may or may not ask the supplier for formal acceptance of your offer. Purchase Orders must be raised for all items over 100 in value In accounting terms a commitment to spend is generated when the purchase order is approved and recorded in the General Ledger. Receipt of the Goods or Services Once the goods and services are dispatched from the supplier, the University should receive these items on UFS. This procedure can be performed at various levels, which includes allowing you to conduct an inspection of items received for quality purposes. If the delivery should be unsatisfactory, the system records any necessary returns and references them to the original purchase order. Payment of Suppliers The final part of the procurement process is to pay our suppliers. A suppliers invoice can be matched at different levels. This matching could be 2, 3 or 4-way. 2-way matching would match the invoice with the original purchase order; 3-way matching would match those and also a goods-received note and 4-way matching would additionally include a quality inspection. The Universitys policy is to use 3-way matching. Once matching has taken place, actuals can then be recorded in the General Ledger, replacing the commitments that were generated earlier in the process.
EMBS Purchasing
Suppliers
Within each department there will be members of staff with access to the new web version of the supplier database for viewing, setting up or amending suppliers for their department. To access the database a Raven password is required. Once you have received your Raven password your Departmental Administrator must e-mail UFS_Suppliers@admin.cam.ac.uk with your CRSID. It is essential that your Departmental Administrator e-mails the helpdesk with your level of authority required on the system so that they can authenticate your CRSID onto the database to enable you to have access. Please note that not all staff can add or amend supplier information; some members of staff are granted search and view privileges only. There is a link to the Supplier Database beneath the UFS Live link on the CUFS home page. The link is entitled Suppliers and you will need to click on this to access the system. The purpose of the search facility is to alert staff to existing suppliers and Preferred Suppliers (selected by CPO) that may already exist on the system and these should be reviewed and preferably used before a new supplier is requested. The time taken to load a new supplier on the database will vary depending on the supplier and the relevant checks that need to be made. If there is a delay the Central Purchasing Office will advise the requestor via an on-screen note. Details on how to view these notes can be found in the section Viewing Supplier Requests. CUFS will be updated at 10.15am, 12.15pm and also 3.15pm with suppliers that have been approved at that time. This process takes approximately one hour to run, so please leave time before trying to use the supplier in CUFS. Note that the supplier information will only be available in CUFS once the information has been authorised by: Central Purchasing for suppliers Tax Office for individuals Accounts Payable for employees
1. Once you have received your e-mail from Accounts Payable, navigate to the Supplier Database link on the CUFS homepage. You will need to log on with your CRSID and Raven password. Once you have logged on the following screen will display:
EMBS Purchasing
Check that your email address and telephone number is correct on this screen. If they are not, click on the word here to change them. If Central Purchasing wishes to contact you, they will have the correct details to hand. 2. Click on Continue. 3. This is the Supplier Search screen. Search for the supplier that you wish to purchase from or use first to ensure that it is not already loaded on the system. You can search for a supplier in a number of ways: Name: No limit to the number of characters, part or full name of supplier and no need for the wildcard (%). The icon gives you guidance as to what information is required for that particular field. First line of address: First line of suppliers address. VAT/Registration No: Suppliers VAT or company registration number if known. Postcode: Suppliers postcode Keyword: Enter an item relating to your supplier, e.g. paper and click on the Go button. All suppliers which have that keyword assigned to them will then be displayed. Supplier number: Use this field if you want to search for an existing supplier by its number. This unique number will have been generated by CUFS when the supplier was first created. Types of Supplier: If unsure leave the Select all box ticked. Commodity: Using the drop down list select the commodity you wish to search for. Use the blue information icon next to this field for further information. Commodity code: Is the first letter of the category code to indicate the category that the items falls under, for example A = Audio Visual and MutliMedia.
EMBS Purchasing
4. Once you have completed the relevant search fields, click on any of the Go buttons. 5. A further search tool is also available, which can be accessed via the Additional Search Tool button. To use this, enter a word in connection with the supplier you are searching for, e.g. paper, and a list of matches will be displayed below. Click on the most appropriate match to view a list of suppliers which have been attributed to the matching word.
6. The following screen will then be displayed:
The system will not only search the supplier name. It will search the entire supplier record. Preferred suppliers matching your search criteria will be displayed first and are colour coded in green. Wherever possible, the University encourages you to use a Preferred Supplier. For further information on Preferred Suppliers, access the Preferred Suppliers section on the Central Purchasing website http://www.admin.cam.ac.uk/offices/purchasing/suppliers
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7. If your supplier is not displayed on the Preferred Suppliers list, click on Display all suppliers.
8. If your supplier: is on the full list and does not show as Inactive or Deactivated no further action is required as the supplier is already set up to use. is showing as Inactive or Deactivated refer to the section If a Supplier is Inactive or Deactivated. is not showing on the full list at all refer to the section Adding a New Supplier.
9. To view the full details of a supplier on the list, click on Details. The information will include current and inactive site addresses. If supplier details need updating you have the option of clicking on Amendment Request.
EMBS Purchasing
Amending Supplier Details

Company names and addresses can only be changed if you are in possession of an official document detailing the relevant change. Examples of such documents could include a letter from the company stating the change, or a copy of an invoice headed with the companys new name or address. The document, which should be an original, should be forwarded to the Accounts Payable office at the Finance Division via the UMS. Note that faxed copies will not be accepted. If you need to amend a suppliers details, click on the Amendment Request button. The following screen will be displayed:
1. Find the line that contains the information that you want to change and click on the Amend button. Note: There are blue information icons adjacent to the pay terms and pay group fields. Move your cursor over these blue buttons for further information. If you require either the pay terms or pay group to be amended, please contact Accounts Payable. 2. Once you have clicked on the Amend button, the following screen is displayed:
3. In this example the suppliers postcode is being amended. Amend the information as required and click Continue.
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4. The system will return to the amendments screen and your proposed amendment will be highlighted in yellow. This must now be authorised by clicking on the Authorise button. Note: The system will only allow you to amend supplier details if you have been granted sufficient privileges.
5. The next screen will ask you to enter a reason as to why you wish to make this amendment. Enter the appropriate comments and click on Continue. This information will now be sent electronically to the Central Purchasing Office for approval. If you would like to receive an email detailing your proposed amendments, click the Email me details button.
Adding a new Supplier Site

Use this facility to add a new address to the suppliers record. 1. Begin by finding the supplier. View the suppliers details and click on Amendment Request. 2. At the bottom of the next screen click on Add Site. The system will then generate a blank form for you to fill in with the new supplier address. You must click on the amend button adjacent to each line you wish to add information to. Each amendment must then be authorised. Follow the instructions above on amending supplier details for guidance on this process.
If Supplier is Inactive or Deactivated
If a supplier is shown as: Inactive (red): Supplier has not been used during the last 18 months.
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It can be reactivated. Refer to the reference guide Reactivating an Inactive Supplier.
Deactivated (orange): These are either duplicate suppliers or suppliers that have ceased trading or are in administration. No further action can be taken. The supplier name is also prefixed with (**).
Adding a New Supplier

If the supplier is not listed at all in your search results, you will need to request a new addition to the supplier database. 1. Scroll to the bottom of your search results and click on the Add New Supplier button.
2. Select the type of supplier on the next screen and click Continue. Move your cursor over the blue information icon for further information on each of the supplier types available.
3. Complete all of the fields on the screen shown overleaf. If you do not enter any information in a required field, the system will advise you and you will need to go back and correct this. Type in capitals.
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Only select a request as urgent if this is genuinely the case. This will allow Central Purchasing to prioritise requests.
Enter suppliers address, contact information and its usage in CUFS. Payment site = use in Accounts Payable. Purchasing site = use in Purchasing.
Tick the box to add another address.
These fields will help Central Purchasing to confirm that you have followed the Universitys Financial Regulations in the tendering and selection of your supplier.
4. Click Continue. 5. The next screen will summarise the information that you entered on the previous page. If you notice any errors such as a spelling mistake, click on Back to edit, correct the error and re-submit the form. Once you are happy with your selections, click Check for Duplicates before Save. The system will cross reference the new information with all existing suppliers to double check that it does not already exist:
EMBS Purchasing
The system will not only cross reference the supplier name at this point, but also other fields such as the address and VAT number. If possible matches are found, they will be displayed on the above screen. If you recognise any of these to be your supplier, abandon the process at this stage by closing your web browser. 6. Click Save to finish your request. Scroll to the bottom of the next screen and click on Email me details if you would like to receive an email detailing your new request. Alternatively, read the section Viewing Supplier Requests to view your request online. Your request will now be sent electronically to the appropriate office at the Finance Division, who will make the necessary checks on the supplier. Once these checks have been made, one of two things will happen: The request will be approved and the supplier will be added into CUFS. The request will be rejected. If this happens, you will receive an email detailing the reason for this and if applicable it will also ask you for further information.
Information will also be sent to the Tax office if you are creating an individual. It is possible to view the status of your requests for new suppliers and amendments. The next section looks at this process.
Viewing Supplier Requests

After logging on using your Raven ID and password, the Welcome screen displays. 1. To view your current requests and their status, click on manage your new suppliers or manage your amendment and reactivation requests.
The screen below will then be displayed:
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In the above example, the request to add Cambridge Training Company plc to the database has been rejected. This is detailed in the State column. Rejected requests require you to either correct a mistake or provide further information. Follow these steps to do this: 2. Click on the supplier name to view the request details.
The note states that the VAT number is incorrect, therefore it must be changed and the request must be re-submitted. 3. Scroll down the page to find the field that you need to change. 4. Amend the information and click Save.
5. Click Authorise and enter a comment to reflect what you have changed. In this example, a suitable comment would be VAT number now corrected.
6. Click Authorise to finish the process.
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Reactivating an Inactive Supplier

It is possible to submit a request to reactivate an inactive supplier. This section illustrates the required steps needed to accomplish this. Note that not all members of staff will have the authority to submit a reactivation request and this procedure will not work for deactivated suppliers. 1. Find the supplier that you wish to reactivate. For further information refer to the reference guide Searching for Suppliers. 2. Click on the Details button adjacent to the supplier that you want to reactivate. 3. Scroll to the bottom of the page and click on the Reactivate button.
4. Complete all of the fields on this screen. An example is shown below.
Factors that you will need to consider are: The reason for reactivating the supplier. Do you require the reactivation for raising a purchase order or paying an invoice? Do you need the reactivation for a one-off or repeat purchase/payment? How much does your department expect to spend with this supplier?
5. Click on the Reactivate button.

EMBS Purchasing
The request will now be sent electronically to the Finance Division. Once it has been approved, the supplier will be reactivated in CUFS and you will be able to raise a purchase order or process an invoice. Note that you may be contacted by the Finance Division if there are any queries surrounding your reactivation request. Finance must be satisfied that there is a valid reason for the reactivation before the request is actioned. After clicking on the Reactivate button, you will have the opportunity to amend the supplier details. For further information refer to the guidance notes Amending Supplier Details at: http://ufs.admin.cam.ac.uk/reference/upgrade/purchasing/amending_supplier.p df If you do not wish to amend the supplier details, at this point you can close your web browser or select another task from the bottom of the page.
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Personal Profiles
The Personal Profile form allows the user to change defaults within the system. This form is user specific and will contain information entered by the user who has signed into the system. It is a one off set up. Examples of changes that you may want to make to the default settings are: Changing the default printer Changing the number of copies automatically printed Requisition and Purchase Order defaults
If you use the system mostly for running reports / checking account balances then it is advisable to leave the Concurrent: report copies as zero. This is due to some of the reports may be very long, and you may want to check their suitability before you print them off. All Modules Navigate : Personal Profile
1.
When you click on Personal Profile a blank screen will display. Press F11 to put the screen into query mode so that the first line goes blue and type in the word CAPSA% and press Ctrl F11
2.
This will display the fields that you can default in with your information as below: CAPSA GL profile names (five in all) can be changed by clicking in the User Value field for the relevant profile name. Enter your own relevant account code segments. Not applicable for Accounts Receivable and within Accounts Payable and General Ledger it does not default in automatically you will need to select from list of values.
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CAPSA PO profile names relate specifically to Purchase Orders. You can enter your fax and telephone number by clicking in the user value and these will print at the top of your purchase order CAPSA PO Purchasing Limits profile name allows you to see what limit you have been given on the system. a) Click into the User Value field b) Click on the list of values icon c) Your limit will default in automatically
3.
Once you have completed the relevant fields save your work put the screen back into query mode by pressing F11 and then type in CONCURRENT% and press Ctrl F11. Concurrent Report Copies profile name allows you to change the number of copies set to come off the printer, without having to keep changing it in the request screens. a) Click into the User Value field b) Enter 1 in the field (Even if you select a number higher than 1, you will still only get 1 copy). If you are running a lot of reports then enter 0 in field so that it prints to screen first for you to view and then you can reprint if required
4.
Save your work and put your screen back into query mode by pressing F11 and type in PRINTER% and press Ctrl F11
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Printer profile name allows you to set your own printer name in the User Value column by clicking in the user value field and use the list of values to select required printer. Not all printers are compatible with CUFS so you may need to check with your computer office
5.
Save your work.
Can't find your printer (or even one close by) on the list? Not all printers are compatible with the University Finance System - please check with your department's Computer/ Technical Officer.
NB If the user value field is greyed out this means that you can not change that profile
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Preferences
How Preferences Work Using the Preferences screen within the Purchasing module allows you to enter information that you know will remain the same across a range of orders that need to be raised during your session. Example: If you plan to raise a purchase order with many lines and plan to charge to the same charge account, you can enter this charge account within the Preferences screen and update as needed for each order line. Preferences will have to be re-set each time you start a new session, i.e. log onto the system. In the preferences screen, the fields you can set-up are displayed. The information entered will default into all new rows until you explicitly clear or change the values. Information entered in Preferences remains in effect until you log off the system. Note: If you define a tax code in your preferences, it will override any tax defaults you set in the Tax Default tab of the Purchasing Options window. Setting Preferences Purchasing Navigate: Purchase Order Menu : Tools Preferences Purchase Order
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Enter information that you want to default into all new purchase orders that you create. You can overtype/change these defaults on individual purchase order lines if needed. You can fill in one or as many fields as you want. Two examples follow: If all purchase orders have the same need-by date, enter the date. If this is the only constant, click the Apply button and this date will default to all the purchase order lines that you create during this session. If all purchase order lines have the same need-by date, deliver-to location and requestor, fill in these fields. Click the Apply button, and this information will default into all the purchase order lines that you create during this session Details about setting a preference for a Research Grant follow below. Click the Apply button to apply these preferences.
Reminder: Preferences only remain in effect until you change them or sign out of UFS. To set a preference for a particular Research Grant, change the drop down menu box at the top left of the screen from Main to Project Information. Enter the appropriate details and press Apply when complete.
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Types of Purchase Orders

UFS has the capability to raise four types of purchase order: Standard Purchase Order, Planned Purchase Order, Blanket Purchase Agreement, and Contract Purchase Agreement. The two main types of purchase orders that the University uses are Standard Purchase Orders and Blanket Agreements. Buyers working in departments which have a stores, should first consider whether the required item is available from stock. Where an item is not available from stock, buyers should check to see if there is a pre-negotiated supplier for the required item. Where there is no preferred supplier then the buyer must carry out the sourcing/quoting themselves; guidelines are available on the Purchasing Web page: http://www.admin.cam.ac.uk/offices/purchasing Standard Purchase Orders You generally create standard purchase orders for one-time purchase of various expense items. You create standard purchase orders when you know the details of the goods or services you require, estimated costs, quantities, delivery schedules, and accounting distributions. The total value of purchase order will be committed as soon as it is approved. Blanket Purchase Agreements Blanket purchase agreements are not orders as such; they hold the descriptions and prices for the goods and/or services which have been pre-negotiated with a supplier. They can cover a specific period or continue indefinitely, but do not identify quantities required or delivery schedules. Blanket Purchase agreements is the closest thing that UFS has to a template and is not a commitment to spend. Blanket Purchase Agreements are particularly useful for high volume, low value items that you wish to order on a regular basis. Blanket Releases Blanket Releases are the actual orders placed against a blanket agreement. When you open the Blanket Release screen, the list of values in the "PO, Rev" box, allows you to select which supplier/Blanket Agreement you wish to use. The list of values in the "Line" field allows you to select items from the Blanket Agreement and to identify how many of each item you require. You may issue a Blanket Release against a Blanket Purchase Agreement at any point and as many times as required between the effective dates of the agreement. Each release is a commitment to spend the total value of the release. Purchase Order Summary Reference Table
Terms and Conditions known Goods or services known Pricing known Quantity known Account distributions known Delivery schedule known Creates commitment Releases create commitment Standard Purchase Order Yes Yes Yes Yes Yes Yes Yes N/A Blanket Purchase Agreement Yes Yes Yes Maybe No No No Yes
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Step 1: Completing Purchase Order Header

Purchasing Navigate: Purchase Orders Purchase Orders 1. This window will allow you to enter the details in the Purchase Order Header area of the screen. These details will be used for the entire order. Purchase Orders
Header details
2. PO - the system will provide the purchase order number automatically when the document is saved. 3. Rev this is the document revision number. Each time you make an amendment to an approved purchase order, this number will update. 4. Type - accept the system default of Standard Purchase Order. 5. Created this date will default automatically. 6. Supplier select the Supplier name from the List of Values. 7. Site - use the List of Values to enter the site of the Supplier. The Site name links to the Suppliers address. If the supplier has only one site, the name will default in. 8. Ship-To Enter BA1 in this field 9. Bill-To Enter BA here. This will always remain the same.
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10. Buyer - your name will default into this field and cannot be changed. 11. Description - you may enter a description of this purchase order to assist when searching for this order using the Purchasing Summary screen (i.e., the screen to assist in finding purchase orders). This description is for internal use only and does not print on the purchase order. You can use up to 240 characters. 12. Status this field will update based on the stage of the order (e.g., Incomplete, Approved). 13. Total the orders amount will automatically be calculated once the line(s) quantity and price are entered excluding any VAT. Some helpful notes to follow on how to search the List of Values: The Systems wildcard character % will allow you to search on a list when only part of the information is known. Many variations are possible when searching for information in a list several options follow: To Open a complete list - Open the list and enter % in the Find line to review the entire list. To Open a list starting with x - Open the list and enter the first [or several] character(s) of your search, followed by a %. Example: Supplier Name: type in M% to search for all suppliers that begin with M, or type in HEF% to find all suppliers that begin with HEF. To open a list containing some characters - open a list and enter a part of the text that you are searching for. Example: Supplier Name: type in %computer% to search for all suppliers with the word computer in their title.
As well, if you know the information that you are searching for, you can enter the first few characters, and press the Tab key. Example: To call up the supplier Dell Computer, type in Del% and press the tab key. UFS will only bring up those suppliers that begin with Del. Select the supplier from this shortened list of values.
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Step 2: Entering Purchase Order Lines

Once you have completed the Purchase Order header move into the Item/Lines area
Item Information
The system will automatically provide a line number when you click in it. For each line of your purchase order you must complete the following fields. 1 Line type - select either Goods, Services Qty or Utilities from the List of Values.
2. Item field: Departments NOT using the Inventory Module If you can find the exact item you want in the list of values you can select it here, but it is recommended that you skip this field and go straight to the Category field.
Departments using the Inventory Module If you require a stock item, select the item number from the list of values (NB this is a long list so enter a partial segment of the item code to restrict the search).
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If you require an expense item (i.e. not something you would keep in store) again you could try and find it in the list of values. Alternatively you could skip this field and go straight to the Category field.
3. Category If you have not already selected a predefined item please select an appropriate category code from the list of values. If you previously entered an item number, the category automatically defaults in. For further guidance on Category codes, please refer to the Appendices Manual. 4. Description - The item description will automatically display if you have entered an item number. Alternatively enter a detailed description of your choice. 5. UOM (Unit of Measure) - The UOM qualifies the quantity you enter on the purchase order line. This normally defaults in but you can override it for goods ordered using the List of Values. NB If this is an item that you will be issuing from stores you need to select a unit of measure that the item will be issued in. 6. Quantity- Enter the total quantity you are ordering on this purchase order line. NB This must be relative to your Unit Of Measure 7. Unit Price - Enter the unit price for the item, excluding any VAT Other fields are optional but useful ones in this tab include: The need-by this is the date when the requester needs the item. This must be in the format of DD-MMM-YY, for example 14-AUG-04 The suppliers item number this is the catalogue number, product code etc.
Other Tabs (pages) accessible from this window: Price Reference unlikely to be required at the moment by UFS Reference Documents details of contracts etc More Includes a field where you can add a note to the supplier
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Step 3: Entering Shipment Details

Purchasing Navigate: Purchase Orders Button: Shipments Shipments The Shipments screen must be completed for each line of the purchase order. It consists of three tabs: Shipments: Allows you to verify, and change if necessary, the VAT rate applied to items. Allows you to split the shipment of the items on that line of the purchase order to different site addresses. Allows you to specify different need-by dates for items on that line of the purchase order, e.g. ordered 20 items, and you want 10 this week and 10 the next. More: This is where you can change the matching rule to 2-way matching. Useful screen for information purposes. Purchase Order
Status:
Completing the Shipments tab 1. The system automatically generates a line number for each line you create. Remember though that this is the number of the shipment line for the purchase order line you were originally in. Hence you could have shipment line 2 of line 1 of your order. It is not the number from your order line. This is shown at the bottom of the screen.
Please see Appendix B for more details on Ship-To details. Finance Training Version 8
Use the scoll bar to view and update the VAT details if necessary.
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2. The system will default your inventory organisation from the ship-to information entered on the purchase order header. 3. The system will enter the ship-to location for the shipment from the ship-to information entered on the purchase order header. You can pick any location that is not tied to a specific organisation or any location whose organisation matches the organisation in the previous field. 4. Enter the quantity. This value must be greater than 0. The default is the quantity from the corresponding purchase order line. If you decrease this quantity, UFS automatically defaults the quantity ordered onto the next line to the total quantity that you have not yet placed on the shipment line. The UOM is displayed to the left of the quantity. 5. Enter the date that the supplier promised delivery of the items. 6. Enter the date when the requester needs the item. 7. Any original promised date would be displayed. 8. Optionally complete the Country of Origin field by selecting the relevant one from the list of values 9. Check the VAT rate applied to your item. Please note that you can no longer tick or untick the Taxable box. Select the relevant VAT from the list of values if you need to change the rate. See the VAT Chapter for further information on VAT and which rate to choose for your purchase order. Using the More Tab 1. If using 2-Way matching (details of which are below) change the receipt closing tolerance of 100% percent for your shipments. The system automatically closes a shipment for receiving if it is within the receiving closing tolerance at the receiving close point.
Ensure you put 100 here if the Match Approval level has been changed to 2- way.
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2. Accept the invoice closing tolerance of 0% percent for your shipments. The system automatically closes a shipment for invoicing if it is within the invoicing closing tolerance at the billing. 3. Change the default invoice matching option from 3 Way to 2 Way. 3 Way matching relates to an item being ordered, received and invoiced on UFS. EMBS do not currently use the receiving aspect within the purchasing module. 2-Way (no receipt required) NB: If this option is chosen you must enter 100% in the Receipt Close Tolerance Field or your Purchase Order will remain open even after it has been paid. 4. Save your work. Once the order is saved you can choose Inquire and then Tax details from the drop down menu to check tax details. Using Shipments: Status Tab This is a useful screen to view what is happening with the items that have been ordered.
In the Status screen you can see whether the items have been received and/or invoiced.
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Step 4: Entering Purchase Order Distributions

Purchasing Navigate: Purchase Orders Button: Shipments Button: Distributions Distributions Purchase Orders
Distributions Window
The Distributions form is used to allocate costs for goods or services to different charge accounts. You can enter multiple charge accounts or research grants for each shipment line. Each shipment line that you enter requires its own distribution line. Use the Purchase Order Distributions window to enter distribution information for purchase order shipments and to view distributions that the system has automatically created for you. You can also enter information about paper requisitions in this window. There are three alternative tabs in the Distributions window: Destination, More, and Project. Charging an item to a Project
Select the Project tab.
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This is the tab where you link purchase order charges to a research grant/project, task, and expenditure type.
1.
Navigate to the Distributions window by selecting the Distributions Button Enter the quantity you want to distribute; the quantity must be in decimal format. Do not enter a charge account. The account generator will create the relevant charge account according to the grant information you enter in the Project Tab. Select the Project tab. Enter the Grant/Project number (DEN BA/08/09 HD8), select a Task from list of values (building codes where work is being carried out), Award, Expenditure Type, Expenditure Org and the Date using the List of Values; the Quantity will default in automatically from the Destination tab; save the record. The charge account has been populated.
2.
3. 4.
5.
Charging an item to more than one Research Grant/Project
1. Navigate to the Distributions window by selecting the Distributions Button. 2. Split the quantity of the shipment and enter the quantity you want to charge to the first grant in the first distribution line. Do not enter a charge account. The account generator will create the relevant charge account according to the grant information you enter in the project alternative tab.
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3. 4.
Select the Project tab. Where necessary use the list of values to complete Grant/Project number (DEN BA/08/09 HD8), Task (list of values containing building codes where work is being carried out), Award, Expenditure Type, Expenditure Org and Date. Click into the second row and repeat the above process until you have allocated all the costs to the requires research grants.
5.
Using the More Tab If your department uses numbered paper requisitions, then you can use the More Tab to enter the requisition number.
Select the More tab here.
You can enter your Requisition number here.
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Changing the Purchase Order Currency

The system allows you change the Currency on a purchase order. This can only be done within the Currency screen. NB The currency must be changed before you save the header information and it must be approved the same day it is raised. Whilst in the Header section of the Purchase Order, complete the following: 1. Currency Button - Navigate to the Currency window by pressing the Currency button on the bottom of the screen. 2. The system displays the default currency for the University - GBP. You can accept or change the currency at this point. 3. Select the new currency from the list of values by using Ctrl and L 4. Rate Type, Rate Date and Currency Rate accept the default information and do not make changes to these other fields. 5. Done button - click the Done button to apply the currency change, or click Cancel to cancel this currency change and return to the Purchase Order screen.
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Approving Purchase Orders

Purchasing Navigate: Purchase Orders Button: Approve Approve Document Once you have completed save your purchase order. You must save your purchase order before it can be approved or forwarded to someone for approval. The purchase order status will appear as Incomplete. To approve or forward your purchase order 1. Select the Approve button. 2. Ensure you tick the Reserve box 3. Ensure the Submit for Approval box is ticked. If within your authority to approve, click on the OK button 4. If forwarding the item also tick the forward box and select the Approval Path from the List of Values (e.g. AG_Purchasing). Then use your List of Values to select a Forward-To name. Purchase Order
Currently these options do not work.
5. Click OK when the following notes appear Your Transaction(s) passed reservation, Action completed successfully and Document has been submitted for approval 6. Your purchase order status will change to Approved or to In Process if you forwarded it to someone else which can be seen in Purchase Order Summary. You can click Cancel to cancel your entry and return to the Purchase Orders window.
EMBS Purchasing
Printing Purchase Orders

You can reprint purchase orders as often as you want using the Submit Request window. For example, you can print all new and changed purchase orders or print a particular purchase order or range of purchase orders. To print a purchase order you have to run a report. Therefore from your navigator screen select Reports Run. This should give you the Submit a New Request window 1. Check the Request option to submit a Single Request 2. Click OK
3. Request Name select Print Purchase Orders (UFS) from the list of values
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4. Parameters open the Parameters window and use the List of Values (Ctrl L) to choose the parameters needed. As a minimum, enter the following fields to print one purchase order Purchase Order Numbers From/To: To restrict the report to one purchase order or a range of purchase orders, select the beginning and ending purchase order numbers.
Change this N to a Y.
Other options (only update if necessary): Buyer: Select a buyer name to restrict the report to a specific buyer. Release Numbers From/To: To restrict the report to a range of releases, select the beginning and ending numbers. Release Dates From/To: To restrict the report to a release date range, enter the beginning and ending dates. Approved: Select Yes or No to indicate whether the report is restricted to approved purchase orders. Test: Select Yes or No to indicate whether the report is a test. Print Releases Option: Enter Y or N to indicate whether you want Blanket and Planned Purchase Order releases to be automatically printed with the Blanket and Purchase Order Agreements. Sort By: Select one of the following options: Buyer Name: Sort the report by buyer name and Purchase Order number PO Number: Sort the report by Purchase order number Dynamic Precision Option: select the decimal precision from the list of values for quantities on the report (or leave the default option of 2)
6. Click OK when completed entering the parameters. 7. Click on the Options button.
EMBS Purchasing
8. Update the Printer name (if needed) and the number of copies to be printed. 9. Click OK and press the Submit button. 10. Monitor the status of this request (i.e., the purchase order) on the Requests screen. Press the Refresh Data button periodically to refresh the screen and update the Phase and Status fields. These fields will remain green until the request has completed. NB This report has recently been enhanced to increase the font size of the approvers details, the Queries to details are printed in bold and any details of cancellations are now only one line long.
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To Re-print a purchase order:

If you are still in the Requests screen: Place your cursor on the line with the purchase order request that was just submitted and printed. Click on the menu path Tools Reprint, updating the copies to 1, and changing the printer name, as needed.
The purchase order should print to the printer selected (you will receive a beep, but no separate message). Click on the Refresh Data button to see this new request. You can also view your requests at any time to reprint a document you have previously requested.
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EMBS Purchasing Go to View and then Requests
In your Navigator screen, go to the VIEW menu. Drag your cursor down the list to Requests. Click on this. You will then see the following screen, just click on the Find button
You can then choose from the options highlighted, click on find and go to Tools Reprint. Follow the instructions at the top of the previous page.
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How to Enter Purchase Order Terms and Conditions

The Terms and Conditions for an order will default in from how the Supplier has been set within the system (e.g. Net 30) but this can be changed for an individual order. It can be changed before or after entering the lines on the purchase order. 1. Click on the Terms button on the bottom of the page and complete the following by using the list of values. Note that you may only wish to change the payment terms on this screen, and that is acceptable; you do not need to enter details in the other fields.
Used for Blanket Purchase Agreements.
Payment - Select the payment terms for the purchase order. These should default in automatically. Freight - Not required for UFS Carrier - Not required for UFS FOB - Not required for UFS
2. Confirming Order Checkbox place your cursor in the Confirming Order check box to indicate that the purchase order is to confirm an order you have placed with the supplier verbally. Confirmation will print on the purchase order.
EMBS Purchasing
3. Firm Checkbox if needed, select the Firm check box to indicate that the purchase order is firm.
4. Supplier Note - optionally, add a Supplier. You can enter up to 240 characters in these fields. This will print at the top of your purchase order in the Instructions box 5. Receiver Note - optionally, add a Receiver Note. Once again you can enter up to 240 characters in these fields. 6. Save your work.
Emergency/Verbal Orders
Place the order verbally but follow that up as soon as possible with a Confirmation Order see entering Terms and Conditions.
Orders where the price is not known

Normally you would not order goods or request for a job to be done until you knew and agreed the price with your supplier. However, there are particular circumstances within EMBS when this may legitimately arise. E.g. A contractor is required to replace a fascia board; it will only be when they have removed the fascia whether they know if anything else will need doing and how long the job will take. In these scenarios complete the header details of the order when you request the work to be done, including a description detailed enough for you to be able to locate this order at a later date and then save. The system will then allocate you an order number that the supplier/contractor should quote on his subsequent invoice.
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When the value of the work, or goods, is established this order should be recalled and completed in the normal way. Important In order to prevent confusion, and possible duplication of orders, the order should be noted as now being a confirmation order under Terms.
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Blanket Purchase Agreement: Creation

Purchasing Navigate: Purchase Orders Purchase Orders Blanket purchase agreements are not orders as such; they hold the descriptions and prices for the goods and/or services which have been prenegotiated with a supplier. They can cover a specific period or continue indefinitely, but do not identify quantities required or delivery schedules. Blanket Purchase agreements are the closest thing that UFS has to a template and is not a commitment to spend. Blanket Purchase Agreements are particularly useful for high volume, low value items that you wish to order on a regular basis. Purchase Order
Step 1: The Blanket Purchase Order Header

1. As with standard Purchase Orders, the system automatically generates the PO number when you save the document. 2. Use the List of Values to choose Blanket Purchase Agreement in the purchase order type box. 3. Enter the name of the supplier and the supplier site for this agreement as for a Standard Purchase Order. 3. Enter your department code in the ship-to and bill-to fields.
EMBS Purchasing
4.
The buyer name will default in and cannot be changed.
6. Optional: Enter the Amt. Agreed field. This field can contain the total amount that you intend to spend with the supplier. The system will allow releases against the blanket order until this control amount is spent. NB: If you enter an agreed amount that is above your purchasing limits then you will have to forward the Blanket Purchase Agreement to someone else to be approved. 7. Optional: You may enter a description of this purchase agreement. This comment is for internal use only and does not print on the purchase order. You can use up to 240 characters. Entering Currency Currency in blanket orders is exactly as for Standard Orders. Entering Terms and Conditions Entering Terms and Conditions is the same as for standard Purchase Orders, except that the Agreement Controls section at the bottom of the screen is no longer greyed out. 1. Optional: Should you have agreed effective dates for these goods with your supplier, you can detail this in the agreement effective dates fields.
2. The amount entered on the purchase agreement header defaults into the Amount Limit field. This amount must be equal to or greater than the header amount. This field determines the total amount for which releases can be generated on this blanket agreement. 3. Optional: You may wish to enter the minimum release amount. If you decide to enter an amount in this field, this will mean that a release can only be Approved if it is over this amount. 4. Save your work.
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Step 2: Blanket Purchase Agreement: Entering Line Details
Summary Table
Alternative Tabs Item Price Reference Reference Documents More Relative Purchase Information Num, Type, Item, Revision, Category, Description, UOM, Supplier Item, Amount, Reserved Num, List Price, Market Price, Price Type, Allow Price Override, Price Limit, Negotiated Num, Quotation, Line Quotation Type, Supplier Quotation Num, Note to Supplier, UN Number/Hazard (not required by CAPSA), Capital Expense, Transaction Nature Minimum Release, Quantity Agreed, Amount Agreed, Quantity Released, Amount Released, Cumulative Pricing
Agreement
Items and Price Reference tabs Work exactly as per standard Purchase orders. Reference Documents Tab 1. If you select a quotation from the Supplier Item Catalogue the system displays the quotation and quotation line numbers, and the quotation type and supplier quotation number.
EMBS Purchasing
More Tab Works exactly as for Standard Purchase Orders. Agreement Tab 1. Enter the minimum release amount for this purchase agreement line. 2. Enter the quantity agreed. This is printed on your purchase orders. Enter the amount agreed. The system does not automatically calculate the amount agreed from the quantity agreed. 3. Should you wish to have an expiry date for a particular line or product, you can complete the Expiration date field. 4. Select the Cumulative Pricing check box if you want the system to choose the price break by adding the current release shipment quantity to the total quantity already released against the purchase agreement line. Otherwise, the system chooses the price break by using the individual release shipment quantity.
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Step 3: Blanket Purchase Agreements: Utilising Price Breaks

Purchasing Navigate: Purchase Orders Button: Price Breaks Price Breaks Price Breaks allow you to enter volume-based discounts, which have been agreed in advance Purchase Order
Purchase Orders: Price Breaks 1. Select the item you would like to add discount details against and click on the price break button. These discounts are entered on a line by line basis. 2. The system automatically generates the line number for each discount scenario in the Num field. 3. Enter the ship-to organisation. This is automatically populated if a value has been entered in the PO header. If you entered an item, you can select only an organisation in which the item is defined. 4. Enter the departmental ship-to location for the price break. If a value has been entered in the PO header then this field is automatically populated. 5. Enter the minimum quantity that must be ordered to obtain this price break.
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6.
Enter the price break at this quantity. The system will calculate the discount percentage for you, OR enter the discount percentage. The system will calculate the price break for you.
7. Replicate this for each discount scenario for that item. 8. Save and return to the main agreement screen and repeat the process if necessary for other items.
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Blanket Purchase Agreement: Approving

Purchasing Navigate: Purchase Orders Button: Approve Approve Document Purchase Order
These options do not currently work
Your Blanket Purchase Agreement will have the status Incomplete until you submit it for approval. If the Amt Agreed field has been completed then you will have to forward it the Agreement to the appropriate approver as with a standard Purchase Order. In this case the status will change to In Process. The process is exactly the same as approving a Standard Purchase Order. Please note that you will not have to tick the reserve box as no commitment is involved at this stage.
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Blanket Purchase Agreement: Performing Releases

Purchasing Navigate: Purchase Orders Releases When you wish to order some of the goods from your agreement, use the Releases window to schedule a release to the blanket purchase agreement. Releases
1. 2.
Navigate to the Releases window. Use the List of Values to select the blanket purchase agreement number in the PO field. The next release number available is displayed. Please note that when you create a Release, UFS takes you straight into the Shipments screen. Click in the Line field and select the relevant item you wish to place this release for from the list of values. Complete any remaining details in Shipments in the same way you would for a standard purchase order.
3. 4.
5.
6.
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Line Information Use the alternative tabs to create purchase order lines.
Alternative Tabs Shipments Relative Purchase Information Num, Line, Shipment, Org, Ship-To, UOM, Quantity, Price, Promised, Need By, Originally Promised, Taxable, Tax Name, Charge Account, Amount, Reserved, Transaction Code Num, Receipt Close Tolerance Percent, Invoice Close Tolerance Percent, Invoice Matching, Accrue on Receipt, Firm Num, Status, Quantity Ordered, Quantity, Received, Quantity Canceled, Quantity Billed Num, Item, Category, Description, Supplier Item
More
Status Item
Receiving Controls Receiving controls are an advanced function, and not necessary for basic level Standard POs, or Blanket Releases. Distributions Complete Distributions in the same way you would for a Standard Purchase Order.
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Using Agreement Information

Purchasing Navigate: Purchase Orders Blanket Purchase Agreement Agreement Tab Releases
Use the Agreement button to view the blanket purchase agreement information.
Approval
Approving a Blanket Purchase release follows the same principle as with approving a standard Purchase Order. Please note that the commitment for funds is created at release stage, not at the creation of the original Blanket Purchase order. Therefore you will need to ensure you tick the reserve box.
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VAT Guidance
What rate of VAT should I choose for my purchase orders? Is the Value of the Purchase Order VAT inclusive or VAT exclusive? When can I issue a medical exemption certificate? What does 'equipment' mean? What comes within each category of equipment? What are the qualifying uses? What uses do not qualify? Services Other Goods Goods - VAT Eligible or Non-Eligible?
What rate of VAT should I choose for my purchase orders?

Within Oracle, items included on purchase orders will need to have a VAT rate assigned to them. If the wrong VAT rate is selected, problems will arise when the actual invoice is coded onto the system. The VAT rate is entered in the 'Shipments' screen. The box for entering the VAT rate is located just off screen, but can be reached by tabbing through the visible boxes. In most cases, the system will provide a default rate of 'standard rate'. The purpose of this section is to give some examples where the 'standard rate' should not be applied. Zero rated goods and services. For the following goods and services the code 'ZR' should usually be selected when allocating a VAT rate. Food but not when provided as 'catering' Books Advertising (you will need to provide a declaration that the advertising is for a charity) Travel tickets - e.g. rail fares, air tickets etc
Exempt For the following goods and services, the code 'Ex' (exempt) should usually be selected when allocating a VAT rate. Catering and accommodation provided by a College or other educational establishment where the University will use the supplies for an educational conference or teaching. Insurance. Stamps/postage charges. Hire of rooms (in most cases) Medical Exemption Certain Departments are allowed to issue exemption certificates because they are purchasing certain types of equipment for use in medical or veterinary research. For such purchases, the rate 'ME - medical exemption' should be selected. Further guidelines on when an exemption certificate can be issued are at the end of this guidance under the section heading 'When can I issue an exemption certificate?' EC VAT
EMBS Purchasing
When goods are purchased from a supplier in another Member State, then the rate 'EC15.0' should be selected. If the supplier is advised of the University's VAT number, then they will not charge VAT. However, the University is required by law to charge itself VAT and this done without paying the money to the supplier by selecting the rate 'EC15.0'. Where goods are bought which would not be liable to VAT if purchased in this country then the rate 'EC0%' should be selected. In both cases, copies of the invoice, when it is received, should be sent to the VAT Office in Finance Division where they will be collated onto a statistical return which the University is required to submit.
Is the Value of the Purchase Order VAT inclusive or VAT exclusive?

In Oracle, purchase orders are VAT exclusive. So, if you have an order for 100 plus VAT, the value entered into CUFS will be 100. If you are raising an order against another Department, the value for the purchase order will be the cost to that Department which will usually include the VAT incurred by that Department. The tax rate 'INT' (Internal) should be used.
When can I issue a medical exemption certificate for services?

The following supplies of services in connection with qualifying equipment will also be eligible for exemption. the hire of eligible equipment the services of repair and maintenance, whether under maintenance contracts or individual one-off repairs, of goods eligible to be purchased under the relief and owned by an eligible body, and the supply of certain computer software*. Custom made computer software and licences to use other software may only be zero-rated if they are solely for use in medical research, diagnosis or treatment. This category is more restrictive than for computer hardware (which includes 'normalised' software) and zero-rating is also only available when the supply is made direct to an eligible body.
Other Goods
Other goods which eligible bodies can buy VAT free are substances used directly for synthesis or testing in the course of medical or veterinary research. medicinal products for use in medical or veterinary research or treatment.
Goods - VAT Eligible or Non-Eligible?

Please see appendix B for a list as to what goods will qualify for zero rating. The list is not exhaustive.
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VAT and Purchase Orders

When deciding what VAT you should choose for your Purchase Order you should follow these basic principles; Important! If you are unsure at any stage please speak to either Carolyn Paskins or Kerry Sykes in the Tax Section of the Finance Division. Is it from another University Department? Yes Internal No VAT
No Is it an import? Yes Is it from a country in the EC? Yes

Are the items Zerorated in the UK?
EC0.0% Yes No VAT No EC15.0%
No
No
Outside the Scope - No VAT. You will usually be charged Import VAT as a separate cost by the Yes ZR.0.0% - No VAT
Can the goods or services be Zero-rated?
No Can the goods or services be Exempt? Yes Exempt - No VAT
No Is it an item that qualifies for reduced rate VAT? No Is it an item that qualifies for medical exemption? Yes Medically Exempt (ME0.0%) No VAT Yes Reduced Rate (RR5%) VAT charged at 5%
No Standard Rated VAT charged at 15%

EMBS Purchasing
Common outside the scope items In the majority of cases Expense Claims Imports from suppliers outside of the EC Common Exempt items Fees for education and vocational training In the majority of cases Rent and room hire Catering for students from colleges, if education or a conference is also supplied Accommodation for students from colleges, if education or a conference is also supplied Photocopying for students Sale of stamps Insurance Common Zero-rated Items Books Food but not confectionery or when provided as catering Advertising Passenger transport Common Standard Rated Items Catering for staff and visitors Stationery Items Admission cards for libraries Reduced Rated Items Domestic fuel Feminine Hygiene
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Purchase Orders: Finding a Previous Order

There are a number of ways in which you can find a purchase order that you have already completed. (i) (ii) From the Purchase Order Window From the Purchase Order Summary
From The Purchase Order Window There are several ways: 1) Click in the PO Number field and then select the View menu and then Find In the Find Purchase Orders screen enter your PO number in front of the % symbol and then click on Find. This will bring up the required order in its list and you can just click OK.
2)
Click in the PO Number field and select View Query by Example Enter (this puts the system into Query mode). Type the number of the order that you want to find in the PO number field and then go back to View Query by Example and select Run.
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Purchase Order Summary Window

Purchasing Navigate : Summary Purchase Orders Purchase Order
Find Purchase Orders
You can use the Purchase Order Summary or Find Purchase Order screen to: 1. View purchase order header information (e.g., supplier name and site) Access purchase order lines, shipment, and distribution information Access the PO window for entry of new documents Access information in the View Action History window View invoice and receipt information View requisitions if the purchase order was created automatically Select control actions, including the procedure to cancel a purchase order Enter preferences
Navigate to the Find Purchase Orders screen and enter the search criteria to help you find your purchase order. The more criteria you enter the more specific your search will be. Once you have click on the Find button the purchase orders that meet your search criteria will be displayed in the Purchase Order Header screen.
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2.
Additional information that is displayed in this screen includes Supplier, Supplier Site, Currency, Amount, Matched Amount, Buyer, Closure Status, and Cancelled status. From the Purchase Order Header screen, you have the option to select: Lines button to drill down to the purchase order Lines results window to see individual purchase order lines. View Lines can also be selected from the Special menu to open this window. New Release button to open the Releases window. If the current record is a blanket purchase agreement or a planned purchase order, then you can create a release against it. New PO button to open the purchase order window in order for a new purchase order to be created. Open button to open the purchase order window and query the purchase order on the current line. If the current order is for a blanket or scheduled release, Purchasing opens the Releases window and queries the current order. The options in this window depend on the status of the purchase order and the user's approval rights and security options.
3.
4.
From the Menu bar, select Inquire to list additional viewing options on the purchase order: View Lines View Shipments View Distributions View Action History View Invoices View Receipts View Requisitions View Approval through Workflow
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Amending an Unapproved Purchase Order

There are a number of ways of amending data in fields on a purchase order that has not been approved. In most cases you can just overtype the characters in the field. If you need to blank a field first there are three options. a) Click in the desired field and use either the Delete or back space buttons on your keyboard To ERASE/RUB OUT a line -To remove a whole line from a purchase order select the line and click on the eraser icon in your tool bar. This will remove the details from your screen. To DELETE a line- the eraser function doesnt remove lines them from the database. So if you have already saved a record you should delete the line using the appropriate button on your tool bar.
b)
c)
Erase unsaved work
Delete saved work
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Amending a Purchase Order which has been Approved

You can amend a previously approved purchase order, but it will require resubmitting for approval again once you have completed your amendments. 1. 2. Find the purchase order you wish to amend Click on the Approve button at the bottom of the Purchase Order screen. In the Approve PO Screen select Unreserve
3.
4. 5.
Click on OK. You will see that the status of your purchase order will have changed to Requires Reapproval and in the box next to the PO number a one has appeared showing that this is the first revision of the order. You can now go in and amend the values and add extra lines if you wish. When you are happy with your revised order click on Approve, and resubmit your order for approval.
6.
7.
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Closing Purchase Orders / Lines

Once a purchase order has been approved you can either cancel it in full or alternatively you could cancel an individual line. A purchase order or its lines can only be closed if the status is Approved or Rejected Closing a Purchase Order 1. 2. 3. 4. Go to Purchase Order Summary. Enter your Purchase Order number. Click the Find button. Go to the Tools menu and choose Control from the menu.
5.
Highlight Close
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6. 7.
You must enter a reason for why you closed it for audit reasons. Click OK. You will receive the following message. Click OK to continue to close the order.
Closing Purchase order lines Follow steps 1 3 above 1. 2. 3. 4. Select the Lines button at the bottom of the screen Ensure the cursor is clicked in to the line you wish to close and select the Tools menu and then Control Highlight Close PO Line Now complete steps 6 and 7 above
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Cancelling Purchase Orders / Lines

Cancelling a Purchase order Once a purchase order has been approved you can either cancel it in full or alternatively you could cancel an individual line. A purchase order or its lines can only be cancelled if the status is Approved or Rejected. Complete steps 1 3 on how to close a Purchase Order. 4 - Highlight Cancel PO 5 - You must enter a reason for why you cancelled it for audit reasons.
Click OK. You will receive the following message:
Click OK to continue cancelling the order.
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Cancelling Purchase order lines Follow steps 1 3 above 4. 5. 6. 7. Select the Lines button at the bottom of the screen Ensure the cursor is clicked in to the line you wish to cancel and select the Tools menu and then Control Highlight Cancel PO Line Now complete steps 6 and 7 above
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Copying a Purchase Order

With the launch of 11i version of UFS, we now have the facility to copy Purchase Orders. You can copy the following purchase order types from one document to the other: From Standard purchase order Blanket purchase agreement Blanket purchase agreement Planned purchase order To Standard purchase order Blanket purchase agreement Request for quotation Planned purchase order
For example, if you want to renew a blanket purchase agreement that contains hundreds of lines, you can copy the previous agreement to a new agreement and change any of the details. Purchasing Navigate: Purchase Orders Purchase Orders Summary Step 1 - Locate the Purchase Order you wish to copy using the Purchase Order Summary screen Step 2 - Go to the Tools menu and select Copy Document Purchase Order Summary
Step 3 Simply click on the OK button when the following message appears
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Step 4 At this stage you may wish to make a note of the Purchase Order number. Click on the OK button
The system will create and display the new purchase Order. The document is an exact copy of the original except for the Promised By and Need By dates; if these dates are past dates, they change to today's date on the new document. Effective dates for Blanket Agreements, if specified, do not change. If you are copying a cancelled document, the Note to Supplier field will be blank. This is because a cancelled document changes the Note to Supplier to an explanation that the document was cancelled. Therefore, when you copy the cancelled document, the Note to Supplier is left blank. Step 5 Update and/or amend the purchase order if you need to. Step 6 - Save and approve or forward for approval in the normal way. If any information in the document that you have just copied is invalid or outdated, for example, if a supplier is made inactive a message window will appear after you choose Approve. Use this window to help identify and correct invalid or outdated fields in the new document you're creating. You cannot approve the document until you update these fields appropriately.
EMBS Purchasing
Attachments
Introduction
You can attach additional text notes to your works orders that will either print out on the works order itself or as a separate page. There is no limit to the number of attachments that you can add to a particular document. You can easily combine the one-time attachments you enter for a specific document with pre-defined standard attachments. You can even create a new attachment directly from an existing attachment or use attachments to enter long descriptions for the items you purchase. In a similar way to Notes to Supplier, you can attach text to either the Works Order Header, or to individual Works Order Lines. Creating and Printing off Individual Works Order Lines Attachments If you want to add an attachment to a specific line on the order, you either select or create the attachment whilst you have that particular order line selected. The text of the attachment will automatically be printed on the Works Order, underneath that particular lines description (continuing onto the next page if required).
Defining Attachments
Attachments can be created under the PO Buyer responsibility. These attachments can be created to provide unlimited additional text for your purchasing documents. Purchasing Navigate: Purchase Orders Purchase Orders Start off your works order in the normal way by completing the header details & save. Step 1: Navigate to the Attachments window Complete the works order lines and then navigate to the Attachments window by either selecting the Attachment icon in the toolbar or by going to View in the toolbar then attachments. You can create an attachment to the works order at any stage up to approval.
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EMBS Purchasing Attachment Icon
Step 2: Define the characteristics of the attachment Category: From the list of values select To Supplier
Description: Enter a description for your attachment a title to help you identify your attachment later Data Type: From the list of values select either Long Text or Short Text These are the only types that can be printed out. Doesnt seem to matter which you pick.
Step 3: Enter the text of your attachment In the blank box at the bottom of the page enter your text. Can be copied from Word or Excel, however does lose some of the formatting.
The Characteristics
The Attachment
Step 4 : Save your work Once you have saved your attachment if you close down the Purchase Order screen back to navigator then re-open it & find your purchase order by using the torch icon, you will notice a document in the paperclip attachment
Shows that the work order has an attachment
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Adding Pre-defined Attachments

To use a previously defined attachment on another works order, complete the order & save. Make sure that your cursor is in the item line to which the attachment line will relate and then go to step 1 below. Purchasing Navigate: Purchase Orders Purchase Order View: Attachments Button: Document Catalogue
Step 1: Navigate to the Attachments window Go to the Document Catalogue by either clicking on the Attachments icon, or by selecting Attachments from the Edit menu. Click on the Document Catalogue button at the bottom of the Attachment window.
Step 2: Find the document that you want to attach In the upper region of the window enter the criteria in the appropriate fields to find the attachment you require or use % (wildcard) and click the Find Button. If you do not enter any criteria and click the Find Button, all attachments will be displayed in the lower Document region.
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Step 3: Add the document to your purchase order Choose the attachment you want for your document by ensuring your cursor is in the relevant line and then click on the Attach 1 button. The window will close and the attachment will now appear in the Attachments Window along with any other existing attachments. Step 4 : Save your work
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Status of Purchase Orders

Incomplete The order is incomplete and the preparer has not yet submitted the order for approval. Pre-Approved At least one person with sufficient authority has approved the order. The status has not changed to Approved yet either because the approver forwarded the order to someone else, or the approver has not yet reserved the funds. Approved, Reserved This indicates that a user with appropriate authorisation has approved the purchase order and that funds have been reserved to meet this order. The system also verifies that the purchase order is complete during the approval process. Requires Reapproval This occurs when you amend an order which had been previously approved and you have unapproved it first. The system now requires you to resubmit the revised order for approval. Requires Reapproval, Reserved This typically occurs when you amend an order (i.e. add a line), which had been previously approved and you did not unapprove it before making the change. The system now requires you to resubmit the revised order for approval. Rejected The approver rejects the order and returns it to the preparer. In Process The preparer has completed the order and submitted it to the approval process. However, one of a few things might have happened: a) The preparer has attempted to approve an order for which they do not have sufficient authority; b) If you have not ticked the Reserve box and it has failed funds checking c) You have changed the currency after saving the header and entering the line detail(s) d) You did not approve a foreign currency order in the same day in which it was raised; or e) Occasionally there might be a fault in the Document Approval Manager process. Check your Notifications Summary to see which has occurred. If it is the latter then contact the Helpdesk.
EMBS Purchasing
Using Notifications Summary Window

This is similar to e-mail and should be reviewed by you on a regular basis. It notifies you of all items (notifications) that have been sent to you, e.g. for approval. This will include items that you approved yourself because they were within your approval limits. This process can be followed for either requisitions or purchase orders When you log into UFS and select a menu path from the E business home page, the system will display a note stating the number of Notifications that you currently have.
Navigate To:
Notifications Summary
1. Once you have navigated via the above the following screen will display. Depending on the view, it displays any Purchase Orders that you have approved yourself, any that have been sent to you for approval and any orders you have sent for approval and whether they have been approved, forwarded or rejected. You can change the views of the Notifications you see by clicking on the drop down list
2. Select a Purchase Order by clicking in the select box and then on Open. The following screen will display
EMBS Purchasing
4. From this screen you enter any additional information in the Notes field and select the relevant response (appear at the top and bottom of the screen) 5. Once you have clicked in the relevant response it will take you back to the main Notification screen as below and in the subject header it should state that it has been approved
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6. To clear a notification that is approved (either via a colleague or it was approved by yourself) select it by clicking the select box and then Close. This will clear the notification from your screen.
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Redirecting Documents sent for Approval

Sometimes you may forward your purchase order to the wrong person for approval, or alternatively you send it to the right person but they are absent. In either scenario you are able to redirect it to another approver. 1. First check whom you have sent the purchase order to originally. Recall the purchase order via Purchase Order Summary and go to the Inquire and View Action history. Close both of these screens and go back to the PO Buyer Navigator screen. Select Forward Documents.
2. 3.
4. Enter the surname of the person that you originally forwarded the order to and the Purchase order number and click OK.
5. Tick box to select the correct line containing the Purchase Order needing redirection. 6. Enter the surname of the new approver in the box at the top of the form. 7. Add any notes e.g. redirected first approver on leave 8. Save your work. Purchase Order will no longer show in Notification Summary of original person but will show in Notification of the person you have now sent it to.
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Month-End Guidance: Purchasing

An overview of the purchasing cycle is given as follows:
Supplier Payment to Requisition Supplier Raising an internal purchase requisition Selection Purchase Order Receipt Goods/Services
Quotations Contracts Pre-Suppliers
Raise Purchase Order
Receive Goods and Services
Purchase Invoice Payment
Month-End Guidance - Purchasing

Each quarter-end run Open Purchase Orders Report (UFS) to identify incomplete purchase orders and close purchase orders by receiving goods or matching against the invoice/cancelling the order. Although raising a purchase order creates a commitment on CUFS, once goods/services have been received then this becomes a legal obligation to pay the supplier. Prior to the month-end we should establish that any incomplete purchase orders are actioned and closed.
1.
Open Purchase Orders Report (UFS)
Monthly
This is a new report that has been designed to make it easier for Departments to identify and clear out unwanted purchase orders/lines. It is an enhancement of the old Open Purchase Orders (By Buyer) (UFS) report and it provides users with: Additional Search Criteria Improved layout Choices regarding the level of detail required Background Every Purchase Order raised on the CUFS system creates a commitment when it goes the approval process. The commitment turns into an obligation to the supplier once goods have been received and into a payment to the supplier once the invoice has been input and matched to the PO. At this stage the order will close and the commitment becomes an actual expense against the relevant accounts. The final status of all Purchase Orders should therefore be Closed or Finally Closed.
PO Approved Commitment Created. Finance Training Version 8 Goods Received Obligation to Supplier. Invoice processed, matched to PO. PO closes commitment becomes actual expenditure in accounts. 75
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Depending on whether 2-Way or 3-Way matching was selected when the Purchase Order was raised, it will have one of the following statuses:
3 Way Matched POs

Status
Open Closed for Receiving
2-Way Matched POs

Status
Open Closed for Invoicing
Explanation
PO Raised only funds committed Goods have been received on the system
Explanation
PO Raised only funds committed Invoice matched to PO but 100% was not entered in the Receipt Close Tolerance box Fully matched
Closed for Invoicing
Closed (will not appear on report) Finally Closed (will not appear on report)
Invoice matched to PO BUT goods not received on system. Fully matched and received. PO has been manually closed to remove commitment.
Closed (will not appear on report)
Finally Closed (will not appear on report)
PO has been manually closed to remove commitment.
Why this report is useful

It lists all Purchase Order lines that have not been fully received or fully matched to an invoice and will assist in identifying where goods need to be received onto the system, or order lines need to be cancelled or finally closed. This report should be run at the very least on a quarterly basis (although it could also be run more frequently if you wish) as a standard housekeeping task. Departments who place a large number of Purchase Orders against research grants would benefit from running this report as it contains useful information with regards to funds checking and commitments.
Additional search criteria

SLS Department Creation Date From/ To Select Project Orders So that the report can be run by Central Finance for a specific Department. So that open Purchase Orders can be tackled by date. Limits the report to Project related purchase orders.
Layout
Summary section has been added to the beginning to give a management overview of the report. The Purchase Order listing is now more basic and just provides a list of the PO Number/ release. (If required, the PO line and shipment information can also be included.)
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Report is ordered by: i) ii) iii) iv) Levels of Detail Show Summary Info Show Detail Info Report Breaks
Break Order (if specified) Project related orders. Creation Date PO Number
NB. Project Related orders are sorted to the top of the lists to give them higher priority.
Analyses and summarises the results by buyer, month, dept, Project related, PO type. Outputs Line/ Shipment level detail. User can optionally choose to section the report by buyer, or vendor name.
How to run this Report You can run this report under PO Buyer responsibility. In the Report Parameters if you accept the default parameters you will obtain a complete picture for your department across all buyers.
How to run this report

Optional Whatever you type here will appear at the top of your report
If you wish to investigate particular cost centres that the Purchase Orders have been coded to, you can enter them here.
Buyer or Vendor.
Rather than automatically print off a hard copy of your report, run it to screen first and check to see how many pages it is. If it is exceptionally long you might want to specify extra parameters such as creation dates or Project orders to allow you to narrow down the report so you can prioritise and tackle potential problems systematically in smaller chunks throughout the month.
EMBS Purchasing
Parameters explained
Parameter Title Creation Date From Creation Date To Buyer Notes Optional Text entered here appears as a sub-title under the report heading. Departmental users will find that their Department code defaults in. Central users should select the required department from the list of values. Optional (none, one, or both) Purchase Order Creation Date range in the format DDMON-YEAR Optional An individual buyer can be entered or selected from the list of values. Optional An individual vendor can be entered or selected from the list of values.
SLS Department
Vendor From/ To
From/To Cost Centre Select Only Project Orders Show Summary Info
Show Detail Info
Report Breaks
Optional An individual cost centre can be entered or selected from the list of values. No = Selects all Purchase Orders. Yes = Selects only Project related Purchase Orders. Analyses all Purchase Orders reported on by Type, Department, Creation Month and Buyer. Yes = Show Summary analysis, and PO Header information (see Example 1) No = Show PO Header information only (see Example 2) No = Does not show Line and Shipment information. Yes = Shows Line and Shipment information. (see Example 3) An optional field that divides the report into sections: Left blank Buyer Name Vendor Name Name. No sections. Sections report by Buyer Name Sections the report by Vendor
See Appendix C for an example of this report
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Glossary of Purchase Order Status

STATUS NAME Closed for Receiving WHAT THIS MEANS Goods have been received on the system against this line but an invoice has not been matched to the order. If it is the case that the corresponding invoice has been paid but it was not matched to the order, then the appropriate order/ lines (goods) must be returned on the system (Using PO Receiver responsibility see instructions in Action points overleaf) and then the order/line should be cancelled to remove the commitment from your funds. (Otherwise the funds will be committed AND recorded as actual expenditure). An invoice has been entered in the Accounts Payable module and has been matched to a Purchase Order BUT the goods have not been received against the Purchase Order on the system. There could be two reasons why this has happened. The Purchase Order had two-way matching selected, but the receipt close tolerance was not changed to 100%. In this case, the goods can either be received on the system and the order will automatically close. Or the Purchase Order can be Finally Closed manually. The other scenario, which will result in this status, is where the full quantity of goods originally ordered have not been received but they have been paid for, as there was an invoice for the full quantity. A hold must have been over-ridden on the invoice in the AP module, to do this. In this case the buyer must check that they have definitely received the full quantity and receive the remaining items on the system. If the full quantity has not been physically received, then we have over-paid the supplier who will need to issue you with a credit note. Once the credit note has been processed, the relevant line can be Finally Closed.
Closed for Invoicing
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Open
There are three circumstances where a Purchase Order/ line will remain Open. 1) If the order is recent and delivery of the goods is still awaited, no action needs to be taken, although you may wish to prompt your supplier. 2) If the order was placed some time ago and, due to a change in circumstances, no goods have ever or are ever to be received against it, then the order must be cancelled (see instructions overleaf). 3) If some of the goods have been received, the Purchase Order line will still be shown as Open on the report. You will need to check that you have paid for the items you have received (i), but cancelled any remaining items that you no longer expect to receive (ii). i) To check that the quantity received equals the quantity billed, enter the Shipments screen of the relevant Purchase Order line and select the Alternative Tabs blue box that says Shipments. Select Status from the pull down menu that appears and a screen showing the number of items received and the number billed will appear. This Status screen is a useful tool for checking and confirming, in detail, the information given in the Open Purchase Order Report ahead of carrying out any procedures, some of which can not be reversed.
ii)
If, for example, only five of the 20 items originally ordered, have been received and paid for and no more of the items will be received, then the line should be Finally Closed to cancel the outstanding Commitment. This procedure must only be carried out if you are certain that no more items are to be received against this line, as it cannot be reversed. Action points from this report Please see the relevant sections of this manual.
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Purchasing Quiz
Suppliers 1) Where will you find the supplier spreadsheet? ____________________________ 2) Can you name the five types of supplier that the system recognises? ___________ ___________________________________________________________ 3) On your navigator screen which option will allow you to search the Supplier Database?__________________________________________________ ________
Works Orders 4) Where are the two different note to supplier fields? What is the difference between them?______________________________________________________ 5) What should you remember to do when you select two-way matching? _________ ___________________________________________________________ 6) What are the rules when changing the Works Order currency?______________ ___________________________________________________________ 7) List the differences between an Internal and External Works Order. _________ ___________________________________________________________ 8) What is the difference between the tax names Exempt and Zero-rated? ______
9) How would you confirm a telephone order?_____________________________ 10) What must you remember when you print your works order? ______________________________________________________________
EMBS Purchasing
Receiving 11) What goes in the Packing Slip field when entering a receipt on the system?____ ___________________________________________________________
12) Can you enter a receipt on the system if only some of the goods have been received? __________________________________________________________ 13) If you have to return some goods and you havent already entered the receipt on the system, what should you do and why?________________________________ 14) If you had forgotten to write down your receipt number, where you could find it again?________________________________________________________
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EMBS Works Orders

Business Process Overview

If required manually send out Requests for Quotations

Quotation Purchase Orders

4 Types of Purchase Order

Keep tight controls. Useful benefit of UFS

For both Goods and Services 2,3 or 4-way matching

Match and Pay

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The Purchasing Cycle

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6. The following screen will then be displayed:

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Amending Supplier Details

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Adding a new Supplier Site

If Supplier is Inactive or Deactivated

It can be reactivated. Refer to the reference guide Reactivating an Inactive Supplier.

Adding a New Supplier

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Tick the box to add another address.

Viewing Supplier Requests

The screen below will then be displayed:

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6. Click Authorise to finish the process.

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Reactivating an Inactive Supplier

4. Complete all of the fields on this screen. An example is shown below.

5. Click on the Reactivate button.

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Save your work.

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Types of Purchase Orders

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Step 1: Completing Purchase Order Header

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Step 2: Entering Purchase Order Lines

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Step 3: Entering Shipment Details

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Step 4: Entering Purchase Order Distributions

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Charging an item to more than one Research Grant/Project

You can enter your Requisition number here.

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Changing the Purchase Order Currency

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Approving Purchase Orders

Currently these options do not work.

Printing Purchase Orders

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To Re-print a purchase order: