We are going to use the F10-Save function to take you through most of the document creation process. You will get an error message each time you press F10-Save. Often, this is just the system telling you what to do next.

PO Blanket Release Main Menu → (F2) Procurement Transactions menu → (F4) Direct Purchase Order Writing PCHL2360 V5.1 CCSF PURCHASING 51 *NFAMISA* INITIAL TEST SYSTEM 10/19/2005 LINK TO: DIRECT PURCHASE ORDER WRITING 11:36 AM PURCHASE ORDER : ACTION IND: N STATUS: NOTE : N PURCHASING TYPE: INTF TYPE : DP EFF DT: TERM : DEPARTMENT : CON03 BUYER : CREATE: QUOTE : PO AMOUNT : MATCH TYPE: UPDATE: PRINT : N PO NET AMOUNT : CHANGE : POST : COPIES :01 REMAINING AMT : CREDIT IND: WHSE : INS CRT: N VENDOR/SUFFIX : / SUB CTR: N ADDRESS VEN CHG: N CITY : ST: ZIP: CTRY: P/O TITLE : * : BPO/SCHED/CALL : / / EXPEDITOR: DELIVERY DATE : FOB : DEST TRACK CODE: EXPIRE DATE : FREIGHT : TRACK DATE: DISCOUNT TERMS : N30 PURCH AUTHRTY: DIST METHOD : S (S,M,P) CONTRACT ID : SFX INDEX SUBOBJ USERCODE PROJCT PRJDTL GRANT GRNTDTL PERCENT F1-HELP F2-SELECT F3-DELETE F4-PRIOR F5-NEXT F6-VIEW DOC F7-ADDRESS F8-OTHER KEY F9-LINK F10-SAVE F11-VW ACCT F12-QUOTE G461 - RECORD DOES NOT EXIST, PLEASE TRY AGAIN

1) Link to screen 2360 – Direct Purchase Order Writing a. If a record is displayed, blank out the Purchase Order number and press ENTER

2) To create a new PO Blanket Release, tab to the BPO/Schedule/Call field 3) Enter the BPO ID

4) Press F10-Save

a. The system will populate the BPO Schedule, Buyer, Vendor number and suffix, and Purchasing Authority fields.

i. The PO Purchasing Authority will match the BPO Purchasing Authority exactly. (The PO will no longer show just “RELEASE”)

b. The system will take you to the next required field: Purchasing Type 5) Enter a Purchasing Type and then press F10-Save

a. The system will take you to the next required field.

6) Enter each required field. Press F10-Save after each entry to move to the next required field.

a. Match Type b. Title c. Delivery Date d. Accounting Distribution

i. Index Code 1. Press F2-Select in the Index Code field 2. Type over the first record in the list with the first part of the Index

Code 3. Blank out any additional data on that first Index Code line

- 1 –

4. Press ENTER 5. The system moves down the alphabetical list to the CON…

entries 6. Find the desired index code 7. Tab to the code 8. Press F2-Select

a. The system returns to screen 2360 and populates the Index Code field

ii. Subobject 1. The F2-Select feature is also available for the Subobject, as well

as all other accounting elements. 7) When all required header fields are entered and you press F10-Save

a. the system transfers you to screen 2365 – PO Detail Entry i. The cursor will be at the Commodity ID field

8) Write down your Release document number

a. Notice the DP document numbering (PO numbers are for standard POs only. DP numbering is used on Releases and Direct POs)

9) In the Commodity field, press F2-Select to view the commodities on the BPO (screen

2350 – BPO Commodity Summary) 10) Find the desired commodity

a. Tab to the commodity b. Press F2-Return

i. The system returns to screen 2365 and populates the Commodity field 11) Press F10-Save

a. The cursor moves to the Quantity field. 12) Enter the Quantity and press F10-Save

a. If the Purchase U/M and Unit Cost are specified on the BPO, the system will populate these fields.

13) Use the Tab key to access each of the detail fields and then enter the following values

a. State Tax b. Purchase U/M c. Unit Cost d. Specifications

14) Press F10-Save to add the detail line to the Release. 15) The system moves to the next empty detail line. 16) Clear/Pause back to screen 2360

a. On the Release header, the system will have updated the Discount Terms and FOB point fields with the value on the BPO

17) Press F7-Address to specify the Bill To & Ship To addresses for the Release

a. If the F7 key displays “COPY”, press F8-Other Keys to change it to F7-Address b. The system takes you to screen 2406 – PO Address Table Maintenance c. The default addresses for your department are displayed

2-

PCHL2406 V5.1 **THIS IS NOT REAL DATA**THIS IS TEST**NFAMISA 05/23/2006 LINK TO: PURCHASE ORDER ADDRESS TABLE MAINTENANCE 8:56 AM PURCHASE ORDER: DPCO06500076 GENERATORS LINE NO : 000 S S/B QTY/DATE ADDR ADDRESS REQ/LINE NO B 000 COB02 . CONTROLLER'S OFFICE (COB02) CITY HALL--ROOM 488, 1 DR GOODLETT PLACE SAN FRANCISCO CA 94102-4694 USA S 000 COS02 . CONTROLLER'S OFFICE (COS02) CITY HALL--ROOM 488, 1 DR GOODLETT PLACE SAN FRANCISCO CA 94102-4694 F1-HELP F2-SELECT F3-DELETE F4-PRIOR F5-NEXT F7-PRIOR PG F8-NEXT PG F9-LINK F10-SAVE F11-DEL ALL

18) Tab to the last line of both billing and shipping addresses and add the contact names

19) Press F10-Save to save the addresses to the PO

20) Clear/Pause back to screen 2360 21) Post the Release

a. Change the Action Ind to “p” and press F10-Save b. The system will route the Release to Approval

View the Purchase Order in FAMIS Accounting (FAML6051) 22) Link to FAMIS screen 6051 – Document Inquiry to see the encumbrance posted in

FAMIS Accounting. a. The system automatically carries forward the Document Id and retrieves the

accounting summary for suffix 01.

Additional Purchase Order screens

• 2364 – PO Accounting Detail Entry (detail entry screen used for multiple distribution POs) • 2366 – PO Additional Accounting Detail Entry (F4-Acct from screen 2364) • 2346 – PO Detail Summary (F6-View Doc from screen 2360) • 2344 – PO Accounting Summary (F11-View Acct from screen 2360) • 2126 – Specifications/Terms Selection (F8-Other Keys, then F6-Sel Terms from screen

2360)

3-

BPO Release Inquiry • 2510 – BPO Document Summary

o This screen displays all Releases to a specific BPO o Link to screen 2342 and retrieve the BPO o Press F11-Other Keys o Press F7-Releases o The system links you to screen 2510

Purchase Order Inquiries

• Main Menu → (F2) Procurement Transactions menu → (F6) Purchase Order Inquiry Menu → • (F1) – Purchase Orders/Contracts (BPOs) by Vendor – screen 2440 • (F4) – Purchase Order Document Inquiry – screen 2150 • (F10) – Purchase Orders by Department – screen 2455 • (F12) – Purchase Orders by Commodity – screen 2490

-

4-

Direct Purchase Orders Main Menu → (F2) Procurement Transactions menu → (F4) Direct Purchase Order Writing PCHL2360 V5.1 CCSF PURCHASING 51 *NFAMISA* INITIAL TEST SYSTEM 10/19/2005 LINK TO: DIRECT PURCHASE ORDER WRITING 11:36 AM PURCHASE ORDER : ACTION IND: N STATUS: NOTE : N PURCHASING TYPE: INTF TYPE : DP EFF DT: TERM : DEPARTMENT : CON03 BUYER : CREATE: QUOTE : PO AMOUNT : MATCH TYPE: UPDATE: PRINT : N PO NET AMOUNT : CHANGE : POST : COPIES :01 REMAINING AMT : CREDIT IND: WHSE : INS CRT: N VENDOR/SUFFIX : / SUB CTR: N ADDRESS VEN CHG: N CITY : ST: ZIP: CTRY: P/O TITLE : * : BPO/SCHED/CALL : / / EXPEDITOR: DELIVERY DATE : FOB : DEST TRACK CODE: EXPIRE DATE : FREIGHT : TRACK DATE: DISCOUNT TERMS : N30 PURCH AUTHRTY: DIST METHOD : S (S,M,P) CONTRACT ID : SFX INDEX SUBOBJ USERCODE PROJCT PRJDTL GRANT GRNTDTL PERCENT F1-HELP F2-SELECT F3-DELETE F4-PRIOR F5-NEXT F6-VIEW DOC F7-ADDRESS F8-OTHER KEY F9-LINK F10-SAVE F11-VW ACCT F12-QUOTE G461 - RECORD DOES NOT EXIST, PLEASE TRY AGAIN

1) Link to screen 2360 – Direct Purchase Order Writing a. If a record is displayed, blank out the Purchase Order number and press ENTER

2) To create a new Direct PO, press F10-Save

a. The system will take you to the first required field: Purchasing Type 3) Enter a Purchasing Type and then press F10-Save

a. The system will take you to the next required field.

4) Enter each required field. Press F10-Save after each entry to move to the next required field.

a. Match Type b. Vendor Number and Suffix c. Title d. Purchasing Authority e. Delivery Date f. Accounting Distribution (M)

5) When all required header fields are entered and you press F10-Save

a. The system transfers you to screen 2364 – DPO ACCTG Detail Entry i. The cursor will be at the Commodity ID field

6) Write down your Direct PO document number

a. Notice the DP document numbering (PO numbers are for standard POs only. DP numbering is used on Releases and Direct POs)

7) In the Commodity field, press F2-Select to access a list of all commodities (screen 1100 –

Commodity Table Inquiry)

-

5-

8) Find the desired commodity

a. Type the first part of the commodity name on top of the first commodity record b. Blank out any additional data on that first commodity record line c. Press ENTER

i. The system moves down the alphabetical list to the entries d. Find the commodity name in the list e. Tab to the commodity f. Press F6-Return

i. The system returns to screen 2365 and populates the Commodity field 1. The system defaults the Unit of Measure and Unit Cost of last

posted PO 2. You can change the defaulted U/M and Unit Cost values

9) Enter the specifics for the detail line. Use the Tab key to access each of these fields

a. Quantity b. State Tax c. Unit of Measure d. Unit Cost

10) Press F10-Save for the system to calculate EST TOTAL COST

a. Distribute the EST TOTAL COST among the index codes and subobjects i. Accounting Information

1. Index Code 2. Subobject

a. Press F2-Select in the Subobject field b. Type over the first record in the list with the first part of

the Subobject code c. Blank out any additional data on that first Subobject

code line d. Press ENTER e. The system moves down the numerical listing to the

04… entries f. Find the desired code g. Tab to the Subobject code h. Press F2-Select

i. The system returns to 2364 and populates the Subobject field

11) Press F10-Save and the system links to PCHL2365

12) Type the specifications and press F10-Save 13) The system adds the detail line to the PO and moves to the next empty detail line. 14) Clear/Pause back to screen 2360 15) Press F12-Quote to enter the quotes received regarding the purchase

a. If the F12 key displays “PRINT”, press F8-Other Keys to change it to F12-Quote b. The system takes you to screen 2361 – DPO Quotation Entry

-

6-

PCHL2361 V5.1 CCSF PURCHASING 51 *NFAMISA* INITIAL TEST SYSTEM 10/19/2005 LINK TO: DIRECT PURCHASE ORDER QUOTATION ENTRY 2:48 PM PAGE OF DPO ID: VEN VEN VEN VENDOR NAME : QUOTED BY : TELEPHONE NUMBER : DATE OF QUOTATION : COMMENTS: LINE QTY ORDER U/M UNIT COST/TOTAL UNIT COST/TOTAL UNIT COST/TOTAL QUOTATION TOTALS F1-HELP F2-SELECT F3-DELETE F7-PRIOR PG F8-NEXT PG F9-LINK F10-SAVE

16) Screen 2361 has space for quotes from 3 vendors.

a. Notice the 3 columns that display VEN at the top and Unit Cost/Total in the middle of the screen.

17) Enter the General Quote information for all 3 Vendors

a. We will go across the screen entering information for all 3 quotes at the same time.

b. The cursor is in the Vendor Number (VEN) field of the 1st Vendor Quote column c. Press F2-Select to access FAMIS screen 9600 – Vendor Inquiry

i. Find the desired vendor ii. Tab to the Vendor’s name iii. Press F6-Return

d. The system returns to screen 2361 and populates the Vendor number and suffix as well as the Vendor Name field

e. Tab to the Vendor Number field for the 2nd Vendor Quote f. Press F2-Select to access screen 9600

i. Find the desired vendor ii. Tab to the Vendor’s name iii. Press F6-Return

g. The system returns to screen 2361 and populates the Vendor number and suffix as well as the Vendor Name field

h. Tab to the Vendor Number field for the 3rd Vendor Quote i. Enter the Vendor number

i. Tab to the Vendor suffix field and enter suffix j. Tab to the Quoted By field for the 1st Vendor Quote k. Enter the name of the person who provided the quote l. Tab to Quote By field for the 2nd Vendor Quote and enter the name m. Tab to the Quote By field for the 3rd Vendor Quote and enter the name n. Tab to the Telephone Number field for the 1st Vendor Quote

i. Enter the telephone numbers for the other vendor quotes ii. After each entry, use the Tab key to reach the Telephone field of the next

quote column

-

7-

o. Tab to the Quotation Date field for the 1st Vendor Quote i. Enter the date you received each quote ii. After each entry, use the Tab key to reach the Quotation Date field of the

next quote column 18) Press F10-Save

a. The system save the General Quotation information 19) Enter the Unit Costs quoted

a. Tab to the Unit Cost field for detail line 001 under the 1st Vendor Quote i. Enter the Unit Cost for the 1st vendor

b. After each entry, use the Tab key to reach the Unit Cost field of the next quote column

i. Enter the Unit Cost for 2nd & 3rd vendors

20) Press F10-Save a. The system calculates the Line and Quote Totals b. The quote details are now saved to the PO.

21) Clear/Pause back to screen 2360 a. The Quote indicator is now set to ‘Y’

22) Press F7-Address to specify the Bill To & Ship To address

a. The system takes you to screen 2406 – PO Address Table Maintenance b. The default addresses for your department are displayed

23) Tab to the defaulted Ship To address code (this is the field in the ADDR column for the

row with ‘S’ in the S/B column) a. Specify a different address code b. Add a contact name in the last line

24) Press F10-Save

a. The system saves the addresses to the PO 25) Clear/Pause back to screen 2360 26) Review the document

27) Post the Direct PO

b. Change the Action Ind to “p” and press F10-Save c. The system will route the Direct PO to Approval

-

8-

Copying Purchase Orders (Release and Direct POs only) Screen 2101 – Copy Function is also used when Releases and Direct POs are copied.

1) Link to PCHL2360 – Direct PO Writing and retrieve a DPO 2) Press F8-Other Keys 3) Press F7-Copy 4) The system takes you to screen 2101 – Copy Function and populates the Old Document

information. 5) Press F10-Save

a. The system generates a new Purchase Order and returns to screen 2360. i. The Effective Date field is set to today’s date ii. All other PO data is an exact copy of the original Purchase Order

6) Review and update the PO as needed; then post the document. a. If you change any fields on the PO, make sure to press F10-Save TWICE in

order to update the document. Additional PO Copy information

• The Due Date field on screen 2101 populates the PO Delivery Date. • Quotes and the Notepad are not copied to the new PO • PO Copy restrictions

o Department Security i. Direct POs and Releases

1. You must have inquiry access to the Department on the Original PO

2. You must have create/update security for the Department on the new PO.

ii. Releases only 1. The new Department must have an allocation on the BPO (2341

– BPO Department Security) o Document

i. You cannot copy a Standard Purchase Order

-

9-

Change Orders Changing Posted Documents Document Cancellation

ADPICS allows changes to the following documents after they have been posted:

• Requisitions • Blanket Purchase Orders • Purchase Orders (Standard POs, Direct POs, and Blanket Release POs) • Vouchers

Change Orders in 5.1 are much easier as you make all types of changes right on the document. To change any of these documents, you must start with a Request for Change. The Request for Change opens your RQ, BPO, PO, or VC and allows you to make updates/changes. Documents previously posted but now open via a Request for Change will be in CINP status (Change in Process). Request for Change Main Menu → (F8) Change Order Processing Menu → (F1) Request for Change PCHL8010 V5.1 CCSF PURCHASING 51 *NFAMISA* INITIAL TEST SYSTEM 10/21/2005 LINK TO: REQUEST FOR CHANGE 10:45 AM DOCUMENT ID : ACTION IND : N EFF DATE: 10/21/2005 CHANGE NO : INTERFACE TYPE: NOTE PAD: N DOCUMENT IND : (RQ/PO/BP/VC) STATUS : NOPT CHANGE ORDER ID: DOCUMENT TYPE : CHANGE DESCRIPTION BLOCK > > OF > > > FUNCT > > > > > F1-HELP F2-SELECT F3-DELETE F4-BLK FUNC F5-NEXT F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F12-PRINT F7-ADDRESS F8-OTHER KEY F9-LINK F10-SAVE F11-VW ACCT F12-QUOTE

1) Link to screen 2360 – Direct Purchase Order Writing and retrieve the PO

a. To retrieve a document, enter the document number in the Purchase Order field and press ENTER

2) Link to screen 8010 – Request for Change

a. The system will bring the PO document Id forward to the new screen. b. Both FAMIS Accounting and ADPICS have 8010 screens. Therefore, in order to

access ADPICS screen 8010, you must have signed in to ADPICS (PH00). 3) To create the Request for Change, press F10-save 4) The system will populate the Document ID, Document Type, and Interface Type fields

and take you to the Change Description field

-C:\Documents and Settings\ptrinh\My Documents\021108\Anna\DPO.doc

10-

5) Input a description of what you intend to change

6) Press F10-Save

a. The system generates the Change Number and the Change Order ID

7) Write down the Change Order ID generated 8) Post the Request for Change

a. Change the Action Ind to “p” and press F10-Save

9) The system will post the Request for Change and then automatically take you to screen 2360.

a. Notice that the PO is now in CINP status and the Change Number is 001 Changes to Purchase Orders

10) You can update almost all fields on POs in CINP status a. Restrictions:

i. You can not delete a detail line that has been invoiced. ii. You can not change the commodity code on a line that has been

invoiced. iii. For 2-way match documents

1. You can only decrease the Quantity to the quantity already invoiced.

2. You can not change the Unit Cost if Invoices have been posted to that detail line.

iv. For Progress Payment documents 1. The Quantity for these documents is always 1, so this value can

not be changed. 2. You cannot reduce the Unit Cost below the amount already

invoiced. v. For all accounting lines, you cannot reduce the suffix amount below the

Liquidated amount for that suffix. vi. You can never change, add, or remove the BPO Id. vii. You can not change the Vendor number or suffix.

11) Change the Distribution Method to M 12) Press F10-Save TWICE

a. The system will link you to the 2364 – PO Accounting Detail Entry 13) Decrease the Quantity 14) Press F10-Save

a. The system will prevent you from making this change because you are reducing the quantity more than what has already invoiced.

i. PC51 - CAN NOT CHANGE QUANTITY TO BE LESS THAN MATCHED QUANTITY IN OPEN ITEMS

15) Increase the Quantity 16) Press F10-Save TWICE

a. The system will save the change and return a message informing you to update the accounting suffix amount(s) to reflect the new line total

i. RP38 - ACCOUNTING AMOUNTS DO NOT EQUAL LINE TOTALS -

11-

17) Change the accounting distribution so that the remaining balance of the line is on a new

accounting suffix a. Determine the amount already liquidated on suffix 01

i. From screen 2364, press F11-View Acct. ii. The system will link you to screen 2344 – PO Accounting summary iii. Press F11-Liqd Amount iv. The system will change the values in the Amount column to show you

the amount already liquidated for each suffix. b. Clear/Pause back to screen 2364 c. Change the amount of suffix 01 d. Add a new accounting line for the remaining line total

i. The F2-Select feature, which allows you to select from a list of valid values, is available for each accounting element.

ii. Index Code iii. Subobject iv. Amount

18) Press F10-Save TWICE

a. The system saves the updates and remains on that detail line. 19) Clear/Pause back to screen 2360

20) Post the updated Release

a. Change the Action Ind to “p” and press F10-Save b. The system will route the document to Approval

i. Once posted, the document returns to PVCH status. Invoices and/or Vouchers can not be created while the referenced PO is in CINP status. Creating a 2nd Request for Change

21) While still on screen 2360, link to screen 8010 – Request for Change again a. The system will bring the PO document Id forward to the new screen. b. Since a previous change order exists, the system will have retrieved the last

change order. 22) Tab to the Change Number field 23) Blank out the Change Number and press ENTER

a. The screen will blank out except for the PO document ID

24) Create the new Request for Change the same way you created the first change document.

a. Press F10-Save b. Enter a Change Description c. Press F10-Save d. Post the Request for Change

25) The system automatically transfers you to screen 2360 26) Tab to the Delivery Date field

27) Change the Delivery Date and press F10-Save TWICE

a. The system takes you to screen 2364.

-

12-

28) Clear/Pause back to screen 2360

29) For purposes of this training exercise, do not repost the PO at this time.

How to find out what has changed View each change

30) Link to screen 9120 – Document/Vendor Change Inquiry a. The system carries forward the Purchase Order ID and Change Sequence

Number (002) 31) This screen shows each change made to the document under a specific Change

Sequence Number a. The following information is provided for each change:

i. Field Changed, Type of Change, Old Value, New Value, Date of the Change, and the User who performed the change

32) You are currently viewing the changes under Change 002 33) Press F4-Prior to see the changes made during Change 001

Screen 9120 also tracks any changes made while the document is in Approval (APPR status).

• When a PO with Change Number 001 is posted to approval; any changes made while in approval will display on 9120 under change 001. Changes made to PO in approval that has never been posted will display under change 000.

Previous Versions of a Document The Document Change History screens allow you to view pictures of a document BEFORE each change occurred.

34) Link to 2360 and retrieve the PO from the previous exercises a. The Change Sequence Number is 002

35) Link to screen 8030 – Purchase Order Change Order History a. The system carries forward the Purchase Order ID and Change Sequence

Number 36) You are now looking at the version of PO BEFORE the 2nd Request for Change (002)

was posted. 37) Press F4-Prior

a. The Change Sequence number goes to 001. 38) You are now looking at the version of PO BEFORE the 1st Request for Change (001) was

posted. a. The is the original PO document

39) Use the function keys on screen 8030 to view the Commodity, Accounting, Address, and Specification/Terms of the PO.

PO Change History screens

• 9120 – Document/Vendor Change Inquiry • 8030 – Purchase Order Change Order History

o 8031 – PO Change History Accounting Detail o 8032 – PO Change History Commodity Detail o 8033 – PO Change History Address o 8034 – PO Change History Additional Accounting Detail o 8024 – Change History Terms

View the Accounting Changes in FAMIS Accounting

40) Clear/Pause back to screen 2360

13-

41) Link to FAMIS screen 6051 – Document Inquiry to see the encumbrance posted in FAMIS Accounting.

-

a. The system automatically carries forward the Document Id and retrieves the accounting summary for suffix 01.

42) Notice the Remaining Balance for suffix 01 43) Tab to the Adjustments row 44) Press F2-Select

a. The system automatically links you to screen 6052 – Document Detail Inquiry i. The transaction description shows you that the suffix line was decreased

during the PO change process. 45) Clear/Pause back to screen 6051 46) Press F5-Next to view suffix 02

a. Notice that suffix 02 has no adjustment. i. Since this was a new suffix, when the PO posted from CINP status the

system populated the Original Amount field. b. Tab to the Original Amount row c. Press F2-Select d. The system takes you to screen 6052 e. The transaction description shows you that the line was added to the PO during

the change order. Canceling a Request for Change If, after a document is in CINP status, you change your mind and don’t want to process the changes you made, you can cancel the Request for Change.

1) Link to 2360 and retrieve the PO updated earlier in this session. a. It is in CINP status with Change Sequence Number 002.

2) Press F3-Delete twice 3) The system will restore all fields on the PO to the values they had before the Change

Order (002). a. The PO is returned to PVCH status b. The Change Seq Number goes back to 001

i. The Change Seq Number is reduced by 1. 1. If the 1st Change Order is cancelled, the Change Number field

would go from 001 to empty spaces. 2. If the 3rd Change Order is cancelled the Change Number would

go from 003 to 002. The Request for Change cancellation (pressing F3-Delete twice on a CINP document) works on RQs, BPOs, and POs. This functionality does not exist for VCs. For Vouchers you must post the CINP document. Reasons you cannot post Requests for Change

1) Requisitions a. At least one RQ detail line is on an ITB, a Bid, or has been awarded to a BPO or

Standard PO. 2) BPOs

a. You can always post a Request for Change to a BPO 3) Purchase Orders

a. There are unposted Invoices and/or Vouchers that reference the PO. 4) Vouchers

a. The Voucher has already been paid in FAMIS.

-

14-

Document Cancellation All document cancellations are processed through screen 8500 – Document Cancellation. Main Menu → (F8) Change Order Processing Menu → (F2) Document Cancellation

PCHL8500 V5.1 TESTING REGION -- THIS IS NOT REAL DATA 10/27/2005 LINK TO: DOCUMENT CANCELLATION 1:22 PM CHANGE ORDER ID: ACTION IND : N EFF DATE : CHANGE NO : INTERFACE TYPE: NOTE PAD : N DOCUMENT IND : DOCUMENT ID : DOCUMENT TYPE : CANCELLATION DESCRIPTION BLOCK > > OF > > > FUNCT > > > > > F1-HELP F2-SELECT F3-DELETE F4-BLK FUNC F5-NEXT F7-PR BLK F8-NX BLK F9-LINK F10-SAVE F12-PRINT

1) Link to screen 8500 – Document Cancellation 2) Press F10-Save

a. The system will take you to the Document Indicator field 3) Press F2-Select in the Document Indicator field to view the list of cancellation document

indicators. 4) Tab to the document indicator 5) Press F2-Select

a. The system returns to screen 8500 6) Press F10-Save 7) Enter the document number used earlier in this training exercise 8) Press F10-Save

a. The system will generate the Change Order ID and populate the Change Number, Interface Type, and Document Type fields

9) Tab to the Change Description text block 10) Input the reason for the cancellation 11) Press F10-Save TWICE 12) Post the Cancellation document

a. Tab to the Action indicator field

-

15-

b. Put a ‘p’ in the Action indicator field c. Press F10-Save d. The system will route the cancellation document to Approval

13) Once approved, link to screen 2360 and retrieve the cancelled PO

a. Note that the PO is in CLOS status. For most documents, when you post a Cancellation, the cancelled document will go to CNCL status. However, for POs, the status after the cancellation depends on the POs previous status.

• If the PO has not been vouchered, and therefore in POST status, the cancellation will set the PO status to CNCL.

• If the PO has been vouchered, and therefore in PVCH status, the cancellation will set the PO status to CLOS.

Reasons you cannot post Cancellations

1) Requisitions a. The RQ is on an ITB, a Bid, or has been awarded to a BPO or Standard PO.

2) BPOs a. Unposted Releases exist

i. You cannot cancel the BPO b. Posted Releases exist

i. You can cancel the BPO, but they system will return an error message asking you to confirm the cancellation

1. N358 - BPO HAS VALID RELEASES, PRESS PF10 TO CONFIRM BPO CANCEL

2. Once the BPO is cancelled, you can continue to pay against the existing Releases, but you will not be able to make any changes to those POs.

3) Purchase Orders a. There are unposted Invoices and/or Vouchers that reference the PO.

4) Invoices a. A Voucher, posted or unposted, exists for the Invoice.

5) Vouchers a. The VC has already been paid in FAMIS.

6) Direct Vouchers a. The DV has already been paid in FAMIS.

Change Order Inquiries The following screens provide a summary of all Change Order documents (Requests for Change and Cancellations) posted to a particular RQ, PO, or BPO:

• 8800 – Requisition Change Order Inquiry • 8900 – PO & BPO Change Order Inquiry

o Link to screen 2360 and retrieve the Release PO used earlier o Link to screen 8900

The system carries forward the PO document number and returns a list of all the Change Orders we processed against that PO

To Display ADPICS Version 4 Change Orders

• Screen 8110 – Converted Change Order Inquiry provides a summary of all the changes made to a document before the conversion to ADPICS Version 5.

-

16-