| HELP INFORMATION CONTENTS |
| Other Useful Links: |
1. FEATURES OF THE WEB-BASED DEPARTMENT ORDER
PROCESS
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| 2. HEADER INFORMATION |
| PO Number: The purchase order (PO) number
identifying field for the recorded . The web-based department order is designed
so that initial use is directed towards creating a new order. The word
"NEXT" will display in the PO Number field. If the source of the LVPO
number is from the pre-printed form, delete the word "NEXT" and enter
the LVPO number from the pre-printed form. As a reminder, Purchasing policy and
procedure only encourages the use of system-generated "next-up" LVPO
numbers. |
| Order Date: Today's date will be
automatically entered in this field. If the order was placed with the vendor
prior to today's date, enter the appropriate date (this case should be rare,
and is discouraged as payment to the vendor will be delayed if the order is not
promptly entered in the system). Note: even if the order was placed in a prior
month, the order date entered here must be in the current month, so that the
order can be posted to the current encumbrance ledger. |
| PO Class: "L - Low Value Purchase
Order" is the default PO Class. If this PO is for radioactive isotopes,
click on the down arrow and select "R - Radioactive Isotopes".
Note: PO Class "R" can only be utilized by pre-approved and
authorized radioactive buyers. For more information on becoming an authorized
radioactive isotope buyer, and placing your orders online, contact
Sara Stoddard x44438. |
| Vendor Number: Enter the vendor's
'Federal Employer ID Number' (FEIN) here. If you do not know the number, the
magnifying glass icon will allow you to use the Vendor Search page. VENDOR SEARCH:
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| Address Type: The Address Type should be
the business address where the LVPO is being placed. If you used the Vendor
Search page, your address type will already be entered.If you don't enter an
address type, the system will use the default address. ADDRESS SEARCH
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| Invoice Mail Code:The invoice mail
code field is used by the Disbursements staff to send copies of invoices and
other correspondence. This field must contain the mail code of your
department's financial manager, fund manager or bookkeeper. If you are located
in the same facility as this person, then this will be your own mail code.
After Disbursements pays the invoice, they will forward a copy confirming
payment to this mail code. |
| Index: Enter the Index that is to be used for
this purchase. There is a magnifying glass icon for your use, but it lists the
indices in alphabetical order by index, and may not be helpful. Contact your
bookkeeper or fund manager if you are in doubt about which index to use. |
| Buyer Code: Enter your 4-digit IFIS buyer
code assigned at the time purchasing authority was granted. On subsequent
orders, your buyer code may already be present in this field. If you do not
have a buyer code, contact your department, or call Purchasing at X43084. YOU
CANNOT PROCEED WITH THIS ORDER WITHOUT A BUYER CODE. Information about becoming
a buyer is available by referring to the
Department Order Policy On Low Value Purchases. |
| Ship Goods To: Enter the 6-digit code that
identifies your shipping location. On subsequent orders, your Ship To code may
already be present in this field. When placing your order with the vendor, be
sure to give your full delivery address, not just the Ship To code. This will
ensure that the proper delivery information is printed directly on your
package, and will assist in the speedy delivery of your materials. There is a
magnifying glass icon for your use, but it lists the Ship To codes in numerical
order, and may not be useful. Contact your department manager if you are unsure
of your Ship To code. If you do not have a Ship To code, or need to change or
delete a Ship To code, please forward your request to Purchasing, mail code
0914, or email shipto@ucsd.edu. For
information, call x43091 . On some occasions, you may not need to have goods shipped to you. This would be for services, or if you have already picked up the materials. In addition, you may need to have materials shipped to an off-campus location. There are three general purpose Ship To codes that may be useful to you:
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| Freight: Ask the vendor for the cost of
freight or shipping and enter that amount here. If entering cents, you must
enter the decimal point. This field should only be used for non-taxable freight
amounts, such as UPS, FedEx, trucking charges, postage, etc. If the vendor
lumps shipping and handling charges together, enter the amount in the line item
text of the item and include the value in the line item price. Do not
enter that amount here. Include any shipping and handling charges with your
line items, and indicate that they are taxable. |
| Approval Template: Your approval
template describes the level of purchasing authority granted to you by your
department. Each template contains the dollar amount of authority (which cannot
exceed $2500), and the User IDs of others in your department who can approve
your Purchase Orders. Most users have only the 'AAA' template. If you have more
than one approval template, you can use the down-arrow to display them in a
drop-down box. Choose the correct template for this order. |
| Submit The Header Information: If all
of the information is correct, click on the "Submit" button. The page
will refresh, and messages will be displayed at the top of the page. Be sure to
read these messages, and always check to make sure that the "Submission
was successful" message appears. Then scroll down the page to verify that
your vendor and ship-to addresses are correct. If all fields appear to be
correct, you can use the blue CONTINUE button to proceed to the Item
Information page. If error messages are displayed at the top of the page, or if any other changes are needed and entered, be sure to click on the "Submit" button before proceeding to the Item Information page. |
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| 3. ITEM INFORMATION |
| Item Number: Item numbers are automatically
assigned by the system. Also, if you delete an item, the remaining items will
NOT be resequenced, but will retain their original line item number. For
example: if you have four items and you delete one and then add another it will
be assigned item number five. |
| Commodity: A Commodity Code is assigned to
all purchases as a method to globally describe the type of goods or services
that are being purchased. This field is used to record the commodity code. If
you are unsure of the code, you may use the Commodity Search by clicking on the
magnifying glass icon next to the entry box. The full list of authorized
low-value commodity codes will be displayed, in alphabetical order by
description. You may use the alphabet links at the top of the page to jump to a
later location on the page. Then click on the commodity code you want to use
and it will be brought back to the input screen. If you do not wish to select a
commodity code, then click on the 'CANCEL' button at the very bottom of the
page. If you are familiar with commodity codes, you will notice that some are missing from this list, particularly those for restricted commodities and equipment. Only those codes that are allowable on Departmental Orders are listed on this page. Equipment may not be purchased on a Departmental Order. For more information, please see the Purchasing page that describes the definition of equipment. In addition, some commodities are restricted and cannot be purchased on a Departmental Order. Please see thePurchasing web site for more information on restricted commodities. |
| About Account Codes: When you select a
commodity code, a corresponding account code will be assigned that describes
the types of expenditure. You will not be able to view the account code until
AFTER you submit the line item. At that time, the default account code will be
displayed, and you will be able to make a change, if the default is not
appropriate. |
| Quantity: Enter how many of this item that
you want, e.g., 1, 2, 3, etc. If the quantity is less than a whole number, for
example one and one-half liters, then you must enter the decimal point: 1.5.
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| Unit of Measure: The default unit is
each. If you would like to change the default you can look up the units by
using the magnifying glass icon next to the entry box. Click on the unit of
measue that you want to use and it will be brought back to the input screen,
click the cancel button at the bottom of the screen. |
| Unit Price: Enter the unit price of the item
(the system will calculate the extended price based on the quantity that you
enter). If you are adding cents, you must enter the decimal point. You do not
need to enter a dollar sign.The total for all Items including tax and
freight must not exeed $2,500. |
| Taxable/Non-taxable:The tax flag is
a radio button where only one selection can be made. The default is taxable. If
this is a non-taxable item, such as a service or labor, you must click on the
non-taxable radio button. Please review detailed information about the
application of sales taxes on low value purchases -
"Applicability of taxes on Purchase Orders on Purchase Orders
for Goods and Services" |
| Item Description: This field is for
the description of the item(s) that you are buying. This is a required field.
This field should contain the full description, including part numbers, catalog
numbers, etc, so that the vendor can easily fulfill your order. If you are
using the Unit of Measure "LOT", then the description should also
contain the quantities, extended prices of each item, and the total price of
all items. |
| Select a Clause: If you wish to have a
clause (frequently used purchase order language) included in the text field,
you may click on the down-arrow to view the available clauses. Move your mouse
until you have highlighted the desired clause, then click on the gray "ADD
CLAUSE" button. Your page will refresh, and the clause will be displayed
in your Item Description box. Do not add clauses to subsequent line items. The most commonly used clause is "Confirming Order Only" for orders that you have already placed with a vendor, and where the vendor has requested a copy of the PO for their records. Clauses are typically added after the item description has been entered. Text placed within delimiters (//\\) will not print on the purchase order. |
| Submit the Item Information: After you
have reviewed your Item Information, click on the "Submit" button to
transmit the data to the system. Your page will refresh, and a number of
changes will be present. First, always check to make sure that the
"Submission was successful" message appears at the top of the screen.
You should also verify that the account code and extended price are correct. If
you wish to add another item, you may click on the "Add Another Item"
button. |
| 4. SUMMARY 4. SUMMARY When header and item information is complete, you may proceed to the Summary Page. You will be able to view all of the information about your PO on one page. Take time to review each field for accuracy. If all fields are correct, you may proceed to Completing and Approving the Order. If changes are necessary, use the yellow navigational buttons at the top of your page to return to the data entry pages. |
| 5. CHANGING THE ORDER If the order is
not yet complete, you may proceed directly to the Header or Item Information
pages to make any necessary changes. If the PO has already been completed by
another person in the approval hierarchy, then you may "uncomplete"
the order by clicking on the 'Uncomplete Order' button at the bottom of the
page. If the order has final approval, it can not be changed. You must cancel the PO and create a replacement order. |
| 6. COMPLETING AND APPROVING THE ORDER
If there is only one level of approval defined by the assigned template, the
order will be approved when the order is completed. If you are the second level
of approval authority, you may retrieve all of the orders that are awaiting
your approval by clicking on the "Unapproved Documents" side bar
button. You may retrieve a particular order by entering the PO number in the
"View Existing Department Order" side bar button. You will be routed
to the Summary Page, where you can review the order. If all information is
correct, click on the "Complete/Approve" button at the bottom of the
page. If changes are necessary, click on the "Uncomplete" button,
then proceed to either the Header Information or Item Information page by using
one of the yellow navigational buttons at the top of the page. |
7. PRINTING AND FONTS Before an
order can be printed, it must first be completed and approved. Then, use your
yellow "Print Options" navigation button or the "CONTINUE"
button on your Summary Page. You have two main options for printing:
If you find that your PO print does not fit on one page you will need to change the font size. "Arial" or "Helvetica" size 9 usually creates a PO that fits on one page. If this does not work keep adjusting the font size until your page printing works properly. |
| 8. CANCELING THE ORDER You may cancel
an order at any time before it has been paid. Use your "View Existing
Department Order" button to look up the PO and view the Summary Page. If
this is the correct PO, click on the "Cancel this PO" button at the
bottom of the screen. |
| 9. INVOICE INFORMATION Before an
invoice can be viewed, the PO must first be completed and approved. Click on
the side bar button "View Invoices". You may lookup the invoice for
another PO while in the View Invoices screen by entering the PO number. |
10. ALPHABETICAL INDEX TO TOPICS ON THIS
PAGE
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