DoIT TRAINING CENTER payable invoi… · þ F5-NEXT: F5 is used to scroll through existing records. When F5 is pressed, the first record ... Invoice Î Voucher PROGRESS PAYMENT -

DoIT Service Desk 45 Calvert Street

Annapolis, MD 21401 (410) 260-7778

[email protected]

DoIT TRAINING CENTER OFFICE OF INFORMATION

TECHNOLOGY

Invoice and Voucher Processing

Financial Management Information System

ADPICS INVOICE AND VOUCHER PROCESSING

State of Maryland

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COURSE OUTLINE

HOUR 1Introduction The matching process Invoice Header Entry (1500) Exercise 1 - 3 way match type (creating and posting the invoice) Exercise 2 - Posting the voucher 10 - 15 minute break HOUR 2Exercise 3 - 3 way match type and adding freight to the header screen Exercise 4 - 3 way match (Instructor demonstration on 1545) Exercise 5 - 2 way match Exercise 6 - Progress Payment - incorrect Vendor Address Exercise 7 - Progress Payment 10 - 15 minute break HOUR 3 Exercise 8 - 3 way match - tolerance failure Exercise 9 - Progress Payment - tolerance failure Exercise 10 - 3 way match - match failure Researching Tolerance/Match Failures Exception Processing (1460) Exception Processing (1465) 10 - 15 minute break HOUR 4 Open Items Summary (1440) Invoices By Purchase Order Contract (1530) Invoices By Vendor (1540) Open Voucher By Department (1480) Posting of Generated Vouchers Voucher By Purchase Order (1490) Matching Detail By Voucher (1740) Document Cancellation (8500) Exercise 11 - Cancelling an Invoice Exercise 12 - Cancelling a Voucher

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TABLE OF CONTENTS

Getting Around ADPICS 4 - 5 Processing Flows 6 Matching ProcessTerminology 7 Overview Of The Matching Process 8 - 11 Matching Rules Table Maintenance 12 - 13 Accounts Payable Terminology 14 Invoice Header Entry (1500) 15 - 17 Step By Step Instructions - Two and Three way matches 18 - 19, 22 - 24 Invoice Detail Entry (1510) 20 - 21 Step By Step Instructions - Progress Payments 25, 27 - 29 Invoice Detail Entry (1515) - Progress Payments 26 Easy Steps - Invoice Processing - Two and Three way matches 30 Easy Steps - Invoice Processing - Progress Payments 31 Researching Matching/Tolerance Failures 32 - 36 Purchase Order Document Inquiry (2150) 33 - 34 Receipts By Purchase Order/Contract (3200) 35 - 36 Exception Processing 37

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TABLE OF CONTENTS Step By Step Exception Processing -Two and Three way matches 38 - 39 Step By Step Exception Processing - Progress Payments 40 Easy Steps - Exception Processing 41 - 42 Open Item Summary (1440) 43 - 44 Invoices By Purchase Order/Contract (1530) 45 - 46 Invoices By Vendor (1540) 47 Open Voucher By Department (1480) 48 Voucher Header Entry (1410) 49 - 51 Step By Step Instructions - Voucher Processing 52 - 55 Easy Steps - Voucher Processing 56 Voucher Accounting Information Summary (1430) 57 Voucher Commodity Summary (1450) 58 Researching R*STARS Errors 59 - 62 Vouchers By Purchase Order (1490) 63 Matching Detail By Voucher (1740) 64 Document Cancellation (8500) 65 Step By Step Instructions - Document Cancellation 66 - 67

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GETTING AROUND ADPICS Helpful Hints: þ Menus are accessed by pressing the function key that corresponds to the selection number

on the menu screen. For example, pressing F1 from the Main Menu accesses the Accounts Payable Menu.

þ Always use the <Tab> key to move around the screen, not the arrow keys. If the tab key

skips a field, the field is protected. The system will not allow the user to enter data in protected fields.

þ If data fills all available characters in a field, the cursor will automatically skip to the next

enterable field. þ The mainframe is not case sensitive. Therefore, it is not necessary to capitalize when typing

data on the screen. All text is stored and displayed in UPPER CASE only. þ Key data is the data that uniquely identifies each record in the system. For example, the

identification number assigned by the system is key data. Key data is entered on inquiry screens to retrieve a specific record.

þ When the <Clear> key is pressed, the system returns to the screen that was previously

displayed. For example, if the Procurement Transactions Menu is accessed from the Main Menu, the system returns you to the Main Menu when <Clear> is pressed. The key used to perform the <Clear> function differs between computers.

þ When the <Enter> key is pressed, the system queries existing records to retrieve the record

that matches the key information entered. The key used to perform the <Enter> function differs between computers.

þ Default values are generally overridden by typing another valid value in the field. þ System messages are displayed across the bottom of the screen.

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GETTING AROUND ADPICS Standard Function Keys: þ The terms F1 and PF1 are synonymous. “F” refers to function keys on a PC keyboard,

whereas “PF” refers to program function keys on a mainframe keyboard.

þ F1-HELP: F1 can be pressed from any ADPICS screen to access the Help Inquiry (9000) screen. The Help Inquiry provides general information about the screen from which you pressed F1.

þ F2-SELECT: F2 is used to select a marked item. Selecting usually transfers you to another

screen that provides more information about the selected item. In some cases, selecting transfers you to an inquiry that provides valid values for a specific data entry field.

þ F3-DELETE: F3 is used to delete an unposted transaction. Your security profiles

determines if you have authority to use the delete function. þ F5-NEXT: F5 is used to scroll through existing records. When F5 is pressed, the first record

that you are authorized to view is displayed. Continue to press F5 to display additional records. Your security profile determines which records you are authorized to view.

þ F8-NEXT PG, F7-PRIOR PG: These function keys are used to scroll forward or backward

through multiple page documents. If a document has multiple blocks of text instead of pages, the function key names will be F8-NEXT BLK and F7-PRIOR BLK.

þ F9-LINK: F9 provides a short cut for access the ADPICS screens. In order to use this

function key, you must first enter a screen number in the “LINK TO” field. The screen number is the four digit number following “PCHL” in the upper left corner of each screen.

þ F10-SAVE: F10 is used save new or changed records. The system will not recognize new or

changed information unless this function key is pressed.

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PROCESSING FLOWS

RECORDS PRE-ENCUMBRANCE

RELIEVES PRE-ENCUMBRANCE RECORDS ENCUMBRANCE

RECORDS VOUCHER PAYABLE

PURCHASE ORDER/CONTRACT PROCESSING

BID PROCESSING

REQUISITION PROCESSING

RELIEVES ENCUMBRANCERECORDS EXPENDITURE PRODUCES WARRANT/EFTRECORDS DISBURSEMENT

ADPICS R STARS

2 or 3 WAYMATCH

VOUCHER

RECEIVER

INVOICE

TRANSACTIONS

TRANSACTIONS

TRANSACTIONS

CHANGE ORDERS

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MATCHING PROCESS TERMINOLOGY

TWO WAY MATCH - A two-way match is a type of match that is used on a purchase order when a receiving report is not required to be entered into ADPICS. In order to process an invoice against a purchase order with this match type, the purchase order must be final approved and posted, and the vendor’s invoice must be received in the agency. Two-way match type purchase orders are typically created for service agreements. Required ADPICS Documents: 1. Purchase Order 2. Invoice Voucher THREE WAY MATCH - A three-way match type requires that a receiving report be generated in ADPICS. Both the purchase order and receiving report must be posted. In addition, the vendor’s invoice must be received in the agency. When these three criteria are met, an ADPICS invoice can be generated and posted. Three-way match type purchase orders are typically created for the purchase of goods (commodities). Required ADPICS Documents: 1. Purchase Order 2. Receiving Report 3. Invoice Voucher PROGRESS PAYMENT - Progress payments are two-way match type purchase orders created as a “Lump Sum” that will be invoiced against for a long period of time. The difference between progress payments and other two-way match type purchase orders is that the quantity for a commodity is always 1. The matching process for progress payments does not involve item (quantity) comparison. Progress payments are typically created for monthly contract charges for services or equipment. Required ADPICS Documents: 1. Purchase Order 2. Invoice Voucher

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Overview of the Matching Process

The Two-Way Match Requirements

Purchase Order

# of itemsordered per

line item

Invoice

BilledAmount

PurchaseOrder

Amount

# of itemsbilled

MATCH

MATCHES WITHINTHE DEFINEDTOLERANCE LIMITS

When two-way matching logic is used, the following items are compared:

Units ordered on the purchase order against units billed on the invoice Purchase order price to the invoice price with respect to defined dollar limit tolerances.

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The Three-Way Match Requirements

Purchase Order

# of items

ordered per

line item

Invoice

Billed

Amount

Purchase

Order

Amount

# of items

billedMATCH

MATCHES WITHIN THE DEFINED TOLERANCE LIMITS

Receiving Report

# of items

received per

line item

MATCH

When three-way matching logic is used, the following items are compared:

Units on the purchase order against units on the receiving report against units billed on the invoice

Purchase order price is compared to the invoice price to verify that these prices fall within

the defined tolerance limits.

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The Progress Payment, Two-Way Match Requirements

Purchase Order

PurchaseOrder

Amount

Invoice

BilledAmount

MATCH

MATCHES WITHIN THE DEFINED TOLERANCE LIMITS When two-way matching logic is used on a progress payment, the following item is compared:

Purchase order total line item amount to the invoice total line item amount with respect to defined dollar limit tolerances.

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Progress Payment Example NOTE: When a progress payment match type is used, only the total price (amount) of each commodity line item on the purchase order and invoice are compared, not the number of units ordered. This is because the number of units on a purchase order is always 1 when using a progress payment match type. In addition, the system only compares to and draws down from the total amount calculated for each commodity line item.

For example:

Purchase Order Invoice 1 Invoice 2 Quantity: 1 50 40 Unit Cost: 1,200.00 12.00 12.50

Total Amount: 1,200.00 600.00 500.00 (qty X unit cost)

The system compares and draws down on total amounts:

Purchase Order: 1,200.00

Invoice 1: 600.00

Balance on PO: 600.00

Invoice 2: 500.00 Balance on PO: 100.00

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Matching Rules Table Maintenance (1310) PCHL1310 V4.1 ADVANCED PURCHASING/INVENTORY 01/29/1996 4:01 PM LINK TO: MATCHING RULES TABLE MAINTENANCE MATCHING TYPE : A1 3-WAY MATCH WITH NO TOLERANCE MATCHING LEVEL : D (D=DOCUMENT L=LINE) AUTO-GENERATE VOUCHERS : Y (Y/N) RECEIVING REPORT REQUIRED : Y (Y/N) INVOICE REQUIRED : Y (Y/N) TOLERANCE NOT TO EXCEED : 0 PERCENT AND NOT TO EXCEED : 0 AMOUNT OR PAY IF UNDER : 0 AMOUNT F1-HELP F3-DELETE F5-NEXT F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT

þ The Matching Rules Table Maintenance (1310) screen defines matching rules for the

purchase order/ receiving report/ invoice matching process. Each of the fields on the Matching Rules Table are described below:

– MATCHING TYPE: Value to be used on the purchase order to designate the

matching rules. - MATCHING LEVEL: D (Document Level Matching): The entire document dollar amount is compared to the other documents in the match. If it exceeds the acceptable tolerance amount, the entire document will fail the matching process. L (Line Level Matching) is not currently used in the State of Maryland, however, the system would look at individual commodity line items versus the entire document.

– AUTO-GENERATE VOUCHERS: Value will be Y (yes) or N (no). – RECEIVING REPORT REQUIRED: Value will be Y (yes) or N (no). – INVOICE REQUIRED: Value will be Y (yes) or N (no).

- TOLERANCE: Not To Exceed specifies the maximum percentage and difference amount (between the purchase order and invoice amount) that can be exceeded and still be acceptable for processing. Pay If Under specifies a dollar value ( the difference between the purchase order and invoice amount) that is acceptable regardless of the percentage and difference amount calculations.

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Matching Rules Table Maintenance (1310) Continued To Inquire on the Matching Rules Table Maintenance screen: 1. Press <Home> ; in the Link To field Type <1310>; Press <F-9> 2. Press <F5-Next> to recall the first match type 3. Continue to Press <F5-Next> to scroll through the entire list 4. To inquire on a specific match type, Type the two-digit match type in the Matching Type field ; Press <Enter> Frequently used Match Types AA Progress Payment no tolerance AB Progress Payment 10% tolerance A1 3-Way Match no tolerance A2 3-Way Match 10% tolerance A4 2-Way Match 10% tolerance A5 3-Way Match 5% tolerance A6 2-Way Match no tolerance A9 3-Way Match 10% tolerance $50.00 limit

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ACCOUNTS PAYABLE TERMINOLOGY

INVOICE PROCESSING: Invoice processing in ADPICS involves the replication of an a vendor’s invoice. Information from the vendor’s invoice is entered on the Invoice Header screen (1500). During this process, an invoice sequence number is generated to identify the particular invoice. Successful posting of an invoice sequence number generates an ADPICS voucher. However, posting of an Invoice does not interface to R*STARS and does not have an accounting impact. VOUCHER: A voucher is automatically generated when an invoice is posted. A voucher represents a request for payment (a payable). When vouchers are posted, they are interfaced to R*STARS establishing a voucher payable which will liquidate the encumbrance (Purchase Order). All posted vouchers will need to be transmitted to the General Accounting Division (GAD) of the Comptroller’s Office for pre-audit. The voucher must also be approved for payment by GAD. If the voucher was approved, payment will be made to the vendor by the due date specified on the voucher. AS SOON AS A VENDOR’S INVOICE IS RECEIVED IN THE AGENCY, INVOICE PROCESSING CAN BE STARTED. IT IS NOT NECESSARY TO WAIT FOR COPIES OF PURCHASE ORDERS, PACKING SLIPS, EXC. THE FIRST STEP IN INVOICE PROCESSING IS TO ENTER INFORMATION ABOUT THE VENDOR’S INVOICE ON THE INVOICE HEADER ENTRY SCREEN 1500.

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Invoice Header Entry (1500) PCHL1500 V4.1 ADVANCED PURCHASING/INVENTORY 01/29/1996 4:07 PM LINK TO: INVOICE HEADER ENTRY INVOICE ALL : N (Y/N) INVOICE SEQ : DOC TYPE : IV INV DATE : INVOICE NUMBER : DATE REC : ACTION INDICATOR : N INTF TYPE: XX VOUCHER NO: PURCHASE ORDER NO : NOTE PAD : LETTERS SENT: DOCUMENT STATUS : P.O. DOCUMENT BALANCE: PROPERTY ID : INVOICE AMOUNT : VENDOR NUMBER : ADDRESS : CITY: ST: ZIP: F.O.B. POINT : DISCOUNT TERMS : DISTRIBUTION METHOD: D DISB TYPE: PAYMENT CODE: REJECT CODE: FREIGHT : MATCH TYPE : OTHER CHARGES : SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F8-QUICK ENTRY F9-LINK F10-SAVE F11-VIEW ACCTG F12-REJECT ENTER-INQUIRE CL-EXIT

The main purpose of the Invoice Header Entry (1500) screen is to record information about the invoice received from a vendor.

The data entered on this screen is tied to all of the detail screens created for this invoice.

When an invoice is posted, the document matching process is initiated.

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Invoice Header Entry (1500) - Default Values PCHL1500 V4.1 ADVANCED PURCHASING/INVENTORY 01/29/1996 4:07 PM LINK TO: INVOICE HEADER ENTRY INVOICE ALL : N (Y/N) INVOICE SEQ : DOC TYPE : IV INV DATE : DATE REC : INVOICE NUMBER : ACTION INDICATOR : N INTF TYPE: XX VOUCHER NO: PURCHASE ORDER NO : NOTE PAD : LETTERS SENT: DOCUMENT STATUS : P.O. DOCUMENT BALANCE: PROPERTY ID : INVOICE AMOUNT : VENDOR NUMBER : ADDRESS : CITY: ST: ZIP: F.O.B. POINT : DISCOUNT TERMS : DISTRIBUTION METHOD: D DISB TYPE: PAYMENT CODE: REJECT CODE: FREIGHT : MATCH TYPE : OTHER CHARGES : SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F8-QUICK ENTRY F9-LINK F10-SAVE F11-VIEW ACCTG F12-REJECT ENTER-INQUIRE CL-EXIT The fields highlighted on the screen print above contain default values. Default values are

used whenever possible to minimize the amount of required data entry.

– INVOICE ALL: Defaults to “N” – DOC TYPE: Defaults to the document type defined for your department on the

Department Table (5970). – ACTION IND: Defaults to “N” (not posted). – INTF TYPE: Defaults to “XX” (does not interface to R*Stars). – DISTRIBUTION METHOD: Defaults to “D”, divide freight and other charge amounts

to existing accounting classification(s).

Default values are generally overridden by typing another valid value in the field.

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Invoice Header Entry (1500) - Required Fields PCHL1500 V4.1 ADVANCED PURCHASING/INVENTORY 01/29/1996 4:07 PM LINK TO: INVOICE HEADER ENTRY INVOICE ALL : N (Y/N) INV DATE : INVOICE SEQ : DOC TYPE : IV INVOICE NUMBER : DATE REC : ACTION INDICATOR : N INTF TYPE: XX VOUCHER NO: PURCHASE ORDER NO : NOTE PAD : LETTERS SENT: DOCUMENT STATUS : P.O. DOCUMENT BALANCE: PROPERTY ID : INVOICE AMOUNT : VENDOR NUMBER : ADDRESS : CITY: ST: ZIP: F.O.B. POINT : DISCOUNT TERMS : DISTRIBUTION METHOD: D DISB TYPE: PAYMENT CODE: REJECT CODE: FREIGHT : MATCH TYPE : OTHER CHARGES : SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F8-QUICK ENTRY F9-LINK F10-SAVE F11-VIEW ACCTG F12-REJECT ENTER-INQUIRE CL-EXIT

In addition to the fields that contain default values, data must be entered in the following required fields:

– INV DATE: Enter the date on the vendor’s invoice.

- INVOICE NUMBER: Enter the number from the vendor’s invoice.

– DATE REC: Enter the date the invoice was received in the agency.

– PURCHASE ORDER NO: Enter the purchase order number related to the invoice.

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Step By Step Instructions Invoice Processing- Two and Three Way Matches

1. Press <Home>; In the Link To field Type <1500> ; Press <F9> Invoice Header Entry (1500) PCHL1500 V4.1 ADVANCED PURCHASING/INVENTORY LINK TO: INVOICE HEADER ENTRY INVOICE ALL : N (Y/N) INVOICE SEQ : DOC TYPE : IV 2INV DATE : 3INVOICE NUMBER : 4DATE REC : ACTION INDICATOR : N INTF TYPE: XX VOUCHER NO: 5PURCHASE ORDER NO : NOTE PAD : LETTERS SENT: DOCUMENT STATUS : P.O. DOCUMENT BALANCE: PROPERTY ID : INVOICE AMOUNT : VENDOR NUMBER : ADDRESS : CITY: ST: ZIP: F.O.B. POINT : DISCOUNT TERMS : DISTRIBUTION METHOD: D DISB TYPE: PAYMENT CODE: REJECT CODE: FREIGHT : MATCH TYPE : OTHER CHARGES : SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F8-QUICK ENTRY F9-LINK 6F10-SAVE F11-VIEW ACCTG F12-REJECT ENTER-INQUIRE CL-EXIT 2. <Tab> to the INV DATE field; Enter the date printed on the vendor’s invoice. 3. <Tab> to the INVOICE NUMBER field; Enter the vendor’s invoice number. 4. <Tab> to the DATE REC field; Enter the date the invoice was received by your agency.

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Step By Step Instructions - Two and Three Way Matches 5. <Tab> to the PURCHASE ORDER NO field; Enter the ID of the purchase order

associated with the invoice. PCHL1500 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 9:36 AM LINK TO: INVOICE HEADER ENTRY INVOICE ALL : N (Y/N) DOC TYPE : IV INV DATE : 100196 INVOICE SEQ : INVOICE NUMBER : ex-464978 DATE REC : 082796 INTF TYPE: XX VOUCHER NO: ACTION INDICATOR : N PURCHASE ORDER NO : r00p7000070 NOTE PAD : LETTERS SENT: DOCUMENT STATUS : P.O. DOCUMENT BALANCE: PROPERTY ID : INVOICE AMOUNT : VENDOR NUMBER : ADDRESS : CITY: ST: ZIP: F.O.B. POINT : DISCOUNT TERMS : DISTRIBUTION METHOD: D DISB TYPE: PAYMENT CODE: REJECT CODE: FREIGHT : MATCH TYPE : OTHER CHARGES : SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F8-QUICK ENTRY F9-LINK F10-SAVE F11-VIEW ACCTG F12-REJECT ENTER-INQUIRE CL-EXIT

6. Press <F10-SAVE> to save the invoice. The system generates an invoice sequence number (do not forget to write this number

down) and transfers to the Invoice Detail Entry (1510) screen. The purchase order detail line information is displayed on the Invoice Detail Entry (1510) screen.

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Invoice Detail Entry (1510) - Default Values PCHL1510 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 9:44 AM LINK TO: INVOICE DETAIL ENTRY INVOICE SEQ : R00IV000103 INVOICE NUMBER: EX-464978 PURCHASE ORDER: R00P7000070 REQUISITION : R00P7000070 LINE NO : 001 COMMODITY ID : 77777-000004 PENS BLACK MED U/M : DZ QTY REMAINING : 1,377.00 PO UNIT COST: 1.6500 PO DISCOUNT : QTY INVOICED : UNIT COST : IVC DISCOUNT: STATE TAX : LOCAL TAX : TOTAL: DESCRIPTION: BLOCK 001 OF 001 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SAVE F11-VIEW ACCTG ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE

– INVOICE SEQ: Defaults to the invoice sequence number assigned by the system when the invoice header (1500) was saved.

– INVOICE NUMBER: Displays the vendor’s invoice number which was entered on the invoice header.

– PURCHASE ORDER: Displays the purchase order number which was entered on the invoice header.

– REQUISITION: Displays the requisition number associated with the referenced purchase order.

– LINE NO: Displays the requisition line number associated with the referenced purchase order.

– COMMODITY ID: Displays the commodity number associated with the requisition line number.

– U/M: Displays the purchase unit of measure associated with the requisition line number .

– QTY REMAINING: The system calculates and displays the Purchase Order Quantity minus the posted Invoice Quantity.

– PO UNIT COST: Displays the unit cost associated with the requisition line number.

– PO DISCOUNT: Displays the discount percentage associated with the purchase order.

– DESCRIPTION: Displays up to ten 70-character lines of text (specifications) associated with the requisition line number.

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Invoice Detail Entry (1510) - Required Fields PCHL1510 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 9:44 AM LINK TO: INVOICE DETAIL ENTRY INVOICE SEQ : R00IV000103 INVOICE NUMBER: EX-464978 PURCHASE ORDER: R00P7000070 REQUISITION : R00P7000070 LINE NO : 001 COMMODITY ID : 77777-000004 PENS BLACK MED U/M : DZ QTY REMAINING : 1,377.00 PO UNIT COST: 1.6500 PO DISCOUNT : QTY INVOICED : UNIT COST : IVC DISCOUNT: STATE TAX : LOCAL TAX : TOTAL: DESCRIPTION: BLOCK 001 OF 001 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SAVE F11-VIEW ACCTG ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE

In addition to the fields containing default values, data must be entered in the following required fields:

– QTY INVOICED: Enter the quantity from the vendor’s invoice for the commodity

displayed. – UNIT COST: Enter the unit cost from the vendor’s invoice for the commodity

displayed.

þ CAUTION: Make sure that you have the same exact commodity displayed as invoiced. The same commodity identifaction number may appear on a purchase order more than once with different specifications and unit costs. The description field displays the specifications entered on the purchase order.

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Invoice Detail Entry (1510) - Step By Step Instructions - Two and Three Way Matches PCHL1510 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 9:44 AM LINK TO: INVOICE DETAIL ENTRY INVOICE SEQ : R00IV000103 INVOICE NUMBER: EX-464978 PURCHASE ORDER: R00P7000070 REQUISITION : R00P7000070 LINE NO : 001 COMMODITY ID : 77777-000004 PENS BLACK MED U/M : DZ 1,377.00 1.6500 PO DISCOUNT : QTY REMAINING : PO UNIT COST: 7QTY INVOICED : 73. 8UNIT COST : 1.65 IVC DISCOUNT: STATE TAX : LOCAL TAX : TOTAL: DESCRIPTION: BLOCK 001 OF 001 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F7-PRIOR BLK F8-NEXT BLK F9-LINK 9F10-SAVE F11-VIEW ACCTG ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE

7. Enter the quantity from the vendor’s invoice for the detail line displayed. 8. <Tab> to the UNIT COST field ; Enter the unit cost from the vendor’ invoice for the detail

line displayed. 9. Press F10-SAVE. If the purchase order has more than one detail line, the next detail line is displayed.

Repeat steps 7- 9 until all items on the invoice have been entered. The message “NO MORE DETAIL LINES, DETAIL DATA ENTRY COMPLETE” is displayed when the last item on the purchase order is updated.

10. When you are finished entering the detail invoice data, Press <Clear> to return to the

Invoice Header Entry (1500) screen.

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Invoice Header Entry (1500) - Step By Step Instructions - Two and Three Way Matches PCHL1500 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 10:03 AM LINK TO: INVOICE HEADER ENTRY INVOICE ALL : N (Y/N) INVOICE SEQ : R00IV000103 DOC TYPE : IV INV DATE : 10/01/1996 INVOICE NUMBER : EX-464978 DATE REC : 08/27/1996 12ACTION INDICATOR : N INTF TYPE: XX VOUCHER NO: PURCHASE ORDER NO : R00P7000070 NOTE PAD : N LETTERS SENT: 0 DOCUMENT STATUS : NOPT P.O. DOCUMENT BALANCE: 3,715.80 PROPERTY ID : INVOICE AMOUNT : 120.45 11VENDOR NUMBER : 1820477390 BOISE CASCADE ADDRESS 11___ : PO BOX 360755 CITY: PITTSBURGH ST: PA ZIP: 15250 6755 F.O.B. POINT : DEST DISCOUNT TERMS : NET DISTRIBUTION METHOD: D DISB TYPE: PAYMENT CODE: REJECT CODE: FREIGHT : MATCH TYPE : A1 OTHER CHARGES : SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F8-QUICK ENTRY F9-LINK 13F10-SAVE F11-VIEW ACCTG F12-REJECT ENTER-INQUIRE CL-EXIT

11. Verify that the information entered for this invoice is correct. It is especially important to

verify the vendor information. The vendor information is displayed from the R*STARS Vendor Mail Code Profile (51). If the mail code field is blank, the address from mail code “000” is displayed.

If the VENDOR ID is incorrect:

a. <Tab> to the VENDOR NUMBER field. b. Type the correct vendor ID*. c. Press<F10-SAVE>. The message “VENDOR NOT ON PO, PRESS F10 AGAIN

TO SAVE INVOICE WITH THIS VENDOR” is displayed. d. Press <F10-SAVE> to change the vendor ID. The system transfers to the Invoice

Detail Entry (1510) screen. Press <Clear> to return to the Invoice Header Entry (1500) screen.

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Step By Step Instructions - Two and Three Way Matches If the VENDOR ADDRESS is incorrect:

a. <Tab> to the ADDRESS field (located between the field name and colon). b. Type the correct mail code*. c. Press <F10-SAVE> to change the address. The system transfers to the Invoice


*If you do not know the vendor ID or appropriate mail code, Press <Home> to position the cursor in the LINK TO field, Type “3A” ; Press<F9-LINK> to transfer to the R*STARS Vendor Alpha Inquiry. On the Vendor Alpha Inquiry, <Tab> to the search name field, Type the vendor name; Press <Enter>. Locate the vendor and write down the appropriate vendor ID or mail code. Press <Clear> to return to the Invoice Header Entry (1500) screen.

12. If all information is correct, <Tab> to the ACTION INDICATOR field, Type “P” to post the invoice.

13. Press <F10-SAVE>. One of two messages will appear :

a. Invoice Posted, Voucher ____________ Successfully Generated This message indicates that the matching process was successful. The system

has generated a voucher for this invoice. b. Tolerance Or Matching Errors Press <F10> To Confirm Post This message indicates that matching between the purchase order and invoice

(two-way match) or between the purchase order, receiving, and invoice (three-way match) was unsuccessful. If F10 is pressed again, one of the following messages will be displayed:

1. Invoice Posted, Voucher Not Generated - Match Failed Or Rcv Report Needed 2. Invoice Posted With Error Status Due to Tolerance Failure at Voucher Generation Research why the match failed and use change order or exception processing

to generate a voucher for this invoice.

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Step By Step Instructions Invoice Processing- Progress Payments 1. Press <Home>; In the Link To field Type <1500>; Press <F9> PCHL1500 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 1:39 PM LINK TO: INVOICE HEADER ENTRY INVOICE ALL : N (Y/N) INVOICE SEQ : DOC TYPE : IV INV DATE : 100196 INVOICE NUMBER : ex-051218179 DATE REC : 100196 ACTION INDICATOR : N INTF TYPE: XX VOUCHER NO: PURCHASE ORDER NO : r00p7000105 NOTE PAD : LETTERS SENT: DOCUMENT STATUS : P.O. DOCUMENT BALANCE: PROPERTY ID : INVOICE AMOUNT : VENDOR NUMBER : ADDRESS : CITY: ST: ZIP: F.O.B. POINT : DISCOUNT TERMS : DISTRIBUTION METHOD: D DISB TYPE: PAYMENT CODE: REJECT CODE: FREIGHT : MATCH TYPE : OTHER CHARGES : SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F8-QUICK ENTRY F9-LINK F10-SAVE F11-VIEW ACCTG F12-REJECT ENTER-INQUIRE CL-EXIT

2. <Tab> to INV DATE field; Enter the date printed on the vendor’s invoice. 3. <Tab> to the INVOICE NUMBER field; Enter the vendor’s invoice number. 4. <Tab> to the DATE REC field; Enter the date the invoice was received by your agency. 5. <Tab> to the PURCHASE ORDER NO field; Enter the ID of the purchase order

associated with the invoice. 6. Press<F10-SAVE>to save the invoice. The system transfers to the Invoice Detail Entry

(1515) screen.

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Invoice Detail Entry (1515) - Progress Payment PCHL1515 V4.1 ADVANCED PURCHASING/INVENTORY 01/30/1996 10:39 AM LINK TO: INVOICE DETAIL ENTRY INVOICE SEQ : R00IV00056 INVOICE NUMBER: 955850672 ------------------------------------------------------------------------------- PURCHASE ORDER: R00P7000072 REQ: R00R7000172 LINE NO : 001 U/M: EA COMMODITY ID : 29558-000001 DATA PROCESSING CONSULTING TOTAL REMAINING ON PO: 40,000.00 STATE TAX : LOCAL TAX : TOTAL AMOUNT INVOICED: DESCRIPTION: BLOCK 001 OF 001 APPLICATION SYSTEMS IMPLEMENTATION SUPPORT F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SAVE F11-VIEW ACCTG ENTER-INQUIRE CL-EXIT

Note the difference in appearance between this screen (1515) and the detail screen for two and three-way matches (1510). Screen 1515 is used for progress payments which are two-way matches (invoice against purchase order based on dollar

amount).

The fields below are the only defaulted fields that are different from that of any other type of invoice:

– REQ: Displays the requisition number associated with the referenced purchase

order.

– TOTAL REMAINING ON PO: The system calculates and displays the total amount remaining on the Purchase Order.

The field below is the only required data entry field for progress payments:

− TOTAL AMOUNT INVOICED: Enter the cost of the commodity from the vendor’s invoice.

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Invoice Detail Entry (1515) - Step By Step Instructions - Progress Payment PCHL1515 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 1:58 PM LINK TO: INVOICE DETAIL ENTRY INVOICE SEQ : R00IV000104 INVOICE NUMBER: EX-051218179 ------------------------------------------------------------------------------- PURCHASE ORDER: R00P7000105 REQ: R00P7000105 LINE NO : 001 U/M: EA COMMODITY ID : 98559 RENTAL, OFFICE EQUIPMENT 8,670.00 STATE TAX : LOCAL TAX : TOTAL REMAINING ON PO: TOTAL AMOUNT INVOICED: 190. DESCRIPTION: BLOCK 001 OF 001 MONTHLY MINUMUM CONTRACT CHARGE F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SAVE F11-VIEW ACCTG ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE 7. <Tab> to the TOTAL AMOUNT INVOICED field ; Enter the amount invoiced. 8. Press <F10-SAVE>. If the purchase order has more than one detail line, the next detail line is displayed.

Repeat step 7- 8 until all items on the invoice have been entered. The message “NO MORE DETAIL LINES, DETAIL DATA ENTRY COMPLETE” is displayed when the last item on the purchase order is updated.

9. When you are finished entering the detail invoice data, Press <Clear> to return to the

Invoice Header Entry (1500) screen.

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Invoice Header Entry (1500) - Step By Step Instructions - Progress Payment PCHL1500 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 2:17 PM LINK TO: INVOICE HEADER ENTRY INVOICE ALL : N (Y/N) INVOICE SEQ : R00IV000104 DOC TYPE : IV INV DATE : 10/01/1996 INVOICE NUMBER : EX-051218179 DATE REC : 10/01/1996 ACTION INDICATOR : N INTF TYPE: XX VOUCHER NO: PURCHASE ORDER NO : R00P7000105 NOTE PAD : N LETTERS SENT: 0 DOCUMENT STATUS : NOPT P.O. DOCUMENT BALANCE: 14,670.00 PROPERTY ID : INVOICE AMOUNT : 190.00 VENDOR NUMBER : 1160468020 XEROX CORPORATION ADDRESS : 800 CARILLON PARKWAY CITY: ST PETERSBURG ST: FL ZIP: 33716 F.O.B. POINT : DEST DISCOUNT TERMS : NET DISTRIBUTION METHOD: D DISB TYPE: PAYMENT CODE: REJECT CODE: FREIGHT : MATCH TYPE : AB OTHER CHARGES : SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F8-QUICK ENTRY F9-LINK F10-SAVE F11-VIEW ACCTG F12-REJECT ENTER-INQUIRE CL-EXIT

10. Verify that the information entered for this invoice is correct. It is especially important to

verify the vendor information. The vendor information is displayed from the R*STARS Vendor Mail Code Profile (51). If the mail code field is blank, the address from mail code “000” is displayed.

If the VENDOR ID is incorrect:

a. <Tab> to the VENDOR NUMBER field. b. Type the correct vendor ID*. c. Press <F10-SAVE>. The message “VENDOR NOT ON PO, PRESS F10 AGAIN

TO SAVE INVOICE WITH THIS VENDOR” is displayed. d. Press <F10-SAVE> to change the vendor ID. The system transfers to the Invoice


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Step By Step Instructions - Progress Payment If the VENDOR ADDRESS is incorrect:

a. <Tab> to the ADDRESS field (located between the field name and colon). b. Type the correct mail code*. c. Press F10-SAVE to change the address. The system transfers to the Invoice


*If you do not know the vendor ID or appropriate mail code, Press <Home> to position the cursor in the LINK TO field, Type “3A” ; Press F9-LINK to transfer to the R*STARS Vendor Alpha Inquiry. On the Vendor Alpha Inquiry, <Tab> to the search name field, Type the vendor name ; Press <Enter>. Locate the vendor and write down the appropriate vendor ID or mail code. Press <Clear> to return to the Invoice Header Entry (1500) screen.

11. If all information is correct, <Tab> to the ACTION INDICATOR field, Type “P”. 12. Press F10-SAVE. One of two messages will appear:

a. Invoice Posted, Voucher ____________ Successfully Generated This message indicates that the matching process was successful. The system

has generated a voucher for this invoice. b. Tolerance Or Matching Errors Press <F10> To Confirm Post This message indicates that matching between the purchase order and invoice

(two-way match) or between the purchase order, receiving, and invoice (three-way match) was unsuccessful. If F10 is pressed again, one of the following messages will be displayed:

1. Invoice Posted, Voucher Not Generated - Match Failed Or Rcv Report Needed 2. Invoice Posted With Error Status Due to Tolerance Failure at Voucher Generation

Research why the match failed and use change order or exception processing to generate a voucher for this invoice.

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EASY STEPS: INVOICE PROCESSING - TWO AND THREE WAY MATCHES

1. In the Link To field Type <1500>; Press <F9> 2. Populate the following required fields: Inv Date (date printed on the vendor’s invoice) Invoice Number Date Rec (date the invoice was received in the agency)

Purchase Order No 3. Press <F10> to save the Invoice Header (The system will advance to 1510) 4. On screen 1510, Enter the Qty Invoiced (vendor’s invoice) 5. Enter the Unit Cost of the commodity 6. Press <F10> to save (The system will give you the next Commodity line item existing on the Purchase Order) 7. Repeat steps 4 - 6 for each commodity invoiced 8. After entering all data for the commodities on the 1510 screen, Clear back to screen 1500 9. Verify that all information entered is correct : a. Invoice Amount - If this amount does not equal the vendor’s invoice Press <F6> to view the document, then select the appropriate line number and make the changes (the system will transfer you to screen 1510). Save all changes by pressing <F10>. b. Vendor Number - If the vendor is incorrect, Tab to this field and Type in the correct Vendor ID. Press <F10> to save. c. Address - If the remittance address on the vendor’s invoice is different from that on the purchase order, Tab to this field and Type in the correct mailcode. Press <F10> to save.

Note: Whenever F10 is pressed, the system will advance to the detail entry screen (1510). When you are ready to post the invoice, clear back to screen 1500. 10. To post the invoice, Tab to the Action Indicator field; Type <P>; Press <F10> If the invoice posted successfully the system will generate a voucher, write the voucher number down on the invoice.

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EASY STEPS: INVOICE PROCESSING - PROGRESS PAYMENTS

1. In the Link To field Type <1500>; Press <F9> 2. Populate the following required fields: Inv Date (date printed on the vendor’s invoice) Invoice Number Date Rec (date the invoice was received in the agency)

Purchase Order No 3. Press <F10> to save the Invoice Header (The system will advance to 1515) 4. On screen 1515, Enter the Total Amount Invoiced for the commodity 5. Press <F10> to save (The system will give you the next commodity line item existing on the Purchase Order) 6. Repeat steps 4 - 5 for each commodity invoiced 7. After entering all commodities on the 1515 screen, Clear back to screen 1500 8. Verify that all information entered is correct : a. Invoice Amount - If this amount does not equal the vendor’s invoice Press <F6> to view the document, then select the appropriate line number and make the changes (the system will transfer you to screen 1515. Save all changes by pressing <F10>. b. Vendor Number - If the vendor is incorrect, Tab to this field and Type in the correct Vendor ID. Press <F10> to save. c. Address - If the remittance address on the vendor’s invoice is different from that on the purchase order, Tab to this field and Type in the correct mailcode. Press <F10> to save.

Note: Whenever F10 is pressed, the system will advance to the detail entry screen (1515). When you are ready to post the invoice, clear back to screen 1500. 9. To post the invoice, Tab to the Action Indicator field; Type <P>; Press <F10> If the invoice posted successfully the system will generate a voucher, write the voucher number down on the invoice.

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Researching Matching/Tolerance Failures þ If you received the following message after trying to post an Invoice: “Tolerance or Matching Errors Press <F10> To Confirm Post” The system is warning you that the matching process between the purchase order and invoice (two-way match) or between the purchase order, receiving, and invoice (three-way match) was unsuccessful. If F10 is pressed again, one of the following messages will be displayed:

1. Invoice Posted, Voucher Not Generated - Match Failed Or Rcv Report Needed 2. Invoice Posted With Error Status Due to Tolerance Failure at Voucher Generation

þ Before pressing F10 again, you should research why the matching process failed. The

matching process involves two different types of comparison. You will receive a Match Failure if you do not have all the required documents posted in the system. In addition, the quantity of items that you are invoicing should have been ordered and received (if a three way match). You will receive a Tolerance Failure if you exceed the specified tolerance percentage and/or dollar amount on the purchase order.

þ To resolve match failures, work with either the Receiving Department or

Procurement/Purchasing Office. You may even have to resolve the problems with the vendor. The vendor should be honoring the Purchase Order since this document is a legally binding contract. You should not receive an invoice for items not listed on the purchase order. In addition, the Receiving Department should not receive the goods if they were not listed on the purchase order. Normally, you would not want to use exception processing in this instance.

þ When trying to resolve tolerance failures, you will want to work with the

Procurement/Purchasing Office to decide if a change order to the purchase order is necessary or if processing the payment through Exception Processing (discussed later in the training material) is more beneficial. Note: Exception Processing can not be used when the quantity to be invoiced exceeds the remaining quantity on the purchase order.

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Researching Matching/Tolerance Failures Purchase Order Document Inquiry (2150) PCHL2150 V4.1 ADVANCED PURCHASING/INVENTORY 08/26/1996 3:23 PM LINK TO: PURCHASE ORDER DOCUMENT INQUIRY PAGE 00001 OF 00003 GRAPHICAL PRINT (Y/N): Y PO ID : R00P7000003 CONTRACT AMOUNT : 500.00 PRT SWITCH (R/C): R REQ ID : R00R7000171 000 REMAINING AMOUNT : 500.00 PO PRINTED : N BPO ID: R00B7000002 0001 NOTE PAD (Y/N): N MATCH TYPE: A2 VENDOR 1520809127 : ARUNDEL OFFICE EQUIPMENT INC =============================================================================== DELIVER TO NAME DELIVERY DATE: 09/30/96 EXPIRATION DATE: 07/01/97 --------------- MSDE SHIP TO ADDRESS VENDOR ADDRESS --------------- -------------- MARYLAND 1825 GEORGE AVE. 200 W.BALTIMORE BALTIM MD 21222 ANNAPOLIS MD 21401 DISCOUNT TERMS: NET FOB POINT : DEST F1-HELP F5-NEXT F6-HEADER F7-PREV PG F8-NEXT PG F9-LINK F12-PRINT ENTER-INQUIRE Purchase Order Document Inquiry (2150) can be used to view the purchase order. For the

purposes of researching matching process failures, you would want to look at the match type and the remaining amount on the purchase order first. If the match type is a three-way match type and you are receiving a matching error you would also want to verify that the receiving report(s) for the items you are invoicing has been generated and posted.

Information is accessed on screen 2150 by typing in the purchase order number in the PO ID

field and pressing Enter. The entire purchase order can be viewed by pressing <F8-Next page> until there are no

more pages remaining. For tolerance failures, you may want to look at each line item on the purchase order to determine the quantities and/or unit cost that have been exceeded for any of the items on your invoice.

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Researching Matching/Tolerance Failures Purchase Order Document Inquiry (2150) - Step By Step Instructions PCHL2150 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 8:43 AM LINK TO: PURCHASE ORDER DOCUMENT INQUIRY PAGE 00001 OF 00004 GRAPHICAL PRINT (Y/N): Y 1PO ID : R00P7000070 CONTRACT AMOUNT : 4,818.00 PRT SWITCH (R/C): R REQ ID : R00P7000070 000 REMAINING AMOUNT : 4,804.80 PO PRINTED : N BID ID: NOTE PAD (Y/N): N 3MATCH TYPE: A1 VENDOR 1820477390 : BOISE CASCADE =============================================================================== DELIVER TO NAME DELIVERY DATE: 08/27/96 EXPIRATION DATE: --------------- JP SHIP TO ADDRESS VENDOR ADDRESS --------------- -------------- MARYLAND PO BOX 360755 200 W.BALTIMORE BALTIM MD 21222 PITTSBURGH PA 15250 6755 DISCOUNT TERMS: NET FOB POINT : DEST F1-HELP F5-NEXT F6-HEADER F7-PREV PG F8-NEXT PG F9-LINK F12-PRINT 2ENTER-INQUIRE INQUIRY SUCCESSFUL, READY TO PROCESS NEXT REQUEST 1. Type the purchase order number in the PO ID field. 2. Press <Enter> 3. Note the Match Type. If you do not know what the match type means, Link to screen 1310 Matching Rules Table Maintenance. If the match type is a 3 way match, Link to screen 3200 Receipts by Purchase Order/Contract. 4. Another important piece of information found on the 2150 screen is the remaining balance left on the purchase order. If your invoice is more than what is left on the purchase order, you may need to exception process the invoice depending on the tolerance level determined by the match type.

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Researching Matching/Tolerance Failures Receipts By Purchase Order/Contract (3200) PCHL3200 V4.1 ADVANCED PURCHASING/INVENTORY 08/21/1996 9:06 AM LINK TO: RECEIPTS BY PURCHASE ORDER/CONTRACT PAGE 01 OF 01 PURCHASE ORDER/CONTRACT ID: R00P7000002 ------------------------------------------------------------------------------- RECEIVING QUANTITY DATE REPORT STATUS COMMODITY NAME REQ LINE NO RECEIVED 08/15/96 R00RC000002 PVCH ANTIBIOTICS R00R7000002 001 9.00 BANDAGES R00R7000002 002 08/20/96 R00RC000004 CNCL ANTIBIOTICS R00R7000002 001 10.00 BANDAGES R00R7000002 002 08/21/96 R00RC000005 NOPT ANTIBIOTICS R00R7000002 001 BANDAGES R00R7000002 002 10.00 08/22/96 R00RC000007 POST ANTIBIOTICS R00R7000002 001 1.00 BANDAGES R00R7000002 002 F1-HELP F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT Receipts by Purchase Order/Contract inquiry displays all the receiving reports generated for a given purchase order. The oldest report is displayed first. Information is accessed on this screen by typing the purchase order number in the appropriate field and pressing <Enter>. In order to successfully post an ADPICS invoice for a three-way match type purchase order, a receiving report must be completed for the items that are listed on the vendor’s invoice. Note: The status should read POST, meaning that the receiving report has been posted or it may read PVCH, meaning that the receiving report has been posted and partially vouchered against . If the matching process initially fails because the receiving report was not completed, hold the invoice aside until the Receiving Department enters the receiving report. As soon as the receiving has been completed, a voucher will be automatically generated even if you posted the invoice with an error (Action Indicator field would read “E” on the Invoice Header 1500 screen ). The voucher number will be populated in the field on the 1500 screen when the receiving report is posted. In addition, the voucher will reside on the 1480 Open Vouchers by Department screen. If a receiving report is not displayed, receiving has not been completed and you should contact the Receiving Department.

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Researching Matching/Tolerance Failures Receipts By Purchase Order/Contract (3200) - Step By Step Instructions PCHL3200 V4.1 ADVANCED PURCHASING/INVENTORY 10/04/1996 9:03 AM LINK TO: RECEIPTS BY PURCHASE ORDER/CONTRACT PAGE 01 OF 01 1PURCHASE ORDER/CONTRACT ID: R00P7000070 ------------------------------------------------------------------------------- RECEIVING QUANTITY DATE REPORT STATUS COMMODITY NAME REQ LINE NO RECEIVED 08/27/96 R00RC000003 PVCH PENS BLACK MED R00P7000070 001 1,460.00 PENS R00P7000070 002 1,460.00 F1-HELP F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK 2ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL 1. Type the purchase order number in the Purchase Order/Contract ID field 2. Press <Enter> 3. Verify that the items on the vendor’s invoice have been received and that the status of the receiving report is either: POST- POSTED PVCH - PARTIALLY VOUCHERED 4. If the items have not been received, you should contact the receiving department immediately.

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EXCEPTION PROCESSING Purpose: Exception Processing can be used when the system will not allow an invoice to successfully generate a voucher. This will happen when either the matching process has failed and/or the tolerance level on the purchase order has been exceeded. When trying to post an invoice in one of these situations the user will receive the following message on the Invoice Header Screen 1500: “ Tolerance Or Matching Errors - Press <F10> to Confirm Post” If <F10> is pressed again the system will post the invoice with an error and one of the following messages will be displayed: “Invoice Posted, Voucher Not Generated - Match Failed Or Rcv Report Needed” “Invoice Posted With Error Status Due To Tolerance Failure At Voucher Generation” It is up to your agency to decide if exception processing will be used. In addition, you must have the proper security in ADPICS to access the exception processing screens 1460 and 1465.

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Step By Step Instructions Exception Processing - Two and Three Way Matches 1. Press <Home> in the Link To field Type <1460>; Press <F9>

PCHL1460 V4.1 ADVANCED PURCHASING/INVENTORY LINK TO: EXCEPTION PROCESSING 2INVOICE NUMBER: INVOICE SEQ: 3PURCHASE ORDER: REQUISITION ID: LINE NO: COMMODITY ID : U/M: Q P5EXCEPTION QTY : 6EXC UNIT COST: IVC DISCOUNT: TY REMAINING : O UNIT COST : PO DISCOUNT :

VCH STATE TAX : VCH LOCAL TAX : TOTAL: DESCRIPTION: BLOCK 001 OF 001 F1-HELP 9F5-NEXT F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SAVE 10F11-PROCESS ENTER-INQUIRE CL-EXIT 2. Type the vendor’s invoice number in the INVOICE NUMBER field. 3. <Tab> to the PURCHASE ORDER field ; Enter the ID of the purchase order associated

with the invoice. 4. Press <Enter> to retrieve the purchase order information. 5. <Tab> to the EXCEPTION QTY field ; Enter the quantity to be used to generate the

voucher. NOTE: A quantity greater than the PO remaining quantity cannot be entered on the

Exception Processing (1460) screen. If you want to create a voucher for a quantity greater than the purchase order quantity, process a Purchase Order Commodity Change Order (8400) to increase the purchase order quantity.

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Step By Step Instructions - Exception Processing (1460) 6. <Tab> to the EXC UNIT COST field ; Enter the unit cost to be used to generate the

voucher. 7. Press <F10-SAVE> to save the exception information entered for the detail line. 8. Repeat steps 5- 7 until exception information is entered for all detail lines. 9. Verify the exception information entered by pressing <F5-NEXT> to scroll through the

detail lines. 10. If the entered information is correct, Press <F11-PROCESS> to generate the voucher.

The message “VOUCHER _____________ GENERATED THROUGH EXCEPTION PROCESSING” is displayed on the bottom of the screen.

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Step By Step Instructions Exception Processing - Progress Payments (1465) 1. Press <Home> in the Link To field; Type <1465>; Press <F9> PCHL1465 V4.1 ADVANCED PURCHASING/INVENTORY LINK TO: EXCEPTION PROCESSING 2INVOICE NUMBER: INVOICE SEQ : 3PURCHASE ORDER: ------------------------------------------------------------------------------- REQUISITION ID: LINE NO : U/M: COMMODITY ID : REMAINING BALANCE: VCH STATE TAX: VCH LOCAL TAX : 5EXCEPTION AMOUNT : DESCRIPTION: BLOCK 001 OF 001 F1-HELP 8F5-NEXT F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SAVE 9F11-PROCESS ENTER-INQUIRE CL-EXIT

2. Type the vendor’s invoice number in the INVOICE NUMBER field. 3. <Tab> to the PURCHASE ORDER field; Enter the ID of the purchase order associated

with the invoice. 4. Press <Enter> to retrieve the purchase order information. 5. <Tab> to the EXCEPTION AMOUNT field; Enter the amount to be used to generate the

voucher. 6. Press F10-SAVE to save the exception information entered for the first detail line. 7. Repeat steps 5- 6 until exception information is entered for all detail lines. 8. Verify the exception information entered by pressing F5-NEXT to scroll through the

detail lines. 9. If the entered information is correct, Press F11-PROCESS to generate the voucher. The

message “VOUCHER _____________ GENERATED THROUGH EXCEPTION PROCESSING” is displayed on the bottom of the screen.

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EASY STEPSEXCEPTION PROCESSING

FOR TWO AND THREE WAY MATCH TYPES (1460) 1. Link to screen 1460 2. Type the vendor’s invoice number in the Invoice number field 3. Tab to the Purchase Order field and Type the purchase order number 4. Press <Enter> to retrieve the purchase order information 5. Tab to the Exception Qty field and Enter the quantity (same as what was entered on the invoice detail screen. This quantity cannot be greater than the PO remaining quantity. If it is, exception processing cannot be used. A Purchase Order commodity Change Order (8400) will have to be processed to increase the PO quantity.) 6. Tab to the Exc Unit Cost field and Enter the same unit cost entered on the invoice detail screen 7. Press <F10> to save 8. Repeat Steps 5 - 7 for each commodity invoiced 9. Press <F5- Next> to scroll through the detail lines to verify that the entered information is correct 10. Press <F11- Process> to generate the voucher The message “Voucher Generated Through Exception Processing” will be displayed on the bottom of the screen.

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EASY STEPS

EXCEPTION PROCESSING

FOR PROGRESS PAYMENTS (1465) 1. Link to screen 1465 2. Type the vendor’s invoice number in the Invoice number field 3. Tab to the Purchase Order field and Type the purchase order number 4. Press <Enter> to retrieve the purchase order information 5. Tab to the Exception Amount field and Enter the amount 6. Press <F10> to save 7. Repeat steps 5 - 6 for each commodity invoiced 8. Press <F5> to verify that the data entry is correct 9. Press <F11> to generate the voucher The message “Voucher Generated Through Exception Processing” will be displayed on the bottom of the screen.

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Open Item Summary (1440) PCHL1440 V4.1 ADVANCED PURCHASING/INVENTORY 01/30/1996 2:34 PM LINK TO: PURCHASE ORDER OPEN ITEM SUMMARY PAGE 01 OF 01 PO ID: R00P7000072 PO BALANCE: 50.00 PO MATCH STATUS: S DOCUMENT ID DOC IND BALANCE MATCH STATUS F1-HELP F2-SELECT F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT The Purchase Order Open Item Summary inquiry displays all of the generated

receiving reports and invoices for a given purchase order. Information is accessed on this screen by entering the purchase order number in the

PO ID field and pressing Enter.

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Open Item Summary (1440) - Processing PCHL1440 V4.1 ADVANCED PURCHASING/INVENTORY 01/30/1996 6:11 PM LINK TO: PURCHASE ORDER OPEN ITEM SUMMARY PAGE 01 OF 02 PO ID: R00P7000072 PO BALANCE: 20,000.00 PO MATCH STATUS: PVCH S DOCUMENT ID DOC IND BALANCE MATCH STATUS s R00IV000561 I 20,000.00 CLOS R00RC000501 R CLOS F1-HELP F2-SELECT F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT If you do not find your document on the screen that is displayed, look at the PAGE field in the upper right corner of the screen. If this field indicates that multiple pages are available for review, press F7-PRIOR PAGE or F8-NEXT PAGE to view the additional records.

Select a document ID by placing an “S” in the selection column and press F2- SELECT to view more detail about the selected line. If the DOCUMENT INDICATOR (Doc Ind) is an “I” (Invoice), the system will transfer to the Invoice Header Entry screen (1500). If the DOCUMENT INDICATOR is “R” (Receiving Report), the system will transfer to the Receiving Header Entry screen (3100).

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Invoices By Purchase Order/Contract (1530) PCHL1530 V4.1 ADVANCED PURCHASING/INVENTORY 01/30/1996 2:14 PM LINK TO: INVOICES BY PURCHASE ORDER/CONTRACT PAGE 01 OF 01 PURCHASE ORDER/CONTRACT ID: R00P7000013 ------------------------------------------------------------------------------- S REQ ID LINE COMMODITY INVOICE SEQ INVOICE NUMBER STATUS DATE QTY INVOICED F1-HELP F2-SEL INVOICE F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT The Invoices by Purchase Order/Contract inquiry screen (1530) displays all of the generated invoice sequence number detail lines for a given purchase order. Lines are displayed alphanumerically in invoice sequence number order then in requisition line number order for each invoice sequence number.

Information is accessed on this screen by entering the purchase order number in the appropriate field and pressing Enter.

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Invoices by Purchase Order/Contract (1530) - Processing PCHL1530 V4.1 ADVANCED PURCHASING/INVENTORY 01/30/1996 2:14 PM LINK TO: INVOICES BY PURCHASE ORDER/CONTRACT PAGE 01 OF 01 PURCHASE ORDER/CONTRACT ID: R00P7000013 ------------------------------------------------------------------------------- S REQ ID LINE COMMODITY INVOICE SEQ INVOICE NUMBER STATUS DATE QTY INVOICED s R00P7000013 001 19314-000050 R00IV000002 955850672 POST 01/30/96 10.00 R00P7000013 002 08005-958113 R00IV000002 955850672 POST 01/30/96 10.00 F1-HELP F2-SEL INVOICE F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT If you do not find your particular invoice number on the screen that is displayed, look at the PAGE field in the upper right corner of the screen. If this field indicates that multiple pages are available for review, press F7-PRIOR PAGE or F8-NEXT PAGE to view the additional pages.

Select an invoice detail line by placing an “S” next to the line number and press F2- SEL INVOICE. The system transfers to the Invoice Detail Entry screen (1510).

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Invoices By Vendor (1540) PCHL1540 V4.1 ADVANCED PURCHASING/INVENTORY 11/19/1996 3:14 PM LINK TO: INVOICES BY VENDOR PAGE 06 OF 32 VENDOR ID: 1820477390 NAME : BOISE CASCADE ------------------------------------------------------------------------------- S REQ ID INVOICE NUMBER STATUS DATE COMMODITY LINE QTY INVOICED R00P7000070 16464978 CNCL 08/29/96 77777-000004 001 R00P7000070 CNCL 77777-000001 002 73.00 R00P7000070 SR464978 POST 08/29/96 77777-000004 001 R00P7000070 POST 77777-000001 002 73.00 R00P7000070 26464978 POST 08/29/96 77777-000004 001 R00P7000070 POST 77777-000001 002 73.00 F1-HELP F2-SEL INVOICE F4-VIEW PO F5-NEXT F6-EXCEPTION PROC. F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT

þ The Invoices By Vendor screen will display all of the invoices for a particular vendor that was

generated through Invoice Processing (1500 series screens). The oldest invoice will be displayed first. Each commodity line item of a particular purchase order will be displayed even if the commodity was not invoiced. The Invoice number field will display what was entered on the Invoice Header Entry (1500) this should be the vendor’s invoice number.

þ Information is accessed on this screen by entering either the Vendor Number or Vendor

Name in the appropriate fields and pressing Enter. þ Pressing <F8> will take you to the next page for the vendor you are inquiring on. Pressing

<F5> will take you to the next Vendor Number in the Vendor Table. þ If you want to select an invoice Press <F2>, the system will take you to the Invoice Detail

Entry (1510/1515) screen for the commodity line number you selected. To view the purchase order for the displayed invoice, Press <F4> the system will take you to the Purchase Order Document Inquiry (2150). If you need to exception process the invoice Press <F6>, the system will take you to Exception Processing (1460/1465).

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Open Voucher By Department (1480) PCHL1480 V4.1 ADVANCED PURCHASING/INVENTORY 02/05/1996 1:20 PM LINK TO: OPEN VOUCHER BY DEPARTMENT DEPARTMENT: R00 YOUR DEPARTMENT NAME HERE ------------------------------------------------------------------------------- VENDOR NAME S VOUCHER STATUS VOUCHER TOTAL DUE DATE PO ID BIZMART INC R00V700033 NOPT 625.25 MM/DD/YY R00P7000061 BOISE CASCADE R00V700036 NOPT 8,573.75 MM/DD/YY R00P7000072 COMMERCIAL FURNISHINGS R00D700045 NOPT 140.64 MM/DD/YY LEEPER’S OFFICE EQUIPMENT R00V700040 NOPT 10,000.00 MM/DD/YY R00P7000070 OFFICE MAX R00D700055 NOPT 5,000.00 MM/DD/YY WOLFE’S BUSINESS FURNISHINGS R00D700019 NOPT 379.00 MM/DD/YY WOLFE’S BUSINESS FURNISHINGS R00D700025 NOPT 675.00 MM/DD/YY F1-HELP F2-SELECT F5-NEXT DEPARTMENT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT

Screen 1480 displays all open vouchers for your department. The vouchers will be displayed alphanumerically by Vendor name.

If you do not find your voucher on the screen displayed, you can scroll through the pages by using the function keys F7- Prior Page and F8- Next Page.

Another way to search for a voucher is to search by vendor name. Type in your vendor name in the vendor name field and clear out what is remaining in the field. To initiate the search, press enter. If no exact vendor match is found, the system will display the closest match on the first line. þ You may select a voucher on screen 1480 by tabbing to the voucher number and typing an

“S” in the selection column (after the vendor name) then pressing <F2-Select>. The system will transfer you to the Header Entry screen (1410 for Vouchers, 1800 for Direct Vouchers)

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REVIEWING AND POSTING THE GENERATED VOUCHER þ After the Invoice Sequence Number has been successfully generated and posted, a voucher

number will be generated. The voucher number must be written on the copy of the invoice that is to be submitted to the General Accounting Division (GAD). In addition, the user who is responsible for reviewing and posting the voucher will need to know the voucher number in order to recall it on the Voucher Header Entry (1410) screen. However, all unposted vouchers will be displayed on the 1480 screen Open Vouchers By Department. Link to screen 1480 to find the voucher number if it is not written on the invoice.

Voucher Header Entry (1410) PCHL1410 V4.1 ADVANCED PURCHASING/INVENTORY 01/31/1996 3:15 PM LINK TO: VOUCHER HEADER ENTRY VOUCHER NUMBER : DOC TYPE : VC DATE DUE: ACTION INDICATOR : N PAY CODE: INTF TYPE: VC EFF DATE: STATUS : CHECK NO: NOTE PAD: (Y/N) DEPARTMENT : R00 YOUR DEPARTMENT NAME HERE AMOUNT VOUCHERED : MATCH TYPE : CREATE: PURCHASE ORDER NO : PARTIAL/FINAL: (P/F) UPDATE: INVOICE NUMBER : POST : INVOICE DESC : BPO ID: VENDOR NUMBER : ADDRESS : CITY: ST: ZIP: FREIGHT : : : : DISTRIBUTION METHOD: RETAINAGE AMT: MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG CL-EXIT ENTER-INQUIRE

The main purpose of the Voucher Header Entry screen is to record information about the payment voucher.

The data entered on this screen is tied to all the detail screens for this voucher.

When a voucher is posted, a voucher payable transaction is sent to R*STARS.

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Voucher Header Entry (1410) - Default Values PCHL1410 V4.1 ADVANCED PURCHASING/INVENTORY 01/31/1996 3:15 PM LINK TO: VOUCHER HEADER ENTRY VOUCHER NUMBER : R00V7000250 DOC TYPE : VC DATE DUE: ACTION INDICATOR : N PAY CODE: INTF TYPE: VC EFF DATE: STATUS : CHECK NO: NOTE PAD: (Y/N) DEPARTMENT : R00 YOUR DEPARTMENT NAME HERE AMOUNT VOUCHERED : MATCH TYPE : CREATE: PURCHASE ORDER NO : PARTIAL/FINAL: (P/F) UPDATE: INVOICE NUMBER : POST : INVOICE DESC : BPO ID: VENDOR NUMBER : ADDRESS : CITY: ST: ZIP: FREIGHT : : : : DISTRIBUTION METHOD: RETAINAGE AMT: MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG CL-EXIT ENTER-INQUIRE The fields highlighted on the screen print above contain default values. Default values are used whenever possible to minimize the amount of required data entry.

- DOC TYPE: Defaults to the document type defined for your department on the Department Table (5970). If no document type is defined on the Department Table (5970), the DOC TYPE will default to “VC.”

– ACTION IND: Defaults to “N” (not posted). – INTF TYPE: Defaults to “VC”. – DEPARTMENT: Defaults to your department.

Default values are generally overridden by typing another valid value in the field.

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Voucher Header Entry (1410) - Required Fields PCHL1410 V4.1 ADVANCED PURCHASING/INVENTORY 01/31/1996 3:15 PM LINK TO: VOUCHER HEADER ENTRY VOUCHER NUMBER : R00V7000250 DOC TYPE : VC DATE DUE: MM/DD/YY ACTION INDICATOR : N PAY CODE: INTF TYPE: VC EFF DATE: MM/DD/YY STATUS : NOPT CHECK NO: NOTE PAD: N (Y/N) DEPARTMENT : R00 YOUR DEPARTMENT NAME HERE AMOUNT VOUCHERED : 37.60 MATCH TYPE : A1 CREATE: MM/DD/YY PURCHASE ORDER NO : R00P7000154 PARTIAL/FINAL: (P/F) UPDATE: MM/DD/YY INVOICE NUMBER : 498176 POST : INVOICE DESC : BPO ID: VENDOR NUMBER : 1586504633 BOISE CASCADE ADDRESS : P.O. BOX 360755 CITY: PITTSBURGH ST: PA ZIP: 15250-6755 FREIGHT : : : : DISTRIBUTION METHOD: D RETAINAGE AMT: MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG CL-EXIT ENTER-INQUIRE

In addition to the fields that contain default values, data must be entered in the following required fields:

- PARTIAL/FINAL: Enter “P” if this is a partial payment. Enter “F” if this is the final payment. An “F” in this field will close the purchase order when the voucher is posted. - EFF DATE: Enter the date you want the Voucher to become effective. If no date is entered, the system defaults to the current date after pressing F10-SAVE. - DUE DATE: Enter the date you want the voucher to be due. If no date is entered, the system defaults to the system calculated due date. A short description may be entered in the INVOICE DESC field (Optional).

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Step By Step Instructions Voucher Processing 1. Press <Home> in the Link To field Type <1410> ; Press <F9> Voucher Header Entry (1410) PCHL1410 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/1996 1:48 PM LINK TO: VOUCHER HEADER ENTRY VOUCHER NUMBER : R00V7100052 DOC TYPE : VC DATE DUE: 10/07/1996 ACTION INDICATOR : N PAY CODE: INTF TYPE: VC EFF DATE: 10/07/1996 STATUS : NOPT CHECK NO: NOTE PAD: N (Y/N) DEPARTMENT : R00 MSDE AMOUNT VOUCHERED : 120.45 MATCH TYPE : A1 CREATE: 10/07/96 PURCHASE ORDER NO : R00P7000070 PARTIAL/FINAL: (P/F) UPDATE: 10/07/96 INVOICE NUMBER : EX-464978 POST : INVOICE DESC : BPO ID: VENDOR NUMBER : 1820477390 BOISE CASCADE ADDRESS : PO BOX 360755 CITY: PITTSBURGH ST: PA ZIP: 15250 6755 FREIGHT : : : : DISTRIBUTION METHOD: D RETAINAGE AMT: MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG CL-EXIT ENTER-INQUIRE INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE 2. Type the generated voucher ID in the VOUCHER ID field; Press <Enter>. The system recalls the generated voucher information. 3. This step is optional. <Tab> to the DUE DATE field. The system uses the discount

terms entered on the purchase order to calculate the date payment is due (30 days). If you want to change this date, Type the new due date in MMDDYY format.

4. This step is optional. The effective date defaults to the current date. If you would like to

future or post date the voucher, <Tab> to the EFF DATE field; Enter the appropriate effective date in MMDDYY format.

Note : User Class 99 in R*STARS determines if a user has the capability to post to a future or prior month. Once a prior month is closed, you can no longer post transactions to that month.

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Step By Step Instructions - Voucher Processing 5. <Tab> to the PARTIAL/FINAL field. If this is a partial payment against the purchase order,

Enter “P”. If this is the final payment against the purchase order (that is, no more payments will be processed against the purchase order), Enter “F”.

6. Press F10-SAVE to save the voucher. The system transfers to the Voucher Detail Entry (1420) screen. Voucher Detail Entry (1420) - Viewing the voucher prior to posting PCHL1420 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/1996 2:04 PM LINK TO: VOUCHER DETAIL ENTRY VOUCHER ID : R00V7100052 PURCHASE ORDER: R00P7000070 REQUISITION: R00P7000070 LINE NO : 001 COMMODITY ID : 77777-000004 PENS BLACK MED U/M: EA QTY ORDERED : 1,460.00 POC STATE TAX : POC %DCNT: POC UNIT COST : 1.65 POC LOCAL TAX : PO TOTAL : 2,409.00 QTY VOUCHERED : 73.00 VCH STATE TAX : INV %DCNT: VCH UNIT COST : 1.65 VCH LOCAL TAX : VCH TOTAL: 120.45 DESCRIPTION: BLOCK 001 OF 001 F1-HELP F5-NEXT F6-VIEW DOC F7-PRIOR BLK F8-NEXT BLK F9-LINK F10-SPECS F11-ACCTG ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE 7. Verify the information displayed on the Voucher Detail Entry (1420) screen. Press F5-

NEXT to scroll through the detail information. 8. When you are finished verifying the detail information, Press <Clear> to return to the

Voucher Header Entry (1410) screen.

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Step By Step Instructions - Voucher Processing Voucher Header Entry- Reviewing and Posting the Voucher PCHL1410 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/1996 2:07 PM LINK TO: VOUCHER HEADER ENTRY VOUCHER NUMBER : R00V7100052 DOC TYPE : VC DATE DUE: 10/07/1996 ACTION INDICATOR : N PAY CODE: 00 INTF TYPE: VC EFF DATE: 10/07/1996 STATUS : NOPT CHECK NO: NOTE PAD: N (Y/N) DEPARTMENT : R00 MSDE AMOUNT VOUCHERED : 120.45 MATCH TYPE : A1 CREATE: 10/07/96 PURCHASE ORDER NO : R00P7000070 PARTIAL/FINAL: P (P/F) UPDATE: 10/07/96 INVOICE NUMBER : EX-464978 POST : INVOICE DESC : BPO ID: VENDOR NUMBER : 1820477390 BOISE CASCADE ADDRESS : PO BOX 360755 CITY: PITTSBURGH ST: PA ZIP: 15250 6755 FREIGHT : : : : DISTRIBUTION METHOD: D RETAINAGE AMT: MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG CL-EXIT ENTER-INQUIRE INQUIRY SUCCESSFUL, TRANSACTION READY FOR UPDATE 9. This step is optional. To verify the accounting information on the generated voucher,

Press F11-VIEW ACCTG. The system transfers to the Voucher Accounting Information Summary (1430) screen. If you need to change the accounting, you will need to delete the voucher, cancel the invoice and process a purchase order accounting change order. Alternatively, a Journal Entry can be entered in R*STARS. When you are finished reviewing the appropriation information, Press <Clear> to return to the Voucher Header Entry (1410) screen.

10. This step is optional. To view a summary of the voucher detail, Press F6-VIEW

DOC. The system transfers to the Voucher Commodity Summary (1450) screen. When you are finished reviewing the summary information, Press <Clear> to return to the Voucher Header Entry (1410) screen.

Note: See pages 57 - 58 for further instruction on using Screens 1430 and 1450.

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Step By Step Instructions - Voucher Processing Voucher Header Entry- Reviewing and Posting the Voucher 11. If your voucher references a contract with a percentage based retainage, the retainage

amount will be automatically calculated and subtracted from the voucher total. If your voucher references a contract with a fixed retainage amount, <Tab> to the RETAINAGE AMT field; Enter the amount to be retained from this payment and Press F10-SAVE.

The system transfers to the Voucher Detail Entry (1420) screen. Press <Clear> to return

to the Voucher Header Entry (1410) screen. The AMOUNT VOUCHERED should be decreased by the retainage amount entered.

12. After you have verified that all information contained on the voucher is correct, Press

<Tab> to position the cursor in the ACTION INDICATOR field, Type “P” to post the voucher. 13. Press F10-SAVE. The voucher should now be posted or submitted for approval

processing. PCHL1410 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/1996 2:15 PM LINK TO: VOUCHER HEADER ENTRY 00V7100052 DOC TYPE : VC DATE DUE: 10/07/1996 VOUCHER NUMBER : R ACTION INDICATOR : P PAY CODE: 00 INTF TYPE: VC EFF DATE: 10/07/1996 STATUS : POST CHECK NO: NOTE PAD: N (Y/N) DEPARTMENT : R00 MSDE AMOUNT VOUCHERED : 120.45 MATCH TYPE : A1 CREATE: 10/07/96 PURCHASE ORDER NO : R00P7000070 PARTIAL/FINAL: P (P/F) UPDATE: 10/07/96 INVOICE NUMBER : EX-464978 POST : 10/07/96 INVOICE DESC : BPO ID: VENDOR NUMBER : 1820477390 BOISE CASCADE ADDRESS : PO BOX 360755 CITY: PITTSBURGH ST: PA ZIP: 15250 6755 FREIGHT : : : : DISTRIBUTION METHOD: D RETAINAGE AMT: MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE F11-VIEW ACCTG CL-EXIT ENTER-INQUIRE VOUCHER POSTED

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EASY STEPS VOUCHER PROCESSING

1. Link to screen 1410 2. Enter the Voucher ID in the Voucher Number field; Press <Enter> to recall 3. Tab to the Partial/Final field and Enter: a. <P> If this is a partial payment against the purchase order b. <F> If this is a final payment 4. Press <F10> to save The system will transfer to the Voucher Detail Entry (1420) 5. On screen 1420, verify that all information displayed is correct; Press <F5> to scroll through all the detail lines 6. When you are ready to post the voucher Clear back to screen 1410 7. If the voucher references a contract with a Fixed Retainage; Tab to the Retainage Amt field and Enter the Amount to be retained Clear back to screen 1410 8. After verifying that all information contained on the voucher is correct Tab to the Action Indicator field; Type <P> to post 9. Press <F10> the voucher should be posted or submitted for approval.

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Voucher Accounting Information Summary (1430) PCHL1430 V4.1 ADVANCED PURCHASING/INVENTORY 02/01/1996 2:16 PM LINK TO: VOUCHER ACCOUNTING INFORMATION SUMMARY VOUCHER ID : R00V7000003 ACCOUNTING TOTAL : 37.60 _______________________________________________________________________________ S SF SFX TOTAL AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 E 01 37.60 R00 97 75063 0902 Y F1-HELP F2-VIEW ERROR F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK The Voucher Accounting Information Summary screen displays the accounting information

for each of the requisition line items that have been vouchered. This screen can be accessed by pressing F11- VIEW ACCTG from the Voucher Header Entry (1410).

Screen 1430 is also used to view an error, by placing an “S” in the selection column next to

the line which displays a “Y” in the error indicator field which is the field on the far right side of the screen, and pressing F2-VIEW ERROR. (Refer to pages 64 - 67 Researching R*STARS errors.

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Voucher Commodity Summary (1450) PCHL1450 V4.1 ADVANCED PURCHASING/INVENTORY 02/01/1996 1:59 PM LINK TO: VOUCHER COMMODITY SUMMARY PAGE 01 OF 01 VOUCHER ID : R00V7000250 PO: R00P7000154 VOUCHER TOTAL: 37.60 DISCOUNTED S REQ LINE QUANTITY U/M TAXES UNIT COST LINE TOTAL COMMODITY ID R00R7000018 001 10.00 EA 3.7600 37.60 05056-000001 F1-HELP F2-SELECT F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK F11-FIXED ASSETS ENTER-INQUIRE CL-EXIT

The Voucher Commodity Summary screen displays all of the detail lines included on the voucher. Each detail line cross-references the original requisition line number.

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Researching R*STARS Errors

PCHL1410 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/1996 3:17 PM LINK TO: VOUCHER HEADER ENTRY VOUCHER NUMBER : R00V7000006 DOC TYPE : VC DATE DUE: 09/27/1996 ACTION INDICATOR : N PAY CODE: 00 INTF TYPE: VC EFF DATE: 08/09/1996 STATUS : NOPT CHECK NO: NOTE PAD: N (Y/N) DEPARTMENT : R00 MSDE AMOUNT VOUCHERED : 157.00 MATCH TYPE : A1 CREATE: 08/28/96 PURCHASE ORDER NO : R00P7000072 PARTIAL/FINAL: P (P/F) UPDATE: 09/18/96 INVOICE NUMBER : 4TEST POST : INVOICE DESC : BPO ID: VENDOR NUMBER : 1820477390 BOISE CASCADE ADDRESS : PO BOX 360755 CITY: PITTSBURGH ST: PA ZIP: 15250 6755 FREIGHT : : : : DISTRIBUTION METHOD: D RETAINAGE AMT: MASTER ACCOUNTING INFORMATION - SF AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3 F1-HELP F3-DELETE F5-NEXT F6-VIEW DOC F9-LINK F10-SAVE 1F11-VIEW ACCTG CL-EXIT ENTER-INQUIRE 1EDIT ERRORS IN R*STARS, PRESS F10 TO SUBMIT If you were unsuccessful with the posting process and you receive the message “EDIT

ERRORS IN R*STARS, PRESS F10 TO SUBMIT” an error exist within the accounting lines (invalid entries or inadequate funding) and R*STARS will not accept the transaction until the error is corrected. To research the error, follow these procedures:

NOTE: These procedures apply to all ADPICS documents that interface with R*STARS. 1. On the Header Entry screen (1410 for Vouchers) Press F11-VIEW ACCT to view the

errors you are receiving. The system transfers to the Accounting Summary screen associated with the document (1430 for Vouchers).

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View the Accounting Information Summary Screen PCHL1430 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/1996 3:19 PM LINK TO: VOUCHER ACCOUNTING INFORMATION SUMMARY VOUCHER ID : R00V7000006 ACCOUNTING TOTAL : 157.00 _______________________________________________________________________________ S SF SFX TOTAL AGY YR INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 E 2s 1 157.00 R00 97 10015 0902 Y F1-HELP 2F2-VIEW ERROR F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT INQUIRY SUCCESSFUL

2. <Tab> to the accounting line with a “Y” displayed in the E (Error) column, type “S” in the

selection column and press F2-VIEW ERROR. The system transfers to the Error Messages (2130) screen.

View the Error Messages (2130) PCHL2130 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/1996 3:22 PM LINK TO: ERROR MESSAGES VOUCHER ID : R00V7000006 SUFFIX : 01 ERROR CODE MESSAGE EU4 D67 GL ACCT INVALID F1-HELP F9-LINK CL-EXIT INQUIRY SUCCESSFULLY COMPLETED

3. The MESSAGE field displays a short description of the error code. If this does not provide

enough information to correct the error, link to R*STARS to obtain additional information.

a. Write down the code displayed in the ERROR CODE field. b. Press <Home> to position the cursor in the LINK TO field, type “90” (R*STARS

Help screen) and press F9-LINK.

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R*STARS News/Help Table (90) S090 V2.0 MD TRN R*STARS ACCOUNTING SYSTEM 10/07/96 03:23 PM LINK TO: NEWS/HELP TABLE DB2A TIVE AC 4KEYWORD: EU4 PAGE: 01 CODE: EU4 D67 GL INVALID DATA ELEMENT: GENERAL LEDGER ACCOUNT EXPLANATION: THE D67 GENERAL LEDGER ACCOUNT(S) RECORD FOR THE TRANSACTION CODE CANNOT BE FOUND OR STATUS IS NOT = "A" ON THE PROFILE. LOOK FIRST FOR AGENCY "000" AND TRANS YEAR = TO EFFECTIVE DATE (ON THE TRANSACTION) TRANS YEAR. IF NOT FOUND, LOOK FOR AN AGENCY = FINANCIAL AGENCY ON THE TRANSACTION. STATUS CODE: A EFF START DATE: 01191993 EFF END DATE: LAST PROC DATE: 12221993 Z06 RECORD SUCCESSFULLY RECALLED F3-DELETE F5-NEXT RECORD F8-NEXT ERROR F9-INTERRUPT F10-SAVE F11-SAVE/CLEAR ENTER-INQUIRE CLEAR-EXIT

4. On the News/Help Table screen type the error code in the KEYWORD field and press

<Enter>. 5. A detailed description of the error is displayed. To return to ADPICS press <F9-Interrupt>

or press clear until you return to the header screen (1410 for Vouchers).

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Researching R*STARS Errors Continued 6. When you return to ADPICS you have several options:

a. If you have enough information and the appropriate authority, correct the error(s) and re-post the document.

b. If you need to research the error further AND the document has an approval path,

re-post the document. When the message “EDIT ERRORS IN R*STARS, PRESS F10 TO SUBMIT” is displayed, press F10 again to submit the document with errors to approval processing. (Errors will need to be resolved or overridden (if funding related) before the document can be posted.)

c. If you are receiving funding errors and you have the appropriate R*STARS funds

override authority, when the message “EDIT ERRORS IN R*STARS, PRESS F10 TO SUBMIT” is displayed, press F10 again to submit the document with errors to R*STARS. If you do not have the appropriate override authority, the document will NOT post.

NOTE: In most cases, the errors must be corrected before the document can successfully post to R*STARS.

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Vouchers By Purchase Order (1490) PCHL1490 V4.1 ADVANCED PURCHASING/INVENTORY 02/05/1996 1:37 PM LINK TO: VOUCHERS BY PURCHASE ORDER/CONTRACT PAGE 01 OF 01 PURCHASE ORDER/CONTRACT ID: R00P7000154 ------------------------------------------------------------------------------- VOUCHER ID STATUS UPDATE DATE DUE DATE VENDOR AMOUNT VOUCHERED S s R00V7000250 POST MM/DD/YY MM/DD/YY 1529922200 600.00 F1-HELP F2-SEL VOUCHER F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT

Screen 1490 displays all of the generated vouchers associated with a specific purchase

order. To inquire on this screen, type the purchase order number in the Purchase Order/Contract Id

field and press Enter . If you want to view more details about the voucher, type an “S” in the selection column next

to the voucher ID and press F2- Sel Voucher. The system will transfer you to the Voucher Header Entry (1410) screen.

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Matching Detail By Voucher (1740) PCHL1740 V4.1 ADVANCED PURCHASING/INVENTORY 08/23/1996 4:09 PM LINK TO: MATCHING DETAIL BY VOUCHER VOUCHER ID: R00V7000063 INVOICE ID: R00IV005091 PO ID: R00P7000128 ------------------------------------------------------------------------------- RECEIVING ID REQUISITION LINE QTY ORDERED QTY RECEIVED COMMODITY NAME R00RC004317 R00P7000128 001 4.00 4.00 SUGAR R00P7000128 002 3.00 3.00 CREAM SUBSTITUTE R00P7000128 003 5.00 5.00 SUGAR PACKETS, SUPER R00P7000128 004 2.00 2.00 COFFEE, DECAFFEINATE F1-HELP F5-NEXT F7-PRIOR PAGE F8-NEXT PAGE F9-LINK ENTER-INQUIRE CL-EXIT Screen 1740 will display all of the document ID numbers that are tied to the voucher that you

are inquiring on. In addition, it will list the quantity ordered on the purchase order and the quantity that was received on the receiving report(s) that was/were involved in the matching process when the invoice was posted.

To inquire on this screen, type in the voucher ID number in the appropriate field and press

Enter.

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Document Cancellation (8500) - Default and Required Fields PCHL8500 V4.1 ADVANCED PURCHASING/INVENTORY 01/31/1996 9:49 AM LINK TO: DOCUMENT CANCELLATION CHANGE ORDER ID : DOCUMENT TYPE: 05 DOCUMENT ID : EFF DATE: DOCUMENT INDICATOR : (REQ/POC/BPO/VCH/REC/ITB/BID/BD1/IVC/DVC) DOC REF : ACTION IND : N INTERFACE TYPE : F1-HELP F3-DELETE F5-NEXT F8-SEL TERMS F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT

The Document Cancellation screen is used to cancel posted invoices and vouchers.

The following fields are required data entry fields and all other fields will default:

– DOCUMENT ID: Enter the ID of the document you want to cancel. – DOCUMENT INDICATOR: Enter the indicator that defines the type of document

that you are canceling. - DOC REF: Enter “000” in this field.

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Step By Step Instructions Document Cancellation 1. Press <Home>; Type <8500> in the Link To field; Press <F9> Document Cancellation (8500) PCHL8500 V4.1 ADVANCED PURCHASING/INVENTORY LINK TO: DOCUMENT CANCELLATION CHANGE ORDER ID : DOCUMENT TYPE: 05 2DOCUMENT ID : 3EFF DATE: 4DOCUMENT INDICATOR : (REQ/POC/BPO/VCH/REC/ITB/BID/BD1/IVC/DVC) 5DOC REF : ACTION IND : N INTERFACE TYPE : F1-HELP F3-DELETE F5-NEXT F8-SEL TERMS F9-LINK F10-SAVE ENTER-INQUIRE CL-EXIT 2. <Tab> to the DOCUMENT ID field; Enter the ID of the document you want to cancel.

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Step By Step Instructions - Document Cancellation 3. This step is optional. The effective date defaults to the current date. If you would like to

future or post date the change order, <Tab> to the EFF DATE field and enter the appropriate effective date in MMDDYY format. User Class 99 in R*STARS determines if a user has the capability to post to a future or prior month. Once a prior month is closed, you can no longer post transactions to that month.

4. <Tab> to the DOCUMENT INDICATOR field and indicate the type of document you want

to cancel. Enter one of the following codes: IVC INVOICE VCH VOUCHER 5. <Tab> to the DOC REF field and enter "000". 6. Press F10-SAVE. The system generates a Change Order ID and displays the message,

"CANCELLATION REQUEST SAVED". 7. Verify that you are canceling the correct document. Once a Document Cancellation is

posted, you cannot uncancel the document, you will need to create a new one. If the cancellation is correct, <Tab> to the ACTION IND field, Type “P” to post the cancellation request.

8. Press F10-SAVE.

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