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Address Information

Description: Contains the purchasing centers for billing and shipping, the corresponding addresses, and a department contact name and phone number.

Fields: There are four modifiable fields on this screen. The first two are to be filled in with purchase centers, one for billing (Invoice) and one for shipping (Delivery). The other two modifiable fields are for a Department Resource Contact name and a Department Resource Phone, to provide a contact for any questions about the document.

All four fields must be filled in. The purchasing centers are checked to make sure they are valid, then the address information that corresponds to the purchasing center is brought in automatically. The user is no longer allowed to enter 'NONE' instead of a valid purchasing center. The user cannot make a prepayment on a small order, and, if the order is to be billed to Accounts Payable, it must be shipped to Central Receiving and vice-versa.

Navigation: ENTER  updates the information, CLEAR  returns to the previous screen (in this case, the Cover Sheet), and PF3 will continue to the next section.

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Item Screen

Description: This screen is usually comprised of two pages, unless you are first entering information on a PB3, PB4, or PB6 (discussed below). The first page includes: Commodity Code, Unit of Measure, Quantity, Price, Charges, Discounts, Totals and the Description. Page 2 has places to mark radioactive, animal resource switch, chemical CAS numbers, Delivery information, and Requestor information. The information on the second page is either optional or filled in based on the previous item, meaning that if all items have the same page 2 information, it only has to be filled out once, but is flexible enough to handle different information for each item.

Navigation: ENTER will take you to the next page or the next item. The only difference is when you make an update. If you update either page you are taken back to page 1. From there you can make further changes or press ENTER to go to the next item.

Regular scrolling:
Item 1, Page 1 -> Item 1, Page 2 -> Item 2, Page 1 -> Item 2 Page 2 ...

Entering data:
Item 1, Page 1 -> Item 1, Page 2 -> Item 1, Page 1 -> Item 2, Page 1...

There is other navigation you can do from page 1 of any item. PF4  will take you to the previous item (unless you are on item 1). You can type in a new number in the item number field and go directly to that item. If you enter an item number greater than the actual number of items, one of two things happens: 1) You will either go to the next free item number so you can add it (if you have update status) or 2) You will go to Item 1. Going past the last item will always take you back to item 1. You can type 'NEW' in the Action field to go to the next available item number. You can also delete an item by typing 'DEL' in the Action field. This will delete the current item. If there are any items after it, they will fill in the missing place. There are never missing item numbers. If you have an item number 5, then you will always have item number 1, 2, 3, and 4.

PB3, PB4, PB6 quick entry screen: PB3, PB4, and PB6s require competitive bids. In the Bidder screen you will enter item information for each vendor. When you choose a vendor, that vendor's items will be filled in on the Item screen, so when you initially enter a PB3, PB4, or PB6, we don't require you to enter the fields that you will have to enter in the Bidder screen. So the initial load screen is a one page version of the two page Item screen, allowing for quick entry.

Other considerations: If you mark an item as radioactive, another screen will come up for you to enter your OEHS ID number and the isotope you are ordering. If you use a commodity number that starts in 900, you are required to enter contract begin and end dates on page 2.

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Account Screen

Description: The Account screen is used to change the account that a purchase is being charged to. The only required information is a fiscal year and an account number. You also have the option to use multiple accounts or different accounts on each line item. To access the Multiple Account screen, simply mark the Multiple Account field at the bottom of the screen.

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Multiple Account Screen

Description: There is a separate Multiple Account screen for each item. At the top of the screen is the Description, and Total Amount of that item. This information is here to let you know which item you are assigning accounts to and cannot be updated here (but can be updated on the Item screen).

Navigation: There are several ways to navigate through the items. If you have made no changes, the ENTER key will take you to the next item (otherwise it will update that item). PF4  will take you back one item (unless you are on item 1). You can also type the number of the item you want in the Item Number field and this will take you to that item. If you enter a number higher than the last item number, it will take you to the last item (for instance, if there are five items and you type '99', you will go to Item 5).

Each item requires at least one account, but you may use up to 4 separate accounts. You do not have to use the same account on each item, however, when you go to a new item, the account information from the previous item is defaulted. You must also enter the amount you want charged to each account. The sum of the amounts you enter must equal the Item Final Estimate for the item.

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Quote Screen

Description: The Quote screen corresponds to the Item screen. You can enter exactly one quote for each item, though you don't have to. However, to award to a vendor you must enter a quote for every item. Marking 'No Charge' counts as entering a quote, but 'No Bid' would give an incomplete order.

Navigation: Similar to the Item screen. Pressing ENTER will either update or take you to the next item (or loop you back to Item 1 if you are on the last item). PF4 will take you to the previous item (unless you are on Item 1). CLEAR  will take you back to the Detailed Bidder Information screen.

You are required to enter the Quantity and the Unit of Measure and one of the following options:

  1. No Bid
  2. No Charge
  3. Price and Delivery Date (which is defaulted from the Detailed Bidder screen.)

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Bidder Information
First Screen - List of Bidders

Description: This is the first screen in the Bidder Information section - the list of bidders.

Modifiable Fields:

Select/Delete a Bidder
This is the small field next to the VIDs on the left of the screen. Users with certain authorization, referred to as Update Security Status (a Creator or a Purchasing Approver), can view (by typing 'X') or delete (by typing 'D') a bidder or more than one bidder in turn. Users without that security status can only view bidders. Users can mark more than one bidder at a time and the action they have requested will occur sequentially. Typing 'X' to view a bidder(s) will take the user to the next screen to either enter or view more detailed bidder information.
VID/Mail Code
A user with Update Security Status may add bidders to the list. She may do this by either entering the VID number and mail code or by placing a '?' on the VID field, which will bring up a list for her to choose from.
Mark to add a new bidder not on file
A user with Update Security Status may add a bidder that is not currently on file by marking this field. A mark on this field will bring up a window in which she must enter name and address information for the bidder. A VID/Mail Code will then be generated automatically for the bidder.

Requirements: For PB3s, the user must enter at least three bidders. The Select/Delete field currently will only accept 'X' (select) or 'D' (delete). The VID and Mail Code fields go together; that is, if one is filled in, the other must be. The name, source (Department or Purchasing), and HUB fields are entered automatically.

Navigation: The user will be taken to the Detailed Bidder Information screen automatically once she enters a new VID/Mail Code or adds a new bidder not on file. An 'X' in the Select/Delete field also takes the user to that screen. A 'D' in the Select/Delete field will bring up a window asking the user to confirm that she wants to delete that bidder. This just gives her a chance to back out of the deletion if she changes her mind or made a mistake. As mentioned above, a mark in the field to add a bidder brings up a window for the user to fill in name and address information for the bidder.

ENTER updates the information entered, CLEAR returns to the previous screen (in this case, the Cover Sheet), and PF3 will continue to the next section.

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Bidder Information
Second Screen - Detailed Bidder Information

Description: This screen is the second in the Bidder Information section. It contains detailed information about the bidder selected from the list on the first screen.

Fields: The entire screen, except the field to view quote information, is view-only unless the user has Update Security Status.

The following presume Update Security Status:

Only one at a time may be marked. If one of these is marked after quote information exists, the user will get a notice of that and allowed to change her mind about whether to continue. If she continues, the quote information will be deleted and the Terms, FOB, Delivery information, and Shipping Charge fields will be inaccessible. If the Response Code field is then cleared, the Terms, etc., fields will again be accessible.

Terms, FOB, Delivery information
If the Response Code fields are blank, the user will be required to enter Terms, FOB, and Delivery information, except for Delivery Comment, which is not required. The user must enter either delivery time and period or a date.
Shipping charge
Modifiable. Not required.
Total bid
Not modifiable.
To enter or view quote by line item
User marks this field to go to the Quote Information screen.
Navigation: If no quote information exists for the bidder the user will be taken automatically to the Quote Information screen. Otherwise the user has the option to view it. A user with Update Security Status may make changes or enter information, any other user may only view the quote information.

Anywhere on the screen, ENTER  updates the information and CLEAR  returns to the previous screen (from here, the first Bidder Information screen). No other PF keys are available here.

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Awarded Vendor Information

Description: This screen displays information about the vendor that has been awarded this order.

Fields: The only field modifiable by a non-update user is the Extended Reason field. This will pop up a window showing the entire Reason for Award.

Users with Update Security Status can cancel the award to this vendor and modify the Reason for Award. All other fields are display only.

Navigation: Canceling the award will pop up a window asking the user to confirm that action. Marking the Extended Reason field will pop up a window displaying 10 lines for the reason for award.

ENTER updates the information, CLEAR returns to the previous screen (in this case, the Cover Sheet), and PF3 will continue to the next section.

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Summary of Bids Screen

Description: The Summary of Bids screen displays all the vendors for a given order, how much they bid on each item, their total bid, shipping charges, terms, FOB, and delivery due date. You can only view four vendors and nine items at a time. To scroll to more items press ENTER. Continuing to press ENTER will loop back to the first item after all have been displayed. PF5 will take you to the next four bidders while PF4 will take you to the previous four bidders.

To award to a bidder, just place an 'X' in the field above that bidder. You are then asked to fill in the reason for the award; you can type this in or use '?' to pull in common responses. If you press ENTER instead of entering a reason for the award, the order will not be awarded. You may only award to a bidder who has a complete order and has a UT VID. If the vendor has a temporary VID, you must first request one through the GGV screen. Then you must go to the Bidder screen and change (C option) the temporary VID to a real one.

After a bidder has been assigned, you are not allowed to assign another bidder. Unawarding a bidder is handled in the Award Vendor screen.

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Vendor Screen for PBOs

Description: The screen allows you to enter the VID of the vendor who is supply the order. You can use '?' to facilitate locating the VID. You must also enter Terms, FOB, Contact Person, Contact phone, Delivery information, and optional shipping charges for the whole order. To change the vendor, just enter a new VID. There is no need to award the vendor since they are automatically given the award.

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PB7 Item Screen

Description: On the first page of a PB7, all you can enter is the commodity number and the quantity. The rest of the information is entered for you. The second page is very similar to the second page of a regular item, except you cannot update the delivery date and there are fields to view specification or clauses as well as enter clauses. Some contract items require specifications or clauses to be entered with the item. If this happens a popup window will appear when you are entering the item for you to enter the needed information. This information must be entered. These are viewed by marking their fields on page 2. You can also enter clause information for an item. See the discussion on the Clause screen below for more information about clauses.

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Remarks Screen

There are different Remarks screens for each document type.

PBO Remarks for the whole order
PB3 Remarks for the whole order
Comments to buyer (a way to communicate to the buyer)
PB4 Remarks for the whole order
Comments to buyer
Department to review bids before awarding
PB6 Remarks for the whole order
Comments to Buyer
Department to review bids before awarding
Buyer code and class (Updatable by buyers only)

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Item Counters

Description: This screen shows the quantity ordered for each item as well as the quantity received. If there are more than 10 items, paging is handled by pressing ENTER to go to the next screen and PF4 to go to the previous screen.

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Order Status Log

Description: This screen shows the history of the document. If there is more information than can be displayed on the screen, paging is handled with ENTER taking you forward and PF4 taking you backward.

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PB7 Clause Screen

Description: This screen is used to enter clauses that apply to the whole order and is only available on PB7. A clause is a way to communicate specific information to a vendor. Each clause is referenced by a three digit number. To pick a clause either type in the number or use '?' to pick the clause from a list. Once a clause is picked, a second screen will display the information for that clause. Most clauses require the user to enter additional information.

Example: Clause 001 is 'Color:', so the user must type in the color they are requesting.
After the clause is entered the only thing that appears on the main screen is the clause number. If you want to view the information that goes with it, mark View more clause information.


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Purchasing Office
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Last Modified: 07/23/13 04:41:14 PM