Colleague Implementation
Getting Started
with the
REQUISITION Module
Kirkwood Community College
1
Table of Contents
Introduction............................................................................................................ 3
Chapter 1: Using the REQ Module to Begin Requisition Maintenance................. 4
Using the APRV Screen.......................................................................................................................7
Using the RQIL Screen........................................................................................................................9
Using the RQIM Screen.....................................................................................................................10
Using the REQM Screen to End Requisition Maintenance ...............................................................12
Printed comments...............................................................................................................................13
Internal Comments .............................................................................................................................14
Requisition Status ..............................................................................................................................15
Requisition Inquires (RINQ and RQIS).............................................................................................16
Printing Single Requisitions ..............................................................................................................19
Chapter 2: Purchase Orders ................................................................................ 21
Purchase Order Inquiry (PINQ).........................................................................................................21
Using the GSR Module ......................................................................................................................23
Using the PORC screen .....................................................................................................................24
Using the POOM Screen....................................................................................................................26
Purchase Order Status ........................................................................................................................28
Closing Purchase Orders ....................................................................................................................30
Voided Purchase Orders.....................................................................................................................30
Closing/Voiding Purchase Order Line Items .....................................................................................30
Using the Blanket PO Items Order Inquiry (BINQ) Screen ..............................................................31
Blanket Purchase Order Status ...........................................................................................................33
Chapter 3: Reference Guides............................................................................... 34
Navigational Quick Reference ...........................................................................................................34
Keyboard Shortcuts............................................................................................................................36
LookUp Wildcards .............................................................................................................................37
Mnemonics To Use This Manual.......................................................................................................38
2
Introduction
The Colleague Financial (CF) application supports the Financial System and is divided into
modules.
Below is a screen print of a portion of the Colleague Financial application:
The Purchasing (PU) module interfaces with the following Financial System modules:
•
•
•
•
•
Accounts Payable
General Ledger
Physical Plant
Inventory
Projects Accounts
The Requisitions (REQ ) module contains screens to Create and Maintain Requisitions.
The Goods and Services Receiving (GSR) module contains screens to Receipt and Accept
Items.
NOTE: An end-user has keyboard and/or mouse options throughout the Colleague screens.
At times, “click ok” and “enter” or “tab” and “enter” may end in the same result.
3
Chapter 1: Using the REQ Module to Begin Requisition
Maintenance
The Requisition Maintenance (REQM) Screen
The process of creating or maintaining a requisition begins on the Requisition Maintenance
(REQM) screen. The REQM screen is considered the “cover page” for this procedure
because you use it to access the rest of the required screens.
When you first enter the REQM screen, Colleague prompts you for a Requisition LookUp.
• To create a new requisition, enter A at the LookUp prompt. See Figure 1-1.
• To view or maintain an existing requisition, perform a Requisition Lookup. (See
“Help” button for hints about requisition LookUps. )
Figure 1-1: The Requisition LookUp Box
Requisition Numbering
If you enter A to create a new requisition, Colleague displays the following prompt. See
Figure 1-2. ALWAYS select “assign automatically.”
Figure 1-2: The Assign Automatically Box
Press Enter to have Colleague assign the next sequential number. See Figure 1-3.
Figure 1-3: The Number Assigned Automatically Box
Colleague then displays a reminder that the number will be assigned automatically upon
completion of the requisition. Click OK. A number is not assigned until you save the
requisition. When you click OK the REQM screen appears.
4
Below is a screen print of an REQM screen. See Figure 1-4.
Figure 1-4: The Requisition Maintenance Screen
5
The following fields are required / available to begin creating a requisition on the REQM
screen:
Field Name
Data
Initiator (Required)
Enter the person originating or for whom you are originating the
requisition.
Type in the 7 alpha characters (the first character of the first name and
6 characters of their last name) – the same as their Groupwise
address or 4 digit Staff ID #.
The Initiator field “auto-populates.” This field is required for auditing
purposes.
Vendor ID (Required)
(Colleague does not require this
field but Kirkwood requires it)
Ship To
AP Type (Required)
Enter the vendor name.
st
Key in at least the 1 3 letters of the vendor name, enter & select (click
the box next to the name to highlight the box & click save OR key in the
line number & enter) – the Vendor Name & address fields “autopopulate.”
Another option is to type in the Vendor ID #
If your vendor name is not listed it may go by another name. For
example, IBM is also know as Internation Business Machines. You
should check for all possible names.
If your vendor is still not listed then type it into the vendor name and
address in the “Name”, “Address” , Cty/St/Zp” fields. Colleague will ask
if it is a “Corp” or “Person.” Answer “Corp” unless you know
otherwise.
Tab or enter will Default to Kirkwood Community College
Always use BD “Board Pay”
6
Using the APRV Screen
Approvals (Required)
You must detail to the APRV screen and use the “Next Approvals”
field. Enter the Department Head ID (example: JLOUKOT for Jim
Loukota.) The Department Head ID is 7 alpha characters (the first
character of the first name and 6 characters of their last name – the
same as their Groupwise address – upper or lowercase are
accepted.) The Approvals field auto populates after the 7 ID alpha
characters are entered(See pages 6 & 7.) After the Department Head
approves the requisition their name will appear at the Approvals field
on the REQM screen and will not appear at Next Approvals on the
APRV screen.
Detail to Approvals when you are on the REQM screen.
Below is a screen print of an APRV screen. See Figure 1-5.
Figure 1-5:
7
The Approval Screen
•
At “Next Approvals” enter the Department Head ID (see previous page.) After your
department head approves the requisition he will enter Business Services (Judy
Usher) as the next approver.
•
When you need to order computers and / or computer accessories, contact the
Network Technology Coordinator (Dana Lighthall) by telephone or email. Dana then
generates a requisition with the specifics, enters the account number, approves the
requisition and enters the Department Head as the “Next Approver.” After your
department head approves the requisition he will enter Business Services (Judy
Usher) as the next approver.
Be sure to “save”
and “update” the screen after attaching the Approval.
Below is a screen print of APRV showing the “Next Approvals.” See Figure 1-6.
Figure 1-6: The “Next” Approvals shown
8
Using the RQIL Screen
Line Items (Required)
Details to the Requisition Item List (RQIL) screen to create, view or
maintain line items.
The Requisition Item List (RQIL) Screen (line item detail screen only available through the
REQM screen)
The RQIL screen is a summary page listing the line items on the requisition. You do not
enter information directly on this screen.
Below is a screen print of an (RQIL) screen. See Figure 1-7.
Figure 1-7: The Requisition Item List Screen
To create a new line item go to the first blank line and detail
Requisition Item Maintenance (RQIM) screen.
9
to the
Using the RQIM Screen
The Requisition Item Maintenance (RQIM) Screen (line item detail screen only available
through the RQIL screen)
Enter information specific to a line item on the Requisition Item Maintenance (RQIM) screen.
You must complete a separate RQIM screen for each line item on a requisition – for example,
if you are requisitioning three different items, you must complete the RQIM screen three
times. You may use more than one GL Account for a line item.
The following fields are required to complete an RQIM screen:
Field Name
Data
A description of the line item is required. The maximum
description length per line is 25 characters. Use unlimited lines
for a more in-depth description.
Description (Required)
NOTE: Continuing reqs are now called Blanket Purchase
Orders (See page 31.) IF A REQUISITION IS TO BE A
BLANKET PURCHASE ORDER YOU MUST ENTER “BPO”
st
AND “EXPIRES (DATE)” ON THE 1 DESCRIPTION LINE.
Est Price (Required)
Enter the estimated unit price of the item. You must enter a
decimal if there are cents. After you enter the Est Price the
Quantity field will auto-populate “1” & the Extended Price
makes the calculation and auto-populates. If you want a
Quantity larger than “1” you must enter it here and make sure
the “Est Price” is for 1.
Unit of Issue (Available)
... LookUp to choose
GL Account No (Required)
Enter the GL account number against which this line item is to
be charged. Either enter the complete 16 digit number OR use
look-up (…”5 digit unit number”…) select the object code
(click the box next to the name to highlight the box & click save
OR key in the line number & enter.) The GL Account No,
Percent, Quantity & GL Amt fields will auto-populate. An
example of the 5 digit unit number is 11-00-01-08530-63200.
Example of Colleague account number: 11-00-01-
08340
- 63200
08340
11
Fund
00
Site
01
Function
10
Unit
(Math/
Science
Dep’t)
63200
Objects
Below is a screen print of an (RQIM) screen after entering the required field items (note
the display of GL Funds Availability. “Enc” shows what is already encumbered and
“Req” shows requisitions with the status “U” – In Progress [unfinished]. A requisition
moves to “Enc” when it is “Outstanding.”) See Figure 1-8.
Figure 1-8: The Requisition Item List Screen
After completing the required fields on the RQIM screen click “save.”
Click “Update” to continue. If you choose “Cancel” the process is ended without saving the
current screen. If you choose “Return” the current screen is available to edit.
Now you may either enter another Item by repeating the process OR click
to return to the RQIL screen.
and “cancel”
When you return to the RQIL screen you must click “save” and “update” to keep the line
item(s.)
You are returned to the REQM screen. The status is “In Progress (Unfinished)” and the
“Requisition Done” field is set to “No.” The requisition is not yet launched into the approval
stream. A Purchase Order cannot be generated from an “In Progress” requisition.
NOTE: Before setting the “Requisition Done” field to “Y” (Yes) see pages 12 & 13 for
optional “Printed Comments” and “Comments.”
When the Requisition is finished and ready for approval, key in “Y” in the “Requisition Done”
field and click “save” and “update” to launch the Requisition into the approval stream. After
the requisition has been approved it is ready to be turned into a purchase order by the
purchasing department and the status becomes “Outstanding.”
11
Using the REQM Screen to End Requisition Maintenance
Below is a screen print of an REQM screen Outstanding Status. See Figure 1-9.
Figure 1-9: The Requisition Maintenance Screen
The following “Alert” displays the assigned Requisition Number. See Figure 1-10.
Figure 1-10: Alert
Click “OK.” The Colleague Requisition Look Up screen is then displayed. See Figure 1-11.
Figure 1-11: The Requisition LookUp Box
Click “finish” to return to the Colleague menu.
To make changes to an “Outstanding” requisition you must delete any existing
approvals and restart the approval process after you have changed the information.
12
Printed comments
Printed Comments (Available)
Comments (Available)
Details to the Printed Comments and/or the Comments screen to enter
comments about this requisition. The contents of the
“Printed Comments” field will be printed on the purchase order
(examples are - return vendor copy to _____, confirmation only, special
instructions, etc.)
The contents of the “Comments” field are for institutional use only.
OPTIONAL
NOTE: You may at anytime during the requisition processes choose to type Printed
Comments or Comments on the REQM screen (see below for instructions.) Remember to
“save” and “update” your comments.
The Printed Comments and Comments fields
Printed Comments:
To enter comments that will print on the requisition detail “Printed Comments” on the REQM
screen. The next screen resembles a word processor (text wrap.)
This is the screen to type comments and information regarding a continuing purchase order.
See Figure 1-12.
Figure 1-12: The Requisition Maintenance Printed Comments Screen
When you have typed all of the comments click “save” and “update.” You will return to the
REQM screen.
13
Internal Comments
OPTIONAL
Comments:
To enter comments for institutional use only detail at “Comments” on the REQM screen. The
next screen resembles a word processor (text wraps.) See Figure 1-13.
Figure 1-13: The Requisition Maintenance Comments Screen.
When you have typed all of the comments click “save” and “update.” You will return to the
REQM screen.
14
Requisition Status
A requisition’s status changes as it passes through the system. Colleague assigns the
following status codes automatically at various stages of the process:
U – In Progress (Unfinished)
The requisition has been saved in an “incomplete” state. To save a requisition as “In
Progress” leave the REQM screen set to “No” when you save the record. The requisition is
not yet launched into the approval stream. A purchase order cannot be generated from an
“In Progress” requisition.
N – Not approved
The requisition has been completed and sent out for approval but has not yet received all the
necessary approvals. If you make any changes to the requisition at this point, the approval
process starts over at the beginning.
To be considered complete and reach “Not Approved” status a requisition must contain the
following data:
• Requisition date
• Initiator
• Vendor Name & Address
• A description, price, quantity and GL Account number for at least one line item
• The Requisition Done field set to “Yes”
O – Outstanding
The requisition has been approved and is ready to be turned into a purchase order by the
purchasing department. To make changes to an “Outstanding” requisition you must delete
any existing approvals and restart the approval process after you have changed the
information.
P – PO Created
A purchase order has been created from the requisition. When a requisition has “PO
Created” status you can no longer view it via the REQM screen – you can use the Requisition
Inquiry (RINQ) screen to review details of the requisition.
15
Requisition Inquires (RINQ and RQIS)
OPTIONAL
The Requisition Inquiry (RINQ) is the first inquiry demonstrated:
When you enter the RINQ screen Colleague prompts you for a Requisition LookUp. Enter
the requisition number if you know it or perform a LookUp to locate the requisition in the
database.
Use the RINQ screen to view most of the important information on a requisition, and detail to
other inquiry screens that provide a greater depth of information.
Below is a screen print of an RINQ screen. See Figure 1-14.
Figure 1-14: The Requisition Inquiry Screen
16
The following fields are noteworthy on the RINQ screen:
Field Name
Data
PO Numbers
Displays the PO numbers of any purchase orders that
used line items from this requisition. For more
information about a PO displayed here, go to the
desired PO number and detail to the Purchase Order
Inquiry (PINQ) screen.
BPO Numbers
Displays the BPO number of any blanket purchase
orders that used line items from this requisition. Detail
to the Blanket PO Inquiry (BINQ) screen for more
information about the BPO.
Comments
Description
Detail to the Edit Comments (UTED) screen to view
any comments that have been entered about this
requisition. Note that these are not the “Printed
Comments” that will appear on a printed requisition or
purchase order (to view the “Printed Comments” click
the PO #.) These are the insitution’s internal
comments.
Displays the line items from the requisition. For more
information you can detail to one of the following
screens:
• The Requisition Item Summary (RQIS) screen,
which is essentially an inquiry-only version of
the Requisition Item List (RQIL) screen.
• The Requisition Item Inquiry (RIIN) screen,
which is essentially an inquiry-only version of
the Requisition Item Maintenance (RQIM)
screen.
• The Edit Comments (UTED) screen, which in
this case displays the full text description of
the line item.
17
The Requisition Item Summary (RQIS) is the second inquiry demonstrated:
The Requisition Item Summary (RQIS) screen is another requisition inquiry screen that you
can access from the menu system. The RQIS screen is an inquiry-only version of the
Requisition Item List (RQIL) screen. To access detailed information about a line item, without
viewing information about the requisition as a whole, enter the RQIS screen directly rather
than going through the Requisition Inquiry (RINQ) screen.
When you enter the RQIS screen Colleague prompts you for a Requisition LookUp. Enter
the requisition number if you know it or perform a LookUp to locate the requisition in the
database.
Below is a screen print of an RQIS Screen. See Figure 1-15.
Figure 1-15: The Requisition Item Summary Screen
Go to the desired line item and detail to one of the following screens:
• The Requisition Item Inquiry (RIIN) screen which is essentially an inquiry-only version
of the Requisition Item Maintenance (RQIM) screen.
• The Edit Comments (UTED) screen which in this case displays the full text
description of the line item.
18
Printing Single Requisitions
OPTIONAL
Use the Requisition Single Print (RQSP) screen to print one requisition at a time. Before
printing the requisition you can view the major information about the requisition including the
vendor name, any comments that will be printed on the requisition and a list containing the
description, quantity and price of each line item.
You cannot change the information on this screen. Use Requisition Maintenance (REQM)
screen to edit requisitions.
Below is a screen print of an RQSP screen. See Figure 1-16.
Figure 1-16: The Requisition Single Print Screen
19
Procedure for Printing a Single Requisition
Perform the following steps to print a single requisition:
1.
Access the Requisition Print (RQSP) screen and retrieve the requisition you want to
print.
•
Enter the requisition number if you know it or perform a LookUp to locate the
requisition in the database.
2.
Save and update the RQSP screen
3.
Click at the “Output Device” field and choose “H.” Save and update.
4. Print the requisition and exit (X at top right) the screen. You are returned to the
Colleague menu.
20
Chapter 2: Purchase Orders
ALL PURCHASE ORDERS ARE CREATED BY THE KIRKWOOOD PURCHASING
DEPARTMENT
To locate a purchase order number use one of the following methods:
1.
2.
3.
Go to mnemonic ACBL (GL Account Balance Inquiry). Enter the GL account number
that was used on the requisition or enter “…Unit…” and choose the object code.
Then enter the fiscal year (2004) or if it is the current fiscal year hit “enter” to view the
ACBL screen. You are able to detail to “Actuals”, “Encumbrances”, and / or
“Requisitions.” The next screens list the Requisition, PO and / or BPO numbers.
Other information available on ACBL is “Allocated Budget”, “Actuals” “Unencumbered
Balance “and “Available Funds.”
Go to mnemonic RINQ (see page 16)
Go to mnemonic PINQ (see below)
Purchase Order Inquiry (PINQ)
Use the Purchase Order Inquiry (PINQ) screen to view any purchase order, regardless of
status. The PINQ screen is an inquiry-only screen. You cannot enter or modify data on this
screen.
Below is a screen print of a PINQ screen. See Figure 2-1.
Figure 2-1: The PINQ Screen
21
The following fields appear on the PINQ screen. Use the online help for additional
information about these fields and the other fields appearing on the screen.
Field Name
Data
PO Date
Details to the Procurement Dates Inquiry (DINQ)
screen for more information about the dates on this
purchase order and associated requisitions, line items,
vouchers, invoices and checks.
Vendor ID
Details to the Vendor Inquiry (VEIN) screen for more
information about the vendor.
Ship to
Req NOs
Vouchers
Details to the Purchase Order Ship To Inquiry (PSTI)
screen for detailed information about the Ship To
address.
Details to the Requisition Inquiry (RINQ) screen for
detailed information on the requisitions used to create
the current purchase order.
Details to the Voucher Inquiry (VOUI) screen for
detailed information on the vouchers created for the
current purchase order.
Comments
Details to view any comments for the current purchase
order. These comments are for internal use only and
do not print on the purchase order.
Ptd Com
Details to view any printed comments for the current
purchase order. Any comments displayed are printed
on the purchase order.
Line Items
Details to one of the following screens:
• The Purchase Order Item Summary (POIS)
screen, an inquiry-only version of the
Purchase Order Item List (POIL) screen.
• The Purchase Order Item Inquiry (PII) screen,
an inquiry-only version of the Purchase Order
Item Maintenance (POIM) screen.
22
Using the GSR Module
The Goods and Services Receiving (GSR) module provides procedures to record receipt and
acceptance of purchase order line items.
Purchase orders must have a status of “Outstanding” or “Backordered” in order to accept
goods or services ordered. These statuses mean:
1.
2.
3.
The purchase order has been approved
Funds are encumbered
You intend to accept and pay for the goods and services
Goods and/or services must be accepted before the college makes payment.
When an order does not arrive in one shipment, Colleague automatically splits line items to
reflect the purchase order status. For example:
•
A purchase order is created for four boxes of Post It Notes
•
Only two boxes of Post It Notes arrive in the first shipment
•
When you accept the two boxes in the Purchase Order Receiving (PORC) screen
then Colleague automatically changes the status of two boxes of Post It Notes to
“Accepted” and creates a new line item of two boxes of Post It notes with the status
of “Backordered”
If you decide you no longer want to wait for the vendor to deliver the backordered goods,
you have the option of closing, voiding or deleting the line item. You need to notify the
vendor to cancel the backordered good when you close a purchase order.
23
Using the PORC screen
Use the Purchase Order Receiving (PORC) screen to record the receipt and acceptance of
ordered items.
When you enter the PORC screen and select the purchase order you want to receive,
Colleague list all line items for which the entire Quantity Ordered has not been accepted and
remain on the order.
Below is a screen print of a PORC screen. See Figure 2-2.
Figure 2-2: The Purchase Order Receiving Screen
The screen above shows that you are about to accept the items ordered.
•
Go to the “Quantity Accepted” column on this PORC screen and enter the number of
units that have been received and accepted for each line item. Colleague uses the
number in this field to calculate the extended price owed to the vendor.
NOTE: Notice the “Accept All Items” field on the bottom right of this screen.
Kirkwood does not allow use of the “Accept All Items” field.
24
Below is a screen print of the PORC screen after accepting receipt of ordered items.
See Figure 2-3.
Figure 2-3: The Purchase Order Receiving Screen after Accepting Receipt.
Click “save” and “update” to accept receipt of goods or services. Exit the PORC screen.
25
Using the POOM Screen
Use the POOM screen to enter details about specific line items during the receiving process.
Also, if you originally accepted an item but decided later to reject it (or vice-versa) you can
use this screen to adjust the quantities accepted and rejected.
You cannot access the POOM screen from the menu systems. Access this screen by
detailing on a line item from the Purchase Order Receiving (PORC) or PO Accepted Item
Adjustment (POAL) screens.
•
Go to the individual line item that you want to accept. Detail to the PO Item Order
Maintenance (POOM) screen and enter the quantity accepted as well as other
information about the items, such as the condition of the goods, reasons for rejection and
written comments.
Below is a screen print of a POOM screen. See Figure 2-4.
Figure 2-4: The PO Item Order Maintenance Screen.
Remember to “save” and “update.”
Required or other wise noteworthy fields on the POOM screen are listed on the following
page.
26
Field Name
Description (Auto Populates)
Data
The line item description is displayed in this field.
Item Status (Auto Populates)
The line item status is displayed in this field.
Packing Slip (Available)
If the packing slip number was entered on the PORC
screen it will default to this field. You may also enter it
in this field manually.
Quantity Ordered (Auto Populates)
The number of items ordered and their unit of issue are
displayed in this field.
Quantity Received (Required)
The number of items that actually arrive.
Quantity Accepted (Required)
Enter the number of units being accepted. Colleague
uses this number to calculate the extended price owed
to the vendor. Detail to the PO Item Accepted Inquiry
(POAI) screen to view the change history information.
Change Reason (only required when you change
an existing Quantity Accepted field)
Enter the code that best describes the reason for the
change.
Change Initiator (only required when you change an
existing Quantity Accepted field.)
If you have changed the quantity accepted the current
login ID defaults to this field. The default ID can be
modified.
Accepted Item
Condition (Available)
Enter the code describing the condition an item is in
when it is accepted.
Quantity Rejected (only required when you return
goods to the vendor.)
Enter the number of items you are not accepting.
Return Date (Available)
Enter the date the goods being returned are shipped
back to the vendor. The default is the current date.
Return Via (Available)
Enter the method of shipment used to return rejected
goods to the vendor.
Rejected Item Condition (Available)
Enter the code describing the condition in which a
rejected item arrived.
Receiving Comments (Available)
Enter any comments on receiving the current line item.
27
Purchase Order Status
O – Outstanding
The purchase order has been approved. Funds are now encumbered.
A – Accepted
All items on the purchase order have been received and accepted.
B – Backordered
On a multi-line purchase order, if some, but not all of the items contained in a line item on the
purchase order have been received and accepted, the status will be “Backordered.”
I – Invoiced / Vouchered
An invoice has been received from the vendor and a voucher has been created for the accepted
items on the purchase order.
P – Paid
A check has been printed and posted for the invoiced items on the purchase order.
R – Reconciled
The check was received in the bank and reconciled.
C – Closed
All expected action regarding the purchase order has been terminated. Any requisitions associated
with the purchase order are likewise considered closed. Encumbered funds are released. Only In
Progress, Not Approved and Outstanding purchas e orders can be closed.
V – Voided
The purchase order has been canceled. Colleague gives you the option to change the status of any
associated requisition to “Outstanding” which allows them to be used on other purchase orders.
Encumbered funds are released. Only In Progress, Not Approved and Outstanding purchase orders
can be voided.
28
The Purchase Order Status (see previous page)
Wait for Shipment
Status - O
Receive Shipment
Backorder Goods/Services
Status - B (Retains "Backorder statue until accepted,
closed or voided.)
Accept?
Wait?
Receive Invoice/
Create Voucher
Yes
No
Status - I
Create Check
Deliver Goods
Status - P
Cancel PO
Status - C or V
Reconcile Check
Notify Vendor
Status - R
Purge Records
29
KIRWOOD ACCOUNTS PAYABLE CLOSES AND / OR VOIDS ALL PURCHASE ORDERS AND
PURCHASE ORDER LINE ITEMS
Notify Accounts Payable by email when you need to Close or Void a PO/BPO or purchase
order line item (Follow the guideline below.) Include in your email the PO/BPO number,
whether you wish to close or void the purchase order and the reason for your action.
Closing Purchase Orders
A closed purchase order is a valid purchase order on which you no longer accept any line items.
You can close a purchase order if the PO status is one of the following:
• Unfinished
• Outstanding (Note: Outstanding purchase orders can be closed only if the received
items have been invoiced.)
You can close a purchase order even if some of the line items have been accepted, however,
those line items must be invoiced before the rest of the purchase order can be closed. If all
of the line items have been accepted, then the status of the purchase order changes to
“Accepted” and you can no longer close the purchase order.
Voided Purchase Orders
A voided purchase order is a purchase order created in error. It has never been and will never be
used.
You can void a purchase order if the PO status is one of the following:
• Unfinished
• Outstanding (Note: Outstanding purchase orders can be voided only if none of the
line items have been accepted. Once a purchase order is voided any encumbered
funds are released.)
Closing/Voiding Purchase Order Line Items
You can close “Outstanding” and “Backordered” line items. You can only Void “Outstanding” line
items. The following case is an example of when this function may be useful.
You ordered a box of pens and a case of computer paper four months ago and only the case of
computer paper arrive. You decide you no longer want to wait for the box of pens. Instead of
canceling the entire order (because you’ve already received and accepted the computer paper), you
can close or void just the line item for the box of pens. Remember, notify the vendor to cancel the
backorder.
30
ALL BLANKET PURCHASE ORDERS ARE CREATED BY KIRKWOOD PURCHASING
DEPARTMENT AND MAINTAINED BY ACCOUNTS PAYABLE
You must create a Requisition and the first Description must be "BPO Expires _ _-_ _-__."
Then Purchasing will turn it into a Blanket Purchase Order. Accounts Payable will send the
vendor invoice to the initiator. The initiator MUST approve the invoice indicating the BPO
number. In addition if more than one GL account number was used in processing the BPO
they must also indicate the GL Numbers and how much to each. The invoice is then returned
to Accounts Payable. When Accounts Payable receives the approved invoice they will mark
the line item(s) "received" in Colleague. Blanket Purchase Orders are used for "open"
purchases when the department wants to set aside funds to make purchases from a Vendor,
but do not know the exact quantities or amounts that will be purchased. You should use $1.00
as the price per item and the quantity ordered should be the dollar amount you wish to set
aside (ie: $1 per item x 10,000 items = $10,000.)
Using the Blanket PO Items Order Inquiry (BINQ) Screen
Use the BINQ screen to view most of the important information on a blanket purchase order and to
detail to other inquiry screens that provide a greater depth of information.
Below is a screen print of a BINQ screen. See Figure 1-4.
Figure 1-4: The Blanket PO Inquiry Screen
See the following page regarding noteworthy fields on the BINQ screen.
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The following fields are available for viewing on the BINQ screen:
Field Name
Data
BPO Date
Automatically displays the date of the blanket PO about which you are
inquiring. You cannot access this field on the BINQ screen.
Vendor ID
Automatically displays the vendor ID associated with the blanket PO
about which you are inquiring. You cannot access this field on the
BINQ screen.
Vouchers
Displays the numbers pf any vouchers that have been created from this
blanket PO. For more information about any of the vouchers listed
here, go to the desired voucher number and detail to the Blanket PO
Voucher List (BPVL) screen. You can detail further to the Voucher
Inquiry (VOUI) screen by detailing from a selected voucher line on the
BPVL screen.
Comments
Details to the BINQ BPO Comment screen to view any comments that
have been entered on this blanket PO. Note that these are not the
“Printed Comments” that appear on the printed blanket purchase order;
these are the institutions internal comments.
Printed Comments
Details to the BINQ BPO Printed Comments screen to view any printed
comments that have been entered on this purchase order. These
comments do appear on the printed blanket purchase order.
GL Account No
The bottom half of the BINQ screen shows the GL Distribution for the
blanket PO. Each GL account associated with this blanket PO is listed,
along with the dollar amounts encumbered and expensed for each.
Colleague also displays the amount remaining (difference of
encumbered less expensed) for each GL account on the blanket PO.
You can detail to the Blanket PO GL Hist Detail (BGLD) and Blanket
PO GL Hist Summary (BGLS) screens from the GL Account No field.
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Blanket Purchase Order Status
O – Outstanding
The blanket PO has been approved and is ready to be processed.
C – Closed
All expected action regarding the blanket PO has been terminated. Any requisitions associated with
the BPO are likewise considered closed. Any remaining encumbered funds are released.
V – Voided
The blanket PO has been canceled. Colleague gives you the option to change the status of any
associated requisition to “Outstanding” which allows them to be used on other purchase orders.
Encumbered funds are released.
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Chapter 3: Reference Guides
Navigational Quick Reference
Colleague Toolbar:
?
?
NOTE: Use the “Colleague Toolbar”
to obtain help on any field at any screen! You
receive a short statement regarding the field where the cursor is placed and the option to click
“Enough” or “More.” If you choose “More” you receive a longer in-depth explanation.
Colleague ICONS
/F9
/Shift F8
@
=
The disk represents the update or save
feature in Colleague. By clicking this
button at the top of the screen, you will
save the file you are working in.
This red ‘X” indicates the cancel feature in
Colleague. By clicking this button at the
top of the screen, you will cancel out of
the file you are working in without saving
the information.
Multiple disks indicate the multi-screen
save in Colleague. By clicking this icon,
you can save out of multiple screens that
are open with one click and return to the
main menu.
Multiple red ‘X’s’ indicates the multiscreen cancel feature in Colleague. By
clicking this icon, you will cancel all of the
changed information in all of the screens
that are open in Colleague.
Typed in the look-up box the @ sign will
bring up the most recently viewed record.
Type the ‘=’ sign in at the beginning of
text to override capitalization rules.
Ex. In the Vendor Name field on the
REQM screen, type “=ACME” to keep all
letters capitalized.
Clicking on this button allows you to detail
other screens without having to exit back
to the main menu. For example, clicking
on the detail button next to the Line Item
field in RQEM brings you to RQIL.
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Clicking on this button next to Description
on the RQIL screen allows you to detail
the RQIM screen.
When a number such as this is next to a
field, Colleague is alerting you that this
field is multi-valued. For example, in the
Vendor Address field on REQM, this
number indicates the line of the street
address you are looking at. Use the
ENTER key here to maintain (or
view)other lines of information, or click the
to scroll through lines of information.
F1
…
For field help, put your cursor in the field
in question and hit the F1 key. This will
bring up field help and should answer any
questions you have.
In a code file field, you will see a message
at the bottom of the screen that says
“lookup”. This indicates that the field is
indeed a code file. To see a list of codes
stored in the system for this field, type
“…” or, if you know the code you are
looking for, simply type it in the field.
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Keyboard Shortcuts
Tab
Shift + Tab
Move to the next field (note that in a
window, if you’re on the last field in the
window, tab will now move you to the next
field outside of the window, rather than
the next row of the current window).
Move to previous field (note that in a
window, due to technical complications,
we can’t move back to the previous field
within the window, so shift + tab takes you
immediately preceding the window).
Up/Down arrow
In a window, this moves a row forward or
a row back.
Home
Moves cursor to the beginning of the text
in the current field.
End
Moves cursor to the end of the text in the
current field.
Ctrl + D
Field Delete
Alt + F
Pull down the “File” menu
Alt + F, C
Cancel
Alt + F, S
Save (equivalent of Update function)
Alt + F, L
Close (equivalent of Finish function)
Alt + F, D
Detail
Alt + E
Pull down the “Edit” menu
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LookUp Wildcards
@@
to display the last record
...
to view all records you may access
123…
to select all records that begin with 123
…123
to select all records that end with 123
…123…
to select all records that contain the characters 123
ABC…XYZ
to select all records that begin with ABC and end with XYZ
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Mnemonics To Use This Manual
REQM
Requisition Maintenance
REQ
RINQ
Requisition Inquiry
REQ
RQIS
Requisition Item Summary
REQ
RQSP
Requisition Single Print
REQ
PINQ
Purchase Order Inquiry
POM
PORC
Purchase Order Receiving
GSR
POAL
Purchase Order Accepted Item Adjustment
GSR
BINQ
Blanket PO Inquiry
BPM
ACBL
GL Account Balance Inquiry
GL
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