PROCUREMENT STAFF:
Pat Emch, #4414
Marie Helms, #4469
Bridgette Billings, #4467 Milas McClain, #4470 Jennifer Ennis, #4407
Vera O’Pry, #4468
COLLEAGUE -- HELPFUL HINTS
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MENU BAR—File: indicates last 10 mnemonics accessed; Edit: copy/paste
functions; Apps: CF (financial module); Favorites: allows creation and addition of
favorite mnemonics folder; Options: files, cache/scripts, settings; Help: Field,
Function, or Process help)
TOOL BAR—Go (Run Mnemonics); Door (Exit); Diskette (Save); Red X
(Cancel); 2 Diskettes (Save All); 2 Red X’s (Cancel All); Trash Can (Delete
Record); (Field Help)
HELP—can be copied and pasted into Word
TIME OUT—you may be timed out after 30 minutes of non-activity
SHIFT @--brings up your last screen
FIELD DELETE—use this if Delete doesn’t work
DIRECT INPUT—some fields allow direct input; on others, you must type …;
you will see a resolution screen which allows a choice
RESOLUTION SCREENS—you may make a choice by either (1) clicking in
the box on the left beside the item, then click on Save (the diskette icon); OR by
(2) typing in the item number of your choice at the bottom of the screen,
<ENTER>
REQUIRED FIELDS—they are not indicated, unless you save a screen and get
an alert that one (or more) is missing
DETAIL BUTTON—allows you to “detail in” to the item’s complete description
or other information
UP/DOWN ARROWS—allow you to go to previous or next lines
MENU—you may either (1) type the mnemonic, <ENTER>, OR click on the
folders to open the mnemonics
TYPE CASE—can use upper and lower case in data entry; it prints in “all caps”
on the purchase order
G/L ACCOUNT NUMBER—may type account number without using hyphens
MULTIPLE ACCOUNT NUMBERS—the use of a maximum of three G/L
account numbers will print on the purchase order. You may apply a percentage of
funds to each G/L in order to total 100%
RECORD LOCK—only one user at a time may access a record; you will see an
alert box that tells you the record is locked by another user. You will have to wait
until that user exits the record in order to access it. This will affect vendor
numbers, requisition numbers, and purchase order numbers
VENDOR SEARCH—type all or a portion of the vendor’s name, not the vendor
number; you will see a resolution screen that allows you to make a choice
DOCUMENT NUMBERS—you do not need to type in the leading zeros or
prefix when typing a requisition or purchase order number in a lookup box
(Example, P000134 would be typed as 134)
LOOKUP BOX—may type in …, see a resolution screen to make a choice, if
you do not know the number which should be entered to retrieve a specific record
HELPFUL HINTS-COLLEAGUE
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OK—on alert or lookup boxes with “OK” as an option, you can either <ENTER>
OR click on OK
PREPAY ORDERS—indicate that prepayment is needed in the “Printed
Comments” field, with any other special instructions
DELIVER TO—indicate the person’s name, building, room, and/or campus in
the “Printed Comments” field
NEW VENDOR—enter the “Vendor Not” vendor; indicate the new vendor’s
name, address, Federal Tax ID number, phone, fax, account number, contact
name, etc. in the “Comments” field so that a new vendor can be set up
P.O. TYPES—A “P” prefix indicates a regular purchase order which will be
received, and all local and state equipment orders. A “B” prefix indicates a
blanket (open) order, bid encumbrance, travel encumbrance, P-Card
encumbrance, or other type of encumbrance required
P.O. STATUS—“Outstanding” means that the purchase order is approved and
ready to be received, vouchered, and paid; “In Progress” means that it is
unfinished and pending further approval; “Accepted” means that the item or order
is received and can be vouchered and paid; “Vouchered” means that it is ready to
pay
SHIPPING CHARGES—enter shipping charges if known or estimated as a line
item, not in “Comments”
COMMENTS—can be re-arranged by using Insert/Copy/Paste
TRAVEL—you can encumber travel in Colleague as a requisition, which will be
given a “B” purchase order number. Encumbrance of travel in this manner will
be required prior to the year-end closing cut-off date in April
EQUIPMENT—Do not enter accessories or enhancements as separate lines; type
all such components together with the main equipment description, as one
complete item.
Example: 1 each Projector, Data Video, Sony #VLP-X21,
$6,701.00
with 50 ft. Audio Cable, 50 ft. Video
Cable, Mounting Kit with Adapter,
Ceiling Mount, and hardware
BUYER—it is critical to enter your buyer’s name, since it is the only way
purchasing can retrieve approved requisitions for processing
QUOTE NUMBER—type a vendor’s quotation or bid number in the “Printed
Comments” field, or the person’s name and date (if an informal quote), which can
assure correct pricing upon payment
AP TYPES—an AP type is required in order to add sales tax to your requisition.
The system will default to the last AP type used, so be very careful that it reflects
the actual AP type related to your source of funds.
REPORT HIGHLIGHTS—when a report is “held to the screen” for viewing,
you can press “Tab” to highlight the items; click the mouse to delete highlights
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REPORT REQUIRED FIELDS—dates are required; any other entries are
limiting criteria
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