Transcript Web Receiving - SUNY Downstate Medical Center

Web Receiving
November 28th & 29th, 2006
System Administration
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Agenda
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09:30 – 10:00 Introduction & Overview
10:00 – 11:30 Web Receiving Power Point Presentation
11:30 – 11:45 Break
11:45 – 12:15 A/P payment authorization, voucher by
receipt, A/P tools
• 12:15 – 12:30 Reports
• 12:30 – 1:00 Questions, Roll-Out plan, Conclusion
• 1:00 – 1:30 Hands On
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University Controller’s Office Campus Contacts
Fax 518-443-5871
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Amy Kahn
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Binghamton
New Paltz
Oswego
Potsdam
System Administration
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[email protected]
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Mark Mulligan
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University of Buffalo
HSC Brooklyn
Brockport
Fredonia
Oneonta
Purchase
Cobleskill
Morrisville
Cornell
[email protected]
518-443-5461
518-443-5437
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Mary Horner
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Albany
Geneseo
Plattsburgh
Alfred State
Delhi
Farmingdale
Alfred Ceramics
Optometry
[email protected]
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Christine Urschel
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Stony Brook
HSC Syracuse
Buffalo State
Cortland
Old Westbury
SUNY IT
Canton
ESF
Maritime
[email protected]
518-443-5547
518-443-5457
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SUNYWEBRECV Discussion List
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Types of Receiving
(Needs applicable LEGACY Security)
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Centralized receiving (Item Receipt)
– receive materials at centralized loading dock or desktop (or both)
• loading dock/desktop user needs to have access to Internet
– items can be physically counted, logged or returned
• receipt generated for each transaction
Decentralized receiving (Short Form Receipt)
– items are brought directly to requesting office without physical count
– minimal input by loading dock including:
• PO number
• office that merchandise was delivered to
– receipt generated
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Header panel of PO 112806R.
Note: Shipping info and ‘Attention Of’ field
(Input by Purchasing via Web Procurement)
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Vendor panel
(Input by Purchasing via Web Procurement)
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NYS Campus panel
(Input by Purchasing via Web Procurement)
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PO Summary
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Change Order panel
Note: 2 reqs on PO 112806R
(Input by Purchasing via Web Procurement)
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Summary of req 112806
(Input by Purchasing via Web Procurement)
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Summary of req 112906
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Short Form Receipt
See Web Receiving Sign On Procedures
Note: Sign on to www.test.suny.edu until campus goes live. Then
use www.suny.edu.
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Short Form Receipt
Navigation: Finance/Receiving/New Short Form Receipt
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Short Form Receipt
(Continued from previous slide.)
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Enter ‘Procurement Number’ (PO/Contract); Click ‘Search’.
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PO is returned
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Check the radio button next to the PO and click ‘select’.
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Note: The vendor, delivery and material description have been populated from
Web Procurement.
From commodity code
description
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Select the delivery information brought over from the req or enter delivery info.
This field has a 20 character limit.
Able to select
comments for ‘special
review’. Can become
campus specific.
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Fields for shipping and invoice numbers have a 20 character limit.
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Completed short form receipt
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Item Receipt
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New Item Receipt
(Finance/Receiving/New Item Receipt)
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Enter Procurement Number (PO/Contract); click ‘Search’.
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Check the radio button next to the PO and
click ‘select’.
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Complete required fields and other information. Clicking ‘save’ saves the
receipt and assigns a receipt number. The receipt will be on the user’s work
list. ‘Complete’ completes the receipt and ‘delete’ will cancel the receipt.
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Note the saved receipt number.
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Items to be received are brought forward from the item screen on the
Procurement document. Quantity ordered not shown per audit requirement.
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Enter quantity received, counter’s initials, select any ‘Special Review’ options
form the drop down menu or click ‘###’ to add a comment. ‘Save’ or
‘Complete’.
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The receipt can be completed and printed immediately or completed to be
printed at a later time.
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To complete and print immediately, check the ‘Immediate Print’ box and click
‘Complete’. To complete only, click ‘Complete’ without checking the box.
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SURS Primary Option Menu
Options RPRN, RPDT and RPRR are all available in SURS for users who have
mainframe access.
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Returns – Can be done at the time the receipt is complete or at a later time
through ‘Receipt Search’. The search default is to search for both short form
and item receipts. The user can uncheck either of the boxes to search for a
specific receipt type.
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The results are returned. Select the receipt to work on.
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The Summary is displayed. To enter a return, click the ‘Return/Adjustment’
panel to view the items received.
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Enter the quantity of the item to be received, the counters initials and a return
reason. Comments may also be added. Click ‘Save Return’.
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A Return Receipt number is assigned. The Return Receipt can be saved,
completed or deleted. If completing, an immediate print may be done by
checking the ‘Immediate Print’ box.
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A summary of the receipt, including return is displayed.
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Overshipment and Addition of
Unordered Item
Demonstrating Work List
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Enter Procurement document number; click ‘Search’.
(Finance/Receiving/New Item Receipt)
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Select Procurement Document.
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Click ‘Save’.
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Enter quantity received and counter’s initials.
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Once quantity and counter’s initials are entered, click ‘Save’.
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Note: Overshipment indicator.
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At this point, the user can click ‘Save’ and come back to it later or
‘Complete’ to complete and print.
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‘Save’ was chosen and the receipt is now on the user’s Work List.
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User Work List
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Forward Feature
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Find the user in the drop down list to forward the document to.
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Add comments if necessary. The “Return to Me” box can be checked if the user
wants the document to come back to their work lost once the person forwarded
to has taken action. Click ‘forward’ to proceed or ‘cancel’.
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Work Item Details provides a history of the document.
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Once forwarded, the document is no longer on the user‘s Work List
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The document is now on the user’s Work List selected from the drop down list.
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After clicking ‘Approve’, the person reviewing the document can add comments
to the original user. Once ‘OK’ is clicked, the document goes back to the
original user. The ‘Work Item Details’ show the history of the document.
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The document displays on the original user’s Work List and can be worked on.
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The Summary is displayed. To enter more items, click the ‘Items’ panel.
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If an item is shipped that is not on the Procurement document, it can be added
to the receipt at this time by clicking ‘Add Unordered Item’.
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The item screen is displayed. To add an item, a valid UNSPSC code must be
chosen. Click ‘search/validate’ to enter the UNSPSC search module.
Refer to Web Procurement Application Procedures and UNSPSC code
spreadsheet.
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Enter the item to search. Plural form is preferred and will return a smaller result
set. Click ‘Search’.
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Click the radio button next to the item to be added. Click ‘Select’.
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The UNSPSC code and description is returned to the item screen.
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Enter required fields and comments if desired. Click ‘Create’.
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Item was created as line number ‘900’.
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Summary shows items received for this receipt.
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Training Web Site
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www.suny.edu
Faculty, Staff & Employment
SUNY Secure “Sign On”
Select campus, enter LAN username and password, “Login”
Click the “More” tab
Click the “System Administration Projects” tab
Click SUNY University - wide Administrative Systems 5yr Plan link
In the Navigation bar, choose ‘Finance & Management’.
Click ‘Training/Presentation Materials’.
Refer to Web Procurement Application Procedures and UNSPSC code
spreadsheet.
Web Receiving Power Point Presentation and Procedures will be added to
the site.
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Enhancements
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Enhancements
• Print by date & date range
• Requisition an allowable
procurement document type
• Query on overshipments,
undershipments and complete
receipts
• 3rd party destination receipts
• Complete or Partial receipt
noted on receipt print
• UOM, i.e. LOT never fully
received or overshipped
• Flags for PCS
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