Welcome to the Procurement Users Group

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Welcome to theProcurement Users Group

• Tuesday, October 31, 2006
• 900am - Noon

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Todays Agenda

• Announcements
• Presentations
• Review of Deviation Request Policy
• Review 2-way Match Policy
• Procurement Issues Update
• Attachments using the tilde
• Reports Update

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Announcements

• Hardware Update what is your opinion?
• Processing Time
• Please remember to remove cancel dates on
  Purchase Orders

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Deviation Request Policy
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What should be included in a Sole Source request?

• Deviation from Contractual Services Contract
  Process
• Must have Agency Directors signature
• Agency Director may be in Approval Route (no
  physical signature needed)
• Justification based on statute
• Copy of the contract
• Contact person
• IT/Communications must have CIO approval
• Attachments should be OLE

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Two-way Match Policy
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Two-Way Match Policy

• Please refer to the DAS Service Purchases
  Two-Way Match Policy found on the DAS Materiel
  website.
• View the 3-way Match vs. 2-way Match Quick
  Reference Card to determine when to use which
  process.

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Two-way Match Reminders

• Can only be used with Service Procurements under
  50,000, with the exception of IT Service
  Contract Purchases
• Do not receive against the Purchase Order
• Purchase Order must be approved
• Purchase Order must be a Z8 order type

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How to use Two-way Match

• Create a Direct Entry Purchase Order (Z8) or
  Generate a Purchase Order (Z8) from a Service
  Contract
• View the Work Instructions for Entering a
  Purchase Order Direct
• View the Work Instructions for Generating a
  Purchase Order from a Service Contract
• Voucher a (Z8) document via Two-way Match
• View the Work Instructions for Entering Vouchers
  using 2-way Match

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Update on Procurement Issues
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Issue Canceling a Purchase Order with a Cancel
Date in the next Fiscal Year

• Before 8.10, a cancelled PO would de-commit on
  the date of cancellation. In 8.10, the manually
  entered cancel date on the PO is used as the
  de-commitment date. This is a problem because the
  de-commitment should not occur in a future fiscal
  year. 
• Example PO is entered on 4/21/2006 with a cancel
  date of 8/21/2006 (which is in a future fiscal
  year). When PO is canceled, the PA Commitment
  Inquiry record shows the commitment on 4/21/2006
  (this fiscal year) and de-commitment on 8/21/2006
  (next fiscal year).

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Workaround Canceling a Purchase Order with a
Cancel Date in the next Fiscal Year

• Remove all future cancel dates on purchase
  orders.
• Note PO document types OG, O6, O9, and ZG pull
  the Cancel Date from the Contract. The generated
  PO must be revised to remove the cancel date.
• Update This is our biggest help desk issue!
  Please remember to delete the cancel date prior
  to canceling the lines.

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Issue Populate Header to Detail does not
automatically go to the PO detail lines

• Before 8.10, when clicking Row gt Populate gt
  Header to Detail, the detail lines would appear
  with the updated information. In 8.10, the
  detail lines do not appear after clicking Row gt
  Populate gt Header to Detail.

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Workaround Populate Header to Detail does not
automatically go to the PO detail lines

• Click OK and the system will take you to the
  updated detail lines.
• Update SAR (System Action Request) to correct
  issue is pending review by Oracle.

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Issue Populate Header to Detail - Cancel button
grayed out in PO detail lines

• This is only a problem if the Purchase Document
  is cancelled/closed or the GL date is in the last
  fiscal year.

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Workaround Populate Header to Detail - Cancel
button grayed out in PO detail lines

• Check the Purchase Order Detail Lines prior to
  updating Header to Detail.
• If the Purchase Order is a closed, do not use the
  Populate Header to Detail function.
• If the G/L is last fiscal year (usually on
  non-encumbering document) change the G/L date to
  current year and then use the Populate Header to
  Detail function.
• Update SAR (System Action Request) to correct
  issue is pending review by Oracle.

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Issue Order Revision shows two different IDs
when Inquiring

• When viewing the Order Revision History, it
  appears that someone has made a change to the
  document when the Last Revision Radio Button is
  clicked.

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Workaround Order Revision shows two different
IDs when Inquiring

• View Revisions History using the View All
  Revisions Radio Button.
• When inquiring on a Purchase Document, use the
  cancel button if you do not make changes.
• Update Oracle has determined the system is
  working as designed.
• Use the Purchasing Ledger to gather historical
  information along with the Order Revisions
  History.
• Date and initial order attachments.

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Issue Print Purchase Order updates the Order
Revision History

• The system changes the last persons ID in the
  Order Revision History when a new person runs the
  Print Purchase Order program. It appears that a
  revision was made when all they did was print a
  Purchase Document.

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Workaround Print Purchase Order updates the
Order Revision History

• Run the Revisions History report.
• View the Media Object attachments to identify the
  last revision.
• Update Oracle has determined the system is
  working as designed.
• Use the Purchasing Ledger to gather historical
  information along with the Order Revisions
  History.
• Date and initial order attachments.

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New Issue Document Caught in Approval Loop

• Approve option on Form exit is grey on the
  Approval screen
• This happens when someone reverses receipt and
  cancels the lines on a purchase order.

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Workaround Document Caught in Approval Loop

• Contact the CIO Help Desk
• Oracle will supply an ESU

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Issues Pending Resolution

• Please continue to use workarounds for the
  following issues, as they will be fixed in future
  Tools Releases.
• OSA Interface name does not self populate for
  Citrix users on Printer Selection screen (Tools
  Release 8.95 P1)
• Printing a text attachment from media object
  (Tools Release 8.95 O1)
• Double quotes in Description field are replaced
  with quote (Tools Release 8.97)

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Resolved Issues

• UOM (Unit of Measure) field visual assist takes
  you to wrong visual assist screen
• ESU (Electronic Software Updated) received in
  process of lying down system fix
• Wrong description on Approval screen when
  document is closed
• Description 2 printing twice on a Purchase Order
• Search is taking a long time when inquiring on
  Approval screen bouncy ball issue

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Resolved Issues (cont.)

• Dollar value doubles in the Order Amount and
  Approval Amount fields when clicking Find on
  Approval screen
• Purchase order print is very small and hard to
  read
• Purchase order font has been enlarged
• The Enter key (carriage return) will give you a
  new line on Media Attachments. Continue to use
  the tilde to get double space blank line

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Using a tilde () on Attachments
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Reports
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• Run the Received/Voucher Status Report to review
  detailed information about outstanding purchase
  order encumbrances.
• View the work instructions for running the
  Received/Voucher Status report in the General
  Accounting manual on the NIS website.

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• NIS0001 - run report by Supplier
• NIS0002 - run report by Purchase Order

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• Enter the Agency Number.
• This report can also be narrowed down by
• Business Unit
• Fund

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• Run the Number of Contracts in Dollar Range
  report to view the contract description, vendor,
  and the estimated contract amount for a specified
  dollar range. This report can be run for all
  contracts, all open contracts, or all closed
  contracts.

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• Leave Data Selection as is.
• Amount Range will be entered on Processing Option
  screen.
• Narrow report by
• Order Type - run by Service Contracts (O4) or
  Commodity Contracts (OC) only
• Buyer
• Agency Number

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• Enter a dollar range in the From and To Contract
  Total fields.
• Enter a date range in the From and To Contract
  Date fields.
• This date pulls from the Cancel date on the Order
  Header screen.

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Thank you for coming!Please remember to fill
out an evaluation!