OnBase

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OnBase

• E-Procure - Purchase Order Entry, Update
  Unapproved Purchase Order and Receiving

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• Log into Internet Explorer. Enter the address
  exactly as noted below
• http//srlc9onb02/POApp/welcome.aspx

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The OnBase login screen for the web based
purchase order process will appear (see
following image).
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Log in using your userid and password.
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You will then see the Welcome page. There are
several processes that you will access from this
welcome page Create a purchase order, view
unapproved purchase orders, update unapproved
purchase orders, view purchase orders except
closed, receive purchase orders and view closed
purchase orders.
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To create a new purchase order, click on the
Create Purchase Order area in the upper left
hand pane.
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By doing this, the system will bring up a blank
purchase order screen that will allow you, the
user, to fill in with the pertinent information
for this purchase order.
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• Be sure you have identified a valid FMS vendor
  and budget number with available dollars to be
  used in the creation of this order.
• The first area that you will need to know is the
  FMS vendor number. Enter that number in the
  vendor field. Press the binoculars to validate
  the vendor name, address and any related vendor
  information.

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A window will appear with the information related
to this vendor. If it is the vendor that you
want, click on the vendor name and press the SAVE
button located at the lower pane in the vendor
selection screen. This information will populate
the vendor fields on your purchase order.
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Note See screen image below with populated
vendor information.
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The second area to enter is the SHIP TO (OPU).
Enter your OPU number and press the binoculars
located to the right of the ship to (opu) line.
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This will populate the ship to information fields
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• Purchase Order Information fields
• Order Date this is the system date and should
  not be changed
• Due Date this field can be left blank unless a
  specific date is needed
• Fiscal Year this is the current fiscal year
• Resolution - if you know the resolution number,
  it can be entered in this field
• Originator Details the fields below contain your
  user information
• User Name this is your UserId
• User Initials this is your initials
• Email Address this is your CMSD email address
• Location - this is your location (opu) number

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• Manager User Name This is the userid of the
  person that you report to.
• Purchase Order Notes This field is a comment
  field and will be included in the FMS purchase
  order as a comment line.
• Supporting docs will be provided? __No __Yes
  If this action is marked yes it will create a
  BARCODE sheet that can be used to scan backup or
  supporting documentation into OnBase and link it
  to your purchase order. Every time you have an
  attachment to scan in, this barcode sheet must
  accompany your backup.

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To enter your line items, press the ADD NEW ITEM
button. A window opens that allows you to
identify if the item is a freight item or a
regular line item.
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If it is a freight line item, click in the mark
as freight box. You will see the item
description will be filled in as freight and the
unit price is filled in as 1.00. You will then
enter your quantity and the system will enter the
extended price. This will become a line item on
your purchase order.
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Enter your valid budget account number in the
space provided, then press the Save Create
additional button or if you do not have
additional lines, press the Save Close button.
You also have the opportunity to press the Cancel
button.
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• When you are satisfied with your purchase order,
  press the Submit Purchase Order button on the
  bottom of the page. This purchase order is now
  available for purchase order approval.
• Purchase Order Receiving is also processed in
  this E-procure solution. Receiving will update
  the FMS purchase order and cannot be completed
  until the purchase order has been printed and
  released to the vendor.
• The Purchase Order number is not assigned until
  the approval process has taken place. Up until
  this point, you will have a tracking number and
  not a certified purchase order.

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UPDATE UNAPPROVED PURCHASE ORDERS
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A hit list of all of your unapproved purchase
orders will appear.
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Select the purchase order that you would like to
modify. The form will appear as noted below
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• Find the area that needs changes. Make your
  changes. When you are complete, press the
  re-submit purchase order button located in the
  lower portion of the purchase order image. This
  will re-route this purchase order to the
  workflow.

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Purchase Order Receiving

• A Purchase Order can only be received after it is
  approved and printed.
• Go to the Receive Purchase Order area. Any
  purchase order that is available for receiving
  will appear. Select your purchase order.

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The purchase order receiving screen will appear.
You will have the option to RECEIVE ALL or
RECEIVE PARTIAL amount by line item.
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• To RECEIVE ALL, press the RECEIVE ALL button
  located below the lines. To receive only a
  portion of a line, enter the quantity that you
  have physically received.
• Additional inventory information has been added
  to the receiver. Be sure to fill in the
  information as accurately as possible, this will
  assist the District in identifying all of our
  inventory items. See the lines below. Fill in
  the location details, warehouse tag number and
  floor/room information.

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• After your receiving information is correct and
  accurate, press the RECEIVE PO button. You also
  have the ability to cancel this action. The
  tracking number for the purchase order is noted
  below .