All Order Inquiry Lesson


In this lesson you will learn how to do the all order inquiry.

 

Note:

 

There are three menu paths for this inquiry

 

Purchasing – Agencies > Inquiries & Reports > Purchase Inquiries > All Order Inquiry

 

or

 

Inventory > Inquiries & Reports > Purchasing Inquiries > All Order Inquiry

 

or

 

Accounts Payable > Inquiries and Reports > Purchasing Inquiries > All Order Inquiry  

 

For this lesson we will ust the Purchasing menu path.


Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Purchasing - Agencies link.

    Step 2
  3. Click the Inquiries & Reports link.

    Step 3
  4. Click the Purchasing Inquiries link.

    Step 4
  5. Click the All Order Inquiry link.

    Step 5
  6. Inquiries can be narrowed by using either:

     

    Order Filters and Query By Example, QBE) fields on the grid

     

    Order Type Filters to view specified categories of documents (Purchase Orders, Contracts, Quotes, and Requisitions) regardless off Document Type.

     

    Note: These filters are independent of each other.  The Order Type Filters functionality overrides the Order Filters and QBE.

    Step 6
  7. Enter the Document Number into the Order Number field. 

     

    For this lesson enter "287617".

    Step 7
  8. Click in the Order Number field.

    Step 8
  9. Order Type - Enter the order type in the Order Type field (Represented by a 2 character combination)

     

    Standard Order Types:

     

    Purchase Requisition: OR, OT, OW, ON, OI, OO, O3, O5, ZR, Z6

    Quotation Request: OQ, OF, Z1

    Purchase Order: OP, OG, O9, O6, OU, Z8, OH, ZP, ZG, ZO

    Contract: OC, O4, ZC  

     

    For this lesson enter "OP" into the Order Number field.

    Step 9
  10. Business Unit

     

    An alphanumeric field that identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, branch, or plant.  

     

    For this lesson we are not going to enter a Business Unit.

    Step 10
  11. Supplier

     

    Address Book number of Vendor providing goods or services.

     

    Primarily "V" search type Address Book records. 

     

    For this lesson we are not going to enter any information in this field.

    Step 11
  12. Ship To

     

    Address to which the goods are to be delivered or the location where services are to be performed

     

    Primarily "F" search type Address Book records.  

     

    For this lesson we are not going to enter any information in this field.

    Step 12
  13. Buyer Number

     

    Address book number of Responsible Buyer

     

    Primarily "E" or "B" search type Address Book Records; can be "X" or "N" search type Addresss Book Records  

     

    For this lesson we are not going to enter any information in this field.

    Step 13
  14. Invoice To

     

    The address book number the vendor sends the invoice to.    

     

    For this lesson we are not going to enter any information in this field.

    Step 14
  15. Doc Description

     

    This is a free text field; therefore, it is not recommended for "searching"  

     

    For this lesson we are not going to enter any information in this field.  

    Step 15
  16. Document Location

     

    Identifies the facility where a commodity or service requisition was established, this field can be pulled from the address book.

     

    This must be a Address Book Search Type of “F” - facility    

     

    For this lesson we are not going to enter any information in this field.

    Step 16
  17. Document Contact

     

    Identifies the primary person responsible for the commodity or service requisition.  This field can be pulled from the address book.

     

    This must be an Address Book Search Type of “B, E, N, or X”.    

     

    For this lesson we are not going to enter any information in this field.

    Step 17
  18. New/Renew

     

    Mandatory field for Contracts

     

    New or Renewed documents   

     

    For this lesson we are not going to enter any information in this field.

    Step 18
  19. Funding

     

    Funding sources such as ARRA (American Recovery and Reinvestment Act) funds, if populated  

     

    For this lesson we are not going to enter any information in this field.

    Step 19
  20. Location Moved To

     

    If document has been moved to Records Management this field should be populated with "RM"  

     

    For this lesson we are not going to enter any information in this field.

    Step 20
  21. Selecting Order Type Filters boxes narrows inquiry search down to specified categories of documents (Purchase Orders, Contracts, Quotes, and Requisitions) regardless off Document Type.

     

    This is beneficial if the Order Type is unknown.

     

    Note: The Order Type Filters functionality overrides the Order Filters and QBE.

    Step 21
  22. Once Order Filters fields are populated click the Find button to populate the grid.

    Step 22
  23. Detail grid populates based on Order Filters and Order Type Filters criteria.

     

    Select the order line for inquiry by clicking on the appropriate radio button.  

     

    In this lesson the record we want is already selected.

    Step 23
  24. Click the scroll bar to scroll down

    Step 24
  25. Click the Detail Revisions button.

    Step 25
  26. Order Detail tab indicates information from the Order Header that populates to the Order Details

    Step 26
  27. Some Grid Date is available through the Detail Revision screen.  This portion of instruction provides detailed information to fields/data not available on the All Order Inquiry Grid.

    Step 27
  28. NIGP/Inventory Number (in the grid)

     

    NIGP Number/Inventory Number – represents the NIGP commodity code for items to be purchased.  All applicable 5-digit codes for Services will be > 90000.  All Commodity Codes will be <90000.

     

    3-Digit NIGP – three-digit prefix to a commodity code

     

    NIGP Sub – the two-digit commodity code suffix

    Step 28
  29. Click the scroll bar to scroll to the right.

    Step 29
  30. Account Number - Business Unit and Object Account tied to the detail line for the procurement document

     

    The following fields populate based on the Account Number:

     

    Cost Center - Business Unit for this detail line of the document

    Obj Acct - Object Account tied to this detail line of the document

    Sub|Subledger - Used by some agencies to further define object accounts

    SBL Type - Used by some agencies to further define object accounts

    Step 30
  31. Click the scroll bar to scroll to the right.

    Step 31
  32. Dev Request - Information Regarding Split Lines of Coding  

     

    In this lesson we are not going to change this field.

    Step 32
  33. Report Code 4 - Restrict Order Information – specific to certain agencies  

     

    In this lesson we are not going to change this field.

    Step 33
  34. Tag Number - Fixed Asset Number assigned to this purchase, if applicable 

     

    In this lesson we are not going to change this field.

    Step 34
  35. Invoice To - Address Book Record to which vendor will send invoice.  

     

    In this lesson we are not going to change this field.

    Step 35
  36. Click the scroll bar to scroll to the right.

    Step 36
  37. Tax Rate/Area - not applicable

    Expl Code - not applicable  

     

    In this lesson we are not going to change this field.

    Step 37
  38. Click the scroll bar to scroll to the left.

    Step 38
  39. Click the Line Defaults tab.

    Step 39
  40. Line Defaults tab is only used when adding or revising a procurement document

    Step 40
  41. Click the Additional Properties tab.

    Step 41
  42. Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document Contact

    Step 42
  43. Click the Category Codes tab.

    Step 43
  44. For contracts, the system is designed to require data on the Category Codes tab. Data includes information about the Renewal status for contracts.

    Step 44
  45. To exit Order Detail, click the Cancel button.

    Step 45
  46. Click the Purchasing Ledger button.

    Step 46
  47. Purchasing Ledger - tracks all history of a procurement document

    Step 47
  48. Click the Find button.

    Step 48
  49. Click the Close button.

    Step 49
  50. Click the PA Commitment button.

    Step 50
  51. PA Commitment – provides encumbrance data based on an encumbering purchase orders.

     

    Inquiry can be narrowed using header fields and QBE line,

    Step 51
  52. Click the Close button.

    Step 52
  53. Click the Document Inquiry button.

    Step 53
  54. Document Inquiry - primarily focuses on detail lines of a specified document.  Provides information regarding originating documents or generated documents.

    Step 54
  55. Click the Close button.

    Step 55
  56. Click the Order Addresses button.

    Step 56
  57. Order Addresses – provides additional information on Supplier or Ship To addresses.

     

    Note: Supplier and Ship To address book numbers can be modified for documents without affecting address book records.

    Step 57
  58. Click the Ship To option.

    Step 58
  59. Click the Cancel button.

    Step 59
  60. Click the Approvals button.

    Step 60
  61. Approvals - inquiry on approval status of procurement documents

    Step 61
  62. Enter the approver address book number into the Approver field.  

     

    For this lesson enter "100378".

    Step 62
  63. Click the Approved option.

    Step 63
  64. Click in the Order Date field.

    Step 64
  65. Enter the date into the Order Date field. 

     

    For this lesson enter ">1/1/2010".

    Step 65
  66. Click the Find button.

    Step 66
  67. Click the Close button.

    Step 67
  68. Selecting Order Type Filters boxes narrows inquiry search down to specified categories of documents (Purchase Orders, Contracts, Quotes, and Requisitions) regardless off Document Type.

     

    o This is beneficial if the Order Type is unknown.

     

    NOTE: The Order Type Filters functionality overrides the Order Filters and QBE.

     

    Click the View Purchase Orders option.

    Step 68
  69. To begin a new search using Order Type Filters, click the Clear Filters option.

    Step 69
  70. Order Number|Or Ty (Order Number|Order Type)

     

    Number and Type that identify an original document.

     

    This can be a voucher, an order number, an invoice, unapplied cash, a journal entry number, etc.

    Step 70
  71. Line Number - Unique line number to a specific order.  Displayed sequentially.

    Step 71
  72. Quantity Ordered|TR. UOM (Transaction Unit of Measure) - Quantity of units ordered on a specific line of an order.

    Step 72
  73. Unit Cost - Cost per unit

     

    For Requsitions, this is estimated.

    Step 73
  74. Extended Cost – Calculation based on the Quantity Ordered and Unit Cost fields.

    Step 74
  75. Pu. UM - Purchase Unit of Measure must be the same Unit of Measure in the Tr. UoM field.

    Step 75
  76. Description 1 - descriptive data pertaining to the specific detail line 

    Step 76
  77. Click the scroll bar to scroll to the right.

    Step 77
  78. Description 2 - descriptive data pertaining to the specific detail line 

    Step 78
  79. Order Fd (Order Fund) - Fund associated with Business Unit

    Step 79
  80. Supplier Number|Supplier Description - Vendor supplying goods or services.

     

    This is the same for the entire document.

    Step 80
  81. Dates -

     

    Entered Date - date procurement document was created in system

     

    Request Date - date goods or services are needed

     

    Promised Delivery - requested date for this item or service; does not need to be the same as the overall contract period – some Service Contracts span multiple years, etc.

     

    Cancel Date - date after which goods or services will not be accepted; date that a Contract will expire.

    Step 81
  82. Click the scroll bar to scroll to the right.

    Step 82
  83. Ship To - Location where items or services will be received

    Step 83
  84. Buyer - Buyer responsible for the procurement document

    Step 84
  85. Reference Information - data entered in these fields is at Agency discretion

    Step 85
  86. Click the scroll bar to scroll to the right.

    Step 86
  87. Order Amount - Cumulative dollar  amount of all lines on an order

    Step 87
  88. Business Unit - An alphanumeric field that identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, branch, or plant.

    Step 88
  89. Order By - Usesr ID of individual who created or generated the document

    Step 89
  90. Contract Location

     

    Identifies the facility where a purchasing document was established

     

    If this is a contract, the physical location of documentation

     

    This must be a Address Book Search Type of “F” - facility

    Step 90
  91. Contract Description - overall description of procurement document

     

    If contract, mandatory field

    Step 91
  92. Order Status (Last Stat|Next Stat) 

     

    Based on Status Codes defined in system

     

    Status Codes vary depending upon Document Type (Purchase Order, Contract, Quote, or Requisition)

     

    Provide information about the document status

    Step 92
  93. Ln Ty – Line Type

     

    Enter the appropriate Line Type for your order.

     

    J - Non-Inventory or Non-Stock Item; Represents "G/L Account Number," it indicates that a purchase is going to be made against a specific account and that funds will be drawn from that Business Unit and Object Account

     

    S - Inventory; Represents the item being order is purchased good or raw material for stock.

     

    N - Non-Stock Item; Represents a good that is used to manufacture a Finished Inventory item.  But not counted in Inventory

     

    T - Text Line; indicates that text will be included on this line, but there will not be any funds/accounts associated with this line.

     

    X - Outside Operations; Do Not use for this process

    Step 93
  94. Click the Close button.

    Step 94

You have successfully completed this lesson.

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