Enter Special Purpose PO (X3) Direct Lesson



Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Grants & Projects link.

    Step 2
  3. Click the Grants & Capital Projects link.

    Step 3
  4. Click the 309 Projects link.

    Step 4
  5. Click the Revise Spec Order Release (X3) link.

    Step 5
  6. Click the Add button.

    Step 6
  7. Supplier

     

    The Address Book number of the vendor from whom you will purchase the goods

     

    o Primarily "V" search type Address Book records.

     

    NOTE:  This should NEVER be an "E" search type Address Book record.

     

    Enter "540205".

    Step 7
  8. Press [Tab].

    Step 8
  9. NOTE:  Error Message: "Address Number - Invalid" will disappear once additional information is entered.

    Step 9
  10. Ship To - Address to which the goods are to be delivered or the location where services are to be performed

     

    o The Ship To number will automatically populate the Send Invoice To field.

     

    o Primarily "F" search type Address Book records.

     

    Enter "558725".

    Step 10
  11. Press [Tab].

    Step 11
  12. Buyer Number - Special Purpose Purchase Orders will be processed by AS Task Force for Building Renewal.

     

    ALWAYS enter Address Book number 576618.

     

    Enter "576618".

    Step 12
  13. Click in the Description field.

    Step 13
  14. Description

     

    Enter a brief description of the Project.

     

    Enter "SWITCHGEAR REPLACEMENT".

    Step 14
  15. Business Unit accountable for the project.

     

    NOTE: Generally, each project is tied to a single unique Business Unit.  For projects funded by the 309 Task Force for Building Renewal, the Business Unit number is supplied by 309.

    Step 15
  16. Click in the Business Unit field.

    Step 16
  17. Enter the desired information into the Business Unit field. Enter "6512T023".

    Step 17
  18. Requested Date - The date when you want the special purpose purchase order to be filled or delivered.

     

    Enter "06/25/2010".

    Step 18
  19. Press [Tab].

    Step 19
  20. Promised Delivery - The date the supplier promised to deliver this order.

     

    Enter "8/23/2010".

    Step 20
  21. Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document Contact.

     

    These fields are OPTIONAL for Special Purpose POs.

    Step 21
  22. o Document Description - Populate for a commodity or service purchase order, this field can be used for free form text; This field can hold up to 30 alpha/numeric characters

     

    o Document Location - Identifies the facility where a commodity or service requisition was established, this field can be pulled from the address book; this should be a Address Book Search Type of “F” - facility

     

    o Document Contact - Identifies the primary person responsible for the commodity or service requisition.  This field can be pulled from the address book; this should be an Address Book Search Type of “B, E, N, or X”.

    Step 22
  23. Click the OK button.

    Step 23
  24. An Order Number has three components

     

    o Order Number - system assigned

    o Order Type - Special Purpose PO is X3

    o Order Fund - automatically assigned based on Business Unit

    Step 24
  25. Enter Detail Lines for this Special Purpose Purchase Order

    Step 25
  26. NIGP Number/Inventory Number 

     

    o NIGP Number/Inventory Number – represents the NIGP commodity code for construction related projects.

    Step 26
  27. NIGP Number/Inventory Number 

     

    Note: Enter an NIGP Number for all construction related projects from the following:

     

    o 99999-CC0010   Program Planning

    o 99999-CC0020   Professional Fees

    o 99999-CC0030   Construction

    o 99999-CC0040   Fixed Equipment

    o 99999-CC0050   Moveable Equipment

    o 99999-CC0060   Special or Technical Equipment

    o 99999-CC0070   Land Acquisition/Development

    o 99999-CC0080   Artwork

    o 99999-CC0090   Other Construction Related Costs

    Step 27
  28. NIGP Number/Inventory Number 

     

    o 3-Digit NIGP – Will populate from the NIGP Number/Inventory Number;  this is the three-digit prefix to a commodity code

     

    o NIGP Sub – Will populate from the NIGP Number/Inventory Number;  this is the two-digit commodity code suffix

     

    3-Digit NIGP and NIGP Sub automatically populate from the data entered in the NIGP Number/Inventory Number field but can be overridden.

    Step 28
  29. Press [Tab].

    Step 29
  30. Enter the desired information into the NIGP Number/ Inventory Number field. Enter "99999-CC0030".

    Step 30
  31. Click in the Quantity Ordered field.

    Step 31
  32. Quantity Ordered - Enter the full cost of the Construction Contract.

     

    Enter "50000".

    Step 32
  33. Press [Tab].

    Step 33
  34. Tr. UoM - Transaction Unit of Measure.  System defaults to EA; Always enter "$".

    Step 34
  35. Press [Tab].

    Step 35
  36. Unit Cost – Always enter "1".

    Step 36
  37. NOTE: To facilitate partial receipts and payment on the contract, the Quantity and Unit Cost fields are reversed.

    Step 37
  38. Use the scroll bar to navigate to the right.

     

    Release the mouse button.

    Step 38
  39. Click in the Description 1 field.

    Step 39
  40. Description 1 – This is free text – enter description of the contract

     

    System will capitalize the text. 

     

    Enter "SWITCHGEAR REPLACEMENT".

    Step 40
  41. Press [Tab].

    Step 41
  42. Description 2 – This is free text – Enter Contract Description, as needed.

     

    Enter "CENTRAL HEAT PLANT".

    Step 42
  43. Press [Tab].

    Step 43
  44. Account Number

     

    Enter the Business Unit from the Special Purpose PO Header followed by a period (.) and the applicable Object Code into the Account Number field.

     

    Account Number = Business Unit.Object Code

     

    Enter "6512T023.526101".

    Step 44
  45. NOTE: Business Units created for projects by the Task Force for Building Renewal allow a very limited selection of Object Codes.  Contact the Task Force for acceptable Object Codes.

    Step 45
  46. Click in a field on the next row to populate additional fields based on Account Number.

     

    Click the Account Number object.

    Step 46
  47. Click the OK button.

    Step 47
  48. Note the number that appears in the Previous Order Number field for future reference.

    Step 48
  49. Enter data for next Special Purpose Purchase Order or Click the Cancel button.

    Step 49
  50. Click the Close button.

    Step 50

Table of Contents  Start Topic