Mississippi Management and Reporting System Department of Finance and Administration
Mississippi Management and Reporting System Department of Finance and Administration 5613 MMRS MASH/Training Materials SAAS Agency Manual Revision Date: 01/22/2014 Extended Purchasing Subsystem Version: 2 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 SAAS Agency Manual Extended Purchasing Subsystem Table of Contents Purpose ..................................................................................................................................... 3 Extended Purchasing Process ................................................................................................... 3 Requisitioning Function .......................................................................................................... 3 Bidding Function .................................................................................................................... 3 Purchasing Function .............................................................................................................. 4 Receiving Function................................................................................................................. 4 Vendor Invoicing Function ...................................................................................................... 4 Types of Transactions ................................................................................................................ 4 Requisition Transactions ........................................................................................................ 4 Purchase Order Transactions................................................................................................. 4 Computer Services Purchase Order Transaction (CS) ....................................................... 5 Central Purchase Order Transaction (PC) .........................................................................10 Decentralized Purchase Order Transaction (PD) ...............................................................15 Price Agreement Purchase Order Transaction (PG) ..........................................................21 Service Contract Purchase Order Transaction (SC) ..........................................................26 Receiving Transactions (RC).................................................................................................32 Vendor Invoicing Transactions (VI) .......................................................................................34 Entering Extended Purchasing Transactions .............................................................................37 Extended Purchasing Approvals ...............................................................................................37 Extended Purchasing Coding ....................................................................................................38 Commodity Codes.................................................................................................................38 Vendor Codes .......................................................................................................................38 Printing Extended Purchasing Subsystem Documents ..........................................................38 MMRS/SAAS Extended Purchasing Tables ..............................................................................39 Listing of Master Tables ........................................................................................................39 _________________________________________________________________________________________________________ Page 2 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 Purpose There are several uses and transaction types available within the Extended Purchasing Subsystem. Included in this module are requisitioning, bidding, purchasing, receiving, and vendor invoicing functions. Online agencies are required to use the Extended Purchasing Subsystem for purchases; however, general uses of the remaining functions of this module of MMRS/SAAS are optional. The Extended Purchasing Subsystem of MMRS/SAAS is used by online agencies to distinguish the type of purchase being made. Just as baseline purchases are linked to expenditures and disbursements, so are extended purchasing transactions. Data entered on one transaction can automatically be brought to the next document in the cycle, whether it is within the Extended Purchasing Subsystem or the Expenditure/Disbursement module. In the MMRS/SAAS system this is referred to as a reference facility. Extended Purchasing Process Each agency must determine, at the time it chooses to become an online user of the MMRS/SAAS system, which features of the Extended Purchasing Subsystem it will implement. The functions of this module are detailed below. Requisitioning Function An internal request to purchase is recorded on a Requisition (RX) transaction. Generally, the requisitions are entered by users outside of the agency's purchasing department and transmitted as a request to that department to make the purchases. The requisition transaction merely states intent to purchase and does not represent an obligation. This transaction does not create an encumbrance but creates a pre-encumbrance. Requisitions are validated against an agency's available funds. If funds are not available (uncommitted), the transaction will be rejected. Bidding Function MMRS/SAAS has a bidding function which enables a purchasing department to track its bids. This function has not been used by an online agency. The bidding function allows bid creation, selection of vendors to receive bid notification, bid tabulation and bid award. In addition, tracking can occur on responses received, opening and closing bid dates, and other similar items. Bids can contain more than one commodity; each commodity is represented as a separate line on each bid. Vendors can respond by bid lines. _________________________________________________________________________________________________________ Page 3 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 Purchasing Function The purchasing function of the Extended Purchasing Subsystem provides several separate purchasing documents which distinguish the type of purchase to be made. The Extended Purchasing Subsystem provides detailed information on the types of commodities purchased. Detailed vendor information is available when the purchasing function is used. Receiving Function The receipt of goods may be noted by using the receiving function of MMRS/SAAS. This function also provides notation on the condition of the goods when received. There is no accounting event associated with this function. Vendor Invoicing Function The invoice from the vendor supplying the purchased goods or services may be entered into MMRS/SAAS using the vendor invoicing function of the Extended Purchasing Subsystem. There is no accounting event associated with the Vendor Invoice transaction. Types of Transactions The Extended Purchasing Subsystem transactions are listed below by the function that is being performed. Requisition Transactions There is only one requisition transaction within the Extended Purchasing Subsystem of MMRS/SAAS, the RX transaction. The Requisition (RX) transaction may be generated through the Document Suspense File or through the Master Table Inquiry using the Requisition Generation Table (RXGN). Purchase Order Transactions There are five separate purchase order documents currently available in the Extended Purchasing Subsystem of MMRS/SAAS. The purchase order document to be utilized is determined by the type of purchase being made. The five purchase order documents, with the transaction code and purchase order name, are listed below. CS PC PD PG SC Computer Services Purchase Order Central Purchase Order Decentralized Purchase Order Price Agreement Purchase Order Service Contracts Purchase Order _________________________________________________________________________________________________________ Page 4 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 There are numerous purchase order document generation tables within MMRS/SAAS. The document generation tables generally are for purchase of commodities. These tables can be used for Central and Price Agreement Purchase Orders. Computer Services Purchase Order Transaction (CS) All purchases related to computers require that a Computer Services Purchase Order (CS) be used. These purchases must be authorized by the Information Technology Services (ITS) and require that an Acquisition Approval Form (CP-1) be generated prior to the acceptance of the purchase document. The CP-1 price agreement is approved and entered on the Price Agreement Tables (PASM, PAVC, PASC, and SCTT) through the ITS CP1-Contract Load process. There are three approval levels for this transaction. All three are agency level approvals, and do not require Bureau of Financial Control approval. Data Entry Instructions The Computer Services Purchase Order is similar to the Decentralized Purchase Order. It contains one additional field, Contract #, which is the CP-1 Number. Screen 1 – Data Entry Instructions FIELD DOCID (Document Identification): DESCRIPTION If entering a single document, this information will be inferred from the Document Suspense File. If entering a batch, tab to the document identification field and enter the agency code XXX. Press the pound (#) key to initiate automatic numbering, or enter the agency defined document identification number. The remaining header information will be inferred by the system from the Batch Header Screen. _________________________________________________________________________________________________________ Page 5 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD CS DATE: ACCTG PD (Accounting Period): BUDGET FY (Budget Fiscal Year): ACTION: TRACK CO: VENDOR CODE: RESP AGC (Responsible Agency): ORG (Organization): CONF ORDER (Confirming Order): LINK: NAME (Vendor Name): DEL DATE (Delivery Date): BLDG/ROOM: SHIP/BILL: TYPE: V2 01/22/2014 DESCRIPTION This date will be entered by the system. If a different date is required for the purchase order, that date may be entered. The system will only allow the current or future date to be entered. The system will automatically enter the accounting period inferred from the transaction date. If a different date is needed, that date may be entered (it cannot be a future period). During the lapse period (July and August) this field must be entered. This field will be automatically entered by the system. During the lapse period (July and August) this field must be entered. The system will automatically enter E for a new entry. To modify, enter M. Enter Y to track this transaction on the Open Purchase Order Tracking Tables. Enter the vendor code XXXXXXXXXX. (This is an 11-digit number.) Enter the agency code (XXX). This optional field is used for reporting purposes. If a transaction containing an organization code was referenced, this field is inferred. This field remains blank. This field is automatically completed by the system. The system will automatically enter this field if the vendor is valid in the Vendor Master Table (VEND). If a miscellaneous vendor code is used, the name and address must be entered. Enter a future date by which the order must be received (MMDDYY). This field remains blank. Enter the code (XXX) that represents the receiving location (found in the SHIP Table) followed by the code (XXX) that represents the invoicing location (found in the BILL table). The actual ship to address will print on the purchase order. Enter S if special instructions (which are coded on the SPIS Table) are to be printed on the purchase order; otherwise, leave blank. _________________________________________________________________________________________________________ Page 6 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD CONTRACT #: CONTACT: RESP PERSON (Responsible Person): RETAINAGE TYPE: RETAINAGE PERCENT: RETAINAGE AMT: LN (Line Number): AGCY (Reference Agency Number): REF REQ (Reference Transaction Number): LN (Reference Line Number): FUND: AGY (Agency): ORG/SUB (Organization/Sub-organization): APPR (Appropriation Unit): ACTV (Activity): OBJ/SUB (Object/Sub-object): V2 01/22/2014 DESCRIPTION Enter the CP-1 number (available from the Price Agreement Tables). There is a hyphen included in the number. This field may be inferred from the Vendor Table (VEND) if the data was entered. Enter the name of the person responsible for this order if desired. This field remains blank. This field remains blank. This field remains blank. Beginning with 01, enter a different number for each line that is entered. Only 4 accounting lines can be entered on one document. If this transaction references a previous transaction (RX or BT), enter the agency code (XXX) of the original transaction. If this transaction references a previous transaction, enter the transaction number of the referenced document. If this transaction references a previous transaction, enter the line number being referenced. Enter the code of the Fund to be charged for this purchase order. The code must be valid in the Fund Master Table (FUND). This field will automatically be entered by the system (will default from the Fund Number). This optional field is used for reporting purposes. If a transaction containing an organization/sub-organization code was referenced, this field is inferred. This field will automatically be entered by the system (will default from the Fund Number). If a Fund Number is changed when modifying, blank out this field so that the new number can be inferred. This optional field is used for reporting purposes. If a transaction containing an activity was referenced, this field is inferred. Enter the appropriate object code. The sub-object code field remains blank. If a previous transaction was referenced, this field is inferred. _________________________________________________________________________________________________________ Page 7 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD PROJ # (Project Number): CAT (Reporting Category): LOC (Location): TOTAL COST: I/D: RET PCT (Retainer Percentage): RET AMT (Retainage Amount): V2 01/22/2014 DESCRIPTION Enter the 5-Digit Project Number (the first 5 digits of an 8-character Project/Sub Project/Phrase). This optional field is used for reporting purposes. If a transaction containing a reporting category was referenced, this field is inferred. This optional field is used for reporting purposes. If a transaction containing a location code was referenced, this field is inferred. This field will default from the second screen accounting line reference. This field remains blank upon initial entry. For modification enter I for Increase or D for Decrease. This field remains blank. This field remains blank. Press ENTER and the second screen will appear. Screen 2 - Data Entry Instructions FIELD LN (Line): COMMODITY CODE: DESCRIPTION Enter the CS commodity line number for this commodity (beginning with 001). Enter the commodity code for the goods ordered. The code must be valid in the Commodity Master Tables (COMM and DCOM Tables). _________________________________________________________________________________________________________ Page 8 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD ACCT LN (Accounting Line): AGY (Reference Agency Number): REF REQ (Reference Requisition): LN (Reference Line Number): TEXT: UNIT: QUANTITY: I/D: UNIT COST: I/D (Unit I/D Indicator): TOTAL COST: V2 01/22/2014 DESCRIPTION Enter the appropriate accounting line number from the first screen of this document; if no number is entered, the system will default to 01. If this commodity line references a previous transaction (RX or BT), enter the agency code (XXX) of the original transaction. If this commodity line references a requisition, enter the number of the requisition. If this commodity line references a requisition, enter the line number on the requisition associated with this commodity. Enter Y to direct the system to the PTEX table for additional descriptive information, if it has been entered. Enter the appropriate unit of measure for the goods being ordered (e.g., box, each). Enter the quantity of goods ordered (up to three decimal places). This field remains blank upon initial entry. For modification enter I for Increase or D for Decrease. Enter the cost per unit of goods ordered. If this commodity line references a requisition, this field will be inferred. This field remains blank, upon initial entry. If modifying, enter D for Decrease or I for Increase. This will automatically be entered by the system. When modifying, blank out this field so that the system can recalculate the total cost. If entering documents in a batch, at the end of the last document in the batch, tab to the Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q should be performed after entering the data for that document. Read the messages at the bottom of the screen. If errors are indicated, make the necessary corrections. To apply approvals to an individual document, tab to the Function field and enter A (for Approval). The message at the bottom of the screen should read DOCUMENT APPROVED. To schedule for processing, tab to the Function field and enter E (for end) or F (for finish). _________________________________________________________________________________________________________ Page 9 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 Central Purchase Order Transaction (PC) The Central Purchase Order is used for purchases which require a P-1 form, Request for Authority to Purchase, from the Office of Purchasing, Travel and Fleet Management, Department of Finance and Administration (DFA). There are five approval levels for the PC transaction. When the agency has applied its three approval levels, the Office of Purchasing Travel and Fleet Management will apply its fourth level of approval on the PC document. The final approval is applied by the Bureau of Financial Control. The PC document is utilized only for the initial P-1. If the P-1 has multiple purchases, the subsequent purchases are recorded on a Decentralized Purchase Order Document (PD) as described below. The P-1 number is a five-digit number. This purchase order includes four fields which are not on the PD transaction. Screen 1 –Data Entry Instructions FIELD DOCID (Document Identification): DESCRIPTION If entering a single document, this information will be inferred from the Document Suspense File. If entering a batch, tab to the document identification field and enter the agency code XXX and press the pound (#) key to initiate automatic numbering, or enter the agency defined document identification number. The remaining header information will be inferred by the system from the Batch Header Screen. _________________________________________________________________________________________________________ Page 10 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD PC DATE: ACCTG PD (Accounting Period): BDGT FY (Budget Fiscal Year): ACTION: RESP AGY (Responsible Agency): ORG (Organization): TR CO (Track Code): DEL DATE (Delivery Date): BLDG/RM: SHP/BIL TO: BUYER: VEND: RESP PRS (Responsible Person): VEN TERMS: V2 01/22/2014 DESCRIPTION This date will be entered by the system. If a different date is required for the purchase order, that date may be entered. The system will only allow the current or future date to be entered. The system will automatically enter the accounting period inferred from the transaction date. If a different date is needed, that date may be entered (it cannot be a future period). During the lapse period (July and August) this field must be entered. This field will be automatically entered by the system. During the lapse period (July and August) this field must be entered. The system will automatically enter E for a new entry. To modify, enter M. Enter the agency code (XXX). This optional field is used for reporting purposes. If a transaction containing an organization code was referenced, this field is inferred. Enter Y to track this transaction on the Open Purchase Order Tracking Tables. Enter a future date by which the order must be received (MMDDYY). This field remains blank. Enter the code (XXX) that represents the receiving location (found in the SHIP Table) followed by the code (XXX) that represents the invoicing location (found in the BILL table). The actual ship to address will print on the purchase order. Optional. Enter the code of the buyer submitting this order. The code must be valid in the Buyer Master Table (BUYT). Buyer will normally default to the buyer inferred from the first commodity line (explained later). This field may be used to override that value. Enter the vendor code XXXXXXXXXX. (This is an 11-digit number.) Enter the name of the person responsible for this order if desired. Optional. Specifies the vendor terms or vendor discount. It must be valid in the Discount Type Table (DISC). _________________________________________________________________________________________________________ Page 11 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD TYPE: LINK: NAME (Vendor Name): CONF ORDER (Confirming Order): FOB (Freight on Board): BID#: CONTACT: CONTRACT #: RET TYPE: RET PERCENT: RET AMT: BS ACCT (Balance Sheet Account): LN (Line Number): REF REQ (Reference Transaction Number): LN (Reference Line Number): FUND: AGY (Agency): ORG/SUB (Organization/Sub-organization): V2 01/22/2014 DESCRIPTION Enter S, if special instructions (which are coded on the SPIS Table) are to be printed on the purchase order; otherwise, leave blank. This field is automatically completed by the system. The system will automatically enter this field if the vendor is valid in the Vendor Master Table (VEND). If a miscellaneous vendor code is used, the name and address must be entered. This field remains blank. This field is used to designate the point from which freight is to be charged. Enter a D for destination point or S for shipping point. If this transaction references a bid, enter the bid order number. This field may be inferred from the Vendor Table (VEND) if the data was entered. Enter The CP-1 number (which is available from the Price Agreement Tables) should be entered in this field. There is a hyphen included in the number. This field remains blank. This field remains blank. This field remains blank. This field remains blank. Enter a different number (beginning with 01) for each line that is entered. Only 4 accounting lines can be entered on one document. If this transaction references a previous transaction, enter the transaction number of the referenced document. If this transaction references a previous transaction, enter the line number being referenced. Enter the code of the Fund to be charged for this purchase order. The code must be valid in the Fund Master Table (FUND). This field will automatically be entered by the system (will default from the Fund Number). This optional field is used for reporting purposes. If a transaction containing an organization/sub-organization code was referenced, this field is inferred. _________________________________________________________________________________________________________ Page 12 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD APPR (Appropriation Unit): ACTV (Activity): OBJ/SUB (Object/Sub-object): PROJ # (Project Number): CAT (Reporting Category): LOC (Location): RET PCT (Retainer Percentage): RET AMT (Retainage Amount): COST: I/D: P/F: V2 01/22/2014 DESCRIPTION This field will automatically be entered by the system (will default from the Fund Number). If a Fund Number is changed when modifying, blank out this field so that the new number can be inferred. This optional field is used for reporting purposes. If a transaction containing an activity was referenced, this field is inferred. Enter the appropriate object code. The sub-object code field remains blank. If a previous transaction was referenced, this field is inferred. Enter the 5-Digit Project Number (the first 5 digits of an 8-character Project/Sub Project/Phrase). This optional field is used for reporting purposes. If a transaction containing a reporting category was referenced, this field is inferred. This optional field is used for reporting purposes. If a transaction containing a location code was referenced, this field is inferred. This field remains blank. This field remains blank. This field will default from the second screen accounting line reference. This field remains blank upon initial entry. For modification enter I for Increase or D for Decrease. If this transaction references a Requisition (RX) transaction, this field is used to indicate if the order is a partial order or a final order. Enter P for Partial or F for Final. Press ENTER and the second screen will appear. _________________________________________________________________________________________________________ Page 13 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 Screen 2 – Data Entry Instructions FIELD LN (Line): REF REQ (Reference Requisition): LN (Reference Line Number): QUANTITY: I/D: UNIT: COMMODITY CODE: ITM (Item Code): ACCT LN (Accounting Line): UNIT COST: I/D (Unit I/D Indicator): DESCRIPTION Enter the PC commodity line number for this commodity (beginning with 001). If this commodity line references a requisition, enter the number of the requisition. If this commodity line references a requisition, enter the line number on the requisition associated with this commodity. Enter the quantity of goods ordered (up to three decimal places). This field remains blank upon initial entry. For modification enter I for Increase or D for Decrease. Enter the appropriate unit of measure for the goods being ordered (e.g., box, each). Enter the commodity code for the goods ordered. The code must be valid in the Commodity Master Tables (COMM and DCOM Table). This field remains blank. Enter the appropriate accounting line number from the first screen of this document; if no number is entered, the system will default to 01. Enter the cost per unit of goods ordered. If this commodity line references a requisition, this field will be inferred. This field remains blank, upon initial entry. If modifying, enter D for Decrease or I for Increase. _________________________________________________________________________________________________________ Page 14 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD RC: TOTAL COST: P/F: DESCRIPTION: TEXT: BID LINE #: MANUFACTURERS #: MANUFACTURERS NAME: V2 01/22/2014 DESCRIPTION This field remains blank. (This field is the same as the revalue field on the PD transaction.) This will automatically be entered by the system. When modifying, blank out this field so that the system can recalculate the total cost. If this transaction references a Requisition (RX) transaction, this field is used to indicate if the order is a partial order or a final order. Enter P for Partial or F for Final. The system will infer this from the Commodity Tables (COMM and DCOM). Enter Y to direct the system to the PTEX table for additional descriptive information, if it has been entered. If this transaction references a bid transaction, enter the referencing line number. Optional. Enter the manufacturer’s number for this commodity code. Enter the name of the manufacturer if desired. If entering documents in a batch, at the end of the last document in the batch tab to the Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q should be performed after entering the data for that document. Read the messages at the bottom of the screen. If errors are indicated, make the necessary corrections. To apply approvals to an individual document, tab to the Function field and enter A (For Approval). The message at the bottom of the screen should read DOCUMENT APPROVED. To schedule for processing, tab to the Function field and enter E (for end) or F (for finish). Decentralized Purchase Order Transaction (PD) The Decentralized Purchase Order is used for purchases not on state contract and that do not require a P-1, CP-1, or State Personnel Board approval. The PD document is also utilized for purchases referencing a P-1 previously obtained from the Office of Purchasing, Travel and Fleet Management. There are four approval levels for the PD transaction. The first three are agency level approvals; the final approval is applied by the Bureau of Financial Control. _________________________________________________________________________________________________________ Page 15 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 Screen 1 – Data Entry Instructions FIELD DOCID (Document Identification): PD DATE: ACCTG PD (Accounting Period): BUDGET FY (Budget Fiscal Year): ACTION: TRACK CO: VENDOR CODE: DESCRIPTION If entering a single document, this information will be inferred from the Document Suspense File. If entering a batch, tab to the document identification field and enter the agency code XXX and press the pound (#) key to initiate automatic numbering, or enter the agency defined document identification number. The remaining header information will be inferred by the system from the Batch Header Screen. This date will be entered by the system. If a different date is required for the purchase order, that date may be entered. The system will only allow the current or future date to be entered. The system will automatically enter the accounting period inferred from the transaction date. If a different date is needed, that date may be entered (it cannot be a future period). During the lapse period (July and August) this field must be entered. This field will be automatically entered by the system. During the lapse period (July and August) this field must be entered. The system will automatically enter E for a new entry. To modify, enter M. Enter Y to track this transaction on the Open Purchase Order Tracking Tables. Enter the vendor code XXXXXXXXXX. (This is an 11-digit number.) _________________________________________________________________________________________________________ Page 16 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD RESP AGENCY (Responsible Agency): ORG (Organization): NAME (Vendor Name): DEL DATE (Delivery Date): BLDG/ROOM: SHIP/BILL: TYPE: CONF ORDER (Confirming Order): CONTACT: RESP PERSON (Responsible Person): FOB (Freight on Board): CONTRACT #: LINK: BS ACCT (Balance Sheet Account): WHSE (Warehouse Code): TERMS: RETAINAGE TYPE: RETAINAGE %: RETAINAGE AMT: V2 01/22/2014 DESCRIPTION Enter the agency code (XXX). This optional field is used for reporting purposes. If a transaction containing an organization code was referenced, this field is inferred. The system will automatically enter this field if the vendor is valid in the Vendor Master Table (VEND). If a miscellaneous vendor code is used, the name and address must be entered. Enter a future date by which the order must be received (MMDDYY). This field remains blank. Enter the code (XXX) that represents the receiving location (found in the SHIP Table). Followed by the code (XXX) that represents the invoicing location (found in the BILL table). The actual ship to address will print on the purchase order. Enter S if special instructions (which are coded on the SPIS Table) are to be printed on the purchase order; otherwise, leave blank. This field remains blank. This field may be inferred from the Vendor Table (VEND) if the data was entered. Enter the name of the person responsible for this order if desired. This field is used to designate the point from which freight is to be charged. Enter a D for destination point or S for shipping point. Enter the contract number. For follow up purchases that were initially entered as PC documents, enter the P-1 number. The P1 number is a five digit number. This field is automatically completed by the system. This field remains blank. This field remains blank. Enter a valid code from the Discount Table (DISC) which indicates the vendor's terms or discount. This field remains blank. This field remains blank. This field remains blank. _________________________________________________________________________________________________________ Page 17 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD LN (Line Number): AGCY (Reference Agency Number): REF REQ (Reference Transaction Number): LN (Reference Line Number): FUND: AGY (Agency): ORG/SUB (Organization/Sub-organization): APPR (Appropriation Unit): ACTV (Activity): OBJ/SUB (Object/Sub-object): PROJ # (Project Number): CAT (Reporting Category): TOTAL COST: V2 01/22/2014 DESCRIPTION Enter a different number for each line that is entered (beginning with 01). Only 4 accounting lines can be entered on one document. If this transaction references a previous transaction (RX or BT), enter the agency code (XXX) of the original transaction. If this transaction references a previous transaction, enter the transaction number of the referenced document. If this transaction references a previous transaction, enter the line number being referenced. Enter the code of the Fund to be charged for this purchase order. The code must be valid in the Fund Master Table (FUND). This field will automatically be entered by the system (will default from the Fund Number). This optional field is used for reporting purposes. If a transaction containing an organization/sub-organization code was referenced, this field is inferred. This field will automatically be entered by the system (will default from the Fund Number). If a Fund Number is changed when modifying, blank out this field so that the new number can be inferred. This optional field is used for reporting purposes. If a transaction containing an activity was referenced, this field is inferred. Enter the appropriate object code. The sub-object code field remains blank. If a previous transaction was referenced, this field is inferred. Enter the 5-Digit Project Number (the first 5 digits of an 8-character Project/Sub Project/Phrase). This optional field is used for reporting purposes. If a transaction containing a reporting category was referenced, this field is inferred. This field will default from the second screen accounting line reference. _________________________________________________________________________________________________________ Page 18 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD I/D: RET PCT (Retainer Percentage): RETAIN AMT (Retainage Amount): LOC (Location): V2 01/22/2014 DESCRIPTION This field remains blank upon initial entry. For modification enter I for Increase or D for Decrease. This field remains blank. This field remains blank. This optional field is used for reporting purposes. If a transaction containing a location code was referenced, this field is inferred. Press ENTER and the second screen will appear. Screen 2 - Data Entry Instructions FIELD LN (Line): QUANTITY: I/D: UNIT: COMMODITY CODE: ITM (Item Code): MANUFACTURERS #: DESCRIPTION Enter the PD commodity line number for this commodity (beginning with 001). Enter the quantity of goods ordered (up to three decimal places). This field remains blank upon initial entry. For modification, enter I for Increase or D for Decrease. Enter the appropriate unit of measure for the goods being ordered (e.g., box, each). Enter the commodity code for the goods ordered. The code must be valid in the Commodity Master Tables (COMM and DCOM Table). This field remains blank. Enter the manufacturer's number if desired. _________________________________________________________________________________________________________ Page 19 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD ACCT LN (Accounting Line): AGY (Reference Agency Number): REF REQ (Reference Requisition): LN (Reference Line Number): UNIT COST: I/D (Unit I/D Indicator): REVALUE: TOTAL COST: DESCRIPTION: TEXT: MANUFACTURERS NAME: V2 01/22/2014 DESCRIPTION Enter the appropriate accounting line number from the first screen of this document; if no number is entered, the system will default to 01. If this commodity line references a previous transaction (RX or BT), enter the agency code (XXX) of the original transaction. If this commodity line references a requisition, enter the number of the requisition. If this commodity line references a requisition, enter the line number on the requisition associated with this commodity. Enter the cost per unit of goods ordered. If this commodity line references a requisition, this field will be inferred. This field remains blank, upon initial entry. If modifying, enter D for Decrease or I for Increase. This field remains blank. This will automatically be entered by the system. When modifying, blank out this field so that the system can recalculate the total cost. The system will infer this from the Commodity Tables (COMM and DCOM). Enter Y to direct the system to the PTEX table for additional descriptive information if it has been entered. Enter the name of the manufacturer if desired. If entering documents in a batch, at the end of the last document in the batch tab to the Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q should be performed after entering the data for that document. Read the messages at the bottom of the screen. If errors are indicated, make the necessary corrections. To apply approvals to an individual document, tab to the Function field and enter A (for Approval). The message at the bottom of the screen should read DOCUMENT APPROVED. To schedule for processing, tab to the Function field and enter E (for end) or F (for finish). _________________________________________________________________________________________________________ Page 20 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 Price Agreement Purchase Order Transaction (PG) A PG document is required for purchases on state contract that have been entered in MMRS/SAAS by the Office of Purchasing, Travel and Fleet Management, utilizing the Price Agreement Tables. There are three approval levels for the PG transaction. All three are agency level approvals, and do not require Bureau of Financial Control approval. The Price Agreement Purchase Order is similar to the Decentralized Purchase Order with one additional field, the Price Agreement Number. The price agreement number (P-1 number) should be entered in this field Screen 1 – Data Entry Instructions FIELD DOCID (Document Identification): PG DATE: DESCRIPTION If entering a single document, this information will be inferred from the Document Suspense File. If entering a batch, tab to the document identification field and enter the agency code XXX, and press the pound (#) key to initiate automatic numbering, or enter the agency defined document identification number. The remaining header information will be inferred by the system from the Batch Header Screen. This date will be entered by the system. If a different date is required for the purchase order, that date may be entered. The system will only allow the current or a future date to be entered. _________________________________________________________________________________________________________ Page 21 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD ACCTG PD (Accounting Period): BUDGET FY (Budget Fiscal Year): ACTION: VEND CD: NAME (Vendor Name): DEL DATE (Delivery Date): VEND TRMS: BLDG/ROOM: SHIP/BILL: TYPE: LINK: BS ACCT (Balance Sheet Account): CONTACT: RESP PERSON (Responsible Person): WHSE CD (Warehouse Code): CONF ORD (Confirming Order): FOB (Freight on Board): V2 01/22/2014 DESCRIPTION The system will automatically enter the accounting period inferred from the transaction date. If a different date is needed, that date may be entered (it cannot be a future period). During the lapse period (July and August) this field must be entered. This field will be automatically entered by the system. During the lapse period (July and August) this field must be entered. The system will automatically enter E for a new entry. To modify, enter M. Enter the vendor code XXXXXXXXXX. (This is an 11-digit number.) The system will automatically enter this field if the vendor is valid in the Vendor Master Table (VEND). If a miscellaneous vendor code is used, the name and address must be entered. Enter a future date by which the order must be received (MMDDYY). Optional. Specifies the vendor terms or vendor discount. It must be valid in the Discount Type Table (DISC). This field remains blank. Enter the code (XXX) that represents the receiving location (found in the SHIP Table). Followed by the code (XXX) that represents the invoicing location (found in the BILL table). The actual ship to address will print on the purchase order. Enter S if special instructions (which are coded on the SPIS Table) are to be printed on the purchase order; otherwise, leave blank. This field is automatically completed by the system. This field remains blank. This field may be inferred from the Vendor Table (VEND) if the data was entered. Enter the name of the person responsible for this order if desired. This field remains blank. This field remains blank. This field is used to designate the point from which freight is to be charged. Enter a D for destination point or S for shipping point. _________________________________________________________________________________________________________ Page 22 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD CONTRACT #: TRACK: RESP AGY (Responsible Agency): RET TYPE: RET PERCENT: RET AMT: ORG (Organization): LN (Line Number): AGY (Reference Agency Number): REF REQ (Reference Transaction Number): LN (Reference Line Number): FUND: AGY (Agency): ORG/SUB (Organization/Sub-organization): APPR (Appropriation Unit): ACTV (Activity): V2 01/22/2014 DESCRIPTION Enter the contract number. For follow up purchases that were initially entered as PC documents, enter the P-1 number. The P1 number is a five digit number. Enter Y, to track this transaction on the Open Purchase Order Tracking Tables. Enter the agency code (XXX). This field remains blank. This field remains blank. This field remains blank. This optional field is used for reporting purposes. If a transaction containing an organization code was referenced, this field is inferred. Enter a different number for each line that is entered (beginning with 01). Only 4 accounting lines can be entered on one document. If this transaction references a previous transaction (RX or BT), enter the agency code (XXX) of the original transaction. If this transaction references a previous transaction, enter the transaction number of the referenced document. If this transaction references a previous transaction, enter the line number being referenced. Enter the code of the Fund to be charged for this purchase order. The code must be valid in the Fund Master Table (FUND). This field will automatically be entered by the system (will default from the Fund Number). This optional field is used for reporting purposes. If a transaction containing an organization/sub-organization code was referenced, this field is inferred. This field will automatically be entered by the system (will default from the Fund Number). If a Fund Number is changed when modifying, blank out this field so that the new number can be inferred. This optional field is used for reporting purposes. If a transaction containing an activity was referenced, this field is inferred. _________________________________________________________________________________________________________ Page 23 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD OBJ/SUB (Object/Sub-object): PROJ # (Project Number): CAT (Reporting Category): LOC (Location): TOTAL COST: I/D: RET % (Retainer Percentage): RETAINAGE AMT: V2 01/22/2014 DESCRIPTION Enter the appropriate object code. The sub-object code field remains blank. If a previous transaction was referenced, this field is inferred. Enter the 5-Digit Project Number (the first 5 digits of an 8-character Project/Sub Project/Phrase). This optional field is used for reporting purposes. If a transaction containing a reporting category was referenced, this field is inferred. This optional field is used for reporting purposes. If a transaction containing a location code was referenced, this field is inferred. This field will default from the second screen accounting line reference. This field remains blank upon initial entry. For modification, enter I for Increase or D for Decrease. This field remains blank. This field remains blank. Press ENTER and the second screen will appear. _________________________________________________________________________________________________________ Page 24 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 Screen 2 – Date entry Instructions FIELD LN (Line): QUANTITY: I/D: UNIT: COMMODITY CODE: ITM (Item Code): CAT NUMBER: ACCT LN (Accounting Line): AGY (Reference Agency Number): REF REQ (Reference Requisition): DESCRIPTION Enter the PG commodity line number for this commodity (beginning with 001). Enter the quantity of goods ordered (up to three decimal places). This field remains blank upon initial entry. For modification enter I for Increase or D for Decrease. Enter the appropriate unit of measure for the goods being ordered (e.g., box, each). Enter the commodity code for the goods ordered. The code must be valid in the Commodity Master Tables (COMM and DCOM Table). This field remains blank. Required if the Reporting Category Required Option-SP is "1" or "2" in the Agency Table (AGCY), otherwise optional. Record the appropriate code. The code used must be valid in the Reporting Category Master Table (RPTG) for the agency. If document action is "M" and the Prior Document Reference Option is "Y,” this code is optional. If coded, it must match the Original transaction. If this line references a requisition, this code must be the same as the code used on the referenced line. If the Prior Document Reference Option in the System Control Options Master Table (SOPT) is "Y,” the code will be inferred from the referenced requisition line and does not have to be coded on the form. If the code on the referenced requisition line was blank, a code may be added here. Enter the appropriate accounting line number from the first screen of this document; if no number is entered, the system will default to 01. If this commodity line references a previous transaction (RX or BT), enter the agency code (XXX) of the original transaction. If this commodity line references a requisition, enter the number of the requisition. _________________________________________________________________________________________________________ Page 25 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD LN (Reference Line Number): UNIT COST: I/D (Unit I/D Indicator): REVALUE: TOTAL COST: TEXT FLAG: DESCRIPTION: MANUFACTURERS NAME: MANUFACTURERS #: V2 01/22/2014 DESCRIPTION If this commodity line references a requisition, enter the line number on the requisition associated with this commodity. Enter the cost per unit of goods ordered. If this commodity line references a requisition, this field will be inferred. This field remains blank, upon initial entry. If modifying, enter D for Decrease or I for Increase. This field remains blank. This will automatically be entered by the system. When modifying, blank out this field so that the system can recalculate the total cost. Enter Y to direct the system to the PTEX table for additional descriptive information, if it has been entered. The system will infer this from the Commodity Tables (COMM and DCOM). Enter the name of the manufacturer if desired. Enter the manufacturer's number if desired. If entering documents in a batch, at the end of the last document in the batch tab to the Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q should be performed after entering the data for that document. Read the messages at the bottom of the screen. If errors are indicated, make the necessary corrections. To apply approvals to an individual document, tab to the Function field and enter A (For Approval). The message at the bottom of the screen should read DOCUMENT APPROVED. To schedule for processing, tab to the Function field and enter E (for end) or F (for finish). Service Contract Purchase Order Transaction (SC) An SC document is required for acquisition of personnel services and any related items. The agency must submit a Request for Contract Personnel Services Approval Form (Form 620XX SPBs Executive Summary) to the State Personnel Board for approval prior to finalizing this purchase order. The approval of a Personnel Services contract may be obtained from the Price Agreement Tables (PASM, PAVC, and PASC) within the system. The SC transaction has three levels of approval. All three are agency level approvals and do not require the Bureau of Financial Control approval. _________________________________________________________________________________________________________ Page 26 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 The Service Contracts Purchase Order is similar to the Decentralized Purchase Order. It contains one additional field, the SPB620# (SPBs Executive Summary). The price agreement number (which can be found on the Price Agreement Tables) should be entered in this field. Screen 1 – Data Entry Instructions FIELD DOCID (Document Identification): SC DATE: ACCTG PD (Accounting Period): BUDGET FY (Budget Fiscal Year): ACTION: DESCRIPTION If entering a single document, this information will be inferred from the Document Suspense File. If entering a batch, tab to the document identification field and enter the agency code XXX and press the pound (#) key to initiate automatic numbering, or enter the agency defined document identification number. The remaining header information will be inferred by the system from the Batch Header Screen. This date will be entered by the system. If a different date is required for the purchase order, that date may be entered. The system will only allow the current or a future date to be entered. The system will automatically enter the accounting period inferred from the transaction date. If a different date is needed, that date may be entered (it cannot be a future period). During the lapse period (July and August) this field must be entered. This field will be automatically entered by the system. During the lapse period (July and August) this field must be entered. The system will automatically enter E for a new entry. To modify, enter M. _________________________________________________________________________________________________________ Page 27 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD TRACK CO: TYPE: VENDOR: RESP AGCY (Responsible Agency): ORG (Organization): CONTRACT #: NAME (Vendor Name): DEL DATE (Delivery Date): VEND TERMS: BLDG/ROOM: SHIP/BILL TO: CONF ORDER (Confirming Order): LINK: CONTACT: RESP PERSON (Responsible Person): RETAINAGE TYPE: RETAINAGE PERCENT: RETAINAGE AMT: LN (Line Number): V2 01/22/2014 DESCRIPTION Enter Y to track this transaction on the Open Purchase Order Tracking Tables. Enter S if special instructions (which are coded on the SPIS Table) are to be printed on the purchase order; otherwise, leave blank. Enter the vendor code XXXXXXXXXX. (This is an 11-digit number.) Enter the agency code (XXX). This optional field is used for reporting purposes. If a transaction containing an organization code was referenced, this field is inferred. Enter The CP-1 number (which is available from the Price Agreement Tables) in this field. There is a hyphen included in the number. The system will automatically enter this field if the vendor is valid in the Vendor Master Table (VEND). If a miscellaneous vendor code is used, the name and address must be entered. Enter a future date by which the order must be received (MMDDYY). Optional. Specifies the vendor terms or vendor discount. It must be valid in the Discount Type Table (DISC). This field remains blank. Enter the code (XXX) that represents the receiving location (found in the SHIP Table) followed by the code (XXX) that represents the invoicing location (found in the BILL table). The actual ship to address will print on the purchase order. This field remains blank. This field is automatically completed by the system. This field may be inferred from the Vendor Table (VEND) if the data was entered. Enter the name of the person responsible for this order if desired. This field remains blank. This field remains blank. This field remains blank. Enter a different number for each line that is entered (beginning with 01). Only 4 accounting lines can be entered on one document. _________________________________________________________________________________________________________ Page 28 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD AGCY (Reference Agency Number): REF REQ (Reference Transaction Number): LN (Reference Line Number): FUND: AGY (Agency): ORG/SUB (Organization/Sub-organization): APPR (Appropriation Unit): ACTV (Activity): OBJ/SUB (Object/Sub-object): PROJ # (Project Number): CAT (Reporting Category): LOC (Location): TOTAL COST: I/D: V2 01/22/2014 DESCRIPTION If this transaction references a previous transaction (RX or BT), enter the agency code (XXX) of the original transaction. If this transaction references a previous transaction, enter the transaction number of the referenced document. If this transaction references a previous transaction, enter the line number being referenced. Enter the code of the Fund to be charged for this purchase order. The code must be valid in the Fund Master Table (FUND). This field will automatically be entered by the system (will default from the Fund Number). This optional field is used for reporting purposes. If a transaction containing an organization/sub-organization code was referenced, this field is inferred. This field will automatically be entered by the system (will default from the Fund Number). If a Fund Number is changed when modifying, blank out this field so that the new number can be inferred. This optional field is used for reporting purposes. If a transaction containing an activity was referenced, this field is inferred. Enter the appropriate object code. The sub-object code field remains blank. If a previous transaction was referenced, this field is inferred. Enter the 5-Digit Project Number (the first 5 digits of an 8-character Project/Sub Project/Phrase). This optional field is used for reporting purposes. If a transaction containing a reporting category was referenced, this field is inferred. This optional field is used for reporting purposes. If a transaction containing a location code was referenced, this field is inferred. This field will default from the second screen accounting line reference. This field remains blank upon initial entry. For modification, enter I for Increase or D for Decrease. _________________________________________________________________________________________________________ Page 29 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD RET PCT (Retainer Percentage): RET AMT (Retainage Amount): V2 01/22/2014 DESCRIPTION This field remains blank. This field remains blank. Press ENTER and the second screen will appear. FIELD LN (Line): COMMODITY CODE: ACCT LN (Accounting Line): AGCY (Reference Agency Number): REF REQ (Reference Requisition): LN (Reference Line Number): TEXT: UNIT: DESCRIPTION Enter the CS commodity line number for this commodity (beginning with 001). Enter the commodity code for the goods ordered. The code must be valid in the Commodity Master Tables (COMM and DCOM Table). Enter the appropriate accounting line number from the first screen of this document; if no number is entered, the system will default to 01. If this commodity line references a previous transaction (RX or BT), enter the agency code (XXX) of the original transaction. If this commodity line references a requisition, enter the number of the requisition. If this commodity line references a requisition, enter the line number on the requisition associated with this commodity. Enter Y to direct the system to the PTEX table for additional descriptive information if it has been entered. Enter the appropriate unit of measure for the goods being ordered (e.g., box, each). _________________________________________________________________________________________________________ Page 30 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD QUANTITY: I/D: UNIT COST: I/D (Unit I/D Indicator): TOTAL COST: DESCRIPTION: V2 01/22/2014 DESCRIPTION Enter the quantity of goods ordered (up to three decimal places). This field remains blank upon initial entry. For modification enter I for Increase or D for Decrease. Enter the cost per unit of goods ordered. If this commodity line references a requisition, this field will be inferred. This field remains blank upon initial entry. If modifying, enter D for Decrease or I for Increase. This will automatically be entered by the system. When modifying, blank out this field so that the system can recalculate the total cost. Optional. Enter notes about this line. Defaults to description in Commodity Table (COMM). If entering documents in a batch, at the end of the last document in the batch tab to the Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q should be performed after entering the data for that document. Read the messages at the bottom of the screen. If errors are indicated, make the necessary corrections. To apply approvals to an individual document, tab to the Function field and enter A (for Approval). The message at the bottom of the screen should read DOCUMENT APPROVED. To schedule for processing, tab to the Function field and enter E (for end) or F (for finish). _________________________________________________________________________________________________________ Page 31 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 Receiving Transactions (RC) There is only one receiving transaction within MMRS/SAAS to record receipt of goods or services, the Receiver (RC) transaction. Screen 1 – Date Entry Instructions FIELD RECEIPT DATE: ACTION: REFERENCE ORDER: VENDOR CODE: RECEIVED BY: NAME: ADDRESS: CARRIER NAME/NO: CLEAR ALL: COMMENTS: DESCRIPTION Enter the date on which the order was received. If this field is left blank, it will default to E for new entry. Enter M for modification or X for cancellation of document. Enter the transaction code and the purchase order number that identifies the order against which the goods have been received. Enter the 11-digit vendor number XXXXXXXXXXX. Enter the name of the person who accepted delivery. This field is automatically completed by the system. This field is automatically completed by the system. This field is automatically completed by the system. This field remains blank if this is a partial receipt of goods. Enter additional descriptive information if desired. Press ENTER and the second screen will appear. _________________________________________________________________________________________________________ Page 32 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 Screen 2 – Data Entry Instructions FIELD LN NO (Line Number): ORD LN: QTY ORDERED (Quantity Ordered): QTY DELIVERED: UNIT: I/D (Increase/Decrease): COMMODITY CODE: ITM (Item): CATALOG #: DESCRIPTION: SP COND (Special Condition): P/F: DESCRIPTION Enter the actual line number of the receiving document. Enter the line number of the referenced order commodity line (e.g., 001). This field defaults from the purchase order number and the order line number. Enter the number of goods received for this commodity line, up to three decimal places. A whole number will default to three decimal places. Enter the unit of measure of the goods received (e.g., box, each, dozen, etc.). This field is required if making an adjustment. Enter I for Increase or D for Decrease. This field will automatically default to the code referenced on the purchase order. This field remains blank. This field can be used to record the vendor's catalog number or a parts number. This field is inferred from the commodity code. If a special condition exists concerning the receipt of goods, enter the appropriate code (from the COND Table). Enter P for partial receipt of an order and F for full receipt. Do not enter F unless it is certain that the order is complete. _________________________________________________________________________________________________________ Page 33 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD TEXT: MSDS (Material Safety Data Sheet): MANUFACTURERS #: MANUFACTURERS NAME: V2 01/22/2014 DESCRIPTION Enter Y to direct the system to the RCTX Table for additional information (if it has been entered). Enter a Y (Yes) if the vendor is a supplier of hazardous materials and a data sheet has been received. The receipt of the data sheet is required if it is indicated on the Commodity Table (COMM). This field can be used to record the manufacturer's number. This field can be used to record the commodity's manufacturer. NOTE: Data entry of the receiving document is complete. There are no approvals required for this document; it is ready to be scheduled for processing. Tab to the Function field and enter E (for end) or F (for finish). Vendor Invoicing Transactions (VI) The Vendor Invoice Transaction (VI) is used to note the receipt of the vendor's invoice requesting payment for goods or services rendered. Screen 1 – Data Entry Instructions FIELD VI DATE (Vendor Invoice Date): DESCRIPTION Enter the date used on the invoice by the vendor. _________________________________________________________________________________________________________ Page 34 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD ACTION: VI TYPE: VENDOR INV #: VENDOR CODE: FREIGHT: NAME: DISCOUNT TYPE: ADDRESS: TAXES: TOTAL LINES: AGENCY: BUDGET FY: CALCULATED TOTAL LINES: EFT FLAG: I/D (Increase/Decrease): CLEAR ALL: COMMENTS: V2 01/22/2014 DESCRIPTION If this field is left blank, it will default to E for new entry. Enter M for modification or X for cancellation. (Note: To change codes in an existing line, cancel that line and record a new line.) These can be recorded on the same input screen using the M action. Enter 1 in this field to indicate that the invoice references a prior purchase order, or enter 2 when it does not reference a purchase order. Enter the actual invoice number; if left blank, it will default to the VI document identification number. Enter the 11-digit vendor number XXXXXXXXXXX. Enter the amount charged for freight if it was not indicated on either the referenced order or the vendor invoice. This field is automatically completed by the system. This field remains blank. This field is automatically completed by the system. This field remains blank. Enter the sum of all the amount lines on the invoice. Enter the appropriate agency code for your agency. The code must be valid on the Agency Master Table (AGCY). Optional. If left blank, the transactions on this document apply to the current fiscal year's budget. If these transactions are to be recorded in some other fiscal year, enter the desired fiscal year (which must be open). The only future period which may be used is the first period of the future year. No other future period may be used. This field is automatically generated by the system. This field remains blank. This field is for adjustments only. Enter I for Increase or D for Decrease. This field remains blank if this is a partial invoice. This field may be used for additional descriptive information if desired. _________________________________________________________________________________________________________ Page 35 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD TOTAL INV (Total Invoice): SINGLE CHECK FLAG: CHECK CATEGORY: FA ASSET IND: CHECK DESCRIPTION: V2 01/22/2014 DESCRIPTION Enter the total of all charges on the invoice. If a single invoice is to be created, enter Y (Yes); otherwise, this invoice will be added to all other invoices generated for this same vendor. This field remains blank. Enter an F (Fixed Asset) if this invoice concerns the purchase of a fixed asset. Enter descriptive comments concerning the warrant if desired. Press ENTER and Screen 2 will appear. Screen 2 – Data Entry Instructions FIELD LINE #: REFERENCED ORDER CD/AGCY/NUMBER/LN #: QTY ORDERED: UNIT MEAS: COMMODITY CODE: ITM (Item): DESCRIPTION Enter the line number of the vendor invoice. Enter the transaction code and unique number of the referenced order commodity line. This field defaults from the quantity number shown on the referenced purchase order. This field defaults from the unit measure shown on the referenced purchase order. This field defaults from the commodity code shown on the referenced purchase order. This field defaults from the item number on the referenced purchase order. _________________________________________________________________________________________________________ Page 36 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem FIELD QTY INVOICED (Quantity): I/D (Increase or Decrease): UNIT COST: I/D (Increase or Decrease): TOTAL COST: P/F (Partial or Final): SP COND (Special Condition): DESCRIPTION: TEXT: MANUFACTURERS #: MANUFACTURERS NAME: V2 01/22/2014 DESCRIPTION Enter (up to three decimal places) the quantity of goods being invoiced for this commodity line. A whole number will default to three decimal places. Enter I if the quantity increased or D for a decrease. Enter the cost per unit of the invoiced goods (up to six decimal places). A whole number will default to six decimal places. Enter I if the unit cost increased or D for a decrease in unit cost. This field is automatically completed by the system. Enter P for Partial receipt of the order or F for final receipt of the order. If any special conditions exist concerning the receipt of goods, that information can be entered in this field. Enter additional descriptive information if desired. This field may be used to enter additional information if desired. Enter the manufacturer's number if desired. Enter the name of the manufacturer if desired. Press ENTER. There are no approvals required for the Vendor Invoice transaction; it is ready to be scheduled for processing. Tab to the Function field and enter E (for end) to exit the document. Entering Extended Purchasing Transactions Generally, the Document Suspense file is utilized for entering more than one transaction and whenever transactions are to be entered in a batch. Extended Purchasing Approvals There are different approval levels for each transaction within the Extended Purchasing Subsystem. • • The Requisition transaction (RX) has five approval levels. All levels are applied at the agency level. The bid transactions have five approval levels. _________________________________________________________________________________________________________ Page 37 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem • • V2 01/22/2014 The purchasing transaction levels vary by transaction type. Generally, the first three levels are agency approvals, and the Bureau of Financial Control applies the final level of approval. The approvals for each transaction are noted above in the transaction description. There are no approval levels for Receiver (RC) and Vendor Invoice (VI) transactions. Extended Purchasing Coding Commodity Codes The Extended Purchasing Subsystem tracks purchases by the item purchased. This tracking is accomplished by entering a commodity code for every good ordered or service provided. The commodity codes used by MMRS/SAAS follow the National Institute of Governmental Purchasing (NIGP) standards. Commodity tables exist within MMRS/SAAS to assist with the coding requirements for each purchase order transaction. Several of the commodity tables also serve as document generation tables that may be used to select the commodities to be purchased. In addition to the commodity tables the MMRS/SAAS unit of the DFA has developed two reports to assist online agencies in commodity coding. Both reports sort the commodity codes and description by object class codes. One report provides the description followed by the commodity code ,and the other provides the commodity code followed by the description. Vendor Codes Vendor codes are required for each purchase order transaction. The Bureau of Financial Control maintains the state vendor file on the MMRS/SAAS vendor tables. Agencies may request that a vendor be added to the state vendor file by submitting a written request on the required form. The form should contain a code of A (Add), the vendor name, vendor address, and note whether or not the vendor is a state employee. A W-9 form must be submitted with the request in order for the vendor to be added to the vendor file. Miscellaneous vendor codes may also be established for goods or services purchased from one-time vendors or for a special occurrence. The use of a miscellaneous vendor code requires the prior approval of the Bureau of Financial Control. Printing Extended Purchasing Subsystem Documents Purchase order documents are printed on special forms, generally on the agencies' printers. The same form is used for each type of purchase order transaction. MMRS/SAAS DOES NOT generate a printed document for Requisition (RX), Receiver (RC), and Vendor Invoice (VI) transactions. _________________________________________________________________________________________________________ Page 38 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 MMRS/SAAS Extended Purchasing Tables MMRS/SAAS links purchasing transactions with expenditure accounting (payment) when applicable. Due to this fact, some of the tables used for purchasing are the same as those used for the expenditure/disbursement functions. For example, the vendor tables are used for both purchasing and tracking payments. Once accepted, each Extended Purchasing Subsystem transaction updates an open item table. Listing of Master Tables The following master tables are used to record information for the Extended Purchasing Subsystem. TABLE NAME AGRX - Aged Requisition Inquiry By Buyer Table AOPI Agency/Organization Purchase Order Inquiry Table BUYT - Buyers Table CHIS - Commodity History Table CIPO - Commodity Inquiry By Purchase Order Table PURPOSE KEY This table lists open requisitions by buyer code, transaction date, and transaction number. The user can Leaf to the Open Requisition Header Table (ORQH) and the Requisition Text Table (RXTX) from this table. This table shows all purchase order documents for an agency and organization combination. It is an alternative view of the Open Purchase Order Accounting Line Table (OPPL). This table is used to link a buyer's name with the buyer code contained on the Commodity and Purchase Order Preparation Tables (COMM and PORP). This table maintains historical commodity information on the most recent purchase transactions. This commodity displays information about each commodity, by purchase order. Buyer Code, Date, RX ID, RX Line Number, Commodity Code and Status MAINTAINED BY System Agency, System Organization, Transaction Code, PO Number, Vendor Number Buyer Code DFA Commodity Code, System PO Date, Po Number, Line Number Commodity Code, System Transaction Code, PO Number, Line Number, Vendor Number _________________________________________________________________________________________________________ Page 39 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME PURPOSE CIRX - Commodity Inquiry By Requisition Number Table This table displays information on commodity codes, by requisition number. CLDE - Commodity Class by Description Table This is an alternate view of the Commodity Class Table (COCL) which has been rearranged to show the class description before the commodity class. This table provides a listing of all manufacturers of a specific commodity and provides the manufacturers' vendor numbers as a crossreference. This table defines valid commodity class codes. Commodity classes group similar commodity subclasses together. This table is an alternate view of the Commodity Table (COMM). It is used to select lines for PC and PG documents. The selected lines will then appear on the appropriate document generation table based on the transaction code used. (Refer to COMM Table.) This table is an alternate view of the Commodity Table (COMM). It is used for selecting lines for PC and PG documents. The selected lines will then appear on the appropriate document generation table based on the transaction code used. This table is used to determine a class of a specific commodity in order to determine the commodity code. The user enters a keyword, and the commodity class, subclass, and code are displayed. CMFG - Commodity Manufactures Table COCL - Commodity Class Table COMC - Commodity by Commodity Class Selection Table COMD - Commodity by Description Selection Table COMK - Commodity Cross Reference Table V2 01/22/2014 KEY MAINTAINED BY System Commodity Code, Transaction Code, RQ Number, Line Number Class description, DFA Commodity Class Commodity Code, Manufacturer Name and Number, Vendor Number DFA Commodity Class DFA This table is not keyed. System This table is not keyed. System Class, Subclass, Commodity Code DFA _________________________________________________________________________________________________________ Page 40 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME COMM - Commodity Table COMS - Commodity Selection Table COND - Condition Table CSCC - Commodity Sub-Class By Commodity Class Table CSDE - Commodity Subclass By Description Table V2 01/22/2014 PURPOSE KEY This table defines the valid commodity codes (items or services). It details the commodity class code, the commodity subclass code, object code, initials of the buyer in the Purchasing Office who is responsible for that commodity, a commodity group code, and a flag indicating whether it is a fixed asset. It also describes the commodity and the appropriate unit of measure. The system maintains a yearto-date total of money spent on the commodity and its last cost per unit. This table is an alternate view of the Commodity Table (COMM). It is used for selecting lines for PC and PG documents. The selected lines will appear on the appropriate generation table based on the transaction code used. This table is used to validate the code entered on Receiving and Vendor Invoice transactions for condition of goods received. This table defines valid commodity subclass codes which group similar commodities. This table is an alternate view of the Commodity Subclass by Commodity Class Master Table (CSCC) rearranged to have the description first, followed by the commodity class and subclass. Commodity Code MAINTAINED BY DFA This table is not keyed. System Condition DFA Commodity Class, Commodity Subclass DFA Subclass Description, Class, Subclass System _________________________________________________________________________________________________________ Page 41 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem V2 01/22/2014 TABLE NAME PURPOSE KEY DCOM - Departmental Commodity Table Commodity Code Document ID System Fiscal Year DFA MPPC - Open Purchase Order Commodity Line Modification Table This table defines the valid commodity codes (items or services) that are unique to an agency. It details the commodity class code, the commodity subclass code, object code, initials of the buyer in the Purchasing Office who is responsible for that commodity, a commodity group code, and a flag indicating whether it is a fixed asset. It also describes the commodity and the appropriate unit of measure. The system maintains a yearto-date total of money spent on the commodity and its last cost per unit. This table enables the user to scan to see which documents are in the process of being constructed on the document generation screens. The user can Leaf to the document generation table from this table. This table is a continuation of the System Control Options Table (SOPT) which indicates how the State handles transaction processing for the Extended Purchasing Subsystem. This table maintains information for each modification to a purchase order commodity line. MAINTAINED BY DFA System MPPH - Open Purchase Order Header Modification Table This table maintains information for each modification to a purchase order. Vendor Number, PO ID, Modification Number, Line Number Vendor Number, PO ID, Modification Number DOCP - Documents in Progress Table ESOP - Extended Purchasing System Control Options Table System _________________________________________________________________________________________________________ Page 42 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME PURPOSE MPPL - Open Purchase Order Accounting Line Modification Table This table maintains information for each modification to a purchase order account line. MRQH - Open Requisition Commodity Line Modification Table Information for each open commodity line on a Requisition is maintained on this table. MRQH - Open Requisition Header Modification Table This table maintains current header information for open Requisitions. MRQL - Open Requisition Account Line Modification Table This table maintains accounting information for each open Requisition by original amount, closed amount and obligated amount. This table is used to provide contract retainage information. OCRH - Open Contract Retainage Header Table OCRL - Open Contract Retainage Line Table This table is used to provide contract retainage line information. OPIV - Open Purchase Order Inquiry By Vendor Table This table displays open purchase order lines by agency, organization, and vendor. V2 01/22/2014 KEY Vendor Number, PO ID, Modification Number, Line Number Transaction Code, Requisition Number, Modification Number, Line Number Transaction Code, Requisition Number, Modification Number Transaction Code, Requisition Number, Modification Number, Line Number Transaction Code, Transaction Agency, Transaction Number Transaction Code, Transaction Agency, Transaction Number, Contract Number Agency, Organization, Vendor Number, Transaction Code, Purchase Order Number, Line Number MAINTAINED BY System System System System System System System _________________________________________________________________________________________________________ Page 43 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME OPPC - Open Purchase Order Commodity Line Master Table OPPD - Open Purchase Order Header by Document Table OPPH - Open Purchase Order Header Table OPPL - Open Purchase Order Accounting Line Table V2 01/22/2014 PURPOSE KEY This table is used to maintain information about each commodity line or about an open purchase order. This table tracks commodity descriptive information to include quantity ordered, received and invoiced (if applicable) and the costs. This table is an alternate view of the Open Purchase Order Header Table (OPPH). The table lists open purchase orders by document number and is used for inquiry purposes only. This table provides information on all outstanding and some recently closed purchase orders. The data contained in the header part of the purchase orders is included in this table and also the total amount closed. Data remains in this table for one month after the purchase order is closed. This table and the OPPC are a part of the three-way match files. This table lists all outstanding and some recently closed purchase order lines. The data included on the line level of the purchase order and the closed and expensed amounts are provided in this table. The table is used to review outstanding and recently closed purchase orders. Vendor Number, Transaction Code, Agency, PO Number, and Line Number MAINTAINED BY System PO, Transaction System Code, Transaction Agency, and Vendor Vendor Number, System Transaction Code, Transaction Agency, PO Number Vendor Number, System Transaction Code, Transaction, Agency, Order Number, and Line Number _________________________________________________________________________________________________________ Page 44 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME PURPOSE ORCH - Open Receiver Header Table This table records the date on which goods are received against specific order lines; it includes the vendor code, the initials of the person accepting the order, and the carrier name and identification number. This table and the OPPC are a part of the three-way match files. This table records the receipt of goods against the specific order commodity lines. It provides any information that was input about the condition of the receipt and whether it is a partial or final delivery. This table and the ORCH are a part of the three-way match files. This table maintains information on open requisition by agency and organization. ORCL - Open Receiver Line Table ORIA - Open Requisition Inquiry By Agency Table ORQC - Open Requisition Commodity Line Table Information on each open commodity line by requisition is maintained on this table. ORQH - Open Requisition Header Table This table maintains current header information on open requisitions. ORQL - Open Requisition Accounting Line Table This table maintains accounting information on open requisitions by original, closed, and obligated amounts. V2 01/22/2014 KEY MAINTAINED BY Transaction Code, System Agency, RC Number Transaction Code, System Agency, RC Number, Line Number Agency, Organization, Transaction Code, RQ Number, Line Number Transaction Code, Transaction Agency, RQ Number, Line Number Transaction Code, Transaction Agency, Requisition Number Transaction Code, Transaction Agency, Requisition Number, Line Number System System System System _________________________________________________________________________________________________________ Page 45 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME OVIH - Open Vendor Invoice Header Table OVIL - Open Vendor Invoice Line Table PABC - Price Agreement By Commodity Table PACM - Price Agreement Cost Per Mile Table PADL - Price Agreement Discount From List Table V2 01/22/2014 PURPOSE KEY This table provides vendor invoice information including the total invoice amount, the date of the invoice, the total line amount, and the amount of freight. This table and the OVIL are a part of the threeway match files. This table is not agency-specific. This table maintains details about individual vendor invoice lines including the commodity code, unit, catalog number, and invoiced cost. It includes a thirty character description line and also indicates whether the invoice is for a partial or final delivery. This table and the OVIH are a part of the three-way match files. This table is not agency-specific. This table displays price agreements by commodity code. It is an alternate view of the Price Agreement Vendor/Commodity Table (PAVC). This table may be used to select a vendor by viewing the unit cost and delivery charges if those charges are based on mileage. It is an alternate view of the Price Agreement by Commodity Table (PABC). This table may be used to determine the lowest price of several vendors providing the same item under a price agreement. In addition, this table may be used to select lines for PG transactions. It is an alternate view of the Price Agreement By Commodity Table (PABC). Vendor Code, Transaction Code, VI Number MAINTAINED BY System Vendor Code, System Transaction Code, Vendor Invoice Number, and Line Number Commodity Code, Price Agreement Number, Vendor Code System Commodity Code, Price Agreement Number, Vendor Code System Commodity Code, Price Agreement Number, Vendor Code System _________________________________________________________________________________________________________ Page 46 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME V2 01/22/2014 PURPOSE KEY PADU - Purchasing Authority Delegating Table This table allows agencies to set spending limits by class/subclass. PASC - Price Agreement Security Table This table controls access to specific price agreements. PG documents will check against this table if the price agreement in question is considered restricted by the agency. If the responsible agency is not listed, the document will be rejected by the system. This is an inquiry table which provides a summary presentation of the data contained in the Price Agreement Summary Table (PASM). It provides a description and remaining balance for each price agreement in the system. This table records general information about price agreements. All PG, CS, and SC documents check this table to ensure the validity of the price agreement and to update the number of documents written against a particular price agreement. This table is used to store text associated with price agreements. The text contained in this table may be inferred from the price agreement number. This table provides specific information about vendors authorized to provide goods within a particular price agreement. Data is summarized by commodity by vendor. An unrestricted number of combinations are allowed for each price agreement. Agency, Commodity Class, Subclass, Commodity Code Price Agreement Number, Agency PASI - Price Agreement Summary Inquiry Table PASM - Price Agreement Summary Table PATX - Price Agreement Text Table PAVC - Price Agreement Vendor/Commodity Table MAINTAINED BY Agency DFA Price Agreement Number DFA, SPB, ITS Price Agreement Number DFA, SPB, ITS Price Agreement Number, Vendor Code, Text Line Number DFA, SPB, ITS Price Agreement Number, Vendor Code, Commodity Number DFA, SPB, ITS _________________________________________________________________________________________________________ Page 47 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME V2 01/22/2014 PURPOSE KEY Vendor Number, Transaction Code, Agency, PO Number PIBV - Purchase Order Inquiry By Vendor Table This table lists all purchase orders for which vendor purchase orders have been printed and the date on which they were printed. If a purchase order was modified, the most recent print date will appear. Purchase order documents can be reprinted using this table. This table lists all purchase orders which have been selected for year-end rollover processing. This table lists purchase order lines by agency, organization and vendor. POAC - Purchase Order By Account Distribution Inquiry Table The closed and expended amounts are provided for purchase order lines on this table. POAP - Purchase Order Approval Screen Table This table is used to apply group approvals to commodity lines. It is an alternate view of the Open Purchase Order Commodity Line Table (OPPC). This table is an alternate view of the Open Purchase Order Header Table reorganized to have the blanket number appear first. PCHD - Open Purchase Order Print Table PCRO - PC, PD, PG, SC, CS Rollover Table POBL - Open Purchase Order by Blanket Number Table Vendor Code, Transaction Code, Agency, PO Number Agency, Organization, Vendor Number, Transaction Code, Purchase Order Number, Line Number Fund, Agency, Organization/Suborganization, Appropriation Unit, Activity, Object/Subobject, Job Number, Report Category, Vendor, Purchase Order transaction ID, Project Vendor Number, Transaction ID, Purchase Order Number, Line Number MAINTAINED BY System System System System System Blanket Number, System Transaction Code, Transaction Agency, Purchase Order Number, Vendor _________________________________________________________________________________________________________ Page 48 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME POCC - Open Purchase Order Commodity Line By Commodity Table POC1 - Open Purchase Order Commodity Line By Vendor/Commodity Table PURPOSE KEY This table can be used to determine which commodities are currently on order and the quantity ordered. It is an alternate view of the Open Purchase Order Commodity Line Table (OPPC). This table may be used when receiving goods to determine the validity of the order. It is an alternate view of the Open Purchase Order Commodity Line Table (OPPC). Commodity, Item Code, Transaction Code, Transaction Agency, Purchase Order Number, Line Number, Vendor Vendor, Commodity/Item Code, Transaction Code, Transaction Agency, Purchase Order Number, Line Number Commodity/Item Code, Vendor, Transaction Code, Transaction Agency, Purchase Order Number, Line Number Delivery Date, Transaction Code, Transaction Agency, Purchase Order Number, Vendor Buyer, Transaction Code, Transaction Agency, Purchase Order Number, Vendor POC2 - Open Purchase Order Commodity Line by Commodity/Vendor Table This table serves the same purpose as the POC1 Table above; however, the commodity code is listed before the vendor. PODD - Open Purpose Order by Delivery Date Table This table provides the delivery date for items on order. It is an alternate view of the Open Purchase Order Header Master Table (OPPH). Purchasing Personnel (Buyers) can use this table to determine the status of items for which they are responsible. It is an alternate view of the Open Purchase Order Header Table (OPPH). This table can be used by purchasing personnel to determine the status of commodities on requisitions for which they are responsible. This table is used to select items as they are received. It is an alternate view of the Open Purchase Order Commodity Line Table (OPPC). POHB - Open Purchase Order By Buyer Table POPR - Purchase Order Preparation Inquiry Table PORC - Open Purchase Order Commodity Line Receiver Selection Table V2 01/22/2014 MAINTAINED BY System System System System System Buyer, Commodity Code, Requisition ID, Line Number System This table is not keyed. System _________________________________________________________________________________________________________ Page 49 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME PURPOSE POTX - Purchase Text Table This table is used to store text associated with a purchase order. POVI - Open Purchase Order Commodity Line Vendor Invoice Selection Table This table is used to select vendor invoices. Items selected appear on the Vendor Invoice Generation Tables (VIG1 and VIG2) in order to create a VI transaction. It is an alternate view of the Open Purchase Order Commodity Line Table (OPPC). This table stores additional descriptive information about purchase orders. The text in this table may be inferred from the transaction code. This table contains additional descriptive information about receiver transactions. The text contained in this table may be inferred by the transaction code. This table maintains information on requisition lines, by agency and organization. PTEX - Purchasing Text Table RCTX - Receiver Text Table RIBA - Requisition Inquiry By Agency Table RQST - Requisition Status Table RSTA - Requisition Status Code Table RXAP - Requisition Approval Screen Table This is a reference table containing data on the status of each line of a requisition. This table provides a description of each status code used on requisition transactions. This table is used to apply group approvals for commodity lines on open requisitions. It is an alternate view of the Open Requisition Commodity Line Table (ORQC). V2 01/22/2014 KEY Vendor Number, Purchase Order ID, Purchase Order Line Number, Text Line Number This table is not keyed. Vendor Number, PO ID, Commodity Line Number, Text Line Number RC ID, Commodity Line Number, Text Line Number MAINTAINED BY Agency System Agency Agency Agency, System Organization, Transaction Code, Requisition Number, Line Number Requisition ID, System Line Number Status DFA Transaction Code, System Requisition Number, Line Number _________________________________________________________________________________________________________ Page 50 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME V2 01/22/2014 PURPOSE KEY RXPR - Purchase Order Preparation By Requisition Inquiry Master Table RXTX - Requisition Text Data Table This table records requisition commodity lines and organizes the lines by requisition ID. This table stores text associated with requisition commodity lines. SHIP - Shipping Address Table The shipping code represents the address to which the goods are to be delivered. The addresses are inferred from this table at the time the purchase orders are printed and are. This table defines special instructions or shipping address to be printed on purchase orders. This table stores text associated with standard specifications for commodities. This table provides status information for vendor invoices and subsequent documents. It is organized by status (status codes are listed in the MMRS/SAAS Extended Purchasing Subsystem manual) for each Vendor Invoice and Purchase Order. This is a reference table only. This table provides status information for purchase orders and subsequent documents. It is organized by status for each Purchase Order. This table allows tolerances to be defined between purchasing events for requisitions and bids. This table is used to define valid default combinations for purchasing transactions. Requisition ID, Line Number, Buyer, Commodity Code Requisition ID, Commodity Line Number, Text Line Number Shipping Code SPIS - Special Instructions Table STDS - Standard Specifications Table TWAP - Three-way Match Accounts Payable Table TWPU - Three-way Match Purchasing Table TYPE - Requisition Type Table UDEF - User Table MAINTAINED BY System Agency DFA Instruction Code Agency Commodity Code, Text Line Number Agency Status, Vendor Code, VI ID, PO ID System Status, PO ID, Vendor Code, Match ID System Type Agency Last Name, First Name DFA _________________________________________________________________________________________________________ Page 51 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME PURPOSE UNIT - Unit of Measure Table This table is used to validate abbreviations used as unit of measure codes. This table provides a log of all actions taken on a requisition. URQS - Requisition Status Update Table VCM2 - Vendor Commodity Table 2 This table provides a listing of vendors which can supply the requested commodity. VCOM - Vendor Commodity Table This table contains a listing of commodities that each vendor has the capability of supplying. This table maintains a list of the commodity class/subclass combinations that a vendor can supply. This table defines the codes for vendors to which the agency makes payments. The table includes vendor names, addresses, and special indicators. This table is used to cross reference a federal tax identification number with a state vendor number. This table shows the amounts that may be reported under IRS 1099 guidelines. VCSC - Vendor by Class/Subclass Table VEND - Vendor Table VFED - Vendor Federal ID Table VINC - Vendor Income Table VITX - Vendor Invoice Text Table This table stores text associated with vendor invoice transactions. VNA1 - Vendor1 Name Table This table is used to obtain the vendor code for a specific vendor. This is an alternate view of the Vendor Sort Name Table (VNAS). It allows the user to set up sort names for vendors. VNA2 - Vendor Sort Name By Vendor Code Table V2 01/22/2014 KEY Unit of Measure MAINTAINED BY DFA Requisition ID, Line Number, Sequence Number Vendor Code, Commodity Code, Manufacturer Name and Number Vendor Code, Commodity Code System Vendor Code, Commodity Class, Commodity Subclass Vendor Code DFA Federal ID Number, Vendor Code System Calendar Year, Type of Return, Vendor Code, Type of Income Vendor Code, Vendor Invoice ID, Commodity Line Number, Text Line Number Vendor Name, Vendor Code System Vendor Code DFA DFA System DFA Agency System _________________________________________________________________________________________________________ Page 52 of 53 5613 – SAAS Agency Manual Extended Purchasing Subsystem TABLE NAME VNAM - Vendor Name Table VNAS - Vendor Sort Name By Vendor Sort Name Table VPER - Vendor Performance Table VTXT - Vendor Text Table VZIP - Vendor Zip Code Table PURPOSE This table provides the vendor name and number in alphabetical order. It is an alternate view of the Vendor Table (VEND). This table is an inquiry table on vendors by sort name. Whenever a PC, PD, PG, RC or VI transaction is entered with special conditions, an entry will be made to this table. This table allows users to record information about vendors. This table is an alternate view of the Vendor Table (VEND). It provides a list of vendor zip codes. V2 01/22/2014 KEY Vendor Name, Code MAINTAINED BY DFA Vendor Sort Name, Vendor Code Vendor DFA Vendor Code, Text Line Number Agency Vendor Name, Zip Code, Vendor Code DFA System _________________________________________________________________________________________________________ Page 53 of 53
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