Shared Support Services Project
NHS SCOTLAND
Shared Support Services Project
Desktop Procedures
Purchase to Pay
Part 6: Enquiries
Universal Enquiry Screen
POP016
VERSION MANAGEMENT
Version
/ Version Date / Comments / Name0.1 / 23 March 2007 / No previous document / Peter Shinton
Table of Contents – Purchase to Pay
VERSION MANAGEMENT
Universal Enquiry Screen POP016
Purchase Order Enquiry Screen (POPS033)
Text Button-(from the Purchase Order Enquiry Screen)
Purchase Order Lines Enquiry Screen (POPS033)
Text Button- (from the Purchase Order Lines Enquiry Screen)
Requisition Lines Enquiry Screen (POPS033)
Text Button- (from the Requisition Lines Enquiry Screen)
Receipts Enquiry Screen (POPS033)
Text Button- (from the Receipt Enquiry Screen)
Invoice Enquiry Screen (POPS033)
Text Button- (from the Invoice Enquiry Screen)
Universal Enquiry Screen POP016
Process / Enquiring on TransactionsUsers / All remote users with sufficient access
Purpose / To check the status of orders, goods receipts or invoices
The status of any order, receipt, or invoice can be checked using the universal enquiry screen.
Use of the screen / Please note this screen can be used for enquiries only; no amendments are permitted in this screen.The header screen allows the user to narrow the search results by entering criteria into as many relevant fields as necessary. When no criteria is entered, a field must contain an asterisk (which is defaulted in).
Login to Cedar eFinancials / Log into Cedar eFinancials using your unique userid and password (refer to login procedures).Open the “POP” Menu / Open up the “Purchase Order Processing- cedar” menu by clicking on the (+) next to the “Purchase Order Processing” menu or double clicking the “Purchase Order Processing” menu option.
Open the “Enquiry Screens” menu / Open the “Enquiry Screens” menu by clicking on the (+) next to the “Enquiry Screens” menu or double clicking the “Enquiry Screens” menu option. Alternatively, type ‘POP016’ in the shortcut menu at the top and press Enter.
(See Screen Shots 1 and 2)
Screen Shot 1- Accessing the ‘Enquiry Screens’ menu
Screen Shot 2- Accessing the ‘Universal Enquiry Screen’
The appropriate details may then be entered accordingly:
Supplier / Use this field to enter a purchase order enquiry criteria for the supplier, if required. The default * (asterisk) wildcard symbol can be used to signify all.Enter a valid supplier code or use the button to load the supplier lookup screen. The supplier description will be displayed in the adjacent field.
Cost Centre / Use this field to enter a purchase order enquiry criteria for the Cost Centre, if required. The default * (asterisk) wildcard symbol can be used to signify all.
Enter a valid Cost Centre code or use to query and to load the Cost Centre lookup screen. The Cost Centre description will be displayed in the adjacent field.
Job / Use this field to enter a purchase order enquiry criteria for the job, if required. The default * (asterisk) wildcard symbol can be used to signify all.
Enter a valid job code or use to query and load the job lookup screen. The job description will be displayed in the adjacent field.
Product / Use this field to enter a purchase order enquiry criteria for the Product, if required. The default * (asterisk) wildcard symbol can be used to signify all.
Enter a valid Product code or use Fastfind to query and load the Product lookup screen. The Product description will be displayed in the adjacent field.
Sub Ledger / Use this field to enter a requisition enquiry criteria for the Requisitioner, if required. The default * (asterisk) wildcard symbol can be used to signify all.
Enter a valid Sub-Ledger code or use Fastfind to query and select a Sub-Ledger. The Sub-Ledger description will be displayed in the adjacent field.
Order / Item No / Use this field to enter a purchase order enquiry criteria for the purchase order code, if required. The default * (asterisk) wildcard symbol can be used to signify all.
Enter a valid purchase order code or use Fastfind to query and load the purchase order lookup screen.
Retrieve / A flag used to set the display criteria for the display of order details.
Permitted Values:
All orders- Display all purchase order details.
Outstanding orders- Display all outstanding purchase order details.
Fully received- Display all purchase order details marked as fully received.
Incomplete invoices- Display incomplete invoices.
Fully invoiced- Display all fully invoiced
Entered orders- Display all purchase order details with the status of 1.
Confirmed orders- Display all purchase order details with the status of 2.
Held orders- Display all purchase order details with the status of 3.
Complete orders- Display all purchase order details with the status of 4.
Terminated orders- Display all purchase order details with the status of 5.
Requisition orders- Display all requisition order details.
Once the relevant search criteria has been entered, the user can select the starting point by using the push button menu in the bottom half of the screen:
Purchase Orders / Shows header detail of ordersPurchase Items / Shows order lines
Goods Receipts / Returns / Shows receipts and return notes
Invoice / Credit Notes / Shows invoices that have been matched to Purchase Orders
Each button takes the user to the relevant screen to view the data held for this criteria (all information is returned for matching transactions, not only that directly related to the criteria set). Once a particular screen has been accessed, it is possible to navigate to another using the buttons which appear at the bottom of the screen (‘Req, P.Order, P.Item, Receipt, Invoices’). Note, if a particular transaction is selected from the returned search results, only that transaction’s detail will be shown on each subsequent screen navigated to.
Screen Shot 3- The Purchase Order Enquiry screen, with navigation buttons for the other screens shown
The screen layouts are described below.
Purchase Order Enquiry Screen (POPS033)
Supplier / Displays the supplier code- the corresponding full name can be viewed in the description bar.Order / Displays the order number- as the header details are shown on this screen each order number appears only once.
Cost Centre / Displays the cost centre code identified as the delivery point for the purchase order- the corresponding full name can be viewed in the description bar.
Value / The purchase order total expressed in the Base currency
Outstanding / The value, in Base currency, of outstanding purchase order items.
Ccy / A code that identifies the currency of the Purchase order.
Order Date / The date on which the purchase order was raised.
Due Date / The date on which receipt of the ordered goods is expected.
Status / The status of the purchase order.
Values / Description
1 / Purchase order entered, not yet approved.
2 / Purchase order Confirmed by user with appropriate level of authority.
3 / Purchase order held.
4 / Purchase order complete.
5 / Purchase order terminated.
Au / The flag that identifies whether the order must be authorised by a user with authoriser authority.
Values / Description
Y / Authorisation is required
N / Authorisation is not required.
Activity / The activity code (if used) associated with the purchase order.
Job / The job code associated with the purchase order.
Reference / The reference number entered on the order header.
S/L / The purchase order sub ledger code used.
Description / The description of the purchase order.
Text Button-(from the Purchase Order Enquiry Screen)
Text / Clicking on the ‘Text’ button will display the sub screen containing any text entered as a headerDrop Down Menu / Select ‘Footer’ from the drop down menu to switch to the Footer text
Close / Click on ‘Close’ to return to the Purchase Order screen.
Screen Shot 4- The ‘Text’ sub screen, switching between Header and Footer text
Purchase Order Lines Enquiry Screen (POPS033)
This screen can be accessed by clicking on the ‘Purchase Items’ button.
Screen Shot 5- The ‘Purchase Order Lines Enquiry’ screen
Order / Displays the order number- as the header details are shown on this screen each order number appears only once.
Item Number / The number of the item line.
IDA / This field displays the Internal Delivery Address if defined on the purchase order.
Product / The Product ordered.
Order / The value of the purchase order item, not including VAT, expressed in the Base currency.
Received / The total value, in Base currency, received to date against the purchase order line. The value in this field will be greyed out if the Receipt required check box on Purchase Order Entry screen, POPS005 was left unchecked when the purchase order was created.
Ccy / A code that identifies the currency of the Purchase order.
Status / The status of the purchase order.
Values / Description
1 / Purchase order entered, not yet approved.
2 / Purchase order Confirmed by user with appropriate level of authority.
3 / Purchase order held.
4 / Purchase order complete.
5 / Purchase order terminated.
Due Date / The date on which receipt of the ordered goods is expected.
Cost / The cost of the item. This defaults to the last price that was charged by the main supplier, if any, or the price from the Product record.
Per / The quantity of the item to which the Cost applies. This is used together with the Unit of Measure.
Disc / The percentage trade discount that applies to the line, if any.
Outstanding / Displays any value not yet receipted
For invoice / The value still to be invoiced, expressed in the Base currency.
Invoice / The total value invoiced for the purchase order line, expressed in the Base currency.
Cost Centre / The Cost Centre for the order item.
Account / The Account Code used for the order line, the full description can be viewed in the description bar.
Activity / The activity code (if used) associated with the purchase order.
Job / The job code associated with the purchase order.
Pr Var / The account which receives the posting for a price variance, generated from the difference between the stock holding and receipt cost for any Product subject to standard costing.
Requisition / The number of the requisition from which the purchase order item was generated
Item / The requisition line number from which the purchase order item was generated (if relevant)
Text Button- (from the Purchase Order Lines Enquiry Screen)
Text / Clicking on the ‘Text’ button will display the sub screen containing any text entered on that lineClose / Click on ‘Close’ to return to the Purchase Order screen.
Screen Shot 6- The ‘Text’ sub screen, to show order line text
Requisition Lines Enquiry Screen (POPS033)
This screen can be accessed by clicking on the ‘Req’ button, but this will only be highlighted if an order was assigned from a requisition. In addition, note that only content derived from Product codes will be displayed.
Supplier / Displays the supplier code- the corresponding full name can be viewed in the description bar.Requisition / Displays the requisition number- as the header details are shown on this screen each order number appears only once.
Item Number / The number of the item line.
Reqr / Displays the original requestor’s code
Product / Displays the product code used on the requisition, the full description of the product can be viewed in the description bar, and any additional text that was added can be viewed by clicking on the ‘Text’ button.
Estimated value / Displays the value entered on the requisition.
Ccy / A code that identifies the currency of the Purchase order.
Cost / Shows the same amount as the estimated value field
Status / The status of the requisition.
Values / Description
1 / Entered.
2 / Approved.
3 / Assigned.
4 / Cancelled.
5 / Referred back.
Au / Shows Y if the requisition has been authorised, N if unauthorised
Required Date / The date by which the item is required.
Delivery / Shows a code for an alternative delivery address, if used
Per / The quantity of the item to which the Cost applies. This is used together with the Unit of Measure.
Disc / The percentage trade discount that applies to the line, if any.
Cost / The cost of the item. This defaults to the last price that was charged by the main supplier, if any, or the price from the Product record.
Value Outstanding / Displays the amount of the requisition not yet assigned to an order
Value ordered / Shows the amount of the requisition which has been assigned to an order
Cost Centre / The Cost Centre for the order item.
Account / The Account Code used for the order line, the full description can be viewed in the description bar.
Activity / The activity code (if used) associated with the purchase order.
Job / The job code associated with the purchase order.
Appr / Displays the approver’s code
Exam / Displays the examiner code, if used
Description / Shows the description for the requisition
Text Button- (from the Requisition Lines Enquiry Screen)
Text / Clicking on the ‘Text’ button will display the sub screen containing any text entered on that lineClose / Click on ‘Close’ to return to the Purchase Order screen.
Receipts Enquiry Screen (POPS033)
This screen can be accessed by clicking on the ‘Goods Receipt / Return’ button on the main screen, or by clicking the ‘Receipt’ button at the bottom of the screen. The first method would show all receipt / return notes matching the search criteria, the second would show only receipt / return notes for a selected order.
Screen Shot 7- The ‘Goods Receipt / Returns’ screen
Supplier / Displays the supplier code- the corresponding full name can be viewed in the description bar.Type / Displays the note type. Options are:
OG = Goods Receipt Note
OR = Goods Return Note
(Either corresponding description will be shown in the description bar)
GRN / Displays the goods receipt / return note number
Product / Displays the description of the item.
Cost Centre / The Cost Centre for the order item.
Value / Displays the total value of the goods receipt/return items, not including VAT.
Ccy / A code that identifies the currency of the Purchase order.
Date / The date the receipt / return was entered.
Ins / A flag to indicate if the goods require inspection
Order / Displays the order number to which the receipt / return relates
Item / A sequential reference number assigned to each item line within the purchase order
Storage Bin / The stock storage bin into which the goods were received (if relevant)
Text Button- (from the Receipt Enquiry Screen)
Text / Clicking on the ‘Text’ button will display the sub screen containing any text entered on that lineClose / Click on ‘Close’ to return to the Purchase Order screen.
Invoice Enquiry Screen (POPS033)
This screen can be accessed by clicking on the ‘Invoice / Credit Notes’ button on the main screen, or by clicking the ‘Invoices’ button at the bottom of the screen. The first method would show all invoices / credit notes matching the search criteria, the second would show only invoices / credit notes for a selected order, line or receipt.
Screen Shot 7- The ‘Goods Receipt / Returns’ screen
Supplier / Displays the supplier code- the corresponding full name can be viewed in the description bar.Type / Displays the note type. Options are:
I = Invoice
C = Credit Note
(Either corresponding description will be shown in the description bar)
Inv Ref / Shows the unique system generated reference assigned to the invoice
Product / Displays the description of the item.
Value / The invoice line Base currency value excluding VAT.
Ccy / A code that identifies the currency of the invoice.
Date / The date the invoice was entered.
S/L / Shows the Sub Ledger the invoice was posted to
Batch Ref / Shows the batch reference number into which the invoice was entered
Cost Centre / The Cost Centre code, with the full description shown in the description bar.
Account / The account code used for the order line, with the full description shown in the description bar.
Activity / Displays the activity code, if used
Job / Displays the job code, if used
Order / Displays the order number to which the invoice relates
Item / The line number in the original purchase order against which the invoice was matched.
Text Button- (from the Invoice Enquiry Screen)
Text / Clicking on the ‘Text’ button will display the sub screen containing any text entered on that lineClose / Click on ‘Close’ to return to the Purchase Order screen.
Page 1 of 19Peter Shinton