IRIS PO 101 - The Cayman Islands Civil Service Collegecsc.gov.ky/sites/default/files/news/IRIS PO101 MANUAL_0.pdf · Step 14. Scroll across to PO Charge Account 2ield a. Ensure to

IRIS PO 101: INTRODUCTION TO IRIS PURCHASE ORDERS VER 1.0

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INSTRUCTOR: INGRID POWELL

IRIS PO 101: INTRODUCTION TO IRIS PURCHASE ORDERS



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TABLE OF CONTENTS

1. COURSE OUTLINE ...................................................................................................................................... 2

1. PURCHASE ORDERS ............................................................................................................................... 3

1.2 ENTERING PURCHASE ORDERS ......................................................................................................... 4

1.3 CHECK FUNDS .................................................................................................................................... 8

1.4 FORWARDING PURCHASE ORDERS ................................................................................................... 8

2. APPROVING PURCHASE ORDERS ......................................................................................................... 11

3. PRINTING PURCHASE ORDERS ............................................................................................................ 13

4. FINDING PURCHASE ODERS ................................................................................................................ 15

5. CANCELLING A PURCHASE ORDER ...................................................................................................... 17

5.1 CANCELLING A PURCHASE ORDER LINE .......................................................................................... 19


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1. COURSE OUTLINE

CourseObjective:

• Tounderstandhowtoenteraccurateinformationwhenbuyingitemsfromsuppliers

usingpurchaseordermodule.

Audience:

• AlluserswithPOBuyeraccess

Prerequisites

• BeaGovernmentEmployee

• COA-ChartofAccountsCourse

• IRIS101IRISNavigationCourse

TopicsCovered:

1. EnteringStandardPurchaseOrders

2. CheckPOFunds

3. ForwardingPurchaseOrdersforapproval

4. ApprovingPurchaseOrders

5. PrintPurchaseOrders

6. FindingPurchaseOrders

7. CancellingPurchaseOrders

MultipleChoiceMiniTest

• Thisisanopportunityfortheattendeetoevaluatetheskillslearnedinthiscourse

andassessiftheirobjectiveshavebeenmet.

NextRecommendedCourse:

• PO505PurchasingIntermediateisthenextcourserecommended


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1. PURCHASE ORDERS

De�inition:Apurchaseorderisalegallybindingdocumentbetweenasupplieranda

buyer.Itdetailstheitemsthebuyeragreestopurchaseatacertainpricepoint.

Purchasingprovidesyouthefeaturesyouneedtosatisfythefollowingpurchasingneeds.

1. Reviewallofyourpurchaseswithyoursupplierstonegotiatebetterdiscounts

2. Createpurchaseorderssimplybyenteringasupplieranditemsdetails

3. Createaccurateanddetailedaccountinginformationsothatyouchargepurchases

totheappropriatedepartments.

4. Checkyourfundsavailabilitywhilecreatingpurchaseorders

5. Reviewstatusandhistoryofyourpurchaseordersatanytimeforallinformation

needed

6. Communicatepurchaseorderstosupplierstosuppliers2lexiblyusinganumberof

options.E.g.printing,email


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1.2 ENTERING PURCHASE ORDERS

Inordertoenterpurchaseorderyoumust2irstbesetupasabuyerandhavethePOBuyer

responsibilityassigned.

Thefollowingsstepsmustbedonewhencreatingpurchaseorders:

Step1. Navigator–PurchaseOrders→PurchaseOrders

Step2. Entersuppliername-wildcard(%)canbeusedtoperformasearch

Step3. EnterSupplierSitethisshouldbedepartmentthreelettercode(e.g.CSDor

TSY)

Step4. ShiptoandBillcanbechangedifnotdefaultingtodesiredlocation

Step5. ClickintotheNum2ield(linenumberwilldefault)

Step6. EnterItemdescriptionthatisbeingpurchased

Step7. SelectUOMfromlistofvalues(UnitofMeasure)e.g.each

Step8. Insertquantityandprice

Step9. SelectShipments

Note: When creating a purchase order for a Fixed asset or an Attractive asset the

descriptionshouldbepre2ixedwithcostcenter.E.g.1401


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Step10. ChangeshipmentOrgtoyourDepartment3lettercodes

a. Thismaydifferfordepartmentsthathasmovedvarioustimesduringthe

courseofdepartmentshuf2lesduetoelectionse.g.CA3andRC3(Cadet

CorpsorRadioCayman)

b. It’svitalthecorrectorgisusedotherwiseyouwillnotbeabletoreceipt

POtomatchforpayment

Step11. SelectDistributions

Step12. TypeshouldbeExpense

Step13. OptionallyenterrequesterandDeliver-tolocation


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Note:WhentheDeliver-to2ieldispopulatedatthisstageitwillalsodefaultasthe

locationwhenreceivingpurchaseorders.

Step14. ScrollacrosstoPOChargeAccount2ield

a. Ensuretousecorrectexpenseaccountandcategoryforitemsbeing

purchasedasyourCFOshouldhavealisting

Step15. Saveworkandapurchaseordernumberwillbegeneratedbythe

system

Step16. Closewindowsuntilyoureachthe2irstscreen.


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Step17. Repeatsteps5thru16toaddmultipleslineitems


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1.3 CHECK FUNDS

Youcandeterminewhetheryouhaveenoughfundsavailableinyourbudgetbeforeyou

completeapurchaseorder.

Fundscanalsobecheckedbeforeapprovaltoensurethereissuf2icientmoneyforthe

purchase.Belowarethestepstocheckfunds:

Step1. Tools�CheckFunds

Step2. Onceyouseethebelowmessagestatingbudgetarycontrolactioncompleted

successfully,thereisfundsinthebudgettomakethispurchase.

Step3. ChooseOK

1.4 FORWARDING PURCHASE ORDERS

Beforeforwardingapurchaseorderforapprovalallinformationmustenteredaccurately.

Toforwardapurchaseorder:

Step 1. Select Approve bu/on


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Step2. CheckReserveandSubmitforApproval

Step3. CheckForwardoption

a. ApprovalPath-ChooseDepartmentHierarchye.g.ComputerServices

b. ForwardTo–Selectnamepersonthatwillbeapprovingpurchaseorder

Step4. Unchecke-mailoptionoritwillaskforanemailaddress.(onlyapplicableif

emailoptionischecked)

Step5. ChooseOK

Step6. Anotewillpopupstatingyourbudgetarycontrolactioncompleted

successfully

Step7. ChooseOK


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Step8. ThepersonthePOwasforwardedtoshouldnowbeabletoseeitintheirPO

noti2ications.


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2. APPROVING PURCHASE ORDERS

Thepersonapprovingthepurchaseordermusthaveapurchasingapprovallimitotherwise

thePOwillautomaticallybeforwardedtonextpersoninHierarchyforapproval.

Noti2icationsSummaryisusedtoviewallthedocumentsawaitingyourapproval,soyou

canmanageyourpendingapprovalqueueandtakeapprovalactions.

Note:ApprovalLimitsareassignedbasedonHRPositionifchanged/modi2iedyourPO

limitisautomaticallylostandwillrequireCFOorDCFOauthorization.

Step1. Navigator–Noti2icationsSummary

Step2. Selectdocumenttoreviewtoensureinformationiscorrecte.g.expense

account

Step3. SelectOpen

Step4. ChooseApprove


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Step5. PurchaseOrdershouldnowbeinthestatusofApproved,Reserved.

Note: The Supplier Name cannot be changed on a purchase order that has already been

approved. It must be cancelled and recreated

.


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3. PRINTING PURCHASE ORDERS

Purchaseordersmustbeapprovedbeforeitisprinted.Somedepartmentsprints3copies

ofthepurchaseorders2copiesforvendorwithtitles“VendorCopy”and“Returnwith

Invoice”.

Toprintapurchaseorderthefollowingstepsmustbefollowed:

Step1. FromtheToolbarChooseActions

Step2. PrintPO

Step3. EnterNumberofcopies

Step4. EnterPrinterName(ifnotdefaulted)

Step5. ChoosePrint


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Step9. ANotewillpopwithyourRequestIDNumber

Step10. ChooseOK


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4. FINDING PURCHASE ODERS

UsetheFindPurchaseOrderswindowtoaccessthepurchasewindowandperform

purchaseorderinquiriesatheader,line,shipmentanddistributionlevels.

Note:Notallcriteriamentionedbelowisrequiredtoentered,onlywhatisneededand

known.

Toentersearchcriteria:

Step1. Navigator-PurchaseOrderSummary

Step2. SelectOperatingUnit(DefaultstoMinistry/Portfolio)

Step3. Enterpurchaseordernumber

Step4. EnterSupplier.Ifyouenterasupplier,youcanalsoenterasuppliersite

Step5. EntertheBuyer(defaultsfromHRmodule-Surname,Firstname)

Step6. Tabregionscanalsobeusedtofurtherrestrictthesearchsuchas

a. Linee.g.Description

b. DateRangese.g.OrderorApproved

c. Statuse.g.ApprovedorIncomplete

d. RelatedDocumentse.g.Receipt

e. DeliverToe.g.Requester

f. Accountinge.g.GLDate

Step7. ChooseFind


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Step8. PurchaseOrdersHeaderWindows

Step9. Open


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5. CANCELLING A PURCHASE ORDER

WhenaPOiscancelledyouareunabletoreceiveorpayforcancelleditemsandservices,

however,youcanpayforallpreviouslyreceivedorders.

Sinceweareusingencumbranceandbudgetcontrol,Purchasingautomaticallycreatesa

negativedebitencumbrancejournalentriesinyourgeneralledgertoreversethe

encumbrancethatcorrespondsPOheader,linesorshipmentsbeingcancelled.

ToCancelaPurchaseOrder:

Step1. Navigator-PurchaseOrderSummary

Step2. EnterPurchaseOrderoranyothercriteria

Step3. ChooseFind

Step4. DoNotOpen

Step5. SelectTools

Step6. Control

Step7. CancelPOshouldbehighlightedinblue

Step8. Forauditpurposesareasonforcancellationshouldbeentered

Step9. ChooseOK


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Step10. Awarningmessagewillpopup,ChooseOK

Step11. ChooseOKagain


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5.1 CANCELLING A PURCHASE ORDER LINE

Step1. Navigator-PurchaseorderSummary

Step2. EnterPurchaseOrderNumberoranyothercriteriaknown

Step3. ChooseFind

Step4. DoNotOpen

Step5. ChooseLines

Step6. Selectlineyouwanttocancel

Step7. SelectTools


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Step8. Control

Step9. CancelPOLineshouldbehighlightedinblue

Step10. EnterreasonforAuditpurposes

Step11. ChooseOK

Step12. Awarningmessagewillpopup,ChooseOK

Step13. ChooseOKagain


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Step14. POlinewillnolongerappearonthepurchaseorder.


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