Prepared by CMSD Office of the Chief Financial Officer - October, OnBase E-Procure - Purchase Order Entry, Update Unapproved Purchase Order and Receiving

Prepared by CMSD Office of the Chief Financial Officer - October,  Log into Internet Explorer. Enter the address exactly as noted below:  aspx aspx

Prepared by CMSD Office of the Chief Financial Officer - October, The OnBase login screen for the web based purchase order process will appear – (see following image).

Prepared by CMSD Office of the Chief Financial Officer - October, Log in using your userid and password.

Prepared by CMSD Office of the Chief Financial Officer - October, You will then see the Welcome page. There are several processes that you will access from this welcome page – Create a purchase order, view unapproved purchase orders, update unapproved purchase orders, view purchase orders except closed, receive purchase orders and view closed purchase orders.

Prepared by CMSD Office of the Chief Financial Officer - October, To create a new purchase order, click on the Create Purchase Order area in the upper left hand pane.

Prepared by CMSD Office of the Chief Financial Officer - October, By doing this, the system will bring up a blank purchase order screen that will allow you, the user, to fill in with the pertinent information for this purchase order.

Prepared by CMSD Office of the Chief Financial Officer - October,  Be sure you have identified a valid FMS vendor and budget number with available dollars to be used in the creation of this order.  The first area that you will need to know is the FMS vendor number. Enter that number in the vendor# field. Press the binoculars to validate the vendor name, address and any related vendor information.

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10 A window will appear with the information related to this vendor. If it is the vendor that you want, click on the vendor name and press the SAVE button located at the lower pane in the vendor selection screen. This information will populate the vendor fields on your purchase order.

Prepared by CMSD Office of the Chief Financial Officer - October, Note: See screen image below with populated vendor information.

Prepared by CMSD Office of the Chief Financial Officer - October, The second area to enter is the SHIP TO (OPU). Enter your OPU number and press the binoculars located to the right of the ship to (opu) line.

Prepared by CMSD Office of the Chief Financial Officer - October, This will populate the ship to information fields:

Prepared by CMSD Office of the Chief Financial Officer - October,  Purchase Order Information fields:  Order Date – this is the system date and should not be changed  Due Date – this field can be left blank unless a specific date is needed  Fiscal Year – this is the current fiscal year  Resolution # - if you know the resolution number, it can be entered in this field  Originator Details: the fields below contain your user information  User Name – this is your UserId  User Initials – this is your initials  Address – this is your CMSD address  Location # - this is your location (opu) number

Prepared by CMSD Office of the Chief Financial Officer - October,  Manager User Name – This is the userid of the person that you report to.  Purchase Order Notes – This field is a comment field and will be included in the FMS purchase order as a comment line.  Supporting docs will be provided?: __No __Yes – If this action is marked yes it will create a BARCODE sheet that can be used to scan backup or supporting documentation into OnBase and link it to your purchase order. Every time you have an attachment to scan in, this barcode sheet must accompany your backup.

Prepared by CMSD Office of the Chief Financial Officer - October, To enter your line items, press the ADD NEW ITEM button. A window opens that allows you to identify if the item is a freight item or a regular line item.

Prepared by CMSD Office of the Chief Financial Officer - October, If it is a freight line item, click in the ‘mark as freight’ box. You will see the item description will be filled in as freight and the unit price is filled in as $1.00. You will then enter your quantity and the system will enter the extended price. This will become a line item on your purchase order.

Prepared by CMSD Office of the Chief Financial Officer - October, Enter your valid budget account number in the space provided, then press the Save & Create additional button; or if you do not have additional lines, press the Save & Close button. You also have the opportunity to press the Cancel button.

Prepared by CMSD Office of the Chief Financial Officer - October,  When you are satisfied with your purchase order, press the ‘Submit Purchase Order’ button on the bottom of the page. This purchase order is now available for purchase order approval.  Purchase Order Receiving is also processed in this E- procure solution. Receiving will update the FMS purchase order and cannot be completed until the purchase order has been printed and released to the vendor.  The Purchase Order number is not assigned until the approval process has taken place. Up until this point, you will have a tracking number and not a certified purchase order.

Prepared by CMSD Office of the Chief Financial Officer - October, UPDATE UNAPPROVED PURCHASE ORDERS

Prepared by CMSD Office of the Chief Financial Officer - October, A hit list of all of your unapproved purchase orders will appear.

Prepared by CMSD Office of the Chief Financial Officer - October, Select the purchase order that you would like to modify. The form will appear as noted below:

Prepared by CMSD Office of the Chief Financial Officer - October,  Find the area that needs changes. Make your changes. When you are complete, press the re-submit purchase order button located in the lower portion of the purchase order image. This will re-route this purchase order to the workflow.

Prepared by CMSD Office of the Chief Financial Officer - October, Purchase Order Receiving  A Purchase Order can only be received after it is approved and printed.  Go to the Receive Purchase Order area. Any purchase order that is available for receiving will appear. Select your purchase order.

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Prepared by CMSD Office of the Chief Financial Officer - October, The purchase order receiving screen will appear. You will have the option to RECEIVE ALL or RECEIVE PARTIAL amount by line item.

Prepared by CMSD Office of the Chief Financial Officer - October,  To RECEIVE ALL, press the RECEIVE ALL button located below the lines. To receive only a portion of a line, enter the quantity that you have physically received.  Additional inventory information has been added to the receiver. Be sure to fill in the information as accurately as possible, this will assist the District in identifying all of our inventory items. See the lines below. Fill in the location details, warehouse tag number and floor/room information. 

Prepared by CMSD Office of the Chief Financial Officer - October,  After your receiving information is correct and accurate, press the RECEIVE PO button. You also have the ability to cancel this action. The tracking number for the purchase order is noted below.