1. IMPROVED SYSTEM NEW LOOK
Jenzabar 8.1
IMPROVED SYSTEM NEW LOOK

2. New Look
The icon to log into the Jenzabar system will be added to your desktop
No longer CARS

3. GETTING STARTED Click on: Run Jenzabar CX
Security warning box might pop up.
Check accept and click run
The Green check mark is the enter key
The red X is the escape or exit key.

4. GETTING STARTED
Log-in and
Password will
Remain the same.

5. GETTING STARTED Looks different depending on the permissions
Own version of this screen
Each icon has a subsidiary.
Just click on the + and the directory will open
To close click on the – .

6. REQUISITION FOR PURCHASE
To enter a requisition
Click on PO/ Requisition /Approval
Requisition for Purchase

7. REQUISITION FOR PURCHASE
Will bring you to this screen
Click on F9 or finish.

8. REQUISITION FOR PURCHASE
Enter the fund or beginning of your account number
290
430
730
Use the green check mark to enter
The red X to exit

9. REQUISITION FOR PURCHASE
Click on the button that says “Create Requisition”
Just like before you can put your mouse across the top of the icons and it will describe each

10. REQUISITION FOR PURCHASE
Start with your account number
Put in a brief description of what you are wanting to purchase.
Your ID# and information should already be added

11. REQUISITION FOR PURCHASE
Look up vendor information
Click on the Primary vendor
Go down to the bottom of the page and click on the “F6” button
Or you can click on the drop down box to search vendor information

12. REQUISITION FOR PURCHASE
This screen will be displayed.
You can then type in the name of the vendor you are looking for.
Be careful, must match completely
Can use the first few letters of the name follow by the *.
The system will pull up everything that begins with the information submitted.

13. REQUISITION FOR PURCHASE
Will get a list of all the vendors that begin with the specified information.
Select the number and enter.
This is one of the few times the enter key will work

14. REQUISITION FOR PURCHASE
The system will automatically input the selected vendor’s information
You will also need to select the building and room number.
At the bottom of this page is how to communicate with purchasing Example: Please fax. Click file, save and exit.
Click the green checkmark to continue.

15. REQUISITION FOR PURCHASE
This page is where you input the information for your order.
Quantity and the price of each item.

16. REQUISITION FOR PURCHASE
Item name and item description, put as much information as possible.
We need to know catalog number, model number, description, etc.
If you need more space you can click on the item detail line

17. REQUISITION FOR PURCHASE
You can add any additional information
Click file, save and exit.

18. REQUISITION FOR PURCHASE
To add additional items, click on the icon that looks like a disk with a blue arrow.
Add as many lines as needed

19. REQUISITION FOR PURCHASE
After all the information has been entered for the order.
Review
At this point, write down the RP number or print the requisition
At this point you can either exit out and the information will be saved.
Or click on the “envelope” to submit

20. REQUISITION FOR PURCHASE
If you have the RP number, your ID# or the date you can go back and pull up the requisition
You can also tell the status of the RP
N= not submitted
S=Submitted
I- In process
A= Approved
H- Hold
If there is an envelope it has not been submitted

21. REQUISITION FOR PURCHASE
If you need to change or add something on the RP you can pull it out of the system by clicking on the hold button.
As long as it has not been approved or denied.
If has been approved, or denied. Must start over.

22. REQUISITION FOR PURCHASE
If status is
H or N
Click on the red magnifying glass
You can then go back and change anything on the RP.
Except the fund (290, 430,730)

23. REQUISITION FOR PURCHASE
From this point you make any changes on the items.
Click on the drop down box and put an *
You can then add, change or delete items.
Then you will click on the “envelope” to submit.

24. BUDGET
You can also review your budget from the requisition for purchase screen
Click on magnifying glass with the $

25. BUDGET
You will then input the fund (290, 430, 730) or you can use the drop-down box.
Followed by the Function
Leave Object Code blank.
Input the Project number and click the green check.

26. BUDGET This will show you: Act - What has been spent
Enc- Encumbered funds that are obligate and not paid
Bgt- what was actually budgeted
Unexp- balance left in each line item and percentages spent

27. BUDGET Can also look at each expense that has been paid.
Click on the icon that looks like paper

28. BUDGET The only lines that you normally have access to are
Equipment
6018- Travel
Administrative
Highlight the line item to review
Click the green check mark

29. BUDGET This will bring show the details of each item that was paid.
The PO#
Date check was processed.
Vendor.
Can also copy and paste to Excel
Click on the print button. Will print to the page, then copy and past to excel

30. 730 BUDGET
730 Accounts are backward and need to be added together if there is no budget
Ignore the first line that says cash.
You add anything that has a minus (deposit) and subtract everything else.
Example: Add
3, total of $5,200

31. REQUISITION/INVOICE APPROVAL PROCESS
Start at the : PO/ Requisition/ Approval menu
Click: Req/PO /Approval

32. REQUISITION/ INVOICE APPROVAL PROCESS
Then click F9 or finish

33. REQUISITION APPROVAL PROCESS
Any item that is waiting for your approval will show here.
Invoice and RP
Type in the appropriate letter and enter.
This is one of the few times the enter key will work

34. REQUISITION APPROVAL PROCESS
This will give a brief description of the item, account number and the amount.
The amount and the remaining balance
At this point you can either approve or deny
To approve click the ok button.
Deny click red circle with the mark through it.

35. REQUSITION APPROVAL PROCESS
If you click ok or deny
It will ask if you are sure you want to approve or deny
If you do click YES, if not click NO
Either way the submitter will receive and e- mail stating it has been either approved or denied

36. REPORTS Search for the status of an RP Click on reports menu
Drop down menu

37. REPORTS
Click: “Req approval outstanding”

38. REPORTS
At this point just click on the F9 or finish

39. REPORT Then click find Type in the RP# Show who needs to approve.
If you cannot find, three possibilities
Approval process is complete and is sent to Purchasing
Denied
RP was not submitted

40. REPORTS This report will look at any open PO’s with partial payments
Click on Report menu
Report menu 2
Open PO’s with invoices

41. REPORTS
Put in your ID#
Click F9 or finish

42. REPORTS Here is an example of the report
If you have access to several account it should bring up each purchase order that has a partial invoice paid against it
Review and let Purchasing know if anything needs to be closed.

43. REPORTS
This report is for any PO’s with no activity or no invoices paid.
Click on Non- invoiced PO’s by name

44. REPORTS
Again you will put in your vendor ID#
Click F9 or finish

45. REPORTS
This report will help to determine if a vendor needs to be contacted
Or if the order has been backordered
Or if the order is no longer needed. Cancel the PO.

46. RECEIVING When you receive the items and the invoice.
Put the PO# on the invoice, sign and submit to Purchasing
Please note on the invoice if this is the complete order or if this is a partial order
This lets us know that the items have been received.
State Guidelines:cannot pay until the good are received, or services rendered.
It is important that the invoice is sent to Purchasing for payment in a timely manner.
We cannot pay until we have a detailed invoice.
State Guidelines require that invoices be paid with 45 after the good are received or services rendered.

47. REMEMBER
STATE GUIDELINES: Goods or services cannot be ordered until a purchase order is in place and the funds are encumbered.
If you do not have a purchase order, not an approved purchase and the University is not obligated for the purchase.
Purchasing limits are:
Anything $7,500 to $25,000 requires three quotes
Anything $25,000 and over requires a formal bid process
Unless: it is on a state contract or the cost is less than a State contract or it is formally bid on a Co-Op.

48. CLOSING OUT JENZABAR
You will need to make sure that all of the subsidiaries are close out and your screen is back to the beginning
Then click on File, Logout and exit
Very important how you close out.

49. CLOSING OUT JENZABAR
Once you have logged out, it will bring you back to this screen.
Then you click on the X and close out of Jenzabar

50. Pointers
Use the green checkmark for enter. The enter key only works in a few instances.
Red X to exit or escape.
Make sure that nothing is left open before you close out of the system.

51. Questions.