Presentation on theme: "IMPROVED SYSTEM NEW LOOK"— Presentation transcript:
1 IMPROVED SYSTEM NEW LOOK Jenzabar 8.1IMPROVED SYSTEM NEW LOOK
2 New LookThe icon to log into the Jenzabar system will be added to your desktopNo longer CARS
3 GETTING STARTED Click on: Run Jenzabar CX Security warning box might pop up.Check accept and click runThe Green check mark is the enter keyThe red X is the escape or exit key.
4 GETTING STARTEDLog-in andPassword willRemain the same.
5 GETTING STARTED Looks different depending on the permissions Own version of this screenEach icon has a subsidiary.Just click on the + and the directory will openTo close click on the – .
6 REQUISITION FOR PURCHASE To enter a requisitionClick on PO/ Requisition /ApprovalRequisition for Purchase
7 REQUISITION FOR PURCHASE Will bring you to this screenClick on F9 or finish.
8 REQUISITION FOR PURCHASE Enter the fund or beginning of your account number290430730Use the green check mark to enterThe 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 numberPut 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 informationClick on the Primary vendorGo down to the bottom of the page and click on the “F6” buttonOr 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 completelyCan 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 informationYou 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 informationClick 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.ReviewAt this point, write down the RP number or print the requisitionAt 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 requisitionYou can also tell the status of the RPN= not submittedS=SubmittedI- In processA= ApprovedH- HoldIf 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 isH or NClick on the red magnifying glassYou 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 BUDGETYou can also review your budget from the requisition for purchase screenClick on magnifying glass with the $
25 BUDGETYou will then input the fund (290, 430, 730) or you can use the drop-down box.Followed by the FunctionLeave 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 paidBgt- what was actually budgetedUnexp- 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 Equipment6018- TravelAdministrativeHighlight the line item to reviewClick 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 ExcelClick on the print button. Will print to the page, then copy and past to excel
30 730 BUDGET730 Accounts are backward and need to be added together if there is no budgetIgnore the first line that says cash.You add anything that has a minus (deposit) and subtract everything else.Example: Add3, total of $5,200
31 REQUISITION/INVOICE APPROVAL PROCESS Start at the : PO/ Requisition/ Approval menuClick: 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 RPType 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 balanceAt this point you can either approve or denyTo approve click the ok button.Deny click red circle with the mark through it.
35 REQUSITION APPROVAL PROCESS If you click ok or denyIt will ask if you are sure you want to approve or denyIf you do click YES, if not click NOEither 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
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 itReview and let Purchasing know if anything needs to be closed.
43 REPORTSThis report is for any PO’s with no activity or no invoices paid.Click on Non- invoiced PO’s by name
44 REPORTSAgain you will put in your vendor ID#Click F9 or finish
45 REPORTSThis report will help to determine if a vendor needs to be contactedOr if the order has been backorderedOr 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 PurchasingPlease note on the invoice if this is the complete order or if this is a partial orderThis 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 REMEMBERSTATE 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 quotesAnything $25,000 and over requires a formal bid processUnless: 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 JENZABARYou will need to make sure that all of the subsidiaries are close out and your screen is back to the beginningThen click on File, Logout and exitVery important how you close out.
49 CLOSING OUT JENZABAROnce you have logged out, it will bring you back to this screen.Then you click on the X and close out of Jenzabar
50 PointersUse 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.