Purchase Order - POT in CUFS

Introduction: One of the main duties for Purchasing Assistants (PA) is data entry of purchase orders (POTs) into CUFS, our general ledger system. Other purchase orders (Award Notices) are entered into another system ANTS. See ANTS for additional details.

  1. Security Access to CUFS

    2. The Office Manager will help any new employees complete the FSS Access forms required to get security to CUFS and to get their SecurID. See the Security web site for forms and additional information.

    Once the PA is granted access rights to CUFS they may enter documents. The CUFS security office at 4-8394 can help modify any existing security profiles if you need additional access to other tables or documents.

  2. Signing into CUFS

    1. Click on CUFS icon on your desktop.
    2. Type BASIS (hit enter)
    3. On the next screen -- Type your password followed by a comma, then type your SecurID card number.
    4. On the next screen - after "Command Line ====>" type:"s fp" (keep a space between the s and fp).
    5. On CUFS PRODUCTION - WELCOME! Screen, type "umti" in upper left corner (where cursor defaults).
    6. You are now at the CUFS screen and can begin the process of entering a POT.

  3. Verify Existing Vendor Numbers

    4. Before entering a PO, verify the vendor code is available in CUFS on the VENA table.

    1. From any CUFS table, type the following: ACTION: N TABLEID: VENA and hit enter.
    2. On the next screen, the ACTION will default to S for Search for vendor. If it has any other character, change it to S so you can search for your vendor. Place cursor next to screen line :01- and type the name of the vendor listed on the requisition (RX) and hit enter.
    3. A list of vendors with matching or similar names will appear. Verify the address of the vendor on CUFS with the address on the requisition (RX), the Request for Bid sheet, or on a vendor quotation page in the folder. Use the vendor code that matches the requested address.
    4. Write down the full VENDOR CODE from the middle column and proceed to verifying the ILOC code.

  4. Vendor Does Not Appear

    5. If your search for your vendor in CUFS results in no vendor records matching the name you searched for the problem could be: 1) the vendor goes by another name or abbreviation, for example, 3M might be found under Minnesota Mining and Manufacturing; or 2) the vendor's address was thought to be obsolete.

  5. Setting Up a New Vendor

    6. If the requested vendor is NOT listed in CUFS, a new vendor record must be entered into CUFS to establish a vendor code for the new vendor. Disbursement Services is responsible for maintaining the vendor file with new vendors and modifying or deleting existing records.

    1. URQS: Logging the Vendor Maintenance step into to URQS (RQST)

      1. In the ACTION: field, type "n".
      2. In the TABLEID: type "urqs".
      3. Tab to the RQ ID: field and type "rx" and the RX number with no dashes.
      4. Under DATE: type the date in the following format: (yearmonthday -- 001208-meaning 2001, December 8th).
      5. Tab past COMMODITY CODE and ITEM. Fields are no longer used.
      6. Under DESCRIPTION type, "vendor maintenance" plus date.
      7. Press your HOME KEY to go to the action field.
      8. In the ACTION field, type, "a" for new line and hit enter. Since the RX should have already been logged into to URQS (RQST), your action is to add a new line to keep a record of the RX status.
      9. To verify the data was changed, enter ACTION: "s" (for search) and hit enter. The data should display with the information you just entered about vendor maintenance.

    2. Documents to Vendor Maintenance

      3. Vendor Maintenance Staff needs the bid or RFP document or a New Vendor Setup Form to enter the correct vendor name and address. After updating the URQS table, follow the New Vendor Procedures.

  6. Verify ILOC Code

    7. POTs will require a valid ILOC for the document to accept into CUFS.

    1. Type the following: ACTION: N TABLEID: ILOC and hit enter.
    2. In the AREA CODE: type the ILOC code that is provided on the RX to insure that the code is correct hit enter.
    3. If it is not a valid ILOC code (meaning no data displays or a different ILOC data displays) or none is listed on the RX, call the department and ask for the appropriate ILOC Code for this purchase.
    4. Once the code is found, process to the entering of the Purchase Order.

      5. Also see ILOC for additional details on adding or modifying ILOC codes.

  7. Starting a POT document

    1. Type the following: ACTION: L TABLEID: DDB
      This will leaf you to the Data Entry and Correction Screen for Application CUFS instead of the Table side of CUFS.
    2. Type "i" (interactive) in the MODE OF OPERATION field. Interactive means that CUFS edits for errors as your enter data. If other modes are used, you may not see error messages until you are ready to do a final approval.
    3. Type "pot" next to the DOCUMENT ID.
    4. Type "556" in the next field under AREA. Area 556 is used since this field identifies the area that is keying in the document.
    5. Type the requesting department's Area Code followed by a "#"(pound sign) under ID NUMBER. For example: if the RX number is 530-00005252 the area number is always the first three digits (in this case: 530). The "#" will automatically allow CUFS to assign a Purchase Order Number. Hit enter.

  8. Keying POT on CUFS Data Entry Screen

    9. There are three parts to a CUFS POT: 1) the header information which includes all the details on who is ordering and the vendor name 2) the accounting information which includes all of the accounting fields and the dollar amounts and 3) the POTX information which includes the description of all the quantities and items being orders and any special instructions to the vendor.

    1. Header Information

      2. Once the PO# is generated in the step above, immediately write it down on the RX and/or bid sheet for future reference.

      1. POT DATE: today's date. For example: 02 31 01
        Always use the current date. Do not backdate purchase orders.
      2. CONF ORDER: N - Use Y(es) if stipulated by the buyer or if you have an invoice already for the order.
      3. CONTRACT#: 556 - This area code is used to allow central Purchasing staff to enter orders that are over $10,000 - the Small Order Limit. Do not recommend that other departments use this area code in this field when they enter into Financial Forms Nirvana. This should only be used by Purchasing Staff.
      4. ACTION: "e" (original entry or new order, "m" is used for modifications or change order documents.)
      5. DOC TOTAL: Total price to be charged. This is on the requisition or the bid.
        6. AREA/ORG: Find the Area and Org on the RX. If more than one Area/Org accounts are noted on the RX, use the account with the most funds as the main account.
      6. FOB: Type B, D, F, N or O - for an explanation of these terms, see CUFS FOB Table. The buyer should identify which code or fob term is appropriate for the awarded bid.
      7. VENDOR: type in the full vendor code number. The vendor name, address and contact person will display when you press enter later. When it does display, verify the address displayed matches the address on the RX or bid. If not, correct it before approving the order. Vendor numbers can NOT be changed on approved orders. Correction requires you to cancel the order and re-key a new order.
      8. PAYMENT TERMS: Enter the code. The most common code used is: 05
        Code 05 will print Net 30 on the POT. See CUFS DISC Table for a list of other codes. If you need a code that is not available, talk to one of the Disbursement Services manager and they will add any codes you need. See your buyer if payment terms are not identified on the RX or bid.
      9. DEL DATE: normally left blank. If the vendor identifies shipment will be sent within XX days after receipt of order (ARO) the buyer will usually circle this to be put on the order otherwise leave blank.
      10. TOLERANCE: "n" for No. No means there is no tolerance or dollar difference allowed between the purchase order and Invoice dollar amount. Yes means we will allow the invoice to be different from the purchase order by a specific percentage before the invoice will be rejected. Since most of the centrally issued POTs are based on bids, they usually are firm prices, meaning Tolerance is No.
      11. INST LOC: find the ILOC Code on the RX.
      12. DPT CONTACT: Type the First and Last Name of the Requestor on the RX.
      13. ORDER CAT: leave blank - This is a field that has never been used in CUFS.
        14. TYPE: "1" (the number one) The number 1 indicates in CUFS that this was an external purchase order. The number 3 would indicate it was an internal purchase order. Only Purchasing enters external, Type 1 POTs.
      14. ACCTG PERIOD: leave blank - This will default correctly based on the current day entered in the beginning of the order. EXCEPTION: During the fiscal year end, it is critical that the accounting period be keyed in. See also Fiscal Year End Procedures for more details.
      15. BUDGET FY: leave blank - This will default correctly based on the current day entered in the beginning of the order. EXCEPTION: During the fiscal year end, it is critical that the accounting period be keyed in. See also Fiscal Year End Procedures for more details.
      16. COMMENT: type your two initials here. This identifies who entered the order.

    2. Accounting Information

      1. Tab down below the line of dashes to the accounting information. The accounting information will be listed on the RX or on the Split Distribution form if multiple accounts are being used.
      2. Next to screen line 01 (under the field name LINE NO) type "01". This identifies the first or only account line.
      3. Tab 4 times to the right and under the AREA field type in the account area code.
      4. Tab 1 time more to the right and under the ORGN field type the 4 digit ORGN code.
      5. Tab 2 times more to the right and under the OBJ field type the 4 digit OBJ code.
      6. Tab 1 time more to the right and under SUB OBJ field type the 2 digit SUB OBJ code.
      7. Tab 4 times more to the right and under the AMOUNT field type the dollar amount for this account. If this is the only account line this dollar amount will match the document total entered previously. If there are multiple lines, this amount is only the amount of funds to be encumbered on that account line.
      8. The Description line is left blank on original orders.
      9. Multiple Account Lines

        1. After entering the first accounting line, press the HOME key and go to the ACTION Field and type "V". This verifies the information that has been keyed so far and displays the vendor name and address to be verified against the requisition or bid.
        2. Enter the 2nd account line same as the 1st account line. Press Enter.

    3. POTX Information

      1. Entering Text from the RX or BID onto the POT

        1. Make sure the cursor is at the ACTION: field and type "t"
        2. Use the DOWN ARROW key to go down to the line where the CUFS account information is entered (below the dashed line, on the line next to 01-). Press Enter.
        3. POTX screen will display with the POT number and Accounting Line Number 01 already displayed. Make sure the ACCOUNTING LINE NUMBER is 01 if it's not, change it to 01.
        4. Tab down to the QUAN field and type the quantity ordered.
        5. Tab once to the UNIT field. Enter the unit to be order. For example 1 each or 12 dozen. (For a list of available units, see the CUFS UNIT table).
        6. Tab to the TEXT field and enter the items, descriptions and any special instructions.
        7. Tab to the UNIT COST and key in the unit price.
        8. Tab past the AMOUNT field. Leave it blank - CUFS will calculate the correct lint total by multiplying the number of units times the price per item.
        9. Tab to TEXT LINE. Sequentially number each line beginning with 001, 002, etc. If you forget this step, CUFS will automatically number, but it will be double spaced. To enter a blank line between paragraphs for example, leave the text line blank but do assign a text line number.
        10. Reference Vendor Quote #s and the RX/ BID number in the text. After entering the items and descriptions, leave a blank line. On the next line enter any vendor quote number and enter the RX / Bid number as RX 123-12345678. This will be helpful later as a cross-reference notation.

        Entering a 2nd or additional page of text

        1. Once the first screen of 10 lines is entered, press your HOME KEY to go to the ACTION: field and type "a" for add.
        2. Hit enter. If the ACTION field had A (add) as the action, the 1st screen of text will be added.
        3. Clear the screen to enter additional text. This can be done by using the space bar to space out the text just entered on the first 10 lines. Or use the CONTROL & END keys together to clear each line.
        4. Once the line or screen is cleared, enter the additional text. The second screen of text will being LINE TEXT sequence numbers with 011, 012, etc. If a third screen of text is needed that will being with 021, 022 etc.

      2. Finishing the text

        3. Once all the text information is entered, press HOME KEY to go to the ACTION: field and type "a" for add the screen. Be sure to do this after each screen of text or the data you have just entered will not actually be saved. After pressing enter to add the text, the text will turn to capital letters.

      3. Proofreading the text

        4. For new staff, it is recommended that they proofread the text on-line to verify it added as expected.

        1. Press HOME KEY to go to the ACTION: field and type "N" (for next screen). This will clear the screen.
        2. Enter ACTION: S(earch) and key the POT number in. Press enter. This will re-display the text you just entered so you can proofread each screen. Press enter to get to additional screens of text.

      4. Changing or Deleting Entered Text

        1. Changing the Text

          2. Once the text has been added, you must use the "c"(change) action code to change the line.

          1. Use ACTION: S (Scan) on the POTX table to find the specific POT and the related text.
          2. Change the ACTION to C (Change) and tab or arrow down to the area needing correction. POTX will allow text to be changed.
          3. Press Enter. This should save the changes just keyed.
          4. Verify the change has accepted. This is a helpful step for new employees. Change ACTION: to S (Scan) and find the POT again. Verify that the text displayed now is the changed text. If not, redo the change.

        2. Deleting Text Lines

          1. Use ACTION: S (Scan) on the POTX table to find the specific POT and the related text.
          2. Change the ACTION to D (Delete).
          3. Space out the line to be deleted and press enter. Careful, this has deleted all the displayed lines. As long as do the next step immediately, it will add in successfully.
          4. Change the ACTION to A (Add) and press enter. This adds back in all of the displayed lines with the deleted line omitted.

      5. Completing POTX

        1. To get from the completed POTX screen to the POT to finish the order go to the Press HOME key and go to the ACTION field. Type in "e" and press Enter to exit back to the POT you left partially completed.
        2. The POT data entry screen will now display with the document that was being entered.
        3. In the ACTION: field, type "v" (for verify). This provides one last chance to review the order before fully approving the order.

          This also is the time that some error messages may display at the bottom of the screen. All error messages must be address. Those beginning with "W" are warnings and are information. Those beginning with "E" are severe errors and must be corrected before the document will fully approve.

        4. Once any errors are corrected, press HOME to go back to the ACTION: field and type "w". This will process the completed PO. There should be a message at the bottom left of the screen that says: "A--*CQ51 - DOC ACCEPTED PASS2". This is the only message that identifies an approved order. Any other messages must be researched.

        5. Troubleshooting for Text Printing

          1. If the POT prints with text missing, Scan the CUFS POTX table and verify the text was added successfully.
          2. Text will not print on CLOSED Orders.
          3. Text will not print if it is attached to the wrong account line. Be sure the text is tied to the last account line used on the POT (l ddb side).
          4. Verify the Total Dollar Amount on the POTX against the document total over on the POT data entry screen (l ddb side). CUFS does not compare these two and will not error if there is a mismatch.
          5. Large Unit Costs: If the unit cost is more than five digits, put the quantity Unit and Unit Cost in the description field. It will not accept larger unit costs in that field.
          6. Discounts: Put Discounts as negative amounts in the description field. CUFS does not recognize or subtract on the POTX screen.

      Screen shots for Decreasing, Increasing and Canceling a POT

      Modifying a POT
      Decreasing a POT Total
      Decreasing a POT Total - Part II
      Increasing a POT Total
      Increasing a POT Total - Part II
      Canceling a POT - Part I
      Canceling a POT - Part II
      Canceling a POT - Part III

  9. Finishing the POT

    10. Once the POT is printed, it must be forwarded to the vendor and the department. Follow the guidelines below, unless other instructions are provided by the buyer.

    Print one copy of the POT.

    Make copies of any attachments that need to be enclosed with the order. This is usually identified by the buyer by circling the information or making the page with an X. For RFP's, this award may include copies of the original RFP (and all addenda), the vendor's response, and any agreed upon modifications, and/or stated on the yellow sheet that is attached to the RX.

    Clip the POT to the RX and blue folder or bid folder and have the buyer sign the original purchase order. If the POT or any of it's attachments has confidential information, the POT needs a label to identify this for all copies. See Confidential Procedures for more details.

    Verify the vendor and department fax numbers are listed. If not, research to see if you can locate the numbers for the faxer.

    Fax the vendor their copy of the purchase order along with the attachments. Follow the instructions on the Terms and Conditions grid (unless otherwise instructed), for including Terms and Conditions sheets and any other Federal Flowdown clauses. Federal Flowdown clauses are required on any order with ORG numbers of 6000 or higher. See the yellow sheet that is attached to the RX for attachments that need to be included that are requested by the buyer.

    Make the Purchasing file copy with the same attachments and enclosures as the vendor's and department's copy. Keep a copy of the Terms and Conditions and Flowdowns on the Purchasing file's copy. All copies now need to have the Terms and Conditions attached if approved by the Buyer.

    The faxer will hold the order until both the department and vendor fax confirmation sheets are received. If the fax does not go through, research the issue and re-fax. Once the fax is confirmed, the confirmation sheet is stapled to the back of the order (staple at the top left and right corners for easy filing). These are put in the mail slot "To Be Filed" in the Files Office.

    The Purchasing Assistant will review the folder prior to giving to Files to close. The Purchase Order Number should be on the outside cover of the folder underneath the RX number in the top right corner. Crossing off the date on the side of the folder makes it easier to identify it as a closed folder. The folder contents should be organized.

    In the middle of the folder, the awarded bid/proposal should be on top, with the RX next. Behind the RX should be all of the other bid/proposal responses. Any vendor or department communication should be filed next, and the the BIS vendor history and any vendor lists should be in the back of the folder. This is a guideline and the buyer may request other organizations.

    If the folder has any confidential information, follow the Confidential Procedures. See also BIS Offline Procedures for further details on this.

    The folder is put in the "To Be Closed" bin in the Files office. Files will stamp the folder CLOSED and file the folder and order. The order will be filed inside the folder with the RX.

    If the POT is for a RFP, the buyer will want Award Notification Letters ("Dear John" letters) sent to all vendors that did not win the award. Do not send letters to the awarded vendor(s), late bid vendors, or no bid vendors. The buyer will provide draft wording or a form letter template to be used. See Purchasing Services' Shared Drive for a sample letter. This is interactive, information can be typed there and saved to the RFP folder online.

    The BIS Award Document should be completed.

  10. To Print a POT

    11. From the DATA ENTRY and CORRECTIONS STARTUP SCREEN FOR APPLICATIONS CUFS Screen go to the ODPP table to request the order be printed.

    1. Press the PAUSE/BREAK key.
    2. Type in the ACTION field: "n" and TABLEID: "odpp" USERID: enter your userID. - (ODPP means On Demand Purchasing order Print Table)
    3. Type in the ACTION field "s" and tab twice to the TRANS CODE: and type "po"
    4. In the NUMBER FIELD: type the POT number that you have just completed and approved. If you forgot to write down the PO number:

      1. Go to ACTION: field and type "n" and in the TABLEID: type "susf"
      2. Tab down under TRANS and type "pot"
      3. Tab under AREA and type "556" and hit enter.
      4. This is a list of all PO's created by the Purchasing today and also those that are on hold.
      5. Find your userID number on the far right and deduce which of the PO's listed is the one you just created.
      6. Once you find the PO, go to the ODPP table

    5. Press ENTER - This will fill in the name of the vendor in the VENDOR CODE area.
    6. Tab to PRINTER and type "d302" - this identifies to CUFS which printer the POT is to be printed on in Purchasing.
    7. Tab to enter the DESIRED OPTION: type in "1" - You do not want the other options. They either print a copy with all X's as an alignment copy or all POTs that were entered that day that have not already printed will print in a big batch. Be careful, this can trigger an endless amount of printing.
    8. Hit enter which will take the cursor to the ACTION: field type "c", then hit enter.
    9. At the bottom of the screen it will say "**PO PRINTED**" The date will be added to the record.
    10. Go pick up your copy of the PO at the POT Printer in the Equipment room.
    11. To reprint an order:
      1. Clear the screen with N in the Action Field and press enter and search for the POT again.
      2. Enter ACTION: S and the POT number and press enter.
      3. Enter ACTION: C to change the record. Remove the print date. Leave the same printer # d302 and desired option as 1. Press Enter.

  11. Updating the URQS Screen

    12. The URQS Screen assists the Purchasing Department in knowing the status of a Requisition (RX) and provides a cross reference of the RX /BID to the awarded purchase order. Once a PO has been processed the URQS information should be updated.

    1. In the ACTION: field type "n", in the TABLEID: field, type "urqs"
    2. Tab to the RQ ID: field and type "rx" and the RX number with no dashes.
    3. At this time the previous information will appear. On line one, tab to STAT and type "pow".
    4. Under DATE: type the date in the following format: (yearmonthday -- 001208--meaning 2001, December 8th).
    5. Tab past COMMODITY CODE and ITEM.
    6. Under DESCRIPTION type "pot 123-12345678 buyer's intials / your intials"
    7. Under VENDOR type the CUFS VENDOR Code that appears on the PO.
    8. Press the HOME Key to go to the ACTION: field.
    9. In the ACTION: field type "a" (for change) and enter.

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Last Revised: January 9, 2003
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