8. Document Search

8.1 Overview

After submitting a Shopping Basket, the PECOS P2P will create a Purchase Requisition. The system will either route the entire requisition for approval or create one or more purchase requests (one for each supplier in the requisition) and route them separately for approval. This routing is determined by the approval rules associated with your user profile. Whilst your requisitions and order requests are pending approval, a status screen allows you to check on their current location and status.
After approval, purchase orders are created and transmitted electronically to suppliers. After your goods or services have been delivered or performed, receipting, returns and possibly invoices will need to be processed.

The full list of actions that are performed in these status screens are listed here:

• Requisition Status Review
• Order Status Review
• View Purchase Order
• Requisition and Order Copying
• Receipting
• Returns
• Change Orders
• Invoice Posting
• Invoice Approval Status Review
• Financial Matching
• Financial Settlement
• Order Closure
• Order Cancellation
• Order Resend

Not all users will be able to access all of these activities. Your user profile and organisational assignment will dictate what activities you have permission to perform and what area of your organisation you can perform them in. Each of these requisition management actions can be accessed either from the Top Search Bar or through the Document search screen.

8.2 Top Search Bar

From within the PECOS P2P the Top Search Bar can be used to locate Purchas Orders you have raised.

1. Select ‘Document Search’ and enter the number of the Purchase Order you wish to retrieve. Partial values are allowed and are not case sensitive.
2. Click the Search button.
3. Search results will be displayed in the Document search screen.

8.3 Document Search Screen

The Document search allows you to enter different search criteria to find your requisitions, purchase orders and other related documents. To open the Document search select the Documents tab.

There are several ways of searching for your documents – each. The fields are defined here:

• 8.3.1 All Orders by Date
• 8.3.2 My Orders by Date
• 8.3.3 Search by User or Organisation
• 8.3.4 Search by Document ID
• 8.3.5 Search by Supplier
• 8.3.6 Search by Status
• 8.3.7 Search by Item Number
• 8.3.8 Advanced Search
   

8.4 Document Search Results

After undertaking a document search, results will appear as Search Results beneath your search criteria. Search criteria and the Left Navigation Panel will automatically collapse but can both be expanded to undertake another document search.

The links that appear and the activities (actions) that can be performed from this page will depend upon your user profile privileges. If you are unable to access any of the tasks listed here and need to do so, please speak to your system administrator who can amend your user profile.

Results are displayed, 20 lines per page and sorted in descending order by requisition date and then by requisition number.
Scroll Pages - Click on the next page button to open the next page of search results. Each page will contain 20 lines of results.

Run Matching - Click on the run matching button to perform financial matching for all orders based your user profile organisation order access permission.

Statuses - There are three statuses available that describe the current position of the order: order status, receipt status and invoice status. They will vary according to the order’s position in the procurement cycle and the stages of document processing. Statuses are described in detail (see Document Statuses).

Delivered To - This is the name of the person to whom delivery is to be made. It is not necessarily the name of the requisitioner but the name of the person entered in the ‘Delivery Name’ field in the order’s delivery and invoicing screen.

8.4.1 Requisition Number

Click on the requisition number to open the Requisition Status Summary page. This summary page displays all the information relating to the entire requisition split by supplier. A copy button can be accessed from within this page.

Clicking copy will copy all the line items in the old requisition into your current Shopping Basket. Note the following:

• Items will retain financial tracking and commodity code formatting
• Items will NOT retain any comments and attachments
• Non-Catalogue items can be copied
• Requisitions that contain External Marketplace (Punchout) items CANNOT be copied.

8.4.2 PO Number

Click on the purchase order number to view the Purchase Order Status Summary page. This summary page displays all the information relating to the purchase order, including the order audit trail and, depending upon the status of the order and your user privileges, a number of additional functions can also be accessed.

The available functions, accessed through the buttons at the top of the page, are detailed below.

Copy - Clicking copy will copy all the line items in this order into your current Shopping Basket and be added to any existing items. Note the following:

• Items will retain financial tracking and commodity code formatting (provided the user has access to the financial tracking codes, otherwise user defaults will apply).
• Items will NOT retain any comments and attachments.
• Non-Catalogue items can be copied.
• Orders that contain External Marketplace (Punchout) items CANNOT be copied.

Return Items - Click on the Return Items button to open the return items page to enter returns and request an RMA number. Items can be returned as soon as the order has been transmitted to the supplier: receipting does not have to be performed first.

Receipt - The receipt button will only appear for an order if its status is at least ‘order transmitted to supplier’. If an order is still pending approval and therefore not yet transmitted to the supplier a receipting action cannot be performed. Click on the Receive button to open the Receive Items page.

Change PO - Click on the change PO button to create a purchase order change in the Purchase Order Change screen.

Cancel PO - Click on the cancel PO button to cancel the purchase order. You must enter a cancellation reason in the comments box.

View PO - To see a copy of the purchase order, click the view PO button. The purchase order will open in a separate window. See the ‘PO View and Print’ section below for more details about printing a copy of the order.

Resend PO - Click on the resend PO button to open the Purchase Order Resend page where a copy of the purchase order, and optionally the order attachments, can be retransmitted to the supplier. This button will only appear when the order status is at either ‘transmitted to supplier’ or ‘fax failure’.

Create Invoice - Click on the create invoice button to open the invoice entry screen. This button will display only after approval is complete and the order has been transmitted to the supplier.

Settle - Click the settle button to obtain access to the Settlement Resolution screen where matching, force settlement and invoice closure can be performed.

Back - Returns you to the status search results screen.
 Click on the financial tracking icon to open the Financial Tracking Information page where financial tracking details can be reviewed. Note that editing cannot be performed in this screen.

8.4.3 Order Numbering

The following order numbering conventions are used by PECOS:

1. Single number with no numerical suffix: (e.g. PO123) represents a standard or original blanket order.
2. One numerical suffix: (e.g. PO123-001) represents a blanket release order. The number of releases is represented by the numeric value of the suffix.
3. Two numerical suffixes: (e.g. PO123-000-001) represents a change order. The number of change orders created and transmitted to the supplier is represented by the numeric value of the second suffix.

8.4.4 Actions

Receive
A receive icon will only appear for an order if its status is at least ‘order transmitted to supplier’. If a requisition or order is still pending approval and an order has not yet been transmitted to the supplier, a receipting action cannot be performed. Click on the receive icon to open the Receive Items page where receipting activity can be performed and receipt history viewed.
Invoice
An invoice icon will only appear for an order if its status is at least ‘order transmitted to supplier’. If a requisition or order is still pending approval and an order has not yet been transmitted to the supplier, an invoice cannot be posted. Click on the invoice icon to open the Invoice Entry page where invoices and credit notes can be processed and invoice document history reviewed.
Settle
A settle icon will only appear for an order if post order transmission activity has been performed (e.g. receipting or invoice posting) and its status updated to ‘Open’. If a requisition or order is still pending approval and an order has not yet been transmitted to the supplier, financial matching cannot be run. Click on the settle icon to open the Settlement Resolution page. The Invoice, Close Order, Run Matching and AP Inquiry screens can all be accessed from this page. Force settlement and invoice deactivation can only be performed on any invoice if it is not in settlement approval.

8.5 Document Statuses
8.6 PO View and Print
8.7 Order Acknowledgements
8.8 PO Resend
8.9 Audit Trail