Guide to the OLE Select and Acquire Module

This guide provides information about using Select and Acquire functions.The Select and Acquire module encompasses selection, purchasing, receiving, and payment for all library materials, both print and electronic. Full financial and budgeting structures, batch importing of vendor and bibliographic recors, and tools supporting the lifecycle of electronic recourses are incorporated in the module.

Note

To learn more about the Select and Acquire Module, see the Select and Acquire Overview on theOLE Documentation Portal.

This guide is organized to follow the layout of the Select/Acquire tab followed by the Licensing tab. Please note there is a slight difference in Select/Acquire documentation. To follow the workflow, the documentation covers Order, Paying, Receiving and then returns to addressing each submenu in columns.

Order provides access to the requisitions, purchase orders, and the order holding queue. Users initiate requisitions which become purchase orders sent to vendors.
Paying provides access to invoices and credit memos. Users are able to invoice vendors or receive money back via the credit memo.
Receiving provides access to mongraphic and serial receiving.
Fund allows users to manage library funds.
Acquisition provides access to search and edit payment requests, create general error corrections and disbursement vouchers, and search and edit E-Resources.
Chart of Accounts contains the maintenance documents associated with the chart of accounts documents.
Lookup and Maintenance provides access to the chart of accounts documents: accounts, subaccounts, organizations, objects and subobjects.
Vendor provides access to vendor records as well as to search bibliographic records and acquisition documents.
Vendor (2nd submenu) contains the maintenance documents associated with the vendor document.
Import provides access to import batch marc and vendor files and view reports of these loads.
Purchasing/Accounts Payable contains the maintenance documents associated with ordering, paying, receiving, and e-resources as well as general ledger entry and available balances lookups.

On the Licensing tab:

Licensing provides access to the license request document.
Licensing Admin contains the maintenance documents associated with license requests.
Agreement Admin contains the maintenance documents associated with agreements.

These sections are divided into subsections covering individual functions. For each function, the applicable subsection presents a breadcrumb trail showing how to access the function and information on the layout and fields on the related screen(s). As appropriate, some subsections include business rules and routing information for e-docs and/or special instructions for performing activities.

Note

In order to work efficiently in the system’s Select/Acquire and Licensing screens, you need to understand the basics of the user interface. For information and instructions on logging on and off, navigating, understanding the components of screens, and performing basic operations in the screens, see the OLE Basic Functionality and Key Concepts.

This guide as well as guides to other OLE modules are available for download from the OLE Documentation Portal.

Tip

Bookmark any page within OLE. This will allow you to easily navigate back to an interface or e-doc in one click, just log in.

Chapter 1. Accessing Purchasing and Accounts Payable Functions

The Kuali OLE Purchasing and Accounts Payable module includes several e-docs to help your institution manage its procurement processes. Kuali OLE users may initiate Requisition e-docs to request that orders be placed for goods or services. Fully approved Requisition e-docs are then processed by departmental staff and then become purchase orders (POs). Under certain conditions (specified by your institution's business rules in Kuali OLE), fully approved requisitions may become POs automatically without any additional processing.

Each PO is an official request for goods or services to a specified vendor for an agreed-upon cost. After goods are delivered or services rendered, Kuali OLE allows for the processing of vendor invoices through the Payment Request e-doc, which applies full or partial payment against a PO. Credits received from vendors may also be processed on a Credit Memo e-doc. Both payments and credit memos may then be applied to outstanding invoices when payment is due.

Purchasing and Accounts Payable e-docs are accessible from the Select/Acquire tab.

Chapter 2. Batch Processes

Users do not interact directly with OLE batch processes, but some users want to understand how these processes keep the data base up to date. For users who are interested, the following table summarizes the functions of the system’s Purchasing/Accounts Payable batch processes. These processes, which are run according to a predetermined schedule, not only keep your data base up to date but, in some cases, generate new e-docs as needed to make certain types of adjustments.

Note

These batch processes continue to be reviewed into the 1.0 release.

Purchasing and Accounts Payable Batch Jobs

Job Name	Description
approveLineItemReceivingJob	If unordered items have been received and noted when doing line item receiving, Purchasing and Accounts Payable attempts to create a Purchase Order Amendment e-doc to adjust for the new items. If a purchase order cannot be amended for some reason (for example, if it is closed or has pending payment requests), this job rechecks each time it is run and creates the Purchase Order Amendment e-doc as soon as it is allowed to do so.
autoApprovePaymentRequestsJob	Automatically approves payment request documents with a current or past pay date.
autoClosePurchaseOrdersJob	Closes open purchase orders with no remaining encumbrance.
autoCloseRecurringOrdersJob	Looks at the end date on a recurring order (that is, a purchase order with a recurring payment type not equal to null). If this date is less than or equal to the date defined in the AUTO_CLOSE_RECURRING_PO_DATE parameter, it closes the purchase order and disencumbers any outstanding amounts.
electronicInvoiceExtractJob	Examines and validates invoices uploaded electronically by vendors. Creates Payment Request e-docs for valid invoices and creates Electronic Invoice Reject e-docs for invalid invoices.
faxPendingDocumentJob	Not yet supported by OLE; this job is a placeholder for a process used by Indiana University. (POs are queued electronically to be sent via fax, and this job runs every 15 minutes. If there is a problem with the fax device, the job fails. If the fax device is working normally, the POs are faxed.)
purchasingPreDisbursementExtractJob	Extracts all eligible and approved Payment Request and Credit Memos e-docs into the Pre-Disbursement Processor (PDP) for payment.
purchasingPreDisbursementImmediatesExtractJob	Extracts eligible and approved payment requests and credit memos flagged for immediate payment into the Pre-Disbursement Processor (PDP) for payment.
receivingPaymentRequestJob	If using receiving and if a payment request is entered that exceeds the open quantity on the purchase order, the payment request is held in "Waiting on Receiving" status. This job checks payment requests held in this status and releases them for normal routing when the purchase order has a sufficient open quantity.
approveLineItemReceivingJob	If unordered items are received when doing line item receiving, Purchasing and Accounts Payable attempts to create a Purchase Order Amendment e-doc to adjust for the new items. If the purchase order cannot be amended for some reason (for example, if it is closed or has pending payment requests), this job rechecks every time it is run and creates the Purchase Order Amendment e-doc as soon as it is allowed to do so.
autoApprovePaymentRequestsJob	Automatically approves payment request documents with a current or past pay date.
autoClosePurchaseOrdersJob	Closes open purchase orders with no remaining encumbrance.
autoCloseRecurringOrdersJob	Looks at the end date on a recurring order (that is, a purchase order with a recurring payment type not equal to null). If this date is less than or equal to the date defined in the AUTO_CLOSE_RECURRING_PO_DATE parameter, closes the Purchase Order and disencumbers any outstanding amounts.

Chapter 3. Ordering Materials: Standard Transactional E-Docs

> >

On the Select/Acquire tab, the Order submenu provides access to request and order library materials.

Requisition Search

> > >

OLE offers a customized document search related to electronic requisitions. The search screen contains the standard search fields along with special fields that are unique to this type of e-doc.

Note

For information about performing a search for one or more requisitions, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Note

For information about Document lookup fields that are specific to requisitions, see “Document Layout” under Requisition.

Requisition

>>>>

All orders begin in OLE as Requisitions. Requisitions or imported vendor files are processed into Approved Purchase Orders, or can be saved in support of ongoing Selection activities.

Getting Started

Log into OLE using one of the following IDs based on the level of permission you have selected to test drive.

Note

Note: As you open the application, OLE will automatically log in as ole-khuntley. When logging in as a new user, you do not need to first log out.

Anyone can create a requisition for routing. Users who can create a requisition, that, when all required fields are entered and business rules are satisfied, becomes an automatic/approved Purchase Order transmitted to Vendor:

Role	Login
Super user	ole-khuntley
Acquisitions-AQ2	ole-cphovis
Acquisitions-AQ3	ole-cstan
Acquisitions-AQ4	ole-earley
Acquisitions-AQ5	ole-ejacob

Note

Currently any authorized user of a Requisition e-Doc can process it into an Automated Purchase Order if all business rules and required fields are satisfied for firm, fixed orders. In future, the inherited routing rules and business rules will continue to be modified to prohibit Selection-staff from submitting an order (i.e., via Account codes).

The Requisition (REQS) document collects information about the desired items or services, possible vendors to fulfill the order, delivery instructions, contact information, and related accounting details. The approved Requisition document is used to generate the purchase order. Authorized users can process requisitions to Automated Purchase Orders for firm fixed orders

Document Layout

The Requisition document includes several unique tabs—Delivery, Vendor, Titles, Payment Info, Additional Institution Info, Account Summary, View Related Documents, and View Payment History.

Unlike a standard financial e-doc, there is no Accounting Lines tab, and the document header and the Document Overview tab are slightly different.

Requisition document tabs and purposes

Tab Name	Purpose
Document Overview	In addition to the standard document overview information (description, explanation, and organization document number), contains the fiscal year, line item receiving requirements, order types, , funding source, and the payment request positive approval required override flag, license requirement or review flag and status.
Delivery	Contains information about the final delivery and central receiving addresses.
Vendor	Suggests a vendor or a list of vendors who might provide the goods or services being requisitioned.
Titles	Identifies what is being ordered on this requisition and establishes an accounting distribution indicating how those items should be charged.
Payment Info	Indicates the type of payment schedule required and the duration of that schedule if recurring payments are required for the items on this requisition.
Additional Institutional Info	Collects information about the organization at your institution that has requested the goods or services for this requisition as well as the internal contact information.
Account Summary	Summarizes the accounting information for all line items on the requisition. The line items that make up the summary display here.
View Related Documents	Lists all documents related to a requisition, such as the purchase order, receiving documents, payments, credit memos.
View Payment History	Lists all payment requests and credit memos related to a requisition document.

Document Header

As in other OLE documents, the header section contains basic identification and status information about the document as well as who created it. The Requisition document has two additional fields in the document header that do not appear in other OLE documents: REQ Nbr and REQ Status.

Like the other fields in the document header, these fields are completed and updated automatically by Kuali OLE.

Document header definition

Title	Description
Requisition #	An identifying number assigned to this requisition. This number, which may be used for queries specific to the Purchasing/AP module of OLE, differs from the Doc Nbr, which identifies the requisition as a unique document for general OLE and Workflow queries.
Requisition Status	A status that indicates where in the Purchasing/AP process a requisition is at any given time. This is similar to the status a document receives in Workflow but is specific to the purchasing process. Examples of REQ Status might include 'Awaiting Fiscal Officer,' 'In Process,' and 'Closed'.

Note

For information about the standard e-doc header, see Document Header on the OLE E-Docs fundamentals wiki page.

Document Overview Tab

Unlike the Document Overview tab in other financial documents, a special Fiscal Year field is included in this tab on the Requisition document because, in some circumstances, users may be able to select from more than one fiscal year to which a Requisition should be applied. The tab also includes the Requisition Detail section, which identifies funding source for this requisition.

Document Overview tab definition

Title	Description
Finanacial Document Detail
Year	Required. The default is the current fiscal year. This field is not editable until the 'ALLOW ENCUMBER NEXT YEAR DAYS' parameter has been met. Setting the year to the next fiscal year can affect the requisition in several ways. The requisition may not become an APO if the 'ALLOW APO NEXT FY DAYS' parameter has not been met, and the funds will not be encumbered until the next fiscal year once a PO is fully approved.
Total Amount	Display-only. Displays the total amount of the requisition after fees.
Requisition Detail
Chart/Org	Required. Automatically completed based on the initiator's chart/org. This value may be changed manually via the lookup . This value is also the chart/org that is used for the Content route level.
Receiving Required	Optional. Select the check box to ignore the receiving thresholds on the approved purchase order. If the field is checked, then a Line Item Receiving document must be processed with sufficient quantities received before a payment will route to the fiscal officer.
Order Type	Identifies the type of order, possible values could be one-time, standing, subscription. System default data value is "Firm, Fixed".
Funding Source	Required. Defaults to 'Institution Account'.
Payment Request Positive Approval Required	Optional. The 'DEFAULT POS APPRVL LMT' parameter determines the dollar limit where payment requests must receive positive approval from a fiscal officer. If this field is selected, positive approval on the payment request is required regardless of the total of the payment.

Delivery Tab

The Delivery tab contains information about where goods ordered on this requisition should be delivered. It also collects delivery contact information and any special delivery instructions. The system provides two ways for you to specify the delivery address: select the building from the building lookup or enter a different address by entering the address after selecting the Other Building option.

Note

When implementing OLE, libraries can update the Building maintenance e-Doc with their own building designations.

Delivery tab definition

Title	Description
Delivery Campus	Required. Defaults to the appropriate campus for the user's chart/org. You may also search for another campus from the Delivery Campus lookup .
Building	Required. Search for the building to which goods should be delivered from the building lookup . Only buildings that correspond with the delivery campus will display. Selection of a building automatically completes the Address, City, State and Postal Code fields.
Address 1	Required; automatically populated from data for the Building value. May be entered manually if the user selects the Building Not Found button.
Address 2	Optional. Entered manually if an additional line of address is needed.
Room	Required. Enter the room number to which delivery should be made.
City	Required; automatically populated from data for the Building value. May be entered manually if the user selects the Building Not Found button.
State	Required; automatically populated from data for the Building value. May be entered manually if the user selects the Building Not Found button.
Postal Code	Required; automatically populated from data for the Building value. May be entered manually if the user selects the Building Not Found button.
Country	Required; Automatically populated from data for the Building value. May be entered manually if the user selects the Building Not Found button.
Delivery To	Required. Defaults to the initiator's user name. You may enter another name or use the User lookup to find it.
Phone Number	Optional. Automatically populated from the initiator's phone number but may be changed.
Email	Optional. Defaults to the initiator's user e-mail address but may be changed.
Date Required	Optional. Enter a date on which delivery is required or choose the date from the calendar .
Date Required Reason	Optional. If a date required has been specified, select the appropriate date required reason from the list.
Delivery Instructions	Optional. Enter text describing any special delivery instructions for the item(s).
Receiving Address	If this field does not display, it is because the 'ENABLE RECEIVING ADDRESS INDICATOR' parameter is set to 'N'. If it does display, the default is determined by the receiving address that has been set up for the initiator's organization. May be changed by using the lookup .
Shipping Address Presented to Vendor	Defaults to the receiving address. May be changed to the final delivery address. NOTE: If this field is read-only, it is because the 'ENABLE ADDRESS TO VENDOR SELECTION INDICATOR' parameter is set to 'No'.

Vendor Tab

The Vendor tab includes three sections: Vendor Address, Vendor Info, and Additional Suggested Vendor Names.

In order to generate a PO through the creation of a requisition it is important to search for and select vendors of the type "Purchase Order"

OLE has built in functionality to support both foreign and domestic vendors. Using a foreign vendor will require you to take the extra step of entering the Foreign List Price (illustrated in the instructions below).

Tip

To prepopulate vendor information, enter the Vendor Alias Name and click

Foreign and Domestic Vendor Options

Vendor name	Vendor alias name	Foreign/domestic
Aleph-Bet Books	ABB	Domestic
D. K. Agencies (P) Ltd.	DKA	Foreign
Otto Harrassowitz	HARRAS	Foreign
YBP Library Services	YBP	Domestic

Vendor Address Section

Vendor Address section definition

Title	Description
Vendor Alias Name	If you know the vendor's alias, enter the code in the box and click . This will prepopulate the Vendor address and information.
Suggested Vendor	Optional. Enter the name of a vendor that is able to fulfill this requisition or search for it from the Vendor lookup . Selecting a vendor from the table populates other fields in this tab based on the information already on file in OLE for this vendor. Alternately, you may select a contract (see below) and the vendor associated with that contract is automatically populated.
Vendor #	Display-only. Completed automatically when a suggested vendor is selected from the vendor table.
Address 1	Optional. Enter the first line of the address for the suggested vendor. If a vendor has been selected from the vendor table this field is automatically populated. If you want to select a different vendor address than the default, choose one of the addresses entered for this vendor from the Address lookup .
Address 2	Optional. Enter the second line of the address for the suggested vendor. If a vendor has been selected from the vendor table this field is automatically populated.
Attention	Optional. Enter the name of the person to whom the delivery is to be directed.
City	Optional. Enter the suggested vendor's city. If a vendor has been selected from the vendor table this field is automatically populated.
State	Optional. Enter the suggested vendor's state. If a vendor has been selected from the vendor table, this field is automatically populated.
Province	Optional. Enter the province if vendor is located outside of the United States.
Postal Code	Optional. Enter the selected vendor's postal code. If a vendor has been selected from the vendor table, this field is automatically populated.
Country	Optional. Enter the selected vendor's country. If a vendor has been selected from the vendor table, this field is automatically populated.

Vendor Info Section

Vendor Info section definition

Title	Description
Acquisition unit's vendor account/Vendor info customer #	Optional. Enter a customer number that identifies your institution or department for this vendor's reference Used for reporting and to separate out different library branches or locations' vendor acct information that all links to the same master vendor
Notes to Vendor	Optional. Include any text notes you want the vendor to see on the PO.
Contract Name	Optional. If a contract exists with the vendor for these goods or services, select one from the Contract lookup . Selecting a contract also populates the vendor associated with that contract. Note The contracts are campus-specific. A requisition returns results only for the campus associated with the Chart/Org found on the Additional Institutional Info tab (see below). Selecting a contract affects the APO limit, depending on how the contract has been set up for the organization. The APO limit is usually increased when a contract is selected.
Phone Number	Optional. If a vendor has been selected from the Vendor table, this field may automatically be populated or the Phone Number lookup will list all the Phone Numbers for this Vendor. Note The lookup is simply a convenience that allows you to view the phone number. It does not provide a return value link.
Fax Number	Optional. Enter the selected vendor's fax number. If a vendor has been selected from the vendor table, this field may automatically be populated.
Payment Terms	Display-only. If a vendor has been selected from the Vendor table or a contract, this field may be populated automatically.
Shipping Title	Display-only. If a vendor has been selected from the Vendor table or a contract, this field may be populated automatically.
Shipping Payment Terms	Display-only. If a vendor has been selected from the Vendor table or a contract, this field may be populated automatically.
Contacts	Optional. If a vendor has been selected from the Vendor table or a contract, the Contact lookup will list all the contacts for the vendor. Note The lookup is simply a convenience that allows you to view the contacts list. It does not provide a return value link.
Supplier Diversity	Display-only. If a vendor has been selected from the Vendor table or a contract, this field may be populated automatically.

Additional Suggested Vendor Name Section

Additional Suggested Vendor Name section definition

Title	Description
Vendor Name (1-5)	Optional. Enter up to five additional suggested vendors that may be able to fulfill this requisition.

Title Tab

Expand the Titles tab of the requisition to fill in information about the library resource(s) being ordered. On this tab, multiple ordered resources can be added to the requisition by filling in all of the required fields and clicking the add button.

The Titles tab includes four sections: Add Item, Current Items, Additional Charges, and Totals.

Add Item and Current Items Sections

Add Item, Current Items section definition

Title	Description
Bib Info	Choose the radio button to select to create new or link to an existing. Depending on your choice, a button will appear. Click to link to the Bib Editor. Titles will appear in the after an item has been added. Click to link to an existing bib.
Location	Select the location of the item being specified on this line from the dropdown list.
No of Copies Ordered	Required. Enter the quantity of the item in this field. Note If ordering more than on copy, you will need to fill out the copies tab.
No. of Parts Ordered	This is the number of individual pieces that must be accounted for upon payment/receipt of a requisitioned item.
List Price	Basic price of an item before any discounts are taken.
Extended Cost	Display-only. No of Copies ordered multiplied by the list price and minus any discount.
Public View	Optional. Indicates whether or not a bibliographic description shall be exposed to users prior to purchase/receipt. Default is Yes.
Currency Type	Display only if foreign vendor is chosen. Identifies the associated vendor's currency as identified on the vendor record that is identified in the Link to Vendor/Supplier.
Exchange Rate	Display only if foreign vendor is chosen. Currency conversion rate populates from the Exchange rate and Currency Type maintenance tables. The rate will populate when user clicks action button "Calculate" on conversion tab. Optionally: when currency tab opens, currency rate may auto-populate. This may be updated up until the Requisition is approved. After that point, it may no longer be modified.
Foreign List Price	Basic foreign price of an item before any discounts are taken.
Receipt Status	Display only. Will reflect receipt status after receiving has occurred.
No Of Copies Received	Display only. The number of copies already received. This will populate as the document moves through the acquisition workflow.
No Of Parts Received	Display only. The number of parts already received. This will populate as the document moves through the acquisition workflow.
Item Price Source	Optional. Select the Price Source of the requested item from the dropdown list.
Request Source	Optional. Select the Request Source of the requested item from the dropdown list.
Format	Optional. Select the Format of the requested item from the dropdown list.
Category	Optional. Select a category for the item from the dropdown list.
Vendor Item Identifier	Display Only. Identifies a vendor item identifier if one has been provided by a vendor.
Requestor	Defaults to the selector's user name. If the Requestor is different than the selector, you may use the Requestor lookup to find the requesting individual’s name or create a new Requestor (this links to the OLE Patron database).
Route to Requestor	Optional. Yes/No checkbox to indicate whether a requestor should be notified when the item has been purchased. System default data value is "No".
Foreign Unit Cost	Display only if foreign vendor is chosen. Calculated foreign cost per unit for the item or service on this line. Calculation is the Foreign List Price less Foreign Discount amount.
Unit Cost	The cost per unit. This is populated by the list price.
Discount	Discount provided by the vendor/customer number/organization combination. Automatically populated from the Vendor customer number table based on the selected vendor and customer number. Can be modified for a specific title. If the vendor record has a Vendor currency noted other than the default system currency (aka US dollar), then the Vendor discount will populate the Foreign Discount field.
Discount Type	Choose # (for Amount) or % (for Percentage).
Foreign Discount	Foreign discount provided by the vendor/customer number/organization combination when the vendor record has a Currency Type different from the system default currency. Should be automatically populated from the Vendor customer number table based on the selected vendor and customer number. This data can be changed for the specific title. Must identify the type of discount (amount or %.) If the vendor record does not have a Currency Type noted other than the default system currency (aka US dollar), then the discount should populate the Discount field.
Foreign Discount Type	Choose # (for Amount) or % (for Percentage).
Actions	Add or delete lines as appropriate. After a line has been added, it is moved to the Current Items section, where the details may be viewed or modified.

Additional Charges Section

The Additional Charges tab allows lines for predetermined charges to be included on the payment request. This tab is divided into four charge lines, each representing a different type of charge, each with its own accounting lines, and a series of options through which the amounts added in this section can be prorated to the existing line items in the Current Items sub tab. The four Additional Charges lines are Freight, Shipping and Handling, Minimum Order, and Miscellaneous or Overhead.

Additional Charges section definition

Title	Description
Item Type	Display-only. Describes the type of miscellaneous item (freight, shipping and handling, etc.) being defined in this line.
Description	Required if the extended cost has been entered. Enter text describing the additional charges item line.
Extended Cost	Required. Enter the dollar amount for this item line.

Totals Section

Totals section definition

Title	Description
Grand Total	Display-only. This field displays a total of all item lines and miscellaneous item lines.
APO Limit	Display-only. This field displays the upper dollar limit for the creation of an automatic PO from this requisition. This dollar amount is based on a system default or, if a contract has been specified, on a contract-specific dollar amount.

Working in the Titles Tab

Note: If you are using a foreign vendor, you must also fill in the Foreign List Price pertaining to the item. OLE will then calculate for you the US Dollars Unit Cost.

Bibliographic Editor

The linked editor will populate the bibliographic information into this Requisition line item using the Title information in the linked/edited bib. If a minimum input is not filled in on the Editor, filling the “Bib Info” field on the requisition line item, then the requisition cannot be approved (later in the process). If you fail to fill in the required information in the linked editor, and attempt to approve this requisition, OLE will display the following error message: Description in Item X is a required field.

To add an Item to the Title tab

Users must complete the line item and linked bib in this sequential order. This will be fixed in future releases.

New bib:
- First click to launch the Bib Editor in a new tab.
- Enter at minimum a 008 and a 245.
  Note
  For more information about the bibliographic editor, see the OLE Guide to Describe and Manage.
- Click .
- You will receive a confirmation message “Record successfully created”:
- Return to the original browser tab and add transactional data to the line (quantity, price, category etc.).
  Note
  The bibliographic information will not yet appear.
- Click to save the line. This will update and link the bibliographic document and populate the Bib Info field.
Existing Bib:
- First click to launch the Describe Workbench in a new tab.
- Search for the record you wish to link to the purchase order.
  Note
  For more information about the Describe Workbench, see the OLE Guide to Describe and Manage.
- Select the check box next to the correct bib and click .
- Return to the original browser tab and add transactional data to the line (quantity, price, category etc.).
  Note
  The bibliographic information will not yet appear.
- Click to save the line. This will update and link the bibliographic document and populate the Bib Info field.

Editing existing line items:
- Click the Edit button to edit the linked bibliographic description of the existing line item. The editor will open in a new tab.
- Modify the record as needed.
- Click .
- Return to the original tab.
- You will not yet see your revised Bib Info from the updated bibliographic description, until you complete further actions on the overall purchasing e-Doc, such as save, submit, or blanket approve. If you are only saving your e-Doc, and wish to see Bib Info updates, you may need to save or save and reload the e-Doc AFTER making updates in the bibliographic description in order to update the Bib Info field with linked bibliographic changes - prior to submit or blanket approve.

Note

To learn more about the Editor, see the Editor section in the Guide to Describe – DocStore and Editors. This and other OLE user guides are available for download from the OLE Documentation Portal.

Multiple Copies

If you enter a number greater than one in No of Copies Ordered, you will be required to enter location data. This section only appears when the field entry is greater than one

In the Copies section, click the button.

The expanded section appears:

Enter the copy information and click .

Copies section definition

Title	Description
Location Copies	Select the home location of the title being requested from the dropdown list.
No. of Copies	Enter the number of copies that will exist at the location selected.
No. of Parts	Display only. Once copies are added, this field is populated from the No of Parts Ordered.
Starting Copy	Enter the starting copy for the home location.
Caption	Optional. Enter a caption.
Volume Number	Enter the volume number for each item. You must enter the volume numbers sequentially for each value needed, separated only by commas with no spacing (For example if 2 copies were ordered for the same location, enter "1,2"). If there is only one volume, you must enter 1.

In the example below, there are two copies of Describe Workbench Test ordered containing two parts each. One copy will go to the location B-WELLS/BWE-RCSTACKS and one copy will go to B-ALF/BAL-STACKS.

Tip

Note the volume numbers are 1,2. Each number is separated by a comma but no spaces. OLE will also not allow non-numeric characters. If this format is not followed, you will receive an error.

Importing Account Information

If you have a number of accounts to enter, you may create a .csv file containing the information and import it into the requisition. The template available:

Purchase Requisition (REQS) account import, which uses the Account_Import.xls template

Note

For more information about the layout of these templates, see Account_Import.xls on the OLE Data Import Templates wiki page.

The procedure for accessing and using these templates is much the same as the procedure for using accounting line import templates.

Note

For information on using a template to import items or accounts, see OLE Data Import Templates wiki page.

Creating Accounting Distributions in the Titles Section

Accounting distributions for item lines may be created individually or a single accounting distribution may be copied to all line items on the requisition. A valid account string contains a chart, an account and an object code. The account must be active and the expiration date must not have been reached. The object code must be valid. Valid object codes are not only active codes in the object code table but are also not included in the 'OBJECT CONSOLIDATION' parameter. You must ‘Add’ at least one accounting line for each item. If you do not, and attempt to approve this requisition, OLE will display the following error message:Item 1 does not contain at least one account. Adding at least one Accounting Line (with 100 in Percent) to each transactional line item will resolve this error.

To create accounting distributions for individual item lines, follow these steps.

Add the title to the requisition.
In the Accounting Lines section, click the button.
Complete the accounting line and indicate a percent of this item line that should be charged to this accounting line.
Note
If there is only a single accounting line for this item the percent should be 100.
Note
You may add an entry to either the Dollar $ or the Percent fields. OLE will calculate the other after you click add. You cannot add entries to both fields.
Click to add an accounting line.
If the items need to be distributed to more than one accounting line, repeat steps 3 and 4.
Note
All the accounting lines should total 100 percent when you have completed their accounting line distribution. If the total percent amount for all of the account lines does not equal 100%, the system will display an error message.
Note
If the account chosen has sufficient funds checking and the threshold is reached, you may be blocked from using the account or you may receive a warning (depending on the chosen notification on the account) when the document is saved and the Fiscal Officer will be notified when the document is submitted.
Note
This process may also be followed to add accounting distribution lines for items in the Additional Charges section. Open the Accounting Linessection for that miscellaneous line item and follow steps 4 and 5 above.

Line item accounting could create a lot of repetitive data entry. For example, if there are 100 line items but only one account/object code and one commodity code is being used, OLE allows you to load the information to all the line items rather than entering the information to each line item. The steps below describe how to distribute this information.

Note

Accounts are distributed only to the line items where there are no accounts listed. This process does not replace the accounts that have been set up for individual line items.

Click to add the item line to the requisition.
In the Add Item section, click the button.
The system opens a new Accounting Lines section.
Complete the accounting line and indicate the percent of this item line that is distributed to the items on this requisition.
Note
If there is only one accounting line for this item, the percent should be 100.
The system validates values as you enter them.
Click to add the accounting line.
If the items need to be distributed to more than one accounting line, repeat steps 3 and 4.
Note
All the accounting lines should total 100 percent when you have completed the distribution.
Click to apply this distribution to all item lines that do not already have an accounting distribution specified.
The system displays the top of the document along with a message indicating that the accounts were successfully distributed to all items.

Removing Accounts from all Item Lines

If line items have accounts set up and those accounts need to be modified, the individual accounting lines may be modified by following the steps for creating an accounting distribution for an individual item line as described above.

If you feel that it is more efficient to remove all the accounts, however, use the steps for creating an accounting distribution for multiple line items to recreate the accounting for the line items.

Follow these steps to remove all accounts.

Click.
Click in response to the question 'Are you sure you want to remove the accounts from ALL items?'
All the accounting lines are removed.

Expanding All Accounts

To expand the accounting lines for all the items in the Current Items section, click.

All the accounts are displayed in full detail.

Note

This is the equivalent of clicking the Accounting Lines show button for each item listed.

Collapsing All Accounts

To collapse the accounting lines for all the items in the Current Items section, click.

All the account displays are hidden.

Note

This is the equivalent of clicking the accounting lines hide button for each item listed.

Payment Info Tab

The Payment Info tab is used to indicate the type of payment schedule required and the duration of that schedule, if recurring payments are required for the items on this requisition.

The Payment Info tab includes two sections: Payment Info and Billing Address.

Payment Info Section

Payment Info section definition

Title	Description
Type of Recurring Payment	Optional. Select the proper recurring payment schedule from the list. Examples might include 'Fixed Schedule, Fixed Amount', 'Fixed Schedule, Variable Amount' and 'Variable Schedule, Variable Amount'.
Begin/End Date	Required if Type of Recurring Payment has been selected. Indicates the time period in which the requisition is active. Enter a date or select the date from the calendar .

Billing Address Section

Billing Address section definition

Title	Description
Address	Display-only. Displays the address to which vendor invoices should be mailed. This address is based on the campus specified for delivery on the Delivery tab.

Additional Institutional Info Tab

The Additional Institutional Info tab collects information about the organization at your institution that is responsible for this requisition. It also collects information on the transmission method and collects contact information.

Additional Institutional Info tab definition

Title	Description
Method of PO Transmission	Required. From the list, select the PO transmission method that should be used to send the related PO to the vendor. Choices include 'Print' and 'No Print'.
Cost Source	Display-only. The cost source will always be 'estimate' unless the vendor was selected from the Contract lookup . In that case the cost source associated with the contract is displayed here.
Contact Name	Optional. The name of the person to be contacted if there are questions about the requisition. Enter a name in the field or search for it from the User lookup . Tip The contact name may be used if the requestor should not be contacted with questions.
Contact Phone	Optional. Enter the phone number of the person specified in the Contact Name field. (Formatted: xxx-xxx-xxxx)
Contact Email	Optional. Enter the email address of the person specified in the Contact Name field.
PO Total Cannot Exceed	Optional. This field indicates a total dollar amount that the associated PO should not exceed.
Requestor Name	Required. The name of the person requesting the good or services. The default is the initiator. This field may be changed by entering a new name or searching for it from the user lookup .
Requestor Phone	Required. Enter the phone number of the person specified in the Requestor Name field. (Formatted: xxx-xxx-xxxx)
Requestor Email	Required. Enter the email address of the person specified in the Requestor Name field.
Reference (1-3)	Optional. Provide any type of additional reference information you want to include.

Working in the Additional Institutional Information Tab

The method of Purchase Order Transmission is set by default to the preferred method in the vendor record. If the method of Purchase Order transmission is selected as No Print, an EDI file representing the purchase order resulting from this requisition will be automatically created and transferred via FTP to a test server. The Print option should be selected if the vendor does not have access to FTP and needs a printed copy of the purchased order. Several of the fields of this tab are automatically populated with information.

Tip

OLE is not persisting a telephone number for ole-khuntley's record – you will need to input a phone number if using her login (formatted: xxx-xxx-xxxx).

Account Summary Tab

The Account Summary tab combines all the accounting information for the item(s) or service(s) on this requisition for easy reference.

Click to reload the page and view all the fiscal years, accounting lines and dollar amounts for this requisition.

View Related Documents Tab

The View Related Documents tab collects information about the PO payment and credits related to this document. Click the document number to open the document in a new tab.

View Payment History Tab

The View Payment History tab lists all payment request(s) and credit memo(s) issued against the related purchase orders.

Payment Requests Section

Payment Requests section definition

Title	Description
PREQ #	Display-only. The payment request number.
Invoice #	Display-only. The invoice number.
PO#	Display-only. The purchase order number.
PREQ Status	Display-only. The payment request status.
Hold	Display-only. The value is 'true' if the payment request is on hold and 'false,' if the payment request is not on hold.
Req Canc	Display-only. The value is 'true' if the payment request has been canceled and 'false' if the payment request has not been canceled.
Vendor Name	Display-only. The vendor name.
Customer #	Display-only. The customer number.
Amount	Display-only. The payment request amount.
Pay Date	Display-only. The date to make payment on this payment request.
PDP Extract Date	Display-only. The date the payment request was requested for processing by the Pre-Disbursement Processor.
Paid?	Display-only. The value is 'true' if the payment has been disbursed and 'false' if the payment has not been disbursed.

Credit Memos Section

Credit Memos section definition

Title	Description
CM #	Display-only. The credit memo number defined in OLE.
Vendor CM #	Display-only. The credit memo number defined by the vendor.
PREQ #	Display-only. The payment request number.
PO #	Display-only. The purchase order number.
Credit Memo Status	Display-only. The credit memo status.
Hold	Display-only. The value is 'true' if the credit memo in on hold and 'false' if it is not on hold.
Vendor Name	Display-only. The vendor name.
Customer #	Display-only. The customer number.
Amount	Display-only. The credit memo amount.
APAD Date	Display-only. The accounts payable approved date (the date the Accounts Payable Review group approved the credit memo).
PDP Extract Date	Display-only. The date the credit memo was requested for processing by the Pre-Disbursement Processor.
Paid?	Display-only. The value is 'true' if a payment has been disbursed to which this credit memo was applied and 'false' if it has not yet been included in a payment.

Note

For information about Notes and Attachments, Ad Hoc Recipients, and Route Log tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.

Process Overview

Manually Creating a Requisition

Open a Requisition document from the Main Menu. By default, the Document Overview tab will be open and several of the form fields will be pre-populated with data such as Description and Year.

Tip

Input a familiar “description” for the document. This input can be used in future search.

In the future, if the Receiving Required field is selected, payment cannot be requested in OLE until the receiving process is complete. However even if you keep Receiving Required un-checked, a Receiving Threshold business rule will offer a secondary business check (i.e., maximum allowable without physical receiving).

Tip

Remember that all required fields are noted with (*) and must be completed to Submit or Blanket Approve (but not Save).

In the Accounting Line section of the requisition form, the required fields are Chart, Account Number and Object.

Suggested Data Values to use:

Chart: BL

Account Number: 2947500

Object Code: 7119

A full set of valid demo values are available in the Chart Code/Account Appendix

When these values are entered into the fields, OLE will look up and display the text value associated with each of the codes.

Warning

Caution: It is important to select the Chart code. The account number and object code look-up will not work properly if the Chart code has not been selected.

Before the requisition form can be submitted, the button, which appears at the bottom of the screen, must be clicked.

The submit button sends the form to the next person in the workflow chain.
The save button allows you to save the requisition to come back to it later.
The blanket approve button fully approves this requisition without the need for any other approvals. The Blanket Approve button is permissions based - not all sample logins will have this option.
The close button closes this requisition. Clicking the close button will cause a prompt asking you if you would like to save the document before it is closed.
The cancel will completely delete the requisition changes, but will show a warning message first.

If during your creation of a Requisition in OLE you would like to generate a purchase order without any further approval being required, select for your requisition. As a result, OLE will automatically create the purchase order. After clicking the blanket approve button, you will be returned to the Kuali OLE Main Menu.

Creating a Requisition Using the OLE Web Form

Note

While the PreOrder Service is available, a bug has been reported that the error "ERROR: Could not send Message" appears when users submit and requisitions are not created. This is due to be corrected for the 1.0 release.

Getting Started

OLE 1.0 provides a demo web form which is meant to simulate a request that would originate from an implementing Library Website. Because the OLE web form was developed for demo purposes only, the screen does not contain any validations (although it may require the input of a Requestor). The menu item for the web form is labeled PreOrder Service and can be found on the Administration tab, in the Testing Section under Testing:

> >>

Using the Web Form to Generate a Requisition

After clicking the PreOrder Service link (as described above), the web form appears. The web form allows you to make a request via Citation, Open URL or based upon item details entered in the web form depending on the option you select within the form:

Note

OLE 1.0 offers simple web form processing and simple citation parsing based on the citation example below, or other simple user/web form inputs. The open-source tools being used for more complex citations and URL resolver are still being debugged, and users may see errors for this functionality still in development.

To submit the web form via Citation, select the Citation radio button and enter your citation into the Citation String field and enter a patron ID in the Requestor Id field. In addition, optionally enter notes in the Requestor Notes field. Then, click the Submit button.

The result will be a confirmation page providing you with a document ID number:

This Document ID can then be used to view the requisition that was created. To view the requisition, click the current default button.

From the Document lookup page you can search for the requisition using the Document ID.

Note

For more information, see Searching OLE on the OLE E-Doc Fundamentals wiki page.

To view the requisition, click the Document/ Notification Id URL.

Note

The current default search does not allow you to search by bibliographic information. However, if you select the Acquisitions Search from the Main Menu, you can use bibliographic search terms.

Note

See the Custom Document Searches section for more information about the Acquisition Search.

This requisition is considered to be in an ‘open’ status requiring staff input and edits. At this stage staff members may conduct additional research to determine if they want to order the item.

The requisition will contain a default description – “WebformRequest_fl_MMDDHHMM”, where "fl" are the first and last initials of the requestor name entered on the web form, MM and DD are the Month and Day, and HH and MM are the hour and minute of the requisition's creation. The bib info of the library resource and requestor name will be a part of the requisition. To see additional details about the requestor entered through the web form click the lookup icon next to the name of the requestor:

This requisition is partially filled in based on the data entered in the Web form. However, all required fields must be filled in (as described in the Manually Creating a Requisition section above) before the requisition can be approved.

Tip

Citation Sample Data:

Morgan, James P., James M. Coleman, and Sherwood M. Gagliano. 1963. Mudlumps at the mouth of South Pass, Mississippi River; sedimentology, paleontology, structure, origin, and relation to deltaic processes. Baton Rouge: Louisiana State University Press.

Business Rules

In addition to the other required data (such as description, delivery information, and additional details), the requisition must have at least one item on the item tab in order to be submitted to workflow for routing.
If the chart/org on the requisition does not have a content routing rule set up, the requisition routes back to the initiator of the requisition if there are no accounts entered. Otherwise, accounting lines are not required.
Account distributions must exist for all item lines on the document before it may leave the content routing stage.

The Automatic Purchase Order (APO) is automatically generated when a requisition e-Doc is fully approved and all the APO rules are met. APO rules are:

requisition total is less than the APO limit for the departmental organization (value set by Purchasing)
requisition total is greater than 0
there are no restricted items
the vendor has been selected from the vendor lookup
the vendor is not a restricted vendor
the requisition is not a recurring payment type of request
the departmental organization has not set an ' Purchase Order Total Cannot Exceed' amount
the requisition has not added alternate vendor names
the funds will be encumbered in the current fiscal year
the requisition does not contain a trade-in and discount line item
the requisition does not have a capital asset object code on any line items

An APO e-Doc can only be created under certain conditions, as specified in the business rules set up by the institution.

Routing

The requisition document routing includes the following special condition routing in addition to the regular account review and organization review hierarchy:

Content routingThis type of routing allows the initiator of a requisition to route an incomplete document and have it completed by another OLE user. Content routing is optional and rules are created based on the Chart and Organization values in the requisition’s Requisition Detail section of the Document Overview tab. A user who receives a document via content routing has a request type of 'Complete' for the document in his or her action list. This user may open the document, complete it and send it into normal routing. Content routing is most commonly used for the completion of accounting information.
Sub-account review The requisition allows for approvers to be defined at the sub-account level. If the requisition uses a sub-account on its accounting lines, Workflow checks to see whether there is a specified routing rule for this sub-account. Users can only approve/disapprove the document at this level. Approvers cannot change content.
Fiscal officer routing: Approvers can modify and/or add accounting lines for accounts that they own; the only other content that can be modified at this level is the Org Document Number field.
Base/org review routing: Optional route level to work groups for the accounts set-up on the document based on the requisition amount total and charts/orgs in use.
Separation of duties: This rule routes a requisition to a defined central approver if the amount of the document exceeds an institutionally defined threshold and there have been no approvers other than the document initiator. This routing ensures that requisitions above a specified dollar amount are approved by at least two users. Approvers can only approve/disapprove. Approvers cannot change requisition content.

Post-Processing

If certain criteria are met (low dollar limit, vendor has been selected, etc.), the requisition will be fully approved and will generate an automatic purchase order (APO) and the PO will begin routing.
Based on the rules described in the Additional Workflow Details (above), an approval of a requisition can generate an Automatic Purchase Order (if vendor information was entered into the requisition). To search for an Automatic Purchase Order click the Search link under the Purchase Orders section of the Select/Acquire tab.

From the purchase order screen, you can send notifications using the send ad hoc request button. You can also void order, amend the order, indicate payment hold or proceed to directly to the receiving step by using the buttons at the bottom of the form:

Note

For more information on searching, see Searching OLE on the OLE E-Doc Fundamentals wiki page.

For information about the account review and organization review see Route Levels and Workflow Routing on the OLE Workflow Overview and Key Concepts wiki page.

Requisitions Exception Routing and Requisition Searches

If you submitted a requisition but the submission did not create a Purchase Order as expected, it may not have met all the rules for APO. To find the Requisition and correct the error, conduct a Requisitions Search.

Note

For more information about Requisition searches, see Custom Document Searches.

Purchase Order Search

> > >

OLE offers a customized document search related to purchase orders. The search screen contains the standard search fields along with special fields that are unique to this type of e-doc.

Note

For information about performing a search for one or more purchase orders, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

For information about Document lookup fields that are specific to POs, see “Document Layout” under Purchase Order.

Purchase Order

After manually creating a requisition, the next step is to turn it into a purchase order (PO). This finalizes the purchasing decision, and transmits the request to the vendor, through whatever transmission method is defined for that vendor.

The approved Purchase Order (PO) document serves two purposes. Externally it is a legal contract with a vendor to deliver goods or services. Internally it provides the mechanism to generate documents for payments and receipt of goods. It differs from most other OLE documents in three ways:

The PO is not generated by initiating a blank document that is then completed by the initiator. Instead, purchase orders are currently created in one of several ways:

vendor import;
from a Requisition that met the APO rules (automatic purchase order)- after submitting from Requisition or Order (pre order) Holding Queue; or,
upon "exceptions" during submission of a Requisition via Acquisitions staff.

When creating the new PO, the system automatically populates it with information from the related requisition.

The document can be worked on by any purchasing staff member. An 'in process' PO can be edited by any staff member who is a member of the Purchasing Processor, OLE-Acquisitions, or OLE_Selectors roles.

A purchase order can be amended after it is approved. No other OLE document behaves in the manner. Many purchasing organizations refer to this amended PO as a 'change order'.

Note

For more information about modifying an existing PO, see Performing Other Activities on a PO.

PO documents may be retrieved via document search. From this point, the purchasing staff may finalize the details of a purchase order and transmit it via fax, electronically through EDI, or print it for mailing to the vendor.

Note

You may use the regular doc search button to retrieve a PO, but this form of search does not include PO-specific search criteria.

All the same fields from the Requisition will transfer over to the open Purchase Order, as well as additional tabs. Be sure to review and fill in all required fields – a Requisition that failed to become an Automatic Purchase Order is likely to be missing required information such as Vendor, accounting lines, prices.

Note

For more information about a PO search, see Custom Document Searches.

Getting Started

Log into OLE using one of the following test IDs based on the level of permission you have selected to test.

Below are users who can:

Create a requisition that, when all required fields are entered and business rules are satisfied, becomes an automatic/approved Purchase Order transmitted to Vendor
Complete data entry and approval on a submitted Requisition that did not create a Purchase Order

Role	Login
Super user	ole-khuntley
Acquisitions staff	ole-fermat
OLE_Selector	ole-cstan

Note

See a complete list of all available users and their permission in the section on switching users on the Navigating Through OLE wiki page.

Document Layout

The PO document contains several unique tabs or unique sections in tabs that appear on all OLE documents : Document Overview (contains unique sections), Delivery, Vendor, Stipulations, Titles, Payment Info, Additional Institutional Info, Quote, Account Summary, View Related Documents, and View Payment History. While some of these tabs may appear in other financial documents, the tabs in a PO document may contain additional information.

Note

For information about the standard tabs such as Document Overview, General Ledger Pending Entries, Notes and Attachments, Ad Hoc Recipients, Route Log, Capital Asset, and Accounting Lines tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.

Purchase Order document tabs and purposes

Tab Name	Purpose
Document Overview	In addition to the standard document overview information (description, explanation, and organization document number), contains the fiscal year, line item receiving requirements, order type, funding source, previous purchase order number, the source of the requisition, a way to alter the status of the PO when waiting on information from a vendor or the department, and license requirement information.
Delivery	Contains information about the final delivery and central receiving addresses.
Vendor	Contains information about the vendor who has been selected to provide the goods or services and the reason the vendor was selected.
Stipulations	Allows for the entry of stipulations that the vendor filling this PO must follow. May also be used for any additional contractual information that should be added to the PO.
Titles	Identifies what is being ordered on this PO and establishes an accounting distribution indicating how these items should be charged.
Payment Info	Indicates the type of payment schedule required and the duration of that schedule if recurring payments are required for the items on this PO
Additional Institutional Info	Collects information about the organization at your institution that has requested the goods or services for this PO as well as the transmission method and internal contact information.
Quote	If a quote is initiated in the purchasing process this tab will contain the list of vendors who were invited to participate in the quote process. Each vendor's response, and ranking, along with the name of the vendor awarded the order, is displayed here.
Account Summary	Summarizes the accounting information for all the line items on this PO. The line items that make up the summary display here.
View Related Documents	Lists all documents related to this PO such as the requisition, receiving documents, payments, credit memos. Also all the various PO documents that are created from the PO when the PO is amended, closed, or open.
View Payment History	Lists all the payment requests and credit memos related to this PO document.
General Ledger Pending Entries	Generates a display-only view of the encumbrances that have not yet posted the G/L. This tab may be empty if there are no pending entries.

Document Header

As in other OLE documents, the header section contains basic identification and status information about the PO document as well as who created it. However, the PO document has two additional fields in the document header that do not appear in other OLE documents.

These additional fields are defined below.

Document Header definition for a Purchase Order document

Title	Description
Purchase Order #	An identifying number assigned to this PO. The PO number may be used for queries specific to the Purchasing/AP module of the OLE. This number differs from the Doc Nbr entry, which identifies the PO as a unique document for general OLE and Workflow queries.
Purchase Order Status	A status that indicates where the PO is in the Purchasing/AP process. This indicator is similar to the status a document receives in Workflow, but it is specific to the purchasing process. Examples of PO status include 'In Process,' 'Awaiting Purchasing Approval,' 'Out for Quote,' and 'Closed'.

Document Overview Tab

The Document Overview tab on the PO contains three sections: Document Overview, Financial Document Detail, and Purchase Order Detail.

Note

The following section definitions contain only fields that are unique to the PO document. For more information about the standard Document Overview tab, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.

Financial Document Detail Section

Document Overview section definition

Title	Description
Year	Required. The default is the current fiscal year and this field isn't editable until the 'ALLOW ENCUMBER NEXT YEAR DAYS' parameter has been met. If the FY is set to the future then funds will not be encumbered until that next fiscal year. Note This field automatically defaults to the current fiscal year.
Total Amount	Display-only. The total PO amount.

Purchase Order Detail Section

Purchase Order Detail section definition

Title	Description
Chart/Org	Required. Automatically completed based on the requisition's chart/organization. May be changed manually by clicking the lookup .
Receiving Required	Optional. This flag can be set by a Purchasing Processor while a PO is 'in process'. If the field is checked manually, the system will not use receiving thresholds to determine whether receiving is required. If the field is checked, a line item Receiving document must be processed with sufficient quantities received before a payment will route to the fiscal officer. After the PO is approved, this value cannot be changed.
Assigned to User	Allows a user to take ownership of an in-process document. Users can then easily find documents they are working on.
Order Type	Identifies the type of order, possible values could be one-time, standing, subscription. System default data value is "Firm, Fixed".
Funding Source	Display-only. The funding source for the PO; derived from the requisition.
Payment Request Positive Approval Required	Optional. The 'DEFAULT POS APPRVL LMT' parameter determines the dollar limit at which payment requests must receive positive approval from a fiscal officer. If selected, this field overrides the parameter and requires positive approval on the payment request regardless of the total of the payment.
Previous Purchase Order #	Optional. Identifies the previous PO number associated with this purchase order. This field is typically used to identify the converted PO number from a legacy purchasing system.
Purchase Order Confirmed Indicator	Optional. Select this box to indicate that this PO is being created after the purchase has been made. This field may be used to track instances in which users did not properly create a requisition before making a purchase. In this case, the PO is being processed only to enter the transaction into OLE.
Requisition Source	Display only. Indicates whether the requisition that created this PO was input directly or created in some other way such as B2B.

Delivery Tab

The Delivery tab contains information about where goods ordered on this PO should be delivered. It also collects delivery contact information and any special delivery instructions. The address that is transmitted to the vendor (final delivery vs. receiving address) depends on the radio button that is selected in the Address to Vendor section.

The following table explains the fields on this tab. With the exception of the last two fields listed, all fields pertain to the Final Delivery section. When the PO is initiated, all information in the tab is populated from the information in the same tab of the requisition. The fields described below apply only if the default information from the requisition needs to be updated by Purchasing.

Delivery tab definition

Title	Description
Delivery Campus	Required. Defaults to the delivery campus that was selected on the requisition. Search for another campus by clicking the lookup button.
Building	Required. Search for the building to which goods should be delivered from the building lookup . Only buildings that correspond with the delivery campus will be displayed. Selection of a building automatically completes the Address, City, State and Postal Code fields.
Address 1	Required (display-only); automatically populated from data in Building. May be entered manually if you clicked the building not found button.
Address 2	Optional; Entered manually if an additional line of address is needed.
Room	Required. Enter the room number to which delivery should be made.
City	Display-only. Automatically populated from data in Building. May be entered manually if you clicked the building not found button.
State	Display-only. Automatically populated from data in Building. May be entered manually you clicked the building not found button.
Postal Code	Display-only. Automatically populated from data in Building. May be entered manually if you clicked the building not found button.
Country	Display-only. Automatically populated from data in Building. May be entered manually you clicked the building not found button.
Delivery To	Required. This entry defaults to the user's name on the requisition. The User lookup can be used if the name needs to be changed.
Phone Number	Optional. This entry defaults to the phone number from the requisition. (Formatted: xxx-xxx-xxxx)
Email	Optional. This entry defaults to the email address from the requisition.
Date Required	Optional. Defaults to the date required from the requisition. Change or enter a date on which delivery is required or use the date from the calendar .
Date Required Reason	Optional. If a date required has been specified, select the appropriate date required reason from the list.
Delivery Instructions	Optional. Enter text describing any special delivery instructions for the item(s).
Receiving Address	Display-only after the PO has been approved. Defaults to the central receiving address from the requisition. May be changed by using the lookup .
Use Receiving Address as Shipping Address Presented to Vendor	Required. Defaults to the indicator selected on the requisition.

Editing a Building Address

The address is completely editable before the PO is approved. Take the following steps to add an address for another building.

Click the button.
The delivery address fields become editable.
Enter the delivery address.
Tip
To search for a delivery address, click the search icon next to Building and select a building from the lookup.

Vendor Tab

On an approved purchase order, the Vendor tab identifies the vendor that was awarded the PO. The default is the vendor selected on the requisition. Although most field entries in this tab default to the values provided on the associated requisition (REQS) document or from the vendor's default information, the entries may be modified. If a vendor was not supplied already, you must add one.

Note

With open Purchase Orders, there is an additional required field for Vendor Choice. Select one of the options from the drop down list.

The Vendor tab includes two sections: Vendor Address and Vendor Info.

Vendor Address Section

The Vendor Address section lists address information about the vendor for this purchase order.

Vendor Address section definition

Title	Description
Vendor Alias Name	The abbreviated code, or alias, of the vendor. Enter the code and click to prepopulate the vendor information.
Vendor	Required and Display-only. The vendor's name is automatically updated from the Vendor record.
Vendor #	Display-only. The OLE-generated identifying number assigned to this vendor.
Address 1	Required. The default address is the PO address defined as the default for the campus. This field is editable.
Address 2	Optional. The default address is the PO address defined as the default for the campus. This field is editable.
Attention	Optional. If the attention line on the PO address is present this information will be populated although this field is always editable.
City	Required. Enter the city associated with this vendor address.
State	Enter the state's abbreviation. States are required for US addresses.
Province	Optional. Non-U.S. vendor addresses may include a province. Enter the province here. This field should always be used for Canadian vendors.
Postal Code	Enter the postal code for this address. Postal code may be required under certain circumstances (such as when entering a U.S. address).
Country	Required. Select a country from the Country list.

Vendor Info Section

Vendor Info section definition

Title	Label
Vendor Choice	Required. Select the reason that this vendor was selected to fill this purchase order from the Vendor Choice list.
Acquisition Unit's Vendor acct/Vendor Info Customer #	Optional. Enter or look up a customer number that identifies your institution or department for this vendor's reference.
Notes to Vendor	Optional. Include any text you want the vendor to see on the PO.
Contract Name	Optional. If a contract exists with the vendor for these goods or services, search for it from the Contact lookup .
Phone Number	Optional. Enter the selected vendor's phone number. (Formatted: xxx-xxx-xxxx)
Fax Number	Optional. Enter the selected vendor's fax number.
Payment Terms	Optional. Select the payment terms from the Payment Terms list.
Shipping Title	Optional. Select the shipping title from the Shipping Title list.
Shipping Payment Terms	Optional. Select the shipping payment terms from the Shipping Payment Terms list.
Contacts	Optional. If the vendor has multiple contacts, select the appropriate contact for this PO.
Supplier Diversity	Display-only. The information appears if the selected vendor has been assigned a supplier diversity type.
Alternate Vendor for Non-Primary Vendor Payment	Optional. Used any time a purchasing needs to give accounts payable the option to pay one vendor or another. Examples include third-party receivables or escrow accounts for construction payments. To search for a vendor, use the lookup . To remove an alternate vendor, click remove alternate vendor.

Stipulations Tab

The Stipulations tab allows for the entry of stipulations for the vendor filling this PO. It may also be used for any additional contractual information that should be added to the PO.

Stipulations tab definition

Title	Description
Note Text	Required. Enter text to be viewed by the vendor of this PO or search for pre-defined text from the lookup .
Actions	Click to add new text.

Titles Tab

The Titles tab identifies what is being ordered on the PO and establishes the accounting distribution for payments. Before the PO has been approved, you may change or add to the items and accounts that have been carried over from the requisition. You may also add additional charges or apply PO total reductions here. Make sure you have bibliographic information in the Bib Info fields and complete accounting lines.

Add Item and Current Items Sections

Add Item and Current Items sections contain the same fields.

Add Item and Current Items section definitions

Title	Description
Bib Info	Choose to link to the Bib Editor. Titles will appear in the after an item has been added. In Current Items, you may click the title link to open the bibliographic editor.
Location	Select the home location for the item.
No of Copies Ordered	Required. Enter the quantity of the item in this field.
No. of Parts Ordered	This is the number of individual pieces that must be accounted for upon payment/receipt of a requisitioned item.
List Price	Basic price of an item before any discounts are taken.
Extended Cost	Display-only. No of Copies ordered multiplied by the list price minus any discount.
Public View	Optional. Indicates whether or not a bibliographic description shall be exposed to users prior to purchase/receipt. Default is Yes (checked).
Currency Type	Display only if foreign vendor is chosen. Identifies the associated vendor's currency as identified on the vendor record that is identified in the Link to Vendor/Supplier.
Exchange Rate	Display only if foreign vendor is chosen. Currency conversion rate populates from the Exchange rate and Currency Type maintenance tables. The rate will populate when user clicks action button "Calculate" on conversion tab. Optionally: when currency tab opens, currency rate may auto-populate. This may be updated up until the Requisition is approved. After that point, it may no longer be modified.
Foreign List Price	Basic foreign price of an item before any discounts are taken.
Receipt Status	Display only. Will reflect receipt status after receiving has occurred.
No Of Copies Received	Display only. The number of copies already received. This will populate as the document moves through the acquisition workflow.
No Of Parts Received	Display only. The number of parts already received. This will populate as the document moves through the acquisition workflow.
Item Price Source	Optional. Select the Price Source of the requested item from the dropdown list.
Request Source	Optional. Select the Request Source of the requested item from the dropdown list.
Format	Optional. Select the format of the requested item from the dropdown list.
Category	Optional. Select a Category of the item from the dropdown list..
Vendor Item Identifier	Display Only. Identifies a vendor item identifier if one has been provided by a vendor.
Requestor	Defaults to the selector's user name. If the Requestor is different than the selector, you may use the Requestor lookup to find the requesting individual’s name or create a new Requestor (this will search from the OLE Patron database).
Route to Requestor	Optional. Yes/No checkbox to indicate whether a requestor should be notified when the item has been purchased. System default data value is "No".
Foreign Unit Cost	Display only if foreign vendor is chosen. Calculated foreign cost per unit for the item or service on this line. Calculation is the Foreign List Price less Foreign Discount amount.
Discount	Discount provided by the vendor/customer number/organization combination. Automatically populated from the Vendor customer number table based on the selected vendor and customer number. Can be modified for a specific title. If the vendor record has a Vendor currency noted other than the default system currency (aka US dollar), then the Vendor discount will populate the Foreign Discount field.
Discount Type	Choose # (for Amount) or % (for Percentage).
Foreign Discount	Foreign discount provided by the vendor/customer number/organization combination when the vendor record has a Currency Type different from the system default currency. Should be automatically populated from the Vendor customer number table based on the selected vendor and customer number. This data can be changed for the specific title. Must identify the type of discount (amount or %.) If the vendor record does not have a Currency Type noted other than the default system currency (aka US dollar), then the discount should populate the Discount field.
Foreign Discount Type	Choose # (for Amount) or % (for Percentage).
Actions	Add or delete lines as appropriate. After a line has been added, it is moved to the Current Items section, where the details may be viewed or modified.

Adding or Modifying an Item

Inactivate Button: The inactivate button becomes available only when you are amending a PO. If while amending a PO you would like to deactivate a line item, click the inactivate button associated with that item.

Note

For more information about how to amend the PO, see Purchase Order Amend.

When processing an amendment to a PO, you may deactivate item lines that are no longer valid. To do so, select the Inactivate check box next to the appropriate items. When the amendment is approved, these items are no longer valid for this PO.

Click to add a line. The system will move it to the Current Items section.

Note

To add an item, you must follow the same procedure described in Working in the Titles Tab on the Requisition section (First add the bibliographic record, fill in the purchasing information, then click add).

Click to delete a line.

Click to view the additional details (notes, accounting lines, payment history).

Additional Charges Section

Note

The Additional Charge Trade In will be removed in a later release.

Additional Charges section definition

Title	Description
Item Type	Display-only. Describes the type of miscellaneous item ('Freight' or 'Shipping and Handling') being defined in this line.
Description	Required if the extended cost has been entered. Enter a text description describing the additional charges item line.
Extended Cost	Required. Enter the dollar amount for this item line.
Total Amount	Display-only. Automatically calculated based on responses in other fields. Displays the total of the requisition after fees.

Totals Section

Totals section definition

Title	Description
Grand Total	Display-only. Displays a total of all current item lines and additional charges lines.
Internal Purchasing Limit	Display-only. Displays the dollar amount of the maximum purchasing limit, above which a PO will route for approval.

Creating Accounting Distributions in the Titles Section

Accounting distributions for item lines may be created individually, or a single accounting distribution may be copied to all line items on the requisition. A valid account string contains a chart, an account, and an object code. The account must be active and the expiration date has not expired. The object code must valid. Valid object codes are active codes in the object code table and are not included in the OBJECT CONSOLIDATION parameter.

To create accounting distributions for individual item lines, follow these steps.

Click add in the Actions column to add the item line.
In the Current Items section, click the button for the line to which you want to add an accounting distribution.
In the Item Accounting Lines section, click the button.
Complete the accounting line and indicate a percent of this item line that should be charged to this accounting line. If there is only one accounting line for this item, the percent must be 100.
Click to add the accounting line.
If the item needs to be distributed to more than one accounting line, repeat steps 4 and 5. The sum of all accounting lines must equal 100 percent when you finish the distribution.

Note

If the account chosen has sufficient funds checking and the threshold is reached, you may be blocked from using the account or you may receive a warning (depending on the chosen notification on the account) when the document is saved and the Fiscal Officer will be notified when the document is submitted.

Note

This process may also be followed to add accounting distribution lines for items in the Additional Charges section. Open the Accounting Line Items section for that miscellaneous line item and follow steps 4-6 above.

Line item accounting can create considerable repetitive data entry. OLE allows you to load the information to all the line items rather than entering the information to each line item separately. The steps below describe how to distribute this information. This process distributes accounts only to line items that have no accounts added. It does not replace accounts that have been set up for individual line items.

Click to add the item line.
In the Add Item section, click the button.
The system opens a new Accounting Lines section.
Enter the accounting line and indicate the percent of this item line that is to be distributed to the items on this requisition. If there is a single accounting line for these items, the percent must be 100.
Note
The system validates values as you enter the information.
Click to add the accounting line.
If the items need to be distributed to more than one accounting line, repeat steps 3 and 4. The accounting lines distribution should total 100%.
Click the button to apply this distribution to all item lines that do not yet have an accounting line distribution specified.
The system displays the top of the document and the message 'The accounts were successfully distributed to all items'.

Removing Accounts from all Item Lines

If line items have accounts set up and those accounts need to be modified, then the individual accounting lines may be modified by following the steps for creating an accounting distribution for an individual item line discussed in the previous section. However, if it is more efficient to remove all the accounts, use the steps for creating an accounting distribution for multiple line items to recreate the accounting for the line items.

Follow these steps to remove all accounts.

Click .
Click in response to the question 'Are you sure you want to remove the accounts from ALL items?'
All the accounting lines are removed.

Expand All Accounts

To expand the accounting lines for all the items in the Current Items section, follow these steps. (This is the equivalent of clicking the accounting lines' show button for each item listed.)

Click.
All accounts are displayed in full detail.

Collapse All Accounts

To collapse the accounting lines for all items in the Current Items section, follow these steps. (This procedure is the equivalent of clicking the Accounting Lines hide button for each item listed.)

Click collapse all accounts.
All account displays are hidden.

Payment Info Tab

If recurring payments are required for the items on this PO, this tab is used to indicate the type of payment schedule required and the duration of that schedule. The fields in this tab are informational only. They do not drive any other functions within OLE.

The Payment Info tab includes Payment Info and Billing Address sections.

Payment Info Section

Payment Info section definition

Title	Description
Type of Recurring Payment	Optional. Select the proper recurring payment schedule from the list. Examples include 'Fixed Schedule, Fixed Amount,' 'Fixed Schedule, Variable Amount' and 'Variable Schedule, Variable Amount'.
Begin/End Date	Required if Type of Recurring Payment has been selected. Enter dates indicating the time period during which the order is active, or search for the dates from the calendar .
Recurring Payment Amount	Optional. If a recurring payment type of 'fixed schedule' or 'fixed amount' has been selected, complete the remaining fields in this section.
Amount	Optional. Enter the dollar amount of the recurring payment.
First Payment Date	Optional. Enter the date on which the first recurring payment should be made or search for the date from the calendar . This date is used to determine subsequent payments based on the frequency. For example, if the frequency is 'monthly' and the first payment date is 01/01/2010, the subsequent payments occur on the first of the month.
Frequency	Optional. Select a number to indicate how often recurring payments should be made.
Initial & Final Payment Amount	Optional. Enter the amount of the initial and final payments if those amounts differ from the amount in the Amount field above.
Initial & Final Payment Date	Optional. Enter the dates on which the initial and final payments are to be made if those dates differ from the date in the First Payment Date field. Or search for the dates from the calendar .

Billing Address Section

Billing Address section definition

Title	Description
Address	Display-only. The address to which vendor invoices are to be mailed. This address is based on the campus specified for delivery on the Delivery tab.

Additional Institutional Info Tab

The Additional Institutional Info tab collects information about the organization at your institution that is responsible for initiating this purchase. It also collects information on transmission method and contact information.

Additional Institutional Info tab definition

Title	Description
Method of PO Transmission	Required. Select the transmission method. Normally this is 'Print,' but if for some reason you do not need to print a copy of the PO for the vendor, you may choose 'No Print'.
Cost Source	Required. This field indicates how the pricing on the PO was determined. Select the appropriate cost source from the list.
Contact Name	Optional. Enter the name of the person to be contacted if Purchasing (or vendor if the order is an APO) has questions about the order or search for it from the Person lookup .
Contact Phone	Optional. Enter the phone number of the person specified in the Contact Name field. (Formatted: xxx-xxx-xxxx)
Contact Email	Optional. Enter the email address of the person specified in the Contact Name field.
PO Total Cannot Exceed	Optional. This information is typically entered on the requisition and indicates to Purchasing that the order has a limited amount of resources.
Requestor Name	Required. The name of the person who requested the goods or services. This field may be changed by entering a new name or searching for it from the Person lookup .
Requestor Phone	Required. Enter the phone number of the person specified in the Requestor Name field. (Formatted: xxx-xxx-xxxx)
Requestor Email	Required. Enter the email address of the person specified in the Requestor Name field.
Sensitive Data	Display-only. This displays the currently assigned sensitive data entries created using the sensitive data button at the bottom of the document.

Quote Tab

Note

Quotes are remaining functionality from KFS. This will be removed in a future release.

Account Summary Tab

The Account Summary tab combines all accounting information for the items on this PO for future reference.

Clicking the refresh account summary button reloads the page and adds any accounts and/or line items that the user may have just added to the PO.

View Related Documents Tab

The View Related Documents tab collects information about Purchasing/AP documents related to this document. For example, it displays identifying information for any associated requisition, payment requests, or credit memos.

View Related Documents tab definition

Title	Description
Date	Display-only. The date the related document was created.
User	Display-only. The user who created the related document. 'Kuali System User' means the document was automatically created by the system.
Note	Display-only. The note describing the document.

When you click the document number link, the system displays the related document in a separate window.

View Payment History Tab

The View Payment History tab lists all the payment requests and credit memos that have been issued against the PO.

View Payment History – Payment Requests section definition

Title	Description
PREQ#	Display-only. The payment request number.
Invoice #	Display-only. The invoice number.
PO#	Display-only. The purchase order number.
PREQ Status	Display-only. The payment request status.
Hold	Display-only. Displays 'yes' if the payment request in on hold. Displays 'no' if the payment request is not on hold.
Req Canc	Display-only. Displays 'true' if the payment request has been canceled. Displays 'false' if the payment request has not been canceled.
Vendor Name	Display-only. The vendor name.
Customer #	Display-only. The customer number.
Amount	Display-only. The payment request amount.
Pay Date	Display-only. The date to make payment on this payment request.
PDP Extract Date	Display-only. The date the payment request was requested for processing by Pre-Disbursement Processor.
Paid?	Display-only. Displays 'yes' if the payment has been disbursed. Displays 'no' if the payment has not been disbursed.

View Payment History – Credit Memos section definition

Title	Description
CM#	Display-only. The credit memo number defined in OLE.
Vendor CM#	Display-only. The credit memo number defined by vendor.
PREQ#	Display-only. The payment request number.
PO#	Display-only. The purchase order number.
Credit Memo Status	Display-only. The credit memo status.
Hold	Display-only. Displays 'yes' if the credit memo is on hold. Displays 'no' if it is not on hold.
Vendor Name	Display-only. The vendor name.
Customer #	Display-only. The customer number.
Amount	Display-only. The credit memo amount.
APAD Date	Display-only. The Accounts Payable approved date (that is, the date the Accounts Payable review group approved the credit memo).
PDP Extract Date	Display-only. The date the credit memo was requested for processing by Pre-Disbursement Processor.
Paid?	Display-only. Displays 'true' if a payment has been disbursed to which this credit memo was applied. Displays 'false' if it has not yet been included in a payment.

General Ledger Pending Entries Tab

G/L Pending Ledger entries are generated after the PO document is submitted. These entries include the encumbrances for the transaction and the appropriate offsetting entry. After the nightly batch jobs run to post the G/L entries, these pending entries no longer display here.

General Ledger Pending Entries tab definition

Title	Description
Seq #	Display-only. Assigns a number to the entry in sequential order.
Fiscal Year	Display-only. Identifies the fiscal year of the debit or credit.
Chart	Display-only. Identifies the chart to which the pending entry is assigned.
Account	Display-only. Identifies the account number to which the pending entry is assigned.
Sub-Account	Display-only. Identifies the sub-account, if one exists, to which the pending entry is assigned.
Object	Display-only. Identifies the object code of the item being ordered.
Sub-Object	Display-only. Identifies the sub-object code of the item being ordered, if one exists.
Project	Display-only. Identifies the project code, if one exists, to which the PO is assigned.
Doc. Type Code	Display-only. Identifies the document type code of the document. When working with POs, this value will almost always be PO.
Balance Type	Display-only. Identifies the different balances (actuals, budget, encumbrances, etc.) recorded in OLE to facilitate reporting and financial queries.
Obj. Type	Display-only. Categorizes object codes into general categories identifying income, expenses, assets, liabilities, fund balance or transfers.
Amount	Display-only. Indicates the amount charged to each account on the PO.
D/C	Display-only. Indicates whether the entry is a debit (D) or credit (C) to the account.

Process Overview

Business Rules

All required fields must be completed before the PO document can be submitted for approval.
The Bib Info field on the Item tab must be completed.
The PO generates encumbrances when it reaches a workflow status of 'FINAL'. Encumbrances are created on the accounts and object codes entered in the item sections and the appropriate offset object code(s).
An APO document may be created only under certain conditions, as specified in the business rules set up by the institution. Examples of conditions that might prevent an APO from being created are:
- The requisition total is greater than the APO limit.
- The requisition total is not greater than zero.
- The requisition contains an item that is marked as restricted.
- The vendor was not selected from the vendor database.
- An error occurred while retrieving the vendor from the database.
- The selected vendor is marked as restricted.
- The requisition has no contract selected, but a contract exists for the selected vendor.
- The requisition's payment type is marked as recurring (Payment Info tab).
- The 'PO Total Cannot Exceed' amount has been entered (Additional Institutional Info tab).
- The requisition contains alternate vendor names.
- The requisition is set to encumber during the next fiscal year (chosen from Year in the Document Overview tab) and approval is not within the APO allowed date range. The date range is determined by the 'ALLOW APO NEXT FY DAYS' parameter.
- The requisition contains a full order discount.
- The requisition contains accounting strings with an object level in the OLE-PURAP:PURCHASING_ACCOUNTS_PAYABLE_OBJECT_LEVELS parameter (currently set to CAP).

Routing

The PO document does the following types of routing:

Budget Office Review: If the PO is for the current fiscal year, all accounts used on the document are checked to see if any of accounts use sufficient funds checking. If the encumbrances from this order would cause these accounts to have insufficient funds, the PO document routes to the Budget Reviewer role for approval.
Document Transmission: If the document is an APO, an FYI is generated back to the initiator of the requisition document. If the document is not an APO, an FYI is generated back to the user who submitted the PO.

Processing a PO Document

Search for 'In Process' purchase orders using the Order Holding Queue or document search and click the document ID to open it.
The system displays a PO document populated with information from the requisition.
Complete the standard tabs as necessary.
Note
For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, and Accounting Lines tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.
Complete the Vendor, Stipulations, Titles, Payment Info, Delivery, Additional Institutional Info and other tabs as necessary. To add information to these sections, click the amend button at the bottom of the PO.
Click or

If all required fields have been correctly filled in, and you click on approve, the system will then approve the Purchase Order. If any required field is blank or contains invalid data, the system places a warning note at the top of the screen, and by the appropriate field. You will be unable to approve the purchase order until you resolve the problem.

Once a Purchase Order is approved, the system:

changes the status of the Purchase Order document to Final
queues it for printing and/or transmission, by whichever method is specified
returns you to the Main Menu screen.

Transmitting Purchase Order/Place Order

OLE 1.0 is currently setup to place orders as follows:

Imported vendor orders (paired EDI and MRC files): no transmission
Staff-generated manual requisitions and approved purchase orders and purchase order amendments: transmit in real-time to vendor FTP site (no staff interface currently exists for transmit confirmation reports etc.).
- If transmit method of Vendor or Purchase Order is set to no print with format of FTP, or SFTP, then resulting EDIFACT order file is transmitted to OLE “mock” vendor FTP site per below.
- If transmit method of Vendor or Purchase Order is print with format of Email, Fax, etc., then at completion of an approved Purchase Order, a button will appear on the e-Doc allowing the user to print, email, or fax a PDF of the Purchase Order. The Purchase Order will also route to Acquisitions staff’ Action Lists as notification to complete the action.

FTP Site (to see transmitted orders):

http://docstore.demo.ole.kuali.org/upload/Order_Records/Orders_To_Be_Processed_By_Vendor/

Sample Purchase Order Statuses:

Code	Status
CANC	Cancelled
CLOS	Closed
OPEN	Open

See all statuses in Purchase Order Status in the Appendix.

Performing Other Activities on a PO

To facilitate routings and approvals, and maintain detailed audit trails, OLE has adapted the KFS versions of Purchase Orders. Not all of these may be needed in support of future library processes, but we are providing them for review.

After a PO has been initiated, authorized users may perform a variety of activities on it. With the exception of Print, each of these actions generates a new OLE document (although the PO number remains the same). The following chart summarizes each action and its corresponding document type. (The document type code for each is listed in parenthesis after the name of the associated button.) The table also indicates whether each action results in transactions to be fed to the G/L process.

The “versions” or e-Docs available are permissions-based, and dependent upon the Purchase Order status in workflows.

Note

For more information about printing a PO, see Printing a PO.

PO document types

Document	Description
Purchase Order Amend (POA)	Makes changes to the existing PO.
Purchase Order Payment Hold (POH)	Indicates that no payments should be processed against this PO.
Purchase Order Remove Payment Hold (PORH)	Changes the status of the PO back to 'Open' so payments can be made. An FYI is also sent to AP to indicate that the hold has been removed.
Purchase Order Void (POV)	Cancels the PO and disencumbers all related items. This option is not available after a payment has been made.
Purchase Order Close (POC)	Closes out any remaining items on this PO and disencumbers any outstanding funds.
Purchase Order Reopen (POR)	Reopens the PO and re-encumbers any accounting lines that were disencumbered when the PO was originally closed.

Note

Those with roles that are able to edit purchase orders will also be able to access and edit the above documents. This includes Acquisitions AQ2-AQ5, Accounting AQ3-AQ4, Financial AQ2-AQ5.

Accessing the Various PO Options

To access any of these options for working with a PO, follow these steps:

Search for the PO document and open it.
At the bottom of the open document, the system displays a series of specialized action buttons are displayed at the bottom, each corresponding to a different option.
Click the button for the function you want to perform.

After you submit one of the above documents, if you subsequently retrieve the original PO document, the system shows a warning in the upper left corner, indicating that there is a newer version of the PO.

Document Versioning: A single PO document can have several different OLE document numbers assigned. To correlate this information and find the most recent version of a PO, use the Purchase Order menu item in the Custom Document Searches menu group of the Main Menu screen and enter the PO number as a search criteria. In the example shown below, a user amended a PO (POA), placed the PO on hold (POH, removed the hold (PORH), and then created a PO Void (POV). The system retrieved five documents when the user searched on the PO number.

Printing a PO

The print option allows users with the OLE-PURAP Purchasing Processor role to generate a PDF version of the document to print. The print action button becomes available for POs with the 'Pending Print' status.

Note

The print button appears on a PO only when the Method of PO Transmission is 'PRINT' on the Additional Institutional Info tab of the PO and the status of the PO is 'Pending Print'.

Note

There is no document type for the print functionality.

To print a PO:

Search for the PO you want to print from the PO search screen and open the PO.
Tip
You may narrow down the search by selecting “Pending Print” in the Purchase Order Status search criteria field.
Click to open a printable PDF version of this PO.
A separate window opens and a PDF version of the PO appears.
Close the window after taking the necessary actions, using the PDF toolbar (save, print, etc.).

Purchase Order Amend

OLE allows you to add or modify certain data elements on an approved Purchase Order via a Purchase Order Amendment. By so doing, the system creates a new version of the e-Doc called a Purchase Order Amendment (POA) that can be independently processed or routed. The POA then serves as the new version of the purchase order and will be transmitted to the Vendor.

Purchase Order Amendments are created:

Manually from the button on a Purchase Order
Automatically from the entry of Unordered line items on Receiving e-Doc
Automatically from the entry of Unordered line items on Payment Request e-Doc

When you amend a PO, the system creates a PO Amend (POA) document based on the existing PO. Enter a reason when initiating the amendment. When the amendment is submitted, the fiscal officer receives an FYI. This is his or her notification that the order has changed.

Once you supply a reason, OLE will display the Purchase Order, and allow you to change almost any field. (In OLE, accounting lines cannot be edited in the PO Amendment process, but can be changed during the payment request process, except for new lines.)

If you add titles to the Purchase Order or change prices, click the button at the bottom of the screen.

Document Layout

The document layout of the POA document is identical to that of the original PO, with the addition of a notation regarding status in the Document Header. A notation also displays at the top of the PO document, such as 'Warning: There is a pending action on this Purchase Order.'

Note

For information about the fields on this document, see “Docment Layout” under Purchase Order.

Notes and Attachments Tab

When you click the amend button to initiate the document, the system automatically inserts note text and the previous PO number in the Notes and Attachments tab of both the original PO document and the POA document.

Note

The same note text is placed in the original PO and the amended PO.

Process Overview

Business Rules

The POA may be initiated only by the members of the Purchasing Processor role; Acquisition Staff 2-5; Receiving 3-4; Accounting 3-4; Financial 2-5.
The PO must be in an 'Open' status.
If there are payment requests (PREQs) or vendor credit memos (CMs) in process, the amend button is not displayed.
The system adds a note with the date the amendment was started, the person who started the amendment, the information entered on the ''confirm' page, and the previous document number.
If payment requests (PREQs) or credit memos (CMs) have been processed, the Receiving Required field cannot be changed.
The fiscal year cannot be changed
If the PO has gone through the quote process, the vendor cannot be changed
If there are unpaid payment requests (PREQs) or credit memos (CMs), the existing line items cannot be changed.
If the item invoiced amount is greater than 0, the line item cannot be deleted; it can only be deactivated.
New line items can always be added.
If modifying an existing line item, the amount cannot go below what has already been invoiced.
Inactive items are display-only.
There must be at least one active line item when the submit button is selected.
The calculate button must be pressed prior to submitting the POA if you change the list price of an item or add a new line item.
Fiscal officers receive an FYI when the amendment is completed.
During the amend process, the original PO document (before the amend button was selected) will have a document status of 'pending amendment' and the newly created document will have a status of 'change in process'. After the amendment has been submitted, the original document status changes to 'retired version' and the amendment's status changes to 'open'.
Users are not allowed to create Receiving documents, payment requests, or credit memos against a PO that has a pending amendment.

Routing

The document becomes 'FINAL' when the POA document is submitted.
The fiscal officer of an account receives an FYI.

Initiating a POA Document

Search for the PO you want to amend from the PO search screen. Open the PO.
Click to make changes to the existing PO.
Enter a reason explaining why you are amending this PO.
Click .
The screen refreshes and a new document number (Doc Nbr) is assigned. The PO status becomes 'Pending Amendment'.
Click the button on the Titles tab and click the show button on the item you want to amend.
Modify the PO document.
Once you are done with your edits, and have recalculated if necessary, you can approve the amended Purchase Order using the blanket approve button at the bottom of the screen.

Working with the POA Document

After you create a POA document, you may add, change, or deactivate the existing lines on the original PO.

Note

To add or change the items or accounting lines on the PO, simply add or modify them as you would on the PO document.

Note

An amended Purchase Order follows the same rules for routing as an original PO, so approving it may cause it to be routed to other staff members. Approving an amended PO does not cause it to be re-transmitted to the vendor, though.

Purchase Order Payment Hold

When you put a PO on hold, the system creates a PO Hold (POPH) document, changes the PO status to 'Payment Held,' and prevents any payment request documents from being initiated against the PO. You must enter a reason when initiating the payment hold.

No G/L pending entries are generated from this document.

Document Layout

The document layout of the POPH document is identical to that of the original PO, with the addition of a notation regarding status in the Document Header. A notation also displays at the top of the PO document, such as 'Warning: There is a pending action on this Purchase Order.'

Note

For information about the fields on this document, see “Docment Layout” under Purchase Order.

Notes and Attachments Tab

When you click the payment hold button to initiate the document, the system automatically inserts note text in the Notes and Attachments tab of both the original PO document and the POPH document.

Process Overview

Routing

The document becomes 'FINAL' when the POPH document is submitted.

Initiating a POPH Document

Search for the PO from the PO search screen and open the PO.
Click.
Enter the reason for the hold.
Click .
Click when you see the confirmation message.
The system displays the main menu.

Purchase Order Remove Payment Hold

When you click the remove hold button on a purchase order, the system creates a Remove Hold (PORH) document. This document allows you to remove the hold from a PO document and allow processing of payment requests. The remove hold button is available only on the PO documents with 'Payment Hold' status. You must enter a reason when removing the payment hold.

Removing a payment hold changes the Purchase order status back to 'Open'. No G/L pending entries are generated from this document.

Document Layout

The document layout of the PORH document is identical to that of the original PO, with an additional notation regarding the status in the Document Header. A notation also displays at the top of the PO document, such as 'Warning: There is a pending action on this Purchase Order.'

Note

For information about the fields on this document, see “Docment Layout” under Purchase Order.

Notes and Attachments Tab

When you click the remove hold button to initiate the document, the system automatically inserts note text in the Notes and Attachments tab of both the original PO document and the PORH document.

Process Overview

Routing

The document becomes 'FINAL' when the PORH document is submitted.
Notification may be sent to a user or role defined in the Notification Route level.

Initiating a PO Remove Hold Document

Search for a PO from the PO search screen and open the PO.
Tip
You may search for a PO with a payment held by selecting the 'Payment Hold in the Purchase Order Status option on the PO search screen.
Click to remove the hold from the document.
Enter the reason for removing the payment hold.
Click .
You are back on the main menu.

Purchase Order Void

If a PO has been fully approved and transmitted to the vendor and no payments have been processed, the Void Order (POV) document allows you to cancel the PO and disencumber all related items. You must enter a reason when initiating the PO void.

Note

The void order button is displayed on a PO only if no payments have been processed against it.

Document Layout

When a PO is voided, the system creates a PO Void (POV) document based on the existing PO. The document layout of the POV document is identical to that of the original PO, with an additional notation regarding the status in the Document Header. A notation also displays at the top of the PO document, such as 'Warning: There is a pending action on this Purchase Order.'

Note

For information about the fields on this document, see “Docment Layout” under Purchase Order.

General Ledger Pending Entries Tab

When the POV document is successfully submitted, the General Ledger Pending Entries tab displays the transactions that will disencumber the total funds associated with this PO. This document reverses the encumbrances that were created by the purchase order.

Note

For information about the fields on this tab, see “Docment Layout” under Purchase Order.

Notes and Attachments Tab

When you click the void order button to initiate the document, the system automatically inserts a note text in the Notes and Attachment tab of the original PO document and the POV document.

Process Overview

Business Rules

The void option is available only if no payments have been issued against this PO.

Routing

The document becomes 'FINAL' when the POV document is submitted.

Initiating a PO Void Document

Search for the PO you want to void from the PO search screen and open the PO.
Click to cancel the PO.
Enter the reason for voiding the PO.
Click .
The system displays this window.
Click .
The system displays the OLE main menu.

Purchase Order Close

The Close Order (POC) document closes an open PO. When you close an order, all encumbrances associated with the remaining items are disencumbered. Items already paid are unaffected. This option should be used only when there are payment requests against the PO. You must enter a reason when initiating the PO close action.

Note

To close a PO without outstanding payment requests, use the Void Order option.

Document Layout

The document layout of the POC document is identical to that of the original PO, with an additional notation regarding the status in the Document Header. A notation also displays at the top of the PO document, such as 'Warning: There is a pending action on this Purchase Order.'

General Ledger Pending Entries Tab

When the POC document is successfully submitted, the General Ledger Pending Entries tab shows the transactions to disencumber remaining encumbrances on this PO.

Note

For information about the fields on this document, see “Docment Layout” under Purchase Order.

Notes and Attachments Tab

When you click the close order button, the system automatically inserts a note text into the Notes and Attachments tab of the original PO and the POC document.

Process Overview

Business Rules

There must be at least one outstanding payment request against to close the PO.
The POC document generates General Ledger Pending Entries to disencumber remaining encumbrances on the PO.

Routing

The document becomes 'FINAL' when the POC document is submitted.

Initiating a PO Close Document

Search for a PO from the PO search screen and open the PO document you want to close.
Click to close out any remaining items on the PO.
The system displays the OLE main menu.

Purchase Order Reopen

The Purchase Order Reopen (POR) document reopens the PO and re-encumbers any lines that were disencumbered when the PO was originally closed. You must enter a reason when initiating the PO reopen action.

Note

The open order button is available only on a closed PO.

Document Layout

The document layout of the POR document is identical to that of the original PO, with an additional notation regarding the status in the Document Header. A notation also displays at the top of the PO document, such as 'Warning: There is a pending action on this Purchase Order.'

General Ledger Pending Entries Tab

When the POR document is successfully submitted, the General Ledger Pending Entries tab shows the transactions and re-encumbers the PO amount that was originally disencumbered by the POC document.

Tip

Effect on an Account by the Purchase Order Reopen Document: When a POR document is submitted, the amount re-encumbered by the document is not the same as the original PO document. In the above example, the encumbered amount by the original PO was $1,000. Then, the POC document disencumbered $900. Finally, the POR document re-encumbered the amount disencumbered by the POC document. You may see the effect on the account from the General Ledger Pending Entries inquiry screen by listing the transactions by the Reference Document Number that stores the PO number.

Notes and Attachments Tab

When you click the open order button on the PO, the system automatically inserts note text into the Notes and Attachment tab of the original PO document and the POR document.

Process Overview

Business Rules

The POR may be initiated only from the closed PO.
The POR document generates General Ledger Pending Entries to re-establish encumbrance to match the amount disencumbered by the POC document.

Routing

The document becomes 'FINAL' when the POR document is submitted.

Initiating a Purchase Order Reopen Document

Search for the PO that you want to reopen from the PO search and open the PO.
Click to reopen the PO and re-encumber any lines that were disencumbered when the PO was originally closed.
Enter the reason for reopening the PO.
Click .
The system displays this window.
Click .
The system displays the OLE main menu.

Order Holding Queue

> > >

The Order Holding Queue was designed to allow users a quick search interface that allowed some global actions:

filter requisitions search - open or in process (not yet APO)
assign requisitions to other selection or acquisitions staff
use a totals tool to do simple pricing calculations on a group of selected requisitions
approve a group of requisitions into the next workflow step (subject to user permissions and requisition business rules)
cancel requisitions (or archive) that the user no longer wishes to purchase/convert to approved and transmitted purchase order (permissions based).

To view open or in-process Requisitions, click on the Order Holdings Queue link on the Main Menu.

You may select items on the left column of the search results. Continue to scroll to the bottom of the screen to assign or total:

The Order Holding Queue is simply a portal or view of open requisitions. These open requisitions will route according to requisitions business rules and workflow.

Note

For information about performing a search for one or more requisitions, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Chapter 4. Paying for Materials: Standard Transational E-Docs

Table of Contents

Invoice Search

Invoice

Getting Started
Document Layout
Process Overview

Vendor Credit Memo Search

Vendor Credit Memo

Document Layout
Process Overview
Example

> >

On the Select/Acquire tab, the Paying submenu provides access to invoices, credit memos and claiming e-documents.

Invoice Search

> > >

OLE offers a customized document search related to invoices. The search screen contains the standard search fields along with special fields that are unique to this type of e-doc.

Note

For information about performing a search for one or more payment requests, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Note

For information about Document lookup fields that are specific to payment requests, see “Document Layout” under Invoice.

Invoice

>>>>

OLE release 1.0 uses the Invoice document to process vendor billing, whether positive (an invoice) or negative (a credit memo), or a mixture.

Invoice documents can be created three ways:

Manually, from the Select/Acquire Menu. Instructions are documented below.
By choosing “Pay” or “Receive and Pay” from the bottom of the Receiving Queue, which creates a new Invoice for the titles selected. Both these options use the Receiving Queue to create an Invoice document and populate it with chosen titles. From that point on, the document acts like any Saved invoice.
To learn more about the Receiving Queue, see Receiving Queue listed under Receiving.
By importing an EDIFACT Invoice message.
For instructions on how to do this, please see the Batch Framework section of the Guide to OLE System Administration Once created, the EDIFACT invoice acts like any other Saved invoice.

Getting Started

OLE 1.0 contains several roles for vendor invoicing.

To create unapproved invoicing and payment requests, please sign into OLE as:

Role	Login
Receiving-AQ3,	ole-durbin
Receiving-AQ4	ole-cstan; ole-earley
Accounting-AQ2, -AQ3, -AQ4	ole-cphovis; ole-durbin; ole-earley
Super user	ole-khuntley (can do all)

Note

For OLE 1.0, we have not yet coded full university financial integrations. To “stub” this functionality at present, and to simulate how general ledger, fund/account updates, and expenses might be approved and processed through the university financial system, all payment requests stop at the relevant Fiscal/Accounts staff for final routing/export/batch processing.

Role	Login
Fiscal officer	ole-rorenfro
Fiscal manager	ole-jaraujo

Document Layout

To make an Invoice in the Select/Acquire menu, clicks the InvoiceCreate button below the Paying submenu. This launches a blank Invoice document.

This screen includes unique Document Overview, Vendor, Invoice Info, Process Items, Account Summary tabs in addition to the standard tabs that display at the bottom of a financial transaction document.

Note

For more information about the standard tabs, see Standard Tabs on the OLE E-Docs fundamentals wiki page.

Document Overview Tab

Note

For information about the standard Document Overview tab, see Standard Tabs on the OLE E-Docs fundamentals wiki page.

Financial Document Detail Section

Financial Document Detail section definition

Title	Description
Year	Display-only. The fiscal year of the purchase order referenced by the Payment Request document.
Total Amount	Display-only. The total amount of the payment request after the request has been submitted.

Vendor Tab

The Vendor tab has two sections: Vendor Address and Vendor Info.

Vendor Address Section

Vendor Address section definition

Title	Description
Suggested Vendor	Select a vendor from the dropdown list, this will autopopulate the vendor address and some of the details in the vendor info tab. Note All POs on an invoice must use the same vendor.
Vendor Number	Display-only. Populates when the vendor is selected from the Suggested Vendor dropdown. The vendor number followed by a hyphen and the division number.
Address 1	Display-only. Populates when the vendor is selected from the Suggested Vendor dropdown.
Address 2	Display-only. Populates as necessary when the vendor is selected from the Suggested Vendor dropdown.
Attention	Display-only. Populates as necessary when the vendor is selected from the Suggested Vendor dropdown.
City	Display-only. Populates when the vendor is selected from the Suggested Vendor dropdown.
State	Display-only. Populates when the vendor is selected from the Suggested Vendor dropdown.
Province	Display-only. Populates as necessary when the vendor is selected from the Suggested Vendor dropdown.
Postal Code	Display-only. Populates when the vendor is selected from the Suggested Vendor dropdown.
Country	Display-only. Populates when the vendor is selected from the Suggested Vendor dropdown.

Vendor Info Section

Vendor Info section definition

Title	Description
Acquisition Unit's Vendor Account/ Vendor Info Customer #	Optional. Populated from the PO. Override it by entering the customer number directly.
Check Stub Notes	Optional. These three fields are for data to be passed along to whatever system your library uses to print checks. The first field mirrors the Vendor Invoice Number field, so that the invoice number will print on the check stub. The other two fields are free-text.
Payment Terms	Populates when the vendor is selected from the Suggested Vendor dropdown. Override it by selecting a different payment term from the dropdown list.
Special Handling Instructions	Optional. Additional free-text fields for instructions. Can be passed on to your check-printing system. .

Invoice Info Tab

Invoice Info tab definition

Title	Description
Vendor Invoice Number	The number assigned by the vendor to their invoice for credit.
Invoice Date	Required. Enter an invoice date or select it from the calendar .
Payment Attachment Indicator	Optional. Select the check box if an attachment (such as a copy of the invoice) must be returned to the Vendor with this payment.
Processed Date	Display-only. The date at which the payment was processed.
Invoice Sub Type	Select the locally defined invoice sub type from the drop down menu.
Payment Method	Required. This may be prepopulated from the vendor record but must not be left blank. Select the method of payment from the drop down menu.
Pay Date	Defaults to the date automatically calculated by the system. If payment terms are edited, the system repopulates this field only if it is blank. Override the automatic entry by entering a pay date or selecting it from the calendar . Note Pay Date Calculations: The pay date is calculated automatically as follows. The payment terms specified are applied to the invoice date to generate a pay date. The payment terms parameters are in the Payment Terms Type table. Additionally, ten days (or another institutionally defined default number of days) are added to the current date to generate a pay date. KUALI OLE selects the later of these two dates and uses it as the default pay date for this Payment Request document. The pay date may be entered manually, but it must not be a past date. If the date is more than 60 days from the current date, the system displays a warning message.
(Immediate Payment Indicator)	Optional. Select the Immediate Pay check box if a check is needed on the same day (overrides the pay date – subject to the rules of your accounts-payable system). This indicator allows for an approved payment request to be extracted for payment during the day.
Vendor Invoice Amount	Required. The vendor total invoice amount. Note If the invoice carries prices in two different currencies, use the currency associated with the OLE Vendor Record for this supplier. Then use only the prices in that currency throughout the document.
Extract Date	Display-only. The date the Payment record is extracted to the Pre-Disbursement Processor.
Invoice Type	Optional. Select the type of invoice. Locally defined but sample data could include values Proforma/prepay, Regular.
Bank Code	Required. The bank code will be displayed only if the Bank_Code_Document_Types includes 'PREQ' and Enable_Bank_Specification_Ind='Y'. The default bank is determined by the Default_Bank_By_Document_Type parameter. You may override this value by entering another bank code or selecting it from the Bank lookup .

Process Items Tab

This is the heart of the Invoice document, where the titles to be paid for are listed.

The Process Items tab includes a Purchase Order field and additional sections: Process Titles, including Purchase Order Documents, Current Items, and Additional Charges.

Purchase Order

To attach a title to the Invoice, you can either type the Purchase Order number into the box or search for it from the lookup .

Process Titles

Once a purchase order has been located, the Purchase Order Documents subtab of the Process Titles tab with display all the titles on that PO. Remove titles you don’t want by un-checking the “Select Item for Invoice” box.

Purchase Order Documents subtab definition

Title	Description
PO #	Displays the Purchase Order number. Click the number to open the purchase order in a new tab or window.
Close PO	If you know this is the last expected activity on this PO, you can check the box. When the Invoice is approved, OLE will automatically Close the PO. Note Whether to Close POs after receipt and invoicing is a local decision.
Action	Click add P.O. or delete P.O. to add or remove the purchase order from the Invoice document. When you’ve made your desired edits to titles from this PO, click the add P.O. button, and the checked title(s) will be moved to the Current Items section. You can then enter your next Purchase Order number to begin working on the next title on the invoice.
View related Documents	Click the document links to open the documents in a new tab or window.
Item Line #	Display-only. The line item number representing each item.
Title	Display-only. Displays the title from the bibliographic record. Click to open the editor in a new tab or window.
Copies Ordered	Display-only. Indicates the number of copies ordered from the purchase order.
Parts Ordered	Display-only. Indicates the number of parts ordered from the purchase order.
Invoiced Copies	The number of copies listed on the invoice.
Invoiced Parts	The number of parts listed on the invoice.
Invoice Price	Defaults to the price entered on the purchase order. You may change it here to the actual invoice price. You can also edit other information, like the accounting string, if desired. Note The Dollar field on the Accounting line is a reflection of the Invoiced Price field on the line item. Updating the Invoice Price automatically updates the Amount.
Discount	The amount of a discount on an item.
Discount Type	Select the type of discount from the dropdown list.
Unit Cost	Display-only. The cost of the item from the purchase order.
Extended Cost	The cost of the item after the discount has been factored in.
Select Item for Invoice	Automatically checked. Unchech the box to remove the item from the Invoice.
Accounting Lines	Required. The accounting information is pulled from the purchase order but is editable. To update the Dollar field, change the amount of the Invoiced Price.

Current Items

When you’ve made your desired edits to titles from this PO, click the add P.O. button and the checked title(s) will be moved to the Current Items section. You can then enter your next Purchase Order number to begin working on the next title on the invoice.

Once a title has been moved to the Current Items section, its price and accounting string can still be changed. Additionally, you may click delete to remove the item from the Invoice.

Additional Charges

Once you have added all the titles on your invoice, you can add other amounts on the Additional Charges tab. This tab is divided into four charge lines, each representing a different type of charge, each with its own accounting. The four Additional Charges lines are Freight, Shipping and Handling, Minimum Order, and Miscellaneous or Overhead. Each of these four lines has a ”Description” note field. This field is optional except for the Miscellaneous or Overhead section – if you enter an amount there, you must explain it in a note.

Additional Charges section definition

Title	Description
Item Type	Display-only. The type of item to be charged.
Extended Cost	Enter the extended amount charged on the invoice for this additional charge item.
Description	Required for miscellaneous charges.

You have two choices for assigning an accounting string to each type of additional charge:

You can supply an accounting string in the “Accounting Lines” subsection, or
you can have the system prorate the charge to the accounts used on the PO titles in the Current Items section. The system assumes you want to prorate the charge if you enter the charge but not an accounting string with it. The four choices for proration are:

Prorate by Price

This divides the cost among the funds used on the PO titles by the costs of those titles. This is the default option.

Example: an invoice with three titles:

Title 1:2 copies, $25.00 each, charged to chart UP / account PSYCHOL / object code 0010

Title 2: 1 copy, $30.00, charged to chart UP / account ECONOMI / object code 0020

Title 3: 1 copy, $20.00, charged to chart UP / account LITERAT / object code 0010

A Freight charge of $12 is entered with no accounting line. The system creates the following lines:

$6.00, charged to chart UP / account PSYCHOL / object code 0010

$3.60, charged to chart UP / account ECONOMI / object code 0020

$2.40, charged to chart UP / account LITERAT / object code 0010

Prorate by Quantity

This divides the cost among the funds used on the PO titles by the quantities being invoiced.

Example: an invoice with three titles:

Title 1:2 copies, $25.00 each, charged to chart UP / account PSYCHOL / object code 0010

Title 2: 1 copy, $30.00, charged to chart UP / account ECONOMI / object code 0020

Title 3: 1 copy, $20.00, charged to chart UP / account LITERAT / object code 0010

A Freight charge of $12 is entered with no accounting line. The system creates the following lines:

$6.00, charged to chart UP / account PSYCHOL / object code 0010

$3.00, charged to chart UP / account ECONOMI / object code 0020

$3.00, charged to chart UP / account LITERAT / object code 0010

Prorate Manually

This divides the costs among the funds used on the PO titles, but requires the operator to type in the amounts. Use this option when you need to divide the costs unevenly among the funds.

Example: an invoice with three titles:

Title 1:2 copies, $25.00 each, charged to chart UP / account PSYCHOL / object code 0010

Title 2: 1 copy, $30.00, charged to chart UP / account ECONOMI / object code 0020

Title 3: 1 copy, $20.00, charged to chart UP / account LITERAT / object code 0010

A Freight charge of $12 is entered with no accounting line. The system creates the following lines:

an accounting line for chart UP / account PSYCHOL / object code 0010, with a blank amount

an accounting line for chart UP / account ECONOMI / object code 0020, with a blank amount

an accounting line for chart UP / account LITERAT / object code 0010, with a blank amount

No Proration

Changing to No Proration deletes the prorated accounting lines already supplied. This option will primarily be used when you’ve started prorating the charges, but want to switch back to supplying accounts manually.

Account Summary Tab

The Account Summary tab will summarize all accounts attached to the invoice and their respective charges after calculation. Information in the account summary is divided first by account, then by line item or additional charges line. Charges prorated to multiple accounts will be represented separately. Any changes made to accounting line items will not be updated until the Invoice has been calculated and the “Refresh Account Summary” button at the top of the tab has been clicked.

Click to reload the page and view all the fiscal years, accounting lines and dollar amounts for this requisition.

Process Overview

To create an Invoice:

Create an Invoice edoc.
Enter the suggested vendor, add additional information as necessary.
Enter the required fields and any additional information to the Invoice Info tab.
Search for a Purchase Order and modify the item as necessary. Click add P.O.
Update the accounting lines and prorate as needed.
Save or submit the Invoice.
When the Submit, Approve, or Blanket Approve buttons are clicked, OLE compares the total invoice charges (including additional charges) with the Vendor Invoice Amount entered earlier. If they do not match, a warning message appears. Clicking continue submits or approves the invoice, making the necessary ledger entries back on the individual invoice lines. (The “vendor invoice amount” is retained on the document, but nothing further is done with it.)

Business Rules

An Invoice can be Saved once its required fields have been filled in (see above) and at least one title has been added to the Current Titles section.
While the Invoice is in Saved status, it can be closed at any time. When reopened, the operator can continue to modify it: adding more titles, removing titles, changing prices, etc.
There are two ways to approve an invoice:
1. Clicking on the Submit button at the bottom of the document submits the document to the workflow your site has defined for invoices. The most common workflow is for the document to be routed to a Fiscal Officer for approval. The Fiscal Offer would then find the document listed in his/her Action List:
  The Fiscal Officer would open it from there, modify it if necessary, and then Approve it by clicking the “Approve” button at the bottom of the document.
  A Fiscal Officer can also choose to Disapprove an Invoice, by clicking the “Disapprove” button at the bottom of the document. This might happen if the document was created in error, or was found to be a duplicate not caught earlier in the process. Once Disapproved, the document is retained permanently in the system, but no further action can be taken on it.
2. OLE can allow a user to approve his/her own Invoices if desired. The user must be authorized to approve invoices, and the workflow would have to not require routing. In that circumstance, a “blanket approve” button will also appear at the bottom of the screen
  Note
  While this functionality is available in OLE, many sites will choose not to use it, instead requiring all invoices to be routed to another user for approval. If the workflow has been set to require a separate approver, no “blanket approve” button will appear.
An Invoice cannot be edited once it has been Approved. If a correction is made, it must be submitted via a new document (another Invoice, a Credit Memo, or a General Ledger Correction document).

Post-Approval

Once an Invoice is approved, OLE takes several actions without further operator input:

It creates Payment Request (PREQ) documents for all positive amounts on the Invoice. One PREQ is created for each PO on the invoice
Example: if an invoice contains 4 line items with positive prices:
2 from PO 1014
1 from PO 1024
1 from PO 1065
OLE will create three PREQs when the invoice is approved.
The PREQs are usually automatically approved at the same time they are created.
It creates Credit Memo (CM) documents for all negative amounts on the Invoice. Like the PREQs, these are automatically approved.
It writes the totals from these PREQs and CMs to a particular set of tables, to enable local extraction of the data for transmission to other accounting systems
Note
OLE does not contain hard-coded functionality for this extraction, since it will vary for each institution, depending on the needs of their local systems. Instead, OLE compiles this data in one set of tables for easy extraction.
It updates balances in the General Ledger (G/L), changing the Invoice amounts from Pending expenditures to actual expenditures, and relieving encumbrances as appropriate.

Vendor Credit Memo Search

> > >

OLE offers a customized document search related to credit memos. The search screen contains the standard search fields along with special fields that are unique to this type of e-doc.

Note

For information about performing a search for one or more credit memos, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Note

For information about Document lookup fields that are specific to credit memos, see “Document Layout” under Vendor Credit Memo.

Vendor Credit Memo

>>>>

The Vendor Credit Memo (CM) document allows you to process vendor refunds for goods or services related to invoices processed on POs. You may process a vendor credit memo against a specific payment request, a purchase order, or a vendor ID.

Note

You must be a member of the role OLE-SELECT Accounting-AQ2, -AQ3 or -AQ4 to initiate the Vendor Credit Memo document.

Document Layout

Two screens are associated with this e-doc—an initiation screen with a single folder, followed by a main screen with multiple folder tabs.

Credit Memo Initiation Tab

When you select Vendor Credit Memo from the main menu, the system displays the Credit Memo Initiation tab.

This tab is used to specify the vendor credit memo number, date, and amount for the credit memo along with the number for a payment request, a purchase order, or a vendor in order to initiate the Vendor Credit Memo document.

Credit Memo Initiation tab definition

Title	Description
Credit Memo # from Vendor	Required. Enter the number found on the vendor's credit memo.
Credit Memo Date	Required. Enter the date found on the credit memo itself or select the date from the calendar .
Vendor Credit Memo Amount	Required. Enter the net amount of the credit.
Payment Request #	Specify a payment request number in this field only if the vendor credit memo is processed against a specific payment request. See note below.
Purchase Order #	Specify a PO number in this field only if the vendor credit memo is processed against a specific PO. See note below.
Vendor #	Specify a vendor number in this field only if the vendor credit memo is general in nature (not applicable to a specific payment request or a specific PO). See note below.

Note

An entry in one and only one of these three fields is required: Payment Request #, Purchase Order #, or Vendor #.

Click to begin initiation of this vendor credit memo.

The Vendor Credit Memo document continues from the initiation screen to the main document screen that displays the unique Vendor, Credit Memo Info, and Process Items tabs in addition to the standard e-doc tabs.

Note

For information about the standard tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.

Vendor Tab

The Vendor tab allows you to modify the vendor address information via address lookup if the credit memo has been processed against a PO or a vendor. You may also add check stub notes on this tab.

This tab contains two sections, Vendor Address and Vendor Info.

Vendor Address section definition

Title	Description
Vendor	Display-only. The name of the vendor.
Vendor #	Display-only. The number that uniquely identifies the particular vendor.
Address 1	Required. The first line of the vendor's address. A change of address is possible via lookup for credits processed referencing the PO or referencing the vendor. Note The lookup is not provided if a payment request number was entered in the Credit Memo Initiation tab Leave as is or search for the address from the Address lookup .
Address 2	Display-only. The second line of the vendor address.
Attention	Display-only. If the credit memo is against a payment request and the payment request had an attention line completed, the name in the attention line on the payment request populates this field.
City	Display-only. The city of the vendor's address.
State	Display-only. The state of the vendor's address.
Province	Display-only. The province of the vendor's address (foreign addresses).
Postal Code	Display-only. The postal code of the vendor's address.
Country	Display-only. The country of the vendor's address.

Vendor Info Section

Vendor Info section definition

Title

Description

Acquisition Unit’s Vendor account / Vendor Info

Customer #

Display-only. The ID number for the customer. The system displays this value if a customer number exists on the referenced document. A change of customer number is possible via lookup for credits processed referencing the PO or the vendor.

Note

The lookup is not provided if a payment request number was entered in the Credit Memo Initiation tab.

Check Stub Notes

Optional. Enter text to be printed on the check stub.

Credit Memo Info Tab

The Credit Memo Info tab displays information pertinent to the current credit memo. In the examples below, the first credit memo is against a payment request and the second is against a vendor.

Credit Memo Info tab definition

Title	Description
Credit Memo # from Vendor	Display-only. The credit memo number as entered on the Credit Memo Initiation tab.
Credit Memo Date	Display-only. The credit memo date as entered on the Credit Memo Initiation tab.
Vendor Credit Memo Amount	Display-only. The amount of the credit as entered on the Credit Memo Initiation tab. This field is displayed only on an in-process Vendor Credit Memo document. After the document has been submitted, the field no longer carries forward.
PO End Date	Display-only. The end date automatically populated from PO information.
PO Notes	Display-only. 'Yes' if the PO contains notes.
Extract Date	Display-only. The date the credit record was extracted to the Pre-Disbursement Processor.
Credit Type	Corresponds to the Invoice Type on Payment Requests. Enter a value or search from the lookup .
Bank Code	Required. The bank code will be displayed only if the Bank_Code_Document_Types includes 'CM' and Enable_Bank_Specification_Ind=‘Y.’ The default bank is determined by the Default_Bank_By_Document_Type parameter. You may override this value by entering another bank code or selecting it from the Bank lookup .
Credit Memo Type	Display-only. Indicates whether this credit memo references a payment request, PO, or vendor.
Vendor #	Display-only. Automatically populated based on the entry in the Credit Memo Initiation tab that references either the payment request, the purchase order or the vendor number. The vendor number is followed by a hyphen and the division number.
Purchase Order #	Display-only. The referenced purchase order number or the purchase order number associated with the referenced payment request.
Payment Request #	Display-only. If processing a credit against a payment request, this field is populated based on the entry in the Credit Memo Initiation tab.
AP Processed Date	Display-only. The date the vendor credit memo was submitted by Accounts Payable.
Credit Sub Type	Corresponds to the Invoice Sub Type of the payment request. Example values may include "regular" and "supplemental". Enter a value or search from the lookup .
Payment Method	Select the method of payment from the drop down menu.

Process Items Tab

The Process Items tab identifies the lines of a specified purchase order or payment request that this credit relates to. It also indicates the dollar amounts to be credited to individual lines and allows you to edit the accounting information associated with these lines. It also allows you to enter additional credits pertaining to items such as restocking fees or miscellaneous credits.

The tab includes two sections: Items and Additional Charges. In the example below, the credit references a purchase order.

Items Section

The makeup of the Items section varies based on whether the credit is being applied to a purchase order, payment request or vendor. If crediting by vendor, the Items section contains no fields. See below for the section definition when the CM is based on a vendor number or a payment request.

Process Items tab definition (credit references a purchase order)

Title	Description
#	Display-only. The item line number from the PO.
PO Qty	Display-only. The quantity of items available for credit.
PO Unit Price	Display-only. The unit price copied from the PO for this line item.
Total Invoice Cost	Display-only. The total amount already invoiced and available to credit for this line item.
CM Qty	Optional. Enter the number of items for this line that are to be credited. This entry increases the Open Qty value for this line item on the PO.
CM Unit Price	Optional. The unit price for this line item to be processed as a credit. This field is automatically populated using the price from the PO, but it may be edited to match the credit memo unit price.
Prorated Surcharge	Additional charge applied to the line item based on the proportional distribution.
Credit Processed	If blank and if the credit memo quantity invoiced is populated, the system calculates the credit processed for this line item when you click the calculate button. Note If the field already contains a value, you must delete the value in order to populate a new value by clicking calculate. Override the amount as needed.
Total Amount	Display-only. The sum of credit processed, if applicable.
Catalog #	Display-only. The catalog number for this item on the PO.
Description	Display-only. The description for this item on the PO.

In this next example, the credit references a payment request.

Process Items tab definition (credit references a payment request)

Title	Description
#	Display-only. The item line number from the payment request.
PREQ Qty Invoiced	Display-only. The quantity of items available to be credited on the specified Payment Request document.
PREQ Unit Price	Display-only. The unit price copied from the payment request for this line item.
Total Invoice Cost	Display-only. The total amount available to be credited for this line item on the specified Payment Request document.
CM Qty	Optional. Enter the number of items for this line that are to be credited. This increases the Open Qty value for this line item on the PO.
CM Unit Price	Optional. The unit price for this line item to be processed as a credit. This field is automatically populated using the price from the payment request, but the unit price may be edited if the credit reflects a different price.
Prorated Surcharge	Additional charge applied to the line item based on the proportional distribution.
Credit Processed	If blank and if the credit memo quantity invoiced is populated, the system calculates the credit processed for this line item when you click the calculate button. Note If the field already contains a value, you must delete the value in order to populate a new value upon next calculate. Override the amount as needed.
Total Amount	Display-only. The sum of credit processed.
Catalog #	Display-only. The catalog number for this item on the PO.
Description	Display-only. The description for this item on the PO.

Additional Charges Section

Additional Charges section definition (credit references a payment request)

Title	Description
Item Type	Display-only. The type of item to be charged. Note An entry of 'Less Restocking Fee' reduces the amount of any credit entered for other item types.
Credit Processed	Optional. Enter the amount that corresponds to this item type. Note A 'Miscellaneous Credit' entry can be entered as a positive or negative amount if the parameter allows this choice. A positive amount increases the credit total.
Total Amount	Display-only. The sum of credit processed.
Description	Parameters control whether descriptions are required.

You may also prorate the additional charges to the invoiced titles. Enter the amount of the additional charge, select to prorate by Quantity, Dollar, or Manual Prorate. If Manual prorate is selected, enter the amount you would like prorated to each title.

For a vendor credit memo referencing a vendor ID, additional charges are the only types of information displayed in the Process Items tab. Dollar amounts are not prefilled, so you must enter accounting information.

In the example below, the credit references a vendor number.

This section presents information about restocking fees and miscellaneous credits that apply to the credit memo.

Additional Charges section definition (credit references a vendor number)

Title	Description
Credit Processed	The dollar amount to be applied to this vendor credit memo.
Total Amount	Display-only. The sum of credit processed, if applicable.
Description	Required by default for miscellaneous credit only. Note The Item_Types_Requiring_User_Entered_Description parameter controls whether the description is required or optional.

Note

Click show/hide to display or hide item accounting lines for each line item or additional item.

View Related Documents Tab

The View Related Documents tab collects information about Purchasing/AP documents related to this Vendor Credit Memo document. For example, it displays identifying information and any pertinent notes for the requisition, purchase order, receiving documents, payment requests, or other vendor credit memos associated with the purchase order.

This tab lists related documents.

View Related Documents tab definition

Title	Description
Date	Display-only. The date the related document was created.
User	Display-only. The user who created the related document. Entry of 'Kuali System User' means the document was automatically created by the system.
Note	Display-only. A note describing the document.

To access one of these related documents, click its document number. The system displays the document in a separate window.

View Payment History Tab

The View Payment History tab tracks payment information related to the purchase order associated with this Vendor Credit Memo document. It shows pending payment information and updates indicating when a payment was processed through the Pre-Disbursement Processor (PDP). This tab also shows any other vendor credit memos that have been processed against the related purchase order and any associated payment requests.

Payment Requests section definition

Title	Description
PREQ#	Display-only. The payment request number.
Invoice #	Display-only. The invoice number.
PO#	Display-only. The purchase order number.
PREQ Status	Display-only. The payment request status.
Hold	Display-only. Displays 'yes' if the payment request in on hold. Displays 'no' if the payment request is not on hold.
Req Canc	Display-only. Displays 'yes' if the payment request has been requested to be canceled. Displays 'no' if the payment request has not been requested to be canceled or if the 'request cancel' has been removed.
Vendor Name	Display-only. The vendor name associated with this payment request.
Customer #	Display-only. The customer number associated with this payment request.
Amount	Display-only. The payment request amount.
Pay Date	Display-only. The date the payment is scheduled to extract to PDP.
PDP Extract Date	Display-only. The date the payment request was extracted to the Pre-Disbursement Processor for disbursement processing.
Paid?	Display-only. Displays 'yes' if the payment has been disbursed. Displays 'no' if the payment has not been disbursed.

Credit Memos section definition

Title	Description
CM#	Display-only. The credit memo number assigned by OLE.
Vendor CM#	Display-only. The credit memo number assigned by the vendor.
PREQ#	Display-only. The payment request number, if a payment request was referenced in processing the credit memo.
PO#	Display-only. The purchase order number associated with this credit memo.
Credit Memo Status	Display-only. The credit memo status.
Hold	Display-only. Displays 'yes' if the credit memo is on hold. Displays 'no' if it is not on hold.
Vendor Name	Display-only. The vendor name associated with this credit memo.
Customer #	Display-only. The customer number associated with this credit memo.
Amount	Display-only. The dollar amount associated with this credit memo.
APAD Date	Display-only. The Accounts Payable approved date (that is, the date the Accounts Payable User submitted the credit memo).
PDP Extract Date	Display-only. The date the credit memo was extracted to the Pre-Disbursement Processor for disbursement processing.
Paid?	Display-only. Displays 'yes' if the credit has been disbursed. Displays 'no' if it has not been disbursed.

Process Overview

Business Rules

If the vendor number and credit memo number match those of a CM previously processed, a warning notifies you of the potential duplicate. You may override the warning and continue.
If the credit memo amount and credit memo date match those of a CM previously processed, a warning notifies you of the potential duplicate. You may override the warning and continue.
A credit memo may be processed against a payment request, a purchase order, or a vendor, but only one of the three.
A credit memo processed at the vendor level requires processing on the Miscellaneous line. Accounting must be added to the Miscellaneous line during processing
When a credit memo is processed at the level of payment request or purchase order and the purchase order has been closed, you may reopen the purchase order.
Modification of remit addresses is permitted for a credit memo referencing a PO or a vendor. The address lookup functionality is used to modify the remit address.
After being approved by AP, accounts cannot be changed on a credit memo.
The system re-encumbers amounts associated with each line item on a credit memo. The Amount encumbered follows the rules of PO encumbrance (CM Quantity x PO Unit Cost), which is similar to the payment request disencumbrance that utilizes the PO unit cost rather than the PREQ unit cost if the two unit costs are different.
Accounts encumbered are the accounts on the original PO, with the account distribution in proportion to the distribution on the PO if more than one account is involved per line item. PO open quantities are incremented by the line item quantity on a credit memo.
- Credit entry: The accounts (full accounting string) on the vendor credit memo are credited in the G/L at the time of AP submit. The G/L entry is made in summary for each accounting string. (So, for example, if three line items on a CM use the same accounting string, only one expense credit entry—not three—is created in the G/L for that accounting string.)
- Debit entry: Create one offset to object code 9041 for each account and sub-account combination on a CM.
After being canceled, the G/L entries of the credit memo are reversed, any encumbrance created from AP approval of the credit memo are reversed, and any PO open quantities that were incremented from the creation of the credit memo are decreased.
FYI notification on a credit memo routes to the fiscal officer or CM delegate per the account number(s) on the credit memo.
A credit memo may be canceled or placed on hold at any time prior to extraction.
When a credit memo is in 'AP-Processed' status, it is eligible to be extracted to PDP for disbursement.
The system groups all PREQs and CMs eligible for extract for disbursement as a positive payment based on vendor and processing campus.
Credit memo searches are available to all users.

Routing

The Vendor Credit Memo document is initiated by a member of the Accounting-AQ2, -AQ3, -AQ4 roles. Routing is dependent on whether an image attachment is part of an institution's configuration.

An Accounting-AQ2, -AQ3, or -AQ4 clicks the submit button to complete the processing of a Vendor Credit Memo document. The document goes into 'Awaiting AP Review' status if Require_attachment_ind='Y'. The AP Review status may be satisfied by an image attachment or in another fashion (configurable at your institution). After AP review, the document routes to the fiscal officer or fiscal officer delegate as an FYI. At the AP Review routing level, approvers are not permitted to change content on the document. They may only add notes and attachments and approve or cancel.
The document routes an FYI copy to the fiscal officer associated with each account number that appears on the vendor credit memo.

Note

The Timing of G/L Update:After a CM document has been created and submitted, it updates the G/L the next time a batch process runs. Note that this is different from most OLE docs, which do not update the G/L until the document receives all approvals. If accounting entries on the document change before it reaches 'FINAL' status, the G/L entries are updated accordingly the next time a batch process runs.

Initiating a Vendor Credit Memo Document

Select Vendor Credit Memo from the Purchasing/Accounts Payable submenu group on the Transactions menu group on the Main Menu tab.
Log into OLE as necessary.
The system displays a blank Vendor Credit Memo Initiation tab with a new document ID.
Complete the Credit Memo Initiation tab as follows:
a) Enter values for Credit Memo # from Vendor, Credit Memo Date, and Vendor Credit Memo Amount.
b) Enter a value for one and only one of these: Payment Request #, Purchase Order #, or Vendor #.
Click .
Complete the Vendor tab as follows:
a) Verify the vendor address.
b) Add check stub notes if requested.
Review the Credit Memo Info tab and update the bank code, if necessary.
Complete the Process Items tab as follows:
a) For quantity-based line items, enter the credit memo quantity from the vendor credit.
b) For non-quantity-based line items, enter the credit processed amount using the vendor credit amount.
c) Enter a credit processed amount for additional charges, if needed. Miscellaneous charges require a description, depending on parameter setup.
Complete the standard tabs as necessary: Document Overview, Notes and Attachments, Ad Hoc Recipients, and Route Log.
Note
For information about the standard tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.
Click the button.
Click .
AP reviewers approve the document if the parameter Require_attachment_ind='Y'.
Note
For more information about how to approve a document, see Workflow Action Buttons on the OLE Workflow Overview and Key Concepts wiki page.

Placing a Credit Memo On Hold

An AP user may choose to place the credit memo on hold or remove the hold when it is no longer necessary. The hold flag prevents a vendor credit memo from being extracted and applied. When a document is taken off hold, it retains the status it had when the hold flag was set.

A credit memo in the 'AP-REVIEW' or 'COMPLETE' status may be placed on hold from the time of AP Submit until the time the credit extracts it to the Pre-Disbursement Processor.

To place a credit memo on hold, you must attach a note to the document explaining why it has been put on hold. To put a credit memo on hold:

After displaying the credit memo, click .
Enter a reason for putting the CM on hold and click .
The system marks the vendor credit memo as being in 'HOLD' status. It also displays a large header on the document indicating who placed the order on hold.

Removing a Vendor Credit Memo Hold

Either the person who placed the credit memo on hold or an AP supervisor may take a vendor credit memo off hold. To take a credit memo off hold:

Display the CM and click .
Enter the reason for removing the hold and click .
In the Notes and Attachments tab, the system displays the history of this action.

Example

A vendor issues a $30.00 credit for two items that were returned after payment was made. An AP user creates a credit memo referencing the payment request document that issued a payment for these two items.

The initiator, a user with the role of Accounting-AQ2, -AQ3, or -AQ4, creates a new credit memo document by entering the vendor credit memo number, amount and date; and one of the following: the payment request number, the PO number, or the Vendor number. When the initiator clicks continue, the system generates the Vendor Credit Memo document. In the Process Items tab, the initiator enters the quantity being credited and clicks calculate. At this point, the document is ready for submission and routing.

Chapter 5. Receiving Materials: Standard Transactional E-docs

Table of Contents

Monograph Receiving Search

Monograph Receiving (Line Item Receiving)

Getting Started
Document Layout
Process Overview

Receiving Queue: Express Receiving

Receive
Create Receiving
Pay
Receive and Pay

Serials Receiving Transaction

Getting Started
Document Overview
Process Overview

> >

On the Select/Acquire tab, the Receiving submenu provides access to receiving e-documents.

Monograph Receiving Search

> > >

OLE offers a customized document search related to receiving. The search screen contains the standard search fields along with special fields that are unique to this type of e-doc.

Note

For information about performing a search for one or more receiving e-docs, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Note

For information about Document lookup fields that are specific to receiving, see “Document Layout” under Receiving (Line Item Receiving).

Monograph Receiving (Line Item Receiving)

>>>>

The Line Item Receiving (RCV) document is used to acknowledge the receipt of goods or services on purchase order line items for which a quantity is given. Line item receiving is used to record the quantities of items received, damaged, returned or unordered on a purchase order.

When the purchase order routing is completed and the PO becomes fully approved, if the Receiving Required flag is not 'Yes,' the attributes of the purchase order are compared to the Receiving Thresholds table. If one of the attributes on the purchase order matches the Thresholds table, then the Receiving Required flag is set to 'Yes'. Amendments are also evaluated to determine whether the flag should be set if payment requests have not yet been processed against the purchase order.

When receiving is required, the Receiving document is processed against a purchase order to satisfy confirmation of satisfactory receipt of the goods.

Note

When receiving is satisfied, the payment request is eligible for auto approval for payment without regard to dollar amount limits. For this reason, it is important that the fiscal officer (or delegate) understand that the receiving document does not replace the fiscal officer (or delegate's) responsibility to confirm that accounts are properly charged and the proper amount is paid. The receiving document satisfies the receipt of goods only. The fiscal officer or delegate is responsible for ensuring that the amounts to be paid are correct and the correct accounts are charged.

Note

When receiving required is 'Yes', the payment request document does not route for fiscal officer approval until sufficient quantity has been documented as received.

Note

The auto approval process is designed to push payments through so that vendors are paid on time. The fiscal officer is permitted to approve all payments, not just those that require positive approval.

Getting Started

In order to receive an item in OLE, you need a corresponding open purchase order that has not been completely received. You should be logged in as a staff member with receiving permissions.

Anyone in the Receiving staff roles can create/complete Receiving documents via Blanket Approve permissions, with no further approvals required. In addition, these staff can create unapproved vendor invoices/payment requests.

Role	Login
Receiving-AQ2	ole-cphovis
Receiving-AQ3	ole-durbin
Receiving-AQ4	ole-cstan; ole-earley
Super user	ole-khuntley (can do all)

Document Layout

Line Item Receiving documents may be created in several ways—by selecting the Search or Create link on the Select/Acquire menu or by viewing the purchase order and then clicking the receiving button. OLE also contains a Receiving Queue for quick, straightforward receiving.

Line Item Receiving Initiation Tab

When you first access the Line Item Receiving document, the system displays the Line Item Receiving Initiation tab. The fields on the initiation screen are used to detect duplicate entries. Initiating the Line Item Receiving document in this manner allows the system to provide feedback to you regarding potential duplicate entries.

Here you enter information to create a new Line Item Receiving document.

Line Item Receiving Initiation tab definition

Title	Description
Purchase Order #	Required. Enter the PO number associated with the goods for which line item receiving is being processed.
Date Received	Required. Enter the date of the vendor's receiving document.
Packing Slip #	Enter the packing slip number if included on the receiving document.
Bill of Lading #	Enter the bill of lading number if included on the receiving document.
Carrier	Select from the list to specify the freight carrier used by the Purchasing Department.

Click the button to display tabs of the main Line Item Receiving document.

Line Item Receiving Document

This main screen for the Line Item Receiving document includes unique Vendor, Titles, and Delivery tabs in addition to the standard tabs that display at the bottom of a financial transaction document.

Note

For more information about the standard tabs, see Standard Tabs on the OLE E-Docs fundamentals wiki page.

Document Overview Tab

The Document Overview tab is standard except that the Description field defaults to the purchase order number and vendor's name.

Document Overview tab definition

Title	Description
Description	Defaults to the purchase order number and vendor's name
Org. Doc. #	The organization document number. If the organization does not use an internal referencing system, this field is left blank.
Explanation	Allows you to include additional information about the document that does not fit into the Description field (which is limited to 40 characters).

Vendor Tab

The Vendor tab contains vendor details related to the items being received.

Vendor tab definition

Title	Description
Vendor	Display-only. The vendor name from the Purchase Order document.
Vendor #	Display-only. The OLE-generated identifying number assigned to this vendor.
Address 1	Display-only. The first line of the address for the selected vendor.
Address 2	Display-only. The second line of the address for the selected vendor.
Date Received	Required. Defaults from the initiation tab but can be changed.
Packing Slip #	Defaults from the Line Item Receiving Initiation tab but can be edited.
Bill of Lading #	Defaults from the Line Item Receiving Initiation tab but can be edited.
City	Display-only. The city associated with this vendor. This entry is required under certain circumstances (such as, for a U.S. address).
State	Display-only. The state associated with this vendor.
Postal Code	Display-only. The postal code for this vendor address. Postal codes are required under certain circumstances (such as, for a U.S. address).
Country	Display-only. The country associated with this vendor.
Reference #	Allows you to add additional information that will assist with document searching.
Carrier	Defaults from the Line Item Receiving Initiation tab but can be edited.

Title Tab

The Titlestab displays the lines of the PO that this receiving document relates to. On this tab the quantity received for each line item number is recorded. If known at this time, quantity returned and quantity damaged are also recorded; otherwise, this information can be added later by using the Receiving Correction document. Click to receive the title, click edit to access the Bibliographic Editor and modify the record.

Note

To receive additional titles on a PO, users must create a purchase order amendment (POA). A POA is created when a change or addition is made to an existing PO. If the existing PO is open then the PO can be amended, if the PO is closed then the PO has to be opened and then amend the PO. PO amendments allows for changes in number of copies, adding a copy for a different location or fund or for adding a new title to the existing PO. To learn more about creating a POA, see Purchase Order Amend

Receiving Titles section

Titles tab definition

Title	Description
Line #	Display-only. The line number on the receiving document. The line number corresponds to the line number on the purchase order.
Vendor Item Identifier	Display-only (optional for new line items) Identifies a vendor item identifier if one has been provided by a vendor.
Description	Concatenated data values from the related bibliographic description.
Format	Display-only (optional for new line items). Identifies the Format for this line item.
Qty Ordered	Display-only. Indicates the original quantity ordered from the purchase order.
No. of Parts Ordered	Display-only. Indicates the original number of individual pieces ordered from the purchase order.
Prior Qty Received	Display-only. Indicates the sum of total quantity received minus total quantity returned from all previously submitted Line Item Receiving documents.
Prior Parts Rcd	Display-only. Indicates the sum of total of parts received minus total parts returned from all previously submitted Line Item Receiving documents.
Qty to be Received	Display-only. The Quantity Ordered minus the Prior Quantity Received.
Parts to be Rcd	Display-only. The No. Parts Ordered minus the Prior Parts Received.
Item Received Total Quantity	The quantity of this item received in this shipment. Note If you receive additional copies of an item, you will need to fill in the Copies section.
Item Received Total Parts	The parts of this item received in this shipment.
Item Returned Total Quantity	The quantity to be returned to the vendor.
Item Returned Total Parts	The parts to be returned to the vendor.
Item Damaged Total Quantity	The quantity received that was damaged.
Item Damaged Total Parts	The part(s) received that was (were) damaged.
Addition Reason	Required. When adding items, indicates the reason this line item is being added (i.e., 'substitution' or 'not on order').
Available to the Public	Optional. Indicates whether or not a bibliographic description shall be exposed to users prior to purchase/receipt. Default is checked for yes.
Bib Info	To modify the bibliographic record, click edit. Click receive to receive the item.

Note

In prior versions of OLE, users could add additional line items from the Receiving Document. In 1.0, users must access the open Purchase Order and amend it to add additional items.

Notes and Instructions

OLE provides three forms of receiving line item notes that are specific to receiving activities:

Exception Notes: to note damaged, unusual, or other exceptions for the line item. Future workflow rules will be tied into exception notes.
Receipt Notes: general notes for recording receipt statements on the item in hand
Special processing instructions: users cannot input these instructions during receiving, but are required to check-off, or acknowledge any special instructions transferred from the Purchase Order for this line item- this must be completed prior to submitting the document.

Multiple Copies

If there are multiple copies ordered, you will need to receive each one individually from the Copies section. In the Copies section, click the button.

The expanded section appears:

Copies section definition

Title	Description
Enumeration	Descriptive information for the numbering scheme of the item.
Location	The home location of the title being requested.
Copy Number	Identifies the number of copies a library location has of the same item.
Receipt Status	Display only. Identifies the receiving status of the item.
Action	Click to receive the item and update the receipt status.

Delivery Tab

The Delivery tab contains information about where goods ordered on this order should be delivered. It also displays delivery contact information and any special delivery instructions. All fields in this tab come from the purchase order's Delivery tab.

Delivery tab definition

Title	Description
Delivery Campus	The campus code where the goods were delivered.
Building	The building where the goods were delivered.
Address 1	Address line 1 where the goods were delivered.
Address 2	Address line 2 where the goods were delivered.
Room	The room number where the goods were delivered.
City	The city where the goods were delivered.
State	The state where the goods were delivered.
Postal Code	The postal code where the goods were delivered.
Country	The country where the goods were delivered.
Delivery To	The person to whom the delivery was made.
Phone Number	The phone number of the delivery-to person. (Formatted: xxx-xxx-xxxx)
Email	The email address of the delivery-to person.
Date Required	The date the delivery was required.
Date Required Reason	If a date required was entered the date required reason is displayed here.
Delivery Instructions	Displays any special delivery instructions for the items.

Process Overview

To receive the item in hand:

Open the Line Item Receiving edoc.
In the Titles tab, click under the Action column.
Once you have received all the items you want from this Purchase Order, click the button at the bottom of the screen. This changes the status of the Receiving e-Doc to “Complete”, and prevents any further receiving on it.
Tip
Tip: The blanket approve option will only appear if you are logged in as a member of the OLE_RCV or OLE-Receive-Mgr groups. Otherwise (if you are a member of OLE-Invoicing), you must click on the button, review the route log by opening the Route Log tab and click next to Future Action Requests.

To receive a partial shipment, only receive the items that are in hand.

To return items, enter quantities in the Item Returned fields or Item Damaged fields and add an exception note. The Purchase Order will reflect the return.

Receiving Damaged Items or Exceptions

To receive damaged items or exceptions, on the Titles tab of the Receiving e-document:

Open the exception notes subtab.
Select the Exception Type from the dropdown list.
Add an exception note as needed.
Click .

Receiving Correction

Receiving corrections are a version of receiving for use after receiving has been completed and approved. While authorized users may continue to initiate multiple receiving documents on a single Purchase Order (subject to quantities ordered), corrections to a single document are accomplished via Receiving Correction.

Search for and open the correct receiving document. At the bottom of the screen click correction.

A popup window will appear allowing users to enter a note. This note is required to correct the receiving document. Click yes to proceed to the Receiving screen and make modifications or unreceive items.

Business Rules

When the Receiving document is submitted, the No Of Copies Received and No Of Parts Received fields are updated on the purchase order with the Receipt Statusreflecting the item's Receiving status.
Notes in the Notes and Attachments tab are used to record any additional detail about damaged goods.
After the document has been submitted, a correction document needs to be processed to reduce or increase the quantity received, returned, and/or damaged if the original entered amounts are determined to be in error.

Routing

If other receiving or payment actions are in progress against this Purchase Order and receiving document (i.e., and not yet approved), you may be prohibited from processing additional receiving until completed.

Receiving Queue: Express Receiving

> > > >

The Receiving Queue is intended to be a quicker way to do straightforward receiving, and offers the option to receive and pay, receive or pay without receiving.

Purchase orders with special processing instructions are filtered out of Receiving Queue searches, and must be received via the standard Line Item Receiving document. Additionally, items that have been damaged, returned, or are only part of an order must also be received through the Line Item Receiving document.

Note

For information about Line Item Receiving, see Receiving (Line Item Receiving).

To successfully complete receiving with this method you must be logged in as a member of one of the following groups:

Role	Login
OLE_SELECT Acquisitions-AQ2	ole-cphovis
OLE_SELECT Acquisitions-AQ3	ole-cstan, ole-durbin
OLE_SELECT Acquisitions-AQ4	ole-earley
OLE_SELECT Acquisitions-AQ5	ole-ejacob; ole-fermat
OLE_RCV	ole-mshaun

If you are not logged in as a member of OLE_RCV, the receiving document will be routed to a member of OLE_RCV for final approval.

On the Select/Acquire tab, click on the Receiving Queue link listed under the Receiving submenu.

It will bring you to this screen:

The Receiving Queue allows users to search by PO, ISXN, Title, Order type, monograph, vendor and dates.

This search filters for all Purchase Orders with Open statuses that have no Special Processing Instruction Notes that may have been entered on the original Requisition. (Special Processing Instruction Notes require acknowledgement during receiving. Titles with special processing instruction notes therefore cannot be received via the Receiving Queue.)

For information about Line Item Receiving see Receiving (Line Item Receiving)

Pay

This choice will allow open and received PO documents with no payments to be paid but not received. This option can be used for pre-payments and for expending funds. Payments are made by creating a new invoice or adding PO to an existing invoice.

Click the check box to the left of the title(s) you want to receive, and then click the pay button at the bottom of the page:

This will bring up the Add Pay and Receiving Pay screen.

Users may choose to add titles to a new invoice or to an existing invoice.

Add Titles to New Invoice

To add titles to a new invoice, enter the Invoice Date or search for it from the calendar icon .

Check the Vendor Invoice Amount

Enter a Vendor Invoice Number, a searchable number assigned by the library.

Receiving is not complete until the document is submitted. If the process is cancelled, the items will not be received within OLE.

Serials Receiving Transaction

> > > > >

A Serials Receiving Record is used to receive, claim and otherwise manage individual issues of a serial or continuing resource title (in a physical format, e.g., print or microform).

Typically, for any currently-received serial or continuing resource, a library will use two records to store holdings and other information about a current subscription:

An OLE Instance Record (always linked to a Bibliographic Record and in some cases linked to a Purchase Order) with Extent of Ownership holdings statements for back issues of the title. Instance Records may also contain Item Records. Each Item Record typically represents a bound volume (or other gathering) of back issues (although Item Records may also represent individual issues). The OLE Instance Record shows the Location of all the holdings; an individual Item Record may contain its own Location if it is shelved separately. The OLE Instance Record and its linked Serials Receiving Record reflect the holdings of a single active subscription. If a serial ceases publication or the library cancels a subscription, the Serials Receiving Record can be deleted.
A Serials Receiving Record linked to the OLE Instance Record for the same subscription to record receipt of individual issues and show a Location for those issues that may differ from the Location in the OLE Instance Record.

The library’s public user interface pulls holdings and location data from both records to present a comprehensive display to end–users.

Note

The use of a Serials Receiving Record is completely optional and is not required. For example, some libraries may simply use the OLE Instance Record's Extent of Ownership statements to record holdings information and use the OLE Instance Record’s public notes field to inform users if unbound issues are shelved separately from bound volumes. Use of the Serials Receiving Record is recommended if a library continues to claim serial issues. If a library no longer has an active subscription, no Serials Receiving Record is needed; retrospective holdings is typically recorded in the OLE Instance Record's Extent of Ownership statements along with Item Records for each volume (or other gatherings) of any bound back issues.

Getting Started

Before proceeding with the creation of Serials Receiving Records, staff should be able to search and display both Bibliographic and Instance Records and understand their purpose and content.

Note

For more information about performing DocStore searches, see Document Store Search.

For more information about the content of Bibliographic and Instance Records, see their Editors sections in the Guide to the OLE Describe and Manage Module. This and other OLE user guides are available for download from the OLE Documentation Portal.

Creating/Updating a Serial Receiving Record

A Serials Receiving Record can be created from two places in OLE: (1) an OLE Instance Record or (2) the Serials Receiving Record Search interface.

Create a Serials Receiving Record Template from an Instance Record

> >

From the Describe tab's Describe Workbench, search for the title for which you wish to create a Serials Receiving Record.
Note
For more information about the Describe Workbench, see the Describe Workbench section in Guide to the OLE Describe and Manage Module.
Click Edit to display the bibliographic record and then select the desired Instance Record, i.e., the one used (or will be used) to record retrospective holdings for this subscription.
At the bottom of the Instance Record display, click the button.
Note
There is a bug (OLE-5279) in 1.0 whereby all OLE Instance records—even those with an existing Serials Receiving Record—display a “Create Serials Receiving Record” button which should only appear for OLE Instances without a Serials Receiving Record. This will be fixed in 1.5.

Create a Serials Receiving Record Template from the Serials Receiving Record Search Interface

From the Select/Acquire tab, under the Receiving menu, and listed below Serial Receiving, click Receive to open the Serials Receiving Record Search.
Select the search options and type in a search term. Click .
From the results list, click Create to create a new Serials Receiving Record.

Whether you start with the OLE Instance Record or the Serials Receiving Record Search interface, the template that displays after clicking the Create button will be the same.

Document Overview

The main screen for the Serials Receiving Transaction document includes unique Serials Receiving Record, and Receive Enum/Chron Captions tabs in addition to the standard Route Log tab that display at the bottom of a document.

Note

For more information about the route log, see Route Log on the OLE Workflow Overview and Key Concepts wiki page.

Serials Receiving Record Tab

The Serials Receiving record is a combination of information inherited from its linked Bibliographic, Instance, and Purchase Order Records as well as data entered by the operator when creating the record.

Note

OLE 1.0 assumes the use of MARC bibliographic records for describing serial or continuing resource titles. OLE can store records in other formats but serials receiving features cannot be applied to records in other formats in this release.

Serials Receiving Record tab definition

Title	Description
Title	Display-only. The title of the work, or the MARC 245 \|ab, is inherited from the Bibliographich record. Click the hyperlink to open the record in a new tab or window.
Author	Display-only. The author of the work, or the MARC 100 \|a, is inherited from the Bibliographich record. Alternatively, the field is blank. Note There is a bug (OLE-5273) to verify that we ware using MARC 100, 110, or 111 fields.
PO ID	Display-only. The purchase order number from the Purchase Order. If a purchase order was not linked to the OLE Instance, the field is blank.
Vendor Alias Name	If the vendor is inherited from the OLE Instance, the Vendor Alias will display. To add or change a vendor, enter the Vendor Alias and click . Tip Entering a vendor alias will also populate the Vendor Name field. Note See OLE-4858 for possible changes.
Instance Record	The local identifier of the OLE Instance record. Click the hyperlink to open the record in a new tab or window. Click to search for and link to a new OLE Instance.
Bound Location	The Location of bound materials inherited from the OLE Instance record. Alternatively, the field is blank. This field can be edited for the public display record.
Subscription Status	Select the Subscription Status from the drop down list. Note The Serials Receiving Record’s linked Instance Record has a field labeled Receipt Status which uses the SAME values as the Subscription Status in the Serials Receiving Record. Assigning or changing a Subscription Status does NOT affect the Receipt Status and vice versa. Whether or not it should is the subject of OLE-5288 which will not be addressed until OLE 2.0.
Print Label	Check the box if you want OLE to print a label each time an issue is checked in. (Printers must be designated by operators.)
Claim	Check the box if you plan to claim missing issues. If unchecked, the record will never appear on the claim alert report. Note Claim alert reports are planned for a future release.
Copy Number	The Copy Number inherited from the OLE Instance record. Alternatively, the field is blank.
General Receiving Note	Optional. Free-text note field, which displays on the serials receiving record, but does not require acknowledgement by the user. This note does not display to the public user interface.
Receiving Record Type	Select the Receiving Record Type from the drop down list. The default is "Main."
ISSN	Display-only. The ISSN of the work, or the MARC 022 \|a, is inherited from the Bibliographich record. Alternatively, the field is blank.
Publisher	Display-only. The Publisher of the work, or the MARC 260 \|abc, is inherited from the Bibliographich record. Alternatively, the field is blank. Note OLE-5273 also includes adding the MARC 264 \|abc field in OLE 1.5.
Bib Record ID	Display-only. The Bibliographic record identifier for the work, or the MARC 001 without the prefix, is inherited from the Bibliographich record. Alternatively, the field is blank.
Vendor Name (*for a claim)	Required for claims. If the vendor is inherited from the OLE Instance, the Vendor Name will display. To add or change a vendor, select a vendor from the drop down list. Selecting a vendor name will also populate the Vendor Alias field. Note See OLE-4858 for possible changes.
Call Number	The call number inherited from the OLE Instance record. Alternatively, the field is blank.
Unbound Location	The location of unbound material. Type an asterisk (*) or begin to type the location code to produce a drop down menu of Locations.
Serials Receipt Work Unit	This is a place holder for future development. See OLE-5251 for details.
Public Display	Box is checked, indicating that the serial receiving data will be displayed to the discovery layer. Uncheck the box only if you do NOT want ANY current receipt data to display in your public user interface.
Create Item	Check the box if you want to be prompted to create a new Item Record in the linked OLE Instance record each time an issue is received.
Urgent Note	Optional. If text is entered in this field, it is displayed as a dialog box when the record is displayed. The box must be acknowledged before work can continue.
Treatment Instruction Note	Optional. If text is entered in this field, it is presented in a dialog box after an issue has been received i.e. special processing instructions such as "Send to bindary immediately". The box must be acknowledged before the operator can continue.
Claim Information	Optional. A free-text note field for general information about claiming which does not require acknowledgement.

Receive Enum/Chron Captions Tab

Receive Enum/Chron Captions tab definition

Title	Description
Action Interval (* for claim)	Required for claims. Enter a number of days based on the frequency of the title and local policy that can be used in calculations at the time of receiving. For example, for a quarterly, the Action Interval may be 100 days.
Action Date (* for claim)	Required for claims. A date calculated at the time of any individual issue receipt by adding the action interval to today's date. The date is recalculated for each individual receipt action, overwriting the previous action date. Action Dates can be manually modified to overwrite the previous action date.
Enumeration L1-L6	Enter a caption for each applicable level of enumeration, e.g., L1—v.; L2—no. Put brackets ( [ ] ) around any caption that should NOT be used when displaying an issue in the public user interface. If no captions apply, leave blank.
Chronology L1-L4	Enter a caption for each applicable level of enumeration, e.g., L1—[year]; L2—[month]. Put brackets ( [ ] ) around any caption that should NOT be used when displaying an issue in the public user interface. If no captions apply, leave blank.

Process Overview

Creating Main, Supplemental and Index Records

Libraries may create Serials Receiving Records for regularly published supplements and/or indexes as well as the main issues. This is entirely optional. [Libraries could, e.g., receive any supplements or indexes using the “Special Issue” option (see below).]

To create a record for another receiving record type:

Create a Serials Receiving Record for the first type you want.
Display this record and change the Receiving Record Type to the desired one.
The system will refresh the record and allow you to enter an Action Date and Enumeration/Chronology captions.
Click Save.

Note

In 1.0 there are known interface issues when creating, finding and displaying the three possible types. This issue will be reviewed in 1.5 (bug: OLE-4920).

Updating an Existing Serials Receiving Record

Perform the following steps:

Use the Serials Receiving Record Search interface to find the Serials Receiving Record. Or use Describe Workbench to find the appropriate Instance Record from which to display the Serials Receiving Record.
Select the appropriate Receiving Record Type.
Make whatever changes are required. (Note: Action Date and Enumeration/Chronology are unique to each receiving record type. Other data applies to all of the types.)
Click the Save button at the bottom of the record.

Receiving an Issue, Supplement, or Index

Once you have created a Serials Receiving Record, you are ready to receive individual issues.

Use the Serials Receiving Record Search interface to find the Serials Receiving Record. Or use the Describe Workbench to find the appropriate OLE Instance Record from which to display the Serials Receiving Record.
Select Main, Supplement or Index as required.
If this is the first issue to be received: type in the issue data in the blank field(s) directly under each level of Enumeration/Chronology with a defined caption.
If this is a subsequent issue to be received: type over any issue data from the last received issue but leave alone any data that is the same, e.g., for a serial with volume, issue number, year and month, a subsequent issue may need only the issue number and month changed; you would leave the volume and year the same.
Click Receive.
The system supplies an Action Date once you receive an issue. The Action Date is today’s date plus the number of days in the Action Interval.
Note
In future releases, if no activity occurs in the record by the Action Date, the record will appear on a claims alert reports (provided that the Claim box is on).
Receipt Status “Received” and Receipt Date mm/dd/yyyy (i.e., today’s date) will be updated automatically. OLE also records the receipt in the Receipt History that appears below the Enumeration/Chronology information. The columns labeled “Enumeration” and “Chronology” show the issue-specific data; notice that captions in brackets ( [ ] ) do NOT appear in the Receipt History.
A Public Receipt Note can be added for any individual issue as needed in the Receipt History. This displays in the library’s public user interface.
By default, all issues are available for Public Display. Turn off as needed.

Receiving a Special Issue

For any unexpected issue, you may record receipt by using the Special Issue feature.

Use the Serials Receiving Record Search interface to find the Serials Receiving Record. Or use the Describe Workbench to find the appropriate OLE Instance Record from which to display the Serials Receiving Record.
Click the button to display a special window.
Type in descriptive information in the note field.
Click the Receive button within the window.
Any receipt using the Special Issue button places the issue in the Main Receipt History as the last-received issue and any descriptive information typed into the Special Issue window is put into the Enumeration column of the resulting Receipt History. The system supplies an Action Date once you receive an issue. The Action Date is today’s date plus the number of days in the Action Interval.
Note
In future releases, if no activity occurs in the record by the Action Date, the record will appear on a claims alert report (provided that the Claim box is on).

Receipt Status “Received” and Receipt Date mm/dd/yyyy (i.e., today’s date) will be updated automatically.
By default, all issues are available for Public Display. Turn off as needed.

Deleting a Serials Receiving Record

If a subscription for a serial or continuing resource is cancelled or the title ceases publication, libraries may wish to delete the Serials Receiving Record as no longer needed. This is not a requirement but a local decision, Serials Receiving Records could remain in OLE indefinitely.

Before deletion, libraries should verify that complete holdings data is entered in the linked OLE Instance Record’s Extent of Ownership statement(s). Any individual issues would also typically be bound or otherwise gathered and represented by an Item Record. Additionally, the library could suppress the Receipt History information from its public user interface by setting the Serials Receiving Record’s Public Display option to “no” by unchecking the Public Display box.

To delete a Serials Receiving Record, perform these steps:

Use the Serials Receiving Record Search interface to find the Serials Receiving Record. Or use Describe Workbench to find the appropriate Instance Record from which to display the Serials Receiving Record.
Click the button that appears at the bottom of the record.
The system responds with a message indicating that the record has been successfully submitted.
In 1.0, clicking Delete on a Serials Receiving Record sends a deletion request to a designated staff operator, one with the role of OLE-Select Operator, who can approve/disapprove the request. If approved, the Serials Receiving Record remains online but is locked and cannot be used for receiving. If disapproved, the system locks the Serials Receiving Record on which the delete request was made, but makes a second copy which can be used as before.
Note
The approval/disapproval process of deleted Serials Receiving Records continues to be investigated into 1.5.

Business Rules

When creating a Serials Receiving Record, required fields are marked with an asterisk ( * ). In addition, the following logic applies.

If the Claim box is checked, you must have a Vendor Name /Vendor Alias AND an Action Interval.
The system supplies an Action Date once you save the record. The Action Date is today’s date plus the number of days in the Action Interval.
Note
In a future release if no activity occurs in the record by the Action Date, the record will appear on the No Serials Receipt Activity Report (provided that the Claim box is checked).
An operator can change the Action Date by typing over the date (or clicking the calendar icon and selecting a date) and then clicking the Save button.
A Serials Receiving Record is linked to an OLE Instance Record which in turn is linked to a bibliographic record of any type; an OLE Instance Record can also be linked to a Purchase Order. There is no requirement that the bibliographic record must be coded as a “serial” or “continuing resource”, etc. nor does there have to be an open Purchase Order in order to create a Serials Receiving Record.
Note
A Serials Receiving Record cannot be linked to an E-Instance Record.
An OLE Instance Record can have only one Serials Receiving Record although it can be in three parts to allow for receiving different issue types of the same serial title: Main run issues, supplement issues, and index issues. Creating Serials Receiving Records to receive supplements and indexes is completely optional. For example, a library could choose to use the "Special Issue" receipt option for anything that was not a main-run issue.
If a library has multiple subscriptions to the same title, it must create an OLE Instance Record and a Serial Receiving Record for each subscription—even if the multiple subscriptions go to the same location. There is no method for receiving two or more subscriptions on the same Serials Receiving Record.
Issues as shown in the Receipt History—along with the Unbound Location—are available to be displayed in a library’s public user interface. This data, as well as data from the linked OLE Instance Record’s Extent of Ownership statement(s), Location(s), and Item Record information, is available for display in a library’s public user interface which controls HOW the data is presented to public users.

Routing

By opening this tab, operators can see audit trail information regarding the history of the record. In addition, if an operator has clicked the Delete button to delete the entire Serials Receiving Record, the document routes to the role OLE-Select Operator for approval.

Chapter 6. Fund

Table of Contents

General Ledger

Fund Lookup

Query Available Account Balances: Requisition (Purchase Order, Payment Request) Line Item
Lookup Criteria
Search Results

Flexible Offset Options

Flexible Banking Offsets
Flexible Offsets by Account

Budget Adjustment Search

Budget Adjustment

Document Layout
Process Overview

Transfer of Funds Search

Transfer of Funds

Document Layout
Process Overview

> >

On the Select/Acquire tab, the Fund submenu provides access for users to import manage library funds.

General Ledger

The General Ledger (GL) contains numerous processes that ensure that OLE runs correctly. For users processing e-doc transactions, the most apparent of these processes are the generation of offsets and the posting of transactions to the balance tables. Other important General Ledger processes are less apparent to users. These processes ensure that transaction data are valid, that capitalization entries are created, and that indirect cost recovery and cost share transfers occur. OLE also offers related features such as sufficient funds checking and flexible offsets for institutions that want to utilize this functionality.

OLE will apply encumbrances and expenses to the General Ledger as a result of OLE implemented functionality for encumbrances, expenses, budget adjustments and transfers of funds. Real-time GL posting is made available, with certain GL entries updating their status through nightly “batch jobs”.

In OLE 1.0 and 1.5, we will be reconciling university financial integrations and OLE’s use of Budget vs. Actual (cash) balances.

Requisition

No GL entries for this form of “pre-order”

Purchase Order, Purchase Order Amendment, other forms of PO

A final, “approved” Purchase Order will apply an encumbrance to the General Ledger as “pending”. During nightly batch jobs, the pending entry goes to “final”. Pending GL entries will be visible on the PO’s General Ledger Pending Entries tab, and be reflected in balance inquiries when “pending” or “all” transactions included.
Sample: pending GL entry from approved PO with default (OLE Sample Data/object code 9892- RESV OUTSTANDING ORDR EXTRNL ENCUMBRNCES, Credit offset to the purchase order Debit) Offset- not yet processed through nightly batch job
Sample: PO that has processed to nightly batch job- no pending GL entries

Payment Request

As PREQ’s are payments to vendors, any PREQ created with accounting lines will post to the GL as “pending” whether it has completed workflow or not (unlike PO which must be final/approved).
PREQ will reverse the encumbrance, as noted on the e-Doc, and apply the expense immediately.
Nightly batch jobs will take approved PREQ’s to final status, and also apply liabilities to the balance sheet.
Sample, PREQ with relieved encumbrance:
Sample: General Ledger Pending entries on approved PREQ (encumbrance and initial offset from PO are reversed. Expense applied with offset to Acct Payable/liability object code 9041):

Fund Lookup

Tip

OLE is cloud-based, allowing users to have multiple browser windows open. If a user wants to query multiple Account-Objects for available balances, while having a transaction open in another window- that user could jump through multiple queries or details in one window, then just copy/paste preferred Chart, Account, Object codes into the Accounting lines of an open transactional document in another window- Requisition, Purchase Order, Payment Request, Transfer of Funds etc.

> >

Sufficient Funds Checking is commonly used with the understanding that (a) some orders are never filled, and therefore their commitments will never become expenditures, and (b) at the end of the fiscal year, not all accounts are fully spent and there will be money left over to cover the overcommitments or overexpenditures assigned to accounts fully spent. The budget administrator must keep in mind that all accounts cannot be overcommitted or overspent and that the total expenditure for all accounts cannot be greater than the total allocation for all accounts, dependent upon fund attributes.

SFC checks would operate differently on encumbrances vs. expenditures

encumbrances would check against Free Balances (Budget - invoices (liabilities) [pending included] - expenditures [pending included] - encumbrances [pending included], occurs when encumbrances is pending (when requisition created/accts and costs assigned)
expenditures would check against Cash Balance (Budget - expenditures [pending included]) - when Payment Request created (pending).

Fund Lookup allows operators to check the account balance at the time of assigning accounts to line items on requisitions, purchase orders, payment requests, disbursement vouchers, etc. The lookup also allows operators to check balances in advance, rather than waiting until the document is submitted to find out whether the account has enough money.

Query Available Account Balances: Requisition (Purchase Order, Payment Request) Line Item

Available Balance details can also be accessed from the Requisitions page by clicking on the button after you have added an accounting line:

From the Balance Inquiry Report Menu, select Available Balances:

To return to the requisition, click the button on each screen.

Lookup Criteria

Fill in at least Chart Code, Account Number and Object Code. Use the lookup as necessary to select the criteria. The lookup criteria defaults to the current fiscal year.

Click .

Search Results

The system returns a list of funds with balance, encumbrance and expense information. There is no drilldown available from this inquiry. Below is only a small sampling of results.

Flexible Offset Options

OLE uses the Offset Generation table inherited from KFS to generate appropriate offsets for transactions. This table indicates the object code used in offset generation, based on the transaction's chart, fiscal year, document type, and the balance type it affects. Offsets are generated automatically by a OLE e-doc or in 'Scrubber' during GL processing (i.e. batch jobs).

Normally, offsets are applied to the same account as the transaction that generated the offset. But OLE has a flexible offset feature that allows institutions to have offset entries applied to different accounts. This OLE feature includes two functions:

Flexible banking offset
Flexible offsets by account

Note

Offsets and full General Ledger functions in OLE will continue to be reviewed with Select & Acquire teams as we continue to build queries and budget functionality.

Flexible Banking Offsets

Document types that require a user to specify a bank account number (such as the Advance Deposit or Credit Card Receipt documents) can apply offset entries to a special account associated with this bank account number. If the ENABLE_BANK_SPECIFICATION_IND parameter is set to 'Y,' an additional set of cash entries is created to a designated accounting string (chart, account, sub-account, object code, and sub-object code) defined in the Bank document. These entries occur in addition to the normally generated cash offsets created to balance a set of transactions. In effect, they reclassify the generic cash entry to a bank-specific cash entry for reconciliation and tracking purposes. If the ENABLE_BANK_SPECIFICATION_IND parameter is set to 'N,' the normal balancing cash entries are created but the reclassification of cash to a bank-specific entry is not performed.

This option allows the user to specify the document types on which a bank code should appear. This information, which is specified in the BANK_CODE_DOCUMENT_TYPES parameter, allows you to specify bank information on additional document types that create disbursements or record revenue. A default Bank Code value should be established for each document type by using the DEFAULT_BANK_BY_DOCUMENT_TYPE parameter.

Flexible Offsets by Account

This option allows OLE to redirect offset entries for an account to another specified account. It allows OLE to accommodate tracking offsets such as cash or liabilities in central designated accounts as opposed to tracking such offset entries in every account. The Offset Account document identifies the offset account for an object code and account number combination.

If the offsets by account option is enabled within the parameter USE_FLEXIBLE_OFFSET_IND, OLE goes through a special process in e-docs and in 'Scrubber' during GL processing to determine the account that the offsets should be made to for a given transaction.

When the flexible offsets function is enabled, generation of offsets on e-docs occurs as follows:

The offset object code is defined in the Offset Definition table.
The object code and account number are searched from the Offset Account table.
If a match is found in the Offset Account table, the offset is made in the offset account defined there.
If no match is found, the offset is made in the same account on which the original transaction occurred.

Generation of offsets in 'Scrubber' when the flexible offsets function is enabled occurs as follows:

'Scrubber' looks up the document type for a transaction in the Document Type table.
'Scrubber' checks the document type of the entry against the document types defined in the parameter.
- OFFSET_GENERATION_DOCUMENT_TYPES: If the document type is found in this parameter, 'Scrubber' does not generate offsets for this entry. This ensures that document types that should not generate offset entries (like journal voucher) do not have offsets generated during 'Scrubber' processing.
- DOCUMENT_TYPES_REQUIRING_FLEXIBLE_OFFSET_BALANCING_ENTRIES: If the document type is found in this parameter, 'Scrubber' generates offsets even if the document type appears to be balanced. This allows 'Scrubber' to generate the proper flexible offsets for transactions that originate outside of OLE.
If you are using flexible offsets (parameter USE_FLEXIBLE_OFFSET_IND is set to 'Y'), 'Scrubber' checks the document type against those found in the parameter.
If 'Scrubber' determines in the previous steps that an offset is to be generated, it determines the transaction's offset object code using the Offset Definition table.
If you are using flexible offsets (parameter USE_FLEXIBLE_OFFSET_IND is set to 'Y'), 'Scrubber' searches for the object code and account number in the Offset Account table.
If a match is found in the Offset Account table, the offset is made in the offset account defined there. If no match is found, the offset is made in the same account on which the original transaction occurred.

Budget Adjustment Search

> > >

OLE offers a customized document search related to budget adjustments. The search screen contains the standard search fields along with special fields that are unique to this type of e-doc.

Note

For information about performing a search for one or more requisitions, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Note

For information about Document lookup fields that are specific to requisitions, see “Document Layout” under Requisition.

Budget Adjustment

>>>>

The Budget Adjustment (BA) document is used to record income and expense transactions not processed through other e-docs, against an existing budget. It can be used to modify a base budget, a current budget or both. It is a financial planning tool that allows an organization to adjust the current and base budget figures for a given account as circumstances may change throughout the fiscal year. It may be used to create a budget for a new account established after the beginning of a new fiscal year.

Base budgets are established during the budget construction process, and designate an ongoing fiscal commitment.
Current budgets designate budgetary authority for the current fiscal year.
A BA document is normally used to:
- reallocate current budget as necessary throughout the fiscal year
- transfer funds from one general fund account to another
- establish budget lines in new accounts created after the fiscal year begins
- make long-term adjustments to the base budget
The document allows for the establishment of monthly budgeted amounts for users that wish to maintain budget information at this level.

Note

Budget Adjustments continue to be reviewed for OLE use.

Document Layout

The BA document only has the standard financial transaction document tabs and does not have any unique tabs. Two field exceptions are the Year field in the Document Overview tab and the Monthly Lines section in the Accounting Lines tab, which are explained later in this section.

Note

For more information about the standard tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.

Document Overview Tab

The Document Overview tab includes one unique field called Year.

BA Document Overview tab definition

Title	Description
Year	Required. Select the fiscal year this adjustment should apply to from the Fiscal Year list. Most budget adjustments are made to the current fiscal year but in some cases you may be able to choose a fiscal year that has not yet begun.

If you change the fiscal year, click to make sure that all the fields on the document are available for that fiscal year. For example, you might not be able to do base budget changes to a particular fiscal year. Clicking refresh assures that the system disables fields that aren't valid for that year.

Accounting Lines Tab

The Accounting Lines tab in the BA document is also different from the other financial transaction documents in that it has the Monthly Lines section that can be expanded by clicking show.

To distribute an accounting lines current budget amount into monthly periods, click on the Monthly Lines section.

This opens a series of twelve monthly periods where you can specify how much of the current amount for this account line should be distributed to each month. The total of all monthly distributions must equal the total current amount for this accounting line.

Use of the From/Decrease section automatically decreases the budget associated with the account, sub-account, and object code combination entered. The current budget, base budget, or both may be affected.

Use of the To/Increase section automatically increases the budget associated with the account, sub-account, and object code combination entered. The current budget, base budget, or both may be affected.

Note

The From/Decrease and To/Increase sections do not contain totals. Increases and decreases must balance in the document with relation to object code types in order to route the document. This rule applies to the From and To sections affecting the current changed amount(s) and the From and To sections affecting the base changed amount(s).

Tip

Try This Budget Setup:

Instead of typing in many accounting detail lines, users can use the BA spreadsheet template via the “Import Lines” option.
Simply fill in all accounting lines with required Chart, Account, Object, and Amounts
Import into the BA (or Transfer) documents in lieu of manual typing.
BA-YEBA Import template
Click or .
Review the General Ledger Pending Entries tab.
Review the Route Log tab.
The document is routed to the fiscal officer for each account used in the Accounting Lines. The Route Status shows 'ENROUTE'.
Appropriate fiscal officers and organization reviewers approve the document.

Income Stream Adjustments

If a Budget Adjustment involves two or more accounts with different Income Stream Accounts, OLE can be configured to create an automated Transfer of Funds transaction to properly adjust cash between those Income Stream accounts. This Transfer of Funds is generated by OLE after the Budget Adjustment is approved and does not route for approval itself.

Process Overview

Business Rules

Only accounts that have the recording level attribute of 'Budget' accept budget adjustment transactions. The budget adjustment document cannot be used on a cash control (non-budgeted) account.
Negative amounts are not allowed except when using the Error Correction option.

Note

For information about the error correction, see Correcting Errors after Approval on the OLE Workflow Overview and Key Concepts wiki page.

Increases and decreases must balance in the document with relation to object code types. Increases in income may be balanced by decreases in other income lines or by increases in expenditures. Decreases in income may be balanced by increases in other income lines or by decreases in expenditures. Similar logic applies to changes in expenditures
If Base Adjustments have not been enabled for the selected Fiscal Year on the document then base changes are not allowed.
The fund group and sub-fund group attributes on an account contain an attribute (Budget Adjustment Restriction Code – BARC) for determining how budget adjustments within that group can be made. These attributes limit the mixing of accounts on the same BA documents.
BARC values for fund group are: C (Chart), O (Organization), A (Account), or F (Fund).
BARC values for sub-fund group are: C (Chart), O (Organization), A (Account), S (Sub-Fund), or N (None).
If the BARC value of the sub-fund group is none, the BARC value of the sub-fund group’s parent fund group applies to the account.
The budget adjustment applies the following rules using these values:
- If an account on the BA has an effective BARC of Account, then no other account can be used on that Budget Adjustment document, i.e. all adjustments (increases/decreases) must be to the same account.
- If an account on the BA has an effective BARC of Organization, then the only other accounts on that Budget Adjustment document must belong to the same Organization, i.e. allowing adjustments among accounts in the same organization.
- If an account on the BA has an effective BARC of Chart, then the only other accounts on that Budget Adjustment document must belong to the same Chart, i.e. allowing adjustments across accounts belonging to different Organizations but within the same Chart.
- If an account on the BA has an effective BARC of Sub-Fund, then the only accounts on that Budget Adjustment document must belong to the same Sub-Fund Group, i.e. allowing adjustments across accounts belonging to different Organizations and Charts but with the same Sub-Fund Group Code.
- If an account on the BA has an effective BARC of Fund, then the only accounts on that Budget Adjustment document must belong to the same Fund Group, i.e. allowing adjustments across accounts belonging to different Organizations and Charts and Sub-Fund Groups but with the same Fund Group Code.

The use of certain balance sheet object codes and certain object sub-types may be prohibited according to your institution's business rules.

Routing

The BA document is approved as final by the initiator if the following conditions are met:

The document only adjusts a single account
The document only adjusts current budget amount
The Initiator is the fiscal officer for the account
The total decrease amount is not greater than the current budget balance for the object code being decreased
If previous conditions are not met, the document continues with standard financial document routing, based on the account numbers used on the document as follows:
- The fiscal officer for each account must approve.
- Organization review routing occurs for the organization that owns each account.
- Sub-fund routing occurs based on the sub-fund of each account.

The document status becomes 'FINAL' when the required approvals are obtained and the transaction is posted to the G/L during the next G/L batch process.

Initiating a Budget Adjustment Document

Select Budget Adjustment from the Financial Transactions menu.
A blank BA document with a new document ID appears.
Complete the standard tabs.
Note
For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, and Accounting Lines tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.
Click .
The document is routed to the fiscal officers of the accounts as well as any approvers in the Organizational Review hierarchy.
Review the General Ledger Pending Entries tab.
Review the Route Log tab.
Note
For information about the Route Log tab, see Route Log on the OLE Workflow Overview and Key Concepts wiki page.
Appropriate fiscal officers and organization reviewers approve the document.
Note
For more information about how to approve a document, see Workflow Action Buttons on the OLE Workflow Overview and Key Concepts wiki page.

Transfer of Funds Search

> > >

OLE offers a customized document search related to transfer of funds. The search screen contains the standard search fields along with special fields that are unique to this type of e-doc.

Note

For information about performing a search for one or more requisitions, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Note

For information about Document lookup fields that are specific to requisitions, see “Document Layout” under Requisition.

Transfer of Funds

>>>>

Cash: In Libraries, we often think of cash/actuals as a summary of available balances, however in OLE/KFS, we have the options to manage both sides of accounting- expenses/liabilities and Cash. While General Ledger and Transfer of Funds functions are noted here, we may/may not use Transfer of Funds or other GL correction documents inherited from KFS in adoptable OLE 1.0. The reason for this is simple (and complex): Libraries don’t really operate from ‘cash’ but from budgets, as the university financial systems manage the actuals/cash and report back to libraries.

In OLE 1.0 and 1.5, we will be reconciling university financial integrations and OLE’s use of Budget vs. Actual (cash) balances.

The Transfer of Funds (TF) document is used to transfer funds (cash) between accounts. The TF could be used to cover an overdraft, reimburse an account for an expense, or to fulfill a funding commitment.

Document Layout

The TF document has only the standard financial transaction document tabs and does not have any unique tabs of its own.

Note

For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, and Accounting Lines tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.

Process Overview

Business Rules

There must be at least one accounting line in the From section and one accounting line in the To section.
The total in the From section must equal the total in the To section in the Accounting Lines tab.
$0 accounting line amounts are not allowed.
Negative amounts are not allowed (unless it is an Error Correction TF).
OLE automatically generates cash object code offset entries as defined by the information entered into the document.
Object codes representing assets, liabilities, and fund balances (as indicated by the object code's object consolidation) may not be used.
The Object code restrictions are as follows.

Restricted object type code in the Transfer of Funds document

Object Type Codes	Description	Restrictions
ES	Expense Not Expenditure	Unallowable
IC	Income Not Cash	Unallowable

The object sub-types used must be sub-types of mandatory transfers and non-mandatory transfers.
From accounting lines with an object sub-type of mandatory transfer must balance with To accounting lines with an object sub-type of 'Mandatory Transfer'.
From accounting lines with an object sub-type of non-mandatory Transfer must balance with To accounting lines with an object sub-type of 'Non-Mandatory Transfer'.

Routing

The document routes based on the account numbers used on the document as follows:

The fiscal officer for each account must approve.
Organization review routing occurs for the organization that owns each account.
Sub-fund routing occurs based on the sub-fund of each account.

The document status becomes 'FINAL' when the required approvals are obtained and the transaction is posted to the G/L during the next G/L batch process.

Initiating a Transfer of Funds Document

Select Transfer of Funds from the Financial Processing submenu group in the Transactions submenu on the Main Menu tab.
A blank TF document with a new document ID appears.
Complete the standard tabs.
All accounting lines in the To section generate credits and all accounting lines in the From section generate debits.
Note
For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, and Accounting Lines tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.
1. Use sample Accounts & Objects in the Appendix, such as moving $$ from Account 2947496 to 2947490 (note: using Non-Mandatory Object Sub-Type, TN, with specialized Object Codes for Transfer In and Transfer Out)
2. Or from Accounts 2947486 to 2948482 (both of object code 7112 Monographs, with object sub-type of TN-Non Mandatory Transfer)
Click .
Review the General Ledger Pending Entries tab.
The pending entries include the offset generation to cash or fund balance object codes.
Review the Route Log tab.
The document is routed to the fiscal officer for each account used in the Accounting Lines. The Route Status shows 'ENROUTE'.
Note
For more information about the Route Log, see For information about the Route Log tab, see Route Log on the OLE Workflow Overview and Key Concepts wiki page.
Appropriate fiscal officers and organization reviewers approve the document.
Note
For more information about how to approve a document, see Workflow Action Buttons on the OLE Workflow Overview and Key Concepts wiki page.

Chapter 7. Acquisitions: Standard Transactional Documents

Table of Contents

Payment Request Search

Payment Request

Getting Started
Search for Purchase Order Numbers
Document Layout
Process Overview

General Error Correction

Document Layout
Process Overview
Example

Disbursement Voucher

Document Layout
Process Overview

E-Resource

Getting Started
Document Layout
Process Overview

E-Resource Search

Process Overview

> >

On the Select/Acquire tab, the Acquisition submenu provides access for users to search and edit payment requests, create general error corrections and disbursement vouchers, and search and edit E-Resources.

Payment Request Search

> >

OLE offers a customized document search related to payment requests. The search screen contains the standard search fields along with special fields that are unique to this type of e-doc.

Note

For information about performing a search for one or more payment requests, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Note

For information about Document lookup fields that are specific to payment requests, see “Document Layout” under Payment Request.

Payment Request

>>>

Note

In order for users to submit the Payment Request document, the ENABLE_BANK_SPECIFICATION_IND parameter must be set to Y and the DEFAULT_BANK_BY_DOCUMENT_TYPE parameter must be completed. Even if your institution is not planning to use the Bank Offset feature in Kuali OLE, the DEFAULT_BANK_BY_DOCUMENT_TYPE parameter must be completed if your users plan to use the Payment Request document. Bank offsets will not be created if the Bank Offset feature has not been configured.

The Payment Request (PREQ) document is created in response to receiving an invoice for goods or services requested from a vendor on a PO. The system provides two ways of creating a payment request:

One is automated through the electronic invoicing process. This will be reviewed for 1.0.
The other approach is to complete the Payment Request document manually using the screen described in this section.

Getting Started

OLE breaks down vendor invoicing permissions into several roles.To create unapproved invoicing and payment requests, please sign into OLE as:

Role	Login
Receiving-AQ3	ole-durbin
Receiving-AQ4	ole-cstan
Accounting-AQ2, -AQ3, -AQ4	ole-cphovis, ole-earley, ole-ejacob
Super user	ole-khuntley (can do all)

Note

Role	Login
Fiscal officer	ole-rorenfro
Fiscal manager	ole-jaraujo

Search for Purchase Order Numbers

Before initiating a payment request, you’ll need to know the purchase order number for the title(s) on your invoice. This can be found by doing an Acquisitions Search or a Purchase Order Search.

Note

To learn more about searching, see Searching OLE on the OLE E-Docs fundamentals wiki page.

Once you have the Purchase Ordernumber in hand for the title on your invoice, you can begin the payment process.

Tip

Be sure you have the Purchase Order number and not the system-generated document-identifier to initiate Payment Requests.

Document Layout

Two screens are associated with the Payment Request document—an 'initiation' screen with a single tab followed by a 'main' screen with multiple tabs.

Payment Request Initiation Tab

When you select Payment Request from the Main Menu tab, the system displays a screen containing the Payment Request Initiation tab.

This tab allows you to specify details about the invoice and the PO to which it applies.

Payment Request Initiation tab definition

Title	Description
Purchase Order Number	Required. Enter the PO number to which the invoice applies.
Invoice Date	Required. Enter the invoice date from the vendor invoice or select the date from the calendar
Special Handling Instructions	Optional. Enter text into any of the special handling fields to indicate a special check delivery requirement for the payment.
Invoice Number	Required. Enter the identifying invoice number from the vendor invoice.
Vendor Invoice Amount	Required if the vendor is not foreign. Enter the net dollar amount of the invoice to be processed.
Foreign Vendor Invoice Amount	Required if the Vendor is foreign. Enter the net amount of the invoice to be processed.

Click to initiate this payment request. The system displays the main screen for the Payment Request document. It imports some information like vendor, line item details, accounting information, etc. from the relevant Purchase Order

Main Screen

This screen includes unique Document Overview, Vendor, Invoice Info, Process Items, Account Summary, View Related Documents, and View Payment History tabs in addition to the standard tabs that display at the bottom of a financial transaction document.

Note

For more information about the standard tabs, see Standard Tabs on the OLE E-Docs fundamentals wiki page.

Document Overview Tab

The Document Overview tab for the Payment Request document is different from the standard Document Overview tab. The Description field defaults to the purchase order number and the vendor name.

On the Payment Request document, this tab is made up of three sections—Document Overview, Financial Document Detail, and Payment Request Detail. The Document Overview section is the same as the standard Document Overview tab.

Note

For information about the standard Document Overview tab, see Standard Tabs on the OLE E-Docs fundamentals wiki page.

Financial Document Detail Section

Financial Document Detail section definition

Title	Description
Year	Display-only. The fiscal year of the purchase order referenced by the Payment Request document.
Total Amount	Display-only. The total amount of the payment request after the request has been submitted.

Payment Request Detail Section

Payment Request Detail section definition

Title	Description
Receiving Required	Display-only. An indicator showing whether receiving is required.
Order type	Identifies the type of order, possible values could be one-time, standing, subscription. System default data value is "Firm, Fixed".
Proforma	Identifies whether the invoice is pre-paid. Check the box to indicate yes. This will override business rules requiring receiving before the payment request is approved and override payment terms associated with the vendor and set the invoice to “immediate pay” regardless of the invoice date.
Payment Request Positive Approval Required	Display-only. An indicator showing whether positive approval is required.

Vendor Tab

The Vendor tab contains information about the vendor associated with the PO and allows you to modify vendor address information.

The Vendor tab has two sections: Vendor Address and Vendor Info.

Vendor Address Section

Vendor Address section definition

Title	Description
Vendor	Display-only. The name of the vendor is automatically populated based on information in the purchase order.
Vendor Number	Display-only. The vendor number followed by a hyphen and the division number.
Address 1	Required. The default remit-to address is ordinarily populated from the Vendor document. The purchase order address will display here instead if there is not a remit-to address in the Vendor record. Override the default by entering a different address in this field or by searching for it from the Address lookup .
Address 2	Optional. Override the default or leave it as is.
Attention	Optional. Override the default or leave it as is.
City	Required. Override the default or leave it as is.
State	Required for U.S. addresses. Override the default by selecting the state from the State list or leave it as is.
Province	Optional. Override the default or leave it as is.
Postal Code	Required for U.S. addresses. Override the default or leave it as is.
Country	Required. Override the default by selecting a country from the Country list or leave it as is.

Vendor Info Section

Vendor Info section definition

Title	Description
Acquisition Unit's Vendor Account/ Vendor Info Customer #	Optional. Populated from the PO. Override it by entering the customer number directly or searching for it from the vendor lookup .
Check Stub Notes	Optional. Enter text to be printed on the check stub. This three line field allows for special notes to be printed on the check stub for the payment. Please note that entering a value into this field will force the system to create a physical check rather than an ACH transfer.
Special Handling Instructions	Optional. Enter the handling instructions to be printed on the check. These handling instructions relate to the delivery of the check to the vendor. Please note that entering a value into this field will force the system to create a physical check rather than an ACH transfer.
Payment Terms	Optional. Populated from the PO. Override it by selecting the payment terms from the Payment Terms list.
Shipping Title	Display-only. This entry indicates when the items associated with a PO become the property of the ordering institution.
Shipping Payment Terms	Optional. Populated from the PO; identifies the entity that pays for shipping (the vendor or the institution). Override the entry by selecting the terms from the Shipping Payment Terms list.

Invoice Info Tab

The Invoice Info tab provides a means for display and modification of invoice information.

Invoice Info tab definition

Title	Description
Invoice Number	Display-only. Populated from the Payment Request Initiation tab.
Pay Date	Defaults to the date automatically calculated by the system. If payment terms are edited, the system repopulates this field only if it is blank. Override the automatic entry by entering a pay date or selecting it from the calendar . Note Pay Date Calculations: The pay date is calculated automatically as follows. The payment terms specified are applied to the invoice date to generate a pay date. The payment terms parameters are in the Payment Terms Type table. Additionally, ten days (or another institutionally defined default number of days) are added to the current date to generate a pay date. KUALI OLE selects the later of these two dates and uses it as the default pay date for this Payment Request document. The pay date may be entered manually, but it must not be a past date. If the date is more than 60 days from the current date, the system displays a warning message.
(Immediate Pay)	Optional. Select the Immediate Pay check box if a check is needed on the same day (overrides the pay date – subject to the rules of your accounts-payable system). This indicator allows for an approved payment request to be extracted for payment during the day.
Invoice Date	Display-only. Populated from the Payment Request Initiation tab.
PO End Date	Display-only. The purchase order end date, if any, is automatically populated from the PO.
Payment Attachment Indicator	Optional. Select the check box if an attachment (such as a copy of the invoice) must be returned to the Vendor with this payment.
Extract Date	Display-only. The date the Payment record is extracted to the Pre-Disbursement Processor.
Invoice Type	Optional. Select the type of invoice. Sample data values are Proforma/prepay, Regular.
Bank Code	Required. The bank code will be displayed only if the Bank_Code_Document_Types includes 'PREQ' and Enable_Bank_Specification_Ind='Y'. The default bank is determined by the Default_Bank_By_Document_Type parameter. You may override this value by entering another bank code or selecting it from the Bank lookup .
Purchase Order Number	Display-only. The PO number associated with this invoice. This is the PO number used on the initiation screen.
PO Notes	Display-only. If notes have been added to the PO, this field contains the value 'Yes'.
Payment Request Cost Source	Display-only. Automatically populated from the PO if it exists.
Payment Classification	Display-only. Not currently used. In Kuali OLE the field will always be null. In a future enhancement, when wire transfer and foreign drafts are processed on Payment Request documents, this field will be populated.
Vendor Invoice Amount	Display-only. The vendor total invoice amount as entered on the Payment Request Initiation tab. This field is displayed only on an 'In Process' PREQ document. When the document is submitted, the system no longer carries the field and the value forward.
Foreign Vendor Invoice Amount	Display-only. The foreign vendor total invoice amount as entered on the Payment Request Initiation tab. This field is displayed only on an 'In Process' PREQ document. When the document is submitted, the system no longer carries the field and the value forward.
AP Processed Date	Display-only. The date the PREQ was submitted by an Accounts Payable processor.
Invoice Sub Type	Optional. Enter the subtype of invoice or select it from the Invoice Sub Type lookup . Sample data values are Regular, Supplemental.
Payment Method	Select the method of payment from the drop down menu.

Process Items Tab

The Process Itemstab indicates the lines of the PO that this invoice relates to and the dollar amounts to be paid on this payment request. If a price was listed on the purchase order, that price is automatically supplied in the Unit Cost field. The tab also provides a means to edit accounting information associated with these lines and allows for the entry of additional invoiced items such as freight or shipping and handling. You should change the supplied price to the amount listed on your invoice, and supply the number of copies being invoiced.

The Process Items tab includes three sections: Purchase Order Line Item Totals, Process Titles, and Additional Charges.

Purchase Order Line Item Totals Section

Purchase Order Line Item Totals section definition

Title	Description
Encumbrance excluding freight & s/h	Display-only. The total dollar amount encumbered for this PO excluding freight, shipping and handling.
Total Encumbrance Amount Relieved	Display-only. The total dollar amount of the encumbrance that has thus far been relieved from this PO, excluding any additional charges processing.
Total Paid Amount	Display-only. The dollar amount total for line item payments excluding freight, shipping and handling, discount and miscellaneous payments made thus far against this purchase order. The difference in amounts between Total Encumbered Amount Relieved and Total Paid Amount is the difference between the PO unit cost and the payment request unit cost.

Process Titles Section

Items section definition

Title	Description
Item Line #	Display-only. The actual Item line number from this PO.
Open Qty	Display-only. The quantity of items that have yet to be invoiced for this line item.
PO Unit/Ext Price	Display-only. The cost per unit from the PO for this line item.
Format	Display-only. Identifies the Format for this line item.
Vendor Item Identifier	Display –only. Identifies a vendor item identifier if one has been provided by a vendor.
No of Copies Ordered	Required. Enter the number of copies of a title being invoiced. This entry reduces the open number of parts for this line item on the PO.
No. of Parts	Required. Enter the parts of items being invoiced for this line. This entry reduces the open number of parts for this line item on the PO.
List Price	Basic price of an item before any discounts are taken.
Discount	Discount provided by the vendor/customer number/organization combination. Automatically populated from the Vendor customer number table based on the selected vendor and customer number. Can be modified for a specific title. If the vendor record has a Vendor currency noted other than the default system currency (aka US dollar), then the Vendor discount will populate the Foreign Discount field.
Discount Type	Choose # (for Amount) or % (for Percentage).
Prorate Surcharge	Additional charge applied to the line item based on the proportional distribution
Unit Cost	Optional The unit price for this line item as it appears on the invoice. This field is automatically populated using the price from the PO, but it may be changed if the invoice reflects a different price.
Extended Cost	If this field is blank and if the No of Copies Ordered is populated, the system calculates the extended cost for this line item when you click the calculate button. Note If the field already contains a value, you must delete the value in order to populate a new value by clicking calculate. Override the amount as needed.
Assigned To Trade In	Display-only. This 'Yes/No' indicator is based on the PO.
Description	Display-only. The title of the item, retrieved from the PO.
Currency Type	Display only. Identifies the associated vendor's currency as identified on the vendor record that is identified in the Link to Vendor/Supplier
Foreign List Price	Basic foreign price of an item before any discounts are taken.
Foreign Discount	Foreign discount provided by the vendor/customer number/organization combination when the vendor record has a Currency Type different from the system default currency. Should be automatically populated from the Vendor customer number table based on the selected vendor and customer number (PUR_VNDR_CUST_NBR_T: VNDR_CUST_NBR). This data can be changed for the specific title. Must identify the type of discount (amount or %.) If the vendor record does not have a Currency Type noted other than the default system currency (aka US dollar), then the discount should populate the Discount field.
Foreign Discount Type	Choose # (for Amount) or % (for Percentage).
Foreign Discount Amt	Foreign Discount Amount is a calculated value in the foreign currency
Foreign Unit Cost	Calculated foreign cost per unit for the item or service on this line. Calculation is the Foreign List Price less Foreign Discount amount.
Exchange Rate	Currency conversion rate populates from the Currency rate column in the Currency Type maintenance table (which is populated each night into system as Batch from bank files). The rate will populate when user clicks action button "Calculate" on conversion tab. Optionally: when currency tab opens, currency rate may auto-populate. This may be updated up until the Requisition is approved. After that point, it may no longer be modified.
Bib Info	If new item is invoiced, must be entered via the Bib Editor and a PO Amendment
Receipt Status	Select the status from the dropdown menu.
Invoice Total Prior to Additional Charges	Display-only. The calculated sum of the Total Amount fields of all the line items.

Modifying the Process Titles Tab

On a new, unsubmitted payment request, the Process Titles subsection of the Process Items tab will have two divisions. One line will be headed by the label “Add Item”, and the next will be headed by the label “Current Items”. The “Current Items” section may feature multiple lines, divided by item number, each with its own “Invoice Notes” and “Accounting Lines” sub tab. Both the line items and their accounting lines are automatically carried over from the purchase order preceding the current payment request.

Add New Line Items

It is possible to add additional titles or other miscellaneous line items which are listed on the invoice, even if they were not originally on the purchase order:

Users must complete the line item and linked bib in this sequential order. This will be fixed in future releases.

New line items:

First click to launch the bib editor and input your data
Note
For more information about the Bibliographic Editor, see Editors in the Guide to Describe – DocStore and Editors. This and other OLE user guides are available for download from the OLE Documentation Portal.
Add transactional data to the line (quantity, price, category etc.).
After both are complete, click on to save the line. This should update and link the bib and Description.
Then depending on the document, finish with rest of edits, add accounting lines, calculate, save etc.
After the add button is clicked, the Bibliographic information will show up in the Process Titles section. To add accounting information to each of the items you have added, click the button next to Accounting Lines:

Editing existing line items

Click on the button to edit the linked bib of the existing line item. When completed, you will be returned to your working purchasing document.

Note

You will not yet see your revised Description from the updated bib, until you complete further actions on the overall purchasing document, such as save, submit, or blanket approve. If you are only saving your doc, and wish to see Description updates, you may need to save or save & reload the e-Doc AFTER making updates in the bib- in order to update its description with linked bib changes-- prior to submit or blanket approve

Purchase Order Amendment Created

Above creates a Purchase Order Amendment (POA) document, with the new title added. The POA document is then routed according to the routing rules established in your system for POA approvals.

Note

Routing the Purchase Order Amendment from “unordered” line item during Payment Request is automatic from authorized receiving staff. The resulting POA must be edited by Acquisitions staff or managers, and Submitted. Please note a bug fix to complete the approval process. Ole-khuntley can be used to complete the related Purchase Order Amendment and approve it.

Invoice Notes and Accounting Lines Section

Invoice Notes and Accounting lines, for fund accounting, are hidden beneath the Items section; they can be shown by clicking the button next to each:

Invoice Notes section definition

Title	Description
Note	Optional. Free text note to include additional information about the invoiced item.

Accounting Lines section definition

Title	Description
Chart	Required. Select the chart code from the Chart list.
Account Number	Required. Enter the account number or search for it from the Account lookup .
Sub-Account	Optional. Enter the sub-account number or search for it from the Sub-Account lookup .
Object	Required. Enter the object code or search for it from the Object Code lookup .
Sub-Object	Optional. Enter the sub-object code or search for it from the Sub-Object lookup .
Project	Optional. Enter the project code or search for it from the Project lookup .
Org Ref Id	Optional. Enter the appropriate data for the transactions.
Dollar $	Display only. Calculated total dollar amount that will be applied to the Line Account.
Percent	Indicates the Percentage that will be applied to the Line Account. System default data value 100%.
Actions	Add or delete lines as appropriate.

Accounting lines are carried over from the purchase order related to the payment request. A new accounting line will be followed by an action button, and existing accounting lines will be followed by both a action button and a action button.

Tip

Charges can be shared among multiple funds by percentage. A blank line for adding an additional fund appears for each title, above the line/s already added:

Additional Charges Section

Each line contains these fields:

Additional Charges section definition

Title	Description
Item Type	Display-only. The type of item to be charged.
Original Amount from PO	Display-only. The total extended amount of the additional charges for the item type on this PO.
Outstanding Encumbered Amount	Display-only. The outstanding encumbrance amount of the additional charges for the item type on this PO.
Foreign Currency Extended Cost	Displays the extended amount charged on the invoice for this additional charge item.
Currency Type	Display only. Identifies the associated vendor's currency as identified on the vendor record that is identified in the Link to Vendor/Supplier
Exchange Rate	Currency conversion rate populates from the Currency rate column in the Currency Type maintenance table (which is populated each night into system as Batch from bank files). The rate will populate when user clicks action button "Calculate" on conversion tab. Optionally: when currency tab opens, currency rate may auto-populate. This may be updated up until the Requisition is approved. After that point, it may no longer be modified.
Extended Cost	Displays the extended amount charged on the invoice for this additional charge item.
Description	Required for miscellaneous charges. A description is optional for freight charges, shipping and handling, and minimum order charges. Note The ITEM_TYPES_REQUIRING_USER_ENTERED_ DESCRIPTION parameter controls whether the description is required or optional.

Additionally, each charge has an accounting line below it, so you can assign charges to your preferred fund:

If you choose, you may also prorate the additional charges to the invoiced titles.

Enter the amount of the additional charge, select to prorate by Quantity, Dollar, or Manual Prorate. If Manual prorate is selected, enter the amount you would like prorated to each title.

Account Summary Tab

The Account Summary tab will summarize all accounts attached to the payment request and their respective charges after calculation. Information in the account summary is divided first by account, then by line item or additional charges line. Charges prorated to multiple accounts will be represented separately. Any changes made to accounting line items will not be updated until the PREQ has been calculated and the “Refresh Account Summary” button at the top of the tab has been clicked.

Click to reload the page and view all the fiscal years, accounting lines and dollar amounts for this requisition.

View Related Documents Tab

The View Related Documents tab collects information about Purchasing/AP documents related to this document. For example, it displays identifying information and any pertinent notes for associated requisitions, the purchase order, receiving documents, other payment requests for this PO, and credit memos. Within each document type the documents are listed in order, with the most recent first.

View Payment History Tab

The View Payment History tab tracks payment information related to the purchase order associated with this Payment Request document. It shows pending payment information and is updated automatically to show when a payment has been processed through the Pre-Disbursement Processor (PDP). This tab also shows any credit memos that have been processed against the related purchase order, including detail with an associated payment request referenced by the credit memo.

Payment Requests Section

Payment Requests section definition

Title	Description
PREQ Number	Display-only. The payment request number.
Invoice Number	Display-only. The invoice number associated with this payment request.
PO Number	Display-only. The PO number associated with this payment request.
PREQ Status	Display-only. The status of the payment request.
Hold	Display-only. Displays 'yes' if the payment request in on hold. Displays 'no' if the payment request is not on hold.
Request Cancel	Display-only. Displays 'yes' if the payment request has been requested canceled. Displays 'no' if the payment request has not been canceled or if 'request cancel' has been removed.
Vendor Name	Display-only. The vendor name associated with this payment request.
Customer Number	Display-only. The customer number associated with this payment request.
Amount	Display-only. The dollar amount associated with this payment request.
Pay Date	Display-only. The date the payment is scheduled to extract to the Pre-Disbursement Processor.
PDP Extract	Display-only. The date the payment request was extracted to the Pre-Disbursement Processor for disbursement processing.
Paid?	Display-only. Displays 'yes' if the payment has been disbursed. Displays 'no' if the payment has not been disbursed.

Credit Memos Section

Payment History tab, Credit Memos section definition

Title	Description
CM#	Display-only. The credit memo number assigned by the KUALI OLE.
Vendor CM#	Display-only. The credit memo number assigned by the vendor.
PREQ#	Display-only. The payment request number if a payment request was referenced in processing the credit memo.
PO#	Display-only. The purchase order number associated with this credit memo.
Credit Memo Status	Display-only. The status of the credit memo.
Hold	Display-only. Displays 'yes' if the credit memo is on hold. Displays 'no' if it is not on hold.
Vendor Name	Display-only. The vendor name associated with this credit memo.
Customer #	Display-only. The customer number associated with this credit memo.
Amount	Display-only. The dollar amount associated with this credit memo.
APAD Date	Display-only. The Accounts Payable approved date (that is, the date an Accounts Payable processor submitted the credit memo).
PDP Extract Date	Display-only. The date the credit memo was extracted to the Pre-Disbursement Processor for disbursement processing.
Paid?	Display-only. Displays 'yes' if the credit has been disbursed. Displays 'no' if it has not been disbursed.

Process Overview

Business Rules

Partial payment/short-pay is allowed. Multiple payments against a PO or PO line item are allowed.
Every payment request must be processed against a specific open PO document. This PO must be specified when the payment request is initiated.
Note
Under review for 1.0: Many to one Purchase Order to Invoice.
If the vendor number and invoice number match values previously processed, a warning notifies the initiator of the potential duplicate. Even so, the system allows the initiator to override the warning and continue.
If the invoice amount and invoice date match values previously processed for this vendor, a warning notifies the initiator of the potential duplicate. Even so, the system allows the initiator to override the warning and continue.
Insufficient funds in the assigned budget will stop a payment from processing.
Pay Date may not be a past date. If the pay date is more than 60 days in the future, a warning is received.
Discounts applied from payment terms do not apply to freight or shipping and handling charges.
Additional charges items that were not specifically funded on the purchase order are allocated to accounting lines in proportion to the item amounts on the purchase order if no allocation noted, else:
- OLE offers prorating as form of incorporating additional charges within each line item unit cost.
The calculate button must be pressed prior to submitting the payment request.
Accounts Payable can close the PO during the processing of an invoice if the invoice will complete the order.
The following G/L entries are created when the payment request is submitted.
- Debit entry: The expense accounts (full accounting string) on the payment request are debited in the G/L when the initiator submits the document. The G/L entry is made in summary for each accounting string. Consequently, if three line items on a payment request use the same accounting string, only one debit (not three) is created in the G/L for that accounting string.)
- Credit entry: One offset to object code 9041 is created for each account/sub-account combination on a payment request.
During fiscal officer approval routing of the PREQ, the fiscal officer/PREQ delegate may edit the accounts/sub-account/object codes and amounts. The existing account string is reversed. The new account string debits the expense and credits object code 9041, the liability offset.
After being canceled, the G/L entries are reversed, any disencumbrance created from AP submission of the payment request is reversed, and the PO open quantities that were decremented from the creation of the payment request are increased. Only authorized users may cancel a Payment Request document.
Only authorized users may modify a payment request's pay date, attachment flag, special handling instructions, immediate pay flag, and check stub notes. This action may be taken at any point following AP submit and preceding extract to PDP.
Payment request searches are available to all users.
A payment request that is Hold = 'yes' or is Request Cancel = 'yes' does not continue through workflow routing and cannot be paid until the hold or request cancel is removed.
If payment requests total less than the threshold established by the institution and do not have any accounts requiring positive approval, they may be automatically approved.
Tip
Sites not wishing to use this functionality can circumvent it by setting a very low threshold (as low as $0.01 to effectively turn the feature off).
After being extracted, a payment request cannot be put on hold.
A payment request is extracted for payment if the following conditions are met:
- The PREQ is department-approved or auto-approved.
- The Pay Date is today or a prior date or 'immediate pay' is indicated and the payment has departmental approval.
- The payment is not Hold = 'yes'.
- If the payment request includes accounts that are excluded from auto-approval, it must be department-approved.

Routing

An AP Processor selects the submit button to complete the processing of a payment request document. The document routes to 'Awaiting AP Review' status if Require_attachment_ind='Y'. The AP Review status may be satisfied by an image attachment or in another fashion (configurable at your institution). After AP review, the document routes for fiscal officer or fiscal officer delegate approval. At the AP Review routing level, approvers cannot change content on the document. They may only add notes/attachments and approve or cancel.
In addition to normal account review and organization review, the Payment Request document includes the following special condition routing:
- Sub-Account Manager: An optional role that allows users to receive workflow action requests for documents that involve a specific account number and sub-account number. The role name is Sub-Account Reviewer. Approvers at this level may only approve, request cancel, and hold the document. They cannot change content.
- Chart Approval: An optional role that allows users to receive workflow action requests for documents of a specified type that contain accounts belonging to a specified chart and organization (including the organization hierarchy) and within a certain dollar amount or involving a specified override code. The role name is Accounting Reviewer. Approvers at this level may only approve, request cancel, and hold the document. They cannot change content.

Post Processing

Unlike other KUALI OLE documents, G/L entries for this document are created prior to final approval. Upon document submission to Workflow, disencumbrance entries and actual charges are generated, written to the G/L pending entry table, and posted in the nightly G/L batch cycle. If fiscal officers change accounting strings or redistribute the charges within their accounts, G/L entries are generated to reverse the original actual entries and recreate them (encumbrances are not altered) and these entries are written to the GL Pending table for posting in the next batch cycle.
Upon document submission, PO line item details (open quantity, amount paid, etc.) are adjusted to reflect materials/services that have been paid.
Upon document submission, the 'ap-approved' timestamp will be updated.
If the department completes all of the approvals through Workflow, the payment request status is updated to 'Dept-Approved' during post-processing. If the document is automatically approved through the batch auto-approve script, its status is updated to 'Auto-Approved'.
Canceling a payment request that has already received some level of approval will result in reversing G/L entries (encumbrances and actuals) and reversing updates to the PO line items affected (open quantity, amount paid, etc.).
Once a payment request has been approved, an audit-trail entry is added to the request’s Route Log.

The Timing of G/L Update: After a Payment Request document has been created and submitted, it updates the G/L the next time a batch process runs. Note that this timing is different from that of most KUALI OLE docs, which do not update the G/L until the document receives all approvals. If accounting entries on the document change before it reaches 'Final' status, the G/L entries is updated accordingly the next time a batch process runs.

Initiating a Payment Request Document

Select Payment Request from the Purchasing/Accounts Payable submenu group in the Acquisitions submenu on the Main Menu tab.
The system displays a blank Payment Request Initiation tab with a new document ID.
Enter the purchase order number, invoice number, invoice date, and vendor invoice amount on the Payment Request Initiation tab.
Click .
Complete the Vendor tab.
a) Verify that the address on invoice is the same as the one on the Vendor file.
b) Enter the Acquisition Unit's Vendor Account/ Vendor Info Customer #as needed.
c) Modify payment terms as needed.
d) Add check stub notes or special handling instructions if requested.
Complete the Invoice Info tab.
a) Select Immediate Pay if applicable.
b) Select Payment Attachment Indicator, if applicable.
c) Clear the pay date if the payment terms have been modified and the system-calculated pay date is desired.
Complete the Process Items tab:
a) In the Process Titles section, enter the number of copies and parts.
b) In the Additional Charges section enter an extended cost amount if needed. Miscellaneous charges require a description.
Complete the common tabs as necessary: Document Overview, Notes and Attachments, Ad Hoc Recipients, and Route Log.
Note
For more information about the standard tabs, see Standard Tabs on the OLE E-Docs fundamentals wiki page.

Close Purchase Order

An authorized user can opt to Close PO at the completion of the Payment Request, via a checkbox by the document total charges:

Alternatively, Purchase Orders can be closed via action buttons at the bottom of Purchase Order once payments have been completed. Accounts Payable staff has the Close PO flag for non-recurring purchase orders available while processing the payment request

Click . (OLE will expect you to calculate an invoice before you submit or save it.)
Click . Submit or approve the payment request, depending on your OLE permissions and the workflow at your institution. Submitting a payment request uses the OLE internal routing mechanism to route it to the designated approving officer at your institution.
Appropriate Sub-Account, fiscal officers, and organization reviewers approve the document.
Approving a payment request is only available to authorized users. (In OLE 0.6, you can log in as user ole-abeal to have approval capabilities). An approved payment request will trigger the system to transmit data to another designated system, like a university’s accounts-payable system. This will be in future releases.
Note
For more information about how to approve a document, see Workflow Action Buttons in the OLE Workflow Overview and Key Concepts wiki page.

Putting a Payment Request on Hold

An AP user or an approver who receives a payment request for approval may choose to put the payment request on hold or remove a hold from the payment request.

To place a payment request on hold, you must attach a note to the document explaining the reason it has been put on hold. The payment request is then marked as Hold = 'Yes'. 'Hold' is an indicator; the document's status does not change.

The hold flag prevents a payment request from being extracted and paid. A payment request may be put on hold any time between submit and the time it is extracted to the Pre-Disbursement Processor. When a document is taken off hold, it retains the status it had when the hold flag was turned on.

Click the button.
In the field displayed, enter a reason for putting the payment on hold.
Click to put the payment request on hold.
The payment request is marked Hold='yes' and a large header appears at the document indicating who placed the order on hold.

Removing a Hold from the Payment Request

Either the person who placed a payment request on hold or an AP supervisor may take a payment request off hold. This user must provide a reason for taking the payment request off hold.

Open the document and click the button.
In the window displayed, provide a reason for taking the payment request off hold.
Click to take the payment request off hold.

Cancellation of Payment Request

The Account Payable Processor who receives a payment request may choose to request cancellation of the payment request or may remove the request cancellation of the payment request.

Requesting To Cancel a Payment Request

An approver who receives the payment request may choose to request that it be canceled. After a request cancel has been made, the payment request cannot be routed or paid until the cancel request is removed.

A request cancel may be made any time after the payment request has begun routing for approval and before it has received fiscal officer approval. After a request cancel has been made, the actual cancellation is performed by Accounts Payable.

Tip

After a payment request has received fiscal officer approval, it may still be canceled by Accounts Payable until it is extracted to the Pre-Disbursement Processor.

To request cancellation:

Open the document and click the button.
In the window displayed, provide a reason for canceling the request.
Click to cancel the payment request.
The document provides an informational message stating who has requested cancel of the document.

Removing a Request to Cancel

Only the AP supervisor or the approver who originally requested cancellation may remove the cancellation request.

Click
Enter the reason for removing the request cancellation request.
When the request cancel is removed, the document retains the status it had before the request cancel flag was set.

Automated Approval

Your institution may use an automated approval function for payment request documents. For payment requests that qualify for auto-approval, the system automatically enters 'Processed' status on the pay date. Any user who normally would have received the document for approval instead receives an acknowledgement copy of the document in his or her action list.

Tip

Specific accounts may be excluded from auto-approval by adding them to the Auto Approve Exclude administration table. If one account on a PREQ document is excluded from auto-approval, the entire document is excluded.

A payment request is eligible for auto-approval if:

The total invoice amount is less than the auto-approve threshold designated by your institution.
All accounts on the Payment Request document allow for auto-approval.
The payment is not on hold.
The payment is not on request cancel.

General Error Correction

>>>

In OLE 1.0 and 1.5, we will be reconciling university financial integrations and OLE’s use of Budget vs. Actual (cash) balances.

As an option, the General Error Correction (GEC) document is used to correct inappropriate or erroneous accounting string data for General Ledger entries generated from other financial transactions.

By consistently referring to the details of each transaction being corrected, the GEC preserves and maintains the audit trail. Fiscal officers and support staff, department and responsibility center are typical users of the GEC.

Document Layout

The GEC document only has the standard financial transaction document tabs and does not have any unique tabs of its own

Note

The Year-End General Correction (YEGE) document is available only during the fiscal year-end close.

Process Overview

Business Rules

Debits must equal credits.
OLE automatically generates cash offset entries as defined by the information entered into the document.

The following object sub-types are prohibited on this document:

Restricted object sub type in the GEC document

Sub-Type	Description	Restrictions
BU	Budget Only Object Codes	Use Budget Adjustments (BA) document.
CA	Cash	Use Journal Voucher (JV) document.
FB	Fund Balance	Use Journal Voucher (JV) document.
FR	Fringe Benefits	Use Benefits Expense Transfer document.
HW	Hourly Wages	Use Salary Expense Transfer document.
LD	Loss on Disposal of Assets	Use CAMS Documents.
MT	Mandatory Transfers	Use Transfer of Funds (TF) document.
OP	Other Provisions	Use Auxiliary Voucher (AV) document.
SA	Salaries and Wages	Use Salary Expense Transfer document.
TF	Transfer of Funds	Use Transfer of Funds (TF) document.
TN	Transfer - Generic	Use Transfer of Funds (TF) document.
WO	Write-Off Expense	Use Distribution of Income/Expense (DI) document.

Routing

Fiscal Officers for all accounts must approve the GEC document. Additional approvals may be established within the institution's review hierarchy or set up through Ad Hoc routing. The document status becomes 'FINAL' when the required approvals are obtained and the transaction is posted to the G/L during the next G/L batch process.

Initiating a GEC Document

Select General Error Correction from the Financial Processing submenu group in the Transactions submenu on the Main Menu tab.
A blank GEC document with a new document ID appears.
Complete the standard tabs.
- The Accounting Lines tab of the GEC document varies slightly from other types of financial transaction documents:
- The Ref Number is a required field on the GEC document. This field identifies the reference number of the document being corrected.
- The Line Desc box is optional and can be used to enter a description specific to that line of the GEC. If left blank, the description from the Document Overview tab passes to the G/L for that line of the transaction.
- The Ref Origin Code is a required field. This code identifies the system that created the transaction being corrected.
  Note
  For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, and Accounting Lines, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.
Click .
Review the General Ledger Pending Entries tab.
This document automatically generates cash offset entries to cash or fund balance object codes.
Review the Route Log tab.
The document is routed to the fiscal officer for each account used in the Accounting Lines. The Route Status shows 'ENROUTE'.
Note
For information about the Route Log tab, see Route Log on the OLE Workflow Overview and Key Concepts wiki page.
Appropriate fiscal officers and organization reviewers approve the document.
Note
For more information about how to approve a document, see Workflow Action Buttons on the OLE Workflow Overview and Key Concepts wiki page.

Example

Supplies were charged to an incorrect account. Use the From section to move the expense (credit expense) from the incorrect account and the To section to charge expense to the correct account (debit expense). The correct expense is debited and the incorrect expense is credited. The GEC document allows users to easily make corrections to documents previously submitted and approved.

Disbursement Voucher

>>>

Note

In order for users to submit the Disbursement Voucher document, the ENABLE_BANK_SPECIFICATION_IND parameter must be set to Y and the DEFAULT_BANK_BY_DOCUMENT_TYPE parameter must be completed. Even if your institution is not planning to use the Bank Offset feature in OLE, the DEFAULT_BANK_BY_DOCUMENT_TYPE parameter must be completed if your users plan to use the Disbursement Voucher document. Bank offsets will not be created if the Bank Offset feature has not been configured.

The Disbursement Voucher (DV) document can be used to issue payments to vendors using clearing/deposit accounts. The DV can be used for recording the Advance Deposits or Prepayments to vendors, when titles or POs are unknown.

The disbursement voucher may be used in situations in which a payment is not processed through another procurement method, such as purchase order or procurement card.

A disbursement voucher requires more information than most financial documents. Each disbursement voucher must include the following information:

Who is to be paid (the 'Payee')
Why the payee is being paid (the 'Payment Reason')
How much the payee is to be paid and how the payment is to be made (the 'Amount' and 'Payment Method')
Where any supporting documentation is stored (the 'Documentation Location')
Whether any forms or documents need to be physically sent with the payment (the 'Check Enclosure')
All information on the Contact tab.

Users must also keep the following points in mind about DVs:

Some payment reasons may require that additional information be entered.

Note

Disbursement Vouchers have been modified from the original KFS and continue to be reviewed for OLE use.

Document Layout

The DV document has several unique tabs—Payment Information, Contact Information, Special Handling, Foreign Draft, and Pre-Disbursement Processor Status—in addition to the standard financial transaction tabs.

Note

For more information about the standard tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.

In addition to the Document Overview and Accounting Lines tabs, two DV-specific tabs, Payment Information and Contact Information, are always required.

The Payment Information tab contains information regarding the payee, payment reason, payment method, documentation location, and attachments.
The Contact Information tab contains information relating to the initiator and contains the text to be included on the check stub.

Other tabs may be required based on the selections made in the Payment Information tab.

Payment Information Tab

The Payment Information tab contains important information such as the payment reason, amount, payment method, attachments, and documentation location. This section must be completed for every DV document.

Payment Information tab definition

Title	Description
Payment Reason Code	Required. Display-only. This code identifies the reason for the disbursement and determines any restrictions the payment is subject to. After you select the payee ID from the Payee lookup , the system automatically fills in the payment code reason.
Payee ID	Required. Retrieve the payee ID from the Payee Lookup .
Payee Type	Display-only. After you select the payee ID from the Payee lookup , the system automatically fills in the type of payee.
Name	Display-only. After you select the payee ID from the Payee lookup , the system automatically fills in the name.
Address 1	Required. The first line of address to which the check should be mailed. The system fills in this information automatically but you may change it.
Address 2	Optional. Enter the second line of the address to which the check should be mailed.
City	Required. Enter the city to which the check should be mailed.
State	Required for US. Enter the state to which the check should be mailed.
Country	Optional. Select the payee's country from the Country list.
Postal Code	Required for US. Enter the postal code to which the check should be mailed.
Check Amount	Required. Enter the total amount of the disbursement for this document.
Due Date	Required. Enter the date or select it from the calendar . The default date is the earliest date that a payment can be made (assuming OLE is processing batch transactions nightly, this is typically the next business day). If you wish the payment to be made as soon as possible, do not change the default date. If you wish to delay a payment until a future date you can set the due date forward. Payment information is not extracted from OLE until the due date.
Payment Type	Optional. Display-only. The payment types are determined by the payee selected for the DV. These values apply only to DV payees, which are established through the use of the Payee Type document. Each Payment Type attribute from the Payee Type record that is evaluated when the DV is submitted may have an impact on the ability to process a particular payment on a DV, and how it routes for approval. Is this a foreign payee? If the payee is a nonresident alien, select 'Yes'. Employee Paid Outside of Payroll? If the Payee record is an Employee record or a Vendor record with the same tax identification number as an Employee record, then this is set to 'Yes'. Your institution may wish to perform specialized review on these transactions to make sure they should not be processed through your regular payroll process.
Other Consideration	Optional. Select these check boxes as necessary to reflect special circumstances or special requests that are needed for the payment: Check Enclosure: Refers to any documents related to the DV document that must accompany the check when it is mailed to the payee. Selecting the check box properly indicates that there is a form or other attachment that must accompany the check. Special Handling: Indicates that the payment should be mailed to a person other than the payee. For example, a check needs to be returned to the document initiator so it can be express mailed or picked up by the payee. When selected, a message asking you to add a note explaining the need for special handling is displayed. W9/W-8BEN Completed: Indicates if the payee has a W-9 (or W-8BEN for nonresident aliens) on file. For nonemployees this is generally completed as part of processing of the Payee document. Exception Attached: Indicates that you are requesting an exception to policy on this DV document. For instance, your institution may require that all disbursement vouchers have supporting documentation, but in this case you do not have such documentation. When this option is selected, a message prompting you to add a note of explanation is displayed.
Payment Method	Required. Select the method in which the payment should be made from the Payment Method list. Foreign Draft: This selection indicates that the payment is to be made in a foreign currency. When you select Foreign Draft as the payment method you are prompted to complete the Foreign Draft tab. In this section, you indicate whether the DV is stated in foreign currency or US dollars, and what currency the payment is to be made in. For example, the DV could be stated in Euros and paid in Euros, or the DV could be stated in US Dollars converted to Euros for payment. Wire Transfer: This selection indicates you wish to have the disbursement wired to the recipient. To do so you are required to provide additional banking information on the Wire Transfer tab. Some institutions may charge a fee to the initiating department for processing a wire transfer. Wire transfers may be made in US Dollars or foreign currency, similar to Foreign Drafts as described above.
Documentation Location Code	Required. Select the unique code for the location where the documentation is to be kept from the Documentation Location Code list or lookup . This indicates where supporting documentation should be sent, as well as who is responsible for maintaining the documentation. Supporting documentation refers to documents or backup submitted with the disbursement voucher (receipts, invoices, letters, memos) that detail what was purchased, the cost, the name of the vendor and the date of the transaction. Initiating Organization: Indicates that your department plans to retain the documentation. When you select this location you may receive a message with additional instructions based on your institution's procedures and documentation retention policies. No Documentation: Indicates that you have no supporting documentation for this transaction. If selected, you are required to attach a note in the Notes and Attachments tab of the document explaining why.
Check Stub Text	Required. Enter the information regarding the payment itself, intended for the payee. This commonly includes what the payment is for (invoice number, for example) or other information to assist the payee in identifying the source and reason for the payment.

Note

For more information about the Payment Reason Code, see Payment Reasons.

Note

Notes regarding Documentation Location: Restrictions may be in place, which require you to send your documentation to a particular location. Your institution may have other specific requirements based on Payment Reason or other attributes of the transaction. Specific locations can be customized and may vary from institution to institution.

The payee ID is required on the Payment Information tab. This identifies the person or business the disbursement is paid to. Payees must exist in the system in order to be selected on the disbursement voucher. OLE uses the Vendor table and the Customer Profiles setup in Pre-Disbursement Processor module for reference. If the payee already exists in the system, you can identify it by searching for it by using the Payee lookup.

Several OLE parameters exist to control which types of payees can be selected for a given payment reason. After clicking search, the restrictions for the selected payment reason are displayed at the top of the lookup.

Payee Lookup

Click the magnifying glass next to Payee ID.

Payee Lookup search criteria

Title	Description
Payment Reason Code	Required. Select a payment reason from the list.
Vendor Tax Number	Optional. Enter the Tax Number associated with the payee.
Payee Name	Optional. Enter the name of the payee as established in OLE or search for it from the lookup .
Vendor Name	Optional. Enter the name of the vendor as it appears in the Vendor table or search for it from the lookup .
Employee ID	Optional. Enter the unique ID assigned to Employees in the Person table. The value may come from your HR system.
Vendor #	Optional. Enter the Vendor Number as it appears in the Vendor table.
Active ?	Optional. Select the Yes, No, or Both options. You may search for payees with any status, but payments cannot be made to inactive payees.

Tip

Because OLE continues to develop Deposit Account functionality and some of the KFS data still exists within the system, using the Payee Lookup can be confusing. Select a Payment Reason Code, enter a library-associated Vendor #, and click search.

Note

For information about lookup, see Field Lookup on the OLE E-Doc Fundamentals wiki page.

Contact Information Tab

The Contact Information tab contains information that is intended to be printed on the check. When the DV document is first initiated, the Contact Name and the Campus Code default to those of the initiator's.

The Contact for a DV is typically the initiator, thus the contact information is typically the name, phone, and email address of the initiator.

Contact Information tab definition

Title	Description
Contact Name	Required. This field is pre-filled with the name of the document initiator but may be edited.
Phone	Required. Enter the contact person's phone number (including area code)
Email Address	Required. Enter the contact person's email address
Campus Code	Display-only. The code of the campus associated with the document's initiator, derived from the user's profile.

Note

The information in this tab is included on the check stub and is seen by the payee when they receive the check. If you want to include information that only other OLE users can view, add a note or attachment to the document instead. For more information about the Notes and Attachments tab, see Notes and Attachments Tab on the OLE E-Doc Fundamentals wiki page.

Special Handling Tab

The Special Handling tab is used only when a check is to be sent to someone other than the payee. If the payee has requested the payment be mailed to them, but at a different address, simply change the address in the Payee tab. To request Special Handling for the payment, select the Special Handling check box in the Payment Information tab and complete the fields on this tab.

Special Handling tab definition

Title	Description
Special Handling Name	Required. Enter the name of the person or entity where the check should be mailed.
Special Handling Address 1	Required. Enter the first line of address where the check should be mailed.
Special Handling Address 2	Optional. Enter the second line of address where the check should be mailed.
Special Handling City	Optional. Enter the city where the check should be mailed.
Special Handling State	Optional. Enter the state where the check should be mailed.
Special Handling Postal Code	Optional. Enter the postal code where the check should be mailed.
Special Handling Country	Optional. Select the payee's country from the Country list.

Foreign Draft Tab

When you select Foreign Draft as the payment method you are prompted to complete the Foreign Draft tab as seen below:

Foreign Draft tab definition

Title	Description
DV amount is stated in U.S. dollars; convert to foreign currency	Optional. Select this option if the DV amount is stated in U.S. Dollars and needs to be converted to a foreign currency.
DV amount is stated in foreign currency	Optional. Select this option if the DV amount is stated in a foreign currency.
Currency Type	Required. Enter the type of currency for the payment.

Pre-Disbursement Processor Status Tab

The Pre-Disbursement Processor Status tab displays information from the Pre-Disbursement Processor (PDP) so you can track the payment status and the status date.

Pre-Disbursement Processor Status tab definition

Title	Description
Pre-Disbursement Processor Status	Display-only. Displays the payment processing status from the Pre-Disbursement Processor (PDP).
PDP Extract Date	Display-only. The date when the disbursement voucher was extracted for payment processing by the PDP.
PDP Paid Date	Display-only. The date when the payment was disbursed by PDP.
PDP Cancellation Date	Display-only. The date when the payment was canceled within PDP.

Print Disbursement Voucher Cover Sheet Link

If you have attachments or supporting documentation that needs to go to another university location you can print a cover sheet to accompany them. This cover sheet contains identifying information about the DV as well as an address field indicating where these materials should be sent.

To print a cover sheet, click the Print Disbursement Voucher Cover Sheet link which becomes available in the upper middle area of the document after you successfully submit the document.

The cover sheet opens as a PDF document. Print the document, send it along with any attachments or supporting documentation and send it to the address shown on the cover sheet.

Process Overview

Business Rules

DV Payee cannot be the same as the initiator.
DV Payee must be active.
Check amount cannot be negative.
There must be at least one accounting line.
Account lines total must not be negative. Total of accounting lines must match the Check Total field.
DVs with Account-Funds designated as Clearing/Deposit or other Payment method to denote deposit, must be routed for approval- no automatic approvals.
Only a Disbursement Voucher, Credit Memo, Distribution of Income & Expense, or General Error Correction may use Accounts of “Fund Group, Sub-Fund Group” – Clearing or Deposit. These forms of accounts will be restricted for use with prepayments. REQ, PO (versions), PREQ are prohibited from using this Account Type.
The object codes associated with the following object types or object levels are prohibited:

Object type restrictions for DV documents

Object Type	Description	Restrictions
CH	Cash Not Income	Unallowable
ES	Expense Not Expenditure	Unallowable
FB	Fund Balance	Unallowable
IC	Income Not Cash	Unallowable

Object Level Restrictions for DV Documents

Object Level	Description	Restrictions
BASE	Assessments Expenditures	Unallowable
BASR	Assessments Revenue	Unallowable
BASS	Budget Assets	Unallowable
BCAS	Beginning Cash	Unallowable
BCOM	Budget Compensation	Unallowable
BFRE	Budget-Fee Remission	Unallowable
BGEX	Budget-General Expense	Unallowable
BLIA	Budget-Liability	Unallowable
BORE	Budget-Other Revenue	Unallowable
CRIN	Cost Recoveries-Income	Unallowable
FUBL	Fund Balance	Unallowable
HRCO	Hourly Compensation	Unallowable
ICOR	Indirect Cost Recovery Income	Unallowable

Object Sub Type Restrictions for DV Documents

Object Sub Type	Description	Unallowable
BU	Budget Only Object Codes	Unallowable

Institutions may create their own restrictions for object codes and payee type based on payment reasons.

Payment Reasons

When processing a DV document, users must indicate a payment reason by selecting a Payment Reason Code from the Payment Reason list in the Payment Information tab. The payment reason identifies the nature of the disbursement and determines what restrictions the disbursement is subject to.

Choosing a payment reason may restrict the other choices you can make on the document. For example, most payment reasons only allow certain object codes and some restrict whether the person being paid can be an employee or nonemployee.

The current payment reasons for using a disbursement voucher are explained below as typical examples:

Payment Reason Code

Code	Title	Description
E	Compensation for Services	Used to make payments for services such as artist fees and honoraria payments.
L	Payments for Contractual Agreements	Used to make payments required under a contractual agreement.
F	Refund/Repayment to Individual or Agency	Used to make payment for returned goods sold, or refunds for services rendered. This reason can also include repayment to agencies for contract and grant funding. It is possible to debit an income object code with this payment reason.
B	Reimbursement for Out of Pocket Expense	Used to reimburse individuals for out-of-pocket expenses on behalf of the departmental business operations due to an emergency or a situation where the regular procurement procedures cannot be followed
K	Revolving Fund Reimbursement	Revolving funds are a kind of cash account from which funds can be borrowed when cash on hand is needed for disbursements. Revolving funds are established as special types of payees that can be repaid using a DV document.
W	Subscriptions, Books, Fees, and Resale	Used for any payment covering a renewal or subscription to a newspaper, magazine or to cover membership fees to a professional organization. This reason is also used by some departments, such as bookstores, to purchase books intended to be resold.
G	Utilities, Freight, or Postage	Can be used to pay utility bills, postage, or shipping and freight costs.

Routing

The DV document must route through a series of approvals before the disbursement is actually made based on the rules set up by the institution. Due to its unique nature, the DV document has some special routing issues which are explained below:

The DV document first routes to the fiscal officer for each account in the Accounting Lines tab.
After it has been approved by all required fiscal officers, the document routes, as specified by the institution's rule, to the organization review routing level.
After the document has been approved by all organizational approvers, the DV document goes through any special routing as required by business rules surrounding the attributes of the transaction and the payee.

The document status becomes 'FINAL' when the required approvals are obtained and the transaction is processed by the institution defined process, which might include the Pre-Disbursement Processor.

Note

Pre-Disbursement Processing is still under review for OLE and not available for 1.0.

DV special condition routing

Condition	Special Routing
Payee is an employee paid outside of payroll (Payee tab)	OLE-SYS Tax Manager role
Payee requires backup withholding (determined by the presence of backup withholding dates on the Vendor record)	OLE-SYS Tax Manager role
Initiator's Campus	Final approval by members of OLE-FP Disbursement Manager role for the appropriate campus. Campus is based on the campus associated with the initiator's OLE-SYS User role
Payment Method (Payment Information tab) is Wire Transfer	OLE-FP Disbursement Method Reviewer role members associated with Payment Method 'W'.
Payment Method is Foreign Draft	OLE-FP Disbursement Method Reviewer role members associated with Payment Method 'F'.

Initiating a DV Document

Select Disbursement Voucher from the Financial Transactions submenu.
Log into OLE as necessary.
A blank Disbursement Voucher document with a new document ID appears.
Complete the Payment Information tab.
If you wish to permanently change a nonemployee's address information, process a Vendor document to change the default address stored in OLE.
Note
For information about the Vendor document, see below.
Complete the Payment Information tab.
Complete the Accounting Lines tab.
Indicate what accounts and object codes are to be debited when making this disbursement.
Complete the Contact Information tab, and remaining DV-specific tabs as required.
Click .
Print a cover sheet, if necessary.
Appropriate fiscal officers and organization reviewers approve the document.
Note
For more information about how to approve a document, see Workflow Action Buttons on the OLE Workflow Overview and Key Concepts wiki page.

E-Resource

> > >

While OLE has adopted functionality from the Kuali Financial System for acquiring print materials that includes placing orders, receiving orders, claiming orders, and paying for orders, acquiring electronic materials and tracking their lifecycle has required additional interfaces and electronic documents.

In 1.0, initial development includes the E-Resource Record and its associated maintenance documents. The E-Resource Record provides a place to store and view information about an electronic resource acquisition, including the title(s) involved and the content provider. Within the OLE user interface, the E-Resource Record presents a single, unified view of all information related to acquisition of an individual electronic resource or group of electronic resources, including titles, payment, licensing, administrative, and contact information.

E-resource acquisition requires the collection and storage of lifecycle management data that is not part of the requisition or purchase order and lacks a home in most current systems. Long-term management of e-resources also requires the ability to view or link to related data from one coherent “place.” There is no eDoc that currently meets these needs. Therefore, we are defining a new type of record to handle e-resources.

Future releases will include a platform record to support electronic resource administration, full GOKb integration, workflow tools to support initial activation of access to electronic resources, alerts to help track the workflows, and enhanced abilities to create purchase orders that accurately link expenditures to electronic resources.

Getting Started

On the Select/Acquire tab, the Acquisitions submenu allows users to create, search, and maintain E-Resource records.

An E-Resource Record is a tool for collecting and storing lifecycle management data for electronic resources , including the title(s) involved, acquisitions and licensing information, and workflow status . In the 1.0 release, the E-Resource Record is the new starting point for OLE's licensing workflow. In later releases, users will also be able to kick off trial workflows from this document.

Note

The E-Resource Record will continue to be developed and modified in future releases.

Document Layout

Because of the quantity of metadata that the E-Resource holds, the record contains a left-pane navigation bar.

The navigation bar includes:

Table 7.1. E-Resource Navigation Descriptions

Tab Name	Description
Main	Dispays the primary data elements and includes tabs for acquisitions, selection and access.
Instances	Users can manage the relationship between the E-Resource Record and OLE Instances and/or OLE E-Instances. In future releases, users will be able to import and manage data from GOKb
Purchase Orders	Displays and links to any purchase orders associated with an E-instance / Instance related to this E-Resource in 1.0. Also included at the top of the purchase order list is the sum of all payments for all purchase order line items linked to that E-Resource per fiscal year.
Invoices	Displays any invoices for any purchase orders associated with this E-Resource (see above).
Licenses	Displays license information from any License Requests an E-Resource Record is linked to. Users may also start a new License Request from this tab.
Event Log	Allows staff to store correspondence between libraries and publishers, vendors, etc. as well as notes about external activities. Some system-generated events are added automatically.

Tip

Click save when you have completed your work in one tab before moving on to the next. Prepopulated fields will be filled and you will not risk losing anything.

Main Menu

The E-Resource Record Main menu includes the Overview, Acquisitions, Selection, and Access tabs, in addition to the standard tabs.

Note

For information about the standard tabs, seeStandard Tabs on the OLE E-Doc Fundamentals wiki page.

Overview Tab

The E-Resource Record Main menu contains a custom tab called the Overview that contains basic information about the E-Resource. The name of the E-Resource, Publisher, Platform and Vendor information as well as identifying information are noted here.

Overview Tab Definitions

Title	Description
Name	Required. The name of the E-Resource. Used also for searching.
Publisher	Record the name of the publisher of the E-Resource. In a future release, this will be linked to an Organization record.
Platform Provider	Display-only. The platform provider for the E-Resource. This is display only because it is based on the Platform(s) used by the E-instance(s) that are associated with this E-Resource.
Vendor Name	The name of the vendor. This is linked to a Vendor record in OLE.
OLE Identifier	Display only. Identifies the E-Resource within OLE.
ISBN/ISSNs	Display only. If the E-Resource Record has only one title, the subfield $a of the first ISBN/ISSN number from the record will display here.
GOKb Identifier	Display only. In a future release, for E-Resources imported from GOKb, this field will display the link to the GOKb interface.
Status	Current status of the E-Resource Record.
Status Date	Display only. Date at which the status was last updated.

Workflow Status Tab

The Workflow Status tab is used in the 1.0 release to display the status of a License Request created from the E-Resource, In future releases, it will also display the status of a linked trial, purchase, or access/activation.

The checkbox in the Needed? column is used to indicate whether a trial or license negotiation will be needed to acquire this electronic resource. It is for informational purposes only.

Acquisitions

The Acquisitions tab is used to document information about the nature of the resource being acquired and some of the purchasing information.

Acquisitions Tab Definitions

Title	Description
Material Type	Required. Defines the type(s) of material (i.e. journal, database) for reporting and managing different types of E-Resources. Select the Material Type from the dropdown and click .
Format	Required. Defines the format(s) of the e-resource (i.e. electronic, print) for reporting and management. Select the format from the dropdown and click .
Content Type	Required. Defines the type(s) of content included in the E-Resource (i.e. text, images) for reporting and management. Select the Content Type from the dropdown and click .
Payment Type	Type of payment for the E-Resource. Examples may include free, paid, includes print, etc..
Package Scope	Scope of the E-Resource. For example, front file or back file. In a future release, this will be imported from GOKb.
Estimated Price	The estimated price of the E-Resource used for reference. Once the Purchase Order exists, the estimated price will reflect the official price.
Order Type	Indicates the type of order, for example subscription or standing. In a future release, this will be used to populate Purchase Orders created for this E-Resource.
Breakable	Indicates whether individual titles that are part of the E-Resource can be cancelled.
Package Type	Indicates the type of the package in GOKb. For example, locally negotiated or consortial package. In a future release, this will be imported from GOKb.
Fixed Title List	Indicates whether an E-Resource is static (fixed) or has titles added/removed over time (not fixed).
Description	Text field to allow staff to describe the E-Resource being purchased.

Selection Tab

The Selection tab gives information about who has requested the E-Resource.

Selection Tab Definitions

Title	Description
Requestor	The patron requesting the E-Resource. Enter a valid patron or search for them from the lookup and click .
Selector	The librarian requesting the E-Resource. Enter a valid OLE user or search for them from the lookup and click .
Requestor/Selector Comment	Enter any patron or staff notes about the request and click .
Priority	Select a value from the dropdown to assign a priority value to the request for purchase.

Access Tab

The Access tab describes the type of access and requirements for the E-Resource.

Access Tab Definitions

Title	Description
Type of Access	Select the type of access available for the E-Resource from the dropdown. For example, site-wide or limited access.
Access Location	Select all of the locations that have access to the E-Resource from the list. Press shift+click or shift+arrow keys to select multiple options.
Authentication Type	Select the type of authentication needed to access the E-Resource from the dropdown. For example, IP range or Shibboleth
Statistical Code	Select the Statistical Code from the dropdown list. This is a custom local field to be used for reporting.
No. of Simultaneous Users	Enter the number of simultaneous users allowed to have access the E-Resource at the same time, if there is a limit.
Technical Requirements	Enter additional notes about technical restrictions/requirements.

Note Tab

The Note tab allows staff to record multiple special notes about the E-Resource. For example breaches or computer usage requirements. After typing the note, click to add a note in the Note subtab.

In the Public Display Note field, staff may record a note that should be displayed to all public users for all titles in the E-Resource.

Instances Menu

From the Instances menu staff can view and update the OLE Instances linked to the E-Resource. In a later release, staff will also be able to manage the relationship between the E-Resource Record and data imported from GOKb.

Overview Tab

The Overview tab maintains the same information as the Main Menu's Overview tab.

Note

See the Main Menu Overview tab to review the Overview tab.

Users may set Default Coverage dates all E-instances that are associated with the E-Resource by clicking . A Coverage window will open. Enter the coverage information and click .

Users may set Default Perpetual Access dates for All E-instances that are associated with the E-Resource by clicking . A Perpetual Access window will open. Enter the perpetual access dates and click .

OLE Instances Tab

In this section, staff may also link a pre-existing OLE Instance/E-Instance to this E-Resource or create a new OLE Instance/E-Instance that is linked to this E-Resource.

Click the button.
A pop-up box with three options will appear.
Choose from the options: Link to an existing instance, Create a new Instance for an existing bib, or Create a new bib and Instance.
- Select Link to existing Instance to link a pre-existing OLE Instance.
  The EResource Workbench will open in a new tab, allowing you to search for the desired bibliographic record.
  1. Select the checkbox next to the desired title. This will give you the option to specify whether you are linking to an Instance (Holdings) or E-instance (E-Holdings).
  2. Then select the appropriate instance you would like to link to the E-Resource and click Link to EResource.
  3. Click save on the E-Resource Instances menu page.
    Instances will appear in the Instance Details tab (see below).
- Select Create OLE Instance (existing bib) to link to a new E-instance for an existing bibliographic record.
  1. The EResource Workbench will open in a new tab, allowing you to search for the desired bibliographic record (see above).
  2. Select the Create new EInstance link to the right of the desired bib record.
  3. This will open the Editor to a blank new E-Instance record. Fill out the details and click Save.
    Note
    For more information about the Bibliographic Editor, see the relevant section in the OLE Guide to Describe. .
  4. Return to the E-Resource Instances menu page and click Save.
    Instances will appear in the Instance Details tab (see below).
- Select Create New Instance (new bib) to link to a complete new bibliographic record with new instance.
  1. This will open the Bib Editor. Create a new bibliographic record.
    Note
    For more information about the Bibliographic Editor, see the relevant section in the OLE Guide to Describe. .
  2. Add a new E-instance to the bibliographic record if desired and click Save. Otherwise, populate the automatically created Instance and Item record for the title and click Save.
  3. Return to the E-Resource Instances menu page and click Save.
  4. Instances will appear in the Instance Details tab (see below).

Tip

Important : As of 1.0, you MUST click “save” on the Instances menu of the E-Resource before the link to an Instance or E-instance is actually saved.

The Instance Details tab shows a table listed of all instance (print or electronic) that have been linked to this E-Resource. Multiple instance from a single bib can be linked to the same E-Resource. To unlink a specific instance, simply click the Remove button next to it.

Purchase Orders Menu

From the Purchase Orders menu, staff are able to view and access any Purchase Orders for any Instances or E-Instances that are linked to the E-Resource. In future releases, users will also be able to see any Purchase Orders created for the E-Resource itself.

Licenses Menu

From the Licenses menu staff can view and create licenses to link to the E-Resource.

Overview Tab

The Overview tab maintains the same information as the Main menu's Overview tab.

Note

See the Main Overview tab to review the Overview tab.

Below the Overview tab, staff may start a new license request. Click the button to create the License Request document. This will create an entry for the license in the Licenses tab below. It is possible to create multiple License Requests for a single E-Resource.

Event Log tab Definitions

Title	Description
Type	System generated. The event type value will be ‘system’ when the request is initiated, 'user' if a line was added manually by user; 'file' if an Agreement doc was added; 'agreement' if a linked Agreement document was edited or added; 'location' if a location change occurred; 'status' if a license status change occurred.
Event Date	System generated. Logs the date for the event log line item.
User	Required. Logs the user id of the person associated with the event log change. Defaults to current user but can be modified by entering a name or searching from the lookup
Note	Required; may be manually added or system generated. Users may input information to provide audit trail information. System also records what events have occurred.

Process Overview

Select E-Resource from the Select/Acquire Menu.
To create the E-Resource, fill in data in the required fields: Name, Status, Material Type, Content Type and Format.
Enter additional information and click .
From this point the E-Resource acquisition process is non-linear. Four different workflows may be set in motion in any sequence. Each of these workflows can be started from a related menu page on the E-Resource; the status of the related workflows are intended to display in the Workflows tab of the Main menu of the E-Resource.
- Trials (in a future release)
- Licensing
  Note
  For more on creating license requests and their workflows, see below
- Purchasing through a Requisition and Purchase Order (in a future release)
- Activating patron access (in a future release)
In addition, the E-Resource Record has its own locally configurable workflow. As the E-Resource Record is passed through each approval in the local workflow, the document is editable for staff with appropriate permissions to add or modify as necessary.
To start the local workflow for the E-Resource, click . The document will route to the Action List of the first user or group in the local workflow.
Once that workflow step has been completed, the appropriate user will click to move the document to the next approver.

Business Rules

E-Resource must have required fields specified in Data Requirements worksheet in order to be saved.
A License Request will be linked to an E-Resource, not a Requisition (this is a change from 0.8).
An Instance or E-Instance may only be linked to one E-Resource.
As part of workflow, E-Resource Records remain in the Action List of the “owning group” until passed to the next owning group, a locally defined sequence. Whenever an E-Resource’s workflow has been completed by the last defined owning group it no longer appears in any group’s Action List.

Routing

The E-Resource document is initiated by a member of OLE-SELECT Collection Management, OLE_E-Resource, OLE_Head, OLE_Acquisitions-select, or OLE_Selector roles. Once the E-Resource is submitted to the workflow, it will route for approval:

First to a member of the OLE_Acquisitions-select.
Next to a member of the OLE_Cataloger.

E-Resource Search

> > >

OLE offers a customized document search for E-Resources. Once you have opened the E-Resource Search, perform a search to find the record you wish to modify.

Note

For information about Search By fields that are specific to E-Resources, see the E-Resource's “Document Layout” .

Process Overview

You may select your desired search fields using the Search by drop-down and enter search term(s) in the Search Criteria boxes. Searches across multiple fields can be combined using Boolean operators as needed. You may also filter by dates and statuses using the box on the right side of the screen. Search results appear below the Search boxes. The Add Search Criteria button can be used if you need to use more than 3 search criteria.

Note

As of 1.0, the search is performing a begins with search. You may use the ‘*’ character as a wildcard before and / or after any search term(s) you enter. See OLE E-Doc Fundamentals - Using Special Characters in search on the wiki.

Results will be sorted by E-Resource Record Name. You may display 10, 25, 50, or 100 E-Resource Record entries at one time. Additionally, you may further refine your search from the search bar above the results.

Click a Doc ID to open the E-Resource record.

Chapter 8. COA Attribute Maintenance E-Docs

> >

Title	Description
Object Sub-Type Code	The code assigned to a particular subdivision of an object type.
Object Sub-Type Name	Required. A descriptive label for this specific object sub-type.
Active Indicator	Indicates whether this object sub type code is active or inactive. Remove the check mark to deactivate this code.

Object Type

> > > >

The Object Type document defines the general use of an object code; such as income, asset, expense, or liability.

Tip

When you are configuring the object types, it is important to cross-reference the Object Type table, the System Options table and the OBJECT_TYPES parameters in the Parameter table.

Document Layout

The Object Type document includes the Edit Object Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Edit Object Type tab definition

Title	Description
Object Type Code	The code assigned to a particular object type.
Object Type Name	Required. A descriptive label for this object type code.
Object Type Debit Credit Code	Required. The default accounting balance type of debit or credit for the object code that is retrieved from the list.
ICR Selection Indicator	The box is checked when the transactions with the object type are eligible for automated indirect cost calculation.
Fund Balance Indicator	The box is checked when the object type code is used in the fund balance.
Reporting Sort Code	Required. The code that determines the default sort sequence of object types on certain reports.
Basic Accounting Category Code	Required. The basic accounting category code that groups object type codes for use in reporting and business processes throughout the system. Existing basic accounting category codes may be retrieved from the list or the lookup .
Active Indicator	Indicates whether this object type code is active or inactive. Remove the check mark to deactivate this code.

Restricted Status

> > > >

The Restricted Status document is used to define whether the funds within an account are restricted, unrestricted, temporarily restricted or not applicable. Some OLE business rules refer to Restricted Status records when determining the validity of an e-doc transaction.

Document Layout

The Restricted Status document includes the Edit Restricted Status tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Edit Restricted Status tab definition

Title	Description
Restricted Status Code	The unique code that identifies a particular restricted status.
Restricted Status Name	Required. The descriptive name for this restricted status code.
Active Indicator	Indicates whether this restricted status code is active or inactive. Remove the check mark to deactivate this restrictive status code.

Stewardship Requirement

> > > >

The Stewardship Requirement document is used to indicate the type of stewardship on an account e-document, for example some stewardship requirements are bookplates, annual reports for donors or departments.

Document Layout

The Stewardship Requirement document includes the Edit Stewardship Requirement tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Edit Stewardship Type tab definition

Title	Description
Stewardship Type	Identifies the type of stewardship, i.e., none, plating, reporting
Active Indicator	Indicates whether this sub fund group type code is active or inactive. Remove the check mark to deactivate this code.

Sub-Fund Group

> > > >

The Sub-Fund Group document defines the type, purpose or source of funds that are found in that account. Sub-fund group may be used for reporting purposes and for business rules on OLE e-docs.

Document Layout

The Sub-Fund Group document includes the Edit Sub-Fund Group tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Edit Sub-Fund Group tab definition

Title	Description
Sub-Fund Group Code	The unique code that identifies a particular sub-fund group.
Description	Required. The descriptive name for this sub-fund group code.
Fund Group Code	Required. The larger fund group to which the sub-fund group is associated. Existing fund group codes may be retrieved from the lookup .
Active Indicator	Indicates whether this sub fund group code is active or inactive. Remove the check mark to deactivate this code.
Sub Fund Group Type Code	Required. A code that identifies the sub-fund group type. Existing types may be retrieved from the list or from the lookup . Examples include: 'Auxiliary,' 'Internal Service Organizations,' or 'Neither.
Default Account Restricted Status Code	A unique code that identifies a particular restricted status for the default account. Existing restricted status codes may be retrieved from the list or from the lookup .
Financial Reporting Sort Code	Required. A code that designates the default sort sequence on reports.
Wage Indicator	The box checked when the sub-fund group is one that is expected to pay compensation expenses.
Budget Adjustment Restriction Code	Required. The code that determines at what level OLE checks for restrictions when an account of the sub-fund group is used on a Budget Adjustment e-doc from the budget adjustment restriction code list. Values retrievable from the list include: N = None S = Sub-Fund C = Chart O = Organization A = Account

Sub-Fund Group Type

> > > >

The Sub-Fund Group Type document defines further categorization of sub-funds. Common sub-fund group types include 'Auxiliary,' 'Internal Service Organization,' or 'Neither.

Document Layout

The Sub-Fund Group Type document includes the Edit Sub-Fund Group Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Edit Sub Fund Group Type tab definition

Title	Description
Sub-Fund Group Type Code	A unique code that identifies the sub-fund group type.
Sub-Fund Group Type Description	Required. The descriptive name for this sub-fund group type code.
Active Indicator	Indicates whether this sub fund group type code is active or inactive. Remove the check mark to deactivate this code.

Sufficient Funds Code

> > > >

The Sufficient Funds Code document defines the codes that indicate what level the account is checked for sufficient funds in the transaction processing environment. The values are pre-determined within the system. The name of the code may be edited or the code may be deactivated.

Document Layout

The Sufficient Funds Code document includes the Edit Sufficient Funds Code tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Edit Sufficient Funds Code tab definition

Title	Description
Account Sufficient Funds Code	Display-only. A unique code that indicates what level the account is going to be checked for sufficient funds in the transaction processing environment. The values defined by the system are: A = Account C = Consolidation H = Cash L = Level N = No Checking O = Object Code
Account Sufficient Funds Name	Required. The descriptive name for the account sufficient funds code.
Active Indicator	Indicates whether this sufficient funds code is active or inactive. Remove the check mark to deactivate this code.

Sufficient Funds Check Type

> > > >

The Sufficient Funds Check Type is used to define the type of sufficient fund check performed on the Account e-document.

Document Layout

The Sufficient Funds Check Type document includes the Edit Sufficient Funds Check Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Edit Sufficient Funds Check Type tab definition

Title	Description
Sufficient Funds Check Type	Identifies the type of fund to check, i.e., “account”, “object”, “cash”
Active Indicator	Indicates whether this sufficient funds code is active or inactive. Remove the check mark to deactivate this code.

Chapter 9. Standard COA E-Docs

> > >

The Lookup and Maintenance submenu on the Select/Acquire tab offers access to several Chart of Accounts e-docs that allow users to update reference tables that provide key structure for the tracking and storage of financial data.

Managing COA Documents

Kuali OLE relies on a variety of Chart of Accounts (COA) tables to function. These tables define the attributes and values used by the system to validate transactions. They also control the often complex relationships between elements in the Chart of Accounts that must be leveraged for internal and external reporting. For example, tables store basic information such as the sub-fund groups to which new accounts may be assigned and the calendar month that correlates to the first month of your institution's fiscal year. This type of flexibility is one of the features that make OLE a highly configurable application.

A note on language:

OLE/KFS Calls it:	Libraries more often call it (or it equates to):
Account	Fund
Object Code	Material type and/or order type and/or subject
Organization code	school, program, division,
Budget at Account-Object Code	Allocations

This section presents information and instructions for viewing records in the COA tables and using e-docs to maintain these tables.

Note

OLE also delivers a feature to add extension tables if your institution wants or needs to record additional Chart of Accounts attributes that are not part of the base system. OLE extended attributes may be free text fields or may have an associated reference table to supply valid values. The data dictionary can be configured by your technical staff in the following manner:

An extended attribute displays on the associated e-doc
An extended attribute can be made required or optional
An extended attribute can be available as search criteria and/or in the search results in a lookup.

For more information about extended attributes, see Extended Attributes on the OLE Maintenance E-Doc Fundamentals wiki page

Library Subject Matter Experts (SME’s) worked with the Core Team to examine and modify all existing structures in Kuali Financial Systems to accommodate library financial needs, structures, and attributes for OLE. The OLE Financial module continues to be investigated through the 1.0 release.

Initiating Chart of Account Structures

Libraries must set up a parent (university) chart, organization, object code and account first. This must be done by directly inserting the data into the database and not from the OLE user interface.

See:

OLE Demonstration Library - Chart of Accounts and GL on the wiki for a demonstration of how KFS sets up budgets and Charts of Accounts as well as a Configuration Workbook template that is used to assist KFS users in their set up.
Appendix- Initializing Chart of Accounts in OLE (requires KIS credentials, see Getting Started with OLE)
This additional document is a work-in-progress guide to library implementations of the Chart of Accounts. It provides guidelines and key definitions of the structures and attributes libraries will need to setup to start using our OLE fund and budget structures. It will continue to be posted on Google Docs and updated over time as we append functions for final university payments, Fiscal Year Rollover and university financial integrations.

In the OLE Test and Demo environments, OLE users are welcome to begin creating a new Chart, Organizations, and CoA structures to test a setup, but are encouraged to default to the OLE “IU-University Chart” as the parent of any new structures (primary object codes defined).

Creating Funds: OLE Chart of Accounts

Chart of Accounts (COA) is the set of controlling tables that define financial information, such as the codes and coding structures within OLE, including attributes like Accounts, Organizations, and Object Codes. The COA module exists primarily to support and validate entries into the General Ledger (G/L).OLE is leveraging the coding, processing and structures of the KFS Chart of Accounts, which includes:

Fiscal Year, Accounting Period
Charts
Account, Fund Group, Sub-Fund Group, Account Global; Account Delegate
- New: Sufficient Funds checking
Sub-Account, Financial Reporting Code
Object Codes, Object Global, Sub-Objects, Sub-Object Global, Object Level/Consolidation
Organizations, Responsibility Center, Organization Review
Project Codes
Chart of Accounts Maintenance Documents (Attributes/Controlled Value Lists)

A Chart is the primary or parent structure, to which 1:N (Many) Organizations belong. Accounts and Object belong to a single Chart. Budgets are then applied to combined Account-Object structures. Accounts may have sub-accounts, and Object may have sub-objects for further division and reporting.

In OLE Library sample Chart, Organization, Account, Object and Budget (using Chart “BL”):

Global COA Documents

Some COA documents (Account, Object Code, and Sub-Object Code) allow you to assign identical values to multiple 'objects' on a single document known as a global document.

To initiate a global document, select the desired document from the Chart of Accounts menu group on the Lookup and Maintenance submenu on the Main Menu tab and enter the appropriate data.

Note

For more information about a specific global document, see the subsection for that e-doc.

Edit List of xxx Tab

The global documents include the Edit List of xxx (where xxx is an attribute name) tab which allows you to add the attributes you want to modify. This can be done by looking up attributes to include on your document and using the Look Up / Add Multiple xxx lookup or by adding the values manually one at a time. At least one item must be selected on the Edit List of xxx tab.

Note

For more information about a specific global document, see the subsection for that e-doc.

Note

It is important to note that all global documents do not behave in exactly the same way. For accounts and organization reversion, the global document can only update accounts and organization reversion rules. For object and sub-object codes, the global document allows you to create new and update codes. The Account Delegate Global document is unique in that it deactivates all existing delegation for accounts on the document and replaces it with the delegation on the document.

Account

> > >> >

The Account document is used to create new accounts or to edit or copy existing accounts. An account is used to identify a pool of funds assigned to a specific university organizational entity for a specific purpose. Accounts are the fundamental building blocks of Kuali Financial Transactions. Financial Transactions are always associated with one or more accounts. Accounts and Objects are assigned budgets, and provide the financial framework for budgeting, balance inquiries, and encumbering funds for Purchase Orders, or paying vendors via Payment Requests.

An account has many different attributes associated with it that often determine how OLE allows you to use that account in transactions. It also has attributes associated with it that aid in reporting or drive special processes, such as indirect cost calculation.

The Account document comes with a global document option where you may make certain changes to a group of accounts at once. . Key attributes for OLE Accounts are: Stewardship Requirement, Legacy Fund Code, Fund Group & Sub-Fund group. Each can be used in the future for queries, extracts and reporting as additional “sorts”. The feature of the Account Global document is explained in the section following the Account document.

The Account document has six account specific tabs: Account Maintenance, Account Responsibility, Guidelines and Purpose, Account Description, Stewardship Requirements, and Legacy Fund Codes tabs which group related attributes together.

Document Layout

Account Maintenance Tab

The fields on this tab define the various account attributes which are used in the application of business rules for transactions using the account, reporting options, approval routing, etc.

Account Maintenance tab definition

Title	Description
Chart Code	Required. Enter the code or search for it from the Chart lookup . Uniquely identifies a single chart of accounts. The COA is the set of controlling tables that define financial information, such as the codes and coding structures within Kuali Financial System (OLE), including attributes like Accounts, Organizations, and Object Codes. The COA module exists primarily to support and validate entries into the General Ledger (G/L).
Account Number	Required. Enter the unique number to identify a pool of funds assigned to a specific institution entity for a specific function. Note You may restrict the account prefix by the use of the parameter. For example, you may configure to reject account numbers beginning with '3' or with '00. Identifier for a pool of funds assigned to a specific university entity for a specific function.
Account Name	Required. Enter the familiar title of a specific account
Organization Code	Required. Enter the number for the owner of the account, or search for it from the Organization lookup . Represents a unique identifier assigned to units within an institution.
Campus Code	Required. Select the physical campus on which the account is located from the Campus list, or search for it from the lookup . Represents the physical location of the account.
Account Effective Date	Required. Enter the date when the account became effective. Note An account may be used on financial transactions before its effective date.
Account Expiration Date	Optional. Enter the date when the account expires. Business rules on transactions may prevent the use of expired accounts, or provide warnings when an expired account is being used. Must be equal to or greater than the current date and cannot be before the Account Effective Date. If it is not blank, the continuation Chart of Accounts code and continuation account number are required.
Account Postal Code	Required. Enter the postal code assigned by the US Postal Service for the city where the account is managed, or search for it from the Postal Code lookup .
Account City Name	Required. Enter the city where the account is managed.
Account State Code	Required. Enter the code for the state where the account is managed, or search for it from the State lookup .
Account Street Address	Required. Enter the street address where the account is managed.
Account Off Campus Indicator	Optional. Select the check box if the account activities occur off-campus; clear the check box if they do not.
Closed?	Optional. Select the check box if the account is closed; clear the check box if it is open. Closing an account is more permanent than expiring - no transactions can use a closed account and a closed account can only be re-opened by a system supervisor.
Account Type Code	Required. Select from the Account Type list or search for it from the lookup Examples used to categorize accounts for reporting purposes might include 'Fee Remissions Accounts' or 'Equipment Accounts.' A code that categorizes or groups accounts for reporting purposes.
Sub-Fund Group Code	Required. Enter the code which relates an account to a fund, or search for it from the Sub-Fund Group lookup . Examples are continuing education accounts, scholarships and fellowships, and general funds. A designation of an account specific to fund accounting.
Vendor for Deposit Account	Enter the vendor associated with the Deposit Account, or search for it from the Vendor lookup . This field is NOT allowed unless Sub Fund Group selected equals “Clearing/Revolving” or “Deposit”, and then it is required.
University Account #	University Account Number associated with the Library Account. Ensures financial data is matched correctly to the University Account in the enterprise-wide financial system.
Account Restricted Status Code	Required. Select the account restricted status code from the Account Restricted Status list. This code indicates whether funds in the account are: T = Temporarily restricted R = Restricted U = Unrestricted If it is 'T,' then an account restricted status date is required. If the sub-fund associated with the account has a restricted status code, then that number pre-fills the field, in which case it is not editable. If the code on the sub-fund is blank, the Restricted Status Code field on the Account document must be completed.
Account Restricted Status Date	Optional. Enter the date if the accounts restricted status code above is 'T.' This date signifies when the funds are targeted to become unrestricted. If the Account Restricted Status Code is T (Temporarily Restricted), then this field becomes required and the date signifies when the funds are targeted to become unrestricted.
Endowment Chart of Accounts Code	Optional. Select the Chart of Account code from the Chart list for the account designated to receive income generated from an endowment account or for the guarantee account for an underwrite for Contracts and Grants accounts.
Endowment Account Number	Optional. Enter the account designated to receive income generated from an endowment account or the guarantee account for an underwrite for Contracts and Grants accounts, or search for it from the Account lookup .

Account Responsibility Tab

The fields on this tab define the individuals responsible for the account as well as continuation account information and Sufficient Funds parameters.

Account Responsibility tab definition

Title	Description
Fiscal Officer Principle Name	Required. Enter the name of the fiscal officer, or search for it from the lookup . The Fiscal Officer is a person who is trained and hired for the purpose of providing fiscal, policy, and internal control management of all funds in a unit. They are responsible for ensuring that processes and related controls have been established to achieve the mission and objectives of their organization(s).
Account Supervisor Principle Name	Optional. Enter the name of the account supervisor, or search for it from the lookup . The supervisor oversees the management of the account at a higher-level than the fiscal officer, but rarely receives any direct requests for action from OLE. The account supervisor cannot be the same as the fiscal officer or the account manager. The Account Supervisor will be the leader of the organization in which the account resides. In an academic unit this would probably be the Dean, in an administrative unit it would be the Vice President.
Account Manager Principle Name	Optional. Enter the name of the account manager, or search for it from the lookup . The account manager has the responsibility for ensuring that funds are spent and managed according to the goals, objectives and mission of the organization, to ensure that the funds are being spent according to a budgeted plan and that the allocation of expenditures is appropriate to the function identified for the account. The Account Manager is the person who through their actions, their position, or the budgeting process of the Dean or Vice President has direct responsibility for how funds are spent and managed. Examples would be a principal investigator who received a grant or contract, an academic person who received internal research funds from the Dean, or a Director of a non-academic department.
Continuation Chart of Accounts Code	Optional unless the account has an expiration date, in which case it is required. Enter the chart code for the continuation account, or search for it from the Chart lookup . The field is required if the account has an expiration date.
Continuation Account Number	Optional unless the account has an expiration date, in which case it is required. Enter the account that accepts transactions which are being processed on the account after the account expiration date, or search for it from the Account lookup .
Income Stream Chart of Accounts Code	Optional. Select the Chart of Accounts for the income stream account from the Chart list, or search for it from the Chart lookup . Parameters control when the income stream chart of accounts code and income stream account number are required.
Income Stream Account Number	Optional. Enter the account which has been designated to receive any offset entries from the account in order to balance responsibility center activity from the Account list or search for it from the lookup . The account designated to receive general fund income as part of the budget process for institutional funds, or the account designated to receive income from the sponsoring agency on contract and grant funds. When Budget Adjustments that involve accounts with different income stream accounts are made, OLE can be configured to create an automated Transfer of Funds transaction to properly adjust cash between those income stream accounts.
Object Presence Control Indicator	Optional. Select the check box to indicate that the account uses object presence control. Clear the check box if it does not. Object presence control requires that an object code be budgeted for the account before it can be used on an actual or encumbrance transaction. If checked, requires that an Object Code be budgeted for the account before it can be used on an actual or encumbrance transaction.

Guidelines and Purpose Tab

The fields in the Guidelines and Purpose tab collect text description that provide details relating to the type of expenses that should be charged to the account, the source of its income, and the account's overall purpose.

Guidelines and Purpose tab definition

Title	Description
Account Expense Guideline Text	Required unless the account expiration date is before the current date. Enter the text describing the type of expenditures that take place in the account. It should also explicitly state those expenditures that are unallowable in the account.
Account Income Guideline Text	Required unless the account expiration date is before the current date. Enter the text describing the types of income (source of funds) that take place in the account. It should also explicitly state those revenues that are unallowable in the account.
Account Purpose Text	Required. Enter the text describing the overall purpose of the account and the function it supports.

Account Description Tab

The Account Description tab contains optional information relating to the physical location of the account.

Account Description tab definition

Title	Description
Campus Description	Optional. Enter additional campus description if desired on the account.
Organization Description	Optional. Enter additional organization description if desired on the account.
Responsibility Center Description	Optional. Enter responsibility center description if desired on the account.

Stewardship Requirements Tab

Stewardship Requirements have been added as metadata to be used in future workflows and routing (think: book plating, donors, etc.) This tab is repeatable- do not forget to use the button to commit new Stewardship Requirements to the Account.

Account Stewardship Requirements tab description

Title	Description
Stewardship Type	Identify the type of stewardship.
Stewardship Note	Note related to the stewardship requirement.

Legacy Fund Codes Tab

Legacy Fund Codes are added to assist libraries with migrating from legacy systems and combined fund code strings (which had fiscal year, account, and object information). This tab is repeatable- do not forget to use the button to commit new Legacy Fund Codes to the Account.

Legacy Fund Codes tab description

Title	Description
Legacy Fund Code	Uniquely identifies legacy systems’ fund codes
Legacy Fund Code Note	Note related to the legacy fund code

Sufficient Funds Check tab

Sufficient funds checking is an option that can be used to stop the processing of e-doc transactions when an account does not have a balance large enough to cover expense transactions.

Sufficient funds checking can be established on an account-by-account basis. If the Transaction Process Sufficient Funds Check option on an account is checked and the Account Sufficient Funds Code is set to a value other than 'N' (no checking), then the account is checked for sufficient funds by OLE.

Sufficient Fund Check (SFC) operates differently on encumbrances vs. expenditures:

Encumbrances check against Free Balances (Budget - invoices (liabilities) [pending included] - expenditures [pending included] - encumbrances [pending included], occurs when encumbrances is pending (when requisition created/accts and costs assigned)

Expenditures check against Cash Balance (Budget - expenditures [pending included]) - when Payment Request created (pending).

The sufficientFundsAccountUpdateJob, which can be scheduled or run on demand, evaluates the pending ledger entries to determine whether or not they affect sufficient funds.

Note

For more information about how to run this batch job, see Schedule in the OLE Guide to System Administration Functions. This and other OLE user guides are available for download from OLE Documentation Portal.

Sufficient Funds Check tab description

Title	Description
Account Sufficient Funds Code	Required. Select the code that indicates what level the account is going to be checked for sufficient funds in the transaction processing environment from the Account Sufficient Funds list. The choices are: A = Account C = Consolidation L = Level O = Object Code H = Cash N = No Checking
Transaction Processing Sufficient Funds Check	Optional. Select the check box if sufficient funds check should be performed on the account.
Encumbrance / Expense Method	Identifies the type of encumbrance or expense, i.e., "over" or "under".
Encumber / Expense Constraint Type	Coded selection choice of # (for Amount) or % (for Percentage).
Encumbrance Amount	Enter a value to be checked when encumbering the account on purchase orders.
Expense Amount	Enter a value to be checked when paying the account on payment requests.
Notification Type	When the sufficient fund amount has been reached, you may select what will occur: Block user: Transaction cannot go through Warning: User gets warning message: “Account #xxxxx, has SFC (type) checking, and (accounting line) exceeds available balance thresholds.” Routing: Route to the identified Fiscal Officer on Account for Approval. Notifications: Transactions occur, but Fiscal Officer is notified of threshold being exceeded (to take corrective action, moving budgets etc.).

Process Overview

Business Rules

The Employee Type for the Financial-AQ4, Financial-AQ5, Accounting-AQ4 Fiscal Officer, Account Supervisor, and Account Manager must be 'P (Professional)' and the Employee Status must be 'A (Active).

The following rules apply to closing an account:

You must select an account active indicator: closed.
Account expiration date must be the current date or earlier
A continuation account number must be provided.
Only fully-approved Accounts (like other OLE documents) will display in Account Lookup inquiries or future Available balance inquiries.
The account must meet all the following criteria:
- expires on or before the current date
- has no budget balance
- has no pending ledger entries
- has no open encumbrances
- has no asset, liability, or fund balances other than the fund balance object code defined for this account's chart and the process of closing income and expense into fund balance must take the fund balance to zero.
Only a system supervisor user can reopen a closed account.

Routing

The document routes to the fiscal officer for the account indicated on the document. If the document edits an existing account and includes a change to the value of the Fiscal Officer field, the document routes first to the current fiscal officer and then to the newly designated fiscal officer.

The document routes to the Org Reviewer based on the organization assigned to the account.
The document routes to the Chart Manager based on the chart assigned to the account.
Accounts route to the University Chart Manager for final approval.
As an OLE User, the Account Supervisor receives an FYI copy of the document.

Account Global

> > > >

Note

For general information about accessing and working with global documents, see Global COA E-Docs.

The Account Global document is used to assign identical attributes to multiple accounts on a single document. This could be used at initial implementations, or when needing to apply attributes for future reporting and extract. The same rules and options apply to Account Global documents as to Account e-docs, but with some restrictions on fields, and more routing/workflow.

Document Layout

The Account Global document contains the Global Account Maintenance screen and Edit List of Accounts tab.

Global Account Maintenance Tab

The Global Account Maintenance tab works the same as the Edit Account Maintenance tab of the Account document except that it contains only the fields that can be modified from this tab. There are no required fields in this tab. Instead, you only need to complete the fields that you want to update on the selected accounts. If an account attribute is to remain as is, leave that field blank.

Note

For more information about how to complete the Global Account Maintenance tab, see Account.

Edit List of Accounts Tab

There are two ways to populate the accounts that you want to update globally in the Edit List of Accounts tab. One is by manually entering or selecting one object code at a time from the normal Account lookup , the other is by using a special multiple value lookup called the Look Up / Add Multiple Account Lines to return multiple values.

Note

For more information about the two types of lookup, see Field Lookup and Multiple Value Lookup on the OLE E-Doc Fundamentals wiki page.

Process Overview

Business Rules

The Account Global document is subject to the same business rules as the Account document. In addition, at least one account must be selected on the Edit List of Accounts tab.

Note

For the information about the Account document business rules, see Account.

Routing

The Account Global document routes to the Chart Manager for every chart represented in the accounts being modified, and then to the University Chart Manager.

Initiating an Account Global Document

Using Look Up / Add Multiple Account Lines

Complete the Global Account Maintenance tab.
To add multiple accounts to the Edit List of Accounts tab, click the Look Up / Add Multiple Account Lines lookup.
Enter the desired search criteria to search for the accounts you want to include and click .
After the result is returned, select check boxes to make your account selection and click .
The selected accounts are returned to the Edit List of Accounts tab.
Click .

Adding One Account at a Time

Complete the Global Account Maintenance tab.
To add one account at a time, enter the values or use the Account lookup .
Enter the desired search criteria to search for the accounts you want to include and then click .
Note
For information about how to retrieve a document, see Using Doc Search to Find a Document on the OLE E-Doc Fundamentals wiki page.
Click to add the account to the list.

Object Code

> >>> >

The Object Code document is used to establish new object codes or to copy or edit existing object codes. Object codes are a four character codes that represent all income, expense, asset, liability and fund balance classifications that are assigned to transactions and help identify the nature of the transaction. Examples of object codes might include travel expenditures, student fee income, accounts receivable, and invoices payable. Object codes are specific to a chart and a fiscal year and contain several attributes throughout OLE for financial reporting at the detail and consolidated levels.

Use of Object Codes in OLE sample data is based on typical reporting or budgeting requirements- monograph, serial, electronic.

All Object Codes must Report to an Object code, have an Object Type Code, Level Code, and Object Sub-Type Code. In OLE, we are using “EE” Object code to represent “Expenditure not Expense”. The Object Level code is used to maintain an attribute of the object code that is used to group similar object codes into categories for reporting. Object sub-types are used in financial rules and OLE Parameters to limit how and where an object code may be used (types of transactions, etc.).

The Object Code document comes with a global document option where you can create a group of new object codes or update the existing object codes all at once.

Note

For more information about the global document see Object Code Global.

From the Lookup screen, enter any search criteria, such as Fiscal Year= 2012, Chart= BL, and Object Code = 71* to view existing sample Library Object codes, to edit or copy them, or create new.

Document Layout

The Object Code document includes the Edit Object Code tab.

Edit Object Code Tab

Edit Object Code tab definition

Title	Description
Fiscal Year	Required. Enter the fiscal year of the object code or search for it from the Fiscal Year lookup . Note OLE is set up so the Object Code table is based on fiscal year therefore each year can have a different set of object codes.
Chart Code	Required. From the Chart list select the chart to which the object code belongs, or search for it from the lookup .
Object Code	Required. Enter the code to identify the object code which must be unique within the chart and fiscal year to which it belongs.
Object Code Name	Required. Enter the long descriptive name of the object code which appears on the Accounting Lines tab in financial documents as well as in searches and reports.
Object Code Short Name	Required. Enter the shortened version of the object code name for use in reporting where space is limited.
Reports to Chart Code	Display-only. The value automatically defaults to the Reports to Chart of Accounts Code value associated with the Reports to Object Code's Chart Code value once it is entered.
Reports to Object Code	Required. Enter the object code that the object code reports to in the next higher chart, or search for it from the Object Code lookup . For example, the object code for book sales in an auxiliary chart might report to the object code for sales and services in the campus chart
Object Type Code	Required. Enter the code or search for it from the Object Type lookup . This is used to identify an object code as income, expense, asset, liability or fund balance. Multiple values exist for income and expense to support GL functionality.
Level Code	Required. Enter the code or search for it from the Level lookup . This is the summary code for a given range of detailed object code classifications and identifies the level to which the object code belongs.
Object Sub-Type Code	Required. Enter the code or search for it from the Object Sub-Type lookup . This is the designation assigned to similar groups of object codes. Sub-types are often leveraged in OLE to apply business rules or to help with reporting.
Active Indicator	Optional. Select the check box if the object code is active and can be used on financial documents. Clear the check box if it is inactive.

Process Overview

Business Rules

If the Reports to Chart Code value is not the highest chart level, the reports to object code, fiscal year, and chart code combination must exist in the Object Code Table.
If the Reports to Chart Code value is at the highest level, then the object code must report to itself as an additional rule.

Note

Institutional Reporting: OLE provides for various fields available for institutional reporting. You can, for example, define a top level chart that consolidates activity for reporting purpose. After the top level chart is defined, the Statement of Net Assets and Statement of Revenues, Expenses and Changes in Net Assets can be designed, using 'Reports To' chart and object code and the sub-totals by the object code levels and consolidations on the top chart. Or, you may design responsibility center reports using the organization roll-up of accounts. For more information about the capabilities of the organization within the Chart of Accounts, refer to Organization.

Routing

The Object Code document routes to the Chart Manager for the chart associated with the object code followed by routing to the University Chart Manager.

Object Code Global

> >>>

Note

For general information about accessing and working with global documents, see Global COA E-Docs.

The object code global document is used to assign identical attributes to the same object code across multiple charts on a single document. The document can be initiated only by members of the OLE-SELECT Accounting-AQ4 role.

Document Layout

The Object Code Global document has two unique tabs: Global Object Code Maintenance and Edit Multiple Year and Chart tabs.

Global Object Code Maintenance Tab

The Global Object Code Maintenance tab works the same as the Edit Object Code tab of the Object Code document and it contains all the attributes that are not specific to a year or chart that can be modified on this document. The required fields on the Global Object Code document are the same as on the Object Code document. Global object can both create new and update existing records. If you are changing certain attributes using this document and the other attributes are to remain as is, leave the field blank.

Note

For more information about how to complete the Global Object Code Maintenance tab, see Object Code.

Edit Multiple Year and Chart Tab

There are two ways to populate the object codes that you want to update globally in the Edit Multiple Year and Chart tab. One is by manually entering or selecting one object code at a time from the normal Object Code lookup , the other is by using a special multiple value lookup called the Look Up / Add Multiple Object Code Lines to return multiple values.

Process Overview

Business Rules

The Global Object Code document is subject to the same business rules as the Object Code document. In addition, at least one account must be selected on the Edit Multiple Year and Chart tab.

Routing

Only members of the OLE-SELECT Accounting-AQ4 role may initiate the document.
The Global Object Code document routes to the Chart Manager for every Chart represented in the accounts being modified, and then to the University Chart Manager.

Initiating a Global Object Code document

Using Look Up / Add Multiple Object Code Lines

Complete the Global Object Code document. To add multiple object codes to the Edit Multiple Year and Chart tab, click the Look Up / Add Multiple Object Code Lines lookup .
Enter the desired search criteria to search for the object codes you want to include and click .
After the result is returned, select check boxes to make your object code selection and click .
Click .

Adding One Object Code at a Time

Complete the Global Object Code document. To add one object code at a time, enter the values or use the Object Code lookup .
Search for an object code and click the link associated with the object code you want to select.
Note
For information about field lookup and multiple value lookup, see Field Lookup and Multiple Value Lookup on the OLE E-Doc Fundamentals wiki page.
Click to add the object code to the list.
Click.

Organization

> >>> >

The Organization document defines the entities representing units at many different levels within the institution (for example, a department, responsibility center, campus). Organizations inside OLE can be used to denote Fiscal responsibility, and may be fiscal or physical organizations. There can be related organizations in a hierarchy under a single Chart. Accounts and objects belong to a single chart or organization. Organizations could be a specific library building, a department that has a budget, or by subject, depending on how adopting libraries wish to use Organizations for identifying structures, and then later use Object Codes for reporting on “like” materials or allocations.

The document collects important identifying information about an Organization and defines its place in the organization hierarchy. Organization is an important part of the Chart of Accounts and the organization hierarchy is frequently leveraged by OLE for use in Workflow and reporting.

Organizations are required in setting up accounts and objects

See list in Appendix of related library sample Organizations, such as LACQ- Library Acquisitions, or SOC- Sociology (each of these has related CoA structures and budgets), or create new.

To edit or copy an existing Organization, simply click on that option. Please do NOT change “Chart” code on existing library sample organizations, but users can edit miscellaneous OLE sample organizations not listed in this document.

Document Layout

The Organization document includes the Edit Organization Code tab.

Edit Organization tab definition

Title	Description
Chart Code	Required. Enter the chart code to which the organization belongs, or search for it from the Chart lookup .
Organization Code	Required. Enter the code to identify the organization. It must be unique within the chart to which it belongs.
Organization Name	Required. Enter the long descriptive name of the organization.
Organization Manager	Required. Enter the user ID of the manager responsible for the organization or search for it from the UserID lookup
Responsibility Center Code	Required. Enter the responsibility center code to which the organization belongs or search for it from the Responsibility Center lookup .
Organization Physical Campus Code	Required. Enter the campus code which represents the physical location of the organization, or search for it from the Campus lookup .
Organization Type	Required. Select the type of organization from the Organization Type list or search for it from the lookup . Examples might include: C = Campus R = Responsibility center U = University chart organization O = Other organizations N = Not official
Organization Default Account Number	Required. Enter the primary account used for any account reference for an organization, or search for it from the Account lookup .
Organization Address 1	Required. Enter the street address where correspondence can be sent to the organization.
Organization Address 2	Optional. Enter the second line of the street address where correspondence can be sent to the organization.
Organization City Name	Display-only. Displays the city where correspondence can be sent to the organization.
Organization State/Province Code	Display-only. Displays the state where correspondence can be sent to the organization.
Organization Postal Code	Required. Enter the zip code assigned by the US Postal Service which relates to the city where the organization is located, or search for it from the Postal Code lookup .
Organization Country Code	Required. Enter the country where correspondence can be sent to the organization, or search for it from the Country lookup .
Organization Begin Date	Required. Enter the date when the organization began operations as a new unit. For a new organization this defaults to today's date.
Organization End Date	Optional. Enter the date when the organization was dissolved.
Reports to Chart	Required. Enter the chart code associated with the organization to which the organization reports in the hierarchy, or search for it from the Chart lookup .
Reports to Organization	Required. Enter the code designating the organization within the hierarchy to which the organization reports, or search for it from the Organization lookup .
Active Indicator	Optional. Select the check box if the organization code is active and can be used on OLE documents. Clear the check box if it is inactive.

Process Overview

Business Rules

Chart must be set up in advance
When creating a new organization with the organization type code ('C: Campus' or 'U: University'), the default account number is not required, since an organization is required to create an account.
The organization cannot report to itself unless it has an organization type code of 'U.
Reports to Chart and Organization must follow a path that ends at the known root chart and organization represented by the organization with a type of 'U.
When creating a new organization the Organization Begin Date must be greater than or equal to today's date.
When creating a new organization the document may not be blanket approved, except by the OLE-SYS Manager.
An organization cannot be inactive while there are active accounts or active organizations that report to it.
If an organization is made inactive, the Organization End Date is required.

Routing

The Organization document routes to Org Review based on the organization on the document. It also routes to the Chart Manager for the chart associated with the organization followed by routing to the University Chart Manager.

Sub-Account

> > >> >

The Sub-Account document is used to define an optional part of the accounting string that allows tracking of financial activity within a particular account at a finer level of detail. Instead of associating budget, actuals and encumbrances with an account, you can specify a sub-account within that account to apply these entries. Sub-accounts are often used to help track expenses when several different activities may be funded by the same account. Sub-accounts can also be related to each other, across accounts, via Financial Reporting codes.

For example, a large organization may have money in a general account that is used by several different areas of that organization. The organization might segregate the budgets for each of the areas into Sub-accounts such as 'Marketing,' 'Research,' and 'Recruitment. When expenses are applied to the account they can be applied to the sub-account level, allowing direct comparisons between the budget and the actual income and expenditures of these smaller categories. Because all of the activity is still within a single account, it is still easy to report on the finances of the overall account.

Sub-accounts take on most of the attributes of the account to which it reports, including Fiscal Officer, account supervisor, fund group, and function code.

Sub-accounts allow you to take advantage of the Financial Reporting Code. This is an optional sub-account attribute that can be defined by a particular organization and retrieved from the OLE via decision support queries.

Document Layout

The Sub-Account document includes the Edit Sub-Account Code, and Edit Financial Reporting Code tabs.

Edit Sub-Account Code Tab

If you are not establishing a Cost Share sub-account or using the Financial Reporting Code, the Edit Sub-Account Code and the Document Overview tabs are the only required tabs on the document.

Edit Sub-Account Code tab definition

Title	Description
Chart Code	Required. Enter the chart code associated with the account associated with the sub-account, or search for it from the UserID lookup .
Account Number	Required. Enter the account number on which you want to create the sub-account or search for it from the Account lookup . If you want to use the same sub-account code on several accounts, you need to process an additional document for each additional account on which you want to use that sub-account.
Sub-Account Number	Required. Enter the code to define the sub-account. This is the code to be entered in the sub-account field of the Accounting Lines tab of financial documents.
Sub-Account Name	Required. Enter the long descriptive name. This name appears on the Accounting Lines tab in financial documents as well as in searches and reports.
Active Indicator	Optional. Select the check box if the sub-account is active. Clear the check box if it is inactive.

Edit Financial Reporting Code Tab

This Financial Reporting Code tab is optional but can be used to associate this sub-account with a Financial Reporting Code. The associated reporting code could then be retrieved via decision support tools.

Edit Financial Reporting Code tab definition

Title	Description
Financial Reporting Chart Code	Optional. Enter the chart code associated with the organization that owns the assigned financial reporting code, or search for it from the Chart lookup .
Financial Reporting Org Code	Optional. Enter the code for the organization that owns the assigned financial reporting code, or search for it from the Org Code lookup .
Financial Reporting Code	Optional. Enter the reporting code assigned to the Sub-Account, or search for it from the Financial Reporting Code lookup . Financial reporting codes are specific to a chart and organization.

Process Overview

Business Rules

Takes on most of the attributes of the account to which it reports – fiscal officer, account supervisor; fund group and function code
If sub-account type code is 'CS,' then the fields Cost Sharing Chart of Accounts Code and Cost Sharing Account Number in the Edit CG Cost Sharing tab are required.
If sub-account type code is 'EX' and the Account associated with the Sub-Account is a Contracts and Grants account, then all fields in the Edit CG ICR tab are required.
If any field in the Financial Reporting Code tab is completed, all fields become required.

Routing

The Sub-Account document routes to the Fiscal Officer associated with the account on the document.
The Sub-Account document routes to Org Review based on the organization that owns the account associated with the document.

Sub-Object Code

> >>> >

The Sub-Object document is used to define an optional part of the accounting string that allows you to create finer distinctions within a particular object code on an account.

Sub-object codes are specific to an account and a fiscal year and take on most of the attributes of the object code to which they report, including object code type and sub-type.

Document Layout

The Sub-Object Code document contains the Edit Sub Object Code tab.

Edit Sub Object Code Tab

Edit Sub Object Code tab definition

Title	Description
Fiscal Year	Required. Enter the fiscal year when you want to use the sub-object code, or search for it from the Fiscal Year lookup .
Chart Code	Required. Enter the chart code to which the sub-object code belongs, or select it from the Chart lookup .
Account Number	Required. Enter the account number on which you want to use the sub-object code, or select it from the Account lookup . If you want to use the same sub-object code on several accounts, you need to process an additional document for each additional account on which you want to use that code.
Object Code	Required. Enter the object code to which the sub-object code belongs, or select it from the Object Code lookup . The sub-object code has its own name and code, but otherwise inherits all attributes of the object code to which it belongs.
Sub-Object Code	Required. Enter the code to define the sub-object. This is the code that should be entered in the sub-object field of the Accounting Lines tab on financial transaction documents.
Sub-Object Code Name	Required. Enter the long descriptive name of the sub-object code. This name appears on the Accounting Lines tab in financial transaction documents as well as in searches and reports.
Sub-Object Code Short Name	Required. Enter the shortened version of the sub-object code name used in reporting where space is limited.
Active Indicator	Optional. Select the check box if the sub-object code is active. Clear the check box if it is inactive.

Process Overview

Business Rules

The object code associated with the sub-object code must be active.
Expired accounts are allowed, however, if the account is expired OLE offers to replace it with the continuation account.

Routing

The Sub-Object document routes to the Fiscal Officer or Primary Delegate associated with the account on the document.
The Sub-Object document also routes to Org Review based on the organization that owns the account associated with the document.

Sub-Object Code Global

> >> >

Note

For general information about accessing and working with global documents, see Global COA E-Docs.

The Sub-Object Code Global document is used to assign identical attributes to multiple sub-object codes on a single document.

Document Layout

The Sub-Object Code Global document has three unique tabs: Edit Global Sub Object Code, Edit Object Codes, and Edit Accounts. These tabs contain all of the modifiable sub-object code attributes that are not specific to object codes and account numbers.

Edit Global Sub Object Code Tab

The Edit Global Sub Object Code tab works much the same as the Edit Sub Object Code tab of the Sub-Object Code document works. All of the fields on this tab are required. The Sub Object Code Global document can both create new and update existing records.

Note

For more information about how to complete the Edit Global Sub Object Code tab, see Sub-Object Code.

Edit Object Code Tab

In the Edit Account tab, specify the chart and object codes that the sub-object code belongs to. There are two ways to populate the object codes in the Edit Object tab. One is by manually entering or selecting one object code at a time from the normal Object Code lookup , the other is by using a special multiple value lookup called the Look Up / Add Multiple Object Code Lines to return multiple values.

Edit Account Tab

In the Edit Account tab, specify the chart and account that the sub-object code belongs to. There are two ways to populate the accounts that you want to select in the Edit Account tab. One is by manually entering or selecting one account at a time from the normal Account lookup , the other is by using a special multiple value lookup called the Look Up / Add Multiple Account Lines to return multiple values.

Note

For information about how to use the multiple value lookup, see Multiple Value Lookup on the OLE E-Doc Fundamentals wiki page.

Process Overview

Business Rules

The Global Sub-Object Code document is subject to the same business rules as the Sub-Object Code document. In addition, at least one account must be selected on the Edit Accounts tab and one object code must be selected on the Edit Object Code tab.

Routing

The Global Sub-Object Code document routes to the Account Reviewer and Org Reviewer.

Initiating a Global Sub-Object Code document

Using Look Up / Add Multiple Account and Object Code Lines

Complete the Edit Global Sub Object Code tab.
To add multiple object codes to the Edit Object Codes tab, click Look Up / Add Multiple Object Lines lookup .
Enter the desired search criteria to search for the object codes you want to include and click .
After the result is returned, select check boxes to make your object code selection and click . The selected accounts are returned to the Edit Object Codes tab.
To add multiple accounts to the Edit Accounts tab, click the Look Up / Add Multiple Account Lines lookup.
Enter the desired search criteria to search for the accounts you want to include and click .
After the results are displayed, select check boxes to make your account selection and click . The selected accounts are returned to the Edit Account tab.
Click .

Adding One Account and Object Code at a Time

Complete the Edit Global Sub-Object Code tab
To add one object code at a time, enter the values or use the Object Code lookup .
Search for an object code and click the link associated with the object code you want to select.
Click to add the object code to the list.
Repeat steps 2 through 4 until you have selected all of the object codes.
To add one account at a time, enter the values or use the Account lookup .
Search for an account and click the link associated with the account you want to select.
Click to add the object code to the list.
Repeat steps 2 through 4 until you have selected all of the accounts.
Click .

Note

For information about field lookup and multiple value lookup, see Field Lookup and Multiple Value Lookup on the OLE E-Doc Fundamentals wiki page.

Chapter 10. Vendor (and Document Searches)

Table of Contents

Vendors

Special Navigation Features
Document Layout (for Create New Vendor & Create Division)
Process Overview

Document Store Search

Performing a Document Store Search
OLE Instance Searching

Acquisitions Search

> >

On the Select/Acquire tab, the Vendor submenu provides access for users to create vendors and search for multiple OLE records.

Vendors

> > > > >

The Vendor (PVEN) document allows users to create and maintain a Vendor table to track businesses or other entities your institution has done or plans to do business with. Each record in this table maintains all information pertinent to a vendor, including tax ID, addresses, contacts and other details required for the management of your institution's procurement process.. Vendors created using this document are available for use on various purchasing documents (such as Requisition, Purchase Order, and Disbursement Voucher documents).

Vendors have many different attributes which may in some cases determine how and when they may be used.

The Vendor document is available from the Inquiry and Maintenance menu group on the Main Menu tab.

There are three situations where you may choose to use this menu:

To add a new vendor ('parent Vendor record')
To create a new division to an existing vendor ('child Vendor record')
To edit information about an existing vendor or division

Special Navigation Features

For demo purposes, we suggest you use the following library vendors that we specifically created for OLE. The other existing vendors may be experimented upon to test editing, creating new, or adding Divisions to existing vendors.

Vendor name	Vendor search alias	Foreign/domestic
Aleph-Bet Books	ABB	Domestic
D. K. Agencies (P) Ltd.	DKA	Foreign
Otto Harrassowitz	HARRAS	Foreign
YBP Library Services	YBP	Domestic

Wildcards are particularly helpful for searching vendors: *ybp*, harr*.

Note

To learn more about searching, see the section Searching OLE on the OLE E-Doc Fundamentals wiki page.

To create and modify vendors, please sign into OLE as:

Role	Login
Acquisitions-AQ3, AQ4	ole-cstan
Acquisitions-AQ5	ole-ejacob
OLE-PURAP Purchasing Processor (for the Contracts tab)	ole-aferree
OLE ACQ-mgr	ole-hachris
Super user	ole-khuntley

Note

Note: When creating a NEW vendor, if logged in as member of OLE_Acquisitions-AQ3 or AQ4, the new vendor e-doc will be processed, but stops at approval. Ole-khuntley or ole-hachris (OLE ACQ-mgr) may create and blanket approve a new vendor.

Foreign Vendor

If the Vendor is Foreign, then additional fields are required, such as Currency Type shown in the tab below, and Is this a foreign vendor in the Vendor main tab. These data values will tie into workflows and currency conversion on requisitions, purchase orders and payment requests, as well as financial accounting with university systems.

Create Division

The Vendor document offers a unique option from the Vendor Detail Lookup screen, called Create Division. This option is available only for ‘parent’ vendors (that is, vendors for which the Vendor Parent Indicator on the Vendor tab is set to ‘Yes’).

The Create Division option allows you to group entities under the same corporate office with the same Tax ID ('parent vendor'). You might use this feature to add information about the separate divisions or branches, without having to duplicate the corporate information. A division has a different name from the parent.

The create division link is available only for the 'parent' vendors. When you click the create division link, a new Vendor document is initiated and the information from the Corporate Information section of the Vendor tab is copied from its Corporate Vendor and remains display-only.

This is an inherited function from KFS. Divisions must be used for full Customer Relationship Management (CRM) type functions. However, if you want to account for a library organization’s specific Vendor account number without creating a division, you may enter the customer number and the Organization Code for the Account Number Owner on the Acquisition Unit Vendor Accounts tab. You may also add specific vendor discounts associated with the library organization’s customer number, as well as Standard Delivery Carrier and carrier’s standard interval of service (expressed as days/hours).

'Collections'

In the Vendor document, many tabs allow you to enter multiple sets of information ('Collections') for the tab. For example, you may add multiple addresses, contacts, phone numbers, etc. for a single vendor.

To add additional sets of information, complete the tab again and click .

When a set of information is added it is collapsed but may be viewed by clicking individually.

Required Fields

In the Vendor document, not all the tabs are required for the creation of the Vendor record. For example, not all the vendors have supplier diversity requirement or multiple phone numbers. Nonetheless the required fields within these tabs are noted with an asterisk in the event that you decide to complete the information.

Document Layout (for Create New Vendor & Create Division)

The Vendor document has various tabs including the Vendor, Transmission Format, Address, Contact, Supplier Diversity, Shipping Special Conditions, Vendor Commodity Codes, Search Alias, Vendor Phone Number, Acquisitions Unit Vendor Accounts, and Contracts tabs.

The Vendor document is broken into two images below:

Vendor Tab

The Vendor tab collects fundamental information about a vendor such as the name, tax status and details. It is composed of three sections: General Information, Corporate Information and Detail Information sections.

General Information Section

General information includes the Vendor Name and a system-assigned Vendor Number. This number is assigned when the document is approved.

General Information section definition

Title	Description
Vendor Number	Display-only. A unique, system-generated number that identifies this vendor, assigned at the time the document is approved.
Vendor Linking ID	Locally defined. An identification to link OLE to your university’s accounts payable systems
Vendor Parent Indicator	Display only. Indicates whether the vendor is a parent or child record.
Vendor Name	Required if Vendor Last Name and Vendor First Name fields are blank. Enter the vendor name that is not a first and last name. If the vendor should be identified by a first and last name, leave this field blank.
Vendor Last Name	Required if Vendor Name field is blank. Enter the vendor last name. If the vendor should be identified by a company name or title, leave this field blank and use the Vendor Name field.
Vendor First Name	Required if Vendor Name field is blank. Enter the vendor first name. If the vendor should be identified by a company name or title, leave this field blank and use the Vendor Name field.

Note

Either the vendor name or vendor first name and last name are required to identify the vendor.

Corporate Information

The Corporate Information section includes the vendor tax information, such as tax number, ownership type, which tax forms are on file and any special withholdings or debarred information.

Corporate Information section definition

Title	Description
Vendor Type	Required. Select the appropriate vendor type from the Vendor Type list or select if from the Vendor Type lookup . Examples include 'Disbursement Voucher' and 'Purchase Order. A vendor's type determines on which OLE documents it may be used. Different vendor types are used on different documents
Is this a Foreign Vendor?	Required. Select 'Yes' from the list if the vendor should be identified as foreign. Select 'No' if the vendor is not identified as foreign.
Tax Number	Required for non-foreign vendors. Enter the vendor's tax ID number or SSN.
Tax Number Type	Required. Select the Tax Number Type option that describes the tax number entered in the Tax Number field. If no Tax Number was entered, select 'None.
Ownership Type	Required. Select the appropriate type from the Ownership Type list, or search for it from the Owner Type lookup . Examples include 'Corporation,' 'Non-Profit,' and 'Individual/Sole Proprietor. The ownership type is found on the tax document (W9, W8Ben for example) submitted by the vendor.
Ownership Category	Optional. Select the appropriate category from the Ownership Category list, or search for it from the Owner Category lookup . The ownership category more specifically identifies the vendor, often indicating the type of services this vendor provides. Examples might include Government or 'Corporation’.
W9 Received	Optional. Select 'Yes' or 'No' from the list to indicate if a W9 has been received for this vendor. Certain types of vendors may be required to have a W9 on file before they may be approved for use.
W-8BEN Received?	Optional. Select 'Yes' or 'No' from the list to indicate if a W-8BEN has been received for this vendor. Certain types of foreign vendors may be required to have a W-8BEN on file before they may be approved for use.
Backup Withholding Begin Date	Optional. Enter the effective date for backup or select it from the calendar , if the vendor is subject to backup withholdings.
Backup Withholding End Date	Optional. Enter the date to discontinue backup withholding or select it from the calendar , if the vendor is subject to backup withholdings.
Debarred	Optional. Select 'Yes' or 'No' from the list to indicate whether or not this vendor has been debarred. This designation indicates that an institution has been barred from doing business with this vendor by the state or federal government.

Detail Information Section

The Detail Information section contains additional data about the vendor including payment and shipping terms and whether or not they are restricted or inactive and why.

Detail Information section definition

Title	Description
Currency Type	Required. Currency type of the vendor. Select the appropriate currency type from Currency Type list or select it the from the Currency Type lookup .
Payment Terms	Optional. Select from the Payment Terms list or select it from the Payment Term Type lookup . Payment terms include the number of days a payment is due and whether a discount is available for prompt payment.
Payment Method	Required. Payment method of the vendor. Select the appropriate method from Payment Method list or select it the from the Payment Method lookup .
Pre-Payment	Optional. Select 'Yes' or 'No' from the list to indicate whether or not this vendor accepts pre-payments.
Credit Card	Optional. Select 'Yes' or 'No' from the list to indicate whether or not this vendor accepts credit card payments.
Minimum Order Amount	Optional. Enter an amount if the vendor requires a minimum dollar amount for orders.
Shipping Title	Optional. Select a title from the Shipping Title list or select it from the Shipping Title lookup . The shipping title determines when ownership of the product takes effect. For example destination indicates that ownership takes effect when the product arrives at the delivery location.
Shipping Payment Terms	Optional. Select the terms from the Shipping Payment Terms list or select it from the Shipping Payment Terms lookup . This determines whether the institution pays for shipping charges.
DUNS Number	Optional. Enter the nine-digit vendor Data Universal Numbering System (DUNS) number if available. The DUNS number is a unique identifier for businesses that register with Dun and Bradstreet.
Vendor URL	Optional. Enter the URL for the vendor's website.
Confirmation	Optional. Select 'Yes' to indicate that this vendor needs a printed or faxed copy of a PO if the order has been phoned in. Select 'No' if an additional confirmation copy of the PO is not required by the vendor.
Sold To Vendor Number	Enter the number of the vendor that this vendor was sold to or search for the buyer from the Vendor Detail lookup .
Sold To Name	Display-only. Automatically displayed when the Sold To Vendor is entered.
Restricted	Optional. Select 'Yes' or 'No' from the list to indicate whether or not the use of this vendor is restricted. A restricted vendor is ineligible for APOs.
Restricted Date	Display-only. Automatically displayed by the system when 'Yes' is selected in the Restricted field.
Restricted Person Name	Optional. The system automatically displays the name of the document initiator when 'Yes' is selected for Restricted.
Restricted Reason	Required if Restricted is set to 'Yes. Enter a text description indicating why this vendor is restricted.
Remit Name	Optional. This field is for information purposes only and does not carry forward to payments requests or disbursement vouchers.
Inactive Reason	Optional. If inactivating a currently active vendor, select a reason from the Inactive Reason list or select it from the Vendor Inactive Reason lookup . Examples might include 'Sold' or 'Out of Business.
Active Indicator	Required. Select the check box if the vendor is active. Clear the check box if it is inactive.

Transmission Format Tab

The Transmission Formattab allows users to choose how purchase orders will be sent to vendors. Transmission formats could be EDI or PDF files while the transmission type could be set to FTP, Email, Mail, etc.

Be sure to select at least one Preferred Transmission Format on the Transmission format tab.

After entering the new transmission format information, click to add it to the document.

Transmission Format tab definition

Title	Description
Transmission Format	Required. Transmission format of the vendor. Select the appropriate currency type from the Transmission Format list or select from the Transmission Format lookup
Preferred Transmission Format	Indicate whether or not the vendor transmission format/type is the preferred one or not. Required. Select the check box if the Transmission Format is the preferred format. Clear the check box if it is not the preferred format.
Transmission Type	Required. Transmission Type of the Transmission Format. Select the appropriate currency type from the Transmission Type list or select from the Transmission Type lookup
Connection Address	Optional. Address of the transmission type.
User Name	Optional. User Name of the transmission type.
Password	Optional. Transmission Type password.
Active Indicator	Required. Select the check box if the Transmission Format is active. Clear the check box if it is inactive.

Address Tab

The Address tab collects address information for a vendor. Different types of addresses may be entered, such as one for mailing purchase orders and another for remittance of payments. Vendors of a particular type may be required to have at least one address of a certain type (such as at least one 'remit to' address). Every vendor must have one default address.

After entering an address, click to add it to the document.

Note

For more information about adding multiple addresses, see Collections'.

Address tab definition

Title	Description
Address Type	Required. Select an address type from the Address Type list or search for it from the Address Type lookup .
Address 1	Required. Enter the first line of the address information.
Address 2	Optional. If necessary, enter the second line of the address information.
City	Required. Enter the city name for this address.
State	Optional. Select the state from the State list or select it from the State Code lookup . State may be required under certain circumstances (such as when entering a US address).
Postal Code	Optional. Enter the postal code for this address. Postal code may be required under certain circumstances (such as when entering a US address).
Province	Optional. Enter the province for this address.
Country	Required. Select a country from the Country list or select it from the Country lookup .
Attention	Optional. Enter to whose attention it should be directed to, if you want this address to have an attention line.
URL	Optional. Enter a URL you want to associate with this vendor address.
Vendor Fax Number	Optional. Enter the vendor fax number you want to associate with this address.
Email Address	Optional. Enter the vendor email address you want to associate with this address.
Set as Default Address	Required. Select 'Yes' or 'No' from the list to indicate if this address should be used as the default for this vendor or not. Every vendor must have one default address.
Address Note	Optional. Enter additional information for the vendor’s address.
Active Indicator	Required. Select the check box if the address is active. Clear the check box if it is inactive.

Contact Tab

The Contact tab collects contact information for a vendor. Different types of contacts may be entered, such as sales, technical and customer service representatives.

Contact tab definition

Title	Description
Contact Type	Required. Select contact type from the Contact Type list or select it from the Contact Type lookup .
Name	Required. Enter the name of the contact.
Email Address	Optional. Enter the email address for this contact.
Address 1	Optional. Enter the first line of the address information for this contact.
Address 2	Optional. Enter the second line of the address information for this contact.
City	Optional. Enter the city name for this contact.
State	Optional. Select the state from the State list or select it from the State Code lookup .
Postal Code	Optional. Enter the postal code for this contact.
Province	Optional. Enter the province name for this contact.
Country	Optional. Select the country from the Country list or select it from the Country lookup .
Attention	Optional. Enter to whose attention it should be directed to, if you want this address to have an attention line.
Comments	Optional. Enter any additional comments about this contact.
Active Indicator	Required. Select the check box if the contact is active. Clear the check box if it is inactive.

After entering a contact, click to add it to the document.

Note

For more information about adding multiple contacts, see 'Collections'.

Supplier Diversity Tab

The Supplier Diversity tab is used to indicate if any recognized supplier diversity categories apply to this vendor. The Small Business Administration has defined supplier diversity categories which may be based on size (small business), ownership (woman or minority owned), and/or geographical location (local).

Supplier Diversity definition

Title	Description
Supplier Diversity	Required when the tab is used. Select the supplier diversity type from the Supplier Diversity list or select it from the Supplier Diversity lookup .
Active Indicator	Required. Select the check box if the supplier diversity type is active. Clear the check box if it is inactive.

After selecting a supplier diversity type, click to add it to the document.

Note

For more information about adding multiple supplier diversity types, see 'Collections'.

Shipping Special Conditions Tab

The Shipping Special Conditions tab is used to indicate whether Accounts Payable is allowed to pay for additional freight charged when the vendor invoices for goods or services. Examples might include 'Express,' or 'Insured.'

Shipping Special Conditions tab definition

Title	Description
Shipping Special Conditions	Required. Select the type from the Shipping Special Conditions Type list or select it from the Shipping Special Condition lookup.
Active Indicator	Required. Select the check box if the shipping special conditions type is active. Clear the check box if it is inactive.

After selecting a shipping special condition, click to add it to the document.

Note

For more information about adding multiple shipping special condition types, see 'Collections'.

Vendor Commodity Codes Tab

The Vendor Commodity Codes tab is used to assign commodity codes to this vendor. A commodity code may be added only by a Purchasing Department staff member.

The Purchasing Department assigns commodity codes to vendors in order to track spending by category. A vendor may be assigned multiple commodity codes. For example, a local company that both prints and designs documents might have two different commodity codes, one for printing and one for design.

Note

For information about adding commodity codes, see Commodity Code.

Vendor Commodity Codes tab definition

Title	Description
Commodity Code	Optional. Enter the commodity code.
Commodity Default Indicator	Optional. Select the check box if this commodity code is to be used as the default for this vendor. This commodity code is used on APOs where an institution has indicated that the commodity code is required on POs but not on requisitions. Clear the check box if this commodity code is not to be used as the default.
Active Indicator	Optional. Select the check box if this commodity code is active for this vendor. Clear the check box if it is inactive for this vendor.

After entering a commodity code, click to add it to the document.

Note

For more information about adding multiple commodity codes, see 'Collections'.

Search Alias Tab

The Search Alias tab is used to define other names that may be used when searching for this vendor. Search aliases can be used in future lookups as abbreviated forms of long vendor names, or to denote external vendor codes or standard address numbers (SAN). Alias types include Abbreviation, Vendor Code, etc.

Search Alias tab definition

Title	Description
Search Alias Name	Required. Enter the alternate name that may be used to search for this vendor.
Alias Type	Optional. Identify the search alias type or select the type from the Alias Type lookup .
Active Indicator	Required. Select the check box if the search alias name is active. Clear the check box if it is inactive.

After entering a search alias, click to add it to the document.

Note

For more information about adding multiple aliases, see 'Collections'.

Vendor Phone Number Tab

The Vendor Phone Number tab collects phone numbers for this vendor. It may be used to define various types of phone numbers. Examples of different phone number types include 'Toll Free,' 'Mobile,' and 'Purchase Order.'

Vendor Phone Number tab definition

Title	Description
Phone Type	Required. Select the phone type from the Phone Type list or select it from the Phone Type lookup .
Phone Number	Required. Enter the phone number.
Extension	Optional. Enter the extension for the phone number.
Active Indicator	Required. Select the check box if the vendor phone number is active. Clear the check box if it is inactive.

After entering a phone number, click to add it to the document.

Note

For more information about adding multiple phone numbers, see 'Collections'.

Acquisition Unit Vendor Accounts Tab

The Acquisition Unit Vendor Account tab collects information about numbers the vendor uses to identify your institution. Multiple customer numbers may exist for the same vendor and they are specific to a chart and organization.

This is where libraries can record local account information for different departments purchasing authority within the same vendor e-doc.

Acquisition Unit Vendor Accounts tab definition

Title	Description
Acquisition Unit’s Vendor account / Vendor Info Customer #	Required. Enter the number this vendor uses to identify your institution or organization as a customer.
Chart Code	Required. Select the chart this customer number should be associated with from the Chart Code list or select it from the Chart lookup .
Account Number Owner (Organization Code)	Optional. Enter an organization code to associate with this customer number or select it from the Organization Code lookup .
Discount	Optional. Enter the value of the discount.
Discount Type	Optional. Select the type of discount.
Standard Delivery Carrier	Optional. Enter the Delivery Carrier or select it from the Carrier lookup .
Standard Delivery Carrier Interval	Optional. Enter the days from order date to delivery; used as default claim interval in POs
Active Indicator	Required. Select the check box if the customer number is active. Clear the check box if it is inactive.

After entering a phone number, click to add it to the document.

Contracts Tab

The Contracts tab collects information about contracts your institution has with this vendor. It includes information such as who manages the contract for your institution, when it begins and ends, any special payment or shipping terms that may specifically apply to the vendor. The Contracts tab is viewable only by the members of the OLE-PURAP Purchasing Processor role.

Contracts tab definition

Title	Description
Contract Name	Required. Enter the name used to identify this vendor contract.
Description	Required. Enter a text description that describes the contract.
Campus	Required. Select what institution campus this contract is associated with from the Campus list or select it from the Campus lookup .
Begin Date	Required. Enter the effective date of the contract or select it from the calendar .
End Date	Required. Enter the expiration date of the contract or select it from the calendar .
Contract Manager	Required. Select the name of the person at your institution who manages this contract from the Contract Manager list or search for it from the Contract Manager lookup .
PO Cost Source	Required. Select a cost source for this contract from the PO Cost Source list or search for it from the Purchase Order Cost Source lookup .
B2B Contract	Select the business-to-business contract (yes, no) from the list
Payment Terms	Required. Select the payment terms for this contract from the Payment Terms list or search for it from the Payment Term Type lookup .
Shipping Terms	Optional. Select the shipping terms for this contract from the Shipping Terms list or search for it from the Shipping Payment Terms lookup .
Shipping Title	Optional. Select a shipping title for this contract from the Shipping Title list or search for it from the Shipping Title lookup .
Extension Option Date	Optional. Enter the date up until the contract may be extended or select it from the calendar .
Default APO Limit	Optional. Enter the upper dollar amount for which automatic purchase orders (APOs) under this contract may be created.
Active Indicator	Required. Select the check box if the contract is active. Clear the check box if it is inactive.

After entering a contract, click to add it to the document.

Note

For more information about adding multiple contracts, see 'Collections'.

Process Overview

Business Rules

Staff with appropriate levels of security can add, modify or delete data in the vendor record.
Either Vendor Name or Vendor Last Name and Vendor First Name fields must be filled.
If Vendor Name field is entered, Vendor First Name and Vendor Last Name fields must be blank.
If Vendor First Name and Vendor Last Name fields have been entered, the Vendor Name field must be blank.
Tax number must be 9-digits and cannot be all zeros.
The first three digits of an SSN cannot be '000' or '666.
The middle two digits of an SSN cannot be '00.
The last four digits of an SSN cannot be '0000.
The first two digits of a FEIN cannot be '00.
The vendor's Tax Number must be unique unless it is a division of a parent vendor.
Vendors of type 'Purchase Order' must have an address of the type 'Purchase Order.
Vendors of type 'Disbursement Voucher' must have an address of the type 'Remit.
A vendor must have one and only one address marked as a default address.
If a country for an address is 'United States' then state and zip code are required.
Phone and fax numbers must be formatted as ###-###-####.
If the Category Allowed Indicator for a specific ownership type is 'N' (No) then vendor category must be left blank.
If the SSN Allowed Indicator for this ownership type is 'N' (No) then the tax number type must not be SSN.
If the FEIN Allowed Indicator for this ownership type is 'N' (No) then the tax number type must not be FEIN.
Contract begin date must be earlier than contract end date.

Note

Note: In many of the tabs, at least one address or contact etc. must have Active Indicator checked. Otherwise when the user tries to submit the Vendor e-doc, the system will display an error message. If you input any information on the other tabs, then their local tab requirements are noted with asterisks as well.

Routing

The document does not formally route.

Document Store Search

> > >

Document Store Search is located on the Vendor submenu on the Select/Acquire tab. The Document Store Search is a content management system for library records such as Bibliographic, Instance (Holdings and Items), Licenses, etc.

Note

Note for searching records: Breadcrumbs are planned for a later release, for now you can navigate through the Doc Store but will want to make note of where you have been if you want to return to the same record.

Performing a Document Store Search

From the Document Store Search, bibliographic data in the DocStore can be searched in a variety of ways. Select options from the dropdown menus and enter information to refine the search.

Advance Search Field Definitions

Title	Description
Document Category	General category of documents being searched. Note Work is the only valid category in 1.0
Document Type	Type of documents associated with a category. For the category Work, these include bibliographic, licenses, Instances, items, etc.
Document Format	Limits searches to a specific data format (i.e., MARC, Dublin Core). Defaults to ALL.
Sort By	Sorts the records by title, author, publication date, and relevance

Five search lines are provided in the Document Store Discovery Layer. Standard Boolean operators (AND, OR, NOT) can be chosen to combine the search terms. Truncation is not automatic in OLE 1.0; the truncation symbol is an asterisk. An asterisk can also be used as a wildcard character within a word.

Note

Known bug: Special characters such as ‘&’ and ‘:’ are not recognized when searching.

A default sort for the result set can be specified from either the search or the results screen. After all search and sort parameters are entered, click .

A short selection of fields from the bibliographic data is displayed for each title.

To refine your search, you can use the facets on the left-hand side of the results screen:

Clicking on these returns a smaller, more limited search result set. Clicking on more than one facet reduces the result set even further. The facets being used for limiting results are shown at the top of the results index:

To remove a limit, click on the red [x] next to it.

The search results are then re-displayed with that limit removed.

If you need to see more titles on a screen, each entry can be collapsed to show only its titles. All entries can be collapsed at once by using the Collapse All link in the upper right:

To view more results you may slide or click on the search bar, type in a page number, or hover your mouse near the left of the Selected page field to use the up/down arrows. You will then need to click Go to page.

OLE is designed to search data in a variety of formats. OLE contains bibliographic data in MARC and Dublin Core formats, both stored in XML. The record format is shown at the bottom of the bibliographic information.

Just below the bibliographic details for each title are links to the XML versions. Click to open an XML version of the record in a new window or browser tab:

Click to open the Bibliographic Editor.

Note

For more information about the bibliographic editor, see the Editors section of the Guide to the Describe and Manage Module.

Note

Note: The View and Edit buttons will most likely change in future releases.

At any time, you may choose to revise your search or start a new search. These options are located at the top left side of the results screen.

Click the OLE tab to return to OLE's main portal.

OLE Instance Searching

Some bibliographic search results may include link(s) to one to many Instance (with Holding) and Item records, for those created during acquisitions or as part of OLE sample data:

You may select the call number link to see the Instance metadata, or link from it to further Holding or Item(s) data. There is limited data in the Item records that have been added to the Document Store. To return to the Bibliographic description, click the Title link.

To return to your search results, use your browser's navigation.

At present, users only have the Search Field option "source" available when searching Instance documents, but can further search Holdings data like below:

Or further, test searching on Item data.

Facets for Holdings and Item data (such as location, call number sorting, etc.) will be designed and released in the future.

Notes and Tips on Bib, Instance and Item searching

Breadcrumbs are planned for a later release, for now you can navigate through the DocStore but will want to make note of where you have been if you want to return to the same record.
If you use multiple words in your search, only one gets highlighted in the search results, and it’s the first word that appears in the document (not the first word in your list of search terms).
If you search for a word in plural form, OLE will show results for the singular form as well.
Click the OLE tab to return to OLE's main portal.

Click to see Instance, Holdings or Items in their raw .xml form. OLE will generate new Instance/Holding/Item documents during the Import or Load process or during Requisition-to-Purchase Order creation. You may also create and edit Instances through the Instance Editor.

Note

For more information about the Instance editor, see the Instance Editor section of the Guide to the Describe and Manage Module.

Acquisitions Search

> > >

OLE offers a general search for acquisition e-docs. The search screen contains the standard acquisition and bibliographic search fields.

Using the bibliographic search fields will result in acquisition documents pertaining to that title.

Note

For information about performing a search for one or more credit memos, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Chapter 11. Vendor Attribute Maintenance E-Docs

> >

The Maintenance Menu provides access to many vendor-related e-docs that allow you to update vendor attributes used by the Vendor document.

Address Type

> > > >

The Address Type document is used to establish codes used to categorize various types of vendor addresses. These types can be used to identify different addresses for different purposes, such as defining one address to which purchase orders should be sent and another address to which tax documents should be addressed.

Document Layout

The Address Type document includes the Edit Address Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Address Type tab definition

Title	Description
Address Type Code	The code to identify a type of vendor address.
Address Type Description	Required. The familiar title of the vendor addresses type.
Default Indicator	Optional. Select the checkbox if an address of this type can be marked as the default address for a vendor. Clear the checkbox if it should not be used as a default.
Active Indicator	Indicates whether this vendor address is active or inactive. Remove the check mark to deactivate.

Campus

> > > >

The Campus document defines basic identifying attributes of a campus-level purchasing unit at your institution.

Document Layout

The Campus Parameter document includes the Edit Campus Parameter tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Campus Parameter tab definition

Title	Description
Campus Code	The campus code for which the parameters are used.
Campus Purchasing Director Name	The name of the purchasing director associated with this campus.
Campus Purchasing Director Title	The title of the purchasing director for this campus.
Campus Accounts Payable Email Address	The accounts payable email address for this campus.
Purchasing Institution Name	The institution's name that is associated with this campus code.
Purchasing Department Name	The Purchasing Department name for this campus.
Address 1	The first line of the address for this campus office.
Address 2	The second line of the address for this campus office.
City	The city for this campus office.
State	The state for this campus office. Existing state codes may be retrieved from the list or from the lookup .
Postal Code	The postal code for this campus office.
Country	The country for this campus office. Existing restricted status codes may be retrieved from the list or from the lookup .
Active Indicator	Indicates whether this campus parameter is active or inactive. Remove the check mark to deactivate.

Commodity Code

> > > >

The Commodity Code document defines categories of items purchased from a vendor by assigning a set of attributes to a code.

Document Layout

The Commodity Code document includes the Commodity Code tab and the Contract Managers tab.

Commodity Code Tab

The system automatically enters data into both the Old and New sections of this tab. Selected data fields are available for editing.

Commodity Code tab definition

Title	Description
Commodity Code	The commodity code. Commodity codes can be used to categorize purchases. OLE is not delivered with a commodity code structure, but the system is designed so that industry standards can be loaded into the table or your organization can adopt its own coding structure.
Commodity Code Description	Required. A description of the commodity code.
Sales Tax Indicator	Indicates if sales tax applies to this commodity code. Remove the check mark if sales tax does not apply.
Restricted Items Indicator	Indicates if this is a commodity code of restricted items. Remove the check mark if there are no restrictions on items associated with this commodity code.
Sensitive Data	Optional. The type of sensitive data for the commodity code. Existing sensitive data descriptions may be retrieved from the list or from the lookup .
Active Indicator	Indicates whether this commodity code is active or inactive. Remove the check mark to deactivate.

Contract Managers Tab

Note that multiple Campus Code/Contract Manager combinations may be assigned to the commodity code by clicking add after entering data for each combination.

Note

For more information about assigning multiple Campus Code/Contract Manager combinations, see 'Collections'.

Contract Managers tab definition

Title	Description
Campus Code	Required. The campus for the commodity code. Existing campus codes may be retrieved from the list or from the lookup .
Contract Manager	Required. The contract manager for the commodity code. Existing contract managers may be retrieved from the list or from the lookup .

Contact Type

> > > >

The Contact Type document is used to establish various roles of the vendor contact, which may assist in determining how inquiries should be directed to the vendor. Examples of contact types include 'Accounts Receivable,' 'Sales Rep,' and 'Customer Service.'

Document Layout

The Contact Type document includes the Edit Contact Type tab. The system automatically enters data into both the Old and New sections of this tab. Selected data fields are available for editing.

Edit Contact Type tab definition

Title	Description
Vendor Contact Type Code	The code used to identify a type of vendor contact.
Vendor Contact Type Description	Required. The title of the contact type.
Active Indicator	Indicates whether this contact type is active or inactive. Remove the check mark to deactivate.

Contract Manager

> > > >

The Contract Manager document is used to establish the list of individuals at the institution who are responsible for managing contracts for specific vendors. When associating a contract with a vendor in the Vendor document, a Contract Manager must be selected.

Document Layout

The Contract Manager document includes the Edit Contract Manager tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Contract Manager tab definition

Title	Description
Contract Manager Code	The code used to identify this contract manager.
Contract Manager Name	Required. The contract manager's name.
Published Phone Number	The published phone number of the contract manager, including area code.
Published Fax Number	Required. The published fax number of the contract manager, including area code.
Contract Manager Delegation Dollar Limit	Required. The upper dollar amount for which this contract manager is allowed to delegate approval authority.
Active Indicator	Indicates whether this contract manager is active or inactive. Remove the check mark to deactivate.

Cost Source

> > > >

The Cost Source document is used to establish codes that identify the method used to determine the pricing for a purchase order. Examples might include 'Quote', 'Estimate', 'Pricing Agreement', or the name of an affiliation that has negotiated a contract with one or more vendors.

Document Layout

The Cost Source document includes the Edit Cost Source tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Cost Source tab definition

Title	Description
Cost Source Code	The code used to identify this purchase order cost source.
Cost Source Description	Required. The familiar title of the purchase order cost source.
Item Unit Price Lower Variance Percent	Required. Payment will not be made if the price variance is lower by this percentage.
Item Unit Price Upper Variance Percent	Required. Payment will not be made if the price variance is higher by this percentage.
Active Indicator	Indicates whether this cost source code is active or inactive. Remove the check mark to deactivate.

Ownership Type

> > > >

The Ownership Type document is used to define the vendor for tax and reporting purposes, indicating for example, that the vendor is an individual, corporation, or non-profit entity. It also indicates if vendors of this type can be further defined using an Ownership Category.

Document Layout

The Ownership Type document includes the Edit Ownership Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Ownership Type tab definition

Title	Description
Ownership Code	The code used to identify this ownership type.
Ownership Description	Required. The familiar title of the ownership type.
Ownership Type Category Allowed Indicator	Indicates if a vendor with this ownership type is allowed to have an ownership category. Remove the check mark if ownership category is not allowed.
Active Indicator	Indicates whether this ownership type code is active or inactive. Remove the check mark to deactivate.

Ownership Type Category

> > > >

Certain ownership types allow the selection of further refining ownership type category. The Ownership Type Category document further defines a vendor's ownership within Ownership Type.

Document Layout

The Ownership Category document includes the Edit Ownership Category tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Ownership Category tab definition

Title	Description
Ownership Type Category Code	The code used to identify this ownership type category.
Ownership Type Category Description	Required. The familiar title of the ownership type category.
Active Indicator	Indicates whether this ownership type category code is active or inactive. Remove the check mark to deactivate.

Payment Terms Type

> > > >

The Payment Terms Type document is used to establish codes that define a vendor's payment terms, including the number of days in which a payment is due and if a discount is available for prompt payment.

Document Layout

The Payment Terms Type document includes the Edit Payment Term Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Payment Term Type tab definition

Title	Description
Payment Terms Code	Required. Enter the code used to identify this payment terms type.
Payment Terms Description	Required. Enter the familiar title of the payment terms.
Payment Terms Percent	Required. Enter the percentage discount to be applied if the payment is made by the discount date.
Discount Due Number	Required. Enter a number that reflects either the number of days or the date (day of the month) by which payment must be made to qualify for the discount percentage.
Discount Due Type Description	Required. Select 'Days' or 'Date' to indicate whether the number entered in the Vendor Discount Due Number field is a number of days or a date (defined here as a specific day of the month).
Net Due Number	Required. Enter a number that reflects either the number of days or the date (day of the month) by which payment net is due.
Net Due Type Description	Required. Select 'Days' or 'Date' to indicate whether the number entered in the Vendor Net Due Number field is a number of days or a date (defined here as a specific day of the month).
Active Indicator	Optional. Select the check box if the payment term type is active. Clear the check box to inactivate the existing payment terms code.

Phone Type

> > > >

The Phone Type document is used to establish codes that identify various types of vendor phone or fax numbers. Sample phone types might be 'Phone,' 'Fax,' or 'Mobile.

Document Layout

The Phone Type document includes the Edit Phone Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Phone Type tab definition

Title	Description
Phone Type Code	The code used to identify this phone type.
Phone Type Description	Required. The familiar title of the phone type.
Active Indicator	Indicates whether this phone type code is active or inactive. Remove the check mark to deactivate.

Shipping Payment Terms

> > > >

The Shipping Payment Terms document establishes codes that define the various terms that specify who is responsible for the payment of shipping charges for purchases from a vendor. Examples might include 'Institute Pays, Part of PO,' 'Paid by 3^rd Party,' or 'Vendor Pays'.

Document Layout

The Shipping Payment Terms document includes the Edit Shipping Payment Terms tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Shipping Payment Terms tab definition

Title	Description
Shipping Payment Terms Code	The code used to identify the shipping payment terms.
Shipping Payment Terms Description	Required. The title of the shipping payment terms.
Shipping Payment Terms Pay Indicator	Indicates if it is permissible for the vendor to add shipping charges to an invoice. Remove check mark if shipping payment terms does not apply to payments.
Active Indicator	Indicates whether this shipping payment terms code is active or inactive. Remove the check mark to deactivate.

Shipping Special Conditions

> > > >

The Shipping Special Conditions document establishes various categories of commodities that require special shipping considerations. Examples might include 'Express' or 'Insured'.

Document Layout

The Shipping Special Conditions document includes the Edit Shipping Special Condition tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Shipping Special Condition tab definition

Title	Description
Shipping Special Condition Code	The code used to identify the shipping special condition.
Shipping Special Condition Description	Required. The familiar title of the shipping special condition.
Active Indicator	Indicates whether this shipping special condition code is active or inactive. Remove the check mark to deactivate.

Shipping Title

> > > >

The Shipping Title document establishes the codes that define the point at which shipping titles are transferred and the institution takes possession of a shipment. Examples might include 'Destination,' 'Origin (Vendor Location),' or 'Customs-US Port.

Document Layout

The Shipping Title document includes the Edit Shipping Title Tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Shipping Title tab definition

Title	Description
Shipping Title Code	The code used to identify this vendor shipping title.
Shipping Title Description	Required. The familiar title of the vendor shipping title.
Active Indicator	Indicates whether this shipping title code is active or inactive. Remove the check mark to deactivate.

Supplier Diversity

> > > >

Certain vendors may merit special consideration due to their size (small business), ownership (woman or minority owned), geographical location (local), or other factors. The Supplier Diversity document establishes the codes to identify the categories defined by the Small Business Administration.

Document Layout

The Supplier Diversity document includes the Edit Supplier Diversity tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Supplier Diversity tab definition

Title	Description
Supplier Diversity Code	The code used to identify this supplier diversity type.
Supplier Diversity Description	Required. The title of the supplier diversity code.
Active Indicator	Indicates whether this supplier diversity code is active or inactive. Remove the check mark to deactivate.

Vendor Inactive Reason

> > > >

The Vendor Inactive Reason document establishes codes that indicate why a vendor is being inactivated in the system. Examples of codes might include 'Out of Business' or 'Merged.'

Document Layout

The Vendor Inactive Reason document includes the Edit Vendor Inactive Reason tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Vendor Inactive Reason tab definition

Title	Description
Vendor Inactive Reason Code	The code used to identify this vendor inactive reason.
Vendor Inactive Reason Description	Required. The familiar title of the vendor inactive reason code.
Active Indicator	Indicates whether this vendor inactive reason code is active or inactive. Remove the check mark to deactivate.

Vendor Search Alias Type

> > > >

The Vendor Search Alias Type document establishes codes that indicate what type of vendor alias is used on the Vendor document. Examples of codes might include 'Abbreviation' or 'External Vendor Code.'

Document Layout

The Vendor Alias Type document includes the Edit Alias Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Alias Type tab definition

Title	Description
Alias Type	Required. The name of the alias type used to describe aliases.
Definition	Required. The description of the alias type.
Active Indicator	Indicates whether this alias type is active or inactive. Remove the check mark to deactivate.

Vendor Transmission Format

> > > >

The Vendor Transmission Format document establishes the file formats that a vendor will use to receive purchase orders. Examples of formats might include ‘EDI’ or 'PDF'.

Document Layout

The Vendor Transmission Format document includes the Edit Vendor Transmission Format tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Vendor Transmission Format tab definition

Title	Description
Vendor Transmission Format	Required. The name of the vendor transmission format.
Active Indicator	Indicates whether this vendor inactive reason code is active or inactive. Remove the check mark to deactivate.

Vendor Transmission Type

> > > >

The Vendor Transmission Type document establishes how a purchase order will be sent to the vendor. Examples of transmission types might include 'FTP', “Email’, or 'Fax'.

Document Layout

The Vendor Transmission Type document includes the Edit Vendor Transmission Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Vendor Transmission Type tab definition

Title	Description
Transmission Type	Required. The familiar name of the transmission type.
Active Indicator	Indicates whether this vendor inactive reason code is active or inactive. Remove the check mark to deactivate.

Vendor Type

> > > >

The Vendor Type document establishes codes to identify different types of vendors. Common types include 'Disbursement Voucher' and 'Purchase Order' vendors. The selection of vendors on specific documents can be restricted based on this type.

Document Layout

The Vendor Type document includes the Edit Vendor Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Vendor Type tab definition

Title	Description
Vendor Type Code	The code used to identify this vendor type.
Vendor Type Description	Required. The familiar title of this vendor type.
Address Type Required	Required. The Address type that is required for this vendor type code. Existing address types may be retrieved from the list or from the lookup .
Tax Number Required	Indicates if a vendor of this type is required to have a tax number. Remove this check mark if this tax number is not required.
Type Change Allowed	Indicates if a vendor of this type can be changed to another vendor type after creation. Remove this mark if this tax type change is not allowed.
Vendor Contract Allowed	Indicates whether a vendor of a specific type will allow contracts to be created and maintained. (For example, a Disbursement Voucher type would not allow contracts.)
Show Review Page	Indicates if the vendor review page text should be shown on the review page. Remove this check mark if not desired.
Commodity Code Required	Indicates that a commodity code is required. Remove this check mark if a commodity code is optional.
Vendor Review Page Text	Optional. In the last stage of adding a vendor, the system displays a review page where the user sees a snapshot of the information for the vendor. Text entered in this field will be displayed to the user on the review page and is for informational purposes only. For example, you might use it to explain what will happen to the Vendor document after it is submitted and what further actions need to be taken. Note Note: For security reasons, you must replace regular html <> brackets with square brackets [] in order to make vendor review page text display properly. Also, you must not use [table] or [a href]. [br] can be used but not [br/].
Active Indicator	Indicates whether this vendor type code is active or inactive. Remove the check mark to deactivate.

Chapter 12. Importing Records

Table of Contents

Staff Upload

Vendor EOCRs
Process Overview

Load Reports

Getting Started
Document Layout
Process Overview

> >

On the Select/Acquire tab, the Import submenu provides access for users to import batch records and view load reports. Users may also import batch records from the Batch Process interface on the Admin tab.

Note

To learn more about the Batch Process interface, see the OLE Guide to System Administration Functions on the OLE Documentation Portal.

Staff Upload

>>>

The Staff Upload interface allows users to import order process. In OLE 1.0, this requires that two files simultaneously be uploaded – an EDIFACT file and accompanying MARC file, which together represent the order and details about the item(s) ordered. The files should contain a representation of the same records (and the same number of records) based on the original preprocessing or conversion of sample vendor EOCR files. The import process will accept both the RAW file formats and the XML representation.

The process is driven by a ‘profile’ (chosen at upload time) which contains the logic needed to determine the actions that should be taken if a match (or no match) is found and includes values needed during the creation of the bib, purchase order and instance records.

Vendor EOCRs

Presently, OLE 1.0 provides sample EDIFACT order messages and matching MARC bibliographic files to test import of firm, fixed orders. Future versions of Import will also be coded in new OLE releases to include other order types, bibliographic overlay, and invoices.

To access the order files to test-drive Import, sample order files that validate to our current coded schema are found at the OLE demo Web site (OLE-EOCR-master.zip):

https://wiki.kuali.org/display/OLE/OLE+Data+Import+Templates

Note

If technical users prefer to modify some of your own library records to match the schema, and upload those into the DEMO environment, we request that you limit your file loads at this time to no more than 10-20 documents or file pairs. This is out of courtesy to other users navigating the demo system, and to maintain overall performance.

One example, zipped files from Duke University, is available on the wiki.

Process Overview

The Staff Upload interface is available from the Main Menu, located under the Import sub tab.

Receive files of bibliographic and order data from the vendor.
Note
If not already done by vendor, you will need to pre-process files into XML MARC and EDI files.
From the Staff Upload screen, select a MARC and an EDI file to upload and optionally provide a description.
Note
If you attempt to import a pair of EDI and MARC files that do not match the import schema you will get an error message.
Choose the Load Profile from the drop down menu.
Note
For testing, choose YBP.
Click the button to process the file.
Note: Provided sample files were created to match import rules and actions which make up a sample import profile. OLE demo users can use their own files as well if they can be modified to match the schema and do not exceed the recommended maximum file size of 10 EOCRs.
OLE will provide a message letting you know if the load was successful or not.
Click on to view load reports.
Note
For more information about Load Reports, see below.

Business Rules

Users must upload paired files – either MARC and EDI or MARCXML and EDIFACT-XML
For successful loads, Purchase Orders and Bibliographic records with linked Instance (Holding and Item) are created.
Extra records will be logged in the Load Failure Details of the Load Report.
Any and all load error conditions will be included in the load report as attachment files.

Routing

The OLE_Load role will receive an FYI if the load was successful.
The OLE_Load role will receive an acknowledgement (approval) if not.

Load Reports

>>> >

Load Reports provide users with access to information about the loads performed within OLE. The reports give information about how many successes and/or fails were counted and links to the purchase orders and bibliographic records that may have been created.

Getting Started

OLE offers a customized document search related to load reports. The search screen contains the standard search fields along with special fields that are unique to this type of e-doc. Click the Document Id to open a Load Report.

Note

For information about performing a search for one or more load reports, see Performing Acquisition Searches on the OLE E-Doc Fundamentals wiki page.

Document Layout

The following displays an example of a successful load.

If there were problems with the load, an additional tab, Load Failure Details will display the errors and the files will be available to you in the Notes and Attachments tab.

The following displays an example of a failed load.

Load Summary Tab

Load Summary tab definition

Title	Description
Name of Load Profile	Reports the name of the Load Profile used during the import process
User ID	Reports who was logged in and performed the import
Counts	Reports the total amount of records imported along with the successes and fails
Name of File	Lists the MARC and EDI files processed during the import
No of POs Created	Reports the amount of Purchase Orders created
No of Bibs Created	Reports the amount of Bibliographic Records created
List of All POs	Links to the list of the Purchase Orders created
List of All Bibs	Links to the list of the Bibliographic Records created
Description	Presents the description that was input on the Staff Upload page
Date of Load	System generated time stamp of when the import occurred

Load Failure Details

The import profile guides the processing of records during the import process. If the logic contained in the import profile reaches an exception point based on the match logic, the record will fail to be processed. OLE will display details about each failed record detected in the file under the tab Load Failure Details.

Load Failure Details tab definition

Title	Description
ISBN	The ISBN number associated with the error record.
Title	The title of the record associated with the error record.
Error Id	Gives a description of the error that occurred.

Notes and Attachments Tab

If any of the files have failed during the import process, the files will be attached under the Notes and Attachments tab.

Notes and Attachments tab definition

Title	Description
Posted Timestamp	Display only. The date and time the error record was loaded.
Author	Display only. The name of the person who loaded the record into OLE
Note Text	A brief description as to why the file could not be imported.
Attached File	Click to download the file. Edit and re-load as appropriate. Note You will need to use the Staff Upload interface to re-load records. Adding new files as a Notes and Attachments file will not load items into the DocStore.

Process Overview

From the Load Summary Lookup page, optionally enter details about the file import and click the search button. The system displays the search results in the same window or browser tab, below the search fields.
Note
To learn more about searching, see Searching OLE on the OLE E-Docs fundamentals wiki page.
Select the appropriate document listed under the Document Id to open the Acquisitions Batch Upload.
The Load Summary contains details about each load.
To view the purchase order, click the link List of All POs on the Load Summary tab. You may view and edit purchase orders from this list.
Note
To learn more about purchase orders, see above.
To view the bibliographic records, click the link List of All Bibs on the Load Summary tab. You may view and edit the bibliographic records from this list.
Note
To learn more about bibliographic records, see the Editor section in the Guide to Describe – DocStore and Editors. This and other OLE user guides are available for download from the OLE Documentation Portal.
Review the Notes and Attachments tab for failed file uploads.
Review the Route Log tab.
Note
For more information about the Route Log, see Route Log on the OLE Workflow Overview and Key Concepts wiki page.

Chapter 13. Purchasing/Accounts Payable Maintenance E-Docs

Table of Contents

Billing Address

Document Layout

Carrier

Document Layout

Category

Document Layout

Delivery Required Date Reason

Document Layout

Electronic Invoice Item Mapping

Document Layout

Exception Type

Document Layout

Format

Document Layout

Funding Source

Document Layout

Invoice Sub Type

Document Layout

Invoice Type

Document Layout

Item Price Source

Document Layout

Item Reason Added

Document Layout

Item Type

Document Layout

Method of PO Transmission

Document Layout

Negative Payment Request Approval Limit

Document Layout

Note Type

Document Layout

Organization Parameter

Document Layout

Order Type

Document Layout

Payment Method

Document Layout

Payment Request Auto Approve Exclusions

Document Layout

Purchase Order Contract Language

Document Layout

Purchase Order Item Status

Document Layout

Purchase Order Quote Language

Document Layout

Purchase Order Quote List

Document Layout

Purchase Order Quote Status

Document Layout

Purchase Order Vendor Choice

Document Layout

Receiving Address

Document Layout

Receiving Threshold

Document Layout

Recurring Payment Frequency

Document Layout

Recurring Payment Type

Document Layout

Request Source Type

Document Layout

Requisition Source

Document Layout

Sensitive Data

Document Layout

Vendor Stipulation

Document Layout

Licensing Requirement

Document Layout

Authentication Type

Document Layout

Access Location

Document Layout

E-Resource Status

Document Layout

Package Type

Document Layout

Package Scope

Document Layout

Material Type

Document Layout

Access Type

Document Layout

Content Type

Document Layout

Payment Type

Document Layout

Request Priority

Document Layout

General Ledger Introduction

GL Inquiries: Basic Information

Entering Lookup Criteria
Meaning of Dollar Accumulators
Drilldowns
Include or Exclude Pending Entries, Unapproved Entries, and GL Entries

General Ledger Entry

Lookup Criteria
Search Results

Available Balances

Lookup Criteria
Search Results
Query Available Account Balances: Requisition (Purchase Order, Payment Request) Line Item

Globally Protected Field

Document Layout

Order, Paying, Receiving, and E-Resource maintenance e-docs as well as general ledger entry and available balances lookups are available via the Purchasing/Accounts Payable submenu on the Select/Acquire menu tab.

Billing Address

> > > >

The Billing Address document defines the various addresses to which vendors should send invoices. Addresses are specific to a campus but a campus can have multiple billing addresses.

Document Layout

The Billing Address document includes the Edit Billing Address tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Billing Address tab definition

Title	Description
Billing Campus Code	The campus code associated with this billing address.
Billing Name	Required. The familiar title of the billing address.
Billing Line 1 Address	Required. The first line of the address information for this billing address.
Billing Line 2 Address	Optional. The second line of the address information for this billing address.
Billing City Name	Required. The city name associated with this billing address.
Billing State Code	The state associated with this billing address. Existing state codes may be retrieved from the list.
Billing Postal Code	The postal code associated with this billing address.
Billing Country Code	Required. The country associated with this billing address. Existing country codes may be retrieved from the list.
Billing Phone Number	Required. The phone number, including area code for this billing address. (Formatted: xxx-xxx-xxxx)
Active Indicator	Indicates whether this billing address is active or inactive. Remove the check mark to deactivate.

Carrier

> > > >

The Carrier document defines the possible freight carriers and shipping companies assigned to deliver goods.

Document Layout

The Carrier document includes the Edit Carrier tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Carrier tab definition

Title	Description
Carrier Code	A unique code to identify a particular carrier.
Carrier Description	Required. A description or name of the carrier.
Active Indicator	Indicates whether this carrier code is active or inactive. Remove the check mark to deactivate the code.

Delivery Required Date Reason

> > > >

The Delivery Required Date Reason document defines the reasons for requiring the delivery date in the Purchasing/AP module. Examples might include types of 'Must Receive' or 'Estimated Date.

Document Layout

The Delivery Required Date Reason document includes the Edit Delivery Required Date Reason tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Delivery Required Date Reason tab definition

Title	Description
Delivery Required Date Reason Code	The code to identify this delivery required date reason from the Reason Code list.
Delivery Required Date Reason Description	Required. The familiar title for this delivery required date reason.
Active Indicator	Indicates whether this delivery required date reason code is active or inactive. Remove the check mark to deactivate this code.

Electronic Invoice Item Mapping

> > > >

The Electronic Invoice Item Mapping document specifies unique mapping of additional items per vendor if the business need exists. OLE follows cXML standards in that five item types are defined (Item, Special Handling, Shipping, and Discount). Each vendor invoice is mapped according to the Electronic Invoice Item Mapping Code table via the electronic invoicing batch job.

Document Layout

The Electronic Invoice Item Mapping document includes the Edit Electronic Invoice Item Mapping tab.

Edit Electronic Invoice Item Mapping tab definition

Title	Description
Invoice Item Type Code	Required. The field name on the vendor invoice to compare the value.
Item Type Code	The item code in OLE to which the invoice item type code will map to. Existing item type codes may be retrieved from the lookup .
Vendor Header Identifier	Optional. The segment of the vendor number that precedes the dash. For example, for vendor number 1000-0, the vendor header identifier is 1000.
Vendor Detail Identifier	Required if the Vendor Header Identifier field is completed. The segment of the vendor number that follows the dash. For example, for vendor number 1000-0, the detail identifier is 0.

Exception Type

> > > >

The Exception Type identifies types of exceptions when receiving resources. Some exceptions are received damaged, received the wrong edition, etc.

Document Layout

The Exception Type document includes the Edit Exception Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Exception Type tab definition

Title	Description
Exception Type	Required. A description or name of the exception type.
Active Indicator	Indicates whether this exception type is active or inactive. Remove the check mark to deactivate this type.

Format

> > > >

The Format Type is the type of material of a title, e.g., a printed book, e-book, DVD, map, serial, CD, kit, etc.

Document Layout

The Format Type document includes the Edit Format Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Format Type tab definition

Title	Description
Format Type	Required. A description or name of the format type.
Active Indicator	Indicates whether this format type is active or inactive. Remove the check mark to deactivate this type.

Funding Source

> > > >

The Funding Source document defines the different fund sources that are available to choose from for purchasing documents.

Document Layout

The Funding Source document includes the Edit Funding Source tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Funding Source tab definition

Title	Description
Funding Source Code	The code to identify this funding source.
Funding Source Description	Required. The familiar title of this funding source.
Active Indicator	Indicates whether this funding source code is active or inactive. Remove the check mark to deactivate this code.

Invoice Sub Type

> > > >

The Invoice Sub Type document identifies the subtype of an invoice on a payment request and may impact workflow.

Document Layout

The Invoice Sub Type document includes the Edit Invoice Sub Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Invoice Type tab definition

Title	Description
Invoice Sub Type	Required. A description or name of the invoice subtype.
Invoice Sub Type Description	A description or name of the invoice subtype.
Active Indicator	Indicates whether this invoice subtype is active or inactive. Remove the check mark to deactivate this subtype.

Invoice Type

> > > >

The Invoice Type document identifies the type of invoice on a payment request and may impact workflow.

Document Layout

The Invoice Type document includes the Edit Invoice Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Invoice Type tab definition

Title	Description
Invoice Type	Required. A description or name of the invoice type.
Invoice Type Description	A description or name of the invoice type.
Active Indicator	Indicates whether this invoice type is active or inactive. Remove the check mark to deactivate this type.

Item Price Source

> > > >

The Item Price Source document identifies the source of the item price for titles on requisitions and purchase orders.

Document Layout

The Item Price Source document includes the Edit Item Price Source tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Item Price Source tab definition

Title	Description
Item Price Source	Required. A description or name of the item price source.
Active Indicator	Indicates whether this item price source is active or inactive. Remove the check mark to deactivate this source.

Item Reason Added

> > > >

The Item Reason Added document defines possible options to list on a receiving ticket as reasons for why an item was received that was not on the original purchase order.

Document Layout

The Item Reason Added document includes the Edit Reason Added tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Reason Added tab definition

Title	Description
Item Reason Added Code	A unique code to identify a particular reason added.
Item Reason Added Description	Required. A description of the reason added.
Active	Indicates whether this item reason code is active or inactive. Remove the check mark to deactivate this code.

Item Type

> > > >

The Item Type document defines the different descriptive categories that can be applied to requisition or purchase order line items. Examples might include Item, Service, State Tax, or Shipping and Handling.

Document Layout

The document includes the Edit Item Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Item Type tab definition

Title	Description
Item Type Code	The code to identify this item type.
Item Type Description	Required. The familiar title of this item type.
Quantity Based General Ledger Indicator	Required. An indicator that the Dollar Total is calculated from the Item quantity times dollar amount rather than a reference to a dollar amount.
Additional Charge Indicator	Required. Used when additional charges are allowed.
Taxable Indicator	Used when the item is taxable.
Active Indicator	Indicates whether this item type code is active or inactive. Remove the check mark to deactivate this code.

Method of PO Transmission

> > > >

The Purchase Order Transmission Method document defines methods for transmitting purchase orders to vendors.

Document Layout

The Purchase Order Transmission Method document includes the Edit PO Transmission Method tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit PO Transmission Method tab definition

Title	Description
Method of PO Transmission Code	The code to identify this purchase order transmission method.
Method of PO Transmission Description	Required. The familiar title of this purchase order transmission method.
Active Indicator	Indicates whether this method of PO transmission code is active or inactive. Remove the check mark to deactivate this code.

Negative Payment Request Approval Limit

> > > >

The Negative Payment Request Approval Limit document identifies an account or organization and specifies a dollar amount limit to exclude the payment request from automated approvals. Payment requests referencing this account or organization and exceeding this dollar amount are excluded from automated approval.

Document Layout

The Negative Payment Request Approval Limit document includes the Edit Negative PREQ Approval Limit tab.

Edit Auto Approve Exclude tab definition

Title	Description
Chart of Accounts Code	Required. The Chart of Accounts code associated with the account to which the dollar limit will apply. Existing chart codes may be retrieved from the lookup .
Organization Code	The organization code associated with the account to which the dollar limit will apply. Existing organization codes may be retrieved from the lookup .
Account Number	The account number to which this dollar limit will apply. Existing account numbers may be retrieved from the lookup .
Negative Payment Request Approval Limit Amount	Required. The dollar limit above which payment requests will be excluded from automated approval.
Active Indicator	Required. Indicates whether this negative payment request approval limit is active or inactive. Remove the check mark to deactivate.

Note Type

> > > >

The Note Type document identifies the types of notes, e.g., Receipt Note, Special Conditions Note, or Special Processing Instruction Note that may be associated with Purchasing and Accounts Payable documents.

Document Layout

The Note Type document includes the Edit Note Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Note Type tab definition

Title	Description
Note Type	Required. A description or name of the note type.
Active Indicator	Indicates whether this note type parameter is active or inactive. Remove the check mark to deactivate.

Organization Parameter

> > > >

The Organization Parameter document defines an APO dollar amount limit for a specific organization as identified by a unique combination of chart and organization code.

Document Layout

The Organization Parameter document includes the Edit Organization Parameter tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Organization Parameter tab definition

Title	Description
Chart Code	The chart code of the organization for which you want to create an APO limit.
Organization Code	The organization code that identifies the organization for which you want to create an APO limit.
Organization APO Limit	The upper dollar amount that you want this organization to be authorized for on APOs.
Active Indicator	Indicates whether this organization parameter is active or inactive. Remove the check mark to deactivate.

Order Type

> > > >

Order Type identifies the type of order which affects workflow e.g., Firm, Standing, Subscription, etc.

Document Layout

The Order Type document includes the Edit Order Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Order Type tab definition

Title	Description
Order Type	Required. A name of the order type.
Description	A description of the order type.
Active Indicator	Indicates whether this order type is active or inactive. Remove the check mark to deactivate.

Payment Method

> > > >

Payment method identifies the method of payment for invoicing e.g., check, cash, wire transfer, etc.

Document Layout

The Payment Method document includes the Edit Payment Method tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Payment Method tab definition

Title	Description
Payment Method	Required. A name of the payment method.
Payment Method Description	A description of the payment method.
Active Indicator	Indicates whether this payment method is active or inactive. Remove the check mark to deactivate.

Payment Request Auto Approve Exclusions

> > > >

Payment requests using specified accounts can be excluded from the automatic approval process which approves an eligible en route document automatically after a specified number of days. The Payment Request Auto Approve Exclusions document identifies the accounts that should be excluded from automated approval.

Document Layout

The Payment Request Auto Approve Exclusions document includes the Edit Auto Approve Exclude tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Auto Approve Exclude tab definition

Title	Description
Chart Code	The Chart of Accounts code associated with the account to be excluded.
Account Number	The account number to be excluded from auto approval.
Active Indicator	Indicates whether this payment request auto approval exclusion is active or inactive. Remove the check mark to deactivate.

Purchase Order Contract Language

> > > >

The Purchase Order Contract Language document defines text to be included in purchase order contracts. The contract language is defined by campus, allowing variations among campus offices and inclusion of campus-specific language.

Document Layout

The Purchase Order Contract Language document includes the Edit PO Contract Language tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit PO Contract Language tab definition

Title	Description
Purchasing Office Campus Code	Required. The campus code that uses this contract language. Existing campus codes may be retrieved from the list.
Purchase Order Contract Language Description	Required. Language description associated with this PO contract related to this campus code.
Contract Language Create Date	Display only. This field is filled automatically, indicating the date on which this contract language was created in the system.
Active Indicator	Indicates whether this purchase order contract language code is active or inactive. Remove the check mark to deactivate this code.

Purchase Order Item Status

> > > >

The Purchase Order Item Status identifies the status of individual purchase order items e.g., On order, Received, In process.

Document Layout

The Purchase Order Item Status document includes the Edit Order Item Status tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit PO Contract Language tab definition

Title	Description
Order item Status Type	Required. A name of the order item status type.
Description	A description of the order item status type.
Active Indicator	Indicates whether this order item status type is active or inactive. Remove the check mark to deactivate this type.

Purchase Order Quote Language

> > > >

The Purchase Order Quote Language document defines the terms and conditions that print on every request for quotation.

Document Layout

The Purchase Order Quote Language document includes the Edit Purchase Order Quote Language tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Purchase Order Quote Language tab definition

Title	Description
Purchase Order Quote Language Description	Required. Enter the PO quote language specifying conditions and requirements for responding to a quote.
Active	Indicates whether this purchase order quote language is active or inactive. Remove the check mark to deactivate.
Purchase Order Quote Language Create Date	Display only. The date defaults to the current date for 'new and copy' actions.

Purchase Order Quote List

> > > >

The Purchase Order Quote List document defines lists of vendors that have been created for a specific commodity. For example, a purchasing agent may need to get a quote for electrical supplies. Rather than add each electrical supply vendor to the quote one-by-one, he or she may select a pre-existing list of available electrical suppliers.

Document Layout

The Purchase Order Quote List document includes the Edit Quote List tab and the Vendors tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Quote List tab definition

Title	Description
Purchase Order Quote List Name	Required. The name of this PO quote list.
Contract Manager	Required. The contract manager for the quote list. Existing contract managers may be retrieved from the list or from the lookup .
Active Indicator	Indicates whether this purchase order quote list is active or inactive. Remove the check mark to deactivate.

Vendors Tab

Note that more than one vendor may be assigned to the quote list using the 'add' functionality.

Vendors tab definition

Title	Description
Vendor #	Required. The vendor number. Existing vendor numbers may be retrieved from the lookup .
Vendor Name	Display-only. The field is populated when a valid vendor number is selected.

Purchase Order Quote Status

> > > >

The Purchase Order Quote Status document defines the status options that may be assigned by a purchasing agent to each vendor in an existing quotation. For example, a vendor who did not submit a bid would be given the status 'No Response. For a vendor who submitted a bid that was unacceptable, the vendor would be given the status, 'Received, Bid Unacceptable.

Document Layout

The Purchase Order Quote Status document includes the Edit Purchase Order Quote tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Purchase Order Quote tab definition

Title	Description
Purchase Order Quote Status Code	A unique code to identify a particular PO quote status.
Purchase Order Quote Status Description	Required. A description of the PO quote status.
Active Indicator	Indicates whether this purchase order quote status is active or inactive. Remove the check mark to deactivate.

Purchase Order Vendor Choice

> > > >

The Purchase Order Vendor Choice document defines reasons that indicate why a specific vendor was chosen for a purchase.

Document Layout

The Purchase Order Vendor Choice document includes the Edit PO Vendor Choice tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit PO Vendor Choice tab definition

Title	Description
Purchasing Order Vendor Choice Code	The code to identify the reason for selecting this vendor.
Purchase Order Vendor Choice Description	Required. The familiar title for the purchase order vendor choice code.
Active Indicator	Indicates whether this purchase order vendor choice code is active or inactive. Remove the check mark to deactivate this code.

Receiving Address

> > > >

The Receiving Address document defines the possible default receiving addresses for each department.

Document Layout

The Receiving Address document includes the Edit Receiving Address tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Receiving Address tab definition

Title	Description
Chart Code	Required. The Chart of Accounts code associated with this organization. Existing chart codes may be retrieved from the lookup .
Organization Code	Optional. The organization code associated with the receiving address. Existing organization codes may be retrieved from the lookup .
Receiving Name	Required. The familiar title of the receiving address.
Receiving Line 1 Address	Required. The first line of the address information for this receiving address.
Receiving Line 2 Address	Optional. The second line of the address information for this receiving address.
Receiving City Name	Required. The city name associated with this receiving address.
Receiving State Code	The state code associated with this receiving address. Existing state codes may be retrieved from the list.
Receiving Postal Code	The postal code associated with this receiving address.
Receiving Country Code	Required. The country associated with this receiving address. Existing countries may be retrieved from the list.
Use Receiving Address Indicator	Indicates if users are to be allowed to specify the receiving address on requisitions and POs. Clear the box if users are not to be allowed to specify the receiving address (if, for example, all goods are shipped to a central receiving area).
Default Indicator	Indicates if this address is to be used as the default receiving address. Clear the check box if it is not.
Active Indicator	Indicates whether this receiving address is active or inactive. Remove the check mark to deactivate.

Receiving Threshold

> > > >

The Receiving Threshold document is used to define criteria that determine when an order requires line-item receiving. When an order meets certain criteria and is above a pre-defined dollar limit, the purchase order will not be paid until line item receiving has occurred.

Document Layout

The Receiving Threshold document includes the Edit Threshold tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Threshold tab definition

Title	Description
Chart Code	The Chart of Accounts code associated with this receiving threshold. Existing chart codes may be retrieved from the lookup .
Account Type Code	The account type code to be used on this receiving threshold. Existing account type codes may be retrieved from the list or from the lookup .
Sub-Fund Group Code	The sub fund group code associated with this receiving threshold. Existing sub fund group codes may be retrieved from the lookup .
Commodity Code	The commodity code associated with this receiving threshold. Existing commodity codes may be retrieved from the lookup .
Object Code	The object code associated with this receiving threshold. Existing object codes may be retrieved from the lookup .
Organization Code	The organization code associated with this receiving threshold. Existing organization codes may be retrieved from the lookup .
Vendor #	The vendor number associated with this receiving threshold. Existing vendor numbers may be retrieved from the lookup .
Threshold Amount	Required. The minimum amount that is required to be processed through the receiving process.
Active Indicator	Indicates whether this receiving threshold is active or inactive. Remove the check mark to deactivate.

Recurring Payment Frequency

> > > >

The Recurring Payment Frequency document defines payment frequency periods, such as 'annually,' 'monthly,' or 'quarterly.

Document Layout

The Recurring Payment Frequency document includes the Edit Recurring Pmt Frequency tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Recurring Pmt Frequency tab definition

Title	Description
Recurring Payment Frequency Code	The code to identify this type of recurring payment frequency.
Recurring Payment Frequency Description	Required. The familiar title of this recurring payment frequency.
Active Indicator	Indicates whether this recurring payment frequency code is active or inactive. Remove the check mark to deactivate this code.

Recurring Payment Type

> > > >

This Recurring Payment Type document defines different types of recurring payments that can be established for a purchase order. Examples might include 'Fixed Schedule, Fixed Payment' or 'Fixed Schedule, Variable Amount.

Document Layout

The Recurring Payment Type document includes the Edit Recurring Payment Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Recurring Payment Type tab definition

Title	Description
Recurring Payment Type Code	The code to identify this recurring payment type.
Recurring Payment Type Description	Required. The description of this recurring payment type.
Active Indicator	Indicates whether this recurring payment type code is active or inactive. Remove the check mark to deactivate this code.

Request Source Type

> > > >

The Request Source Type document identifies the source of the request e.g., WorldCat, Amazon etc.

Document Layout

The Request Source Type document includes the Edit Request Source Type tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Request Source Type tab definition

Title	Description
Request Source Type	Required. The description or name of this request source type.
Active Indicator	Indicates whether this request source type is active or inactive. Remove the check mark to deactivate.

Requisition Source

> > > >

This table defines different sources for requisitions that can be imported into the Kuali AP/Purchasing documents.

Document Layout

The Requisition Source document includes the Edit Requisition Source tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Requisition Source tab definition

Title	Description
Requisition Source Code	The code that identifies this source of requisition information.
Requisition Source Description	Required. The description of this source of requisition.
Active Indicator	Indicates whether this requisition source code is active or inactive. Remove the check mark to deactivate this code.

Sensitive Data

> > > >

The Sensitive Data document indicates why a Purchase Order document might be restricted from viewing. When a user wants to restrict a document from view because it contains sensitive data, he/she must select a reason why the data is sensitive. After a reason is specified, only authorized staff members may view the document.

Document Layout

The Sensitive Data document includes the Edit Sensitive Data tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Sensitive Data tab definition

Title	Description
Sensitive Data Code	A unique code to identify a particular type of sensitive data.
Sensitive Data Description	Required. A description of this type of sensitive data.
Active Indicator	Indicates whether this sensitive data code is active or inactive. Remove the check mark to deactivate this code.

Vendor Stipulation

> > > >

This Vendor Stipulation document defines text to be included in purchase order documents that stipulates order conditions to vendors. The stipulations are defined by a unique identifier, which allows pre-defined stipulation language to be easily added to orders.

Document Layout

The Vendor Stipulation document includes the Edit Vendor Stipulation tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Vendor Stipulation tab definition

Title	Description
Vendor Stipulation Name	Required. The familiar title of this vendor stipulation.
Vendor Stipulation Description	Required. The text describing the stipulation conditions and reasons for this vendor stipulation.
Active Indicator	Indicates whether this vendor stipulation is active or inactive. Remove the check mark to deactivate

Licensing Requirement

> > > >

Licenses are initiated on the requisition when the “Licensing Requirement/Review” is checked. As licenses continue through their workflow, the “Licensing Requirement/Review Status” field on a requisition is automatically updated. The License Requirement document is used to inform the requisition of the workflow and status of the License Request.

Document Layout

The Licensing Requirement document includes the Edit License Requirement tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Edit Requisition Source tab definition

Title	Description
Licensing Requirement Code	The code that identifies this source of licensing requirement.
Licensing Requirement Description	Required. The description of this licensing requirement.
Active Indicator	Indicates whether this licensing requirement code is active or inactive. Remove the check mark to deactivate this code.

Authentication Type

> > >

Authentication Types are used to describe the authentication necessary for the E-Resource. Some examples may include IP address or Username and Password.

Authentication Types can be locally configured to be specific to each institution.

Document Layout

The Authentication Type document includes the Add/Edit Authentication Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Authentication Type Tab Definitions

Title	Description
Authentication Type Name	Required. Brief name that will display in the Authentication Type field of the Access tab on the E-Resource Record.
Authentication Type Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

Access Location

> > >

The Access Location document is used to describe parts or locations of an institution that access has been granted to for a particular E-Resource. Access Locations can be locally configured to be specific to each institution.

Document Layout

The Access Location document includes the Add/Edit Access Location tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Access Location Tab Definitions

Title	Description
Access Location Name	Required. Brief name that will display in the Access Location field on the Access tab of the E-Resource Record.
Access Location Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

E-Resource Status

> > >

E-Resource status is used to describe the current status of the E-Resource according to local workflow and reporting needs. This field is manually applied to the record by staff and is not automatically updated. Status values can be locally configured to be specific to each institution.

Document Layout

The E-Resource Status document includes the Add/Edit E-Resource Status tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit E-Resource Status Tab Definitions

Title	Description
E-Resource Status Name	Required. Brief name that will display in the Status field on the Overview tab of the E-Resource Record.
E-Resource Status Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

Package Type

> > >

Package Type reflects the type of the package in GOKb. For example, locally negotiated or consortial package.

Document Layout

The Package Type document includes the Add/Edit Package Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Package Type Tab Definitions

Title	Description
Package Type Name	Required. Brief name that will display in the Package Type field in the Acquisitions tab of the E-Resource Record.
Package Type Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

Package Scope

> > >

Package scope represents the scope of the E-Resource as pulled from GOKb. For example, front file or back file.

Document Layout

The Package Scope document includes the Add/Edit Package Scope tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Package Scope Tab Definitions

Title	Description
Package Scope Name	Required. Brief name that will display in the Package Scope field in the Acquisitions tab of the E-Resource Record.
Package Scope Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

Material Type

> > >

The Material Type document is used to define the type(s) of material (ex: journal, database) for reporting and managing different types of E-Resources. Material Type can be locally configured to be specific to each institution.

Document Layout

The Material Type document includes the Add/Edit Material Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Material Type Tab Definitions

Title	Description
Material Type Name	Required. Brief name that will display in the Material Type field on the Acquisitions tab of the E-Resource Record.
Material Type Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

Access Type

> > >

Access Types represent the type of access available for the E-Resource, for example, site-wide or limited access. Access Type can be locally configured to be specific to each institution.

Document Layout

The Access Type document includes the Add/Edit Access Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Access Type Tab Definitions

Title	Description
Access Type Name	Required. Brief name that will display in the Type of Access field on the Access tab of the E-Resource Record.
Access Type Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

Content Type

> > >

The Content Type Document is used to define the type(s) of content included in the E-Resource (ex: text, images) for reporting and management. Content Type can be locally configured to be specific to each institution.

Document Layout

The Content Type document includes the Add/Edit Content Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Content Type Tab Definitions

Title	Description
Content Type Name	Required. Brief name that will display in the Content Type field on the Acquisitions tab of the E-Resource Record.
Content Type Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

Payment Type

> > >

The Payment Type document is used to define the type of payment for the E-Resource. Examples may include free, paid, includes print, etc. Payment Type can be locally configured to be specific to each institution.

Document Layout

The Payment Type document includes the Add/Edit Payment Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Payment Type Tab Definitions

Title	Description
Payment Type Name	Required. Brief name that will display in the Payment Type field on the Acquisitions tab of the E-Resource Record.
Payment Type Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

Request Priority

> > >

The Request Priority document is used to define the priority of the request for purchase. Request Priority can be locally configured to be specific to each institution.

Document Layout

The Request Priority document includes the Add/Edit Request Priority tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Request Priority Tab Definitions

Title	Description
Request Priority Name	Required. Brief name that will display in the Request Priority field on the Selection tab of the E-Resource Record.
Request Priority Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

General Ledger Introduction

Note

We continue to reconcile university financial integrations and OLE’s use of Budget vs. Actual (cash) balances in our coding efforts.

Requisition

No GL entries for this form of “pre-order”

Purchase Order, Purchase Order Amendment, other forms of PO

A final, “approved” Purchase Order will apply an encumbrance to the General Ledger as “pending”. During nightly batch jobs, the pending entry goes to “final”. Pending GL entries will be visible on the PO’s General Ledger Pending Entries tab, and be reflected in balance inquiries when “pending” or “all” transactions included.
Sample: pending GL entry from approved PO with default (OLE Sample Data/object code 9892- RESV OUTSTANDING ORDR EXTRNL ENCUMBRNCES, Credit offset to the purchase order Debit) Offset- not yet processed through nightly batch job
Sample: PO that has processed to nightly batch job- no pending GL entries

Payment Request

As PREQ’s are payments to vendors, any PREQ created with accounting lines will post to the GL as “pending” whether it has completed workflow or not (unlike PO which must be final/approved).
PREQ will reverse the encumbrance, as noted on the e-Doc, and apply the expense immediately.
Nightly batch jobs will take approved PREQ’s to final status, and also apply liabilities to the balance sheet.
Sample, PREQ with relieved encumbrance:
Sample: General Ledger Pending entries on approved PREQ (encumbrance and initial offset from PO are reversed. Expense applied with offset to Acct Payable/liability object code 9041):

For all of the above transactions (Requisition to Purchase Order to Receiving to Payment Request), a user can see how the transactions post to the general ledger during the course of one day, i.e. if all docs created in same day, but including filter All on balance inquiry searches.

Tip

GL Inquiries: Basic Information

Entering Lookup Criteria

After you select the desired inquiry, you are taken to the lookup criteria screen. The lookup criteria may display some default values, which you may change. To view all General Ledger balances on a specific account you need to enter just the chart and the account number. You can be more specific by including additional criteria. To view specific sub-accounts, object codes or sub-object codes you may enter these criteria. On some of the inquiry screens the balance type may be changed to view something other than actual balances. For example, to view budget transactions, you can change the balance type to either ‘CB’ (current budget), ‘BB’ (base budget), or ‘MB’ (monthly budget which may not be available on all accounts).

The following is an example of the lookup criteria screen for the General Ledger Balance Lookup.

Click when you have entered all necessary criteria and are ready to retrieve the balances.

Meaning of Dollar Accumulators

The inquiries contain various dollar accumulators. The following describes the meaning of each of the amounts displayed in the inquiry results, and which inquiries contain the bucket type.

Dollar Accumulator definition

Column Title	Description
Account Line Annual Balance Amount	The total amount of activity in this account for this balance type across all periods of the selected fiscal year. Appears in Cash Balances inquiry and the General Ledger Balance inquiry.
Actual Amount	The total of all actual activity for a given balance line of the selected fiscal year. Appears in Available Balances inquiry and Balances by Consolidation inquiry.
Available Cash Balance	The total of the beginning balance and the year-to-date balance. Appears in the Cash Balances inquiry.
Beginning Balance Line Amount	The amount in this account for this balance type and object code at the beginning of the selected fiscal year. Appears in the General Ledger Balance inquiry.
[Month] Balance Amount	The total of all activity for a given accounting period. These fields are labeled as the month to which they refer (July, August, September, etc.).
Budget Amount	The current budget amount in this account for the selected fiscal year. Appears in Available Balances inquiry and Balances by Consolidation inquiry.
Closed Amount	The amount of the encumbrance that has been closed. Appears in the Open Encumbrances inquiry.
Contracts Grants Beginning Balance Amount	The cumulative amount in this account for this balance type and object code that was carried forward from the previous fiscal year. Appears in the Cash Balance inquiry and the General Ledger Balance inquiry.
Encumbrances Amount	The total of all encumbrance activity for a given account for the selected fiscal year. Appears in Available Balances inquiry and Balances by Consolidation inquiry.
Ledger Entry Amount	The dollar amount associated with a particular ledger entry. Appears in General Ledger Entry inquiry and Pending General Ledger Entry inquiry.
Open Amount	The amount of the original encumbrance. Subtracting the Closed Amount from the Open Amounts gives the amount of the encumbrance that is still outstanding. Appears in the Open Encumbrances inquiry.
Variance	The difference between the available budget and the actual amounts, plus encumbrances for an object code or category. Appears in Available Balances inquiry and Balances by Consolidation inquiry.

Drilldowns

The various inquiries display their initial balances at different levels of aggregation. You may drill down into detail when there is the Drill Down link available, or if the amount or other attribute (e-doc, for example) is a hyperlink. The following illustrations show the types of drilldowns available in the inquiries.

You may drill down to the next level from the Drill Down link.

You may drill down to the entries that make up the total from the amount link.

You may drill down to the actual e-doc from the document Number link.

Drill down to pending entry

Include or Exclude Pending Entries, Unapproved Entries, and GL Entries

Balance inquiries allow you to choose to include or exclude pending ledger entries. These entries have been generated by OLE documents that have not yet been posted through the GL accounting cycle. After a financial processing e-doc is saved, it generates pending ledger entries. These entries are considered pending until the document is disapproved (at which point they are removed) or the document is fully approved and the entries are posted to the General Ledger.

You can choose to exclude pending ledger entries (the default behavior), include all pending ledger entries, or include only those entries associated with documents that have been approved (documents that have reached 'Processed' or 'Final' workflow status).

Note

Including all pending ledger entries in an inquiry can generate misleading results. Note that choosing to include all pending ledger entries in a balance inquiry can generate misleading results because saved documents may contain incomplete or unbalanced accounting entries. Choosing to view all pending ledger entries should be done with the understanding that unapproved entries may change drastically prior to actually posting or they may not post at all.

Refer to the following chart to identify the inquiry that applies to your analysis.

Inquiry Drilldown Patterns

	By Consolidation	By Level	By Object	GL Balance	GL Entry Lookup	By e-doc
Available Balances						
Cash Balances	Lists cash balances only (no drilldown)
GL Balances						
GL Entry						
GL Pending Entry						
Open Encumbrances	Lists open encumbrance amounts only (no drilldown)

General Ledger Entry

> > >

Note

For general information about entering lookup criteria, interpreting dollar accumulators, drilling down into inquiries to see more detail, and including or excluding pending entries, see GL Inquiries: Basic Information.

The General Ledger Entry inquiry displays the individual transactions that make up the balance in an account. It is the same inquiry that can be displayed by drilling down into the General Ledger Balance report, but instead of drilling down from the General Ledger Balance screen you can go directly to this report by selecting it from the main Balance Inquires menu.

The drilldown pattern of this inquiry is as follows:

General Ledger Entry
E-Doc

Lookup Criteria

Fill in at least Fiscal Year, Chart Code, Account Number, and Fiscal Period or Fiscal Year and Document Number. The lookup criteria default to the current fiscal year, balance type of 'AC'(actuals), and the current fiscal period.

Use the lookup icon as necessary to select the criteria. Select the desired Pending Ledger Entry Approved Indicator option. The Pending General Ledger inquiry offers two alternatives for including the pending ledger entries: the ability to include all pending entries by selecting All or only those pending entries that are fully approved by selecting Approved. Cancelled and disapproved pending entries are not pulled into the balance inquiry results.

Search Results

The inquiry results list the transactions that meet your lookup criteria. From here you can drill down into the e-doc that created the transaction.

E-Doc Drilldown

Clicking the document number link from the General Ledger Entry inquiry results allows you to open the underlying e-doc which makes up the transaction. You may view, copy or perform error correction once the document is open, within the constraints of your existing OLE role(s). Note that no link will be displayed if the document originates from a system other than OLE.

Available Balances

> >>

Note

The Available Balances inquiry displays the cumulative balances for an account by object code. The drilldown pattern is as follows:

General Ledger Balance
GL Entry Lookup
E-Doc

Lookup Criteria

Fill in at least Fiscal Year, Chart Code and Account Number. Use the lookup icon as necessary to select the criteria. Select the desired Consolidation and Included Pending Entry options.

Search Results

The search results will show the amount of money that has been budgeted for this account broken down by Object Codes. To see further details including Actuals and Encumbrance Amounts, select All on the Include Pending Ledger Entry field and click the button again. You may drill into the amount column to view the details that make up the total amount. Each underlined piece of information in the results grid is an active URL which when clicked can provide you further details about each piece of information. For example clicking on the Actuals amount gives you a monthly breakdown of payment requests that have been processed.

For more information on drilldowns, see above.

Query Available Account Balances: Requisition (Purchase Order, Payment Request) Line Item

Available Balance details can also be accessed from the Requisitions page by clicking on the button after you have added an accounting line:

From the Balance Inquiry Report Menu, select Available Balances:

To return to the requisition, click the button on each screen.

Globally Protected Field

> > > >

The Globally Protected Field Maintenance Document is used to maintain the protected fields for importing files into the OLE DocStore. The globally protected fields contain MARC tags/indicators/subfields that should not be dropped from the MARC record but could be modified if indicated.

A list entry has several data elements: tag, first indicator, second indicator, (optionally) subfield code, and protection flag. Wildcards (for example: 01*, 9**, 050*) can be used anywhere except for the protection flag. The list entry will apply to all matching fields.

Note

Globally protected fields can be overridden through the load profile.

Document Layout

The Globally Protected Field document includes the Add/Edit Globally Protected Field tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing.

Add/Edit Globally Protected Field tab definition

Title	Description
Tag	Required. The MARC tag that will globally protected during ingest.
First Indicator	Optional. The MARC first indicator that will be globally protected during ingest.
Second Indicator	Optional. The MARC second indicator that will be globally protected during ingest.
Sub Field	Optional. The MARC subfield that will be globally protected during ingest.
Active Indicator	Indicates whether this licensing requirement code is active or inactive. Remove the check mark to deactivate this code.

Chapter 14. Licensing Overview

Table of Contents

Licensing e-documents

Licensing is only a part of the Select and Acquire module. To learn more about module, see the Select and Acquire Overview from the OLE Documentation Portal.

The Licensing process in OLE includes a back and forth negotiating process between the licensing institution and the electronic resource vendor to set the final terms of the license contract. This is intended to be completed whenever appropriate during the electronic resource acquisition process. OLE will store notes, data and attached documents from this licensing period in an electronic document, or e-doc, called a License Request.

Licensing workflows are a variable part of the electronic acquisitions process. Some resources do not require a license at all and can be used within the guidelines of copyright law, while others require extensive negotiation of business and licensing terms. In general, the licensing process consists of:

Requesting a standard license from a publisher for a resource
Assigning the license to a “shepherd” or license owner
Comparing the license with standard requirements established by the institution and/or library
Back and forth negotiation with the publisher / library administration to modify license language if necessary.
If approval, final signatures from both parties.
Storing final license document (generally a PDF) in OLE.
Coding machine-readable interpretation of license terms in OLE via a license editor (will be stored as ONIX-PL in the Doctor). Note that this final step is planned for a future release.

The documents and workflows in the Licensing module will allow authorized users to gather information on available terms, store reference materials from providers, track and record external communications or “events,” and trace internal reviews, approvals, and signatures/signed agreements.

Note

In order to work efficiently in the system’s Licensing screens, you need to understand the basics of the user interface. For information and instructions on logging on and off, navigating, understanding the components of screens, and performing basic operations in the screens, see the OLE Basic Functionality and Key Concepts.

Licensing e-documents

OLE Licensing utilizes e-documents and XML documents to store information about the Licensing process and all internal and external negotiations and communications. Initial OLE licensing will utilize:

E-Resource Record to initiate licensing workflows by auto-creating the License Request when requested.
License Request e-doc captures critical information and communication that takes place during vendor negotiations. It is used to create an institutional workflow for the license negotiation process.
- Agreement Documents (title lists, sample contracts, signed license, etc.) are external files that can be attached to License Requests
ONIX-PL Agreement is used to record the interpreted terms of the license in a machine-readable format. Note that the Agreement is not available in the interface in 1.0, but the underlying infrastructure to import and store these documents has been created.
Maintenance Documents & Code Lists

A License Request might be initiated for acquisitions of new titles, renewals of existing titles, or making changes to previous Agreements (amendments). OLE 1.0 provides for a License Request generated from an E-Resource Record as part of the acquisitions process. Future releases may address licensing for Addendums, Renewals, and Trials in more detail.

Chapter 15. Standard Licensing E-Docs

Table of Contents

Initiate License Workflow

License Request

Getting Started
Document Layout
Business Rules
Routing

On the Licensing tab, the Licensing submenu allows users to view and maintain Licensing E-Docs.

Initiate License Workflow

> >

For OLE 1.0, licensing and License Requests can be initiated from an E-Resource Record on the Select/Acquire tab.

When creating an E-Resourse record, a user must click to start the licensing workflow.

To open the newly created license, click on the Document ID. Alternatively, from the Licensing tab, click License Request.

Note

To learn more about the E-Resource Record, see the section above.

License Request

> > >

A License Request e-doc is a tool for collecting related information and documents during license investigations and negotiations. The License Request is a routable document, allowing various authorized users to complete workflow actions like reviews, approvals, signatures, or just notifications.

Note

License Requests will continue to be developed and modified in future releases.

Getting Started

Suggested roles and logins to test License Requests:

Role	Login
OLE_Licenses	fred
OLE_LicenseManager	frank

In order for a License Request to be created, the start new license box must be clicked on the E-Resource Document's Licenses tab. If this was done, staff may look for the License Request related to the E-Resource by clicking License Request under the Licensing header of the Licensing Menu.

Note

For information on searching, see Searching OLE on the OLE E-Doc Fundamentals wiki page.

Document Layout

The License Request document includes the Overview, Event Log, Agreement Documents, and Agreement tabs, in addition to the standard tabs.

Note

For information about the standard tabs, see Standard Tabs on the OLE E-Doc Fundamentals wiki page.

Overview Tab

The License Request contains a custom tab called the Overview that contains basic information about the License Request. The License Request status, agreement method (license, SERU, etc.) and the type of License Request (new, addendum, renewal) are noted here.

Tip

It is important to understand the workflow functions of licensing before working in the Overview tab. See Workflows Overview for more information about the license workflows steps.

Document Overview Tabs Definitions

Title	Description
Initiate Licensing Workflow	Required. Select workflow to utilize for this License Request.
Current Location	Required. Select current location of the negotiation process or documentation (such as at Vendor, or at Campus Purchasing).
Agreement Method	Required. Describes the type of agreement being documented (negotiated, SERU, Copyright, etc.).
Owner/Assignee	Required. A combined list of all users in OLE_Licenses or OLE_LicenseManagers who can be “owners” for a License Request. Intended to be used to “assign” a License Request to a single user within a larger role or group.
License Request Type	Required. Indicates the type of this license negotiation process, whether new, renewal, or addendum.

Tip

Fields marked Required must be completed before the License Request can be submitted. The License Request can be saved without completing these fields.

Event Log Tab

The Event Log captures automated entries for workflow status changes, adding or linking Agreements or Agreement Documents. Users can also manually add entries to capture external communications, notes, or to summarize any actions external to OLE (such as with Vendor/Provider, University Legal, University Purchasing, etc.). You may add an event note by filling out the required fields and clicking .

Many events can be recorded in the event log. You may display 10, 25, 50, or 100 entries at one time. Additionally, you may search for events from the search bar.

Event Log Tabs Definitions

Title	Description
Type	System generated. The event type value will be ‘system’ when the request is initiated, 'user' if a line was added manually by user; 'file' if an Agreement doc was added; 'agreement' if a linked Agreement document was edited or added; 'location' if a location change occurred; 'status' if a license status change occurred.
Date/Time	System generated. Logs the date and time for the event log line item.
Staff	Required. Logs the user id of the person associated with the event log change. Defaults to current user but can be modified by entering a name or searching from the lookup .
Event Log/Notes	Required; may be manually added or system generated. Users may input information to provide audit trail information. System also records what events have occurred.

Agreement Documents Tab

Throughout negotiations and investigations, various Licensing staff may need to upload or download miscellaneous documents. These are not restricted, and could be any documents that licensing staff wish to archive or share within the licensing process, such as Title Lists, Emails, Analytics or Statistics, sample agreements, signed and unsigned vendor agreements.

Agreement Documents should also be used to store updated Checklists used in the licensing process. Staff may download blank checklists from the Manage Checklist (Word documents, PDF Forms, Excel, etc.) and upload completed or in-progress Checklists to the License Request, specific to this negotiation process.

Agreement Documents Tab Definitions

Title	Description
Date	System Generated. Date and time the document was uploaded.
User	System Generated. The name of the user who uploaded the file.
Agreement Type	Type of Agreement Document that has been uploaded. Samples from the dropdown list include Agent information, Checklist, or Email.
Agreement Document Title	Allows staff to identify a file with a short title.
Attach File	Select Browse to search for a document on your local computer and upload it to OLE Select Download attachment to open a document on your local computer.
Agreement Notes	Users may add quick summaries or other notes about the document
Agreement Version	If the same named document was uploaded more than once, users may keep track of multiple versions.
Action	Must choose add to attach the document to OLE or Delete to remove it.

To upload Agreement Documents:

Select an agreement type from the dropdown menu.
Enter a brief title for future search in the Agreement Document Title field.
Input any Notes about the document so that you will understand what it contains.
To select the document to upload, click on Browse to find your locally-saved file and select it for upload.
Click to save the Agreement Document.
Click at the bottom of the e-doc to save the License Request with the new Agreement Document.

To download Agreement Documents for Review or Edit:

Click Download Attachments to review and save a local copy.

Agreement Tab

As licensing investigations and negotiations workflows continue, staff may upload or link Agreements, or ONIX-PL format licenses. Users may use the Lookup to search for an existing Agreement to link to the License Request or create a new Agreement. The Agreement is an XML representation of the actual terms of the license itself.

Note

Although Agreements are not available as part of 1.0, future releases should allow staff to either upload an ONIX-PL document directly or use a license editor GUI to record license terms as an Agreement.

Find/Link Agreement

Click on the Lookup to search existing Agreements, and link to an existing Agreement for reference or future renewal or amendment. It is not possible to upload an Agreement in 1.0, so there are no Agreements to link to License Requests in this release. Users will also be able to create a new Agreement from this screen for this License Request in future releases.

Process Overview

License Requests can be searched via the License Request menu selection.

Select the Document Number of the E-doc you wish to modify.
Add notes and/or agreement documents, or link to agreements as necessary.
Select the appropriate option for Initiate Licensing Workflow. See workflow information below.
Send ad hoc as necessary once the License Request status is enroute (a workflow must be initiated).

Warning

Known bug: The send ad hoc button is not working correctly. Rice developers are working to correct this error. To send ad hoc, users must add ad hoc recipients and approve the document. This will send the document to the ad hoc recipient and then move the document to the next person of the workflow.

Click or as appropriate.

Business Rules

A License Request can link to none, one, or many Agreement Documents.
A License Request must have a License Request Type, an Agreement Method, a Current Location, and an Owner before submitting to a workflow.
A License Request can only have one Current Location.
A License Request can only have one current Owner.
A License Request can only have one current License Workflow.

Routing

The routing of License Request e-docs will be based on data values in the License Request, and will be initiated via user selection of a value from the Initiate License Workflow drop-down.

Workflows Overview

OLE will be pre-configured with some sample workflows and statuses to assist libraries in setting up initial Licensing processes.

Selected workflows, as defined below, will route the License Request to the selected Role to complete a desired action.

Tip

Reminder: A Role can be a single or many users.

Licensing Workflow Descriptions

Workflow Name	Workflow Description
Manual (Blank)	N/A, Self= No routing or workflow selection required. License Request will not become final with custom doc status “Complete” until an actual workflow is selected and completed.
Review Only	This workflow allows owners to route License Request to OLE_Reviewer (role) to complete reviews as defined in local policies (external to OLE)
Signatory Only	This workflow allows owners to route License Request to OLE_Signatory (role) to complete signatures of noted agreement Documents. This workflow requires ALL members of the signatory role to approve the License Request, indicating they have signed the document.
Approval Only	This workflow allows owners to route License Request to OLE_LicenseApprover (role) to approve the License Request.
Full Approval	This is full composite workflow (combining Signature workflow, university approval step, Review workflow, and Approval workflow), requiring all approvals and steps. Approval will be the last step, and based on Approved/Disapproved, complete the Licensing workflow.
Renewal*	This workflow is a modification to Full Approvals, and could be customized locally to fit Local Renewal approval policy.
Addendum*	This workflow is a modification to Full Approvals, and could be customized locally to fit Local Addendum approval policy.

Workflow Rules

As delivered, OLE Licensing workflows are optional, and are at the discretion of the owner of License Request to determine which workflow to initiate, based on knowledge of vendor and existing (external to OLE) policies.
Delivered OLE Licensing Workflows require that “Any” member of a Role defined in workflow must complete the Action for workflow and status to move forward, with the exception of “Signatory” workflows which require all Users defined in OLE_Signatory to complete the action.
OLE will offer combined and single PeopleFlows defined and editable by adopting libraries, with ability to use different metadata to establish rules for routing or available routing.
KRMS rules engine will pull metadata from the License Request and tell the system how to update statuses of related and linked documents, and which PeopleFlow workflows are enabled for the License Request.
OLE will currently only support a single active workflow at one time (future OLE may include recall/replace workflow options, or options to edit and initiate multiple simultaneous or sub-workflows.)
Each individual workflow will update License Request Custom Document Status.
OLE will provide sample workflows, roles, routing and UIs to act as template for locally configurable roles, workflows. Using KRMS and PeopleFlow, sites should be able to modify, add to, or remove steps or options in Licensing workflows, including additional rules or metadata conditions into KRMS agenda(s).
Note
Known bug: There is a bug being worked on in Rice that is preventing the “send adhoc” button to work. Users may send a license request only while approving a document.

Statuses & Workflow Definitions

License Request Manual Selection	E-Doc Custom Status	Description.	Description of the Workflow
License Needed	License Needed	Default custom doc status upon initiation.	N/A (manual status change only).
License Requested	License Requested	Manual custom doc status saved from "Initiate Licensing Workflow" selection.	N/A (manual status change only).
In Process	In Process	Manual custom doc status saved from "Initiate Licensing Workflow" selection.	N/A (manual status change only).
In Negotiation	In Negotiation	Manual custom doc status saved from "Initiate Licensing Workflow" selection.	N/A (manual status change only).
License Received	License Received	Manual status derived from "Initiate Licensing Workflow" selection, submitted by OLE_Licenses for routing to OLE_LicenseManager.	Upon Submit, this concludes licensing investigations by OLE-Licenses, and license request will route to “Owner” in OLE_LicenseManager role.
Review Only	Pending Review	Status when "Review Only" workflow selected from “Initiate Licensing Workflow”, and submitted.	Initiate Licensing Workflow= Review Only. Status updates while pending outstanding review action by OLE-Reviewer.
--	Review Complete	Status when "Review only" workflow is completed by user approving License Request.	Initiate Licensing Workflow= Review Only. Status updates when outstanding review action by OLE-Reviewer is completed.
Signatory Only	Pending Signature	Status when "Signature Only" is selected from “Initiate Licensing Workflow” and submitted.	Initiate Licensing Workflow= Signature Only. Status updates while pending outstanding review action by OLE-Signatory.
--	Signature Complete	Status when "Signature Only" workflow is completed by OLE_Signatory and approved.	Initiate Licensing Workflow=Signature Only. Status updates when outstanding signature action by OLE-Signatory is completed.
<Current Location>	Pending University	Manual Status when University Approval step is required in Full Approval or Renewal workflows; routes to Owner/OLE_LicenseManager.	Initiate Licensing Workflow= Full Approval. When combined workflow hits University approval step e-doc routes to owner, and goes to Pending University status.
--	University processing complete	Status when Owner/OLE_LicenseManager approves License Request to complete University approval workflow step.	Initiate Licensing Workflow= Full Approval. When combined workflow hits University approval step (above) and Owner approves to indicate when university purchasing is complete.
Approval Only	Pending Approval	Status when "Approval only" workflow selected from “Initiate Licensing Workflow” and submitted.	Initiate Licensing Workflow= Approval Only. Status updates while pending outstanding Approval action by OLE-Licensing Approver.
Full Approval	<varies>	Status will update based on current action pending or most recent action completed. “Full Approval” is a composite workflow, and sequentially processes all 3 primary workflows: Review Only, then Signatory Only, and finally Approval Only. It also includes a “University Approval step between Review and Signatory workflows.	Initiate Licensing Workflow=Full Approval. Status updates when approval actions are taken.
Complete	Complete	Status when "Approval Only" workflow is completed by OLE_LicensingApprover via "Approve" button.	Initiate Licensing Workflow=Approval Only. Status updates when outstanding approval action by OLE_LicensingApprover is completed. Should report to Requisition.
Failed	Negotiation Failed.	Status when "Approval only" workflow is completed by OLE_LicensingApprover role via "Disapprove" button.	Initiate Licensing Workflow=Approval Only. Status updates when outstanding approval action by OLE_LicensingApprover is completed. Should report to Requisition.
--	<exception>	Something fails in workflow, License Request returns to Owner. Owner can re-select workflow and Submit again.

Initiating Workflow

To select and initiate workflows, authorized users are able to select from drop-down selections (as defined above and below) and click on “Submit” at bottom of License Request to initiate the workflow request.

Manual changes to Status/Initiate Licensing Workflow will also update the status of the License Request that will be seen by anyone who views the License Request, or sees it listed in Search Results or Action Lists, to assist in managing staff expectations and assignments across multiple License Requests (status will tell them where each License Request is in progress).

Workflow Options

Phase I:

Description: Selection staff believes title requested will require a License/Agreement.

Action(s): Staff member clicks ‘start new license’ button on the appropriate E-Resource :

System auto-routes to Action List of all members of OLE_Licenses.
Custom Doc Status= License Needed.
Phase II:
Description: Investigations, gathering documentation
Action(s): OLE-Licenses role fills in missing data on License Request, communicates with Vendor/Provider, and uploads Agreement Documents, or creates/links draft Agreement/ONIX-PL.
Workflow/Status Options:
- License Needed. License Request “save”. No routing, License Request Custom doc status is updated.
- License Requested. License Request “save”. No routing, License Request Custom doc status is updated.
- In Process, or In Negotiation. License Request “save”. No routing, License Request Custom doc status is updated.
- License Received. Member of OLE_Licenses fills in required metadata, changes “Owner” to a member of OLE_LicenseManager, and “Submits” License Request. License Request removed from OLE_Licenses Action List and routed to the selected Owner in OLE_LicenseManager role.
  Phase III:
  Description: Negotiations & Pre-Contracting
  Action (s): Specific user in OLE_LicenseManager now is “Owner” of License Request and is responsible in OLE for completing all licensing and negotiations.
Permitted user for editing: Any user in role OLE_Licenses, OLE_LicenseManager, OLE_LicenseReviewer, or OLE_LicenseConfiguration.
Can select any statuses in “Initiate Licensing Workflow” and Save License Request in order to update License Request custom doc status to describe repeating steps (i.e., negotiation process and therefore statuses may go back and forth).
Additional Workflow options:
- Review Only: Initiate a review only workflow by selecting “Review Only” and “Submit”. License Request will Route to/appear in Action List of OLE_Reviewer. OLE_Reviewer (any user available in role to complete action) can review license request or linked Agreement or Agreement Documents, upload or replace new versions of Agreement Documents- including local Checklists. OLE_Reviewer can continue to modify via “Save”, and only “Approve” when all Reviews complete. License Request will route back to Owner for final approval and completion.
- Signatory Only: Initiate a signatory only workflow by selecting “Signatory Only” and “Submit”. License Request will Route to/appear in Action List of OLE_Signatory. OLE_Signatory (all users defined in role to complete action) can review license request or linked Agreement or Agreement Documents; and, download, and upload signed documents. OLE_Signatory can continue to modify via “Save”, and only “Approve” when all required documents signed, uploaded and reviews complete. License Request will route back to Owner.
- Approval Only: Initiate Approval step by selecting “Approval Only” and “Submit”. License Request will Route to/appear in Action List of OLE_LicensingApprover. OLE_LicensingApprover (any user available in role to complete action) can review license request or linked Agreement or Agreement Documents. OLE_LicensingApprover can continue to modify via “Save”, and only “Approve” or “Disapprove” when review is complete. This will complete the License Request workflow.
- Full Approval: Full Approval workflow combines a sequence of above- first routing to OLE_Reviewer. When Approved system routes to OLE_Signatory. When Approved, routes to OLE_LicensingApprover. If Disapproved, status will go to “Negotiation Failed.” If License Request Approved, then workflow is complete and status goes to “Complete”.
- Complete: Any licensing workflow (Signatory only, Approval only, Review only, etc.) is completed
- Negotiation Failed. Any licensing workflow (Signatory only, Approval only, Review only, etc.) is disapproved at any approval step in the workflow.

Note

To learn more about workflows, Action Lists, and Ad Hoc Routing, see OLE Workflow Overview and Key Concepts wiki page.

Chapter 16. License Maintenance Documents

Table of Contents

Roles& Permissions

Manage Checklist

Document Layout
Process Overview

License Request Status

Document Layout

License Request Current Location

Document Layout

License Request Type

Document Layout

> >

Licensing maintenance e-docs are available via the Licensing Admin submenu on the Licensing menu tab.

Roles& Permissions

All licensing maintenance documents are only editable by the Role, OLE_LicenseConfiguration. Users in this role can edit, create new, any actions via Blanket Approve.

Manage Checklist

> > >

Checklists contain the list of local institutions’ contractual requirements, and can be downloaded for use with individual License Requests. The basic checklists will contain action lists, compliancy checks, or internal policies for different types or Agreements. Users may attach locally-downloaded and filled-in copies to specific License Requests in 1.0.

Note

To upload completed Checklists to License Request negotiations, see Agreement Documents Tab.

Document Layout

The Manage Checklist document includes the Add/Edit/Delete Checklist tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit/Delete Check List Tab Definitions

Title	Description
CheckList Name	Required. A user-provided short name for the checklist, and easy search and retrieval in future.
CheckList Description	Detailed description that may explain when, where to use this checklist versus another. Purpose.
File Name	Name of the file associated with this checklist.
Attach File	Browse to select checklist to upload.
Active Indicator	Indicates whether this checklist is active or inactive. Remove the check mark to deactivate.

Process Overview

Checklist maintenance and the Checklist Maintenance e-doc can be undertaken to:

Create/Upload new checklists
Enter the required fields.
Attach a file from your local computer.
Click .
Ad Hoc route the document as needed.
Click .
Download & utilize local copy of checklist
Search for the checklist you wish to use.
Click on the checklist name to download the file.
Delete a checklist
Search for the checklist you wish to delete.
Click delete in the actions column.
Activate/Re-activate a checklist
Search for the checklist you wish to activate/re-activate.
Click edit in the actions column.
Check the Active Indicator box.
Click .

Overlay/Replace a checklist
Search for the checklist you wish to activate/re-activate.
Click edit in the actions column.
Browse for a new file to attach.
Click .

License Request Status

> > >

License Request Status is used to describe the status of the License Request as it moves through the workflow of requesting, negotiating, and documenting a license. Licensing staff use the License Request Status document on License Request to manually select and label the status of the license request for easier search, and management of Action Lists. Some statuses will NOT be available to the License Request, as they will be system-statuses only, such as at completion of a system-defined PeopleFlow/workflow step.

Note

Only those License Request Statuses not associated with completion of system-configured workflows will be available for manual selection on the License Request e-doc.

Document Layout

The License Request Status document includes the Add/Edit License Request Status tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit License Request Status Tab Definitions

Title	Description
Code	Required. Unique code for this status.
Name	Required. Brief name that will display anywhere status appears.
Description	Optional. Include a brief description.
Active Indicator	Indicates whether this status is active or inactive. Remove the check mark to deactivate.

License Request Current Location

> > >

The License Request Current Location is the secondary status field on a License Request; would most commonly be use to describe where the License Request is when it has been assigned outside of the OLE system. Current Locations allow licensing staff to search / report / filter License Requests in order to see how many licenses are waiting for signature, waiting for vendor, etc. It also provides a more complete summary of the current status of the license, ex: at Publisher, Copyright Office, Campus Purchasing, etc.

Current Location may be set manually at any time throughout system workflows.

Document Layout

The License Request Current Location document includes the Add/Edit License Request Current Location tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit License Request Current Location Definitions

Title	Description
License Request Current Location name	Required. Brief name to appear in displays for the location.
License Request Current Location Description	Brief description for this licensing location value or its use. Required.
Active Indicator.	Indicates whether this is active or inactive. Remove the check mark to deactivate.

License Request Type

> > >

The License Request Type document is used to describe whether the request is a new request, a renewal, an amendment, or some of type of licensing change request.

The License Request Type will be used in configuring which workflows are valid for a specific License Request, along with Agreement Method and other metadata on the License Request.

Document Layout

The License Request Type document includes the Add/Edit License Request Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit License Request Type Tab Definitions

Title	Description
License Request Type Name	Required. Brief Name for display.
License Request Type Description	Required. Brief description
Active Indicator	Indicates whether this license request is active or inactive. Remove the check mark to deactivate.

Chapter 17. Agreement Maintenance Documents

Table of Contents

Agreement Documents Type

Document Layout

Agreement Method

Document Layout

Agreement Status

Document Layout

Agreement Type

Document Layout

> >

Agreement maintenance e-docs are available via the Agreement submenu on the Licensing menu tab.

Agreement Documents Type

> > >

The Agreement DocType document is used to describe the type of Agreement Document that has been uploaded, allowing staff to easily identify the desired file out of possibly multiple files associated with an Agreement or License Request.

Document Layout

The Agreement Document Type document includes the Add/Edit Agreement Doc Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Agreement Document Type Tab Definitions

Title	Description
Agreement DocType Name	Required. Brief name of Agreement document to display (such as title list, rider, etc.).
Agreement DocType Description	Required. Brief description of the Agreement document type.
Active Indicator	Indicates whether this Agreement DocType is active or inactive. Remove the check mark to deactivate.

Agreement Method

> > >

The Agreement Method document is used to store the form of the Agreement, and to inform locally-configurable business rules and workflows. This might contain negotiated, SERU, shrink-wrap, copyright, etc.

The Agreement Method is used in determining which workflows are valid for a specific License Request.

Document Layout

The Agreement Method document includes the Add/Edit Agreement Method tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit Agreement Method Tab Definitions

Title	Description
Agreement Method Name	Required. Brief name for method (can use local or ONIX-PL suggested).
Agreement Method Description	Required. Brief description of the Agreement Method.
Active Indicator	Indicates whether this Agreement Method is active or inactive. Remove the check mark to deactivate.

Agreement Status

> > >

The Agreement Status document is used to communicate the current status of the Agreement (ONIX-PL.xml) in workflow or processing, such as: Active/Inactive, Draft, Final, or other status on Agreement.

Document Layout

The Agreement Status document includes the Add/Edit Agreement Status tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit License Request Type Tab Definitions

Title	Description
Agreement Status Name	Required. Brief name to display.
Agreement Status Description	Required. Brief description of the agreement status.
Active Indicator	Indicates whether this Agreement Status is active or inactive. Remove the check mark to deactivate.

Agreement Type

> > >

The Agreement Type document is used to communicate the Types of Agreements, such as supplemental, trial, regular, addendum, etc.

The Agreement Type and Agreement Method will be used in determining which workflows are valid for a specific License Request.

Document Layout

The Agreement Type document includes the Add/Edit Agreement Type tab. The system automatically enters data into both the Old and New sections. Selected data fields are available for editing.

Add/Edit License Request Type Tab Definitions

Title	Description
Agreement Type Name	Required. Brief name for display.
Agreement Type Description	Required. Brief description to explain use of Agreement Type.
Active Indicator	Indicates whether this license request is active or inactive. Remove the check mark to deactivate.

Chapter 18. Appendix

Table of Contents

Terms and Definitions

Select And Acquire Roles

Maintenance Documents Permissions and Routing

Sample Codes

Sample Chart/Account Codes
Chart Codes with related Accounts/Object codes: BUDGETS
Sample Library (OLE) Organizations

Document Statuses

Purchase Order Statuses
Payment Request Statuses

Linked Resources

Terms and Definitions

Term	Definition
Account	Identifies a pool of funds assigned to a specific university organizational entity for a specific purpose. Global document functionality is available for this document.
Agent	Any individual or organization entity that is represented in Kuali OLE. An agent could be an institution, a staff member, a library consortia, a publisher, a provider, or an individual working for a publisher / vendor. Synonyms: Vendor, Licensor, Publisher, Organization, Provider; Licensor or Licensee
Agreement	An agreement or understanding between the library / institution and a publisher / provider / donor regarding access to content. May include descriptive metadata, such as start date, end date, and contract number, as well as information about rights, restrictions, and business terms. An agreement will often represent either a negotiated license or a SERU agreement, although it could conceivably also represent other types of agreements, such as restrictions surrounding use of digital materials deposited in an institutional repository, use of donations made to a special collections unit, or use of gifts to the institution. Stored as DocStore .xml ONIX-PL. (Previous handoff for architecture. Future functional specification handoff for “Record License” with ONIX-PL license editor) Synonyms: Agreement Entity, License
Agreement Document	A file associated with an Agreement in OLE. Many types of files are utilized in the negotiation process / provide further details about an Agreement, including a variety of word processing files, spreadsheet files, and pdfs. Think: attachments, reference, title lists, SERU, checklists- primarily .doc, .xls, .pdf, but not limited by type. Synonyms: Agreement documents, attachments, linked files
Allocations	This is the primary area in which the ILS accounting is more granular and specific than at the parent organization level. A university will commonly budget operating funds for library acquisitions in one lump sum. The library then commonly subdivides that money into smaller chunks, according to the perceived needs of its users. The most common ways to subdivide the collection budget are: by school or administrative unit -- $x for the School of Medicine, for instance, $X for the School of Arts and Sciences, $X for the Business School, etc.; by subject -- with the library deciding how many subject funds to subdivide the money into; by material type – dividing the budget among monographs, print serials, e-serials, other e-resources, rare material, etc.; or by combinations of these categories.
Batch Job	Batch jobs, or batch processing, are what update General Ledger balances, other KFS/OLE tables, and files/jobs for exports. Batch jobs need to be run on some schedule to keep OLE in sync with external systems, such as University Financial.
Claim	The action (or a record thereof) of notifying a vendor that an ordered item has not been received for whatever reason. A claim can be made for a PO line item OR for a single issue of a serial title. Claims can be prompted by: non-receipt, receipt of the wrong version of an item, receipt of a damaged copy, etc.
Chart	The Chart document is used to define the valid charts that make up the high-level structure of the KFS Chart of Accounts. It also indicates who has management responsibilities for each chart and which object codes are used for system-generated accounting lines for the chart.
Checklist Template	A specific file (or files) that represents a university, library, or other institution’s contractual requirements; licenses negotiated by the institution usually must meet (or attempt to meet) these specific requirements. Form of Agreement Document.
Commitments	This is a running total of costs expected in the future, from purchase orders that have been placed, but not yet paid for. Commitments are an inexact science, and their importance varies according to the types of purchases the library makes. Many libraries only use them for some types of orders (like firm orders, or print monographs), but don’t use them at all for other types (like serial standing orders).
DocStore	OLE architecture for structured and unstructured metadata (e.g., bib, item, holding, authority, licenses) that works in conjunction with linked transactional data in OLE RDBMS/relational tables (e.g., purchasing, circulation, users, financial, borrowers). Also referred to as the Document Store.
EDI	Electronic Data Interchange; structured transmission of data between organizations by electronic means. Usually a sequence of formatted messages between two parties. EDI formatted data can be transmitted using any methodology agreed to by the sender and recipient: FTP, HTTP, VAN, etc.
e-Doc	"electronic document", an online business transaction initiated in a Web-based form and routed electronically through a prescribed sequence of approvers. When the e-Doc has been through its entire approval process, it is maintained in a database for future reference. The OLE adaption of Kuali Financial System (KFS) for Select and Acquire uses e-Docs.
EDIFACT	Electronic Data Interchange for Administration, Commerce and Transport, an EDI standard adopted by the United Nations.
EDIFACT Invoice Message	A file containing EDIFACT data for one or more vendor invoices.
Import	The act of importing and processing information from an external vendor; performing match-n-merge overlay; and creating appropriate documents inside OLE.
License	Generic term that reflects the final outcome or document- when a License is secured, the library may grant access to electronic resources for staff and patrons. The final License (future stories/specs) will likely be a signed and co-signed contractual Agreement between the Library and Agent, saved to DocStore, with its key terms reflected in the License/ONIX-PL editor.
Line Item	an entity to be ordered, usually identified by title on a purchase order; any purchase order can have more than one line item, e.g., 10 books on a purchase order = 10 line items, one for each. Intended for ease of purchasing multiple items from one vendor.
Negotiated License	One specific type of Agreement, which usually covers negotiated access to a purchased resource or collection of resources. The ONIX-PL standard was developed specifically to describe / transport both the text and interpretation of a negotiated license.
Object Code	Object codes represent all income, expense, asset, liability and fund balance classifications that are assigned to transactions and help identify the nature of the transaction Object Level. The Object Level document is used to maintain an attribute of the object code that is used to group similar object codes into categories for reporting Object Consolidation The Object Consolidation document defines a general category of object codes for reporting. One object consolidation includes the object codes belonging to one or more object levels.
ONIX-PL	ONIX for Publications Licenses (ONIX-PL) is intended to support the licensing of electronic resources – such as online journals and eBooks – to academic and corporate libraries. ONIX-PL enables libraries to: (1) express licenses in a machine-readable format; (2) load them into electronic resource management systems; (3) link them to digital resources; and (4) communicate key usage terms to users. Publishers can also benefit from the ability to maintain their licenses in a standard machine-readable form.
Payment Method	The form of the desired or completed payment. Could be check (paper or ACH system), credit card/procard, wire transfer, cash, internal transfer/payment, foreign draft. Libraries will not process actual payments, but submit batch files to University for payment, and receive back confirming information.
Payment Request/Invoice	Vendor Invoices are processed thru an OLE Payment Request, and represent money owed/due to a Vendor for products or services.
Purchase Order	A document describing an entity to be bought or licensed along with vendor, fund, order type and other related data; OLE uses an adaptation of the Kuali Financial System's purchase order.
Requisition	A pre-order document for a title being considered for acquisition as submitted by a library user or library staff using various input methods (e.g., submitting a Web form, manual keying, etc.) Default workflow is for a requisition to be approved by a selector and, upon supply of information such as vendor, fund, etc., be transformed into a purchase order. Selectors may also decide against acquisition and cancel the requisition with notice to the original requestor.
SERU	A statement (Shared Electronic Resource Understanding) that describes common understandings around e-resource subscriptions. This statement of common understandings can be used by libraries and publishers in place of a formal negotiated license.
Vendor	An organization or individual supplying materials for purchase, exchange or at no cost; KFS term is "supplier"

For additional OLE terms and definitions, see the OLE glossary wiki page.

Select And Acquire Roles

Below are some of the roles that will be authorized to use Purchasing and Accounts Payable Documents and related maintenance documents. Please see individual e-docs for specific requirements in each workflow.

Note

Sample users are provided for ease of testing and can be replaced with local library users.

Role	User ID	Permission Description
OLE_Load	ole-jpaul	Staff upload interface and Load Reports search
Accounting-AQ1	ole-brunelle	This Role is for View only document (Not for edit)
Accounting-AQ2	ole-cphovis	This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions: payment requests, credit memos, disbursement vouchers, invoices)
Accounting-AQ3	ole-cstan; ole durbin	This Role is for staff performing function. This role is able to create and edit all functions (payment requests, purchase orders, credit memos, disbursement vouchers, invoices).
Accounting-AQ4	ole-earley; ole-ejacob	This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (payment requests, purchase orders, credit memos, disbursement vouchers, invoices, COA maintenance).
Acquisitions-AQ1	ole-brunelle	This Role is for View only document (Not for edit)
Acquisitions-AQ2	ole-cphovis; ole-ejacob	This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions (receiving, purchase orders, requistions, payment requests).
Acquisitions-AQ3	ole-cstan; ole-durbin	This Role is for staff performing function.This role is able to create and edit all functions (receiving, purchase orders, requistions, payment requests, vendors).
Acquisitions-AQ4	ole-cstan; ole-earley	This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (receiving, purchase orders, requistions, payment requests, vendors, PURAP maintenance).
Acquisitions-AQ5	ole-ejacob; ole-fermat; ole-flaherty	This role can perform functions and assign appropriate security level to others (receiving, purchase orders, requistions, payment requests, vendors, PURAP maintenance).
Collection Manager	admin	This Role can close/cancel E-Resource Record if it is currently assigned to this group and Can approve/route to Acquisitions for purchase.
Financial-AQ1	ole-brunelle	This Role is for View only document (Not for edit)
Financial-AQ2	ole-cphovis	This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions (purchase orders, payment requests).
Financial-AQ3	ole-durbin; ole-fermat	This Role is for staff performing function. This role is able to create and edit all functions (purchase orders, payment requests, invoices).
Financial-AQ4	ole-earley; ole-ejacob	This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (budget documents, transfer funds, deposit documents, COA maintenance, purchase orders, payment requests, edit sufficient fund checks and restrictions).
Financial-AQ5	ole-cstan; ole-flaherty	This role can perform functions and assign appropriate security level to others (budget documents, transfer funds, deposit documents, COA maintenance, , purchase orders, payment requests, edit sufficient fund checks and restrictions).
Receiving-AQ1	ole-brunelle	This Role is for View only document (Not for edit)
Receiving-AQ2	ole-cphovis; ole-ejacob	This Role is for low-level staff with specific needs only. This role is able to create and edit selected functions (receiving).
Receiving-AQ3	ole-durbin	This Role is for staff performing function. This role is able to create and edit all functions (receiving, payment requests, purchase orders, invoices).
Receiving-AQ4	ole-cstan; ole-earley	This Role is for when you want to restrict deletion to high-level staff. This role is able to create edit or delete all functions (receiving, payment request,purchase orders, invoices, receiving maintencance).
OLE_Acquisitions-select	admin; admin1	This Role performs can create edit view but not delete E-Resource Records.
OLE_Cataloger	admin1	This role can only view E-Resource Record.
OLE_E-resource	admin	This role can create edit delete E-Resource Record start any sub-workflow link to GOKb particular focus is on Activation and using the AccessDashboard.
OLE_E-ResourceManager		This role manages site-wide configurations like values for the E-Resource status and time periods for alerts.
OLE_Head	admin	This Role performs can create edit view but not delete E-Resource Records.
[OLE-SELECT] Operator	dev2	Operator for Serial Receiving
OLE_Selectors	ole-cstan	Create requisitions No acquisitions authority- REQ would route to Acquisitions staff to complete. Use Order Holding Queue on own requisitions
OLE_Selectors_ serial	ole-lreeder	(above, for continuing orders)
OLE_Super-Selectors	ole-mandrew	Same as Selectors, plus Assign any requisitions in OHQ
OLE-VND Reviewer	ole-eurainer ole-jtlieb ole-cofye	This role receives workflow action requests for the Vendor document.
OLE_Acquisitions	ole-fermat	All of above, plus processing Purchase Orders, Purchase Order Amendments, APO-automatic Purchase Orders, Vendor.
OLE_Acquisitions_serial	ole-smills	(above, for continuing orders)
OLE_ACQ-Mgr	ole-hachris, ole-kgeorge	All of above, plus approval actions for above users.
OLE_ACQ_mgr_serial	ole-bperser	(above, for continuing orders)
BL (organization) Chart Manager	ole-cswinson	Derived role- approves Chart changes, or Organization changes on an Account, or Campus code changes
OLE-SYS- Org Reviewer	ole-cknotts (ACK) ole-smorell (APPROVE)	Changes to Accounts under BL organization, or changes that affect BL organization require these approvals.
Budget Reviewer	ole-butt	Default user/role charged with reviewing Purchase Order documents that exceed an account's sufficient funds balance (OLE is modifying code pending KFS 5 debugging of SFC).
Fiscal Officer Account Supervisor Account Manager	ole-rorenfro ole-jaraujo ole-rorenfro	Only Fiscal Officer has to approve account changes (based on name on account)
Sub-Fund Reviewer	ole-wakins	If sub-fund is present on Account, this is approver for changes.
Sub-Account Reviewer	ole-wjwitte (ACK) ole-gpbilly (APPROVE)	If sub-account changes made
Account Reviewer	N/A	N/A unless editing IU- University Level Chart. “BL” chart in sample data does not require, or defaults to Fiscal Officer.
Super user	ole-khuntley
OLE_Licenses	fred	Standard user of License Request. Compiles initial documentation, notes. All edits to “owned/initiated” License Request documents. View, edit, create License Requests, upload Agreement docs
OLE_LicenseManager	frank	Owner of License Request and licensing workflows, becomes central point of contact for negotiations. View, Edit, Create License Requests, upload, download Agreement Docs
OLE_LicenseReviewer	edna	Must acknowledge or approve completion of Review of Agreement, Agreement Documents, or License Request. View, edit License Request; download & upload agreement docs.
OLE_Signatory	eric	Must download, sign, and upload signed copy of Agreement Documents to License Request from Licensor. View, Edit License Request, download/upload Agreement Documents.
OLE_Licensing_Approver	supervisr	Must Approve overall License Request, in order for library to enter into binding agreement with Licensor. Approve/Disapprove License Request. Permission to execute Action buttons. Cannot change or upload Agreement documents, or edit License Request metadata. Note Known bug: OLE_Licensing_Approver cannot add Event Log entries in 1.0.
OLE_LicenseViewer	kuluser (or any)	Users authorized to view Agreements, License Requests.
OLE_LicenseConfiguration	admin	System user who can setup licensing module, code lists, statuses, workflows, checklists. View, Edit, Create, delete Checklist, and manage any maintenance docs.
OLE_LicenseAssignee	OLE_LicenseManager	System grouping of authorized licensing roles that can be selected as “Owners” on License Request. Role/Group used to combine OLE Licenses and OLE License manager into single group for use in “Owner” options for License Request.
<any user-Action List>	<any Kuali user>	Agreements and Licenses will be highly controlled. Unlike other Searches or Document View-only documents in OLE, only users in above listed licensing roles can view any ERMS docs.

Maintenance Documents Permissions and Routing

Purchasing/Accounts Payable Maintenance Document Name	Edit/save/submit or Blanket approve permissions: *blanket approve available if no approver listed in next column	Routes for Approval to (if approval required):
Billing Address	OLE-Acquisitions
Carrier	OLE-Acquisitions
Category	OLE-Acquisitions	OLE-ACQ-Mgr
Exception Type	OLE-Receive	OLE-Receive-Mgr
Format Type	OLE-Acquisitions	OLE-ACQ-Mgr
Funding Source	OLE-PAYMENT
Invoice SubType	OLE-PAYMENT
Invoice Type	OLE-PAYMENT
Item Price Source	OLE-Acquisitions	OLE-ACQ-Mgr
Material Type	OLE-Acquisitions	OLE-ACQ-Mgr
Note Types	OLE-Acquisitions	OLE-ACQ-Mgr
Order Type	OLE-Acquisitions	OLE-ACQ-Mgr
Payment Method	OLE-PAYMENT
Purchase Order Item Status	OLE-Acquisitions	OLE-ACQ-Mgr
Receiving Address	OLE-Acquisitions, OLE-Selectors, OLE-Super Selectors, OLE-ACQ-Mgr
Receiving line item Note Type	OLE-Receive-Mgr
Receiving Threshold	OLE-PAYMENT, OLE-ACQ-Mgr, OLE-Receive-Mgr
Request Source Type	OLE-Acquisitions	OLE-ACQ-Mgr
Requestor
Requestor	OLE-Acquisitions, OLE-Selectors, OLE-Super Selectors, OLE-ACQ-Mgr
Vendor Maintenance Document Name
Commodity Code	OLE-Acquisitions	OLE-PAYMENT
Contact Type	OLE User	OLE-ACQ-Mgr
Contract Manager	OLE-Acquisitions	ole-khuntley
Cost Source	OLE-Acquisitions	OLE-ACQ-Mgr
Ownership Type	OLE-PAYMENT
Ownership Type Category	OLE-PAYMENT
Payment Terms Type	OLE-PAYMENT
Phone Type	OLE-Acquisitions
Shipping Payment Terms	OLE-PAYMENT
Shipping Special Conditions	OLE-Acquisitions
Shipping Title	OLE-Acquisitions
Vendor Search Alias Type	OLE-Acquisitions

Role Name	Users
OLE_Selectors	ole-cstan, ole-khuntley
OLE_Super-Selectors	ole-mandrew, ole-khuntley
OLE_Acquisitions	ole-fermat, ole- khuntley
OLE_ACQ-Mgr	ole-hachris, ole- khuntley, ole-kgeorge
OLE_Receive_Mgr	ole-msmith, ole-jfunk, ole-khuntley
OLE_Payment	ole-abeal, ole-khuntley

Sample Codes

Sample Chart/Account Codes

Type	Chart	Account #	Name
university acct	BL	1047410	Library Monographs
university acct	BL	1047415	Library Serials
Fund code	BL	2947486	CHEMISTRY
Fund code	BL	2947482	EDUCATION
Fund code	BL	2947430	GEOLOGY
Fund code	BL	2947485	BIOLOGY
Fund code	BL	2947483	MEDICAL SCIENCES
Fund code	BL	2947498	COMM & CULTURE
Fund code	BL	2947499	CENTRAL EURASIAN
Fund code	BL	2947487	COMPARATIVE LIT
Fund code	BL	2947489	FRENCH & ITALIAN
Fund code	BL	2947488	FOLKLORE
Fund code	BL	2947491	HISTORY
Fund code	BL	2947492	HIST & PHIL OF SCI
Fund code	BL	2947493	LATIN AMERICAN
Fund code	BL	2947494	LINGUISTICS
Fund code	BL	2947495	RELIGIOUS STUDIES
Fund code	BL	2947496	SOCIOLOGY
Fund code	BL	2947490	SPEECH AND HEARING
Fund code	BL	2947497	SPANISH/PORTUGESE
Fund code	BL	2947500	SCHOOL of MEDICINE

Object Code	Chart Name	Object Short Name	Object Name
7110	IU	MONO	MONOGRAPHS
7120	IU	SERIAL ACQ	SERIAL ACQUISITIONS
7100	BL	LIB ACQUIS	LIBRARY BOOKS
7110	BL	MONO	MONOGRAPHS
7112	BL	Mono Firm	Monograph Firm
7115	BL	Mono Appr	Monograph Approval
7120	BL	SERIALS	SERIALS
7122	BL	Serials Firm	Serials Firm
7125	BL	Serials Appr	Serials Approval

Chart Codes with related Accounts/Object codes: BUDGETS

Chart Code	Account	Acct Name	Fiscal Year	Object	Object Name	CB Budget Amount
BL	2947486	CHEMISTRY	2014	7112	Monograph Firm	20,000
BL	2947486	CHEMISTRY	2014	7115	Monograph Approval	20,000
BL	2947486	CHEMISTRY	2014	7122	Serials Firm	20,000
BL	2947486	CHEMISTRY	2014	7125	Serials Approval	20,000

BL	2947482	EDUCATION	2014	7112	Monograph Firm	20,000
BL	2947482	EDUCATION	2014	7115	Monograph Approval	20,000
BL	2947482	EDUCATION	2014	7122	Serials Firm	20,000
BL	2947482	EDUCATION	2014	7125	Serials Approval	20,000

BL	2947430	GEOLOGY	2014	7112	Monograph Firm	20,000
BL	2947430	GEOLOGY	2014	7115	Monograph Approval	20,000
BL	2947430	GEOLOGY	2014	7122	Serials Firm	20,000
BL	2947430	GEOLOGY	2014	7125	Serials Approval	20,000

BL	2947485	BIOLOGY	2014	7112	Monograph Firm	20,000
BL	2947485	BIOLOGY	2014	7115	Monograph Approval	20,000
BL	2947485	BIOLOGY	2014	7122	Serials Firm	20,000
BL	2947485	BIOLOGY	2014	7125	Serials Approval	20,000

BL	2947483	MEDICAL SCIENCES	2014	7112	Monograph Firm	20,000
BL	2947483	MEDICAL SCIENCES	2014	7115	Monograph Approval	20,000
BL	2947483	MEDICAL SCIENCES	2014	7122	Serials Firm	20,000
BL	2947483	MEDICAL SCIENCES	2014	7125	Serials Approval	20,000

BL	2947498	COMM & CULTURE	2014	7112	Monograph Firm	20,000
BL	2947498	COMM & CULTURE	2014	7115	Monograph Approval	20,000
BL	2947498	COMM & CULTURE	2014	7122	Serials Firm	20,000
BL	2947498	COMM & CULTURE	2014	7125	Serials Approval	20,000

BL	2947499	CENTRAL EURASIAN	2014	7112	Monograph Firm	20,000
BL	2947499	CENTRAL EURASIAN	2014	7115	Monograph Approval	20,000
BL	2947499	CENTRAL EURASIAN	2014	7122	Serials Firm	20,000
BL	2947499	CENTRAL EURASIAN	2014	7125	Serials Approval	20,000

BL	2947487	COMPARATIVE LIT	2014	7112	Monograph Firm	20,000
BL	2947487	COMPARATIVE LIT	2014	7115	Monograph Approval	20,000
BL	2947487	COMPARATIVE LIT	2014	7122	Serials Firm	20,000
BL	2947487	COMPARATIVE LIT	2014	7125	Serials Approval	20,000

BL	2947489	FRENCH & ITALIAN	2014	7112	Monograph Firm	20,000
BL	2947489	FRENCH & ITALIAN	2014	7115	Monograph Approval	20,000
BL	2947489	FRENCH & ITALIAN	2014	7122	Serials Firm	20,000
BL	2947489	FRENCH & ITALIAN	2014	7125	Serials Approval	20,000

BL	2947488	FOLKLORE	2014	7112	Monograph Firm	20,000
BL	2947488	FOLKLORE	2014	7115	Monograph Approval	20,000
BL	2947488	FOLKLORE	2014	7122	Serials Firm	20,000
BL	2947488	FOLKLORE	2014	7125	Serials Approval	20,000

BL	2947491	HISTORY	2014	7112	Monograph Firm	20,000
BL	2947491	HISTORY	2014	7115	Monograph Approval	20,000
BL	2947491	HISTORY	2014	7122	Serials Firm	20,000
BL	2947491	HISTORY	2014	7125	Serials Approval	20,000

BL	2947492	HIST & PHIL OF SCI	2014	7112	Monograph Firm	20,000
BL	2947492	HIST & PHIL OF SCI	2014	7115	Monograph Approval	20,000
BL	2947492	HIST & PHIL OF SCI	2014	7122	Serials Firm	20,000
BL	2947492	HIST & PHIL OF SCI	2014	7125	Serials Approval	20,000

BL	2947493	LATIN AMERICAN	2014	7112	Monograph Firm	20,000
BL	2947493	LATIN AMERICAN	2014	7115	Monograph Approval	20,000
BL	2947493	LATIN AMERICAN	2014	7122	Serials Firm	20,000
BL	2947493	LATIN AMERICAN	2014	7125	Serials Approval	20,000

BL	2947494	LINGUISTICS	2014	7112	Monograph Firm	20,000
BL	2947494	LINGUISTICS	2014	7115	Monograph Approval	20,000
BL	2947494	LINGUISTICS	2014	7122	Serials Firm	20,000
BL	2947494	LINGUISTICS	2014	7125	Serials Approval	20,000

BL	2947495	RELIGIOUS STUDIES	2014	7112	Monograph Firm	20,000
BL	2947495	RELIGIOUS STUDIES	2014	7115	Monograph Approval	20,000
BL	2947495	RELIGIOUS STUDIES	2014	7122	Serials Firm	20,000
BL	2947495	RELIGIOUS STUDIES	2014	7125	Serials Approval	20,000

BL	2947496	SOCIOLOGY	2014	7112	Monograph Firm	20,000
BL	2947496	SOCIOLOGY	2014	7115	Monograph Approval	20,000
BL	2947496	SOCIOLOGY	2014	7122	Serials Firm	20,000
BL	2947496	SOCIOLOGY	2014	7125	Serials Approval	20,000

BL	2947490	SPEECH AND HEARING	2014	7112	Monograph Firm	20,000
BL	2947490	SPEECH AND HEARING	2014	7115	Monograph Approval	20,000
BL	2947490	SPEECH AND HEARING	2014	7122	Serials Firm	20,000
BL	2947490	SPEECH AND HEARING	2014	7125	Serials Approval	20,000

BL	2947497	SPANISH/PORTUGESE	2014	7112	Monograph Firm	20,000
BL	2947497	SPANISH/PORTUGESE	2014	7115	Monograph Approval	20,000
BL	2947497	SPANISH/PORTUGESE	2014	7122	Serials Firm	20,000
BL	2947497	SPANISH/PORTUGESE	2014	7125	Serials Approval	20,000

BL	2947500	LIBRARY ACQUISITIONS GENERAL	2014	7119	Mono Services	45,000
BL	2947500	LIBRARY ACQUISITIONS GENERAL	2014	7129	Serial Services	45,000

BL	1047410	Library Acquisitions	2014	7100	LIB ACQUIS	0

Sample Library (OLE) Organizations

CHART CODE	ORG CODE	ORG NAME
HIGHER LEVEL ORGANIZATIONS
BL	LIBR	LIBRARY
BL	LACQ	LIBRARY ACQUISITIONS
OLE Level Organizations
BL	BI	BIOLOGY - LIFESCI
BL	CHEM	CHEMISTRY - CHEM
BL	CMLT	COMPARATIVE LITERATURE - WELLS
BL	FOLK	FOLKLORE/ETHNOMUSICOLOGY - WELLS
BL	FRIT	FRENCH & ITALIAN - WELLS
BL	GEOL	GEOLOGICAL SCIENCES - GEOLOGY
BL	SPHS	SPEECH & HEARING - WELLS
BL	HIST	HISTORY - WELLS
BL	HPSC	HIST & PHIL OF SCIENCE - WELLS
BL	LNAM	LATIN AMERICAN - WELLS
BL	LING	LINGUISITICS - WELLS
BL	REL	RELIGIOUS STUDIES - WELLS
BL	SOC	SOCIOLOGY - WELLS
BL	SPAN	SPANISH & PORTUGUESE - WELLS
BL	CMCL	COMMUNICATION & CULTURE - WELLS
BL	CEUS	CENTRAL EURASIAN STUDIES - WELLS
BL	EDL	EDUCATION - EDUC
BL	MEDS	MEDICAL SCIENCES - LIFESCI

Document Statuses

Purchase Order Statuses

Code	Status
AMND	Pending Amendment
CANC	Cancelled
CGIN	Change in Process
CLOS	Closed
CLPE	Pending Close
CNCG	Cancelled Change
CXER	Error occurred sending cxml
CXPE	Pending cxml
DACG	Disapproved Change
DBUD	Disapproved Budget
DCG	Disapproved C & G
DCOM	Disapproved Commodity Code
DPUR	Disapproved Purchasing
DTAX	Disapproved Tax
FXER	Error occurred sending fax
FXPE	Pending Fax
INPR	In Process
OPEN	Open
PHOL	Payment Hold
PHPE	Pending Payment Hold
PRPE	Pending Print
QUOT	Out for Quote
RHPE	Pending Remove Hold
ROPE	Pending Reopen
RTPE	Pending Retransmit
RTVN	Retired Version
VOID	Void
VOPE	Pending Void
WBUD	Awaiting Budget Approval
WCG	Awaiting C & G Approval
WCOM	Awaiting Commodity Code Approval
WDPT	Waiting for Department
WNUI	Awaiting New Unordered Item Review
WPUR	Awaiting Purchasing Approval
WTAX	Awaiting Tax Approval
WVEN	Waiting for Vendor

Payment Request Statuses

Code:	Status:
ACHA	Awaiting Chart Approval
AFOA	Awaiting Fiscal Officer Approval
APAD	Awaiting AP Review
ARVR	Awaiting Receiving
ASAA	Awaiting Sub-Account Manager Approval
ATAX	Awaiting Tax Approval
AUTO	Auto-Approved
CANC	Cancelled
CIPR	Cancelled - In Process
DPTA	Department-Approved
INIT	Initiated
INPR	In Process
PEIN	Pending Route Electronic Invoice

Linked Resources

OLE Basic Functionality and Key Concepts.: E-Docs, action buttons- basic overview of elements
OLE Documentation Portal
OLE 1.0 Milestone User Documentation on the wiki
OLE Roadmap
KFS Online Users Guide
KFS Chart of Accounts