MUST BE IN ALL CAPSMUST BE IN ALL CAPSMUST BE IN ALL CAPS

LOOKING UP BUDGETS

  1. Double Click FAS
  1. Double Click FAS REPORTS
  1. Double Click EXPENDITURE SUMMARY (1 LINE ORIGINAL BUDGET)
  1. Click FIND
  1. Click LOV (next to Report No)
  1. Click on SITE LEDGER REPORT – then click OK
  1. Click on USE THIS REPORT SPEC
  1. Click the box on SHOW ACCOUNTS WITH ZERO BALANCE (since nothing is loaded you won’t get anything unless you choose this)

  1. Click LOV and enter the dimensions you want the report ran for
  1. Click RUN REPORT
  1. Click SUBMIT QUERY

ENTERING BLANKET REQUISITIONS

  1. DOUBLE CLICK on FAS – it will open up the menu items in the middle section
  2. DOUBLE CLICK PROCESSING
  3. DOUBLE CLICK ORDER PROCESSING
  4. DOUBLE CLICK REQUSITIONENTRY/APPROVAL

  1. Click the REQUISITION #(write down the REQ number)box and the next number in sequence will appear
  1. Tab to the VENDOR FIELD (enter the # if you know it or click the drop down arrow)

VERY IMPORTANT DON’T CLICK ANYWHERE just begin typing the vendor name you are looking for – As you type letters they will start appearing before the % sign & automatically begin narrowing down the search based on the criteria you entered. Once you find the vendor you are looking for, click on it and click OK. If you see a vendor appear multiple times with the same vendor number – choose the one with the correct address you are looking for – if you do not know what address always choose PYtype

  1. TAB – ORDER LOCATION field – should default to you site code
  1. TAB – REQUESTER field (for your reference/who the company should talk to if they have a question)
  2. TAB – PHONE NUMBER field (Enter with NO DASHES EX. 9186843700 - contact phone number for the REQ if the company has questions)
  1. TAB - PO TYPE field – REQUIRED Choose BLANKET PO
  1. TAB – BUYER CODE – REQUIRED– **VERY IMPORTANT**This field is the only way for us to keep the REQ’s separated between CNS, Activity Fund, General Fund, Student Travel, and Advocacy. You must choose the correct option here. PAY ATTENTION to the code you are using on the REQ
  1. ACT – All activity fund accounts - RHONDA
  2. STU – Student Travel accounts - RHONDA
  3. CNS – Child Nutrition Services Accounts - KIM
  4. ADV – Advocacy Accounts - RHONDA
  5. GEN – All Other Accounts - CINDY
  1. TAB - DELIVERY REFERENCE – REQUIRED – site/person for warehouse deliveries
  2. TAB - PO SPECIAL INSTRUCTIONS field - This is only if you to need put a note on the PO to the vendor. IE: Free Shipping, Quote Numbers, Contract Numbers etc.

EXAMPLE of what 1st page will look like

YOU WILL PUT THE SITE/PERSON YOU WANT THE ORDER DELIVERED TO IN THIS BOX.

THE SPECIAL INSTRUCTION BOXES AT THE BOTTOM WILL BE USED FOR NOTES. IF YOU PUT THE NOTE IN THE INTERNAL BOX IT WILL NOT PRINT ON THE PO.

  1. Click on the ITEM tab at the top to begin entering the body of the PO
  1. TAB -TAB –to the DESCRIPTION field – if you have an item number – enter the number, hit ENTER then begin typing your description (it will wrap around and you won’t be able to see anything except for the words you are typing that fit on that current line.) If you want to view what you typed, click the EDIT button beside the description line and it will show your full description.

  1. TAB – QUANTITY IS THE TOTAL OF THE POon blanket PO’s
  1. TAB – UNIT COST= will always be 1.00on a blanket
  1. TAB – Enter UNIT OF MEASURE (click the drop down menu to see your choices or type if you know)
  1. Click the ACCOUNT Tab at the top
  1. VERY IMPORTANT – IF YOU MAKE ANY MISTAKE IN TYPING THE ACCOUNT CODE AT ALL YOU WILL HAVE TO CLICK TRASH AND START TYPING ACCOUNT CODE AGAIN – YOU MUST TYPE AS SLOW AS A TURTLE (single # by #) WHEN ENTERING THE CODE.

Another option (which is the EASIEST) is click LOV menu.DO NOT CLICK ANYWHERE ON THIS SCREEN. (The 15 off the account code will already be there.)Begin typing account code starting with the FUND, number by number & it will begin to appear before the % sign, narrowing down search by each number you type. Once you find code you need, click on it and click OK. (You can type the code directly if you can without any mistakes.)

If you are splitting the code enter the code you want – TAB to the AMOUNT enter the amount you want charged to that code – TAB until you get to the account code line again and enter the other code. Your line numbers will be 1 to 999 on both lines

Yet another way to find a code:

I

  1. TAB thru until your PO total appears in the TOTAL DISTRIBUTED field at the bottom right hand corner.
  1. Click SAVE
  1. Click FINISH(bottom left hand corner)

  1. The REQUISITION STATUS at the top should change to needs approval by????, to let you know if was done correctly

ENTERING LINE ITEM REQUISITIONS

  1. DOUBLE CLICK on FAS – it will open up the menu items in the middle section
  2. DOUBLE CLICK PROCESSING
  3. DOUBLE CLICK ORDER PROCESSING
  4. DOUBLE CLICK REQUSITIONENTRY/APPROVAL(FAVORITE)
  1. Click the REQUSITION # (write down the REQ number) box and the next number in sequence will appear
  1. Tab to the VENDOR FIELD (enter the # if you know it or click the List of Values – LOV drop down arrow)

VERY IMPORTANT DON’T CLICK ANYWHERE just begin typing the vendor name you are looking for – As you type letters they will start appearing before the % sign & automatically begin narrowing down the search based on the criteria you entered. Once you find the vendor you are looking for, click on it and click OK. If you see a vendor appear multiple times with the same vendor number – choose the one with the correct address you are looking for – if you do not know what address always choose PYtype

  1. TAB – ORDER location field – should default to you site code
  1. TAB – REQUESTER field (for your reference/who the company should talk to if they have a question)
  2. TAB – PHONE NUMBER field (Enter with NO DASHES EX. 9186843700 - contact phone number for the REQ if the company has questions)
  1. TAB – PO TYPE field – REQUIRED Choose LINE ITEM PO
  1. TAB – BUYER CODE – REQUIRED– **VERY IMPORTANT**This field is the only way for us to keep the REQ’s separated between CNS, Activity Fund, General Fund, Student Travel, and Advocacy. You must choose the correct option here. PAY ATTENTION to the code you are using on the REQ.
  1. ACT – All activity fund accounts - RHONDA
  2. STU – Student Travel accounts - RHONDA
  3. CNS – Child Nutrition Services Accounts - KIM
  4. ADV – Advocacy Accounts - RHONDA
  5. GEN – All Other Accounts - CINDY
  1. TAB - DELIVERY REFERENCE – REQUIRED – site/person for warehouse deliveries
  1. TAB - PO SPECIAL INSTRUCTIONS field - This is only if you to need put a note on the PO to the vendor. IE: Free Shipping, Quote Numbers, Contract Numbers etc.

EXAMPLE of what 1st page will look like:

YOU WILL PUT THE SITE/PERSON YOU WANT THE ORDER DELIVERED TO IN THIS BOX.

THE SPECIAL INSTRUCTION BOXES AT THE BOTTOM WILL BE USED FOR NOTES. IF YOU PUT THE NOTE IN THE INTERNAL BOX IT WILL NOT PRINT ON THE PO.

IF YOU NEED A SPECIAL INSTRUCTION NOTE PRINTED ON THE PO (FOR EXAMPLE: “FREE SHIPPING”) YOU WILL NEED TO PUT IT IN THE PO BOX UNDER SPECIAL INSTRUCTIONS.

  1. Click on the ITEM tab at the top to begin entering the body of the PO
  1. TAB –to the DESCRIPTION field – if you have an item number – enter the number, hit ENTER then begin typing your description (it will wrap around and you won’t be able to see anything except for the words you are typing that fit on that current line.) If you want to view what you typed, click the EDIT button beside the description line and it will show your full description.
  1. TAB - Enter QUANTITY needed
  1. TAB – UNIT COST – price per item
  1. TAB – Enter UNIT OF MEASURE (click the LOV drop down menu to see your choices or type in if you know)
  1. If you have more line to add--hit enter and it will take you to line 2 and so on – repeat steps 16-19 for as many lines as you need. (If you are finished entering lines go to #20 in directions)
  1. Click the ACCOUNT Tab at the top
  1. VERY IMPORTANT – IF YOU MAKE ANY MISTAKE IN TYPING THE ACCOUNT CODE AT ALL YOU WILL HAVE TO CLICK TRASH AND START TYPING ACCOUNT CODE AGAIN – YOU MUST TYPE AS SLOW AS A TURTLE (single # by #) WHEN ENTERING THE CODE.

Another option (which is the EASIEST) is click LOV menu.DO NOT CLICK ANYWHERE ON THIS SCREEN. (The 15 off the account code will already be there.)Begin typing account code starting with the FUND, number by number & it will begin to appear before the % sign, narrowing down search by each number you type. Once you find code you need, click on it and click OK. (You can type the code directly if you can without any mistakes.)

  1. When coding line item po’s(HELPFUL HINT) I would suggest to group the items you are entering together by code)– you have to tell it what code line by line or by a group of lines what code goes with what lines. You will have to do the math if you are bundling lines together & enter the amount in the amount field next to that line, once you get to the final line it will enter the amount that is left on the po to be coded out. Ex:
  1. Line 1 needs to be coded to furniture = from line 1 to 1
  2. Line 2-4 needs to be coded to rental = from line 2 to 4
  3. Line 5 needs to be coded to supplies = from line 5 to 5
  1. If all lines are the same code: you would enter as 1-9999 (it defaults to this so if all lines are the same you can go straight to the account code)

Yet another way to find a code:

I

  1. TAB thru until your PO total appears in the TOTAL DISTRIBUTED field at the bottom right hand corner.
  1. Click SAVE(if you are not finished but need to come back to the REQ later)
  1. Click FINISH(bottom left hand corner)
  1. The REQUISITION STATUS at the top should change to needs approval by????, to let you know if was done correctly. If it says unfinished save there are errors on the REQ or you did not hit FINISH. If it says accounting error – it’s not a valid code, no money in account or another acct error)

ENTERING RECEIVING RECORDS

  1. DOUBLE CLICK FAS
  1. DOUBLE CLICK PROCESSING
  1. DOUBLE CLICK ORDER PROCESSING
  1. DOUBLE CLICK PO RECEIVING
  1. Type PO NUMBER& hit ENTER
  1. This will bring up the PO information
  1. Click in the receiving section at the bottom and enter the line number of the line(s) you want to receive. TAB and it will fill in the entire quantity listed for that line – if all items were not delivered, change the quantity to what you received.
  1. TAB – to DATE RECEIVED COLUMN and enter the current date
  • If you know a line and/or quantity is cancelled - enter cancelled quantity in the QTY CANCELLED field
  • If you received the PO in full – click RECEIVE ALL
  1. When finished – click SAVE

**HELPFUL HINT** - If the numbers are in RED – these have NOT been received

If the numbers are BLUE– these HAVE been received

HOW TO LOOKUP A RECEIVING RECORDS

  1. Double Click FINANCIAL
  1. Double click REQ/PO and CASH PROCESSING
  1. Double Click ORDER PROCESSING
  1. Double Click PURCHASE ORDER RECEIVING
  1. It should already be in FIND MODE, If not Click FIND
  1. Type PO NUMBER
  1. Click FIND
  1. If the PO has been received then the information will appear
  1. If the PO has not been received, you will see a box that say “There Were No Records Found’

DELETING RECEIVING RECORDS

  1. DOUBLE CLICK FAS
  1. DOUBLE CLICK PROCESSING
  1. DOUBLE CLICK ORDER PROCESSING
  1. DOUBLE CLICK PO RECEIVING
  1. Type PO NUMBERand hit ENTER
  1. Click in the first column right behind the line number for the lines(s) you want to DELETE
  1. Click TRASH CAN (at the top) - it will delete the record in that line
  2. When finished – click SAVE

LOOKING UP A REQUISITION ON THE SYSTEM

  1. DOUBLE CLICK FAS
  1. DOUBLE CLICK PROCESSING
  1. DOUBLE CLICK ORDER PROCESSING
  1. DOUBLE CLICK REQUISITION ENTRY/APPROVAL
  1. Click FIND (you can search in any field on that REQ) - Once you click in the field you want to search by click FIND again:

LOOKING UP A PO ON THE SYSTEM

  1. DOUBLE CLICK FAS
  1. DOUBLE CLICK ON LINE INQUIRY
  1. DOUBLE CLICK PO INQUIRY
  1. Type PO NUMBER
  1. Click FIND
  1. The PO will appear:

You can see the following from this screen per tab:

DETAIL TAB

  1. The person who entered the PO
  2. REQ Number
  3. Total amount paid to date
  4. Amount liquidated (paid or paid & closed)
  5. Line item detail description per line
  6. PO Type (Blanket or Line Item)

HEADER TAB

  1. General Information

PAYMENT INFO TAB

  1. Check Number and Check Date (if you hover over the check number & click on the check number-it will take you to the invoice information

JOURNALS TAB

  1. Shows Ins and Outs in the accounting

HOW TO LOOKUP A PO TO SEE IF IT IS PAID or CLOSED

HAS A PO BEEN PAID

  1. Double click FINANCIAL
  1. Double click ONLINE INQUIRIES
  1. Double click PURCHASE ORDER INQUIRY
  1. Click FIND
  1. Type PO NUMBER
  1. Click FIND
  1. The PO information will appear
  1. Click PAYMENT INFO TAB
  1. You can scroll through and look up each invoice (you can HOVER over the check number and it will list each invoice per check number)

TO CHECK TO SEE IF A PO HAS BEEN CLOSED

  1. Look at the bottom of the page if the AMOUNT column and the AMOUNT LIQ column show the same figure then the PO is closed

VENDOR INQUIRY

HOW TO CHECK TO SEE IF A VENDOR IS ON THE SYSTEM

  1. FINANCIAL
  2. ONLINE INQUIRIES
  3. VENDOR INQUIRY
  4. Make sure you are in FIND Mode
  5. Click the LOV drop down arrow
  1. Begin typing the VENDOR NAME and vendors with that information will begin to appear before the % sign –
  1. If you see the vendor you are looking for write the VENDOR NUMBER down so you can enter it on the REQ ENTRY screen
  2. Click OK

CHECKING ANYTHING PAID TO VENDOR/POS OPEN TO VENDOR ETC

  1. DO STEPS 1-8 TO GET TO THIS POINT
  1. If you double click OK on the VENDOR it will pull up all information about this vendor and then you can view all invoices paid, PO numbers on to that vendor, the amount of the PO open. On some of the columns if you HOVER on the column - it will let you double click on that column and it will take you to more information (drill down)

CREATING FAVORITES

  1. Click on FAVORITES TAB on the main menu
  2. Click on MODIFY FAVORITESbutton top right
  3. Click on the drop down menu next to SEQ
  1. When the next screen appears, start typing the words you are wanting to set as a favorite AFTER the % EX: if you are looking for REQUISITION ENTRY – Type REQUISITION, then click FIND. It will pull up items that fit the description – click on the item you want, then click OK
  1. You will see the box below with the item you selected – click ADD/CHANGE
  1. The item you added will now show up in the favorite box

HOME SCREEN – MESSAGES FOR REQS

  1. Alio home screen you have several tables at the top

MENU TAB




  1. A. Shows the menu options you have once you choose the correct system you want to be in. EX: Finance = FAS, Warehouse Orders = WHS etc

HISTORY TAB

Shows the last 20 programs you have been in

FAVORITES TAB

Add “favorites” – places you will go all the time so you can just click once

USER ROLES

Shows what roles you have (you shouldn’t have to worry with this)

MESSAGES

messages you may have

  1. If a REQ gets disapproved the message will appear on the home screen at the bottom and in the MESSAGE tab
  • To know what REQ was disapproved, click on the MESSAGES TAB, Click DETAILS & it will show you which REQ to fix