• Change your email address through CIS
• Payroll Reporters – change your employee’s email addresses

The Purchase Order Lookup tool allows you to search for and view purchase orders using a variety of criteria.

Search Criteria

• Purchasing Business Unit
  • 01 – University of Utah
  • 27 – Scholarships/Fellowships
• Search By (choose one):
  • Number: Enter a Purchase Order number or a Requisition number, then select the appropriate radio button.
  • Name: Enter a Vendor name or Requestor name, then select the appropriate radio button.
• Purchase Order Status
  • All
  • Pending
  • Dispatched
  • Canceled
  • Complete

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Purchase Order Selection List

The Purchase Order Selection List displays search results in a table with the following information:

• PO ID: Links to the Purchase Order Information Detail page
• Voucher History: Link to PO Voucher History
• Vendor Name
• Vendor ID
• PO Date: Date the purchase order was created
• PO Total Amount: Total of all PO lines
• Requisition ID: IDs containing “P” indicate Proof Requisitions
• Requester ID: Department submitting the request
• Status: Approved, Complete, Dispatched, or Pending

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Purchase Order Information Detail

The Purchase Order Information Detail page provides comprehensive information for an individual purchase order, including:

• Vendor Name and Vendor ID (links to Vendor Details)
• PO ID
• PO Date
• PO Total Amount
• Requisition ID (Proof Requisitions contain “P”)
• Requester ID
• Status: Approved, Complete, Dispatched, or Pending
• Buyer: Buyer name with link to Campus Directory
• PO Type:
  • General
  • Long Term
  • Blanket
  • Lease
• Accounting Date
• Due Date
• Freight Terms (FOB):
  • Origin
  • Origin, Freight Prepay & Add
  • Destination
  • N/A
• Payment Terms:
  • Net 10 days
  • Net 30 days
  • Pay Next Cycle
  • Purchasing Card
  • N/A
• Receipt Status:
  • Fully Received
  • PO Not Received
• Ship To: Location code and building
• Location: Shipping address and location code
• Requester Info: Name, phone, department, and Campus Directory link
• PO Header Comments: Comments related to the purchase order

Purchase Order Line Details

Each purchase order includes line-level detail with the following fields:

• PO Line: Line number
• Quantity
• UOM: Unit of Measure
• Unit Amount
• Extended Amount
• Item Description
• Distribution: Distribution line number
• Chartfields: BU, Org, Fund, Activity, Project, Account, A/U
• Fiscal Year: July 1 – June 30
• Distribution Amount

Links are available to view Vouchers and PO Voucher History.

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PO Voucher History

The PO Voucher History table provides a detailed financial history for a purchase order.

Search Criteria

• Business Unit (BU)
• PO Number
• PO Type:
  • General
  • Long Term
  • Blanket
  • Lease
• Status: Approved, Complete, Dispatched, or Pending
• Accounting Date: PO creation date
• Budget Check Status:
  • Not Checked
  • Error
  • Valid Budget Check

Voucher History Table Fields

• PO / Line / Schedule / Distribution
• PO Amounts:
  • Encumbered – Original PO amount
  • Liquidated – Amount paid
  • Remaining – Encumbered minus Liquidated
  • Vouchered Amount
• Chartfields: BU, Org, Fund, Activity, Project, Account, A/U
• Due Date

The Vendor Search application allows users to search for and view University vendor information using multiple search criteria.

Using the Vendor Search Page

Vendor searches may require more than one criterion. If required fields are missing or criteria are incompatible, the system will return a search error.

Vendor Search Criteria

• Vendor Set – Select one:
  • UNIV
  • HOSP
• Vendor ID: The unique ID assigned to the vendor.
• Taxpayer ID: When searching by Taxpayer ID, a Zip Code must also be entered.
• Vendor Name: Search using one of the following options:
  • Begins with
  • Contains
  • Matches
• Street Address: When searching by Street Address, City and State must also be entered, or Zip Code.
  • Begins with
  • Contains
  • Matches
• City: When searching by City, Street Address and State must also be entered.
  • Begins with
  • Contains
  • Matches
• State: When searching by State, City and Street Address must also be entered.
• Zip Code: When searching by Zip Code, Street Address or Taxpayer ID must also be entered.
• Country: If the country is not USA, CAN, or GBR, additional information is required (Vendor Name or full Address, City, State, and Zip Code). A link to Country Code Lookup is available from the Vendor Search page.

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Vendor Details

Detailed information is available for each vendor, including:

• Vendor SetID: UNIV or HOSP
• Vendor ID
• Vendor Name
• Vendor Name 2: Alternate or additional vendor names
• Vendor Class:
  • Employee
  • Outside Party
• Open for Ordering: Yes or No
• Vendor Status:
  • Approved
  • Inactive
• W-9 Received: Yes or No
• W-9 Received Date
• Withholding: Yes or No
• Related Links:
  • Get POs – Opens Voucher Summary Information
  • Get Vouchers – Opens Purchase Order Selection List
• Location: MASTER (option to display all addresses)
• Payment Group
• Payment Hold: Yes or No
• Payment Method: System Check
• Payment Handling Code:
  • Foreign Mail
  • US Mail
• Freight Terms Code: Origin, Freight Prepay & Add
• Payment Terms:
  • 2% 10 Net 30 days
  • Net 10 days
  • Net 15 days
  • Net 30 days
  • Pay Next Cycle
  • Purchasing Card
  • N/A
• Vendor Type:
  • Corporation
  • Not Coded AP
  • Not Coded PO
  • Non-profit
  • Small Business
• Order Address #1: Effective date appears in parentheses; includes address and payment alternate name.
• Remit Address #1: Effective date appears in parentheses; includes address and payment alternate name.

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Vendor Selection

The Vendor Selection table displays the results of a Vendor Search and includes:

• Voucher Summary for Vendor: Icon links to the vendor’s voucher summary
• Vendor Details: Icon links to vendor detail information
• Short Name: Vendor short name
• Name: Vendor name
• Name #2: Alternate vendor name
• Vendor ID

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Vendor Address Details

This screen displays all vendor address(es) along with the effective date for each address.

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Country Codes

This page lists the three-digit country codes that may be entered on the Vendor Search page. A link to Country Codes is available directly from the Vendor Search page.

When accessing Evidence of Review (EOR) from the FS pagelet, a criteria page must be completed to display results. If you are already in EOR, the criteria page appears at the top of the results and can be used to modify the current search.

Required Inputs

Required fields are indicated by an asterisk (*).

• *BU
• *Activity / Project
• *Calendar Month: Enter the numeric value (e.g., January = 1)
• *Calendar Year: Enter the four-digit year (e.g., 2013)

Optional Search Fields

• Account Executive / PI Last Name or EmplID: Enter the Employee ID or name (Last, First). The field searches as you type. Tip: For enhanced results, enter LastName FirstName to locate preferred or middle names.
• Organization Number or Name: Enter an OrgID or any part of the Organization name. Searches dynamically as you type.
• Roll-up: Enables viewing of organizational roll-up data.
• Status:
  • Both (Reviewed and Not Reviewed)
  • Reviewed (Reviewed and/or Printed)
  • Not Reviewed

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Reporting Period Status

If the reporting period is still open, the following message will display: The Reporting Period is Still Open When the reporting period is open, the following options are disabled:

• Detail Reports PDF
• Mark Reviewed
• Indicate Review PDF

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Results

The Evidence of Review – Project application returns the following information for the selected month and year:

• SEL: Selects the row
• Account Executive
• Org
• Fund
• Project
• Description
• Current Month Revenue
• Project-to-Date Revenue
• Funding Start Date
• Funding End Date
• Current Budget
• Current Month Expense
• Project-to-Date Expense
• Encumbrance
• Budget Balance Available
• Detail Transaction Count
• Status

Sorting and Filtering Results

Results can be sorted and filtered by selecting the column headers for:

• Account Executive
• Org
• Fund
• Activity / Project

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Excel Download

Search results may be downloaded to Excel. Only selected rows will be included in the export.

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Detail Reports PDF

Creates a PDF version of the following reports for selected projects:

• Balance Sheet
• Summary of Revenue and Expense
• Journal Detail

Reports are emailed to the CIS user currently logged in. Projects may be bundled or sent individually. Since Evidence of Review can be completed online, printing the PDF is not required. If annotations are needed, a tutorial is available.

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Mark Reviewed

Marks the selected projects as reviewed. The system records:

• The CIS user who completed the review
• Date and time stamp

The review status will then appear in the Status column.

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Indicate Review PDF

Generates a printable PDF of selected projects that includes:

• Account Executive (page break for each AE)
• Org
• Fund
• Project
• Description
• Current Month Revenue
• Project-to-Date Revenue
• Funding Start Date
• Funding End Date
• Current Budget
• Current Month Expense
• Project-to-Date Expense
• Encumbered Amount
• Budget Balance Available

This document may be printed and signed as official Evidence of Review.

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Annotating PDFs

Management Reports may be annotated using Adobe Reader XI. A tutorial is available for guidance.

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Select Range

The Select Range option allows you to select multiple projects at once. Select the first project, then the last project, and click Select Range to include all projects in between.

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Right-Click Menu Options

After running a report, right-click anywhere on the results screen to access:

• Select All
• De-Select All
• Export to Excel
• Select Range
• Detail Reports PDF
• Mark Reviewed
• Indicate Review PDF

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Projects Ending in 60 Days

EOR includes a column identifying federally funded, cost-reimbursable projects ending within 60 days. When applicable, a link is provided to a report in the Financial Information Library showing travel, supplies, and equipment transactions from the final 60 days of the project. Project costs incurred in the last 1–90 days should always be:

• Allowable
• Allocable
• Reasonable
• Necessary

If no potentially unallowable transactions are found, the report will display NO RESULTS. This report may also be run manually from the Financial Information Library under: GRANTS / CONTRACT → FED Proj Trans 60 Days to End Security is role-based. All PIs, Account Executives, and Liaisons have automatic access.

Definitions

Selecting Inventory OrgID Lookup opens up Reporting Org Lookup. Criteria is:

• Business Unit – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped
  • 01 – University
  • 02 – 02 & 03 Hospital/Uni
• Order by
  • Org ID – The OrgID is the second chart field value listed in the string, is (5) characters long– selecting this option will sort the results by the OrgID number.
  • Organization Name – The name of the ORG associated with the OrgID. Selecting this option will sort the results alphabetically by the name of the Organization.
• Output Options
  • Display on Screen – Selecting this option will display a table also called Reporting Org Lookup.
  • Download to Excel – Selecting this option will convert that data to spreadsheet format with the option to Open or Save the data.

Reporting Org Lookup Table. Columns in the table:

• Reporting Org – Selecting Reporting will open up another screen called Reporting Org Lookup of the Org for that asset.
• Department Name – The name associated with the OrgID.
• Responsible Person – The person who has security level responsibility level for the Org.