10.11, How to Create a dPR

DOCUMENT: Type R to route the dPR to the Purchasing department.
Press ENTER. The system will assign the next available dPR number when this screen is complete.

Exception: If a dPR number is in the field, delete the numbers before pressing ENTER, OR to use a dPR number assigned in a block, type in that dPR number, then press ENTER.
TAB to each field and enter information until the screen is complete.

TYPE: Enter a dPR type using one of the following codes: PR, CH, CK, ON. The TYPE cannot be changed once a dPR number has been assigned.

ON	Use to request ongoing orders, such as maintenance or blanket orders. Ongoing orders are usually set up to incur expenditures for a specific amount and time period. This type requires that you use line item funding (screen 29L-leave account information on 29H blank).
CH	Use to request changes to existing Purchase Orders (POs). Type CH cannot be used to change Prepaid Purchase Orders (PPOs).
CK	Use to request a Prepaid Purchase Order. This type requires that you use document funding (29H), one account number and one object code and the dollar amount must be less than $1,000.
PR	Use for all other purchase requisitions.

PO: If TYPE is CH, type the number of the existing PO to be changed. To process Change Orders, see section 10.14.
ATTACHMENTS: Enter Y if you are sending attachments to Purchasing. Attachments are documents that support the Purchase Order. See Table 1 - Attachments for additional information
ENCUMBER CURRENT OR NEXT FY?: Purchasing will activate this code a couple of months before the fiscal year end. You can encumber in the next fiscal year by typing an N (next fiscal year) in this field. This field cannot be changed once a dPR number has been assigned.
ORDER INFO:
- DEPARTMENT: Type the five digit department number (add a zero to the front of the four digit department number), or if you are an RDI unit, the 5-digit RDI number.
  If you are using TYPE CH, press ENTER after you type the department number. The PO header information will fill in.
- CAMPUS DEPT: Type the department name.
  If you leave the CAMPUS DEPT field blank, the 20-character department name assigned to the DEPARTMENT number fills in after you press ENTER.
- INV DEPT: If the merchandise is to be inventoried in another department, type in the five-digit department number.
- ORDERED BY: Type the name and phone number of the person ordering the merchandise (for example, the department head or professor, the person who needs the item being ordered).
- TECH INFO: Type the name and phone number of the person who can answer technical questions (usually the same as the ordered by).
  If you type # in this field, the system will copy the name and phone number typed in the ORDERED BY field after you press ENTER.
- ADMIN INFO: Type the name and phone number of the person who can answer administrative questions (usually the person who can answer questions about the account).
  If you type # in this field, the system will copy the name and phone number typed in the ORDERED BY field after you press ENTER.
DELIVER MERCHANDISE TO: Use this area to indicate where you want the merchandise delivered or mailed.
- DEPT NAME: Type the department name.
  If you type # in this field, the system will copy the department name displayed in the CAMPUS DEPT field after you press ENTER; or if you type @ in this field, the 30 character department name assigned to the DEPARTMENT number fills in after you press ENTER.
- BLDG/ADDR & ROOM: These fields must be completed with the building name or street address and room number where the merchandise is to be delivered, or, if the merchandise will be mailed through US Mail, you may use a PO box instead.
- CITY, STATE & ZIPCODE: Type in the city, state and zip code. Enter the 4 digit building number (appendix C) in the last four digits of the zip code.
  If you type the last two digits of the zip code (check HELP, F2 or ESC 2) to view a lists of valid codes) in the CITY field, after you press ENTER these three fields will be completed as follows: TUCSON, ARIZONA 857xx (xx = last two digits you typed in the CITY field). Add the four digit building number, after you've pressed ENTER.
DOCUMENT FUNDING ALLOCATION: Complete when using document funding. See Table 2 - Document Funding vs. Line Item Funding to determine when to use document funding. This option indicates that all lines ordered will be funded by these account(s) and object code. Use up to six account numbers with the same object code in the ACCOUNT field. Use percentages totaling 100% and amounts in the appropriate fields. If you are using a combination of amounts and percentages, list accounts with amounts first (you cannot use both dollars and percents on the same line.)
- ACCOUNT/PERCENT/DOLLAR AMT: Following is an example of document funding. In this example, the system will charge $1,225 to the first account listed and the remaining balance will be split 20/80 between the next two accounts. So if the total amount of the dPR is $2,000, account 331540 will be charged $1,225, account 111184 will be charged $155 (20% of 2000-1225) and account 179680 will be charged $620 (80% of 2000-1225).
```
---< DOCUMENT FUNDING ALLOCATION: >----------------------
                 ACCOUNT   PERCENT  DOLLAR AMT   END DATE
              3315405290               1225.00   09/30/92
              1111845290      20.00
              1796805290      80.00
```
- END DATE: If the account used is a sponsored project account, the system will complete this field.
BLOCK COUNT: If desired, TAB to the block count field to create a block of dPRs. Type a number from 1 to 10 to create up to 10 consecutively numbered dPR headers. See Table 3 - Using Block Counts for more information on using the BLOCK COUNT field.

Press ENTER. The system will assign a requisition (dPR) number. Note the dPR number for future reference.

Press ENTER again to advance to screen 29V.

To view an example of screen 29H completed, click here.

29V-dPR Suggested Vendor Click Here to view Screen 29V

Record at least one suggested vendor, unless you are creating a bid only dPR (section 10.14) and vendors are unknown.

VENDOR: Type the vendor's name, business phone number (not the FAX number, put the FAX number in the VENDOR #2, phone field), address, and the name of a contact person, if any. If you want to suggest more than three vendors, enter the above information on a notepad, screen 22N. The contact line may be used to continue the address.

NOTE: Use HELP (ESC 2 or F2) to display valid values for the following fields:

STATE:
COUNTRY:

Press ENTER; the diagnostic message "DPR HAS BEEN MODIFIED" displays.

Press ENTER to advance to screen 29L.

29L - dPR Lines Click Here to view Screen 29L

Complete specifications - list them all
Catalog number, manufacturer's name and item description
Complete information about equipment to be covered by a maintenance contract.
"Optional" lines may be added for tax or freight (QTY:1, UOM:ea, UNIT PRICE: amount of tax or freight, DESCRIPTION: Tax or Freight), however, they will not be transferred to the Purchase Order. Purchasing will encode the Purchase Order with appropriate tax and/or freight terms.

LINE: Data entry will begin on line 003. Lines 001 and 002 are reserved for system use.
MORE LINES?: The default is Y (Yes, I will be ordering more items or adding additional text).
When you are entering your last line, enter N.
NOTE: Don't press ENTER until you have completed the screen, otherwise you will advance to the next screen).

QUANTITY/UOM/UNIT PRICE: Indicate the quantity, unit of measure, unit price

NOTE: You will not be able to trailer a dPR that has only text lines. You must include a line with either an amount (to encumber) or a line with N in the field (to not encumber).

Decimal places are not required for whole numbers.

QUANTITY: There are 10 characters available for entry. This includes two characters after the decimal point.

UOM (Unit of Measure): Press HELP (ESC 2 or F2) for a list of the available codes.

UNIT PRICE: Type the estimated or list price. There are 14 characters available for entry. This includes four characters after the decimal point.

TRADE DISCOUNT: Do not use this field.
NOTE: If you will be receiving a discount, enter the undiscounted amount in the UNIT PRICE and provide the discount details in a NOTEPAD or a TEXT LINE, discounts will be calculated by Purchasing when the dPR is processed.

EXTENDED PRICE: The system calculates this field which is equal to the QUANTITY times the UNIT PRICE.

UPO: Use to indicate special processing. See section 10.14.

The following fields appear if you are using line item funding. See Table 2 - Document Funding vs. Line Item Funding to determine when to use line item funding. Line item funding requires an account and object code for each line ordered.
- ACCOUNT: Type the ten digit account number and object code to be charged.
- END DATE: If the account used is a sponsored project account, the system completes this field.
DESCRIPTION: Describe the merchandise or services being ordered. If available, use the catalog number; otherwise, use the format: brand, part number, product description.
If your description exceeds ten lines, press ENTER, the LINE field will increase by 1. TAB to the UPO field, type T, then TAB to the DESCRIPTION field and continue the description.
IS THIS ITEM FOR RESALE?: Type Y if this item is exempt from sales and use tax. Resale purchases are exempt if tax will be collected at the time of sale. See section 8.11 for additional information.

Press ENTER. If you typed N in MORE LINES and a session has not been opened, you will advance to screen 03A. If a session is open, you will advance to screen 29T. Otherwise, the LINE field will increase by 1 and you will remain on this screen. Type information for the next line.

03A-dPR Open/Close Session Click Here to view Screen 03A

Sessions are identified by a six character batch reference and the date. For departmental sessions, use the five digit department number plus one additional character.

If a user has not opened a session before attempting to trailer a dPR on screen 29T, the system will automatically route the user to 03A to open the session, then route the user back to 29T to trailer the dPR. The dPRs entered in a session can be viewed on Screen 026.

NOTE: You should never have to enter 03A in the screen field. The system determines when and if you need to complete 03A.

SESSION REFERENCE: Type the five digit department number. The Session ID is a single letter. Since multiple sessions can be opened and processed simultaneously, assign a unique letter to each operator within a department number to maintain effective data entry records.
SESSION STATUS: Type O to open or C to close the session.
Sessions must be closed before you can sign off FRS. You may reopen a session on the same calendar day by reentering the session batch reference.
DESCRIPTION: Optional. Type a session description, for example, the data entry operator's last name. This information displays on screen 026.
SESSION DATE: Displays the current system date.

Press ENTER to advance to screen 29T.

29T - dPR Trailer Click Here to view Screen 29T

ENCUMBRANCE DESCRIPTION: The system default is "PR ENCUMBRANCE;" however, you can type over PR ENCUMBRANCE with your own description, for example, the vendor name. This description appears on the Financial Accounting screens and FRS reports.
NOTE: When dPR encumbrances are reestablished in a new fiscal year, the dPR encumbrance description reverts to a system default.
TRAILER? (Y/N): Type Y in this field to complete the dPR, post encumbrance(s) to your account(s) and route the dPR to the appropriate in baskets for approval.

Press ENTER. The diagnostic message "MULTIPLE MESSAGES EXIST - PRESS PF3 TO VIEW" displays. Press ESC 3 or F3 to view these messages to ensure that your dPR has been completed.

Press ENTER to advance to screen 29E to review the dPR's funding. Add a notepad if needed.

29E - Funding Summary Click Here to view Screen 29E

TOTALS: Displays the number of lines on the dPR and the dPRs total amount.
ACCOUNT: The ten digit account number(s) and object code(s) to which the order is charged. The account numbers are displayed in numerical order, regardless of the order they were listed on the dPR.
If document funding was used, the following fields display. If line item funding was used, only the DISTRIBUTION AMOUNT field displays.
HEADER PERCENT: Displays the percentage distributed to each account.
HEADER AMOUNT: Displays the amount allocated to accounts that are not receiving a percentage distribution.
DISTRIBUTION AMOUNT: Displays the total amount allocated to each account.

Screen 026 - Transaction Inquiry Click Here to view Screen 026

BATCH ID: Type the five digit department number and letter you used when you opened the session on screen 03A.
BATCH DATE: Type the date recorded in the SESSION DATE field when the session was opened on screen 03A. You do not need to use slashes or dashes. The system automatically formats the date when you press ENTER.
Press ENTER. The dPRs created in this session display. For each dPR, the following information displays.
ACCOUNT: The ten digit account number (six digit account plus four digit object code) to which the dPR is encumbered.
TC (Transaction Code): Transaction code 050 indicates the initial dPR encumbrance. This code appears the first time you trailer a dPR. Transaction code 055 indicates any changes to an established dPR encumbrance. This code appears when you retrailer a dPR. See section 16.72 for more information on Tran Codes.
REF: The dPR number assigned.
DATE: The date recorded on screen 03A when the dPR was processed.
DESCRIPTION: The first line of description was typed on screen 03A when the session was opened. The remaining descriptions were typed on screen 29T when the dPR was trailered, or PR ENCUMBRANCE if another description was not specified.
AMOUNT: The amount encumbered on the account.
I (Indicator): Provides information about the encumbrance. D (Debit) indicates the encumbrance has increased. C (Credit) indicates the encumbrance has decreased.
OFFSET ACCT: This field will always be blank because no other account is affected when an encumbrance is posted.

Table 1 - Attachments

This table outlines the attachments required for certain transactions. Send attachments to Purchasing that support the Purchase Order. Do not send attachments that repeat what has been typed on dPR lines, such as, magazine ads, or documents internal to your department (for example, copies of budget transfers and dPR data entry forms).

NOTE: Attachments can be faxed to Purchasing Department (626-8008). If an attachment is faxed, do not send the original.

If required Purchasing will forward the attachments or copies of the attachments to:

Any special approvers (see section 9.10).
The vendor.

Mark or flag the attachment clearly so that Purchasing can match the attachment to the appropriate dPR. In the top center of the attachment, write "This is an Attachment for dPR Rxxxxxx." one inch from the top of the page. Remember to type Y on screen 29H in the ATTACHMENTS field.

NOTE: Attachments cannot take the place of lines. Any information that needs to print on the PO must be included on the dPR as a line using screen 29L.

Transaction Attachment

Ads recruiting faculty, academic professionals, or classified staff positions Ad copy

Capital lease purchases > $25,000 Forward attachments to the Fund Accountant. Fund accountants will review and forward attachments to Purchasing.

Independent Contractor who is an individual or a business entity who does not have a valid Employer Identification Number Independent Contractor Form (see section 9.12)

Invoices to be paid. Keep the invoices until the PO is issued. When the PO is issued, write the PO number on the invoices and fax to 626-1243, or email to invoices@fso.arizona.edu or mail to Accounts Payable for payment.

Legal services If not described in detail on the dPR, attach a detailed memo or specifications.

Medical equipment to be used for patient care If not described in detail on the dPR, attach a detailed memo or specifications.

Moving expenses See section 9.14

Nonresident alien third party payments > $1,000 Copies of the I-94 and visa; Forward attachments to the Fund Accountant. Fund accountants will review and forward attachments to Purchasing.

Purchases on plant fund accounts (8-00000 - 8-90000) If not described in detail on the dPR, attach a detailed memo or specifications.

Property leases and lease renewals Lease agreements

Purchase of items bearing University logos, trademarks Sketch or copy of the item or other University marks bearing the logo/trademark

Purchases where University equipment will be traded in Request for Authorization to Dispose of Property; if not described in detail on the dPR, attach a detailed memo or specifications.

Radioactive Material Create a notepad, stating the Radiation Control Number assigned by Radiation Control and the person authorized by Radiation Control to purchase radioactive material.

Remodeling/Renovations: any physical change in any University building, including those at remote sites, any amount Attach Facilities Management approval of Remodeling/Renovation Plans allowing work to be performed by outside contractor.

Sponsored Project Subcontracts Forward attachments to Sponsored Projects. Do not type Y in the Attachments field on screen 29H since the attachment will not be sent to Purchasing.

All telephone/data equipment that will be connected to the University telecommunication system or will be installed in any University building. All two way radio, microwave and video equipment. Exception: Broadcast equipment for KUAT Plans and specifications for equipment and installations, including labor only POs

Vehicles, if additions to the University fleet If not described in detail on the dPR, attach a detailed memo or specifications.

Table 2 - Document Funding (29H) vs. Line Item Funding (29L)

This table outlines the uses of document funding vs. line item funding based on desired funding or desired end result.

If you want to fund a dPR with Then

One account One object code Document funding is recommended but line item funding can be used.

Two or more accounts One object code Document funding is recommended but line item funding can be used.

One account Two or more object codes Line item funding is required.

Two or more accounts Two or more object codes Line item funding is required.

If you are requesting Then

A PPO Document funding is required.

A change order Use the funding type used on the PO being modified.

An ongoing order (for example, blanket orders) Line item funding is highly recommended. Line item funding will allow changes to account numbers at a later date. If necessary, you can use document funding to split fund an ongoing order; however, you will not be able to change the account number later. If you use type ON, you will be forced to use line item funding.

Table 3 - Using Block Counts (Screen 29H)

Definition The block count is a system feature that reduces data entry by creating up to 10 consecutively numbered dPRs. All dPRs in the block will be the same type and have the same order, delivery and, if used, document funding information as that listed on the first dPR. Except for the funding method and DEPARTMENT, TYPE and ENCUMBER fields, dPRs in a block can be modified as needed.

Procedure NOTE: Do not press enter until the BLOCK COUNT field has been completed or you will not be able to create a block of dPR headers.
Go to screen 29H. Create a new dPR. Enter R in the document field. Press ENTER.
TAB to each field and type in the desired header information. The header screen does not have to be complete to create a block.
TAB to the BLOCK COUNT field, type any number from 02 to 10 and press ENTER. The information on the header is duplicated on all "block" created dPRs. The diagnostic message "DPR Rxxxxxx through Rxxxxxx ADDED TO DATABASE" displays at the top of the screen.
To use a dPR in the block, type the dPR number in the DOCUMENT field and press ENTER. Accept or modify the header information and press ENTER. Remember to update the DOCUMENT DATE field.

Suggested use Use the block count when you will be processing several dPRs that for the most part have the same order, delivery and/or funding information.

Locating dPRs in a block Go to screen 29Q (section 10.15), type your department number, an I (in process) and your FRS user ID in the appropriate fields. Press ENTER. All dPRs created by you that have not been trailered display.

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