10.15 How to Research and Query dPRs

10.15 How to Research and Query dPRs

last updated: 06/19/97

Policy Owner: Procurement Services
Screen Samples

29P - dPR Pending List | 29S - Signature Status | 29R - dPR Ready List | 29W - dPR Route Tracking
29Q - dPR Query (Query - Part 1) | 29Q - dPR Query (Response - Part 2)

Screen Instructions

29P - dPR Pending List | 29S - Signature Status | 29R - dPR Ready List | 29W - dPR Route Tracking
29Q - dPR Query (Query - Part 1) | 29Q - dPR Query (Response - Part 2)

29P - dPR Pending List Click Here to view Screen 29P

Use this screen to view dPRs that have been trailered but are still "Pending" one or more approvals. To determine the required approvals, choose SEL option S and press ENTER.

  1. LIST DEPT: To display dPRs for a specific department, type the five digit department number. Press ENTER. Otherwise, press ENTER and all "Pending dPRs display. If a department number was entered on a previous screen, that department number 'follows' you from screen to screen. To view dPRs for all departments, type five zeros. Press ENTER.

    See section 10.13, to establish a default for the department number.

  2. SEL: The SEL field allows you to choose an option for reviewing a dPR. TAB to the SEL column next to the dPR you wish to review. Type one of the letters listed at the bottom of the screen and press ENTER.

  3. The body of the screen provides selected information about the listed dPRs.

    • TYPE: Identifies the dPR type.
    • C/N: Identifies in which fiscal year the dPR is encumbered: C - Current, N - Next.
    • FRZN: F indicates a frozen dPR.
    • DOC DATE: Indicates the date the dPR was created.
    • NOTES: Y indicates that notepads exist.
    • ATTACH: Y indicates that attachments exist.

Screen 29S - dPR Signature Status Click Here to view Screen 29S

This screen identifies the required approvals for a particular dPR.

  1. AUTHORIZED NAME: Identifies the name(s) of the person required to approve the dPR.

  2. ALTERNATE NAME: Identifies the name of the person who approved on behalf of an authorized approver.

  3. DATE: Displays the date the dPR was approved. If the date is blank, the dPR has not been approved.

  4. TYPE: Press HELP for a list of codes and their definitions.

  5. PHONE: Displays the phone number of the authorized approver.

    If you've selected this screen from 29K, 29P or 29Q, press ENTER to return to that screen.

Screen 29R - dPR Ready List Click Here to view Screen 29R

Use this screen to view dPRs that have been fully approved and are "Ready" for Purchasing to process.

  1. LIST DEPT: To display dPRs for a specific department, type the five digit department dumber. Press ENTER. Otherwise, press ENTER and all "Ready" dPRs display. If a department number was entered on a previous screen, that department number 'follows' you from screen to screen. To view dPRs for all departments, type five zeros. Press ENTER.

    See section 10.13, to establish a default for the department number.

  2. SEL: The SEL field allows you to choose an option for reviewing and approving a dPR. TAB to the SEL column next to the dPR, type one of the letters listed at the bottom of the screen and press ENTER.

  3. The body of the screen provides selected information about the listed dPRs.

    • TYPE: Identifies the dPR type.
    • C/N: Identifies in which fiscal year the dPR is encumbered: C - Current, N - Next.
    • PRNT: P indicates that the dPR has been printed and distributed to buyers in Purchasing.
    • RTE: Summarizes key stages in the dPR process.
    • DOC DATE: Indicates the date the dPR was created.
    • NTE: Y indicates that notepads exist.
    • ATCH: Y indicates that attachments exist.
    • BUYER: If a dPR is assigned to a buyer, the buyer's initials display.

Screen 29W - dPR Route Tracking Click Here to view Screen 29W

This screen displays the last eight key stages of dPR processing. The dates displayed on the above screen include the date the dPR was created (CD), the date the dPR was trailered (TD), the date final approval was received (RD) and the date the dPR was transferred to a PO or PPO (TF). For detailed descriptions of the codes, press HELP with the cursor in the CODE field.

Screen 29Q - dPR Query(Select) Click Here to view Screen 29Q

29Q is a two part screen. The first screen (29Q Select) allows you to indicate the search criteria. The second screen (29Q Response) displays the dPRs that meet the specified criteria.

Use this screen to specify criteria to search for dPRs within a department.

  1. LIST DEPT: Type a five digit department number. This is required.

    See section 10.13, to establish a default for the department number.

  2. Type the search criteria in the appropriate fields. You may complete more than one field or leave them blank to display all dPRs within the listed department. After you've entered the search criteria, press ENTER to advance to screen 29Q Response.

    • STATUS: Type one of the following options to search for dPRs in specified stages of processing.

      • I - In Process (Untrailered)
      • R - Ready (Approved, not transferred to a PO or PPO)
      • C - Completed
      • T - Transferred to a PO, PPO or a bid.
      • P - Pending (Trailered, not fully approved)

    • FROZEN: Type an F to search for frozen dPRs.
    • ENTERED BY: Type the last 4 digits of the creator's FRS ID to search for dPRs created by a particular person in the department.
    • TYPE: Type the desired dPR type.
    • DOCUMENT DATE: Type in a range of dPR create dates.
    • DATE REQUIRED: Type in a range of dPR required dates.
    • CURRENT/NEXT YEAR: Type a C to search for dPRs encumbered in the current fiscal year, N to search for dPRs encumbered in the next fiscal year.
    • ORDERED BY: Type the person entered in the ORDERED BY field (screen 29H). This does not have to be an exact match. The system will display any dPR that contains the listed characters.
    • TOTAL AMOUNT: Indicate a range of dPR amounts. If a dPR has been transferred, the amount will be $0.00.

Screen 29Q - dPR Query (Response) Click Here to view Screen 29Q (Response)

This screen displays all dPRs that meet the criteria specified on screen 29Q (Select).

  1. SEL: The SEL field allows you to choose an option for reviewing and approving a dPR. TAB to the SEL column next to the dPR you wish to review or approve. Type one of the letters listed at the bottom of the screen and press ENTER.

  2. The body of the screen provides selected information for up to four listed dPRs. Press PAGE FORWARD to advance to the next page.

    • STATUS: Identifies the dPR's current stage of processing.
      • I - In Process (Untrailered)
      • R - Ready (Approved, not transferred to a PO or PPO)
      • C - Completed
      • T - Transferred to a PO, PPO or a bid.
      • P - Pending (Trailered, not fully approved)

    • FRZN: F indicates a frozen dPR.

    • C/N YR: Identifies in which fiscal year the dPR is encumbered: C - Current, N - Next.

    • TYPE: Identifies the dPR type.

    • REFERENCE: If the dPR has been transferred to a PO or PPO
      (STATUS = T), the PO or PPO number is displayed.

    • DATE: Indicates the date the dPR was created.

    • ENTERED BY: Displays the name of the person who created the dPR.

    • REQUIRED: Displays the date which the goods or services must be received, if any.

    • ORDERED BY: Displays the person listed in the ORDERED BY field (screen 29H).

    • TOTAL AMOUNT: Displays the total amount of the dPR. The amount will not display once the dPR has been transferred to a PO or PPO.

FRS Departmental Manual ·FSO Homepage ·UAInfo ·10 Purchasing & Receiving

maintained by: Betsy Van Valkenburg
last reviewed: 6/30/04