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INV-59 DPI - Processing LEA Textbooks

Purpose

The purpose of this Quick Reference Guide (QRG) is to provide a step-by step explanation on how to process Local Education Agency (LEA) textbook orders at the Department of Public Instruction (DPI) in the North Carolina Financial System (NCFS).

Introduction and Overview

This QRG covers how to Process LEA textbook orders at DPI in NCFS. This QRG also covers how to create a Non-Catalog Requisition, review Non-Catalog Purchase Orders, process Purchase Order Receipts, create a Purchase Order Matched Invoice, process a Manual Accounts Receivable (AR) invoice, mark AR invoice paid, add AR customers, and Deposit Payment in Cash Management in NCFS.

Create a Non-Catalog Requisition

To create a Non-Catalog Requisition in NCFS, please follow the steps below. There are 34 steps to complete this process.

Step 1.    Log into the NCFS portal with your credentials to access the system.

Step 2.    Select the Procurement tab on the Home page.

Step 3.    Click the Purchase Requisitions app.

Step 4.    Click the More Tasks drop-down menu and select Update Requisition Preferences.

Step 5.    Select 0800 Department of Public Instruction from the Requisitioning BU.

Step 6.    In the Shipping and Delivery section, select the appropriate Requestor, Deliver-to Location, and the Destination Type as Expense. 

Step 7.    Click Save and Close.

Step 8.    Click the More Tasks drop-down menu and select Enter Requisition Line.

Step 9.    Select Goods for Line Type.

Step 10.    Enter the Item Description.

Step 11.    Select 551015-Printed Publications from the Category Name.

Step 12.    Enter the Quantity.

Step 13.    Select EACH for UOM Name.

Step 14.    Enter the Price.

Step 15.    Select USD as the Currency.

Step 16.    Check the Negotiated box. This box must be checked to auto approve the Purchase Order.

Step 17.    Select Supplier from Source Type.

Step 18.    Select the appropriate Supplier.

Step 19.    Select the appropriate Supplier Site.

Step 20.    Enter the Accounting Segment.

Step 21.    Review all information and click Add to Cart.

Step 22.    Click the Shopping Cart icon.

Step 23.    Click the Review button.

Step 24.    Review the Requisition order. 

Step 25.    Select the appropriate Customer.

Step 26.    Click Save.

Step 27.    Click Submit.

Step 28.    A Warning window may appear for Funds Checking. Click the View Funds Checking Results button.

Step 29.    Review the Line Status and discuss with DPI’s Budget Analyst. Click Done.

Step 30.    The Warning window will reappear. Click Yes.

Step 31.    A Confirmation window will appear with the Requisition number. Click View PDF for a copy of the Requisition order, or click OK to close. 

Step 32.    Click the Pending Approval hyperlink, from the recent requisitions.

Step 33.    Review the assigned approver and work with them to have the Requisition approved.

Step 34.    Once approved the Requisition status will update to Approved.

Review Created Non-Catalog Purchase Order

Once the requisition is approved the purchase order will automatically be generated. Follow the below steps to review the purchase order in NCFS. There are 5 steps to complete this process.

Step 1.    Select the Procurement tab on the Home page.

Step 2.    Click the Purchase Orders app.

Step 3.    Click the Tasks menu and select Manage Orders.

Step 4.    The Procurement BU will default. Enter the Requisition number in the Requisition field. Click Search to pull up the Purchase Order created. 

Step 5.    Click the Purchase Order hyperlink to view the Purchase Order details.

Process Purchase Order Receipt

Once LEAs receive the textbook orders, DPI should be notified of the quantity and accuracy of the order received. Follow the below steps to receive the order against the Purchase Order in NCFS. There are 17 steps to complete this process.

Step 1.    Select the Procurement tab on the Home page.

Step 2.    Click the My Receipts app.

Step 3.    On the Receive Items screen, enter the Purchase Order number.

Step 4.    Select Any Time from the Items Due drop-down menu.

Step 5.    Click Search.

Step 6.    Select the desired row.

Step 7.    Click Receive.

Step 8.    On the Create Receipts screen, enter the Quantity Received by LEAs in the Quantity field. If the LEAs receive a partial order quantity, enter the partial quantity that was received.

Step 9.    The Transaction Date will default to today’s date, enter the appropriate date received.

Step 10.    Enter the Packing Slip number, if available in the Packing Slip field. 

Step 11.    Click Submit.

Step 12.    A Confirmation window will appear with the Receipt Number. 

Step 13.    Click OK. 

Step 14.    Click the Tasks Menu and select Manage Receipts to review the receipts processed.

Step 15.    On the Manage Receipts screen, enter the Receipt number in the Receipt field.

Step 16.    Select the Requisitioning BU as 0800 DEPARTMENT OF PUBLIC INSTRUCTION.

Step 17.    Click Search to review the receipt details.

Create a Purchase Order Matched Invoice

Once the textbook supplier sends the invoice to DPI, DPI Accounts Payable staff will Create a Purchase order matched invoice in Payables to pay the invoice against the purchase order. Please reference QRG: AP-30 Create PO Matched Invoice & Update Invoice Cost Distribution.

Process a Manual Accounts Receivable (AR) Invoice

DPI will create an AR invoice to the LEA for the invoice plus 1.75% fee amount and send to the LEA for payment. To Create and Manage Invoices in AR, please reference QRG: AR-06 Create and Manage Invoices.

Mark an AR Invoice Paid

Once payment is received by DPI from the LEA, DPI will mark the AR invoice paid. To mark an AR Invoice paid, please reference QRG: AR-11 Create and Manage Receipts.

Create New Customers in AR

Only needed if DPI adds a new LEA. To create a new customer(s) in AR, please reference QRG: AR-19 Process for Creating Customer.

Deposit Payment into Cash Management

Deposit Payment into Cash Management
Please refer to your agency’s procedures for processing receipt of a paper check from the LEAs. To enter a journal entry manually to record the deposit, please refer to QRG: CM-12 Entering a Journal Entry Manually.

Wrap-Up

Create a Non-Catalog Requisition, Review Non-Catalog Purchase Order, process Purchase Order Receipt, close a Non-Catalog Purchase Order, process a Manual Accounts Receivable (AR) invoice, mark AR invoice paid, Add AR customers, and Deposit Payment in Cash Management.

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