Perform Inspections of Received Items check box selected for their user role in Purchase Order Roles. Project Accounts Applied This check box indicates that project account strings have been applied to the requisition. Vendor Information Vendor This box identifies the vendor from whom you are requesting the requisition items. You can type a vendor number, or you can click the field help button to select a vendor. If the Enforce Bid Defaults box in Bid Management Roles is selected, only awarded vendors can be entered. The Committed Vendor check box, if selected, indicates that the vendor is designated as a sole source for the commodity. The information in Vendors provides the default value for this box, and you cannot change this. Vendor can be left blank and Purchasing will enter Vendor # after the bid is awarded for items over $15,000. Committed This check box indicates that the selected vendor is a committed vendor, either because of a bid, or a contract. The check box is automatically selected or cleared based on the vendor and commodity code and cannot be manually updated. Bids in Munis will be part of Phase 2 Name This is the vendor's name, which is automatically entered based on the vendor number selected. PO Mailing This box identifies the vendor's remit address to be used for purchase orders. Delivery Method This is the desired delivery method for the completed purchase order. The default values of these check boxes are drawn from the vendor record. The E-Procurement option indicates that the purchase order will be submitted via the vendor's online shopping interface. This option is only available if your organization has selected the Use Individual Vendor's
Reject Rejects the item. You must enter a rejection reason. The program notifies the originator of the rejection and reason. The originator determines the next course of action (alteration and resubmission or deletion). Forward Allows you to choose another Munis user to review this pending record Hold Retains an item in your approval queue for additional review. It will remain here until further action is taken. Close the Contract Entry program and return to the Work Flow Manager Web part. What’s Next? After a contract has been approved and posted, it may be referenced on requisitions, purchase orders. If additional changes need to be made, they may be entered now, as only one change order per contract may be processed at one time. Contract Change Orders Objective This document provides instructions on how to create contract change orders. Overview Occasionally, during the life-cycle of a contract, it becomes necessary to make changes to amounts, accounts, line items, or other aspect of the contract. This is done using a contract change order. Changes that involve encumbering or liquidating amounts require the change order to be posted to the general ledger. When a contract is in the process of being changed, two versions of the contract exist: the original contract and the change order. Only one change order may exist at any time. If your organization uses Workflow, the change order is routed through an online workflow approval process and once approved, the contract change is posted. This incorporates it into the original contract and the change order no longer exists. The original contract, however, has a change number denoting the number of changes that have occurred. are the changes that are possible for each contract type. Note that updates to prior year lines are not allowed. Encumbered Accounts: Main tab, User Defined tab (if applicable), Subcontractor tab, and Insurance tab information.
Accounts tab: Increase or decrease a current fiscal year allocated amount and account, add a future fiscal year account and amount. Non Encumbered Accounts: Main tab, User Defined tab (if applicable), Subcontractor tab, and Insurance tab information. Accounts tab: Increase or decrease a current fiscal year allocated amount and account, add a future fiscal year account and amount. Prerequisites Before you can successfully change a contract, you must ensure that the necessary settings and codes are in place. If settings and codes are not set up, or not set up correctly, you may need to contact your Munis system administrator to have them updated or added into the Munis system. Confirm the following: You have menu access to the Contract Entry program. You have the appropriate user permissions for Contract Management: Maintain Own Posted Contracts View Contracts by Department: Limited to own departments Create/Maintain Amounts by Segment Active general ledger accounts exist in the General Ledger Accounts program. There must be a valid e-mail address for your user ID in the User Attributes program. The Use Workflow for Posted Contract Changes check box must be selected in the Contract Settings program. Procedure Use the following steps to make changes to a contract: Open the Munis Contract Change Orders program. Financials > Purchasing > Contract Management > Contract Change Orders Click Search to search for the contract to change. the applicable search criteria. Search criteria might include the contract number, vendor, or project. According to permissions, you are restricted to viewing contracts for your department. Click Accept to initiate the search. If you find more than one contract, scroll through the list to find the contract to change. Changes to Informational Details To update information on the Main, User Defined, Subcontractor, or Insurance tabs: Update. The program displays the Change Order Reason box. Enter the reason and click Save on the File menu. Click Exit on the File menu to return to the contract record. Make the required changes, and then Accept to save the changes.
If the selected vendor has a standard freight percent identified in Vendors that is the default otherwise it is 0. Notification Threshold % TAB Past The value of this box determines at what expenditure amount notifications are sent to the requester after the requisition is converted to a purchase order, and then liquidated with an invoice. The percentage is transferred to a purchase order during the conversion process. For example, for a requisition or purchase order of $10, a notification percentage of 5% would cause the Invoice Entry program to generate a notification when $5.01 or more is liquidated from the purchase order. The box is designed for use with requisitions that will be converted to blanket purchase orders, and the notifications are a method of warning of the upcoming purchase order expiration due to liquidation of the entire purchase order. This box is not available until you define the Purchase Order Spend Threshold (PST) business rule in the Workflow Business Rules program. Jefferson County is not using this functionality at Go Live. Freight Method/Terms This is the shipping method and terms. The default value for this information displays from the standard methods and terms identified in the Vendors program for the selected vendor. Bill To This is the bill-to code of the department or location paying for the item. If the Dept/Loc box has an associated default bill-to code, it is displayed in this box, but you can change this. Bill To Email This is the contact e-mail address for the billed department. Special Handling ** If a requisition is entered after the fact in a rare instance; The Confirming Selection will need to be used. This will This list identifies special circumstances for the requisition or purchase None - No special processing. Confirming - A confirming order, or a follow-up to a telephone order. This prints the words Confirming PO on the purchase order form. first - Indicates that this requisition should be printed first once it becomes a purchase order.
Ref 1 and 2 These boxes allow you to type references or notes to store with the journal entry in these boxes. The references display in the Journal Inquiry/Print program. Amount This box specifies the portion of the total amount you want to allocate or distribute to the specified account. Description This box displays the long or short description of the revenue account. You can add descriptions to payment allocations even if you do not have permission to change general ledger accounts on miscellaneous receipts. Total Allocated This box indicates the total payment amount allocated to the general ledger accounts. Totals Charge Amount This box displays the charge amount totals. TAB past Sales Tax Amount This box displays sale tax amounts, if applicable, for your organization. Jefferson County does not have sales tax Total Amount This box displays the total charges and taxes. Number of Charges This box specifies the number of charges in the miscellaneous receipts batch. Click the folder button to display the Charges on Current Receipt screen with the current miscellaneous cash receipt charge information. You can delete individual receipts on the Charges on Current Receipt screen prior to applying a payment. Receipt Charge Total This box specifies the total for all miscellaneous receipts in the batch. TAB past Receipt Tax This box specifies the total sales tax for all miscellaneous receipts in the batch. Jefferson County does not have sales tax Receipt Total This box specifies the total amount of all miscellaneous receipts in the batch. Batch Information When you apply payments to a batch, the program displays and updates vital batch information in this area during payment processing. Included in this information are the batch number, the batch department, the batch total, the deposit number, the current amount of payment made for multiple-receipt transactions, and the number of receipts processed. If you the batch total, the program displays a browse screen of the payments made to the