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 Accounts Payable

Contract Releases

Contract Releases are used to order from Term and Supply vendors.

To Create A Contract Release:

  1. From the System Main Menu, select Financial Sub-systems-enter, Purchase Order Menu-enter, Data Entry Menu -enter, Contract Release Menu-enter, and Contract Release Entry-enter.
  2. Key F11.  Enter $1.00 in Batch Total field (you will adjust this later)-enter.
  3. Key F11-this will give you a CR number (write down your batch number and CR number).
  4. Enter date needed in date required field.
  5. In Subject field enter a general description of what you are ordering. EX: July office supplies.
  6. In Buyer field, either look up name in Commodity Codes in the Purchasing Handbook, and enter first name (ALL CAPS) or F29 will pull up a list. Put cursor on name and enter.
  7. In Vendor field, enter vendor number if known. If not, tab once and type partial vendor name and key F29- this will give you a list of vendor names to choose from.  Put cursor on name and key enter.  Screen will return to contract release screen.
  8. Next key F7 and then F11. Enter your ship-to code (A for schools and school/dept. location code). If not known, F29 will bring up a list of ship to codes, put cursor on code and key enter.  Put name and phone number of person needing the order on the Attention line.  Key enter.  Key F16 to return to entry screen.
  9. In Commodity field, look up Commodity Codes in Purchasing Handbook. Or key F29 for list of commodity codes.  Put cursor on code and key enter.
  10. In Description field, type description of goods or services to be ordered.  Include stock numbers.  EX: 04726-green liquid paper.
  11. In Quantity field, enter quantity needed
  12. In Units field, enter unit of measure. EX: EA, DZ, PK BX, ETC.
  13. In Unit Price field, enter unit price.(You must enter a decimal)
  14. In Distribution Code field, type in distribution code.  To look up, enter fund(usually 10 or 22) and school/dept. location number, then fill in with zeros and key F29. This will bring up a list of codes. Put cursor on code and key enter.
  15. To add more lines, key enter and repeat steps 8-13. To finish and save your record, key F11-enter.  Then F16-this will return you to the Direct PO Purchase Order Batch Header screen.
  16. Key F9 to correct the batch total to match the amount entered. Then key enter.  Key F 16 to return to the Contract Release menu.
  17. Tab to Contract Release Edit List-enter. Enter the batch number and key F7-enter.  The screen will return to the Contract Release menu when it is done.  Print edit list by selecting Print File Display-enter. Put cursor on Contract Release Edit List and key F11 or F21 to print list.  Give edit list to approver to approve. 
  18. After approval, print copy of contract release to send to vendor to order product.  Go back to Contract Release Menu .  Select Contract Release Form Print-enter.  Enter contract release number (EX: C2 12345)-enter. Then go to Print File Display.  Select Contract PO Form Print-enter.  Key F11 or F21 to print form. Sign and fax form to vendor.
  19. If you need to delete a batch, go to Contract Release entry and key enter.  Key F6 to bring up a list of your unapproved batches. Arrow down to the batch number you want to delete and key enter. Make sure this is the batch you want to delete and key F8, enter.  This will delete the batch.  DO NOT DELETE A BATCH IF YOU HAVE ALREADY FAXED THE CR.

DO NOT EXCEED CONTRACT RELEASE

If you need to create a CR that you do not know the amount in advance, for example: King Soopers or Target, you can create a "Do not exceed" CR.  Enter the information the same way you would any CR up to the description field.  In this field, type "Do not exceed" and enter total amount of the CR, for example $50.00 or $250.00.  In the quantity field, enter the dollar amount (50.00 or 250.00) and in the unit price enter $1.00.  Complete your CR as usual.  THIS CR IS FOR A ONE-TIME PURCHASE ONLY!  Do not use a "Do not exceed" CR as a draw down.  After the purchase is made, only receive in the dollar amount used as your quantity, for example 27.51.  FOR KING SOOPERS ONLY: Attach the cash register receipt to a copy of the CR and forward to Accounts Payable.  Keep a copy of the paperwork for your records.

Principal Or Department Head

On the last day of the month, the approver (Principal or Department Head) should check for any unapproved batches.  Go into the Contract Release Menu, select Contract Release Approval and key enter.  Key F6 to bring up any unapproved batches.  Arrow down to batch number and key enter.  Then key F7 to approve.   Unapproved batches are deleted at the first of the month following the month they were created. (Example:  A batch created will be automatically deleted on 07/01/01.)  If your contract release batch is deleted, you will have to create a new contract release and contact Accounts Payable with the new contract release number.

Mac Contract Release

Contract Releases are used to order from Terms and Supply vendors. 

To Create A Contract Release:

  1. From the System Main Menu, select Financial Subsystems-return, Purchase Order Menu-return, Data Entry Menu-return, Contract Release Menu-return, Contract Release Entry-return.
  2. Key Option and 1.  Enter $1.00 in Batch Total field (you will adjust this later)-return.
  3. Key Option and 1-this will give you a CR number (write down your batch number and CR number).
  4. Enter date needed.
  5. General description of what you are ordering. EX: July office supplies.
  6. In Buyer Field either look up Commodity Codes in the Purchasing Handbook and enter first name or F29 will pull up a list, put cursor on the name and enter.
  7. Enter vendor number if known. If not, tab once and type partial vendor name and key Apple and 9-this will give you a list of vendor names to choose from. Put cursor on name and key return. Screen will return to contract release screen. 
  8. Next key F7 and then Option and 1. Enter your ship-to code (A for schools and school/dept. location code) or Apple and 9 to pull up a list of locations, purt cursor on code and enter. Put name and phone number of person needing the order on the Attention line. Key return.
  9. In commodity field, look up Commodity Codes in Purchasing Handbook. Or key Apple and 9 for list of commodity codes. Put cursor on code and key return .
  10. Type description of goods or services to be ordered. Include stock numbers. EX: 04726-green liquid paper.
  11. Enter quantity needed
  12. Enter unit of measure. EX: EA, DZ,PK BX, ETC.
  13. Enter unit price.(You must enter a decimal)
  14. Type in distribution code. To look up, enter fund(usually 10 or 22) and school/dept. location number, then fill in with zeros and key Apple and 9.  This will bring up a list of codes.  Put cursor on code and key return.
  15. Key Option and 6.  To add more lines, key return and repeat steps 8-13. To finish, key Option and 1-return to save the record. Then Option and 6-this will take you to the Direct PO Purchase Order Batch Header screen.
  16. Key F9 to correct the batch total to match the amount entered.  Then key return. Key Option and F6 to return to the Contract Release menu.
  17. Tab to Contract Release Edit List-return. Enter the batch number and key F7-return. The screen will return to the Contract Release menu when it is done. Print edit list by selecting Print File Display-return.  Put cursor on Contract Release Edit List and key Option and 1 or Apple and 1. Give edit list to approver to approve. After approval, print copy of contract release to send to vendor to order product. Go to Contract Release Menu the same as listed above.  Select Contract Release Form Print-return.  Enter contract release number (EX: C204125)-return.  Sign and fax form to vendor.
  18. If you need to delete a batch, go to Contract Release entry and key return.  Key F6 to bring up a list of your unapproved batches. Select the batch number you want to delete and key return. Make sure this is the batch you want to delete and key F8, return. This will delete the batch. DO NOT DELETE A BATCH IF YOU HAVE ALREADY FAXED THE CR.

DO NOT EXCEED CONTRACT RELEASE

If you need to create a CR that you do not know the amount in
advance, for example: King Soopers or Target, you can create a "Do not exceed" CR.  Enter the information the same way you would any CR up to the description field.  In this field, type "Do not exceed" and enter total amount of the CR, for example $50.00 or $250.00.  In the quantity field, enter the dollar amount (50.00 or 250.00) and in the unit price enter $1.00.  Complete your CR as usual.  THIS CR IS FOR A ONE-TIME PURCHASE ONLY!  Do not use a "Do not exceed" CR as a draw down.  After the purchase is made, only receive in the dollar amount used as your quantity, for example 27.51.  FOR KING SOOPERS ONLY: Attach the cash register receipt to a copy of the CR and forward to Accounts Payable.  Keep a copy of the paperwork for your records.

Principal Or Department Head

On the last day of the month, the approver (Principal or Department Head) should check for any unapproved batches.  Go into the Contract Release Menu, select Contract Release Approval and key return.  Key F6 to bring up any unapproved batches.  Arrow down to the batch number and key return.  Then key F7 to approve.   Unapproved batches are deleted at the first of the month following the month they were created. (Example:  A batch created 06/28/01 will be automatically deleted on 07/01/01.)  If your contract release batch is deleted, you will have to create a new contract release and contact Accounts Payable with the new contract release number.