As soon as your Requisition has received all the necessary online approvals, and is posted, it is available to Procurement. Once Procurement has begun processing a requisition, departments cannot cancel it. Notify Procurement immediately if you wish to cancel any Requisition. You can send E-mail for changes once completed.

At any BFS menu, key FOIDOCH, press Enter.

1. [Doc Type] key REQ.
2. [Doc Code] key the Requisition number, press PgDn.

Status Indicators: The "status" of each document is in the field immediately following the document number. A blank status indicator field means the Requisition still needs to be completed; (C) denotes the Requisition is complete, however, it requires additional approvals or BFS approval/posting process has not yet completed its cycle. (A) means the requisition has received all the required approvals and is ready for processing by Procurement.

The block for Purchase Order remains blank until Procurement assigns a Purchase Order Number. If the Status field is blank, then Procurement has not yet completed the PO. When the purchase Order is completed, the status code will be "A".

At any BFS menu, Key FOIDOCH, press Enter.

1. [Doc Type] key REQ.
2. [Doc Code] key the Requisition number, press PgDn.

1. To view the Purchase Order, press PgDn or PgUp to navigate to the PO block; press F3.
2. To scroll through the Purchase Order form, press PgDn; press Ctrl+Q to return to FOIDOCH.
3. To view each line of a multiple line PO, at the Commodity Data window, press Down Arrow to scroll through the individual line items; press PgDn to navigate to the Accounting Data window.
4. To view multiple accounting sequences (for Purchase Orders where more than one Index/Account was charged) at the accounting Data window, press the Down Arrow to scroll through the accounting records; press Ctrl+q to return to FOIDOCH.

FOIDOCH will display information in the Receiving Block for POs where receiving has been posted. In most cases where receiving is required, departments are posting their own receiving information on-line with two exceptions:

1. UNIT will continue to post receiving for all computer-related POs, up to $9,999.99

This allows departments to determine if and when items have been received by UNIT. If UNIT has posted receiving and has not delivered the items to the department, then the department should call UNIT for delivery information.

2. Because of BFS requirements, Procurement will also be posting receiving for certain orders greater than $5,000.00. These are the same order types where we require signatures on invoices rather than on-line receiving by the departments.

1. Press PgDn or PgUp to navigate to Receiving block. If there are multiple receiving document numbers, press Down Arrow to scroll through the document list.
2. Press F3 to view any receiving document. Press Ctrl+q (exit) to return to FOIDOCH

Vendors are instructed to send most PO invoices directly to Procurement. If the invoice has been processed by Procurement, the payment status can be checked on FOIDOCH. Pertinent data concerning an invoice and any check information is displayed. NOTE: BFS uses the term "invoice" on FOIDOCH; this does not represent the vendor’s invoice number; rather our internal invoice (voucher) number.

1. A "due date" is assigned to the vendor’s invoice automatically by BFS. Generally,

this due date is based upon terms previously negotiated with the vendor. Absent other terms, net 30 days from the vendor’s invoice date used as a default. To view the details of a voucher (invoice), press PgDn or PgUp to navigate to the invoice block. Press F3 to view invoice.

2. When the check is actually generated, the check number appears on FOIDOCH.

Checks are almost always mailed the same day that they are produced (and dated).

Navigate to the check block and press F3; BFS will navigate to the Check Payment History Form, press Tab to [Bank] key "15," press PgDn. BFS will display the check date, total amount of the check, along with our document (voucher) number, the vendor’s invoice number(s) and the amount of each.

3. The absence of data about a particular voucher could mean that the vendor’s invoice has not been received/processed by Procurement or that you have chosen an incorrect requisition number. Please contact Procurement for further help (X94246).

 

Unless the payee notifies you otherwise, it should be assumed that it has been received. Vendors should be encouraged to direct questions concerning payment of invoices to Procurement at x4245.