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Mississippi Management and
Reporting System
Department of Finance and Administration
5613
MMRS MASH/Training Materials
SAAS Agency Manual
Revision Date: 01/22/2014
Extended Purchasing Subsystem
Version: 2
5613 – SAAS Agency Manual Extended Purchasing Subsystem
V2 01/22/2014
SAAS Agency Manual
Extended Purchasing Subsystem
Table of Contents
Purpose ..................................................................................................................................... 3
Extended Purchasing Process ................................................................................................... 3
Requisitioning Function .......................................................................................................... 3
Bidding Function .................................................................................................................... 3
Purchasing Function .............................................................................................................. 4
Receiving Function................................................................................................................. 4
Vendor Invoicing Function ...................................................................................................... 4
Types of Transactions ................................................................................................................ 4
Requisition Transactions ........................................................................................................ 4
Purchase Order Transactions................................................................................................. 4
Computer Services Purchase Order Transaction (CS) ....................................................... 5
Central Purchase Order Transaction (PC) .........................................................................10
Decentralized Purchase Order Transaction (PD) ...............................................................15
Price Agreement Purchase Order Transaction (PG) ..........................................................21
Service Contract Purchase Order Transaction (SC) ..........................................................26
Receiving Transactions (RC).................................................................................................32
Vendor Invoicing Transactions (VI) .......................................................................................34
Entering Extended Purchasing Transactions .............................................................................37
Extended Purchasing Approvals ...............................................................................................37
Extended Purchasing Coding ....................................................................................................38
Commodity Codes.................................................................................................................38
Vendor Codes .......................................................................................................................38
Printing Extended Purchasing Subsystem Documents ..........................................................38
MMRS/SAAS Extended Purchasing Tables ..............................................................................39
Listing of Master Tables ........................................................................................................39
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Purpose
There are several uses and transaction types available within the Extended Purchasing
Subsystem. Included in this module are requisitioning, bidding, purchasing, receiving, and
vendor invoicing functions.
Online agencies are required to use the Extended Purchasing Subsystem for purchases;
however, general uses of the remaining functions of this module of MMRS/SAAS are optional.
The Extended Purchasing Subsystem of MMRS/SAAS is used by online agencies to distinguish
the type of purchase being made.
Just as baseline purchases are linked to expenditures and disbursements, so are extended
purchasing transactions. Data entered on one transaction can automatically be brought to the
next document in the cycle, whether it is within the Extended Purchasing Subsystem or the
Expenditure/Disbursement module. In the MMRS/SAAS system this is referred to as a
reference facility.
Extended Purchasing Process
Each agency must determine, at the time it chooses to become an online user of the
MMRS/SAAS system, which features of the Extended Purchasing Subsystem it will implement.
The functions of this module are detailed below.
Requisitioning Function
An internal request to purchase is recorded on a Requisition (RX) transaction. Generally, the
requisitions are entered by users outside of the agency's purchasing department and
transmitted as a request to that department to make the purchases.
The requisition transaction merely states intent to purchase and does not represent an
obligation. This transaction does not create an encumbrance but creates a pre-encumbrance.
Requisitions are validated against an agency's available funds. If funds are not available
(uncommitted), the transaction will be rejected.
Bidding Function
MMRS/SAAS has a bidding function which enables a purchasing department to track its bids.
This function has not been used by an online agency.
The bidding function allows bid creation, selection of vendors to receive bid notification, bid
tabulation and bid award. In addition, tracking can occur on responses received, opening and
closing bid dates, and other similar items.
Bids can contain more than one commodity; each commodity is represented as a separate line
on each bid. Vendors can respond by bid lines.
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Purchasing Function
The purchasing function of the Extended Purchasing Subsystem provides several separate
purchasing documents which distinguish the type of purchase to be made.
The Extended Purchasing Subsystem provides detailed information on the types of commodities
purchased.
Detailed vendor information is available when the purchasing function is used.
Receiving Function
The receipt of goods may be noted by using the receiving function of MMRS/SAAS.
This function also provides notation on the condition of the goods when received.
There is no accounting event associated with this function.
Vendor Invoicing Function
The invoice from the vendor supplying the purchased goods or services may be entered into
MMRS/SAAS using the vendor invoicing function of the Extended Purchasing Subsystem.
There is no accounting event associated with the Vendor Invoice transaction.
Types of Transactions
The Extended Purchasing Subsystem transactions are listed below by the function that is being
performed.
Requisition Transactions
There is only one requisition transaction within the Extended Purchasing Subsystem of
MMRS/SAAS, the RX transaction.
The Requisition (RX) transaction may be generated through the Document Suspense File or
through the Master Table Inquiry using the Requisition Generation Table (RXGN).
Purchase Order Transactions
There are five separate purchase order documents currently available in the Extended
Purchasing Subsystem of MMRS/SAAS. The purchase order document to be utilized is
determined by the type of purchase being made. The five purchase order documents, with the
transaction code and purchase order name, are listed below.
CS
PC
PD
PG
SC
Computer Services Purchase Order
Central Purchase Order
Decentralized Purchase Order
Price Agreement Purchase Order
Service Contracts Purchase Order
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There are numerous purchase order document generation tables within MMRS/SAAS. The
document generation tables generally are for purchase of commodities. These tables can be
used for Central and Price Agreement Purchase Orders.
Computer Services Purchase Order Transaction (CS)
All purchases related to computers require that a Computer Services Purchase Order (CS) be
used. These purchases must be authorized by the Information Technology Services (ITS) and
require that an Acquisition Approval Form (CP-1) be generated prior to the acceptance of the
purchase document.
The CP-1 price agreement is approved and entered on the Price Agreement Tables (PASM,
PAVC, PASC, and SCTT) through the ITS CP1-Contract Load process.
There are three approval levels for this transaction. All three are agency level approvals, and
do not require Bureau of Financial Control approval.
Data Entry Instructions
The Computer Services Purchase Order is similar to the Decentralized Purchase Order. It
contains one additional field, Contract #, which is the CP-1 Number.
Screen 1 – Data Entry Instructions
FIELD
DOCID (Document Identification):
DESCRIPTION
If entering a single document, this
information will be inferred from the
Document Suspense File. If entering a
batch, tab to the document identification
field and enter the agency code XXX.
Press the pound (#) key to initiate
automatic numbering, or enter the agency
defined document identification number.
The remaining header information will be
inferred by the system from the Batch
Header Screen.
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FIELD
CS DATE:
ACCTG PD (Accounting Period):
BUDGET FY (Budget Fiscal Year):
ACTION:
TRACK CO:
VENDOR CODE:
RESP AGC (Responsible Agency):
ORG (Organization):
CONF ORDER (Confirming Order):
LINK:
NAME (Vendor Name):
DEL DATE (Delivery Date):
BLDG/ROOM:
SHIP/BILL:
TYPE:
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DESCRIPTION
This date will be entered by the system. If
a different date is required for the
purchase order, that date may be entered.
The system will only allow the current or
future date to be entered.
The system will automatically enter the
accounting period inferred from the
transaction date. If a different date is
needed, that date may be entered (it
cannot be a future period). During the
lapse period (July and August) this field
must be entered.
This field will be automatically entered by
the system. During the lapse period (July
and August) this field must be entered.
The system will automatically enter E for a
new entry. To modify, enter M.
Enter Y to track this transaction on the
Open Purchase Order Tracking Tables.
Enter the vendor code XXXXXXXXXX.
(This is an 11-digit number.)
Enter the agency code (XXX).
This optional field is used for reporting
purposes. If a transaction containing an
organization code was referenced, this
field is inferred.
This field remains blank.
This field is automatically completed by the
system.
The system will automatically enter this
field if the vendor is valid in the Vendor
Master Table (VEND). If a miscellaneous
vendor code is used, the name and
address must be entered.
Enter a future date by which the order
must be received (MMDDYY).
This field remains blank.
Enter the code (XXX) that represents the
receiving location (found in the SHIP
Table) followed by the code (XXX) that
represents the invoicing location (found in
the BILL table). The actual ship to
address will print on the purchase order.
Enter S if special instructions (which are
coded on the SPIS Table) are to be printed
on the purchase order; otherwise, leave
blank.
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FIELD
CONTRACT #:
CONTACT:
RESP PERSON (Responsible Person):
RETAINAGE TYPE:
RETAINAGE PERCENT:
RETAINAGE AMT:
LN (Line Number):
AGCY (Reference Agency Number):
REF REQ (Reference Transaction Number):
LN (Reference Line Number):
FUND:
AGY (Agency):
ORG/SUB (Organization/Sub-organization):
APPR (Appropriation Unit):
ACTV (Activity):
OBJ/SUB (Object/Sub-object):
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DESCRIPTION
Enter the CP-1 number (available from the
Price Agreement Tables). There is a
hyphen included in the number.
This field may be inferred from the Vendor
Table (VEND) if the data was entered.
Enter the name of the person responsible
for this order if desired.
This field remains blank.
This field remains blank.
This field remains blank.
Beginning with 01, enter a different
number for each line that is entered. Only
4 accounting lines can be entered on one
document.
If this transaction references a previous
transaction (RX or BT), enter the agency
code (XXX) of the original transaction.
If this transaction references a previous
transaction, enter the transaction number
of the referenced document.
If this transaction references a previous
transaction, enter the line number being
referenced.
Enter the code of the Fund to be charged
for this purchase order. The code must be
valid in the Fund Master Table (FUND).
This field will automatically be entered by
the system (will default from the Fund
Number).
This optional field is used for reporting
purposes. If a transaction containing an
organization/sub-organization code was
referenced, this field is inferred.
This field will automatically be entered by
the system (will default from the Fund
Number). If a Fund Number is changed
when modifying, blank out this field so that
the new number can be inferred.
This optional field is used for reporting
purposes. If a transaction containing an
activity was referenced, this field is
inferred.
Enter the appropriate object code. The
sub-object code field remains blank. If a
previous transaction was referenced, this
field is inferred.
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FIELD
PROJ # (Project Number):
CAT (Reporting Category):
LOC (Location):
TOTAL COST:
I/D:
RET PCT (Retainer Percentage):
RET AMT (Retainage Amount):
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DESCRIPTION
Enter the 5-Digit Project Number (the first
5 digits of an 8-character Project/Sub
Project/Phrase).
This optional field is used for reporting
purposes. If a transaction containing a
reporting category was referenced, this
field is inferred.
This optional field is used for reporting
purposes. If a transaction containing a
location code was referenced, this field is
inferred.
This field will default from the second
screen accounting line reference.
This field remains blank upon initial entry.
For modification enter I for Increase or D
for Decrease.
This field remains blank.
This field remains blank.
Press ENTER and the second screen will appear.
Screen 2 - Data Entry Instructions
FIELD
LN (Line):
COMMODITY CODE:
DESCRIPTION
Enter the CS commodity line number for
this commodity (beginning with 001).
Enter the commodity code for the goods
ordered. The code must be valid in the
Commodity Master Tables (COMM and
DCOM Tables).
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FIELD
ACCT LN (Accounting Line):
AGY (Reference Agency Number):
REF REQ (Reference Requisition):
LN (Reference Line Number):
TEXT:
UNIT:
QUANTITY:
I/D:
UNIT COST:
I/D (Unit I/D Indicator):
TOTAL COST:
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DESCRIPTION
Enter the appropriate accounting line
number from the first screen of this
document; if no number is entered, the
system will default to 01.
If this commodity line references a
previous transaction (RX or BT), enter the
agency code (XXX) of the original
transaction.
If this commodity line references a
requisition, enter the number of the
requisition.
If this commodity line references a
requisition, enter the line number on the
requisition associated with this commodity.
Enter Y to direct the system to the PTEX
table for additional descriptive information,
if it has been entered.
Enter the appropriate unit of measure for
the goods being ordered (e.g., box, each).
Enter the quantity of goods ordered (up to
three decimal places).
This field remains blank upon initial entry.
For modification enter I for Increase or D
for Decrease.
Enter the cost per unit of goods ordered. If
this commodity line references a
requisition, this field will be inferred.
This field remains blank, upon initial entry.
If modifying, enter D for Decrease or I for
Increase.
This will automatically be entered by the
system. When modifying, blank out this
field so that the system can recalculate the
total cost.
If entering documents in a batch, at the end of the last document in the batch, tab to the
Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q
should be performed after entering the data for that document. Read the messages at the
bottom of the screen. If errors are indicated, make the necessary corrections.
To apply approvals to an individual document, tab to the Function field and enter A (for
Approval). The message at the bottom of the screen should read DOCUMENT APPROVED.
To schedule for processing, tab to the Function field and enter E (for end) or F (for finish).
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Central Purchase Order Transaction (PC)
The Central Purchase Order is used for purchases which require a P-1 form, Request for
Authority to Purchase, from the Office of Purchasing, Travel and Fleet Management,
Department of Finance and Administration (DFA).
There are five approval levels for the PC transaction. When the agency has applied its three
approval levels, the Office of Purchasing Travel and Fleet Management will apply its fourth level
of approval on the PC document. The final approval is applied by the Bureau of Financial
Control.
The PC document is utilized only for the initial P-1. If the P-1 has multiple purchases, the
subsequent purchases are recorded on a Decentralized Purchase Order Document (PD) as
described below.
The P-1 number is a five-digit number. This purchase order includes four fields which are not
on the PD transaction.
Screen 1 –Data Entry Instructions
FIELD
DOCID (Document Identification):
DESCRIPTION
If entering a single document, this
information will be inferred from the
Document Suspense File. If entering a
batch, tab to the document identification
field and enter the agency code XXX and
press the pound (#) key to initiate
automatic numbering, or enter the agency
defined document identification number.
The remaining header information will be
inferred by the system from the Batch
Header Screen.
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FIELD
PC DATE:
ACCTG PD (Accounting Period):
BDGT FY (Budget Fiscal Year):
ACTION:
RESP AGY (Responsible Agency):
ORG (Organization):
TR CO (Track Code):
DEL DATE (Delivery Date):
BLDG/RM:
SHP/BIL TO:
BUYER:
VEND:
RESP PRS (Responsible Person):
VEN TERMS:
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DESCRIPTION
This date will be entered by the system. If
a different date is required for the
purchase order, that date may be entered.
The system will only allow the current or
future date to be entered.
The system will automatically enter the
accounting period inferred from the
transaction date. If a different date is
needed, that date may be entered (it
cannot be a future period). During the
lapse period (July and August) this field
must be entered.
This field will be automatically entered by
the system. During the lapse period (July
and August) this field must be entered.
The system will automatically enter E for a
new entry. To modify, enter M.
Enter the agency code (XXX).
This optional field is used for reporting
purposes. If a transaction containing an
organization code was referenced, this
field is inferred.
Enter Y to track this transaction on the
Open Purchase Order Tracking Tables.
Enter a future date by which the order
must be received (MMDDYY).
This field remains blank.
Enter the code (XXX) that represents the
receiving location (found in the SHIP
Table) followed by the code (XXX) that
represents the invoicing location (found in
the BILL table). The actual ship to
address will print on the purchase order.
Optional. Enter the code of the buyer
submitting this order. The code must be
valid in the Buyer Master Table (BUYT).
Buyer will normally default to the buyer
inferred from the first commodity line
(explained later). This field may be used
to override that value.
Enter the vendor code XXXXXXXXXX.
(This is an 11-digit number.)
Enter the name of the person responsible
for this order if desired.
Optional. Specifies the vendor terms or
vendor discount. It must be valid in the
Discount Type Table (DISC).
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FIELD
TYPE:
LINK:
NAME (Vendor Name):
CONF ORDER (Confirming Order):
FOB (Freight on Board):
BID#:
CONTACT:
CONTRACT #:
RET TYPE:
RET PERCENT:
RET AMT:
BS ACCT (Balance Sheet Account):
LN (Line Number):
REF REQ (Reference Transaction Number):
LN (Reference Line Number):
FUND:
AGY (Agency):
ORG/SUB (Organization/Sub-organization):
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DESCRIPTION
Enter S, if special instructions (which are
coded on the SPIS Table) are to be printed
on the purchase order; otherwise, leave
blank.
This field is automatically completed by the
system.
The system will automatically enter this
field if the vendor is valid in the Vendor
Master Table (VEND). If a miscellaneous
vendor code is used, the name and
address must be entered.
This field remains blank.
This field is used to designate the point
from which freight is to be charged. Enter
a D for destination point or S for shipping
point.
If this transaction references a bid, enter
the bid order number.
This field may be inferred from the Vendor
Table (VEND) if the data was entered.
Enter The CP-1 number (which is available
from the Price Agreement Tables) should
be entered in this field. There is a hyphen
included in the number.
This field remains blank.
This field remains blank.
This field remains blank.
This field remains blank.
Enter a different number (beginning with
01) for each line that is entered. Only 4
accounting lines can be entered on one
document.
If this transaction references a previous
transaction, enter the transaction number
of the referenced document.
If this transaction references a previous
transaction, enter the line number being
referenced.
Enter the code of the Fund to be charged
for this purchase order. The code must be
valid in the Fund Master Table (FUND).
This field will automatically be entered by
the system (will default from the Fund
Number).
This optional field is used for reporting
purposes. If a transaction containing an
organization/sub-organization code was
referenced, this field is inferred.
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FIELD
APPR (Appropriation Unit):
ACTV (Activity):
OBJ/SUB (Object/Sub-object):
PROJ # (Project Number):
CAT (Reporting Category):
LOC (Location):
RET PCT (Retainer Percentage):
RET AMT (Retainage Amount):
COST:
I/D:
P/F:
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DESCRIPTION
This field will automatically be entered by
the system (will default from the Fund
Number). If a Fund Number is changed
when modifying, blank out this field so that
the new number can be inferred.
This optional field is used for reporting
purposes. If a transaction containing an
activity was referenced, this field is
inferred.
Enter the appropriate object code. The
sub-object code field remains blank. If a
previous transaction was referenced, this
field is inferred.
Enter the 5-Digit Project Number (the first
5 digits of an 8-character Project/Sub
Project/Phrase).
This optional field is used for reporting
purposes. If a transaction containing a
reporting category was referenced, this
field is inferred.
This optional field is used for reporting
purposes. If a transaction containing a
location code was referenced, this field is
inferred.
This field remains blank.
This field remains blank.
This field will default from the second
screen accounting line reference.
This field remains blank upon initial entry.
For modification enter I for Increase or D
for Decrease.
If this transaction references a Requisition
(RX) transaction, this field is used to
indicate if the order is a partial order or a
final order. Enter P for Partial or F for
Final.
Press ENTER and the second screen will appear.
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Screen 2 – Data Entry Instructions
FIELD
LN (Line):
REF REQ (Reference Requisition):
LN (Reference Line Number):
QUANTITY:
I/D:
UNIT:
COMMODITY CODE:
ITM (Item Code):
ACCT LN (Accounting Line):
UNIT COST:
I/D (Unit I/D Indicator):
DESCRIPTION
Enter the PC commodity line number for
this commodity (beginning with 001).
If this commodity line references a
requisition, enter the number of the
requisition.
If this commodity line references a
requisition, enter the line number on the
requisition associated with this commodity.
Enter the quantity of goods ordered (up to
three decimal places).
This field remains blank upon initial entry.
For modification enter I for Increase or D
for Decrease.
Enter the appropriate unit of measure for
the goods being ordered (e.g., box, each).
Enter the commodity code for the goods
ordered. The code must be valid in the
Commodity Master Tables (COMM and
DCOM Table).
This field remains blank.
Enter the appropriate accounting line
number from the first screen of this
document; if no number is entered, the
system will default to 01.
Enter the cost per unit of goods ordered. If
this commodity line references a
requisition, this field will be inferred.
This field remains blank, upon initial entry.
If modifying, enter D for Decrease or I for
Increase.
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FIELD
RC:
TOTAL COST:
P/F:
DESCRIPTION:
TEXT:
BID LINE #:
MANUFACTURERS #:
MANUFACTURERS NAME:
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DESCRIPTION
This field remains blank. (This field is the
same as the revalue field on the PD
transaction.)
This will automatically be entered by the
system. When modifying, blank out this
field so that the system can recalculate the
total cost.
If this transaction references a Requisition
(RX) transaction, this field is used to
indicate if the order is a partial order or a
final order. Enter P for Partial or F for
Final.
The system will infer this from the
Commodity Tables (COMM and DCOM).
Enter Y to direct the system to the PTEX
table for additional descriptive information,
if it has been entered.
If this transaction references a bid
transaction, enter the referencing line
number.
Optional. Enter the manufacturer’s
number for this commodity code.
Enter the name of the manufacturer if
desired.
If entering documents in a batch, at the end of the last document in the batch tab to the
Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q
should be performed after entering the data for that document. Read the messages at the
bottom of the screen. If errors are indicated, make the necessary corrections.
To apply approvals to an individual document, tab to the Function field and enter A (For
Approval). The message at the bottom of the screen should read DOCUMENT APPROVED.
To schedule for processing, tab to the Function field and enter E (for end) or F (for finish).
Decentralized Purchase Order Transaction (PD)
The Decentralized Purchase Order is used for purchases not on state contract and that do not
require a P-1, CP-1, or State Personnel Board approval. The PD document is also utilized for
purchases referencing a P-1 previously obtained from the Office of Purchasing, Travel and Fleet
Management.
There are four approval levels for the PD transaction. The first three are agency level
approvals; the final approval is applied by the Bureau of Financial Control.
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Screen 1 – Data Entry Instructions
FIELD
DOCID (Document Identification):
PD DATE:
ACCTG PD (Accounting Period):
BUDGET FY (Budget Fiscal Year):
ACTION:
TRACK CO:
VENDOR CODE:
DESCRIPTION
If entering a single document, this
information will be inferred from the
Document Suspense File. If entering a
batch, tab to the document identification
field and enter the agency code XXX and
press the pound (#) key to initiate
automatic numbering, or enter the agency
defined document identification number.
The remaining header information will be
inferred by the system from the Batch
Header Screen.
This date will be entered by the system. If
a different date is required for the
purchase order, that date may be entered.
The system will only allow the current or
future date to be entered.
The system will automatically enter the
accounting period inferred from the
transaction date. If a different date is
needed, that date may be entered (it
cannot be a future period). During the
lapse period (July and August) this field
must be entered.
This field will be automatically entered by
the system. During the lapse period (July
and August) this field must be entered.
The system will automatically enter E for a
new entry. To modify, enter M.
Enter Y to track this transaction on the
Open Purchase Order Tracking Tables.
Enter the vendor code XXXXXXXXXX.
(This is an 11-digit number.)
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FIELD
RESP AGENCY (Responsible Agency):
ORG (Organization):
NAME (Vendor Name):
DEL DATE (Delivery Date):
BLDG/ROOM:
SHIP/BILL:
TYPE:
CONF ORDER (Confirming Order):
CONTACT:
RESP PERSON (Responsible Person):
FOB (Freight on Board):
CONTRACT #:
LINK:
BS ACCT (Balance Sheet Account):
WHSE (Warehouse Code):
TERMS:
RETAINAGE TYPE:
RETAINAGE %:
RETAINAGE AMT:
V2 01/22/2014
DESCRIPTION
Enter the agency code (XXX).
This optional field is used for reporting
purposes. If a transaction containing an
organization code was referenced, this
field is inferred.
The system will automatically enter this
field if the vendor is valid in the Vendor
Master Table (VEND). If a miscellaneous
vendor code is used, the name and
address must be entered.
Enter a future date by which the order
must be received (MMDDYY).
This field remains blank.
Enter the code (XXX) that represents the
receiving location (found in the SHIP
Table). Followed by the code (XXX) that
represents the invoicing location (found in
the BILL table). The actual ship to
address will print on the purchase order.
Enter S if special instructions (which are
coded on the SPIS Table) are to be printed
on the purchase order; otherwise, leave
blank.
This field remains blank.
This field may be inferred from the Vendor
Table (VEND) if the data was entered.
Enter the name of the person responsible
for this order if desired.
This field is used to designate the point
from which freight is to be charged. Enter
a D for destination point or S for shipping
point.
Enter the contract number. For follow up
purchases that were initially entered as PC
documents, enter the P-1 number. The P1 number is a five digit number.
This field is automatically completed by the
system.
This field remains blank.
This field remains blank.
Enter a valid code from the Discount Table
(DISC) which indicates the vendor's terms
or discount.
This field remains blank.
This field remains blank.
This field remains blank.
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FIELD
LN (Line Number):
AGCY (Reference Agency Number):
REF REQ (Reference Transaction Number):
LN (Reference Line Number):
FUND:
AGY (Agency):
ORG/SUB (Organization/Sub-organization):
APPR (Appropriation Unit):
ACTV (Activity):
OBJ/SUB (Object/Sub-object):
PROJ # (Project Number):
CAT (Reporting Category):
TOTAL COST:
V2 01/22/2014
DESCRIPTION
Enter a different number for each line that
is entered (beginning with 01). Only 4
accounting lines can be entered on one
document.
If this transaction references a previous
transaction (RX or BT), enter the agency
code (XXX) of the original transaction.
If this transaction references a previous
transaction, enter the transaction number
of the referenced document.
If this transaction references a previous
transaction, enter the line number being
referenced.
Enter the code of the Fund to be charged
for this purchase order. The code must be
valid in the Fund Master Table (FUND).
This field will automatically be entered by
the system (will default from the Fund
Number).
This optional field is used for reporting
purposes. If a transaction containing an
organization/sub-organization code was
referenced, this field is inferred.
This field will automatically be entered by
the system (will default from the Fund
Number). If a Fund Number is changed
when modifying, blank out this field so that
the new number can be inferred.
This optional field is used for reporting
purposes. If a transaction containing an
activity was referenced, this field is
inferred.
Enter the appropriate object code. The
sub-object code field remains blank. If a
previous transaction was referenced, this
field is inferred.
Enter the 5-Digit Project Number (the first
5 digits of an 8-character Project/Sub
Project/Phrase).
This optional field is used for reporting
purposes. If a transaction containing a
reporting category was referenced, this
field is inferred.
This field will default from the second
screen accounting line reference.
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
I/D:
RET PCT (Retainer Percentage):
RETAIN AMT (Retainage Amount):
LOC (Location):
V2 01/22/2014
DESCRIPTION
This field remains blank upon initial entry.
For modification enter I for Increase or D
for Decrease.
This field remains blank.
This field remains blank.
This optional field is used for reporting
purposes. If a transaction containing a
location code was referenced, this field is
inferred.
Press ENTER and the second screen will appear.
Screen 2 - Data Entry Instructions
FIELD
LN (Line):
QUANTITY:
I/D:
UNIT:
COMMODITY CODE:
ITM (Item Code):
MANUFACTURERS #:
DESCRIPTION
Enter the PD commodity line number for
this commodity (beginning with 001).
Enter the quantity of goods ordered (up to
three decimal places).
This field remains blank upon initial entry.
For modification, enter I for Increase or D
for Decrease.
Enter the appropriate unit of measure for
the goods being ordered (e.g., box, each).
Enter the commodity code for the goods
ordered. The code must be valid in the
Commodity Master Tables (COMM and
DCOM Table).
This field remains blank.
Enter the manufacturer's number if
desired.
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
ACCT LN (Accounting Line):
AGY (Reference Agency Number):
REF REQ (Reference Requisition):
LN (Reference Line Number):
UNIT COST:
I/D (Unit I/D Indicator):
REVALUE:
TOTAL COST:
DESCRIPTION:
TEXT:
MANUFACTURERS NAME:
V2 01/22/2014
DESCRIPTION
Enter the appropriate accounting line
number from the first screen of this
document; if no number is entered, the
system will default to 01.
If this commodity line references a
previous transaction (RX or BT), enter the
agency code (XXX) of the original
transaction.
If this commodity line references a
requisition, enter the number of the
requisition.
If this commodity line references a
requisition, enter the line number on the
requisition associated with this commodity.
Enter the cost per unit of goods ordered. If
this commodity line references a
requisition, this field will be inferred.
This field remains blank, upon initial entry.
If modifying, enter D for Decrease or I for
Increase.
This field remains blank.
This will automatically be entered by the
system. When modifying, blank out this
field so that the system can recalculate the
total cost.
The system will infer this from the
Commodity Tables (COMM and DCOM).
Enter Y to direct the system to the PTEX
table for additional descriptive information
if it has been entered.
Enter the name of the manufacturer if
desired.
If entering documents in a batch, at the end of the last document in the batch tab to the
Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q
should be performed after entering the data for that document. Read the messages at the
bottom of the screen. If errors are indicated, make the necessary corrections.
To apply approvals to an individual document, tab to the Function field and enter A (for
Approval). The message at the bottom of the screen should read DOCUMENT APPROVED.
To schedule for processing, tab to the Function field and enter E (for end) or F (for finish).
_________________________________________________________________________________________________________
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Price Agreement Purchase Order Transaction (PG)
A PG document is required for purchases on state contract that have been entered in
MMRS/SAAS by the Office of Purchasing, Travel and Fleet Management, utilizing the Price
Agreement Tables.
There are three approval levels for the PG transaction. All three are agency level approvals,
and do not require Bureau of Financial Control approval.
The Price Agreement Purchase Order is similar to the Decentralized Purchase Order with one
additional field, the Price Agreement Number. The price agreement number (P-1 number)
should be entered in this field
Screen 1 – Data Entry Instructions
FIELD
DOCID (Document Identification):
PG DATE:
DESCRIPTION
If entering a single document, this
information will be inferred from the
Document Suspense File. If entering a
batch, tab to the document identification
field and enter the agency code XXX, and
press the pound (#) key to initiate
automatic numbering, or enter the agency
defined document identification number.
The remaining header information will be
inferred by the system from the Batch
Header Screen.
This date will be entered by the system. If
a different date is required for the
purchase order, that date may be entered.
The system will only allow the current or a
future date to be entered.
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
ACCTG PD (Accounting Period):
BUDGET FY (Budget Fiscal Year):
ACTION:
VEND CD:
NAME (Vendor Name):
DEL DATE (Delivery Date):
VEND TRMS:
BLDG/ROOM:
SHIP/BILL:
TYPE:
LINK:
BS ACCT (Balance Sheet Account):
CONTACT:
RESP PERSON (Responsible Person):
WHSE CD (Warehouse Code):
CONF ORD (Confirming Order):
FOB (Freight on Board):
V2 01/22/2014
DESCRIPTION
The system will automatically enter the
accounting period inferred from the
transaction date. If a different date is
needed, that date may be entered (it
cannot be a future period). During the
lapse period (July and August) this field
must be entered.
This field will be automatically entered by
the system. During the lapse period (July
and August) this field must be entered.
The system will automatically enter E for a
new entry. To modify, enter M.
Enter the vendor code XXXXXXXXXX.
(This is an 11-digit number.)
The system will automatically enter this
field if the vendor is valid in the Vendor
Master Table (VEND). If a miscellaneous
vendor code is used, the name and
address must be entered.
Enter a future date by which the order
must be received (MMDDYY).
Optional. Specifies the vendor terms or
vendor discount. It must be valid in the
Discount Type Table (DISC).
This field remains blank.
Enter the code (XXX) that represents the
receiving location (found in the SHIP
Table). Followed by the code (XXX) that
represents the invoicing location (found in
the BILL table). The actual ship to
address will print on the purchase order.
Enter S if special instructions (which are
coded on the SPIS Table) are to be printed
on the purchase order; otherwise, leave
blank.
This field is automatically completed by the
system.
This field remains blank.
This field may be inferred from the Vendor
Table (VEND) if the data was entered.
Enter the name of the person responsible
for this order if desired.
This field remains blank.
This field remains blank.
This field is used to designate the point
from which freight is to be charged. Enter
a D for destination point or S for shipping
point.
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FIELD
CONTRACT #:
TRACK:
RESP AGY (Responsible Agency):
RET TYPE:
RET PERCENT:
RET AMT:
ORG (Organization):
LN (Line Number):
AGY (Reference Agency Number):
REF REQ (Reference Transaction Number):
LN (Reference Line Number):
FUND:
AGY (Agency):
ORG/SUB (Organization/Sub-organization):
APPR (Appropriation Unit):
ACTV (Activity):
V2 01/22/2014
DESCRIPTION
Enter the contract number. For follow up
purchases that were initially entered as PC
documents, enter the P-1 number. The P1 number is a five digit number.
Enter Y, to track this transaction on the
Open Purchase Order Tracking Tables.
Enter the agency code (XXX).
This field remains blank.
This field remains blank.
This field remains blank.
This optional field is used for reporting
purposes. If a transaction containing an
organization code was referenced, this
field is inferred.
Enter a different number for each line that
is entered (beginning with 01). Only 4
accounting lines can be entered on one
document.
If this transaction references a previous
transaction (RX or BT), enter the agency
code (XXX) of the original transaction.
If this transaction references a previous
transaction, enter the transaction number
of the referenced document.
If this transaction references a previous
transaction, enter the line number being
referenced.
Enter the code of the Fund to be charged
for this purchase order. The code must be
valid in the Fund Master Table (FUND).
This field will automatically be entered by
the system (will default from the Fund
Number).
This optional field is used for reporting
purposes. If a transaction containing an
organization/sub-organization code was
referenced, this field is inferred.
This field will automatically be entered by
the system (will default from the Fund
Number). If a Fund Number is changed
when modifying, blank out this field so that
the new number can be inferred.
This optional field is used for reporting
purposes. If a transaction containing an
activity was referenced, this field is
inferred.
_________________________________________________________________________________________________________
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
OBJ/SUB (Object/Sub-object):
PROJ # (Project Number):
CAT (Reporting Category):
LOC (Location):
TOTAL COST:
I/D:
RET % (Retainer Percentage):
RETAINAGE AMT:
V2 01/22/2014
DESCRIPTION
Enter the appropriate object code. The
sub-object code field remains blank. If a
previous transaction was referenced, this
field is inferred.
Enter the 5-Digit Project Number (the first
5 digits of an 8-character Project/Sub
Project/Phrase).
This optional field is used for reporting
purposes. If a transaction containing a
reporting category was referenced, this
field is inferred.
This optional field is used for reporting
purposes. If a transaction containing a
location code was referenced, this field is
inferred.
This field will default from the second
screen accounting line reference.
This field remains blank upon initial entry.
For modification, enter I for Increase or D
for Decrease.
This field remains blank.
This field remains blank.
Press ENTER and the second screen will appear.
_________________________________________________________________________________________________________
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Screen 2 – Date entry Instructions
FIELD
LN (Line):
QUANTITY:
I/D:
UNIT:
COMMODITY CODE:
ITM (Item Code):
CAT NUMBER:
ACCT LN (Accounting Line):
AGY (Reference Agency Number):
REF REQ (Reference Requisition):
DESCRIPTION
Enter the PG commodity line number for
this commodity (beginning with 001).
Enter the quantity of goods ordered (up to
three decimal places).
This field remains blank upon initial entry.
For modification enter I for Increase or D
for Decrease.
Enter the appropriate unit of measure for
the goods being ordered (e.g., box, each).
Enter the commodity code for the goods
ordered. The code must be valid in the
Commodity Master Tables (COMM and
DCOM Table).
This field remains blank.
Required if the Reporting Category
Required Option-SP is "1" or "2" in the
Agency Table (AGCY), otherwise optional.
Record the appropriate code. The code
used must be valid in the Reporting
Category Master Table (RPTG) for the
agency. If document action is "M" and the
Prior Document Reference Option is "Y,”
this code is optional. If coded, it must
match the Original transaction.
If this line references a requisition, this
code must be the same as the code used
on the referenced line. If the Prior
Document Reference Option in the System
Control Options Master Table (SOPT) is
"Y,” the code will be inferred from the
referenced requisition line and does not
have to be coded on the form. If the code
on the referenced requisition line was
blank, a code may be added here.
Enter the appropriate accounting line
number from the first screen of this
document; if no number is entered, the
system will default to 01.
If this commodity line references a
previous transaction (RX or BT), enter the
agency code (XXX) of the original
transaction.
If this commodity line references a
requisition, enter the number of the
requisition.
_________________________________________________________________________________________________________
Page 25 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
LN (Reference Line Number):
UNIT COST:
I/D (Unit I/D Indicator):
REVALUE:
TOTAL COST:
TEXT FLAG:
DESCRIPTION:
MANUFACTURERS NAME:
MANUFACTURERS #:
V2 01/22/2014
DESCRIPTION
If this commodity line references a
requisition, enter the line number on the
requisition associated with this commodity.
Enter the cost per unit of goods ordered. If
this commodity line references a
requisition, this field will be inferred.
This field remains blank, upon initial entry.
If modifying, enter D for Decrease or I for
Increase.
This field remains blank.
This will automatically be entered by the
system. When modifying, blank out this
field so that the system can recalculate the
total cost.
Enter Y to direct the system to the PTEX
table for additional descriptive information,
if it has been entered.
The system will infer this from the
Commodity Tables (COMM and DCOM).
Enter the name of the manufacturer if
desired.
Enter the manufacturer's number if
desired.
If entering documents in a batch, at the end of the last document in the batch tab to the
Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q
should be performed after entering the data for that document. Read the messages at the
bottom of the screen. If errors are indicated, make the necessary corrections.
To apply approvals to an individual document, tab to the Function field and enter A (For
Approval). The message at the bottom of the screen should read DOCUMENT APPROVED.
To schedule for processing, tab to the Function field and enter E (for end) or F (for finish).
Service Contract Purchase Order Transaction (SC)
An SC document is required for acquisition of personnel services and any related items. The
agency must submit a Request for Contract Personnel Services Approval Form (Form 620XX SPBs Executive Summary) to the State Personnel Board for approval prior to finalizing this
purchase order.
The approval of a Personnel Services contract may be obtained from the Price Agreement
Tables (PASM, PAVC, and PASC) within the system.
The SC transaction has three levels of approval. All three are agency level approvals and do
not require the Bureau of Financial Control approval.
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The Service Contracts Purchase Order is similar to the Decentralized Purchase Order. It
contains one additional field, the SPB620# (SPBs Executive Summary). The price agreement
number (which can be found on the Price Agreement Tables) should be entered in this field.
Screen 1 – Data Entry Instructions
FIELD
DOCID (Document Identification):
SC DATE:
ACCTG PD (Accounting Period):
BUDGET FY (Budget Fiscal Year):
ACTION:
DESCRIPTION
If entering a single document, this
information will be inferred from the
Document Suspense File. If entering a
batch, tab to the document identification
field and enter the agency code XXX and
press the pound (#) key to initiate
automatic numbering, or enter the agency
defined document identification number.
The remaining header information will be
inferred by the system from the Batch
Header Screen.
This date will be entered by the system. If
a different date is required for the
purchase order, that date may be entered.
The system will only allow the current or a
future date to be entered.
The system will automatically enter the
accounting period inferred from the
transaction date. If a different date is
needed, that date may be entered (it
cannot be a future period). During the
lapse period (July and August) this field
must be entered.
This field will be automatically entered by
the system. During the lapse period (July
and August) this field must be entered.
The system will automatically enter E for a
new entry. To modify, enter M.
_________________________________________________________________________________________________________
Page 27 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
TRACK CO:
TYPE:
VENDOR:
RESP AGCY (Responsible Agency):
ORG (Organization):
CONTRACT #:
NAME (Vendor Name):
DEL DATE (Delivery Date):
VEND TERMS:
BLDG/ROOM:
SHIP/BILL TO:
CONF ORDER (Confirming Order):
LINK:
CONTACT:
RESP PERSON (Responsible Person):
RETAINAGE TYPE:
RETAINAGE PERCENT:
RETAINAGE AMT:
LN (Line Number):
V2 01/22/2014
DESCRIPTION
Enter Y to track this transaction on the
Open Purchase Order Tracking Tables.
Enter S if special instructions (which are
coded on the SPIS Table) are to be printed
on the purchase order; otherwise, leave
blank.
Enter the vendor code XXXXXXXXXX.
(This is an 11-digit number.)
Enter the agency code (XXX).
This optional field is used for reporting
purposes. If a transaction containing an
organization code was referenced, this
field is inferred.
Enter The CP-1 number (which is available
from the Price Agreement Tables) in this
field. There is a hyphen included in the
number.
The system will automatically enter this
field if the vendor is valid in the Vendor
Master Table (VEND). If a miscellaneous
vendor code is used, the name and
address must be entered.
Enter a future date by which the order
must be received (MMDDYY).
Optional. Specifies the vendor terms or
vendor discount. It must be valid in the
Discount Type Table (DISC).
This field remains blank.
Enter the code (XXX) that represents the
receiving location (found in the SHIP
Table) followed by the code (XXX) that
represents the invoicing location (found in
the BILL table). The actual ship to
address will print on the purchase order.
This field remains blank.
This field is automatically completed by the
system.
This field may be inferred from the Vendor
Table (VEND) if the data was entered.
Enter the name of the person responsible
for this order if desired.
This field remains blank.
This field remains blank.
This field remains blank.
Enter a different number for each line that
is entered (beginning with 01). Only 4
accounting lines can be entered on one
document.
_________________________________________________________________________________________________________
Page 28 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
AGCY (Reference Agency Number):
REF REQ (Reference Transaction Number):
LN (Reference Line Number):
FUND:
AGY (Agency):
ORG/SUB (Organization/Sub-organization):
APPR (Appropriation Unit):
ACTV (Activity):
OBJ/SUB (Object/Sub-object):
PROJ # (Project Number):
CAT (Reporting Category):
LOC (Location):
TOTAL COST:
I/D:
V2 01/22/2014
DESCRIPTION
If this transaction references a previous
transaction (RX or BT), enter the agency
code (XXX) of the original transaction.
If this transaction references a previous
transaction, enter the transaction number
of the referenced document.
If this transaction references a previous
transaction, enter the line number being
referenced.
Enter the code of the Fund to be charged
for this purchase order. The code must be
valid in the Fund Master Table (FUND).
This field will automatically be entered by
the system (will default from the Fund
Number).
This optional field is used for reporting
purposes. If a transaction containing an
organization/sub-organization code was
referenced, this field is inferred.
This field will automatically be entered by
the system (will default from the Fund
Number). If a Fund Number is changed
when modifying, blank out this field so that
the new number can be inferred.
This optional field is used for reporting
purposes. If a transaction containing an
activity was referenced, this field is
inferred.
Enter the appropriate object code. The
sub-object code field remains blank. If a
previous transaction was referenced, this
field is inferred.
Enter the 5-Digit Project Number (the first
5 digits of an 8-character Project/Sub
Project/Phrase).
This optional field is used for reporting
purposes. If a transaction containing a
reporting category was referenced, this
field is inferred.
This optional field is used for reporting
purposes. If a transaction containing a
location code was referenced, this field is
inferred.
This field will default from the second
screen accounting line reference.
This field remains blank upon initial entry.
For modification, enter I for Increase or D
for Decrease.
_________________________________________________________________________________________________________
Page 29 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
RET PCT (Retainer Percentage):
RET AMT (Retainage Amount):
V2 01/22/2014
DESCRIPTION
This field remains blank.
This field remains blank.
Press ENTER and the second screen will appear.
FIELD
LN (Line):
COMMODITY CODE:
ACCT LN (Accounting Line):
AGCY (Reference Agency Number):
REF REQ (Reference Requisition):
LN (Reference Line Number):
TEXT:
UNIT:
DESCRIPTION
Enter the CS commodity line number for
this commodity (beginning with 001).
Enter the commodity code for the goods
ordered. The code must be valid in the
Commodity Master Tables (COMM and
DCOM Table).
Enter the appropriate accounting line
number from the first screen of this
document; if no number is entered, the
system will default to 01.
If this commodity line references a
previous transaction (RX or BT), enter the
agency code (XXX) of the original
transaction.
If this commodity line references a
requisition, enter the number of the
requisition.
If this commodity line references a
requisition, enter the line number on the
requisition associated with this commodity.
Enter Y to direct the system to the PTEX
table for additional descriptive information
if it has been entered.
Enter the appropriate unit of measure for
the goods being ordered (e.g., box, each).
_________________________________________________________________________________________________________
Page 30 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
QUANTITY:
I/D:
UNIT COST:
I/D (Unit I/D Indicator):
TOTAL COST:
DESCRIPTION:
V2 01/22/2014
DESCRIPTION
Enter the quantity of goods ordered (up to
three decimal places).
This field remains blank upon initial entry.
For modification enter I for Increase or D
for Decrease.
Enter the cost per unit of goods ordered. If
this commodity line references a
requisition, this field will be inferred.
This field remains blank upon initial entry.
If modifying, enter D for Decrease or I for
Increase.
This will automatically be entered by the
system. When modifying, blank out this
field so that the system can recalculate the
total cost.
Optional. Enter notes about this line.
Defaults to description in Commodity
Table (COMM).
If entering documents in a batch, at the end of the last document in the batch tab to the
Function field and enter a QB (for Quick Edit Batch). If entering an individual document, Q
should be performed after entering the data for that document. Read the messages at the
bottom of the screen. If errors are indicated, make the necessary corrections.
To apply approvals to an individual document, tab to the Function field and enter A (for
Approval). The message at the bottom of the screen should read DOCUMENT APPROVED.
To schedule for processing, tab to the Function field and enter E (for end) or F (for finish).
_________________________________________________________________________________________________________
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Receiving Transactions (RC)
There is only one receiving transaction within MMRS/SAAS to record receipt of goods or
services, the Receiver (RC) transaction.
Screen 1 – Date Entry Instructions
FIELD
RECEIPT DATE:
ACTION:
REFERENCE ORDER:
VENDOR CODE:
RECEIVED BY:
NAME:
ADDRESS:
CARRIER NAME/NO:
CLEAR ALL:
COMMENTS:
DESCRIPTION
Enter the date on which the order was
received.
If this field is left blank, it will default to E
for new entry. Enter M for modification or X
for cancellation of document.
Enter the transaction code and the
purchase order number that identifies the
order against which the goods have been
received.
Enter the 11-digit vendor number
XXXXXXXXXXX.
Enter the name of the person who
accepted delivery.
This field is automatically completed by the
system.
This field is automatically completed by the
system.
This field is automatically completed by the
system.
This field remains blank if this is a partial
receipt of goods.
Enter additional descriptive information if
desired.
Press ENTER and the second screen will appear.
_________________________________________________________________________________________________________
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Screen 2 – Data Entry Instructions
FIELD
LN NO (Line Number):
ORD LN:
QTY ORDERED (Quantity Ordered):
QTY DELIVERED:
UNIT:
I/D (Increase/Decrease):
COMMODITY CODE:
ITM (Item):
CATALOG #:
DESCRIPTION:
SP COND (Special Condition):
P/F:
DESCRIPTION
Enter the actual line number of the
receiving document.
Enter the line number of the referenced
order commodity line (e.g., 001).
This field defaults from the purchase order
number and the order line number.
Enter the number of goods received for
this commodity line, up to three decimal
places. A whole number will default to
three decimal places.
Enter the unit of measure of the goods
received (e.g., box, each, dozen, etc.).
This field is required if making an
adjustment. Enter I for Increase or D for
Decrease.
This field will automatically default to the
code referenced on the purchase order.
This field remains blank.
This field can be used to record the
vendor's catalog number or a parts
number.
This field is inferred from the commodity
code.
If a special condition exists concerning the
receipt of goods, enter the appropriate
code (from the COND Table).
Enter P for partial receipt of an order and F
for full receipt. Do not enter F unless it is
certain that the order is complete.
_________________________________________________________________________________________________________
Page 33 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
TEXT:
MSDS (Material Safety Data Sheet):
MANUFACTURERS #:
MANUFACTURERS NAME:
V2 01/22/2014
DESCRIPTION
Enter Y to direct the system to the RCTX
Table for additional information (if it has
been entered).
Enter a Y (Yes) if the vendor is a supplier
of hazardous materials and a data sheet
has been received. The receipt of the data
sheet is required if it is indicated on the
Commodity Table (COMM).
This field can be used to record the
manufacturer's number.
This field can be used to record the
commodity's manufacturer.
NOTE: Data entry of the receiving document is complete. There are no approvals required for
this document; it is ready to be scheduled for processing.
Tab to the Function field and enter E (for end) or F (for finish).
Vendor Invoicing Transactions (VI)
The Vendor Invoice Transaction (VI) is used to note the receipt of the vendor's invoice
requesting payment for goods or services rendered.
Screen 1 – Data Entry Instructions
FIELD
VI DATE (Vendor Invoice Date):
DESCRIPTION
Enter the date used on the invoice by the
vendor.
_________________________________________________________________________________________________________
Page 34 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
ACTION:
VI TYPE:
VENDOR INV #:
VENDOR CODE:
FREIGHT:
NAME:
DISCOUNT TYPE:
ADDRESS:
TAXES:
TOTAL LINES:
AGENCY:
BUDGET FY:
CALCULATED TOTAL LINES:
EFT FLAG:
I/D (Increase/Decrease):
CLEAR ALL:
COMMENTS:
V2 01/22/2014
DESCRIPTION
If this field is left blank, it will default to E
for new entry. Enter M for modification or
X for cancellation. (Note: To change
codes in an existing line, cancel that line
and record a new line.) These can be
recorded on the same input screen using
the M action.
Enter 1 in this field to indicate that the
invoice references a prior purchase order,
or enter 2 when it does not reference a
purchase order.
Enter the actual invoice number; if left
blank, it will default to the VI document
identification number.
Enter the 11-digit vendor number
XXXXXXXXXXX.
Enter the amount charged for freight if it
was not indicated on either the referenced
order or the vendor invoice.
This field is automatically completed by the
system.
This field remains blank.
This field is automatically completed by the
system.
This field remains blank.
Enter the sum of all the amount lines on
the invoice.
Enter the appropriate agency code for your
agency. The code must be valid on the
Agency Master Table (AGCY).
Optional. If left blank, the transactions on
this document apply to the current fiscal
year's budget. If these transactions are to
be recorded in some other fiscal year,
enter the desired fiscal year (which must
be open). The only future period which
may be used is the first period of the future
year. No other future period may be used.
This field is automatically generated by the
system.
This field remains blank.
This field is for adjustments only. Enter I
for Increase or D for Decrease.
This field remains blank if this is a partial
invoice.
This field may be used for additional
descriptive information if desired.
_________________________________________________________________________________________________________
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FIELD
TOTAL INV (Total Invoice):
SINGLE CHECK FLAG:
CHECK CATEGORY:
FA ASSET IND:
CHECK DESCRIPTION:
V2 01/22/2014
DESCRIPTION
Enter the total of all charges on the
invoice.
If a single invoice is to be created, enter Y
(Yes); otherwise, this invoice will be added
to all other invoices generated for this
same vendor.
This field remains blank.
Enter an F (Fixed Asset) if this invoice
concerns the purchase of a fixed asset.
Enter descriptive comments concerning
the warrant if desired.
Press ENTER and Screen 2 will appear.
Screen 2 – Data Entry Instructions
FIELD
LINE #:
REFERENCED ORDER
CD/AGCY/NUMBER/LN #:
QTY ORDERED:
UNIT MEAS:
COMMODITY CODE:
ITM (Item):
DESCRIPTION
Enter the line number of the vendor
invoice.
Enter the transaction code and unique
number of the referenced order commodity
line.
This field defaults from the quantity
number shown on the referenced
purchase order.
This field defaults from the unit measure
shown on the referenced purchase order.
This field defaults from the commodity
code shown on the referenced purchase
order.
This field defaults from the item number on
the referenced purchase order.
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
FIELD
QTY INVOICED (Quantity):
I/D (Increase or Decrease):
UNIT COST:
I/D (Increase or Decrease):
TOTAL COST:
P/F (Partial or Final):
SP COND (Special Condition):
DESCRIPTION:
TEXT:
MANUFACTURERS #:
MANUFACTURERS NAME:
V2 01/22/2014
DESCRIPTION
Enter (up to three decimal places) the
quantity of goods being invoiced for this
commodity line. A whole number will
default to three decimal places.
Enter I if the quantity increased or D for a
decrease.
Enter the cost per unit of the invoiced
goods (up to six decimal places). A whole
number will default to six decimal places.
Enter I if the unit cost increased or D for a
decrease in unit cost.
This field is automatically completed by the
system.
Enter P for Partial receipt of the order or F
for final receipt of the order.
If any special conditions exist concerning
the receipt of goods, that information can
be entered in this field.
Enter additional descriptive information if
desired.
This field may be used to enter additional
information if desired.
Enter the manufacturer's number if
desired.
Enter the name of the manufacturer if
desired.
Press ENTER.
There are no approvals required for the Vendor Invoice transaction; it is ready to be scheduled
for processing.
Tab to the Function field and enter E (for end) to exit the document.
Entering Extended Purchasing Transactions
Generally, the Document Suspense file is utilized for entering more than one transaction and
whenever transactions are to be entered in a batch.
Extended Purchasing Approvals
There are different approval levels for each transaction within the Extended Purchasing
Subsystem.
•
•
The Requisition transaction (RX) has five approval levels. All levels are applied at the
agency level.
The bid transactions have five approval levels.
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•
•
V2 01/22/2014
The purchasing transaction levels vary by transaction type. Generally, the first three
levels are agency approvals, and the Bureau of Financial Control applies the final level
of approval. The approvals for each transaction are noted above in the transaction
description.
There are no approval levels for Receiver (RC) and Vendor Invoice (VI) transactions.
Extended Purchasing Coding
Commodity Codes
The Extended Purchasing Subsystem tracks purchases by the item purchased. This tracking is
accomplished by entering a commodity code for every good ordered or service provided. The
commodity codes used by MMRS/SAAS follow the National Institute of Governmental
Purchasing (NIGP) standards.
Commodity tables exist within MMRS/SAAS to assist with the coding requirements for each
purchase order transaction. Several of the commodity tables also serve as document
generation tables that may be used to select the commodities to be purchased.
In addition to the commodity tables the MMRS/SAAS unit of the DFA has developed two reports
to assist online agencies in commodity coding. Both reports sort the commodity codes and
description by object class codes. One report provides the description followed by the
commodity code ,and the other provides the commodity code followed by the description.
Vendor Codes
Vendor codes are required for each purchase order transaction. The Bureau of Financial
Control maintains the state vendor file on the MMRS/SAAS vendor tables. Agencies may
request that a vendor be added to the state vendor file by submitting a written request on the
required form. The form should contain a code of A (Add), the vendor name, vendor address,
and note whether or not the vendor is a state employee. A W-9 form must be submitted with the
request in order for the vendor to be added to the vendor file.
Miscellaneous vendor codes may also be established for goods or services purchased from
one-time vendors or for a special occurrence. The use of a miscellaneous vendor code requires
the prior approval of the Bureau of Financial Control.
Printing Extended Purchasing Subsystem Documents
Purchase order documents are printed on special forms, generally on the agencies' printers.
The same form is used for each type of purchase order transaction.
MMRS/SAAS DOES NOT generate a printed document for Requisition (RX), Receiver (RC),
and Vendor Invoice (VI) transactions.
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MMRS/SAAS Extended Purchasing Tables
MMRS/SAAS links purchasing transactions with expenditure accounting (payment) when
applicable. Due to this fact, some of the tables used for purchasing are the same as those used
for the expenditure/disbursement functions. For example, the vendor tables are used for both
purchasing and tracking payments.
Once accepted, each Extended Purchasing Subsystem transaction updates an open item table.
Listing of Master Tables
The following master tables are used to record information for the Extended Purchasing
Subsystem.
TABLE NAME
AGRX - Aged
Requisition Inquiry By
Buyer Table
AOPI Agency/Organization
Purchase Order Inquiry
Table
BUYT - Buyers Table
CHIS - Commodity
History Table
CIPO - Commodity
Inquiry By Purchase
Order Table
PURPOSE
KEY
This table lists open
requisitions by buyer code,
transaction date, and
transaction number. The
user can Leaf to the Open
Requisition Header Table
(ORQH) and the Requisition
Text Table (RXTX) from this
table.
This table shows all purchase
order documents for an
agency and organization
combination. It is an
alternative view of the Open
Purchase Order Accounting
Line Table (OPPL).
This table is used to link a
buyer's name with the buyer
code contained on the
Commodity and Purchase
Order Preparation Tables
(COMM and PORP).
This table maintains historical
commodity information on the
most recent purchase
transactions.
This commodity displays
information about each
commodity, by purchase
order.
Buyer Code,
Date, RX ID, RX
Line Number,
Commodity Code
and Status
MAINTAINED
BY
System
Agency,
System
Organization,
Transaction Code,
PO Number,
Vendor Number
Buyer Code
DFA
Commodity Code, System
PO Date, Po
Number, Line
Number
Commodity Code, System
Transaction Code,
PO Number, Line
Number, Vendor
Number
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
PURPOSE
CIRX - Commodity
Inquiry By Requisition
Number Table
This table displays
information on commodity
codes, by requisition number.
CLDE - Commodity
Class by Description
Table
This is an alternate view of
the Commodity Class Table
(COCL) which has been
rearranged to show the class
description before the
commodity class.
This table provides a listing of
all manufacturers of a specific
commodity and provides the
manufacturers' vendor
numbers as a crossreference.
This table defines valid
commodity class codes.
Commodity classes group
similar commodity subclasses
together.
This table is an alternate view
of the Commodity Table
(COMM). It is used to select
lines for PC and PG
documents. The selected
lines will then appear on the
appropriate document
generation table based on the
transaction code used.
(Refer to COMM Table.)
This table is an alternate view
of the Commodity Table
(COMM). It is used for
selecting lines for PC and PG
documents. The selected
lines will then appear on the
appropriate document
generation table based on the
transaction code used.
This table is used to
determine a class of a
specific commodity in order to
determine the commodity
code. The user enters a
keyword, and the commodity
class, subclass, and code are
displayed.
CMFG - Commodity
Manufactures Table
COCL - Commodity
Class Table
COMC - Commodity by
Commodity Class
Selection Table
COMD - Commodity by
Description Selection
Table
COMK - Commodity
Cross Reference Table
V2 01/22/2014
KEY
MAINTAINED
BY
System
Commodity Code,
Transaction Code,
RQ Number, Line
Number
Class description, DFA
Commodity Class
Commodity Code,
Manufacturer
Name and
Number, Vendor
Number
DFA
Commodity Class
DFA
This table is not
keyed.
System
This table is not
keyed.
System
Class, Subclass,
Commodity Code
DFA
_________________________________________________________________________________________________________
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
COMM - Commodity
Table
COMS - Commodity
Selection Table
COND - Condition
Table
CSCC - Commodity
Sub-Class By
Commodity Class
Table
CSDE - Commodity
Subclass By
Description Table
V2 01/22/2014
PURPOSE
KEY
This table defines the valid
commodity codes (items or
services). It details the
commodity class code, the
commodity subclass code,
object code, initials of the
buyer in the Purchasing
Office who is responsible for
that commodity, a commodity
group code, and a flag
indicating whether it is a fixed
asset. It also describes the
commodity and the
appropriate unit of measure.
The system maintains a yearto-date total of money spent
on the commodity and its last
cost per unit.
This table is an alternate view
of the Commodity Table
(COMM). It is used for
selecting lines for PC and PG
documents. The selected
lines will appear on the
appropriate generation table
based on the transaction
code used.
This table is used to validate
the code entered on
Receiving and Vendor Invoice
transactions for condition of
goods received.
This table defines valid
commodity subclass codes
which group similar
commodities.
This table is an alternate view
of the Commodity Subclass
by Commodity Class Master
Table (CSCC) rearranged to
have the description first,
followed by the commodity
class and subclass.
Commodity Code
MAINTAINED
BY
DFA
This table is not
keyed.
System
Condition
DFA
Commodity Class,
Commodity
Subclass
DFA
Subclass
Description,
Class, Subclass
System
_________________________________________________________________________________________________________
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V2 01/22/2014
TABLE NAME
PURPOSE
KEY
DCOM - Departmental
Commodity Table
Commodity Code
Document ID
System
Fiscal Year
DFA
MPPC - Open
Purchase Order
Commodity Line
Modification Table
This table defines the valid
commodity codes (items or
services) that are unique to
an agency. It details the
commodity class code, the
commodity subclass code,
object code, initials of the
buyer in the Purchasing
Office who is responsible for
that commodity, a commodity
group code, and a flag
indicating whether it is a fixed
asset. It also describes the
commodity and the
appropriate unit of measure.
The system maintains a yearto-date total of money spent
on the commodity and its last
cost per unit.
This table enables the user to
scan to see which documents
are in the process of being
constructed on the document
generation screens. The user
can Leaf to the document
generation table from this
table.
This table is a continuation of
the System Control Options
Table (SOPT) which indicates
how the State handles
transaction processing for the
Extended Purchasing
Subsystem.
This table maintains
information for each
modification to a purchase
order commodity line.
MAINTAINED
BY
DFA
System
MPPH - Open
Purchase Order
Header Modification
Table
This table maintains
information for each
modification to a purchase
order.
Vendor Number,
PO ID,
Modification
Number, Line
Number
Vendor Number,
PO ID,
Modification
Number
DOCP - Documents in
Progress Table
ESOP - Extended
Purchasing System
Control Options Table
System
_________________________________________________________________________________________________________
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
PURPOSE
MPPL - Open
Purchase Order
Accounting Line
Modification Table
This table maintains
information for each
modification to a purchase
order account line.
MRQH - Open
Requisition Commodity
Line Modification Table
Information for each open
commodity line on a
Requisition is maintained on
this table.
MRQH - Open
Requisition Header
Modification Table
This table maintains current
header information for open
Requisitions.
MRQL - Open
Requisition Account
Line Modification Table
This table maintains
accounting information for
each open Requisition by
original amount, closed
amount and obligated
amount.
This table is used to provide
contract retainage
information.
OCRH - Open Contract
Retainage Header
Table
OCRL - Open Contract
Retainage Line Table
This table is used to provide
contract retainage line
information.
OPIV - Open Purchase
Order Inquiry By
Vendor Table
This table displays open
purchase order lines by
agency, organization, and
vendor.
V2 01/22/2014
KEY
Vendor Number,
PO ID,
Modification
Number, Line
Number
Transaction Code,
Requisition
Number,
Modification
Number, Line
Number
Transaction Code,
Requisition
Number,
Modification
Number
Transaction Code,
Requisition
Number,
Modification
Number, Line
Number
Transaction Code,
Transaction
Agency,
Transaction
Number
Transaction Code,
Transaction
Agency,
Transaction
Number, Contract
Number
Agency,
Organization,
Vendor Number,
Transaction Code,
Purchase Order
Number, Line
Number
MAINTAINED
BY
System
System
System
System
System
System
System
_________________________________________________________________________________________________________
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
OPPC - Open
Purchase Order
Commodity Line
Master Table
OPPD - Open
Purchase Order
Header by Document
Table
OPPH - Open
Purchase Order
Header Table
OPPL - Open
Purchase Order
Accounting Line Table
V2 01/22/2014
PURPOSE
KEY
This table is used to maintain
information about each
commodity line or about an
open purchase order. This
table tracks commodity
descriptive information to
include quantity ordered,
received and invoiced (if
applicable) and the costs.
This table is an alternate view
of the Open Purchase Order
Header Table (OPPH). The
table lists open purchase
orders by document number
and is used for inquiry
purposes only.
This table provides
information on all outstanding
and some recently closed
purchase orders. The data
contained in the header part
of the purchase orders is
included in this table and also
the total amount closed. Data
remains in this table for one
month after the purchase
order is closed. This table
and the OPPC are a part of
the three-way match files.
This table lists all outstanding
and some recently closed
purchase order lines. The
data included on the line level
of the purchase order and the
closed and expensed
amounts are provided in this
table. The table is used to
review outstanding and
recently closed purchase
orders.
Vendor Number,
Transaction Code,
Agency, PO
Number, and Line
Number
MAINTAINED
BY
System
PO, Transaction
System
Code, Transaction
Agency, and
Vendor
Vendor Number,
System
Transaction Code,
Transaction
Agency, PO
Number
Vendor Number,
System
Transaction Code,
Transaction,
Agency, Order
Number, and Line
Number
_________________________________________________________________________________________________________
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
PURPOSE
ORCH - Open Receiver
Header Table
This table records the date on
which goods are received
against specific order lines; it
includes the vendor code, the
initials of the person
accepting the order, and the
carrier name and
identification number. This
table and the OPPC are a
part of the three-way match
files.
This table records the receipt
of goods against the specific
order commodity lines. It
provides any information that
was input about the condition
of the receipt and whether it
is a partial or final delivery.
This table and the ORCH are
a part of the three-way match
files.
This table maintains
information on open
requisition by agency and
organization.
ORCL - Open Receiver
Line Table
ORIA - Open
Requisition Inquiry By
Agency Table
ORQC - Open
Requisition Commodity
Line Table
Information on each open
commodity line by requisition
is maintained on this table.
ORQH - Open
Requisition Header
Table
This table maintains current
header information on open
requisitions.
ORQL - Open
Requisition Accounting
Line Table
This table maintains
accounting information on
open requisitions by original,
closed, and obligated
amounts.
V2 01/22/2014
KEY
MAINTAINED
BY
Transaction Code, System
Agency, RC
Number
Transaction Code, System
Agency, RC
Number, Line
Number
Agency,
Organization,
Transaction Code,
RQ Number, Line
Number
Transaction Code,
Transaction
Agency, RQ
Number, Line
Number
Transaction Code,
Transaction
Agency,
Requisition
Number
Transaction Code,
Transaction
Agency,
Requisition
Number, Line
Number
System
System
System
System
_________________________________________________________________________________________________________
Page 45 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
OVIH - Open Vendor
Invoice Header Table
OVIL - Open Vendor
Invoice Line Table
PABC - Price
Agreement By
Commodity Table
PACM - Price
Agreement Cost Per
Mile Table
PADL - Price
Agreement Discount
From List Table
V2 01/22/2014
PURPOSE
KEY
This table provides vendor
invoice information including
the total invoice amount, the
date of the invoice, the total
line amount, and the amount
of freight. This table and the
OVIL are a part of the threeway match files. This table is
not agency-specific.
This table maintains details
about individual vendor
invoice lines including the
commodity code, unit, catalog
number, and invoiced cost. It
includes a thirty character
description line and also
indicates whether the invoice
is for a partial or final delivery.
This table and the OVIH are a
part of the three-way match
files. This table is not
agency-specific.
This table displays price
agreements by commodity
code. It is an alternate view
of the Price Agreement
Vendor/Commodity Table
(PAVC).
This table may be used to
select a vendor by viewing
the unit cost and delivery
charges if those charges are
based on mileage. It is an
alternate view of the Price
Agreement by Commodity
Table (PABC).
This table may be used to
determine the lowest price of
several vendors providing the
same item under a price
agreement. In addition, this
table may be used to select
lines for PG transactions. It is
an alternate view of the Price
Agreement By Commodity
Table (PABC).
Vendor Code,
Transaction Code,
VI Number
MAINTAINED
BY
System
Vendor Code,
System
Transaction Code,
Vendor Invoice
Number, and Line
Number
Commodity Code,
Price Agreement
Number, Vendor
Code
System
Commodity Code,
Price Agreement
Number, Vendor
Code
System
Commodity Code,
Price Agreement
Number, Vendor
Code
System
_________________________________________________________________________________________________________
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
V2 01/22/2014
PURPOSE
KEY
PADU - Purchasing
Authority Delegating
Table
This table allows agencies to
set spending limits by
class/subclass.
PASC - Price
Agreement Security
Table
This table controls access to
specific price agreements.
PG documents will check
against this table if the price
agreement in question is
considered restricted by the
agency. If the responsible
agency is not listed, the
document will be rejected by
the system.
This is an inquiry table which
provides a summary
presentation of the data
contained in the Price
Agreement Summary Table
(PASM). It provides a
description and remaining
balance for each price
agreement in the system.
This table records general
information about price
agreements. All PG, CS, and
SC documents check this
table to ensure the validity of
the price agreement and to
update the number of
documents written against a
particular price agreement.
This table is used to store text
associated with price
agreements. The text
contained in this table may be
inferred from the price
agreement number.
This table provides specific
information about vendors
authorized to provide goods
within a particular price
agreement. Data is
summarized by commodity by
vendor. An unrestricted
number of combinations are
allowed for each price
agreement.
Agency,
Commodity Class,
Subclass,
Commodity Code
Price Agreement
Number, Agency
PASI - Price
Agreement Summary
Inquiry Table
PASM - Price
Agreement Summary
Table
PATX - Price
Agreement Text Table
PAVC - Price
Agreement
Vendor/Commodity
Table
MAINTAINED
BY
Agency
DFA
Price Agreement
Number
DFA, SPB, ITS
Price Agreement
Number
DFA, SPB, ITS
Price Agreement
Number, Vendor
Code, Text Line
Number
DFA, SPB, ITS
Price Agreement
Number, Vendor
Code, Commodity
Number
DFA, SPB, ITS
_________________________________________________________________________________________________________
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5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
V2 01/22/2014
PURPOSE
KEY
Vendor Number,
Transaction Code,
Agency, PO
Number
PIBV - Purchase Order
Inquiry By Vendor
Table
This table lists all purchase
orders for which vendor
purchase orders have been
printed and the date on which
they were printed. If a
purchase order was modified,
the most recent print date will
appear. Purchase order
documents can be reprinted
using this table.
This table lists all purchase
orders which have been
selected for year-end rollover
processing.
This table lists purchase
order lines by agency,
organization and vendor.
POAC - Purchase
Order By Account
Distribution Inquiry
Table
The closed and expended
amounts are provided for
purchase order lines on this
table.
POAP - Purchase
Order Approval Screen
Table
This table is used to apply
group approvals to
commodity lines. It is an
alternate view of the Open
Purchase Order Commodity
Line Table (OPPC).
This table is an alternate view
of the Open Purchase Order
Header Table reorganized to
have the blanket number
appear first.
PCHD - Open
Purchase Order Print
Table
PCRO - PC, PD, PG,
SC, CS Rollover Table
POBL - Open
Purchase Order by
Blanket Number Table
Vendor Code,
Transaction Code,
Agency, PO
Number
Agency,
Organization,
Vendor Number,
Transaction Code,
Purchase Order
Number, Line
Number
Fund, Agency,
Organization/Suborganization,
Appropriation
Unit, Activity,
Object/Subobject, Job
Number, Report
Category, Vendor,
Purchase Order
transaction ID,
Project
Vendor Number,
Transaction ID,
Purchase Order
Number, Line
Number
MAINTAINED
BY
System
System
System
System
System
Blanket Number,
System
Transaction Code,
Transaction
Agency, Purchase
Order Number,
Vendor
_________________________________________________________________________________________________________
Page 48 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
POCC - Open
Purchase Order
Commodity Line By
Commodity Table
POC1 - Open
Purchase Order
Commodity Line By
Vendor/Commodity
Table
PURPOSE
KEY
This table can be used to
determine which commodities
are currently on order and the
quantity ordered. It is an
alternate view of the Open
Purchase Order Commodity
Line Table (OPPC).
This table may be used when
receiving goods to determine
the validity of the order. It is
an alternate view of the Open
Purchase Order Commodity
Line Table (OPPC).
Commodity, Item
Code, Transaction
Code, Transaction
Agency, Purchase
Order Number,
Line Number,
Vendor
Vendor,
Commodity/Item
Code, Transaction
Code, Transaction
Agency, Purchase
Order Number,
Line Number
Commodity/Item
Code, Vendor,
Transaction Code,
Transaction
Agency, Purchase
Order Number,
Line Number
Delivery Date,
Transaction Code,
Transaction
Agency, Purchase
Order Number,
Vendor
Buyer,
Transaction Code,
Transaction
Agency, Purchase
Order Number,
Vendor
POC2 - Open
Purchase Order
Commodity Line by
Commodity/Vendor
Table
This table serves the same
purpose as the POC1 Table
above; however, the
commodity code is listed
before the vendor.
PODD - Open Purpose
Order by Delivery Date
Table
This table provides the
delivery date for items on
order. It is an alternate view
of the Open Purchase Order
Header Master Table
(OPPH).
Purchasing Personnel
(Buyers) can use this table to
determine the status of items
for which they are
responsible. It is an alternate
view of the Open Purchase
Order Header Table (OPPH).
This table can be used by
purchasing personnel to
determine the status of
commodities on requisitions
for which they are
responsible.
This table is used to select
items as they are received. It
is an alternate view of the
Open Purchase Order
Commodity Line Table
(OPPC).
POHB - Open
Purchase Order By
Buyer Table
POPR - Purchase
Order Preparation
Inquiry Table
PORC - Open
Purchase Order
Commodity Line
Receiver Selection
Table
V2 01/22/2014
MAINTAINED
BY
System
System
System
System
System
Buyer,
Commodity Code,
Requisition ID,
Line Number
System
This table is not
keyed.
System
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Page 49 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
PURPOSE
POTX - Purchase Text
Table
This table is used to store text
associated with a purchase
order.
POVI - Open Purchase
Order Commodity Line
Vendor Invoice
Selection Table
This table is used to select
vendor invoices. Items
selected appear on the
Vendor Invoice Generation
Tables (VIG1 and VIG2) in
order to create a VI
transaction. It is an alternate
view of the Open Purchase
Order Commodity Line Table
(OPPC).
This table stores additional
descriptive information about
purchase orders. The text in
this table may be inferred
from the transaction code.
This table contains additional
descriptive information about
receiver transactions. The
text contained in this table
may be inferred by the
transaction code.
This table maintains
information on requisition
lines, by agency and
organization.
PTEX - Purchasing
Text Table
RCTX - Receiver Text
Table
RIBA - Requisition
Inquiry By Agency
Table
RQST - Requisition
Status Table
RSTA - Requisition
Status Code Table
RXAP - Requisition
Approval Screen Table
This is a reference table
containing data on the status
of each line of a requisition.
This table provides a
description of each status
code used on requisition
transactions.
This table is used to apply
group approvals for
commodity lines on open
requisitions. It is an alternate
view of the Open Requisition
Commodity Line Table
(ORQC).
V2 01/22/2014
KEY
Vendor Number,
Purchase Order
ID, Purchase
Order Line
Number, Text
Line Number
This table is not
keyed.
Vendor Number,
PO ID,
Commodity Line
Number, Text
Line Number
RC ID,
Commodity Line
Number, Text
Line Number
MAINTAINED
BY
Agency
System
Agency
Agency
Agency,
System
Organization,
Transaction Code,
Requisition
Number, Line
Number
Requisition ID,
System
Line Number
Status
DFA
Transaction Code, System
Requisition
Number, Line
Number
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Page 50 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
V2 01/22/2014
PURPOSE
KEY
RXPR - Purchase
Order Preparation By
Requisition Inquiry
Master Table
RXTX - Requisition
Text Data Table
This table records requisition
commodity lines and
organizes the lines by
requisition ID.
This table stores text
associated with requisition
commodity lines.
SHIP - Shipping
Address Table
The shipping code represents
the address to which the
goods are to be delivered.
The addresses are inferred
from this table at the time the
purchase orders are printed
and are.
This table defines special
instructions or shipping
address to be printed on
purchase orders.
This table stores text
associated with standard
specifications for
commodities.
This table provides status
information for vendor
invoices and subsequent
documents. It is organized by
status (status codes are listed
in the MMRS/SAAS Extended
Purchasing Subsystem
manual) for each Vendor
Invoice and Purchase Order.
This is a reference table only.
This table provides status
information for purchase
orders and subsequent
documents. It is organized by
status for each Purchase
Order.
This table allows tolerances
to be defined between
purchasing events for
requisitions and bids.
This table is used to define
valid default combinations for
purchasing transactions.
Requisition ID,
Line Number,
Buyer,
Commodity Code
Requisition ID,
Commodity Line
Number, Text
Line Number
Shipping Code
SPIS - Special
Instructions Table
STDS - Standard
Specifications Table
TWAP - Three-way
Match Accounts
Payable Table
TWPU - Three-way
Match Purchasing
Table
TYPE - Requisition
Type Table
UDEF - User Table
MAINTAINED
BY
System
Agency
DFA
Instruction Code
Agency
Commodity Code,
Text Line Number
Agency
Status, Vendor
Code, VI ID, PO
ID
System
Status, PO ID,
Vendor Code,
Match ID
System
Type
Agency
Last Name, First
Name
DFA
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Page 51 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
PURPOSE
UNIT - Unit of Measure
Table
This table is used to validate
abbreviations used as unit of
measure codes.
This table provides a log of all
actions taken on a requisition.
URQS - Requisition
Status Update Table
VCM2 - Vendor
Commodity Table 2
This table provides a listing of
vendors which can supply the
requested commodity.
VCOM - Vendor
Commodity Table
This table contains a listing of
commodities that each
vendor has the capability of
supplying.
This table maintains a list of
the commodity class/subclass
combinations that a vendor
can supply.
This table defines the codes
for vendors to which the
agency makes payments.
The table includes vendor
names, addresses, and
special indicators.
This table is used to cross
reference a federal tax
identification number with a
state vendor number.
This table shows the amounts
that may be reported under
IRS 1099 guidelines.
VCSC - Vendor by
Class/Subclass Table
VEND - Vendor Table
VFED - Vendor Federal
ID Table
VINC - Vendor Income
Table
VITX - Vendor Invoice
Text Table
This table stores text
associated with vendor
invoice transactions.
VNA1 - Vendor1 Name
Table
This table is used to obtain
the vendor code for a specific
vendor.
This is an alternate view of
the Vendor Sort Name Table
(VNAS). It allows the user to
set up sort names for
vendors.
VNA2 - Vendor Sort
Name By Vendor Code
Table
V2 01/22/2014
KEY
Unit of Measure
MAINTAINED
BY
DFA
Requisition ID,
Line Number,
Sequence
Number
Vendor Code,
Commodity Code,
Manufacturer
Name and
Number
Vendor Code,
Commodity Code
System
Vendor Code,
Commodity Class,
Commodity
Subclass
Vendor Code
DFA
Federal ID
Number, Vendor
Code
System
Calendar Year,
Type of Return,
Vendor Code,
Type of Income
Vendor Code,
Vendor Invoice
ID, Commodity
Line Number,
Text Line Number
Vendor Name,
Vendor Code
System
Vendor Code
DFA
DFA
System
DFA
Agency
System
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Page 52 of 53
5613 – SAAS Agency Manual Extended Purchasing Subsystem
TABLE NAME
VNAM - Vendor Name
Table
VNAS - Vendor Sort
Name By Vendor Sort
Name Table
VPER - Vendor
Performance Table
VTXT - Vendor Text
Table
VZIP - Vendor Zip
Code Table
PURPOSE
This table provides the
vendor name and number in
alphabetical order. It is an
alternate view of the Vendor
Table (VEND).
This table is an inquiry table
on vendors by sort name.
Whenever a PC, PD, PG, RC
or VI transaction is entered
with special conditions, an
entry will be made to this
table.
This table allows users to
record information about
vendors.
This table is an alternate view
of the Vendor Table (VEND).
It provides a list of vendor zip
codes.
V2 01/22/2014
KEY
Vendor Name,
Code
MAINTAINED
BY
DFA
Vendor Sort
Name, Vendor
Code
Vendor
DFA
Vendor Code,
Text Line Number
Agency
Vendor Name, Zip
Code, Vendor
Code
DFA
System
_________________________________________________________________________________________________________
Page 53 of 53