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IMPROVED SYSTEM NEW LOOK Jenzabar 8.1

IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

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Page 1: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

IMPROVED SYSTEM NEW LOOK

Jenzabar 8.1

Page 2: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

New Look

• The icon to log into the Jenzabar system will be added to your desktop

• No longer CARS

Page 3: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

GETTING STARTED• Click on:

Run Jenzabar CX• Security

warning box might pop up.

• Check accept and click run

• The Green check mark is the enter key

• The red X is the escape or exit key.

Page 4: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

GETTING STARTED

• Log-in and

Password will

Remain the same.

Page 5: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

GETTING STARTED • Looks

different depending on the permissions

• Own version of this screen

• Each icon has a subsidiary.

• Just click on the + and the directory will open

• To close click on the – .

Page 6: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• To enter a requisition

• Click on PO/ Requisition /Approval

• Requisition for Purchase

Page 7: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• Will bring you to this screen

• Click on F9 or finish.

Page 8: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE• Enter the

fund or beginning of your account number

• 290• 430• 730• Use the

green check mark to enter

• The red X to exit

Page 9: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• Click on the button that says “Create Requisition”

• Just like before you can put your mouse across the top of the icons and it will describe each

Page 10: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• Start with your account number

• Put in a brief description of what you are wanting to purchase.

• Your ID# and information should already be added

Page 11: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• Look up vendor information

• Click on the Primary vendor

• Go down to the bottom of the page and click on the “F6” button

• Or you can click on the drop down box to search vendor information

Page 12: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE• This screen will

be displayed.• You can then

type in the name of the vendor you are looking for.

• Be careful, must match completely

• Can use the first few letters of the name follow by the *.

• The system will pull up everything that begins with the information submitted.

Page 13: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• Will get a list of all the vendors that begin with the specified information.

• Select the number and enter.

• This is one of the few times the enter key will work

Page 14: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE• The system will

automatically input the selected vendor’s information

• You will also need to select the building and room number.

• At the bottom of this page is how to communicate with purchasing Example: Please fax. Click file, save and exit.

• Click the green checkmark to continue.

Page 15: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• This page is where you input the information for your order.

• Quantity and the price of each item.

Page 16: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE• Item name

and item description, put as much information as possible.

• We need to know catalog number, model number, description, etc.

• If you need more space you can click on the item detail line

Page 17: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• You can add any additional information

• Click file, save and exit.

Page 18: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• To add additional items, click on the icon that looks like a disk with a blue arrow.

• Add as many lines as needed

Page 19: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• After all the information has been entered for the order.

• Review • At this point,

write down the RP number or print the requisition

• At this point you can either exit out and the information will be saved.

• Or click on the “envelope” to submit

Page 20: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE• If you have the

RP number, your ID# or the date you can go back and pull up the requisition

• You can also tell the status of the RP

• N= not submitted

• S=Submitted• I- In process• A= Approved• H- Hold• If there is an

envelope it has not been submitted

Page 21: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE• If you need to

change or add something on the RP you can pull it out of the system by clicking on the hold button.

• As long as it has not been approved or denied.

• If has been approved, or denied. Must start over.

Page 22: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• If status is • H or N• Click on the

red magnifying glass

• You can then go back and change anything on the RP.

• Except the fund (290, 430,730)

Page 23: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION FOR PURCHASE

• From this point you make any changes on the items.

• Click on the drop down box and put an *

• You can then add, change or delete items.

• Then you will click on the “envelope” to submit.

Page 24: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

BUDGET• You can also

review your budget from the requisition for purchase screen

• Click on magnifying glass with the $

Page 25: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

BUDGET• You will

then input the fund (290, 430, 730) or you can use the drop-down box.

• Followed by the Function

• Leave Object Code blank.

• Input the Project number and click the green check.

Page 26: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

BUDGET• This will show

you:• Act - What has

been spent• Enc-

Encumbered funds that are obligate and not paid

• Bgt- what was actually budgeted

• Unexp- balance left in each line item and percentages spent

Page 27: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

BUDGET• Can also

look at each expense that has been paid.

• Click on the icon that looks like paper

Page 28: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

BUDGET• The only

lines that you normally have access to are

• 6014- Equipment

• 6018- Travel• 6030 -

Administrative

• Highlight the line item to review

• Click the green check mark

Page 29: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

BUDGET• This will bring

show the details of each item that was paid.

• The PO#• Date check

was processed.• Vendor.• Can also copy

and paste to Excel

• Click on the print button. Will print to the page, then copy and past to excel

Page 30: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

730 BUDGET• 730 Accounts

are backward and need to be added together if there is no budget

• Ignore the first line that says cash.

• You add anything that has a minus (deposit) and subtract everything else.

• Example: Add • 3,422 +3558 -

1431-349 total of $5,200

Page 31: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION/INVOICE APPROVAL PROCESS• Start at

the : PO/ Requisition/ Approval menu

• Click: Req/PO /Approval

Page 32: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION/ INVOICE APPROVAL PROCESS

Then click F9 or finish

Page 33: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION APPROVAL PROCESS• Any item

that is waiting for your approval will show here.

• Invoice and RP

• Type in the appropriate letter and enter.

• This is one of the few times the enter key will work

Page 34: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUISITION APPROVAL PROCESS

• This will give a brief description of the item, account number and the amount.

• The amount and the remaining balance

• At this point you can either approve or deny

• To approve click the ok button.

• Deny click red circle with the mark through it.

Page 35: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REQUSITION APPROVAL PROCESS• If you click ok

or deny • It will ask if

you are sure you want to approve or deny

• If you do click YES, if not click NO

• Either way the submitter will receive and e-mail stating it has been either approved or denied

Page 36: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORTS

• Search for the status of an RP

• Click on reports menu

• Drop down menu

Page 37: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORTS

• Click: “Req approval outstanding”

Page 38: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORTS

• At this point just click on the F9 or finish

Page 39: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORT• Then click find• Type in the

RP#• Show who

needs to approve.

• If you cannot find, three possibilities

1) Approval process is complete and is sent to Purchasing

2) Denied

3) RP was not submitted

Page 40: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORTS• This report

will look at any open PO’s with partial payments

• Click on Report menu

• Report menu 2

• Open PO’s with invoices

Page 41: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORTS

• Put in your ID#

• Click F9 or finish

Page 42: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORTS • Here is an

example of the report

• If you have access to several account it should bring up each purchase order that has a partial invoice paid against it

• Review and let Purchasing know if anything needs to be closed.

Page 43: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORTS

• This report is for any PO’s with no activity or no invoices paid.

• Click on Non-invoiced PO’s by name

Page 44: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORTS

• Again you will put in your vendor ID#

• Click F9 or finish

Page 45: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REPORTS

• This report will help to determine if a vendor needs to be contacted

• Or if the order has been backordered

• Or if the order is no longer needed. Cancel the PO.

Page 46: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

RECEIVINGWhen you receive the

items and the invoice. Put the PO# on the

invoice, sign and submit to Purchasing

Please note on the invoice if this is the complete order or if this is a partial order

This lets us know that the items have been received.

State Guidelines:cannot pay until the good are received, or services rendered.

It is important that the invoice is sent to Purchasing for payment in a timely manner.

We cannot pay until we have a detailed invoice.

State Guidelines require that invoices be paid with 45 after the good are received or services rendered.

Page 47: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

REMEMBER STATE GUIDELINES: Goods or services cannot be

ordered until a purchase order is in place and the funds are encumbered.

If you do not have a purchase order, not an approved purchase and the University is not obligated for the purchase.

Purchasing limits are:Anything $7,500 to $25,000 requires three quotesAnything $25,000 and over requires a formal bid

processUnless: it is on a state contract or the cost is less than a State contract or it is formally bid on a Co-Op.

Page 48: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

CLOSING OUT JENZABAR• You will

need to make sure that all of the subsidiaries are close out and your screen is back to the beginning

• Then click on File, Logout and exit

• Very important how you close out.

Page 49: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

CLOSING OUT JENZABAR• Once you

have logged out, it will bring you back to this screen.

• Then you click on the X and close out of Jenzabar

Page 50: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

PointersUse the green checkmark for enter. The

enter key only works in a few instances.Red X to exit or escape.Make sure that nothing is left open before

you close out of the system.

Page 51: IMPROVED SYSTEM NEW LOOK Jenzabar 8.1. New Look The icon to log into the Jenzabar system will be added to your desktop No longer CARS

Questions.