Payment Request Document (PRD)

8/21/2012

1

Personal Settings & Attributes Personal Settings & Attributes Payment Request Document (PRD)Payment Request Document (PRD)

MM_PRD_200MM_PRD_200

Click anywhere on the slide to proceed through this courseClick anywhere on the slide to proceed through this course

Payment Request Document Payment Request Document –– Personal Settings & AttributesPersonal Settings & Attributes

Personal SettingsPersonal Settings


ggand Attributesand Attributes

8/21/2012

2

Personal Settings OverviewPersonal Settings Overview

Personal SettingsPersonal Settings relate to the user’s employee data and are established via Site Navigation.

• Default information populates into this area based on data from Human Resources org structure. g

• Personal Settings must be confirmed and setup for all roles during the first visit to myUK.


Login to Login to mymyUKUK

1. Click Link Blue from the UK Home Page

3. Login to myUK using your AD and

password

2. Click myUK from the Link Blue site


password

8/21/2012

3

Payment Request Tab and Site NavigationPayment Request Tab and Site Navigation

Site NavigationSite Navigation

4. Select the Payment Request tab

5. Click Settings


Personal Settings Personal Settings –– Position TabPosition Tab

Data on left side of Position tab is

organization data

7. Form of Address is required

6. Click Edit to make changes

organization data and not to be edited 8. Email address is the

only data on right side to be edited

q


NoteNote: Address data on the Position tab relates to the employee as an individual. It is not the delivery

address for goods.

8/21/2012

4

Personal Settings Personal Settings –– User Account TabUser Account Tab

10. Confirm Standard Settings are correct and/or

9. Click User Account Tab

My Procurement Substitutes is not

relevant for the PRD Creator – Do not

lare correct and/or edit as necessary

If you are not completing Attributes,

complete.


click Save when finished with Personal

Settings

Attributes OverviewAttributes Overview

AttributesAttributes are default components which populate into every Payment Request Document to facilitate more efficient entry. Due to the wide fluctuation of cost objects utilized by departments for PRD’s, entry of attributes is optional.

The following attributes can be set as defaults:

• Account Assignment Category

• Cost Center

• WBS Element

Not setting attributes will require manual entry of components at the document creation level.


8/21/2012

5

Attribute Attribute –– Account Assignment CategoryAccount Assignment Category

The Account Assignment Category designates which type of account The Account Assignment Category designates which type of account assignment will default into each PRD.assignment will default into each PRD.

1. Return to Position tab within Personal Settings

2. Select Account Assignment Category as

the Attribute type


Attribute Attribute –– Account Assignment CategoryAccount Assignment Category

Note: This task only designates the Note: This task only designates the categorcategory of account assignment to default into y of account assignment to default into each Payment Request Document. The actual cost center or WBS numbers are each Payment Request Document. The actual cost center or WBS numbers are

entered on the following screens.entered on the following screens.

3 Determine which type of Cost

Important: Be sure notnot to check Deactivate for any


3. Determine which type of Cost Assignment Category you will most frequently use for PRD’s and click the Standard radio

button. Cost Center will be the most common selection for most

PRD Creators.

yselections.

8/21/2012

6

Attribute Attribute –– Cost CenterCost Center4. Select Cost Center from the drop down

menu to assign a default Cost Center number

5. Select Logical System (there is only one choice)

6. Click Add Line


Attribute Attribute –– Cost CenterCost Center

7. Enter the Cost Center number that

you will most frequently use for Payment Requests

If needed a search feature is available through the Possible

Entries icon

8. Click the Standard

radio button


As long as you selected Cost Center as the Account Assignment type, this As long as you selected Cost Center as the Account Assignment type, this number will automatically default into every PRD. It can alternatively be number will automatically default into every PRD. It can alternatively be

overwritten or entered on an individual document basis.overwritten or entered on an individual document basis.

8/21/2012

7

Attribute Attribute –– WBS ElementWBS Element

1. Select WBS Element from the Attribute dropdown

If you frequently pay for goods or services using a WBS Element, you can If you frequently pay for goods or services using a WBS Element, you can alternatively set a default WBS to populate into your Payment Request Documents.alternatively set a default WBS to populate into your Payment Request Documents.

Attribute dropdown menu TIP:TIP: A WBS Element is a

type of cost object for grants or capital projects.


2. Select Logical System from the drop down list

(there is only one choice)

3. Click Add Line

Attribute Attribute –– WBS ElementWBS Element

If needed a search feature is available through the Possible

Entries icon

4. Enter the WBS Element that you will most frequently use

for Payment Requests.

5. Click the Standard radio

button


button

As long as you selected WBS Element as the Account Assignment type, this As long as you selected WBS Element as the Account Assignment type, this number will automatically default into every PRD. It can alternatively be number will automatically default into every PRD. It can alternatively be

overwritten or entered on an individual document basis.overwritten or entered on an individual document basis.

8/21/2012

8

Personalized Object Work Personalized Object Work


e so a ed Object oe so a ed Object oList (POWL)List (POWL)

Introduction to the POWLIntroduction to the POWL

Personalized Object Work List

• a.k.a., the POWL or “dashboard”• Serves as home base for each PRD user• Contains Active Queries, Quick Criteria Maintenance and document ,history with active links.


8/21/2012

9

Navigating to Personalized Object Work List Navigating to Personalized Object Work List

Site NavigationSite Navigation

From the Site Navigation pane, click Payment Request to activate the POWL

POWLPOWL


Personalized Object Work List OverviewPersonalized Object Work List Overview

The POWL is driven by pre‐configured queries that display your Payment

Request Documents


Clicking the “All” query at the top will display all PRD’s created by you in the bottom section. Drilling into the PRD number will display the

document in a new window or tab.

The POWL also shows document details including status, date created, invoice

number, etc.

8/21/2012

10

POWL POWL ‐‐ Quick Criteria MaintenanceQuick Criteria MaintenanceClick to Show Quick Criteria Maintenance

Can be used to search Payment Request

Documents created by you based on various

criteria

Note:Note: Quick Criteria Maintenance is an extension of the highlighted query in the upper section. Opening it will display additional

search criteria allowing the Creator to perform

specialized PRD searches. It

Role should always be set to reflect only your

documents


can be hidden when not in use.

Quick Criteria Maintenance Quick Criteria Maintenance –– Search CriteriaSearch Criteria

Quick Criteria Maintenance Search Criteria Quick Criteria Maintenance Search Criteria includes the following:includes the following:

••NumberNumber: PRD Number (30XXXXXXXX)••Invoice NameInvoice Name: Brief description or keywordkeyword••StatusStatus: All (i.e., wide open), Saved, Awaiting Approval, Rejected, etc.••TimeframeTimeframe: Date range in which the PRD may have been created••Product CategoryProduct Category: Category assigned describing the type of goods or service••SupplierSupplier: Vendor name

f f l h


TIPTIP: After performing a specialized search, clear your entries and click Apply to return

the highlighted query to its original settings.

Additional resources for configuring and managing Quick Criteria Maintenance can Additional resources for configuring and managing Quick Criteria Maintenance can be found at: be found at: http://www.uky.edu/Purchasing/srmquickrefcards.htmhttp://www.uky.edu/Purchasing/srmquickrefcards.htm

8/21/2012

11

Quick Criteria Maintenance Quick Criteria Maintenance –– Search ExamplesSearch Examples

Example 1 – Enter specific PRD number and click Apply. PRD

displays in lower section. Drill into number to display contents. Example 2 – Enter

specific status and click Apply. All PRD’s meeting this status will display in

lower section.


Web Site and Help ReferencesWeb Site and Help References

•• myHelp myHelp –– MM & Purchasing Help web site: MM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html http://myHelp.uky.edu/rwd/HTML/MM.html

– Contains Quick Reference Cards, updated and printable course manuals, Reference Manual, Training Request Form, etc.

•• AP/ Purchasing Quick Reference Guide: AP/ Purchasing Quick Reference Guide: http://www.uky.edu/Purchasing/docs/quickrefguide.pdfhttp://www.uky.edu/Purchasing/docs/quickrefguide.pdf


8/21/2012

12

Final Step Final Step –– Log offLog off

The final step in completing this course is to:

– Click on the Log off button in the lower corner of this screen.

– You will be returned to the main myTraining page for this course.

– The main page will refresh (usually within 30 seconds, depending on network traffic).

– You should receive a green system message similar to this:

““Your Participation in this course has been completed.Your Participation in this course has been completed.””


Email [email protected]@email.uky.eduwith any questions or issues.