User Order Summary

 

The User Order Summary screen is a listing of all transactions recorded by the user as entered within Insight.  Entries can be logged and tracked for purchase orders, check requests, journal entries, travel vouchers and petty cash.  The page returns entries from within the Purchasing Module of Insight, not those coming from PeopleSoft.

 

The page will allow the user to search for certain transaction types and orders by certain requestors, over a given time period and by various vendors.  The information entered and stored in this area of Insight will be reconciled with the orders as they come back from PeopleSoft.  The results of this matching process are found on the Reconcile page.

User Order Screen Shot

User Order Search Screen Elements

Collapsed Search Options

The following fields or criteria can be searched by default on the User Order Summary page:

 

Caption

Type

Description

ID #

Text

Identification number of the user order within the selected records for all user order types (Purchase Order, Travel Voucher, Check Request, Journal Entry or Petty Cash).

Vendor

Text

Vendor Name on an existing order within the selected records

 

 

Advanced Search Options

When the user navigates to this page, by default the search panel is expanded.  The search panel can be collapsed to only show the PO # and Vendor fields to allow for more space in viewing the search results.  The ‘Advanced Search Options’ include the following additional search criteria:

 

Caption

Type

Description

Account #

Text

Account number associated with a category (equipment, travel, etc.) on an existing order within the selected records

Invoice #

Text

Invoice number on an existing order within the selected records

Requestor

Text

Requestor name on an existing order within the selected records

Category

Drop Down List

List of budget categories including Equipment, Travel, etc.

Voucher #

Text

The number assigned to a transaction through PeopleSoft.  Check requests and travel reimbursements are some transaction that can be searched using this option to return transactions on orders within the selected records.

Requisition #

Text

The number assigned to a transaction through PeopleSoft during the initial procurement process (before it gets a PO number).  Special requests are some transaction that can be searched using this option to return transactions on orders within the selected records.

Invoice Date

Text or Calendar Control

Filter to date of invoice received against a purchase order

Transaction Date From/To

Text or Calendar Control

Used in conjunction with the transaction type Drop Down List, the user can select transaction types within a certain date range.

Fund #

Text

Entry of the fund number

User Order Type

Drop Down List

Review of transactions based on type – Purchase Order, Travel Voucher, Check Request, Journal Entry and Petty Cash

 

Icon Search Options:

Sometimes referred to as a search within a search, the following criteria are available by selecting the corresponding icons.  Click on the icon and a pop-up window appears with items for selection – Organization (Chief of Service) codes or Principal Investigator names.  Once selected, the window will close and the selection criteria displays.  Select additional search criteria from the collapsed or advanced search options, and when finished with selections, click the ‘Search’ button on the right to complete the process.

 

 

Caption

Type

Description

PI

Search based on an investigator’s agreements for which the logged in user has access

Org

Search agreements based on the department and unit hierarchy (Chief of Service codes) that a user has access to and for which the agreements have been assigned.  Multiple codes can be selected across institutions if necessary.

Search

Button

Performs the search based on all entered search criteria and returns the results to the search results grid section of the page.

Clear Selections

Button

Clears all records that were displayed based on the search criteria and the picker selection.  Shows the default view of the page.

 

User Order Main Screen Elements

 

Caption

Type

Description

Type

Text

Purchase Order, Travel Voucher, Check Request, Journal Entry and Petty Cash

ID #

Text

Transaction number entered.  Can be Purchase Order # or AP#

Req #

Text

Displays the Requestor’s ID. Requestor is identified where populated by Purchasing.

Invoice #

Text

Displays the number of the invoice for the User Order

Requestor

Text

Displays the name of the Requestor

Vendor

Text

Displays the Vendor name

Trans Date

Text

Displays the Purchase Order or AP Date

Fund #

Text

Displays the PeopleSoft fund number.

Original Order Amt

Text

Amount of the PO’s line item for order line item for a particular fund number.  If the line item has a multiple fund numbers, their will be multiple entries for this line item with the amount split among them.

Delete

Check box

Allows the user to delete from the returned list

User Order Export Options

Reports can be downloaded by clicking on the available download links.

 

 

User Order Navigation

The User Order Summary page can be accessed from the following pages:

 

By clicking on User Order Summary from the following pages:

 

From User Order Summary, the user can navigate to the following pages: