IRIS Purchasing Reports

Requisition, Purchase Order (POs), Receiving, and invoice payment information is sent to IRIS nightly and appears the next day in most IRIS reports.
(IRIS reports can be accessed using Netscape Navigator at http://iris.lbl.gov)

• Quick Reports:  Use the IRIS "Quick Reports" (right-side of the main IRIS page) to get quick information about Requisitions, POs, and Authorized Signers for requisitions. (Requisitions do not appear in IRIS until they have been approved by the authorized signer.)
• IRIS Reports:  For detailed PO and Requisition information, click on the "IRIS Reports" link then click on the + next to "Purchases" and the + next to "PO" to get to the six PO reports
  • POB - Purchasing Blanket Contracts & PSAs
  • POPR - Purchases by Project
  • POPR_TREE - Purchases by Project Tree
  • PORD - Purchase Order Lookup by PO#
  • POS - Purchasing Summary
  • REQINFO - Requisition Details
• Cost Browser:  In general, the Cost Browser is updated nightly with PRP project cost and encumbrance (lien) information EXCEPT during the monthly hard close period between:
  • 3 business days before the end of the month (Accounting "Accounting Day 0") to
  • The second business day of the beginning of the month (Accounting "Day 5")

  For example, the final January PRP feed to GL will be on the evening of 1/27/04. From 1/28 through 2/2, the Cost Browser will show PRP costs frozen as of 1/27. On the morning of 2/3 (the 2nd business day of the month), Cost Browser will again begin showing current PRP activity on a daily basis (including activity during 1/28-2/2 close period). For exact monthly hard close dates, see the General Accounting Financial Closing Schedule. Basically, count on IRIS not showing you current data for the last 3 business days of the month and the first business day of the next month.

  During the close period, non-GL-related PRP information (requisitions, POs, receipts, & invoices) will continue to be updated daily and be visible in other IRIS reports.

ePro Requisition Status

Requisition Preparers can lookup the status of a requisition or its PO in eProcurement by going to Manage Requisitions and entering a requisition number.

• Click on the yellow icon to see the Approval Status.
• Click on the green 360° Requisition Cycle icon to see the regular PO or PCard order details. Regular PO information in ePro is updated nightly and PCard order information in ePro is real-time.

FMS Information

Users with a logon to FMS can access several purchasing Inquiries and Queries designed to provide real-time purchasing, receivables, and payables information.

• Inquiries:
  The following FMS Inquiries are available at Purchasing | Purchase Orders | Review PO Information
  • Purchase Order Inquiry  - View purchase order information.
  • PO Activity Summary - View receiving, invoicing, and matching activities
  • PO Accounting Entries - View PO accounting entries (liens/encumbrances)
  • Voucher By PO - View voucher & invoice details including payment and certification information (available at the
    Accounts Payable | Vouchers menu)
    
• Queries: The following informal PeopleSoft queries have been developed to assist FMS users in obtaining PRP financial information for POs:
  • BLANKET_PO_LISTING - Shows all current blanket subcontracts (blankets, R&D, IUTs, Consultants, PSAs).

  • ZP_REMAIN - Tells you the authorized amount on the PO, how much has been vouchered against the authorized amount, and calculates the remaining balance on the PO by line. Enter a Department.

  • RNPO - One of the more popular queries used at the Lab is RNPO. This query now includes encumbrances (liens). The encumbrance is identified by the letters 'COM' (for commitment) under the header title 'An Type'. The letters 'ACT' under this header title stands for actuals and are the costs you see in IRIS. These can be sorted together or removed from the query depending on your need. Enter a PO #.
  • LMCPO - This query is cloned from RNPO and additional fields have been added. These additional fields are the Resource Type, Fund, Dept. ID, MARS code, and the General Ledger account number. Enter a PO#.
  • RNPOCOM - This query is like RNPO, but it displays the encumbrances (liens) only for a particular PO. Enter a PO#.
  • AP_VOUCHER_BY_PROJECT_ID - This query will prompt you for a project and will display all invoices that have been posted to the ledger for that project. It displays the AP contact, PO number, vendor name, invoice number, invoice description, invoice amount, the date the invoice was entered, the date the payment is due, and indicates with a 'P' if it has been paid. It also displays the General Ledger account number that was charged. Certifiers may find this an alternative to having invoice copies sent to them.
  • AP_PAYMENTS_BY_PO - shows information about canceled payments.  You have to use formulas to obtain the total and deduct the payment that was canceled.
  • AP_NET_PAYMENTS_BY_PO - excludes canceled payments, listing only actual payments made by PO.
  • PO_SUMMARY_STATUS - line and payment details for all non-closed POs by Department. Enter a Department Code. To lookup status of one PO, scroll down to the PO#.
  • POEXP - line and payment details for all non-closed POs. Enter a Buyer Code . To lookup status of one PO, scroll down to the PO#.
  • AP_PO_VCHRS_ALL_AP - lists all vouchers for a PO, including payments made and amounts on retention (RET).

Item Categories & Resource Categories

The following spreadsheet shows item categories, their associated resource categories, and rules for changing them for blanket orders:

• Item Category Spreadsheet

PCard Inquiries and Reports

The following document has information about obtaining information about PCard orders:

• PCard Reports

Overview of PO Information

This next link has a presentation given to Computing Sciences on 8/18/03 which covers basics for looking up PO information:

• PRP Reporting Presentation to Computing Sciences