Purchasing and Accounts Payable Online System (PAS)

The Order/Payment Inquiries provide up-to-date order and payment information on requisitions. You can track the progress of a requisition from its entry into the Requisition Entry System to its final closing payment(s).

Using three separate inquiries, Requisition Status, Order Inquiry and Payment Inquiry, you can display requisition/order/payment information in summary or detailed formats.

Requisition Status provides a list of requisition numbers and their status for a particular budget number, or a budget number and the data entered. Department level users (i.e. users with a 4th level University Organization Code) may also request this inquiry by Date Entered, or they can Scan All requisitions for their departments.

Each requisition entry shows if orders have been placed and whether payments have been made on those orders. you can select a particular requisition entry to see further detail about the requisition, its orders, and amy payments that have been made on those orders.

Order Inquiry consists of two screens, the Order Status Screen and the Order Detail Screen. The status screen displays a breakdown of requisitions by orders. Each order will display:

requisition number,
how may items have been assigned a vendor,
vendor name and vendor number,
delivery date, and
whether there is payment activity on this order and a status line for each order placed.

Greater order detail is available on the Order Detail Screen. This screen displays a page of information for each order that has been placed online. Each screen provides:

total dollar amount for the order,
payment terms,
shipping information and terms,
discount information and payment terms, as well as
item detail, including accounting information, quantity and total item price.

Payment Inquiry consists of three screens, the Payment Status Screen, Payment Invoice Detail Screen and the payment Accounting Detail Screen.

The Payment Status Screen displays a breakdown of payment information by document sequence invoice number within an order.

The Payment Invoice Detail Screen displays detailed invoice information including invoice number and date, and the amount paid on the invoice. Each individual invoice is displayed on a separate screen.

More detailed accounting line information can be found on the Payment Accounting Detail Screen including account code, project cost accounting information, total paid to the vendor and charged to the budget, and use tax information.

Note: The Order/Payment Inquiries can be accessed in PAS in two ways.

From the Requisition Entry Main Menu, you can choose Action "9," Order//Payment Inquiry. This will take you directly to the Order/Payment Inquiry Selection Menu where you can then choose Requisition Status, Order Inquiry, or Payment Inquiry.
From the Requisition InquiryGeneral Data Screen you can choose these inquiries by using the actions at the bottom of the screen. This method will provide order/payment information for only the requisition referenced on the Requisition InquiryGeneral Data Screen.

Using the Order/Payment Inquiries

Sign on to the PAS System as directed in the Introduction instructions.

To select Order/Payment Inquiry:
Action: [9] Order/Payment Inquiry:
[Send]

From the Order/Payment Inquiry Selection Menu Screen you may select:

Requisition Status,
Order Inquiry, or
Payment Inquiry.

Selection Keys (see above illustration)
By using the selection keys shown, you can limit the information that you will see. For example:

By entering only the budget number when selecting Order Inquiry, you will see all of the orders for that budget.
By entering a budget number and a requisition number, the inquiry will start with that requisition number and show all later requisitions.
By entering only the requisition number, you will see order information for that particular requisition.

Specific directions follow for the Requisition Status, Order Inquiry, and Payment Inquiry Screens.

Requisition Status

From the Order/Payment Inquiry Selection Menu shown below, you may select Action 3, Requisition Status, to list all requisitions for a budget number. For each requisition, you can see whether any orders have been placed and whether any payments have been made on those orders.

Selection Keys for Requisition Status:
The search for requisitions can be narrowed by entering the selection keys shown to the right of Action 3, Requisition Status. The selection keys available for Requisition Status are:

Budget Number: You will see all of the requisitions entered for that budget, starting with the most current requisitions.

Budget Number and Date Entered: The inquiry will start with requisitions entered on that date then show all subsequent requisitions.

Note: Users at the department level may leave the selection keys blank and use Action 3, Requisition Status, to see all requisitions for their organization, or indicate Date Entered to see requisitions entered from that date forward. If these selection keys are available to you, the will appear on the Selection Menu.

To select Requisition Status from the Order/Payment Inquiry Selection Menu:
"selection keys"
Action: [3] Requisition Status
[Send]

The Requisition Status Screen will appear as shown above.

To see the next page of requisitions:
Action: [3] Next Page
[Send]

To see Requisition Detail:
Find the requisition for which you want more detail.
[X] in the SEL field (You must make a selection to see detail)
Action: [4] Req-Detail
[Send]

For instructions on Requisition Inquiry, see the Requisition Inquiry part of this documentation.

To see Order Status Inquiry
Find the requisition for which you want order inquiry.
[X] in the SEL field (You must make a selection to see order status)
Action: [5] Orders
[Send]

For instructions on Order Status Inquiry, go to Order Inquiry in this documentation.

To see Payment Status Inquiry
Find the requisition for which you want order payment information.
[X] in the SEL field (You must make a selection to see payment status)
Action: [6] Payment
[Send]

For instructions on Payment Inquiry, go to Payment Inquiry in this documentation.

To return to the Order/Payment Inquiry Selection Menu:
Action: [2] Quit
[Send

Order Inquiry

From the Order/Payment Inquiry Selection Menu shown below, you may select Action 4, Order Inquiry, to display a breakdown of requisitions by orders. Each order entry will display requisition number, how many items have been assigned a vendor, the vendor name and number, delivery date, whether there is payment activity on this order, and a status line for each order placed.

Selection Keys for Order Inquiry:
The search for orders can be narrowed by entering the selection keys shown to the right of Action 4, Order Inquiry. The selection keys available for Order Inquiry are:

Budget Number: You will see all the orders entered for that budget, starting with the most current orders.

Budget Number and Starting Requisitions: You will see all orders entered for that budget beginning with the specified requisition number and follow from there.

Requisition Number: You will see order information for that particular requisition.

To select the Order Status Screen from the Order/Payment Inquiry Selection Menu:
"selection keys"
Action: [4] Order Inquiry
[Send]

The Order Status Screen will appear as shown above.

To see the next page of orders:
Action: [3] Next Page
[Send

To see Order Detail
Find the order you wish to see in detail.
[X] in the SEL field (You must make a selection to see detail)
Action: [4] Order-Detail
[Send]

For instructions on Order Detail, go to Order Detail in this documentation.

To see Payment Status Inquiry
Find the requisition for which you want order payment information.
[X] in the SEL field (You must make a selection to see payment status)
Action: [5] Payment
[Send]

For instructions on Payment Inquiry, go to Payment Inquiry in this documentation.

To see Req-Detail
Find the order you wish to see in detail.
[X] in the SEL field (You must make a selection to see requisition detail)
Action: [6] Req-Detail
[Send]

For instructions on Requisition Inquiry, go to Requisition Inquiry in this documentation.

To return to the Order/Payment Inquiry Selection Menu:
Action: [2] Quit
[Send

Order Detail

From the Order Inquiry Status Screen, yo may select Action 4, Order-Detail, to display detailed information for each order on a specific requisition. Each order detail entry will display requisition number, vendor information, payment terms and item information.

To select the Order Detail Screen from the Order Status Screen:
Find the order for which you want more detail.
[X] in the SEL field. (You must make a selection to see detail.)
Action: [4] Order-Detail
[Send]

The Order Detail Screen will appear as shown below.

To display additional items on an order:
Action: [3] Next-Item
[Send]

To display the next order for the same requisition:
Action: [4] Next-Order
[Send]

To see payment activity for the displayed order:
Action: [5] Payment
[Send]

For instructions on Payment Inquiry, see the Payment Inquiry section of this documentation.

To exit Order Detail Screen and return to the Order Status Screen:
Action: [2] Quit
[Send]

To exit Order Detail Screen and return to the Order/Payment Inquiry Selection Menu:
Action: [7] Inq-Exit
[Send]

Payment Inquiry

From the Order/Payment Inquiry Selection Menu you may select Action 5, Payment Inquiry, to see payment status, invoce detail, and accounting detail.

Selection Keys for Payment Inquiry
The search for payments can be narrowed by entering the selection keys shown to the right of Action 5, Payment Inquiry. The selection keys available for Payment Inquiry are:

Budget Number: You will see all the payments entered for that budget starting with the most current payments.
Budget Number and Starting Requisition: You will see all payments entered for that budget beginning with the spedcified requisition number and follow from there.
Requisition Number: You will see payment information for that particular requisition.
Document Sequence Invoice Number (DOC SEQ INV NO): You will see payment information for that particular document sequence invoice number.

To see the Payment Status Screen from the Order/Payment Inquiry Selection Menu:
"selection keys"
Action: [5] Payment Inquiry
[Send]

To see the next page of payments:
Action: [3] Next-Page
[Send]

To see invoice information from the Payment Status Screen:
Find the payment for which you want invoice information.
[X] in the SEL field. (You must make a selection to see invoice detail.)
Action: [4] Invoice
[Send]

For instructions on Payment Invoice Detail, see the Payment Invoice Detail page of this documentation.

To see accounting information for a payment:
Find the payment for which you want invoice information.
[X] in the SEL field. (You must make a selection to see invoice detail.)
Action: [5] Accounting
[Send]

For instructions on Payment Accounting Detail, see the Payment Accounting Detail page of this documentation.

To see order information for a payment:
Find the payment for which you want invoice information.
[X] in the SEL field. (You must make a selection to see invoice detail.)
Action: [6] Order
[Send]

For instructions on Order Inquiry, see the Order Inquiry page of this documentation.

To exit Payment Status Screen and return to the Order/Payment Inquiry Selection Menu:
Action: [2] Quit
[Send]

Payment Invoice Detail

From the Payment Status Screen, you may select Action 4, Invoice, to display detailed information for an invoice paid for a particular order. Each payment invoice detail entry will display requisition number, vendor information, check and/or document sequience invoice information, and item information.

To select the Payment Invoice Detail Screen from the Payment Status Screen:
Find the payment for which you want invoice information.
[X] in the SEL field. (You must make a selection to see invoice detail.)
Action: [4] Invoice
[Send]

To see additional items
Action: [3] More-Items
[Send]

To see the next invoice of this order:
Action: [4] Next-Invoice
[Send]

To see accounting information about an invoice:
Action: [4] Accounting
[Send]

For instructions on the Payment Accounting Detail Screen, see the Payment Accounting Detail section of this documentation.

To return to the Payment Status Screen:
Action: [2] Quit
[Send]

For instructions on the Payment Inquiry, see the Payment Inquiry section of this documentation.

To return to the Order/Payment Inquiry Selection Menu:
Action: [7] Inq-Exit
[Send]

Payment Accounting Detail

From the Payment Status Screen you may select Action 5, Accounting, to display detailed accounting information for each invoice for a payment. Each payment accounting detail entry will display requisition number and vendor information, as well as summary or total information for amounts paid to the vendor and charged to a particular budget.

To select the Payment Accounting Detail Screen from the Payment Status Screen:
Find the payment for which you want accounting detail.
[X] in the SEL field. (You must make a selection to see accounting detail.)
[Send]

To see the next account line for a payment:
Action: [3] Next-Line
[Send]

To see the accounting detail for the next invoice:
Action: [4] Next-Invoice
[Send]

To see invoice detail for this account line:
Action: [5] Invoice
[Send]

For instructions on Payment Invoice Detail, see Payment Invoice Detail section of this documentation.

To return to the Payment Status Screen::
Action: [2] Quit
[Send]

For instructions on Payment Inquiry, see Payment Inquiry section of this documentation.

To return to the Order/Payment Inquiry Selection Menu:
Action: [7] Inq-Exit
[Send]

PAS-Table of Contents:

About the Admin Systems:

The Order/Payment Inquiries