Amending/Cancelling a SCPRS entry

Purpose: Demonstrate how to create an amendment to a SCPRS entry in FI$Cal; including an entry that needs to be cancelled.

Scenario: A PO has been created using your department's business processes, and it has since been recorded in FI$Cal SCPRS. However, you have found that some information needs to be corrected, so you must update the entry.

Role: Department SCPRS Processor

Steps:

1. Begin by navigating to the FI$Cal SCPRS Data Entry page.

    

   Click the Main Menu button.

   Step 1

2. Click the FI$Cal SCPRS menu.

   Step 2

3. Click the FI$Cal SCPRS Data Entry menu.

   Step 3

4. The Find an Existing Value and Add a New Value tabs are usually shown together in FI$Cal.

    

   The Find an Existing Value tab is used to locate SCPRS entries already created by your department.

    

   The Add a New Value tab is used to create a SCPRS entry in FI$Cal. In this scenario, the Find an Existing Value tab will be used.

   Step 4

5. Click the Find an Existing Value tab.

   Step 5

6. You could use the Purchase Document # field to refine the search results and help you locate the specific SCPRS entry if you knew the document number.

    

   In this scenario, you will search for the Purchase Document #.

   Step 6

7. Click the Search button.

   Step 7

8. Click the 084001PO2212 link.

   Step 8

9. The SCPRS Entry page is displayed showing the details of the selected entry.

   Step 9

10. From here it is possible to change any of the information fields on the entry. However, when altering certain fields, you will be required to document a Change Order Reason for each change made.

     

    Note: When necessary, FI$Cal will prompt you to provide a Change Order Reason for the change you made.

    Step 10

11. For each update, a Change Order number will be recorded and tracked here.

    Step 11

12. Begin by creating the desired updates to the fields.

    Step 12

13. Click the Look up Buyer Contact button.

    Step 13

14. Click the Yatish Bhandari link.

    Step 14

15. After selecting a new Buyer Contact, save the changes.

    Step 15

16. Click the Vertical Scrollbar.

    Step 16

17. Click the Save button.

    Step 17

18. After saving, a warning message displays that a Change Order Reason must be documented for this update.

    Step 18

19. Click the OK button.

    Step 19

20. Use the Change Order Reason field to provide justification for the update.

    Step 20

21. Click the Look up Change Order Reason button.

    Step 21

22. Click the Other reason link.

    Step 22

23. Next, save the entry again in order to record the Change Order Reason you just provided.

    Step 23

24. Click the Vertical Scrollbar.

    Step 24

25. Click the Save button.

    Step 25

26. Notice that the Change Order value is now updated to "1" stating that this was the first change order created for this entry.

     

    After creating more updates, you will need to provide additional Change Order Reasons, which will be tracked here in the Change Order field.

    Step 26

27. Proceed to make additional updates to the entry.

    Step 27

28. Click the Look up Vendor ID button.

    Step 28

29. In this scenario, select another vendor for this entry.

    Step 29

30. Click the CACOURTCLE-001 link.

    Step 30

31. Next, create another Change Order Reason for this update.

    Step 31

32. Click the Look up Change Order Reason button.

    Step 32

33. Click the Vertical Scrollbar.

    Step 33

34. Click the SVC link.

    Step 34

35. Now save your newest changes.

     

    Click the Vertical Scrollbar.

    Step 35

36. Click the Save button.

    Step 36

37. Note that the Change Order value is now updated to "2" and the most current Change Order Reason code is displayed.

    Step 37

38. Continue making updates and creating Change Order Reasons to go along with them.

    Step 38

39. Click the Choose a date button for the End Date.

    Step 39

40. Click the desired date.

    Click the 10 link.

    Step 40

41. Click the Look up Change Order Reason button.

    Step 41

42. Click the Vertical Scrollbar.

    Step 42

43. Click the TIME link.

    Step 43

44. Click the Vertical Scrollbar.

    Step 44

45. Click the Save button.

    Step 45

46. If the purpose of this amendment is to cancel the SCPRS entry, the following steps must be done.

    Step 46

47. All the Fiscal Year Total chartfields must be blank.

    Step 47

48. All Lines should be changed to reflect a Quantity of 1 and 0.00 in the Amount field.

    Step 48

49. Click the Vertical Scrollbar.

    Step 49

50. Again, the Change Order value is updated to reflect the most recent change.

    Step 50

You have successfully completed the "Amending/Cancelling a SCPRS entry" topic.

Key Takeaways:

- Amendments to SCPRS entries can be created

- Change Order Reasons must be documented reflecting the amendments made to certain fields

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