The steps to using this new method are listed below. Please bear in mind that you still need to follow any procedures and practices required by your building principal in the creation of requisitions, ordering of items, specific budget accounts, prior approval, record keeping, etc.

Logging into system-

1. Open your Internet browser
2. From our Portal Page select "USAS-P.O.s" in the center box of the top row.
3. When the User Login box appears enter your user name (mo_yourname) and your password (this is the same password you use for e-mail and not the one you use for Progress Book or Novell).
4. Click the Login button

Creating a New Requisition (use the Tab key or the mouse to move from field to field)-
There are three parts to these instructions:

A- Completing Ordering Information

B- Entering Items to be Ordered

C- Completing and Posting the Requisition.

1. From menu in upper left corner of web page click New Requisition
2. The Requisition Form will appear on the right complete the following fields:
3. Requisition# - Type in your name for this requisition (for example I use TECH-001, TECH-002, etc.). This not the Purchase Order Number, Kim Price in Treasurer's Office will assign that. Vendor # - Type in the code number for the vendor you will be purchasing the item or service from. If you do not know this number click on the small binocular icon to the right and you can search a list of vendors to find the number, then click select to automatically enter that number. If you cannot find the vendor or you are using a new vendor, please contact Kim Price to have the vendor added to our list.
4. Vendor - After the vendor number has been entered and you press tab key this field will automatically fill with Vendor name and address. You cannot edit this field
5. Requested P.O. Date - This will automatically fill with today's date do not change this unless you need to have P.O. delayed (e.g. requisitioning an item in May to be ordered in June)
6. Terms - Is usually left blank unless there are special terms (e.g. "Must be paid in 15 days")
7. Deliver By Date - Usually left blank unless there are specific requirements
8. Deliver To Vendor # - (Ship To) This is whom the item should be shipped to, usually Mogadore High School. For HS delivery simply type "2" in this box and hit tab key the full address of HS will be placed in field below. If you would rather enter the entire field below manually, skip this field. Again you can use the binocular icon to look up codes for placed to be delivered.
9. Deliver To - (Ship To) This field is usually automatically filled in by previous field. You can also edit or add a specific name to existing address. You can also enter this field manually. (Again this is whom the item will be shipped to and not the vendor that item will be purchased from.)
10. Requisition Description - This field is usually left blank unless there are special instructions such as "check required to be sent with order", "do not send P.O. until end of month", etc. This is not where you list or describe the items being ordered.
11. Attention- Usually left blank or may contain name of particular sales person you are dealing with.

1. Click on the small blue + sign at bottom left of requisition
2. A new section of fields will open labeled Item #1
3. Quantity - Enter the number of units of item #1 that you would like to order. This field must be completed, use "1" if you are ordering a single item or a set of items that are grouped together
4. Unit- This describes how the items you are purchasing are sold. For individual items type "each", for items that are grouped choose an appropriate term (e.g. case, set, gross, pound, dozen, etc.).
5. Price- Enter the price per unit here not the total price (that will be calculated automatically for you based on Quantity and Price).
6. Description- This is the description of the item being ordered. Please include any part numbers, specific color or sizes, quotation numbers, special instructions, etc. (E.g. #4334 Computer Keyboard, black as per quotation # 14-M-22). Although all wording entered will appear on final P.O. only the first line will appear on Treasurer's reports. So always try and list item name first then the description (e.g. instead of "Green Size XXL Placket Collar Shirt" use "Shirts- Placket Collar, Green, Size XXL" or instead of "See Attached List" use "Books- See Attached List"). If there is a shipping cost that is not included in the price of items, when done entering items, please create an additional item with a quantity of "1" and the price of shipping. In description type "Shipping"
7. Budget Account to be used- This is a series of code numbers that describe which budget line item this purchase will be funded with. You may manually enter all the number codes or use the binoculars to find the proper account codes.
8. Completing Item- Once all information on item and account have been entered, click the little green check mark on the left to save that item's information.
9. After you have completed the first item you have four choices:

   1. Editing the item that you have just entered by clicking on the small pencil icon to the left of item

   2. Delete the item you have entered by clicking on the small scissors icon to left of item

   3. Add another item by clicking on the blue +

   4. Completing the entire requisition (see following steps below)

C- Completing and Posting the Requisition. ("Functions" at top of page)

1. Save Draft- If you are not able to complete all items for a requisition (e.g. you do not know the shipping costs, you need to add additional items later, you are not sure of quantity to order, etc.) you now have the option of saving your current work as a draft. It will not be converted to a P.O. and you can later recall the draft, complete it and submit it.
2. Load Draft- Allows you to resume work on draft saved as above.
3. Validate- When you have completed your full requisition always click the Validate button before posting. This will let you know if there are any errors in your requisition such as duplicated Requisition #, incomplete required fields, insufficient funds in accounts being used. You can then go back edit necessary fields. When done rerun Validate until all errors have been cleared.
4. Post- This actually completes the requisition and sends it to the Treasurer's Office to be convert to P.O. If you do not click this button your work will be lost and the requisition will not be posted!
5. Print- After clicking Post, you have option of printing the requisition. When you click Print button, a completed copy of the requisition will appear in a separate window. Then use your browser's print command (under the File menu) to print the requisition.
6. Please complete all building requirements- submission for approval, record keeping, etc. as per standing policies of your building/department.