Topic 1 – Title



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Viewing Documents on Other Users’ Desktops

You can access a document on another user’s desktop by using the Locate feature. Depending on your access rights, you may be able to view a document, but you can never modify a document that is located on someone else’s desktop. When you open a document that resides on another user's desktop using the Locate feature, it appears to you as if you have opened the document on your desktop. For example, if you have Read Access to a document, you will be able to view the document, but you will not be able to change it. You are only allowed to modify a document that is on your desktop. If, however, you do not have Read Access, you will be able to see the document’s icon but you will not be able to view its contents.

To find out your access to a document, use the Properties feature covered in the last section.

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Common Functionality in Procurement Desktop

There are many functions and features that extend across the modules in Procurement Desktop. Many of these functions can be accessed at any time throughout the procurement process. These features and functions include:

• Procurement Desktop Main menu

• Procurement Desktop Toolbar

• Locate

• Properties

• Preferences

• Containers

• Alerts

• Electronic Notepad

• Attachments

• Export

• Import

• Online Help

• Online Reports

Note: We discussed the Procurement Desktop Main menu and Toolbar, the Locate feature, and the Properties feature in the last section.

Let’s look at the Preferences feature.

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Preferences

Preferences are a group of options that define the default settings for your desktop. By setting your preferences, you can specify that Procurement Desktop:

• Asks for confirmation before exiting,

• Automatically saves your configuration before exiting,

• Notifies you when new items are placed in your inbox,

• Checks your Inbox for new items at specified intervals,

• Automatically forwards your mail to another user, and

• Changes your password.

Let’s look at the Preferences window.

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Preferences Menu

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To Open the Preferences Window:

Step 1 Select the “Utilities” menu from the Main menu.

Step 2 Select the “Preferences” option from the Utilities menu.

The Preferences window opens.

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Preferences Window

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Preferences Window

The Preferences window has three group boxes, USER DATA, NEW PASSWORD, and USER DEFAULTS. These group boxes allow you to set up your own specific desktop preferences. Each group box will be discussed in turn.

Note: For this course we will leave the Preferences window as is.

The USER DATA group box allows you to enter telephone, fax, and email address information.

The NEW PASSWORD group box allows you to enter a new Procurement Desktop password. Note: when your System Administrator assigns you a password, you may change it using the Preferences window. You must type in your old password in the OLD PASSWORD field. You must then type your new password in the NEW PASSWORD field, then confirm it by typing it again in the VERIFY PASSWORD field.

The USER DEFAULTS group box allows you to set various Procurement Desktop default values.

CONFIRM TO EXIT checkbox indicates that, if selected, Procurement Desktop displays a dialog box asking for verification that you want to exit Procurement Desktop before it logs you out.

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Preferences Window

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Preferences Window

SAVE CONFIGURATION check box specifies that, when selected, your configurations will be saved when you exit Procurement Desktop.

Notification for new items in Inbox checkbox specifies that, when selected, Procurement Desktop will display a message whenever new items are placed in your Inbox.

Check for new Mail every [ ] minutes checkbox specifies the intervals at which the Desktop will check your Inbox to determine whether you have new mail. Note: Setting this to “0” minutes will turn this feature off.

Forward Mail to: drop-down list box displays a list of all Procurement Desktop users to whom you can forward your Inbox. This is an important feature if you will be out of the office and want your mail, including documents to be approved, to be forwarded to the selected user’s Inbox.

DEFAULT WEB CABINET: drop-down list box displays all of your desktop cabinets. Only one cabinet can be accessed from PD Web, Procurement Desktop on the Web. This drop-down list box allows you to select the cabinet you wish to access while you are using PD Web.

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Preferences Window

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Preferences Window

DEFAULT DELIVER TO AND REQUESTING OFFICE ADDRESS: allows you to select an address to default on all documents you create. This address will default in the DELIVER TO and REQUESTING OFFICE address fields. To select an address, click on the button. This will launch the Organization Search window. The Organization Search window is used frequently in Procurement Desktop. It is discussed in detail in Topic 2: Working with Purchase Requests in the General Procurement course.

We have finished reviewing the Preferences window.

To Close the Preferences Window:

Step 1 Click on the button.

The Preferences window closes and you return to your desktop.

Let’s look at the containers available in Procurement Desktop.

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Containers

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Containers

As we mentioned earlier, containers are used in Procurement Desktop to manage documents. These containers include:

• Cabinets,

• Folders,

• an Inbox, and

• an Outbox.

You organize documents on your desktop in the same way that you organize information in your office, with the use of cabinets and file folders. Generally, cabinets contain folders that, in turn, contain documents. The Inbox and Outbox are used to send, route, and receive documents.

Procurement Desktop gives you the flexibility to store your documents and actions in any configuration that makes sense to you. You can create as many folders and cabinets as you need. You can delete them whenever you want, as long as they are empty. You cannot delete a cabinet if it contains a folder or a document. You decide which documents to put in which folders, and in which cabinet to put the folders in.

Let’s look at how to create a new cabinet.

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Cabinets

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To Create Cabinets:

Step 1 Select the “File” menu option from the Main menu.

Step 2 Select the “New” sub-menu option from the File menu.

Step 3 Select the “Cabinet” option from the New sub-menu.

The New Cabinet dialog box appears asking for the name of the cabinet. You must enter a name, as there is no default name for the cabinet.

Note: For optimal performance, please limit the number of cabinets to four or five.

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New Cabinet Dialog Box

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To Complete the New Cabinet Dialog Box:

Step 1 Type “Work Completed” in the text box.

Step 2 Click on the button.

The “Work Completed” cabinet opens on your desktop.

At this point, you can create folders for your cabinet, and/or move items into it. When you create a folder, it will be created in your open cabinet.

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Folders

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Folders

A folder is an object used to organize multiple files or documents that are related in some way. For example, you could create a folder called "May Documents" to hold all documents that you created or received in May.

To Create a Folder in the Open Cabinet:

Step 1 Select the “File” menu option from the Main menu.

Step 2 Select the “New” sub-menu option from the File menu.

Step 3 Select the “Folder” option from the New sub-menu.

The New Folder dialog box appears asking for the name of the folder. The default name of the folder is “UnNamed – 1”.

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New Folder Dialog Box

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May Documents Folder

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To Complete the New Folder Dialog Box:

Step 1 Type “May Documents” in the text box.

Step 2 Click on the button.

The folder “May Documents” is shown in the open cabinet on your desktop. Along with the folder icon and name, Procurement Desktop displays the date and the time the folder was created, as well as your User Id.

At this point you would click on the documents you received or created in May and drag them into your new folder. Since you don’t have any documents yet, let’s delete the folder we just created.

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Deleting Objects

You can delete objects on your desktop, provided you have the correct access. This means that if you look at the Properties for an object, the DELETE PRIV checkbox is selected. To review the Properties feature, refer to pages 97-105.

Containers, such as folders and cabinets, can only be deleted when they are empty. Therefore, in order to delete the “Work Completed” folder, we would have to delete its contents, namely the “May Documents” folder.

Let’s delete the “May Documents” folder on your desktop.

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Delete

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Confirmation Dialog Box

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To Delete a Folder:

Step 1 Highlight the “May Documents” folder by clicking on it once.

Step 2 Either click on the delete button on the toolbar or select the “Delete” option from the File menu.

A dialog box appears asking you to confirm that you want to delete the object.

Step 3 Click on the confirmation message. The “May Documents” folder is deleted.

Note: There is no UNDO function to bring a container back once it is deleted

To delete the “Work Completed” cabinet, follow the same steps as you did for deleting a folder. Instead of highlighting the folder, highlight the “Work Completed” cabinet before selecting the “Delete” option from the “File” menu.

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Sorting a Cabinet

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Sorting a Cabinet

You can sort the contents of a cabinet or folder by clicking on the column heading you wish to sort by at the top of the window.

To Sort the Contents of a Cabinet:

Step 1 Open the “PSB6(((’s” cabinet by double-clicking on it.

Notice the order of the items within the cabinet. The items are currently sorted by Type.

Step 2 Click on the NUMBER column heading.

The objects in the cabinet are now sorted by number.

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Renaming a Document

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Renaming a Document

If necessary, Procurement Desktop allows you to rename an unapproved document. In order to rename a document, you must:

• Select the document,

• Open the Rename dialog box from the File menu,

• Enter the new name, and

• Save the change.

To Rename a Document:

Step 1 Open the “PSB6(((” cabinet by double-clicking on it.

Step 2 Open the “Office Furniture” folder by double-clicking on it.

Step 3 Select the Purchase Request called “Furniture” by clicking on it once.

The document will be highlighted as shown in the screen on the opposite page. Let’s open the Rename dialog box.

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File Menu

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To Open the Rename Dialog Box:

Step 1 Select the “File” menu option from the Main menu.

Step 2 Select the “Rename…” option from the File menu.

The Rename dialog box opens.

Note: Whenever you choose a menu command followed by an ellipse – “Rename…” (e.g., the Rename, Locate, and Properties commands in the File menu), a dialog box opens to prompt you for additional information.

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Rename Dialog Box

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To Complete the Rename Dialog Box:

Step 1 In the TO field, type “Computer Desk” in the text box.

Step 2 Click on the button.

The document will be renamed to “Computer Desk”.

Note: You cannot close the Rename dialog box until you click on either the button (saves your changes) or the button (stops any changes from taking place).

Step 3 Close the Office Furniture folder.

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Team Cabinets

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Team Cabinets

A team is a group of users that can have purchasing actions assigned to them as a whole. The team shares a cabinet that is placed on the desktop of all team members. All team cabinets are gray instead of yellow. The cabinet contains all documents relating to each of the team's purchasing actions. Your System Administrator sets up teams and team cabinets.

The following rules apply to teams:

• Each member of the team can perform any purchasing activities necessary on the documents in the team cabinet.

• If one user removes a document from the team cabinet, that document is automatically removed from the team cabinet of every member’s desktop.

• If any member of the team puts a document into the cabinet, it appears in the cabinet on every member's desktop.

• Documents can be sent or routed to a team.

• You cannot remove a team cabinet from your desktop.

• Only one member of the team can use a given document at one time.

• Only one member of the team can open a given document at a time.

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Team Cabinets

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Team Cabinets

Each team has a designated team leader. When a document is sent to a team, the team leader receives it in his or her Inbox. Documents may be sent to other users for approval. This will be discussed in greater detail in Topic 3: Routing and Approving Documents in the General Procurement course and in Topic 3: Approving an Invoice in the Payables course.

Only one member of the team can use a given document at one time. For example, if you try to create an award document that is already being created by another team member, Procurement Desktop informs you that the object is already being created and does not let you create the Award. Also, if a team member has a document open, then you or another team member cannot open the document at the same time. You can open the document once your team member has closed it or you can open a read-only version of the document. The screen view on the opposite page shows the dialog box that appears if you attempt to open a document already open by another team member.

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Alerts

When working on your desktop, you can create Alerts to remind yourself or other users of things to do in the future (e.g., important meetings or tasks to accomplish before the end of the day). At the specified time, Procurement Desktop brings up an Alert Manager window with a summary of the alerts that are 'active' on your desktop. You can then review the alert message and either save it or delete it.

The system may also create alerts. For example, when the automatic document matching functionality locates an Invoice on your desktop that needs to be processed, you will automatically be sent an alert.

Let’s create an alert.

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Create Alert Menu

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To Create an Alert:

Step 1 Select the “Utilities” menu option from the Main menu.

Step 2 Select the “Alerts” sub-menu option from the Utilities menu.

Step 3 Select the “Create…” option from the Alerts sub-menu.

The Create Alert window opens.

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Create Alert Window

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To Create an Alert:

Step 1 Complete the following fields with the corresponding information:

MESSAGE Required. This is the message that will be displayed in the Alert. Type “Team Meeting”.

USER Required. This indicates which users are to receive your alert message.

To Complete the USER field:

Step 1 Select your User Id from the NAME list box by clicking on it once.

Your User Id will be highlighted.

Note: If multiple users should receive the alert, hold down the "CTRL" key on your keyboard as you select their User Id’s.

Step 2 Click on the button.

This moves your user name to the USER list box.

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Create Alert Window

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To Add Another User:

Step 1 Select the User Id of the person sitting on your right from the name list by clicking on it once.

Step 2 Click on the button.

This moves the selected user name to the User list box.

To Remove a Name From the USER List Box:

Step 1 Click your User Id in the USER list box. You do not want to receive your own Alert.

Step 2 Click on the button.

Your user name will be removed. You will not receive the alert that you just created. It will go to the person on your right.

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Create Alert Window

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Alert Window

TIME Required. This is the future time when you want the Alert message sent. Today's date is the default date. The current time is the default time.

Note: You can change the day, month, year, hours, or minutes separately by clicking once on the portion of the date you want to change, and then use the scroll buttons to increase or decrease the numbers.

To Change the TIME Field:

Step 1 Click on the minutes portion of the TIME field.

Only the minutes field should be highlighted.

Step 2 Click on the button to increase the number of minutes by “2”.

This means that you will send the alert in two minutes.

To Save the Alert:

Step 1 Click on the button.

The Alert window closes.

Note: You should receive an alert from the person on your left in two minutes.

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Alert Manager

When the time comes for the alert to become 'active,' the Alert Manager window notifies each recipient. Alerts are displayed in the Alert Manager window until you delete them. You must open the Alert Manager window in order to review and delete alerts.

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Alert Manager Menu

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To Access the Alert Manager Window:

Step 1 Select the “Utilities” menu option from the Main menu.

Step 2 Select the “Alerts” sub-menu option from the Utilities menu.

Step 3 Select the “Alert Manager” option from the Alerts sub-menu.

The Alert Manager window opens. The Alert Manager window lists a summary of all alerts. You can select an alert line and double-click on it to see the full alert message.

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Alert Manager Window

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To Review an Alert:

Step 1 Double click on alert “Team Meeting”.

The Alert window opens.

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Alert Window

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To Close the Alert:

Step 1 Click on the button in the top right corner of the Alert window.

The Alert window closes.

To Delete the Alert:

Step 1 Highlight the “Team Meeting” Alert from the Alert Manager window by clicking on it once.

Step 2 Click on the button.

A dialog box asking you to confirm the deletion opens.

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Dialog Box

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To Delete the Alert:

Step 1 Click on the button.

The dialog box closes and the alert is deleted.

To Close the Alert Manager Window:

Step 1 Click on the button.

The Alert Manager window closes.

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Electronic Notepad

The Electronic Notepad, also known as the “Yellow Sticky Note”, is the electronic version of the sticky notes you use in your office.

You can create notes, and attach these notes to objects on your desktop. When the object is opened, the note will appear first. Notepad entries will be saved in their original form. An unlimited number of notes can be attached to each object. Every notepad entry will be given a date and a Procurement Desktop user stamp (User Id of the creator) for easier referencing. These features will provide the Commonwealth with an audit trail of notepad entries that can be referenced in the future, as necessary.

Let’s create a note on a document in the “psb6(((’s” cabinet.

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Note Menu

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To Create a Note:

Step 1 Select the Award/Contract, “New Desk” in the “psb6(((”’s cabinet by clicking on it once.

Step 2 Select the “File” menu option from the Main menu.

Step 3 Select the “Note...” option from the File menu.

The Note window appears.

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Note Window

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Note Window

Notice that the title bar of the note contains the name of the document to which the note will be attached.

To Complete the Note Window:

Step 1 Type “ This new desk should be placed in room 345 of the Capital Annex building.” in the text box.

Step 2 Click on the button.

The Note window closes. The note is attached to the item and will appear the next time the item is opened.

Note: Once a note leaves your desktop with a document, it becomes read-only and cannot be deleted.

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Note Icon in Document Window

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Note Icon

There is a yellow note icon 'attached' to the top left corner of the document's icon. This indicates that there is a note attached to the document. When you open a document that has a note attached to it, the notepad is the first thing to appear. You will need to close the notepad to view the document.

To Review a Note:

Step 1 Double click on the Award/Contract, “New Desk”.

The Note window opens in the front of your desktop while the document opens in the background.

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Note Window in Document

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Note Window

There can be multiple notes for a document. You can see the number of notes by the indicator in the top left corner, “Note 1 of 1”. You can scroll through the notepad entries using the button or the button.

The user can go directly to the first notepad entry by using the “first” and the “last” buttons located on the notepad entry.

Let’s close the note and the Award/Contract document.

To Close the Note and the Award/Contract:

Step 1 Click on the button on the note.

The note closes.

Step 2 Close the Award/Contract using either the keyboard or the menu option we discussed previously. If necessary, review the close command on pages 58 – 61.

The Award/Contract closes and you return to the active cabinet on your desktop.

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On-line Help

Procurement Desktop’s online help offers a quick way to find information, such as how to perform a particular task, or the purpose of a specific window. Within a help topic there may also be one or more jumps where you can click to display a new help topic or to display more information on the current topic.

There are two ways you can access help:

1. Using the Help menu.

2. Using Context Sensitive Help.

The Help menu provides general help information and allows you to search by topic or word. Conversely, the Context Sensitive Help provides specific information about the current window. It will take you directly to the help topic for the current window so you do not have to search for it.

Note: You can receive help via the online help facility at any point when using Procurement Desktop.

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Help Menu

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To Access Help Via the Help Menus:

Step 1 Select the “Help” menu option from the Main menu.

Step 2 Select the “Procurement Desktop…” option from the Help menu.

The Procurement Desktop Online Help Guide appears with the Procurement Desktop Functions window active.

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Help Window

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To Access the Help Topics Window:

Step 1 Click on the button at the top of the screen.

The Help Topics window opens.

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Help Topics Window

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Help Topics Window

The CONTENTS tab provides a general guide to information contained in the online help.

The INDEX tab provides an index of all information in the online help.

The FIND tab allows you to do a keyword search for help information. Type the first few letters of the word you are trying to find.

To View a Help Topic on the CONTENTS Tab:

Step 1 Double-click on “Receiving” in the Contents menu.

The Receiving sub-menu appears.

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Help Topics Window

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To View a Receiving Help Topic:

Step 1 Double-click on “Receiving Report Window” in the Receiving sub-menu.

The Receiving Report Help window opens.

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Receiving Report Window

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Help Topics

Once you are in a help topic, you can scroll forward using the “>>” button or backward using the “ ................
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