UPS' Internal Orders Quick Reference Guide

A Brochure-type Quick Reference Guide is available as an MS-Word® document.

Creating an Internal Blanket Requisition using one Category per Cost Center

Type IREQ in the Command field; tab to the Action field and type ‘A’ (Add); press ‘Enter’.
Type a Req Type of ‘IB’ in the Req Type field and press ‘Enter’.
In the Req Amount field type the dollar amount of the requisition. (In most cases of blankets this amount will be $1.00, unless you wish to encumber more)
In the Vendor ID field press PF1. Now press ‘Enter’ and a list of internal vendors will be displayed. Tab to the internal vendor you are wanting to create the requisition for and press ‘Enter’. The vendor number will be displayed in the field.
The Customer ID field will be used if you are creating a blanket to Mailing Services or Printing Services and you have a mailcode and/or Dept ID number already setup for the distribution you are using. Also, if you have a ‘blanket’ workorder with another internal vendor you may enter it here.
Put in the name of the person to call for questions in the Requestor Field
Put in the phone number of the Requestor in the Telephone field.
Press PF1 and select the appropriate Ship to Address
Enter the cost center distribution for the blanket. (The total percentage must equal 100%).
Enter the Category for each cost center used.
The Reference ID is an optional field for use if you want to track the req by this ID.
Press ‘Enter’ to validate then Press PF8 to Next Screen.
Enter the amount you entered in the Req Amount field on Screen 1 in the first Service line.
Press ‘Enter’ to validate then Press PF10 to Save
Go to REQT to SUBMIT the internal requistion via TARGET for approval.

Below is an example of how the internal requisition will look using 1 cost center and 1 category: You will have a one line requisition which says "Services" on the line. The entire Req Amt is going to be encumbered under the "Postage" category. Screen 1
Go to screen 2 to validate data there UPOIREQ 1 DEMO Internal REQuisition - IREQ 03/08/01 10:54 Command: Action: A Req: : PO: 6096102 : TA: Req Type: IB ------------------------------------------------------------------------------ Action: A Requisition #: Type: IB (Internal Blanket) Screen 1 of 2 Requisition Status: P (In Process) Req Amount: 1.00 Tolerance: 999 % Vendor ID: 142750-01-001 Mailing Services Customer ID: 202 Requestor: Donna Carter Telephone: 8414 Ship to: BASI-002 Co Cost Center # Co Cost Center Name % Amount Category Pr 0102 02030-61-0000 Associate Vice-Chancellor f 100 Postage PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Reference ID: Expected Close Date: 12/31/2099 Dept Rep: DONNAC Donna Carter BU: AVCB Asso Vice Chan Busin Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt NextS Text

Below is an example of how the internal requisition will look using 1 cost center and 1 category: You will have a one line requisition which says "Services" on the line. The entire Req Amt is going to be encumbered under the "Postage" category. Screen 1

Go to screen 2 to validate data there
 UPOIREQ 1 DEMO            Internal REQuisition - IREQ           03/08/01 10:54
 Command:       Action: A  Req:         :      PO: 6096102 :        TA:
 Req Type: IB
------------------------------------------------------------------------------
Action: A Requisition #:         Type: IB (Internal Blanket)     Screen 1 of 2
                                          Requisition Status: P  (In Process)
                              Req Amount:          1.00       Tolerance: 999 %
Vendor ID:  142750-01-001  Mailing Services


                                                    Customer ID: 202
Requestor: Donna Carter         Telephone: 8414              Ship to: BASI-002

  Co Cost Center #   Co Cost Center Name         %       Amount    Category Pr
 0102 02030-61-0000 Associate Vice-Chancellor f 100                Postage




PO Effective Date: 02/01/2001                   Expiration Date:     06/30/2001
Reference ID:                                   Expected Close Date: 12/31/2099
Dept Rep: DONNAC   Donna Carter              BU: AVCB  Asso Vice Chan Busin

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
        Help  Suspd Quit     RStrt             NextS Text

**Screen 2**
All entries are valid, press PF10 to Save UPOIREQ 1 DEMO Internal REQuisition - IREQ 03/08/01 11:11 Command: Action: A Req: : PO: 6096102 : TA: Req Type: IB ------------------------------------------------------------------------------ Action: A Requisition #: Type: IB (Internal Blanket) Screen 2 of 2 Req Amt: 1.00 Co Center No 1 Co Center No Co Center No -------------------- 0102 02030-61-0000 1 Metered Mail 1.00 Postage 2 Expedited Services Postage 3 Bulk Mail Postage 4 Other Postage Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt PrevS Text Save
The PO will be setup using 1 line showing the description: "Services"

Screen 2

All entries are valid, press PF10 to Save
 UPOIREQ 1 DEMO            Internal REQuisition - IREQ           03/08/01 11:11
 Command:       Action: A  Req:         :      PO: 6096102 :        TA:
 Req Type: IB
------------------------------------------------------------------------------
Action: A Requisition #:         Type: IB (Internal Blanket)      Screen 2 of 2
Req Amt:        1.00    Co Center No 1     Co Center No       Co Center No
--------------------  0102 02030-61-0000
 1    Metered Mail
                1.00       Postage

 2    Expedited Services
                           Postage

 3    Bulk Mail
                           Postage

 4    Other
                           Postage



Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt      PrevS        Text  Save

The PO will be setup using 1 line showing the description: "Services"

Creating an Internal Blanket Requisition using Multiple Categories

Type IREQ in the Command field; tab to the Action field and type ‘A’ (Add); press ‘Enter’.
Type a Req Type of ‘IB’ in the Req Type field and press ‘Enter’.
In the Req Amount field type the dollar amount of the requisition. (In most cases of blankets this amount will be $1.00, unless you wish to encumber more)
In the Vendor ID field press PF1. Now press ‘Enter’ and a list of internal vendors will displayed. Tab to the internal vendor you are wanting to create the requisition for and press ‘Enter’. The vendor number will be displayed in the field.
The Customer ID field will be used if you are creating a blanket to Mailing Services. You will need to put your mailcode in this field that has already been setup with Mailing Services for the cost center distribution you are using.
Put in the name of the person to call for questions in the Requestor Field
Put in the phone number of the Requestor in the Telephone field.
Press PF1 and select the appropriate Ship to Address
Enter the cost center distribution for the blanket. (The total percentage must equal 100%).
Enter the Category that will most be used for each cost center used.
The Reference ID is an optional field for use if you want to track the req by this ID.
Press ‘Enter’ to validate then Press PF8 to Next Screen.
At this point you will make a determination as to how you want to categorize the services offered. For each service you want to re-categorize , press PF1 while cursor is on the category field and select the one you want to use. PLEASE NOTE: As soon as you have one other service line that has a different category on it, you will have a multiple line requisition.
You must also make a determination of how you want to distribute the Req Amount. You can put the entire amount on 1 line or distribute it between the lines that have a different category. If you only setting up the blanket for $1.00, you need only put the $1.00 on one of the lines.
Press ‘Enter’ to validate then Press PF10 to Save
Go to REQT to SUBMIT the internal requistion via TARGET for approval.

Below is an example of what Screen 2 would look like if you chose to distribute your internal requisition to Mailing Services to different Categories. In this example all lines will be categorized differently. The entire Req Amount is going to be encumbered under the "MailMetr" Category.
All entries are valid, press PF10 to Save UPOIREQ 1 DEMO Internal REQuisition - IREQ 03/08/01 14:10 Command: Action: A Req: : PO: : TA: Req Type: IB ------------------------------------------------------------------------------ Action: A Requisition #: Type: IB (Internal Blanket) Screen 2 of 2 Req Amt: 1.00 Co Center No 1 Co Center No Co Center No -------------------- 0102 02030-61-0000 1 Metered Mail 1.00 MailMetr 2 Expedited Services ExprMail 3 Bulk Mail BulkMail 4 Other Postage Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12- Help Suspd Quit RStrt PrevS Text Save
The PO will be setup using 4 lines showing the service line description on each line.

Below is an example of what Screen 2 would look like if you chose to distribute your internal requisition to Mailing Services to different Categories. In this example all lines will be categorized differently. The entire Req Amount is going to be encumbered under the "MailMetr" Category.

All entries are valid, press PF10 to Save
 UPOIREQ 1 DEMO            Internal REQuisition - IREQ           03/08/01 14:10
 Command:       Action: A  Req:         :      PO:         :        TA:
 Req Type: IB
------------------------------------------------------------------------------
Action: A Requisition #:         Type: IB (Internal Blanket)      Screen 2 of 2
Req Amt:        1.00    Co Center No 1     Co Center No       Co Center No
--------------------  0102 02030-61-0000
 1    Metered Mail
                1.00       MailMetr

 2    Expedited Services
                           ExprMail

 3    Bulk Mail
                           BulkMail

 4    Other
                           Postage
  Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-
           Help  Suspd  Quit   RStrt       PrevS       Text   Save

The PO will be setup using 4 lines showing the service line description on each line.

How to Copy an Internal Requisition

You will want to take advantage of the copy function when you are creating numerous internal requisitions using the same cost center, just changing the vendor and the categories. Once you have ‘added’ one internal requisition you can go back with an Action of ‘V’ to view it then copy it. Below are the steps:

Type IREQ in the Command field; tab to the Action field and type ‘V’ (View); Tab to the Req Number field and enter the Req Number for the internal requisition you just entered; Press "Enter".
You are now viewing the internal requisition you just entered...
Go back to the Action field and change from a ‘V’ to a ‘C’ (copy); Press ‘Enter’.
All fields are now highlighted. You may now change the information you want to change. You may follow the same process as you would if you were’adding’.
Once you have completed the modifications you want to make, press ‘Enter’ to validate then PF10 to save the internal requisition.
Go to REQT to Submit the internal requisition via TARGET for approval.

**Below is what REQT will look like when you use only one Category for each Cost Center.**
Enter values and press ENTER to validate UPOREQT 1 DEMO REQuisition Target Processing - REQT 03/09/01 12:48 Command: Action: S Req: R054063 : PO: : TA: ---------------------------------------------------------------------------- Action: S Req #: R054063 : Req Type: IB Status: G P In Process Requestor: Donna Carter Tolerance: 999 % Req Amount: 1.00 Telephone: 8414 Freight Amount: Vendor: 142750-01-001 Tax Amount: Mailing Services Total Amount: 1.00 ---- CCC Number --- ------------- CCC Name ----------------- CCC Amount 0102 02030-61-0000 1.00 Adv PO #: Hold Check for: PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Const: N MOF: Dept Rep ID: DONNAC BU: AVCB Asso Vice Chan Busin ================== 1 through 1 of 1 Line Items ======================== Line# --------- Description ------------ Quantity Unit Price Extension 1 Services 1.000 1.00 1.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt NextR Text Save CComm CCC

Below is what REQT will look like when you use only one Category for each Cost Center.

Enter values and press ENTER to validate
 UPOREQT 1 DEMO       REQuisition Target Processing - REQT       03/09/01 12:48
 Command:       Action: S  Req: R054063 :       PO:         :     TA:

 ----------------------------------------------------------------------------
Action: S Req #:  R054063 :      Req Type: IB     Status: G P        In Process
Requestor: Donna Carter          Tolerance: 999 % Req Amount:              1.00
Telephone: 8414                                   Freight Amount:
Vendor: 142750-01-001                             Tax Amount:
        Mailing Services                          Total Amount:            1.00
---- CCC Number ---   ------------- CCC Name -----------------      CCC Amount
 0102 02030-61-0000
 1.00
Adv PO #:                     Hold Check for:
PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Const: N  MOF:
Dept Rep ID: DONNAC                            BU: AVCB Asso Vice Chan Busin
==================   1 through   1 of   1 Line Items   ========================
  Line# ---------   Description  ------------  Quantity  Unit Price   Extension
     1 Services                                   1.000        1.00        1.00

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
     Help  Suspd Quit    DCode RStrt           NextR  Text  Save  CComm  CCC

**This is what REQT will look like when you re-categorize even just one of the Services.**
Enter values and press ENTER to validate UPOREQT 1 DEMO REQuisition Target Processing - REQT 03/09/01 12:54 Command: Action: S Req: R054063 : PO: : TA: ---------------------------------------------------------------------------- Action: S Req #: R054063 : Req Type: IB Status: G P In Process Requestor: Donna Carter Tolerance: 999 % Req Amount: 1.00 Telephone: 8414 Freight Amount: Vendor: 142750-01-001 Tax Amount: Mailing Services Total Amount: 1.00 ---- CCC Number --- ------------- CCC Name ----------------- CCC Amount 0102 02030-61-0000 1.00 Adv PO #: Hold Check for: PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Const: N MOF: Dept Rep ID: DONNAC BU: AVCB Asso Vice Chan Busin ================== 1 through 4 of 4 Line Items ======================== Line# --------- Description ------------ Quantity Unit Price Extension 1 Metered Mail 1.000 1.00 1.00 2 Expedited Services 1.000 3 Bulk Mail 1.000 4 Other 1.000 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt NextR Text Save CComm CCC
The PO will be setup using 4 lines showing the service line description on each line.

This is what REQT will look like when you re-categorize even just one of the Services.

Enter values and press ENTER to validate
 UPOREQT 1 DEMO       REQuisition Target Processing - REQT       03/09/01 12:54
 Command:       Action: S  Req: R054063 :       PO:         :     TA:

 ----------------------------------------------------------------------------
Action: S Req #:  R054063 :      Req Type: IB     Status: G P        In Process
Requestor: Donna Carter          Tolerance: 999 % Req Amount:              1.00
Telephone: 8414                                   Freight Amount:
Vendor: 142750-01-001                             Tax Amount:
        Mailing Services                          Total Amount:            1.00
---- CCC Number ---   ------------- CCC Name -----------------      CCC Amount
 0102 02030-61-0000
 1.00
Adv PO #:                     Hold Check for:
PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Const: N  MOF:
Dept Rep ID: DONNAC                            BU: AVCB Asso Vice Chan Busin
==================   1 through   4 of   4 Line Items   ========================
  Line# ---------   Description  ------------  Quantity  Unit Price   Extension
     1 Metered Mail                            1.000        1.00           1.00
     2 Expedited Services                      1.000
     3 Bulk Mail                               1.000
     4 Other                                   1.000

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
     Help  Suspd Quit  DCode RStrt             NextR Text   Save  CComm  CCC

The PO will be setup using 4 lines showing the service line description on each line.

Quick Reference Guide to Creating and Submitting Internal Blanket Requisitions

Internal Requisitions will be turned into Purchase Orders. Purchase Orders will replace the current process of creating and maintaining Signature Authorization Sheets.

Each internal vendor has specific services defined. You have the option of categorizing these services all under the same category (therefore creating a one line PO) or of assigning different categories based on the type of service offered. (As soon as you categorize just one service line differently you will be creating a multiple line PO.)

Who are our Internal Vendors and what Services can be Categorized?

Internal Vendor	Services
Physical Plant	Building Materials & Labor
	Vehicle Rental
	Rental of Special Setup Equipment
	Vehicle Parts Labor & Fuel
	Supplies & Misc items
Computing Services	Computer Repair
	Software
	Networking
	Other Services
Telephone Service	Long Distance
	Line & Equipment
	Cell Phones & Misc
Gas Cylinder Management	Gas Cylinder Rental & Demurrage
Printing Services	Printing
	Copying
	Satellite
Mailing Services	Metered Mail
	Expedited Services (UPS, Airborne etc)
	Bulk Mail
	Other
U of A Bookstore	Books
	Supplies
	Software
	Computer Parts and Supplies
	Miscellaneous
U of A Computer Store	Computer Hardware
	Software
	Computer Parts and Supplies
	Miscellaneous

Complete User Documentation can be found at: http://www.uark.edu/basis