Financial Records System (FRS)

Inter-Departmental Orders (On-Line)

Departments may place orders via the Financial Records System (FRS) to four Saint Louis University service departments: Printing Services, Facilities Services, Pius and HSC Libraries (pre-encoded copy cards for University departments), and Water Tower Inn. This first step in the process of automating all IDO (Inter-Departmental Order) transactions allows departmental users to place orders and pay invoices for goods and services provided by these departments using the 29X series of on-line requisitioning screens. The IDO requisitions appear on Approval List Screen 295 and follow the same departmental approval routing as purchase requisitions, with the service department (rather than Purchasing) as the final destination.

Please see the On-Line Purchase Requisition Quick Summary & Tips for detailed instructions on how to create an on-line requisition. Listed below are instructions specific to creating service department requisitions:

1) Open a session at Screen 290. At Screen 291, type R0 (R-zero) at the PR field. Tab to VEND and type one of the following department names: PRINTING SE (the first 11 characters of the Printing Services department name), FACILITIES, PIUS LIBRARY or HSC LIBRARY, or WATER TOWER (the first 11 characters of the Water Tower Inn department name). Press enter. (The “vendor” numbers for the University service departments begin with the letter “Y” followed by a 10-digit number.) Verify that CREATING A NEW DOCUMENT appears at the top of the screen.

2) At ACCOUNT NO., type the six-digit account number to be charged and the appropriate object code (no dashes): 3730 (Printing Services);3710 or 3712 (Facilities Services);3735 (Pius Library);3754 (HSC Library); or 368X (Business Meetings & Entertainment), 3934 (Recruitment), or 3935 (Employee Moving Expense) for Water Tower Inn. At PCT, type the percentage of the total order to be charged to this account. Percentages must add up to 100% on Screen 291. Account distribution options are listed below:

Example 1: Cost is distributed by percentage; no dollar amounts are entered (do not use percent sign):

Example 2: Cost is distributed by dollar amount and percentage (do not use dollar sign):

In this example, $75 will be charged to account # 2-11555-3730 and any amount over that to account #2-11999-3730.

Please note that the account number(s) must be entered at Screen 291. The purchase requisition option of entering the account number at the line item (on Screen 292 or 293) is not available with on-line IDO’s.

3) Enter the DELIVERY DATE (if applicable), DELIVER TO, and ATTN information.

Please note that your department must provide a precise delivery address, including building name and room number. (The Salus Center and Vista Avenue receiving dock locations are not acceptable.) Contact Financial Services if your department requires additional on-line requisitioning delivery location codes for service department deliveries.

Please provide the name and phone number of the contact person in your department.

4) At NOTES TO PURCHASING/VENDOR, type any special instructions to the service department. Press enter.

Instructions may include a note that the originals for a printing request will follow. Attach the PR (purchase requisition) number to the documents and forward them to Printing Services, Salus Center Ground Floor.

Copy cards ordered from Pius or the HSC Library will be mailed to the address shown on the requisition, unless indicated for pickup in NOTES TO PURCHASING/VENDOR. If for pickup, please indicate Pius or HSC Library in this section.

For reservations placed to Water Tower Inn, provide the e-mail address of the contact person in your department.

5) At Screen 292 or 293 enter the individual items to be ordered. As stated above, the account number may not be entered at Screen 292 or 293.

The UNIT PRICE is a required field. Contact the service department, if necessary, for a price estimate.

Please see below for instructions specific to each service department:

Printing Services:

Printing Services offers the following services/supplies: printing (including orders for business cards and confidential envelopes), toner cartridges, and copier paper. Please note that only one type of order may be placed per requisition. That is, a printing request and an order for copier paper may not be placed on the same requisition--two separate requisitions must be created. More than one item of the same type (e.g., two different print jobs) may be included on the same requisition.

Please note that it is the responsibility of the requesting department to generate an on-line IDO for business cards or toner cartridges ordered via the Printing Services web site, or confidential envelopes ordered via the Mail Services web site. The order will not be filled until Printing Services receives an on-line IDO. For business card web orders, include the order number (B------) in the description section on Screen 292 or 293 when completing the corresponding on-line IDO.

Facilities Services:

Facilities Services offers the following: building services, lock/key services, housekeeping services, office moves, and grounds services. Please note that a separate requisition must be provided for each service.

Please call 977-2955 for current pricing before placing an order for key/lock service. The request must include the key code as stamped on the key or the room number. For newly assigned keys, provide the name of the person receiving the key, social security number, and the room number.

Please contact Peter Pierotti at 977-7126 for a cost estimate before placing an order for moving services. Describe the items that need to be moved, the current location, where the items will be moved, and the preferred moving date.

Pius and HSC Library:

University departments may now place on-line orders for pre-encoded copy cards. Orders for copy cards are filled on Monday and Thursday for requests received by noon the previous business day (Wednesday or Friday). Orders received after the deadline will be filled the next scheduled delivery day.

Each copy card may be programmed up to a maximum of $99.99.

Water Tower Inn:

Please include the dates of the stay (arrival and departure dates), the number of rooms, the name(s) of the guest(s), the relationship of the guests to the University, and the hotel confirmation number.

Please provide the name, phone number, and e-mail address of the contact person in your department. Confirmation of the reservation is sent via e-mail to the contact person.

6) After all line items are entered, go to Screen 294 by either typing N at MORE LINES (Y/N) or 294 at the Screen field. Press enter. Verify that DOCUMENT HAS BEEN ACCEPTED message appears at the bottom of the screen.

Please note the system will create an IDO encumbrance that may be viewed on Screen 023 (Current Month Transactions) and Screen 021 (Open Commitments by Account). The encumbrance will remain open until the service department completes or finalizes the order.

7) See the On-Line Purchase Requisition Quick Summary & Tips for information on how to check the status of a requisition (Screen 296), approve a requisition (Screens 295 and 297), cancel a requisition (Screen 298), etc.

When the service department completes/finalizes the order, a charge will be recorded to the departmental account(s). The transaction will appear on Screen 023 with the PR number in the First Reference field and a journal entry control number (JXX-XXX) in the second reference field. The encumbrance will be liquidated (zeroed out) when the actual charge is recorded.

Please note that the service departments may change the UNIT PRICE, if necessary, after the requisition has been approved at the departmental and Commitment Office levels. Changes within 20% of the ordered amount will not require re-approval, and the actual charge will be recorded to FRS with no additional notification. Adjustments of greater than 20% will require re-approval by all levels.