Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

Revised: November 7, 2004

2-1

2 Access the Electronic SM and MC Forms Topics: PagesLaunching the Browser 2-2 Access the Electronic SM and MC Forms 2-3 System Buttons and Descriptions 2-8 Form Buttons and Descriptions 2-9 Form Terms 2-12 User Preferences 2-13 Sorting Features 2-14 Symbol Key

Helpful hints Notes

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

2-2

Revised November 7, 2004

Launch the Browser To launch your Internet browser: 1. Double click on the Internet browser icon (e.g. Netscape or Internet Explorer) If there is not a browser icon on your desktop, you can reach your browser from the Programs section of your Start menu.

Windows Desktop with Netscape Communicator and Internet Explorer Shortcut 2. To access the Electronic Forms home page, type the URL http://elf.umd.edu into your web

browser.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

Revised: November 7, 2004

2-3

Access the Electronic Small Dollar Procurement and Master Contract Form To access the Electronic Small Dollar Procurement and Master Contract form: 1. At the Electronic Forms home page, click Login.

The University of Maryland Common Login screen will open.

If you have already logged into another ARES application, you won’t need to

login again.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

2-4

Revised November 7, 2004

2. Type your Directory ID or University of Maryland UMID in the appropriate field.

Press the [Tab] key to proceed to the PIN field.

3. Type your PIN number in the PIN field.

4. Press the [Enter] key or click the Login button.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

Revised: November 7, 2004

2-5

5. Click on Access My Forms.

6. Click the New Form button.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

2-6

Revised November 7, 2004

The Available Forms box will open. This selection box provides the user with a selection of Electronic forms.

7. Click the appropriate form, Small Procurement Order or Procurement Master Order.

The system will open the form that is selected.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

Revised: November 7, 2004

2-7

Small Procurement Order Form

Procurement Master Order Form

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

2-8

Revised November 7, 2004

System Buttons and Descriptions Button Names Buttons Description

New Form This option allows you to access a list of available electronic forms that you may create. (Note: ‘Pre-Load to Addresses' - Default is 'Yes', which means when the new form is created it will load the addresses of previous recipients.)

Refresh This option reloads the folder tabs with new forms that have been sent since your last action.

View Form

This option allows you to view a selected form. Only one form can be selected.

History This option allows you to view the history of a form.

Remove This option allows you to remove all selected forms from folders. The forms are not deleted from ELF, but they are removed from the folders. Removed forms can only be accessed through use of the ‘Search’ option.

Print

This option allows you to print the selected form. Only one form at a time can be selected to print.

Filter

This option allows you to limit forms that are displayed within your ELF folders. You can filter by ‘Form Status’, ‘Form Type’ and/or ‘Date Range’. ‘Filter’ is only active for current session. To remove all filtered forms, select the ‘Remove All’ option. To remove the filter, select ‘Clear Filter’.

Search

This option allows you to search by ‘Form Type’, ‘Form ID’ (a.k.a. the JV number), ‘ELF ID’, or ‘Keyword’.

Clear This option allows you to clear all check boxes.

Preference

This option allows you to set preferences for your ELF box.

Help This option allows you to access resources for help.

Exit

This option allows you to exit ELF.

Inbox The 'Inbox' folder contains the forms that have been sent to you.

Status of Forms The 'Status of Forms' folder contains forms that have been sent by you.

Drafts The 'Drafts' folder contains forms that you are still working on. If you copy a form, the new form gets placed in 'Drafts'.

Templates The 'Templates' folder contains template forms. These are forms you have 'saved as templates'. Selecting a form from the 'Templates' folder allows you to edit the template and save it for future use. You will not be able to send it from the template folder. You must open a 'new form' using the 'open template'.

Search Results This option appears only after you perform a search. The search folder contains the results of your last search. It will remain active for your current session only.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

Revised: November 7, 2004

2-9

Form Buttons and Descriptions

Button Name

ICON Description

Send This button is used to route the ELF form to the department reviewing authority or to the Comptroller’s Office group (Accounts Payable).

Save This button allows the preparer to ‘save’ the ELF form to complete at a later date. This form will be saved in the preparer’s drafts folder. Recipients of ELF forms can also use this option to save any changes.

Check This button is used to check the form for any errors. The errors tab will list any errors that have been detected in the last form check. After correcting the errors, you will need to run the Check Form command to clear the error flag. For further details, you can click the image next to the field with the error.

Copy This function copies the present ELF form to the drafts folder. This function is used for repetitive forms so that users do not have to retype all data. The Template button creates a permanent copy of the form.

Delete This button removes the current ELF form from the drafts folder.

Print This button permits the user to ‘print’ the ELF form, using the Acrobat Reader.

Notes This button is used when the preparer would like to send a ‘sticky note’ to the recipient. This ‘sticky note’ will appear at the bottom of the system-generated email, when the form is sent. The note is temporary and will disappear when the form is finally approved.

Addressee This button allows users to add and remove addresses. The default search is to ‘Locate all users’ within the UM Human Resource system, by typing the first few characters of the user’s last name, followed by the first few characters of the user’s first name. You may also search for a group name, by clicking the radio button to the left of the words ‘Get all groups with names like’. To find a student, change the ‘UM Human Resource System’ drop-down box to ‘University Person System’.

Template This function allows the user to create a template of form. This is a beneficial feature when a vendor is used on a regular basis. The user does not have to recreate the form for each purchase and the system issues a new number each time.

Help This button gives the user additional assistance.

Exit The ‘exit’ button permits the user to exit the form. It is important to exit using this button, instead of the ‘x’ in the upper right-hand corner.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

2-10

Revised November 7, 2004

Button Name

ICON Description

Add Row To add transactions to the form the user must click “Add Row”. The “add transaction” window will open, allowing the user to begin.

Copy Row After the user has entered a transaction, click the next to the line number that is to be copied and click the “copy row” ICON.

Delete Row

If the user has entered a transaction and wishes to delete that line from the transactions, click the next to the line number that is to be deleted and click the “delete row” ICON.

Edit Row If the user has entered a transaction and wishes to make changes/edit that line, click the next to the line number that is to be edited and click the “edit row” ICON. The “Add Transactions” window will open, allowing the user to edit that entry.

Additional Reviewer Buttons

Button Name ICON Description Return The reviewer can return a form to the

sender for revisions. The form is still active when it is returned.

Reject The reviewer can reject a form back to the sender. A rejected form cannot be changed and re-sent. However, the user can copy the form and make changes or simply delete the form.

Note: Only the Comptroller’s Office can approve ELF Financial Forms for release into FRS.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

Revised: November 7, 2004

2-11

If a reviewer is one of several people to receive a form, and one of the other recipients is currently viewing the form, the second recipient who attempts to enter the form will only be able to open it in browse mode. To determine who has the form “locked” click the key underneath the server name

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

2-12

Revised November 7, 2004

Form Terms

Form Terms Icons Description

Form ID Form ID: M100185

or Form ID: C100100

The SM number begins with the letter "M" and the MC number begins with the letter "C". The numbers that follow the letter will be system generated. The icons shown to the left are examples.

Description Description Upon clicking on ‘Description’, a new window will appear, allowing the user to change the description of the form.

Send To

This field provides access to a list of addressees to whom the form will be sent. If the addressees have not been defined, they will not be available for retrieval from the drop box. The user must click on the blue words ‘Send To’ to access and define available addressees.

Vendor Information

Section

Go to the top of the form and click on the “PROWeb” button (a new Netscape window will open), click on “Data Retrieval” and then click on “Vendor Inquiry”. Type the vendor’s name or the FEI number and click “run”. There can be multiple vendor numbers for a single vendor due to various mailing addresses. Select the Vendor/FEI number that is needed by “double clicking” on the field. Right mouse click and select “copy” then go to the Elf SM FEI number field, right mouse click and select “paste thus “pasting” the eleven character FEI number into the Elf SM form. Click the “Update Vendor Info” button. The vendor’s name and address will populate into the correct fields. The Master Contract form (MC) has a drop-down box that contains all vendors that the University has a master contract with. Click the drop-down box, select a vendor and all vendor data will be populated for you, including the Master Order Release Number.

Using Department Information

Department Description (name), phone, contact name, UMCP Dept Zip, Building number and Room number fields are populated for the user based on the user’s log-on. These fields can be “over-written” if the contact is going to be someone other than the user.

Goods Itemization

Folder

Requisition number, FRS account number and fiscal year are on the top portion of this tab.

Comments

A comments tab was added to provide additional space for providing additional information such as a “list of attendees”. By clicking the “radio button” next to Print, the user will be able to print this additional page.

Errors

This tab will always appear on the form. By clicking the tab, the user will be able to view any errors that are on the form.

Terms and Conditions

N/A The terms and conditions will print as a second page for submission to the vendor. The user will only see this page if it is printed out.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

Revised: November 7, 2004

2-13

User Preferences Option Description

Display Preferences

This feature allows you to set preferences that control the displaying of ELF pages. The display settings you can change include:

• Number of rows per page - allows you to set the number of rows that are displayed on a page. This variable operates on forms as well as folders.

• Number of display folder tabs - allows you to choose the maximum number of folder tabs displayed.

• Inactive folder color - allows you to choose the color for the inactive folder tabs.

• Active folder color - allows you to choose the color for the active folder tab.

• Display send-to drop down box - if checked, will display addresses of recipients in a drop down box when a form is opened; otherwise it will suppress this box.

• Display Image command buttons- if checked, will display icons for the command buttons.

Email Preferences

This feature allows you to turn the ELF e-mail notification on or off when forms are sent to you.

Addressee Preferences

This feature allows you disable the preloading of addresses when opening a form.

Proxies This feature allows you to add proxies (enabling user who may access your ELF box folders while you are away).

Debug Controls This option is used to define the tracing and debugging features within the ELF system. You should only enable these features at an ELF support person’s request.

Electronic Forms (ELF) Electronic Small Dollar Procurement & Master Contract Form

2-14

Revised November 7, 2004

Sorting Features

Sorting Features Status Sender Description ID Date Elf ID Within the ELF Box, using the above sorting features, you can sort your forms in either ascending or descending order. Click on the field name to sort that field in ascending order. Re-click the field name to sort in descending order.