Entering Data

The Integrated System has several different kinds of fields into which you enter data, including free-form fields, list of value fields, and drop-down lists. The Integrated System also includes fields called "Flex fields", as well as checkboxes, buttons, and tabs.

In this section you will learn how to enter data into fields in the Integrated System. For this section, you will be working in the Vendor Add Form, which is part of the Purchasing and Accounts Payable modules.

Steps:

  1. This is an example of a free-form field, into which you can enter anything -- alpha or numeric characters. Generally, there are naming conventions involved when you are entering data, however, so be sure to follow the guidelines for entering the data for the particular form in which you are working.

    Required fields are yellow. The system will not allow you to move on if you leave a required field incomplete.

    Enter the desired information into the Supplier Name field. Enter "ABCD SUPPLY COMPANY".   Step 1
  2. Enter the desired information into the Taxpayer ID field. Enter "987654321".   Step 2
  3. Most of the time, fields that are gray (such as the Supplier Number field) are not editable by the user. These fields, with some exceptions, are automatically updated by the system when you save your work. There are a few gray fields into which you can enter data.   Step 3
  4. Click in the Type field.   Step 4
  5. The ellipsis (...) indicates that the field is a list of values field. This means that the data you enter into this field must be selected from a list. If you click on the ellipsis button you will open the list, although you can also type directly in the field. If the list is very long, you will be asked to shorten the list.

    Click the ... button.   Step 5
  6. This list does not have to be shortened because it is not that long. If you are required to shorten the list of values, you will be prompted to type in part of the name in the Find field at the top. You should use the wildcard character, %, because then you can enter only part of the name, or even just the first or first few letters of selection in the list. The list will be shortened according to how much information you enter in the Find field. If you enter only the wildcard character (%), as shown in this example, your search will not be limited at all. In some cases, this search (called a blind query) could take a very long time. When possible you will want to enter part of the name and use one or more wildcard characters to help restrict the information.

    To view the list, use the scrollbars on the right, and select your choice from the list by simply clicking on it.   Step 6
  7. "Supplier" has been selected for you from the list.

    Click the OK button.   Step 7
  8. When you click on a button, you open up a different, but related, form. In this case, the Sites button will open up a sites form, where you enter the site information for the vendor.

    Click the Sites button.   Step 8
  9. Enter the desired information into the Site Name field. Enter "charlottesville".   Step 9
  10. The rest of the address was entered for you.   Step 10
  11. This is a checkbox. Checkboxes work as toggle on/off, and always give you the ability to select more than one checkbox.

    Click the Purchasing option.   Step 11
  12. General and Contacts are Tabs on this form. Tabs give you alternative regions, where one part of the form will be static, but each Tab opens up a different region in which you enter other relevant information that pertains to the static part of the form.

    Click the Contacts tab.   Step 12
  13. Contact information has been entered for you. You can enter additional contacts by adding another record.

    Click the New button.   Step 13
  14. Notice that another line is added in which you would be able to add another contact.   Step 14
  15. Click in the Site Name field.   Step 15
  16. Click the New button.   Step 16
  17. Click the Yes button.
    (This will save the contact information you added.)   Step 17
  18. You can add as many sites as you want for a supplier. You add another record by clicking on the New icon on the toolbar after you have entered the required information. (A Richmond site will be added for you for this supplier.)

    Notice that the message line at the bottom tells you that you have applied and saved records. (The system will count the original supplier name, the one site that was added, and the contact information as individual records.)   Step 18
  19. There are also fields called descriptive flex fields that are fields that are specific to UVa. Flexfields are identifiable by the brackets that are around them.

    Click in the [ ] field.   Step 19
  20. Sometimes you will enter information into the flexfield, and sometimes the flexfield will show you information that has been entered either centrally or by someone else. In this example, no information was entered for this supplier, but this flexfield is used to show the vendor's eVA status, which is specific to UVa.

    Click the Cancel button.   Step 20
  21. Close the form.

    Click the X button.   Step 21
  22. The supplier has been added, and a Supplier Number has been assigned.   Step 22

Congratulations! You have completed the section on Entering Data into the Integrated System.

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