U.S. patent application number 09/760341 was filed with the patent office on 2002-09-19 for material ordering and reporting expediter (more).
Invention is credited to Gruber, Robert M..
Application Number | 20020133470 09/760341 |
Document ID | / |
Family ID | 25058809 |
Filed Date | 2002-09-19 |
United States Patent
Application |
20020133470 |
Kind Code |
A1 |
Gruber, Robert M. |
September 19, 2002 |
Material ordering and reporting expediter (MORE)
Abstract
The Material Ordering and Reporting Expediter (MORE) provides a
method and apparatus which partially automates and assists the
various members of an order and approval chain in preparing various
purchasing documents. A Requester initiates the process by entering
a part number and completing a purchase document and forwards the
purchase document to a Processor for acceptance or rejection. The
Processor reviews the purchase document and accepts or rejects
based upon the completeness and accuracy of the purchase document.
If the purchase document is rejected, it is sent back to the
Requestor for correction. If the purchase document is accepted, the
Processor notifies the Requester and the purchase document is
placed in the approval chain for consideration and response. Each
member of the approval chain is called a Signatory. Each Signatory
approves the purchase document by affixing an electronic signature
and rejects the purchase document by clicking a "Reject" button,
which initiates notification of rejection to the Processor and the
Requester. As each Signatory approves the purchase document, the
request is automatically sent to the next member in the approval
chain. After the last Signatory approves the purchase order, the
Processor receives notification of approval and fills the purchase
order.
Inventors: |
Gruber, Robert M.;
(Camarillo, CA) |
Correspondence
Address: |
VICE COMMANDER
OFFICE OF COUNSEL, 772000E
NAWCWPNS
575 " I " AVE SUITE ONE
POINT MUGU
CA
93042-5049
US
|
Family ID: |
25058809 |
Appl. No.: |
09/760341 |
Filed: |
January 10, 2001 |
Current U.S.
Class: |
705/76 |
Current CPC
Class: |
G06Q 30/0601 20130101;
G06Q 20/102 20130101; G06Q 20/10 20130101; G06Q 40/04 20130101;
G06Q 10/087 20130101; G06Q 20/3821 20130101 |
Class at
Publication: |
705/76 |
International
Class: |
G06F 017/60 |
Goverment Interests
[0001] The invention described herein may be manufactured and used
by or for the government of the United States of America for
governmental purposes without the payment of any royalties thereon
or therefor.
Claims
What is claimed is:
1. A computer-based networked system for coordination of a purchase
document and approval of said purchase document by an approval
chain having one or more signatories, comprising: means used by a
requester to create said purchase document; first notifying means
for notifying a processor of said purchase document, wherein the
processor reviews said purchase document for completeness and
accuracy and upon finding said purchase document to be complete and
accurate, the processor forwards said purchase document to said
approval chain; means for determining said approval chain for said
purchase document; means for sending said purchase document through
said approval chain, wherein each of the signatories approves said
purchase order by affixing an electronic signature to said purchase
order before said purchase document is forwarded to a next
signatory in said approval chain for approval; second notifying
means for notifying the processor of approval of said purchase
document by said approval chain, wherein the processor is notified
after a final signatory in said approval chain approves said
purchase document; and means for printing an approval form, wherein
said approval form contains information relevant to said purchase
document and the electronic signature of each of said signatories
in said approval chain.
2. The computer-based networked system of claim 1, further
comprising: means for rejecting said purchase document by any one
of said signatories, wherein the processor and the requester are
notified of said rejection.
3. The computer-based networked system of claim 1, further
comprising: means for accessing all purchase orders awaiting
approval by each of said signatories.
4. The computer-based networked system of claim 1, further
comprising: means for illustrating said approval chain, wherein an
indicator is provided as each of the signatories approves said
purchase document.
5. The computer-based networked system of claim 1, further
comprising: means for notifying the requester of a need to amend
said purchase order.
6. The computer-based networked system of claim 1, further
comprising: means for completing said purchase document, wherein
said computer-based networked system searches a database of
existing purchase documents after the requester inputs a new part
number which corresponds to an existing part number in said stock
database.
7. The computer-based networked system of claim 1, wherein said
first notifying means and said second notifying is by an
E-mail.
8. A method of coordinating a purchase document and approving said
purchase document by an approval chain having one or more
signatories over a network, comprising: creating said purchase
document by a requester; notifying a processor of said purchase
document wherein the processor reviews said purchase document for
completeness and accuracy and upon finding said purchase document
to be complete and accurate, the processor forwards said purchase
document to said approval chain; determining said approval chain
for said purchase document; sending said purchase document through
said approval chain, wherein each of the signatories approves said
purchase order by affixing an electronic signature to said purchase
document before said purchase document is forwarded to a next
signatory in said approval chain for approval; notifying the
processor of approval of said purchase document by said approval
chain, wherein the processor is notified after a final signatory in
said approval chain approves said purchase document; and printing
an approval form, wherein said approval form contains information
relevant to said purchase document and the electronic signature of
each of said signatories in said approval chain.
9. The method of claim 8, further comprising: rejecting said
purchase document by any one of said signatories, wherein the
processor and the requester are notified of said rejection.
10. The method of claim 8, further comprising: accessing a status
for all purchase orders awaiting approval by each of said
signatories.
11. The method of claim 8, further comprising: illustrating said
approval chain, wherein an indicator is provided as each of the
signatories approves said purchase document.
12. The method of claim 8, further comprising: notifying the
requester of a need to amend said purchase order.
13. The method of claim 8, further comprising: completing said
purchase document, wherein a computer program searches a database
of existing purchase documents after the requester inputs a new
part number which corresponds to an existing part number in said
database.
14. The computer-based system of claim 8, wherein notifying said
processor of said purchase document and notifying the processor of
an approval of said purchase document is by an E-mail.
Description
BACKGROUND OF THE INVENTION
[0002] 1. Field of the Invention
[0003] The present invention relates to a computer-based networked
purchasing management system. More specifically, the Material
Ordering and Reporting Expediter (MORE) is a procurement device
that uses the FILEMAKER PRO 5.RTM. database to partially automate
preparing and obtaining approvals on the numerous types of
purchasing documents used by an organization or sub unit of an
organization.
[0004] 2. Description of the Related Art
[0005] Electronic transaction and purchasing systems are well
known. An electronic transaction or purchasing system typically
permits a user to conduct designated transactions or purchases
electronically, which substantially improves efficiency and
convenience to the user. Examples of electronic transactions or
purchases include transactions conducted via computer networks,
automated teller machines (ATM's), automated point-of-sale systems,
automated library systems, and the like. Transactions and purchases
conducted via computer networks may encompass a wide range of
transactions, including exchanging information and data via a
computer network popularly known as the Internet, e.g., to make a
purchase from a vendor on the network. ATMs typically permit users
to conduct financial transactions (such as withdrawals, transfers,
deposits, and the like) vis-a-vis a financial institution in an
electronic manner. Automated point-of-sale systems may be employed
by merchants to permit users to purchase products or services using
the users' electronic account, and automated library systems may be
employed to permit library users to check out and return library
materials. Other examples of electronic transaction or purchasing
systems are readily available in popular literature and are not
enumerated herein for brevity sake.
[0006] To enhance security to the user's account, electronic
transaction or purchasing systems typically request the user to
provide identification data to authenticate himself as the user
authorized to approve the proposed transaction or transactions. If
the user fails to provide the requested identification data, the
proposed transaction or purchase is not authorized and will not be
processed. The identification data may be required with each
transaction.
[0007] In the prior art, users are typically required to manually
enter the identification data into the electronic transaction
system for authentication. Typically, the entry of identification
data involves typing in a password on a numeric keypad or on a
keyboard. The identification data is then compared with data
previously stored within the electronic transaction or purchasing
system, and authentication is satisfied when there is a match. As
mentioned previously, the transaction or transactions proposed will
not be allowed to proceed if there is no match. More recently,
electronic signatures have been used to verify the approval of a
transaction or purchase and to act as a security device. Typical
examples of the use of electronic signatures can be found in U.S.
Pat. No. 5,917,913 issued to Wang on Jun. 19, 1999 and U.S. Pat.
No. 6,058,483 issued to Vennel on May 2, 2000.
SUMMARY OF THE INVENTION
[0008] The Material Ordering and Reporting Expediter (MORE)
partially automates preparing various purchasing documents and
obtaining approvals thereon. MORE may select subsets of the data
and sort those subsets in a variety of ways for generating reports.
Because the typical (signature) approval chain goes to the Division
level (a specific sub unit of the organization), MORE is
implemented on a Division-by-Division basis. MORE is written in
FILEMAKER PRO 5.RTM. and is renewed (that is, recycles to 0
records) at the start of each fiscal year.
[0009] Automation occurs at various steps in the process. The
program automatically fills in part and vendor information based on
a prior order (if any) of the same part number. When a Job Order
Number (JON) is entered, the program looks it up in a Master Job
Order (MJO) file to validate its existence and suitability for this
purchase. The program determines the approval chain based on rules
specific to each Division. Once the signature cycle is started, the
program automatically e-mails the next Signatory in the chain. When
a Signatory approves the order, an electronic signature is affixed
to the purchase document. When the last Signatory approves the
order, the program automatically e-mails the within-Division buyer,
called a Processor in the MORE program, that the order is approved
for purchase. Only then does the Processor print out a hard copy of
the purchase document.
[0010] MORE has 3 classes of users:
[0011] 1) Requesters: people who need something--a tool, a part, a
contract--to complete a task.
[0012] 2) Processors (i.e. within-Division buyers)
[0013] 3) Signatories: supervisors and financial personnel with
approving authority.
[0014] A preferred embodiment of the present invention is a
computer-based system for coordinating a purchase document and
approving the purchase by one or more Signatories of an approval
chain. First, the program of the current invention provides a means
for creating the purchase document by a Requester. Next, the
program provides a means for notifying a Processor of the purchase
document. The Processor reviews the purchase document for
completeness and accuracy and upon finding the purchase document to
be complete and accurate, the processor forwards the purchase
document to the approval chain. Next, the program provides a means
for determining an approval chain for the purchase document. Next,
the program provides a means for sequentially notifying each of the
Signatories in the approval chain and then each of the Signatories
approve the purchase by clicking a button that affixes an
electronic signature to the purchase document prior to
automatically sending the purchase document to the next Signatory
in the approval chain. Next, the program provides a means for
notifying the Processor of approval of the purchase document, after
the final Signatory in the approval chain approves the purchase
document. Next, the program provides a means for printing a
purchase document. The purchase document form contains information
relevant to the purchase and the electronic signature of each of
the Signatories in the approval chain.
[0015] The general flow of the program is described below with the
likely user class listed in parenthesis.
[0016] Creating a New Order (Requester):
[0017] Requesters submit a request for a Material purchase by
Creating a New Order that describes the item or items needed and
then pressing a pale, yellow on-screen button that e-mails a
"processor", i.e. a within-Division buyer, to examine the order for
completeness and route it for electronic signatures. (Each
requester "in the system" has a default processor, but alternate
processors are selectable.)
[0018] Responding to Orders Pending Approval (Processor):
[0019] The Processor is, in essence, the first approver. Only after
the Processor has reviewed an Order and found it acceptable, is it
routed to the Signatories for (electronic) signatures.
[0020] Responding to Orders Pending Approval (Signatory):
[0021] The Program determines the approval chain (based on rules
specific to each Division) and e-mails the first signatory in
response to the processor clicking a large, green, on-screen button
that the order is complete. Each signature category has an "In Box"
button that finds all the order requests awaiting that person's
review.
[0022] Each Signatory has a unique password and an approval button
with the Signatory's name on it that only that password operates.
As each Signatory approves an order (thereby affixing an electronic
signature), the program automatically e-mails the next Signatory in
the chain, such as a supervisor or a financial overseer. When the
last person in the chain approves the order, the Processor receives
automatic e-mail that the order is approved for purchase. Each
signature category has a single reject button that all passwords in
that category operate. When rejecting an order, the Signatory may
explain why in the "Order Status Dialog Box". Clicking the Reject
button puts the rejecter's name next to the Reject button and
automatically generates an e-mail to the Processor, with a cc: to
the Requester, that the order is being rejected.
[0023] Checking the Status of Open Orders (Requester and
Processor):
[0024] Requesters (and Processors) may follow the progress of an
order through the (within-Division) approval chain by checking the
status of open orders. Received and canceled orders are not listed.
The Order Status screen shows the complete approval chain, in
order, date stamps when a Signatory responded, and uses
color-coding to indicate who approved the order last.
[0025] Making the Purchase (Processor):
[0026] When the Processor receives the "approved for purchase"
e-mail, the Processor clicks a single button that prints out the
form appropriate for this purchase. Electronic signatures of those
who approved will be affixed. At this point, the purchase follows
established rules for an organization or division.
[0027] Generating a Report (Requester, Processor, Signatory):
[0028] MORE can generate a number of canned reports that provide
subtotals and totals by Requester, by Processor, by project, by
JON, or by division. These reports can be for the entire fiscal
year or for a specified time span within the year. The reports can
be for a single Requester, Processor, Project, JON or Code, or for
all in the category, or for a subset in the category. When a report
has more than one individual/item per category, there are subtotals
on an individual/item basis with a rollup for all in the selected
set/subset.
[0029] One object of a preferred embodiment of the present
invention is to provide automatic e-mails that expedite the
approval process and "In Box" buttons that prevent orders from
being forgotten.
[0030] Another object of a preferred embodiment of the present
invention is to provide the Requester with a common interface
regardless of the type of purchase that will be pursued. Details of
the procurement system not pertinent to the Requester are handled
by the Processor. For purchases from the same vendor with the same
JON, the program allows easy entry of up to 20 items on a single
buy.
[0031] Another object of a preferred embodiment of the present
invention is to provide a common interface that works for the
Processor as well the Requester. Both have a consistency/uniformity
of data entry that may have been lacking before. If all Requesters
access the system to place their orders, undecipherable,
hand-written requests become a thing of the past.
[0032] Another object of a preferred embodiment of the present
invention is to provide a computer-based system where if internet
sites were used in the previous purchase of the same item, they are
cited for easy referral to the current purchase. Easy referral
means the user clicks a button that opens the browser and goes to
that site.
[0033] Another object of a preferred embodiment of the present
invention is to provide a computer-based system with a link to the
FedLog program. FedLog tells the user which supply centers in the
Federal Supply System carry which items and how many they have in
stock. MORE even presents how to create a custom screen in FedLog
to display the information the user wants and only that
information. A custom screen makes it easy to cut and paste between
the two programs.
BRIEF DESCRIPTION OF THE DRAWINGS
[0034] The objects, features and advantages of the method and
apparatus for preferred embodiments of the present invention will
be apparent from the following descriptions in which:
[0035] FIG. 1A is a pictorial representation of the top half
portion of the Item 1 screen of a preferred embodiment of the
present invention, which includes help features and explanatory
text of a preferred embodiment of the present invention.
[0036] FIG. 1B is a pictorial representation of the bottom half
portion of the Item 1 screen of a preferred embodiment of the
present invention, which includes help features and explanatory
text of a preferred embodiment of the present invention.
[0037] FIG. 2 is a pictorial representation of the of the Order
Status Screen of a preferred embodiment of the present invention,
which includes help features and explanatory text of a preferred
embodiment of the present invention.
[0038] FIG. 3A is a pictorial representation of the top half
portion of the Signature Buttons screen of a preferred embodiment
of the present invention, which includes help features and
explanatory text of a preferred embodiment of the present
invention.
[0039] FIG. 3B is a pictorial representation of the bottom half
portion of the Signature Buttons screen of a preferred embodiment
of the present invention, which includes help features and
explanatory text of a preferred embodiment of the present
invention.
[0040] FIG. 4 is a pictorial representation of the left side
portion of the Processor Page screen of a preferred embodiment of
the present invention, which includes help features and explanatory
text of a preferred embodiment of the present invention.
[0041] FIG. 5 is a flowchart illustrating the processing steps of
creating an order using the Material Ordering and Reporting
Expediter in accordance with a preferred embodiment of the present
invention.
[0042] FIG. 6 illustrates computer systems in a network that are
configured in accordance with a preferred embodiment of the present
invention.
[0043] FIG. 7 illustrates a simplified block diagram of the
Material Ordering and Reporting Expediter, configured in accordance
with a preferred embodiment of the present invention.
DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS
[0044] The Material Ordering and Reporting Expediter (hereinafter
"MORE") program partially automates the preparation of purchase
order documents. MORE may select subsets of the data and sort those
subsets in a variety of ways for generating reports. Purchasing is
expedited by automatic data fill-in based on a prior order, if any,
of the same part number, automatic validation of the Job Order
Number, and program determination of the approval chain with
automatic e-mailing to the next Signatory when approval is granted.
Electronic Signatures are affixed when a Signatory clicks the
applicable password-controlled button.
[0045] Most organizations have an approval chain specific to the
organization or a division thereof. For each order, MORE determines
the approval chain based on rules specific to the organization. In
addition, MORE can determine the approval chain of a division
within an organization. This feature enables the program to
automatically e-mail the next Signatory in the approval chain of a
division once the signature cycle has been started, and to e-mail
the Processor when approval to purchase is granted.
[0046] To better describe the operation of the property management
system of the present invention, the utility will be described as
it pertains to purchasing documents used at the Naval Air Warfare
Center Weapons Division at China Lake, CA and Point Mugu, Calif.
These documents are the 6-part short stub, 6-part long stub, a
worksheet for a government Bankcard purchase, the Pt. Mugu site
Hazardous Materials (hereinafter "HazMat") Bankcard purchase, and
the China Lake site Long Stub. In addition, the Bankcard worksheet
is generally suitable for China Lake Small Procurement Electronic
Data Interchange (hereinafter "SPEDI") purchases. The Material
Ordering and Reporting Expediter is a FILEMAKER PRO 5.0.RTM.
database that partially automates preparing purchase order
documents, such as:
[0047] 1) the DD Form 1348 (6 PT) Requisition Document (hereinafter
"the Short Stub")
[0048] 2) the DD Form 1348-6 Requisition Document (hereinafter "the
Long Stub")
[0049] 3) the HazMat Bankcard purchase
[0050] 4) a Work Sheet for a government Bankcard purchase,
[0051] 5) the China Lake 4491/1 (9 PT) Requisition Document
[0052] In addition, the program accommodates entry of the SPEDI
catalog number in lieu of a part number. Thus, SPEDI costs may be
included in reports generated by MORE. Further, the Bankcard Work
Sheet may be used for a hard-copy document of the SPEDI purchase.
Data may be organized, that is filtered and sorted, by Processor
(the person who processes the order, either a Credit Card Holder or
someone who handles stubs), Requester, Job Order Number, Project,
Organization Code, time span, etc. Combinations of the preceding
are also possible. The ability to organize data and to total and
subtotal the data on that basis allows for a number of useful
reports to be generated. In a preferred embodiment of the present
invention, various colors are used to assist the user in
identifying the various choices available on a screen and
information required by the program.
[0053] The active database, "OnOrder", contains all orders
submitted in a current fiscal year (FY). This database is used to
enter new orders and to review existing orders. As a new fiscal
year approaches, a new, empty database is created for the new
fiscal year. For example, when used in government organizations, on
about October 1, the active "OnOrder" database is renamed
"OnOrderFY," where FY represents the last two digits of its fiscal
year. At the same time, the new, empty database is made available
under the name "OnOrder."
[0054] Another database, "Stock", contains information on items
previously ordered. The records in "Stock" are from the current
fiscal year and all prior years that the MORE program existed. When
a Requester enters a part number block 20 in a new order, it is
searched in the Stock database, and if a match is found, the
information in "Stock" is automatically entered in the new order.
Referring to FIGS. 1A and 1B, when a Requester has completed all
entries, the Requester clicks an on-screen button 21 that e-mails
the Processor that the Requester has an order pending. The
Processor is the person who checks the order for completeness,
starts the e-mail signature chain, prints the order, and submits
the paperwork to supply or makes the credit card purchase. The
Requester's name, a brief description of the order, and the order
number are included in the e-mail message. After the Processor has
reviewed an order, the Processor chooses one of two on-screen
buttons to respond. A button 90 e-mails the Requester that the
Processor found no unresolvable problems and the order is being
electronically routed for signatures. A button 92 e-mails the
Requester that a problem with the order exists. The Processor is
expected to describe the problem in the "Order Status Dialog Box"
94 prior to clicking the "problem" button 92. If there is a
problem, after the Requester fixes it and/or provides clarifying
information in the Order Status Dialog Box 94, the Requester again
presses the on-screen button 21 to notify the Processor to process
the order. If the Order Status Dialog Box 94 is used to keep a
running dialog, the Requester may start each entry with that day's
date.
[0055] When the Processor e-mails the Requester that the order is
acceptable, the program simultaneously e-mails the first signatory,
for example a Section Head or Branch Head. That e-mail includes a
brief description of the order and the order number, and requests
that the Signatory review and respond to the order by approval or
rejection. If the signatory chooses to reject the order, the
signatory may give the reason why in the Order Status Dialog Box
94. Clicking a red Reject button 60,61,62,63,64,65 and 66 initiates
e-mail to both the Processor and the Requester. If approval is
given, a check mark is placed next to the signatory's name on the
approval button; the signatory's electronic signature is affixed to
the form. An e-mail to the next signatory, such as the Division's
Budget Analyst, is automatically generated. Similar e-mails are
generated as the order goes from the Budget Analyst block 69 to the
Division Head, and from the Division Head to a funds overseer, if
any. The software is programmed to know the last stop in the
approval chain, and when the last signatory approves, the program
automatically generates an e-mail to the Processor that approval to
purchase has been granted.
[0056] Initial Set Up.
[0057] To efficiently use the MORE program, a user must first
identify himself to FILEMAKER PRO.RTM.. Recognized MORE Users have
their name added to a list on the opening screen; the user then
scrolls this list to select his/her name. However, if the user
enters his/her name into FILEMAKER PRO.RTM.'s "User Name" exactly
as the MORE program has it, no scrolling will be needed. In
general, MORE uses the user's name as it appears in Microsoft
Outlook's Address Book. The format is: Last Name, First Name
Initial. There is only one (1) comma, and there is no period after
the Initial. For example, "Smith, John L" might be an entry.
[0058] After the user has the precise name (no comma between First
Name and Initial), the user opens the user's copy of FILEMAKER
PRO.RTM. on the user's computer. From the pull-down menu bar near
the top of the screen, the user selects the Edit pull-down menu. At
the bottom of the list, Preferences is selected, then Application.
In the User Name box, the user enters the user's name.
[0059] Starting the Program
[0060] Double clicking the Desktop starter file icon launches
FILEMAKER PRO.RTM. and opens the Material Ordering and Reporting
Expediter (MORE) "MainMenu.fp5" file. This initial screen asks the
user to verify identifying information, for example Name block 22,
Code block 23, Phone Number block 24, etc. If the user name is not
highlighted when the file opens, the user scrolls the list to the
user name.
[0061] Next, the user selects from creating a new order, checking
order status, responding to an order, generating a report, or
quitting the program. Quitting the program closes all MORE
databases, but leaves FILEMAKER PRO.RTM. open. These choices are
available at almost all stages of the MORE program. The user uses a
mouse to make the selection. Unless the user elects to quit, the
program opens "OnOrder" database and a database containing Job
Order Number (JON) information.
[0062] Referring to FIGS. 1A and 1B, which illustrate the MORE Item
1 screen, once the "OnOrder" database is open, three other options
are available under "Select the Next Step" 25: "New Order for this
Project" 54, ". . .Next Step" choice, "Duplicate this Order" 55,
also added to the ". . . Next Step" choices, and "Cancel this
Order" 56.
[0063] There are five (5) main screens of interest to the general
MORE user. They are Item 1, Items 2-20, Order Status, Reports and
Signature Buttons.
[0064] FIGS. 1A and 1B display the "Item 1" screen. That screen and
the other four (4) screens mentioned so far are choices on the "GO
TO" navigation button 26 toward the upper right of the Item 1
screen. This pattern is repeated on all five (5) of these screens.
As noted earlier, various colors may be incorporated into each
screen to assist the user. For example, in a preferred embodiment
of the present invention, the "GO TO" navigation button is green.
The function of each of the main screens of interest may be
summarized as follows:
[0065] Item 1--Requesters perform data entry for the 1st item to be
purchased, including JON block 27, justification block 28, and
Vendor block 29. Processors validate entries on this screen;
[0066] Items 2-20--Requesters enter items 2-20, if any, to be
purchased on Credit Card 97, SPEDI 98, or Long Stub 99 buys.
Processors review the entries on the Items 2-20 screen;
[0067] Signature Buttons--Referring to FIGS. 3A and 3B, Signatories
review a summary of the order and respond (approve or reject) by
clicking a button with their name. These button clicks generate
automatic e-mails, and if approval is given, affix electronic
signatures. Signature buttons include buttons 68-78 and Reject
buttons include buttons 60-66;
[0068] Order Status--Anyone may view a color-coded representation
of where in the approval chain orders are. If approved for
purchase, date ordered and date delivered may be shown; and
[0069] Reports--Anyone may generate any of a variety of reports by
clicking a button and following instructions given in pop-up
information boxes.
[0070] There are two primary reasons to look at a prior order: 1)
to check the status of the order, or 2) to obtain pertinent
information for a new order. When a user clicks "Check Status of
Open Orders" on the Main Menu, the user is directed to the Order
Status screen of the "OnOrder" database. A dialog box asks if the
user wants to see the "Slow Purchase Report". This report shows all
the user's orders that are more than 7 days old and for which the
Processor has not entered an "Ordered On" date.
[0071] After declining or viewing that report, an information box
pops up. It instructs a user to "Click the orange Requester button
and follow its instructions". When a user follows those
instructions, the program will find all orders the user has
submitted this fiscal year that have not been marked as received or
canceled, i.e. that are still active. Each order number has a
background color indicating its status: yellow indicates active,
red indicates canceled, gray indicates received. The record
currently selected will have a vertical, black bar on the left side
of the screen, just to the right of the gray Status Area. The user
clicks the upper or lower page in the spiral-bound flip book in the
upper left to move to the record/order of interest. If the order
vehicle is a long stub and the words "Click me for Supply status"
appear on the far right of the line, simply single click anywhere
on that text and follow the instructions in the information box
that pops up to see the status of the order within the Supply
Department.
[0072] If the purpose of reviewing the order was to check its
status because the Processor notified the Requester of a problem,
via click-of-a-button automatic e-mail, the Requester needs to
correct the problem or provide clarifying information. In either
case, the Requester clicks the "GO TO" button 26 and then selects
"GO TO Item 1" to access that layout. The Requester should use the
on-screen Order Status Dialog Box 94, illustrated in FIG. 1B, to
describe the action/response and then click the pale-yellow,
on-screen button 21, illustrated in FIG. 1A, to e-mail the
Processor to process the order.
[0073] Data entry for a new order is greatly reduced if the
Requester knows the part number of the item. If a part number is
not known, the Requester may search the OnOrder database based
nomenclature, manufacturer, description, etc., to find a prior
order. In this case, The Requester does not click the orange
"Requester" button. Instead, the Requester immediately clicks the
green "GO TO" button 26 and then selects "GO TO Item 1", as
illustrated in FIGS. 1A and 1B. When on that layout, the Requester
selects "View" from the pull-down menus, followed by "Find Mode"
and then enters the known information in the appropriate fields.
After clicking "Find" on the left in the gray Status Area, the
Requester may scroll through the records found. If the item is
found, its part number may be highlighted and copied to the
clipboard.
[0074] The Requester should then select the "New Order for this
Requester" option in the "Select the Next Step" radio buttons. The
software creates a new record and places the cursor in the Part
Number field block 20. Then, the Requester may paste in the part
number and let the software automatically fill-in many of the
fields. If the item is not found in the OnOrder database, the
Requester may search the Stock database by pressing the green
"Search Stock" button 32. Then, the Requester follows the same
procedure as searching the OnOrder database, but when finished
searching, clicks the "Return to OnOrder" button. If the search
succeeded and the Requester copied the part number to the
clipboard, after "New Order for this Requester" is selected, the
part number is pasted. If the search did not succeed, the Requester
must perform all the data entry.
[0075] In a preferred embodiment of the present invention, when
creating a new order, the first entry on the "Item 1" screen,
illustrated in FIGS. 1A and 1B, is the Manufacturer's Part Number
block 20. This entry triggers a lookup in the Stock database to see
if that item has been ordered before. If so, the program will fill
in those fields expected to be the same, namely the Nomenclature
block 33, Unit of Issue block 34, Unit Cost block 35, National
Stock Number block 36, and Distribution Code block 37. The program
will also fill in the Color, Size, Manufacturer, and Vendor
information. The fill in should occur very quickly. The Requester
reviews the "Item 1" screen to fill in and/or change any fields
that need it, including those that were filled in by the
program.
[0076] In a preferred embodiment of the present invention, when the
user enters the 12-character Job Order Number (JON) block 27, the
program will look it up in a Master Job Order (MJO) file to
validate it. The program checks that the JON is in the MJO file,
that the JON is open on this date, that the JON has a positive
funds balance, and that the JON is open for purchasing material and
for labor. This information is indicated to the right of the JON.
The "Expires" field 40 will contain either the expiration date of
the funds (which confirms that the JON is in the file and will tell
the user if it is open or not) or the words JON NOF, where NOF
means Not On File. A blank in the balance field indicates a
positive balance. A red "$-" 41 in the balance field means the JON
is "in the red". The Material field (Mat'l) 42 is either Y or N,
for Yes or No on being open for material. The Labor field follows
the same convention. If the JON fails any of these checks, the user
will be allowed to continue making entries, but the Processor will
not process the submittal until the deficiency is corrected or a
satisfactory JON is provided.
[0077] The item(s) is(are) added to the "Stock" database the first
time the Requester e-mails the processor this order.
[0078] All fields on the "Item 1" screen and a brief description of
the function are listed as follows, as illustrated in FIGS. 1A and
1B:
[0079] Part Number block 20--Manufacturer's Part Number. This field
should be the 1st entry--triggers a lookup in the Stock.fp5
database to automatically fill in several other fields;
[0080] National Stock Number (NSN) block 36--The 13-digit number
issued to national/federal stock items. The format is:
nnnn-nn-nnn-nnnn. This field is often left blank;
[0081] Distribution Code block 37--This 2 or 3-character code
designates the source of supply for NSN items. The correct code is
found when using one of the computer databases for federal stock
items, e.g. FedLog.
[0082] Nomenclature block 33--A brief description of the item. The
first word should be very general/high level and the words that
follow more descriptive. This entry is limited to about 44
characters.
[0083] Quantity block 38--The quantity of this item the Requester
wishes to order;
[0084] Unit of Issue block 34--The Requester selects the correct
2-character abbreviation from the list that appears when tabbing or
clicking into the field;
[0085] Unit Cost block 35--The cost per unit of issue. The program
will multiple the Unit Cost by the Quantity to determine the
extended cost;
[0086] Job Order Number block 27--The organizational JON;
[0087] Funds Expire--The software will automatically fill this in
when it looks up the JON in the Master Job Order file. If the JON
doesn't exist, JON NOF appears;
[0088] Required Delivery Date block 44--a date (mm/dd/yy) is
entered when the Requester needs the item; the item may be
especially important for end-of-year purchases. If a date is not
entered, the software creates this date when the order is printed.
It is the date of printing+30 days;
[0089] Justification block 25--A brief explanation of why this
purchase is necessary;
[0090] Manufacturer block 45--The name of the manufacturer of the
part to be ordered.
[0091] (Extended) Description/Notes block 46--List special features
here, e.g. technical, electrical, and physical characteristics. The
user should try not to repeat the same words listed in the part
number field. This field is large to allow for the listing of all
the special features. If the purchase is via a long stub or if the
type exceeds the space on the appropriate form, the program will
print the entire description on a separate sheet (or sheets)--up to
3 pages;
[0092] Vendor Name block 29, Vendor Addr block 49, Vendor Phone
block 50, Vendor POC block 51--The user should list the suggested
sources of supply here. Sometimes a vendor has a different part
number than the manufacturer. If so, the user may list the vendor's
part number next to the name to eliminate confusion. If the total
cost is more than $2500, the user may furnish two or more sources.
Make entries in the name, address, phone number, and point of
contact fields if known. A separate page may help eliminate
confusion on a crowded stub. Therefore, the vendors are
automatically printed on the separate, extended description
sheet;
[0093] Order Status Dialog Box block 94--A place for the Requester
and Processor to conduct a dialog concerning the status of the
order; and
[0094] Internet Addresses block 52--Universal Resource Locators
(URLs) give Internet addresses for potential suppliers. Typically,
these correspond to entries in the Vendor Name. They are treated as
hyperlinks, and clicking the "GO TO" buttons 26 to their left will
launch a browser (if necessary) and go to the designated web
site.
[0095] The "Items 2-20" screen is used for those credit card and
Long Stub orders that are for multiple items from the same vendor
(and same JON). This screen is accessed by clicking the green,
on-screen "GO TO" button 26 and then selecting "GO TO Items 2-20".
As the following Table 1 shows, the seven fields on "Items 2-20"
have the same definition as those seven fields on the "Item 1"
screen.
1TABLE 1 "Items 2-20"Fields Field Description Part Number Same
definition as the Item 1 Field "MFG Part #". Nomenclature/Name Same
definition as the Item 1 Field "Nomenclature". (Extended)
Description Same definition as the Item 1 Field "(Extended)
Description/Notes". Manufacturer Same definition as the Item 1
Field "Manufacturer". Unit of Issue Same definition as the Item 1
Field "Unit of Issue". Qty Same definition as the Item 1 Field
"Quantity". Unit Cost Same definition as the Item 1 Field "Unit
Cost".
[0096] When all entries are completed, including "Items 2-20" as
needed, the Requester clicks the pale-yellow on-screen button 21 to
e-mail the Processor that an order is pending. If the usual
Processor is not available, the Requester may use the drop-down
list above the e-mail button to select a different processor for an
order. If the order is urgent, the Requester clicks the red check
box 57 to the right of the required delivery date to have an
"URGENT" statement included at the beginning of the e-mail message.
If the Requester does not enter a part number or a National Stock
Number (NSN), and does not attempt to describe the item, the
program will not issue the e-mail, but will request either a part
number or further description of the item.
[0097] When a Requester creates a new order from the MainMenu or
from the "New Order for this Requester" button 53 in the "xxx
OnOrder" database, MORE automatically fills in the information
pertaining to the selected Requester, but nothing else. In the "xxx
OnOrder" database there is a second option under "Select the Next
Step" 25, which is "New Order for this Project" 54. In a preferred
embodiment of the present invention, when the Requester clicks this
button 54, in addition to the requester information, the Project
Name, Urgency Indicator 48, JON 27, Required Delivery Date 44, and
Justification 28 are automatically duplicated in the new request.
The button 54 will be useful when ordering many parts for a
specific project, especially if the parts are federal supply, which
requires a separate short stub for each part. When creating a new
order, there is a third option: the "Duplicate this Order" button
55. A new record is created with all the Requester entries from
this record duplicated. This method will be useful if the changes
required are less than making all the non-automatic entries from
scratch. Referring to FIGS. 1A and 1B, the "Cancel this Order"
button 56 is utilized by the Requester to abort an order.
[0098] To exit the program, a user may click the "Exit MORE" radio
button in the "Select the Next Step" set of options 25. All MORE
databases will be closed, but the FILEMAKER PROS application will
remain open.
[0099] Referring to FIGS. 3A and 3B, the Signature Buttons screen
contains several sets of password-controlled buttons 68 through 78
that signatories click to affix their electronic signature to the
appropriate form. Only the individual signer will have the password
for his or her button 68 through 78. The password given to
"Stand-ins" will operate the button 68 through 78, but the
signature on forms will be preceded by the Stand-in's initials and
the word "for". On the Signature Buttons screen, the Stand-in's
full name will appear as the Approver rather than the permanent
signatory's name. Right above the block of buttons is a condensed
version of the order information. That is intended to be sufficient
for the signers to decide whether to approve or reject the order.
When someone "signs off", the next higher level signatory is
notified automatically and a check mark is placed to the right of
the individual's name on his/her approval button. When the final
approver in the chain clicks "yes", the Processor is e-mailed that
the order is approved for purchase. Thus, the Processor will know
when it is time to print the appropriate hardcopy and proceed with
the purchase.
[0100] When the Processor places the order, the Processor may go to
the Signature Buttons screen to enter data into fields indicating
who placed the order, when it was placed, and when delivery is
expected. Clicking an on-screen button automatically e-mails this
information to the Requester. The date ordered is displayed on the
Order Status screen.
[0101] When the order is delivered, the Processor may go to the
Signature Buttons screen to enter the quantity received, actual
cost, received date, and the recipient. Clicking an on-screen
button automatically e-mails this information to the Requester.
When this button is clicked the program changes the order status
from "active" (yellow background color on the order number e.g.
order 59) to "received" (gray background color on the order number
e.g. order 58). The date delivered is displayed on the Order Status
screen under "Date Rec'd".
[0102] The Processor clicks the green "GO TO" button and then
selects "GO TO Processor Page" to go to the "Processor Page"
layout, as illustrated in FIG. 4. This layout has the same "GO TO"
button 26 to easily navigate to the "Item 1" screen, to "Items
2-20", to the "Signature Buttons", to the "Order Status", and to
the "Reports" screen. The Requester's name and order are repeated
on the Processor Page for the processor to know what order is being
processed. Any problems the Processor sees should be described in
the Order Status Dialog Box 94.
[0103] There is a line for Shipping and Handling (S & H)
charges if it is a credit card order. If it is a stub order, there
is an entry for the Contractual/Other Code. After the Processor has
decided whether or not there are problems with the order, the
Processor presses the appropriate button (Success or Problem) to
e-mail the Requester. The Processor then selects the form to print,
for example credit card 97, short stub 104, long stub 99, HazMat
106, or 4491/1 108. This selection assures that when the time is
right to print a hardcopy, the right form will be printed.
[0104] The Reports screen is used for generating a variety of
reports. A three-line format is used for each order that is
reported. A row of buttons along the top left of the screen allows
the user to select and sort data by Processor, by Requester, by Job
Order Number, by Code, and by project.
[0105] The Processor is responsible for verifying and/or filling in
many fields. Many of these fields, which are related to stub
purchases are selectable from drop-down lists. For example, the
Unit of Issue 34 contained in columns 23-24 of both the Long Stub
and the Short Stub is an abbreviation of the types of units under
which material is issued. Table 2 presents typical examples of
2-character abbreviations from the list that appears when tabbing
or clicking into the field.
2 TABLE 2 Code Description AM Ampoule AT Assortment AY Assembly BA
Ball BD Bundle BE Bale BF Board Foot BG Bag BK Book BL Barrel BO
Bolt BR Bar BT Bottle BX Box CA Cartridge CB Carboy CD Cubic Yard
CE Cone CF Cubic Foot CK Cake CL Coil CN Can CO Container CY
Cylinder CZ Cubic Meter DR Drum DZ Dozen EA Each FT Foot FV Five FY
Fifty GL Gallon GP Group GR Gross HD Hundred HK Hank IN Inch JR Jar
KT Kit LB Pound LG Length LI Liter MC Thousand Cubic Feet ME Meal
MR Meter MX Thousand OT Outfit OZ Ounce PD Pad PG Package PM Plate
PR Pair PT Pint PZ Packet QT Quart RA Ration RL Reel RM Ream RO
Roll SD Skid SE Set SF Square Foot SH Sheet SK Skein SL Spool SO
Shot SP Strip SX Stick SY Square Yard TD Twenty-four TE Ten TF
Twenty-five TN Ton TO Troy Ounce TS Thirty-six TU Tube VI Vial YD
Yard
[0106] The 2 or 3-character Distribution Code 37 designates the
source of supply for NSN items. In the Defense Logistics Agency
Customer Assistance Handbook it is called the Routing Identifier
Code (RIC). NAWCWPNS chooses from the "NAVY COG" column. Several
popular choices are:
3 9N Def. Sup. Cntr, Columbus (electronics) 9Q GSA, DC 9G Def. Sup.
Cntr, Richmond VA 9Z Def. Industrial Sup. Cntr
[0107] The correct code is found when using one of the computer
databases for federal stock items, e.g. FedLog.
[0108] Priority is a 2-digit code related to MILSTRIP
Force/Activity Designators (F/AD). RDT&E in general, and Code
522 in particular tend to use F/AD IV, encompassing priorities
07/09/14. The lower the Priority Number the quicker the response.
Specific projects may be authorized a lower-numbered F/AD.
[0109] 07 indicates a work stoppage has occurred on
mission-essential tasks or equipment,
[0110] 09 indicates a work stoppage will occur to a
mission-essential task or equipment,
[0111] 14 indicates routine requirements, replacement of stock, or
scheduled maintenance.
[0112] If the user has a customer with authority to use a higher
priority, attach a memo authorizing use of that priority signed by
an official from the code or division. Table 3 presents examples of
Priority designators used in a preferred embodiment of the present
invention.
4TABLE 3 Urgency Urgency Urgency F/AD Designator A Designator B
Designator C I 01 04 11 II 02 05 12 III 03 06 13 IV 07 09 14 Conus:
12 days Conus: 31 days Conus: 31 days Overseas: 16-17 days
Overseas: 69-84 days Overseas: 69-84 days V 08 10 15
[0113] The designators are defined as follows. Designator A is
requirements for material without which the activity concerned is
unable to perform an assigned mission, or to eliminate an existing
work stoppage of the repair of mission-essential equipment;
Designator B is requirement for material, the lack of which is
impairing the operational capability of the activity concerned, or
is anticipated to cause work stoppage in performing maintenance of
mission-essential equipment; and Designator C is routine
requirements, replacement of stock, scheduled maintenance.
[0114] Table 4 presents typical Project Codes used in a preferred
embodiment of the present invention. Each position of this
3-character code is sub-coded.
5TABLE 4 1st Position 2nd Position 3.sup.rd Position A Aircraft
& ground A Allowance-Self Support (COSAL, 0 CASREP/ support
equip etc.) Increase Range NMCS F Fleet Ballistic K
Repair-Unscheduled 1 Work Stoppage Missile Program (Required for
repair of "in-use" (FBM) (SSBNs and equipment.) Ass) (FBM) L Other
Fleet Units L Repair-Scheduled 2 Restricts (includes (Required for
use in formal repair operation Oceanographic Units/ program.)
Detachments) P CNO Special M Overhaul-Unscheduled 3 Shortage (not
Projects/Elements (Required for overhaul of"down" fully equipped)
equipment.) S Repair and N Overhaul-Scheduled 4 Management Overhaul
Shops (other (Required for use in formal Program than AMD) overhaul
programs.) T Experimental, Test O Maintenance-Technical 5 Customer
and Research (Required under normal preventative Program Programs/
maintenance programs-lube, oils, (forecasted Organizations paints,
parts that have worn out but requirement by not failed, etc.)
customer) S Production/Manufacture 7 Capability impaired for lack
of parts Y Miscellaneous- Y Miscellaneous-Not otherwise 8
Government Not otherwise defined furnished categorized material Z
Special Programs Z Disposal Programs 9 Miscellaneous- not otherwise
categorized
[0115] Table 5 presents examples of frequently used codes for
Federal Stock.
6TABLE 5 Advice Codes for Federal Stock Code Explanation 2B Only
requested item will suffice. Do not substitute/interchange. Also
applies to "Obsolete"/"Inactivated" item previously rejected with
Status Code CJ. 2C Do not backorder. Reject any unfilled quantity
not available to meet SDD/RDD. Suitable substitute acceptable. 2J
Do not substitute or backorder any unfilled quantities. 2L Entry in
quantity field exceeds normal demands; however, this is a confirmed
valid requirement. 2N Item required in one continuous length as
expressed in rp 25-29 and unit of issue in rp 23-24. No other
configuration is acceptable and/or multiples of the unit pack are
not acceptable. 2P Initial requirement certification. Requested
item is a mandatory turn-in repairable required for initial
outfitting/installation or increased allowance/stockage objective;
therefore, no unserviceable unit is available for turn-in. Requires
memo explaining why we have no turn-in. J1 Requester authorizes
buyer to pay up to 10% higher price without calling for
approval.
[0116] In a preferred embodiment of the present invention, an
order's status is updated after a credit card order has been placed
or a long or short stub has been sent to Supply. The Processor may
access the necessary fields to update the order's status by opening
the MORE Program, navigating to the "Signature Buttons" screen
illustrated in FIGS. 3A and 3B, and selecting the appropriate order
number. If the purchase is a credit card buy, the user enters the
name of the individual who bought the item, the date the order was
placed, and the estimated date of delivery. If there was a change
in price or a different vendor chosen, the user may enter this new
information also. If it is a long or short stub, the user enters
the date the stub was sent to Supply and the estimated date of
delivery. If any new information comes to the attention of the
user, such as the Purchase Order Number or Bankcard Purchase Log
Number, that information may be added to the Signature Buttons page
as well. After updating the Signature Buttons screen, the user
clicks the yellow "E-mail Order Placed" button so that the new
information will be forwarded to the requester.
[0117] In a preferred embodiment of the present invention, when an
order is received, this information is entered on the Signature
Buttons screen. The user enters the quantity received, the total
price, and the date received. The requester will be notified of
this change in status when the "E-mail Order Rec'd" button is
clicked. Clicking the "E-mail Order Rec'd" button changes the
background color of the MORE Order Number from yellow (active) to
gray (received). If the user clicked the "Cancel This Order" button
56 on the Item 1 screen, the background color will be red to
indicate cancellation. If the order has been cancelled for any
other reason, the buyer can change the More Order Number to red by
selecting the "Red" circle button on the Signature Buttons
page.
[0118] Processors have three reports available immediately after
logging on to the MORE program. Those reports are 1) Slow Review,
which displays a list of orders not yet reviewed; 2) Slow Order,
which displays a list of orders reviewed but not yet ordered; and
3) Late Delivery, which displays a list of orders placed but past
the delivery due date. If more detailed information is required on
a particular order, the user clicks the MORE Order Number and then
the desired display screen is accessed by clicking on the green "GO
TO" navigation button.
[0119] In a preferred embodiment of the present invention, each
display screen needed in processing MORE orders has a drop down
entry on the green "GO TO" navigation button. These choices make it
easy to move around in the program. Item 1 displays the first
screen, illustrated in FIGS. 1A and 1B, of the order. This screen
is used by the Requester to enter ordering data for the first line
item. If more than one line item is ordered from the same vendor,
the Requester goes to Items 2-20. Items 2-20 screen (not shown)
displays the screen where items 2 through 20 can be entered or
reviewed. This includes the part number, description, manufacturer,
unit of issue, quantity and u nit cost fields. Line item 1 is
copied to this second screen and the program adds the shipping
charges to the extended costs to calculate the total cost and enter
it on the Item 1 screen. Signature Buttons screen, illustrated in
FIGS. 3A and 3B, displays the Signatory buttons 68 through 78 and
is used by the signatories to review and then to approve or reject
an order. This screen is also used by the processors for updates
such as ordering and receiving dates and price changes. Order
Status screen, illustrated in FIG. 2, provides a Buyer/Processor or
Requester the most current approval status of each active order.
The user selects the Processor name button 110 or Requester name
button 112, types the name for which the user wishes to view orders
and then clicks "Continue". If more details are needed, the user
clicks the Order Number box 58 or 59 and then uses the green "GO
TO" button to navigate to the desired screen. The Reports screen
(not shown) generates reports based on the Processor/Buyer,
Requester, Job Order Number, (Organization) Code, and project
fields selected. The report can be a combination of fields and for
a specific time frame. The Processor Page screen, illustrated in
FIG. 4 allows the user to select the type of purchase, fill in
items such as the Fund Type, e-mail the Requester, and print the
appropriate form(s).
[0120] Help Buttons are available on most pages and can be
identified by the green question mark (?) inside the green square
buttons. These buttons offer additional information the user may
need to determine the correct response for the corresponding block.
If there is a list, the user clicks on the item needed and it will
appear in the block.
[0121] Referring to FIG. 5, there is shown a flowchart illustrating
the processing steps 120-154 which create an order using the
Material Ordering and Reporting Expediter in accordance with a
preferred embodiment of the present invention. Processing steps
120-124 require the requester to enter a password, verify his/her
name, select "create a new order" on the Main Menu, and then enter
a part number. If the part has previously been ordered, MORE
inserts the required information from a previous order (processing
step 128), otherwise the requester must enter this information
(processing step 130, which includes, for example JON block 27,
justification block 28, and Vendor block 29.
[0122] If more than one item is being ordered from a vendor, the
Requester clicks "GO TO" button 26 and then selects "GO TO Items
2-20" prior to inputting the information for items 2-20 (processing
steps 134 and 136). If special instructions are required for the
order, the Requester enters these instructions and/or remarks into
the "Order Status Dialog Box" 94 (processing step 140). The
Requester e-mails the Processor to process the order by clicking
on-screen button 21 (processing step 142), the processor receives
and reviews the order (processing step 144), approves the order and
sends the order to the first signatory in the approval chain
(processing step 154). When the order is incomplete or there is an
error in the order, the Processor notifies the Requester of the
need for additional information to complete the order or to correct
the order (processing step 148). The Requester makes the necessary
additions and/or corrections to the order (processing step 152) and
returns the order to the Processor for review.
[0123] FIG. 6 illustrates computer files 160, 162, 164, 166 and 168
in a network configured in accordance with a preferred embodiment
of the present invention. Computer file 160 represents the
aggregate of orders for the current fiscal year, file 162
represents the database file with user information, file 164
represents the main menu for the material ordering and reporting
expedite, file 166 represents the database with job order number
information, and file 168 represents the stock database which
contains information on all items ordered in the MORE program.
[0124] FIG. 7 illustrates a simplified block diagram flow chart of
the Material Ordering and Reporting Expediter, configured in
accordance with a preferred embodiment of the present invention. To
create an order, the requester enters the main menu then proceeds
to the item one menu of FIGS. 1A and 1B and provides the required
information (processing step 126). When there are multiple items to
be ordered from the same vendor, the Requester provides the
required information using the items 2-20 screen (processing step
172). The Requester may provide an extended description of the item
to be ordered by utilizing block 46 (processing step 174).
[0125] The Requester may provide a sole source statement for the
item to be ordered by utilizing block 47 (processing step 176) A
sole source statement justifies ordering the item from a single
source without price competition from multiple vendors. It is
generally used when a vendor has an item which is uniquely
configured for a particular application.
[0126] The Requester may also provide an urgency statement for the
item to be purchased utilizing block 48 (processing step 178).
[0127] By utilizing block 52, the Requester may visit a single
vendor Web Site or multiple vender Web Sites (processing step 182).
The Requester may view the status of his/her order from the screen
illustrated in FIG. 2 (processing step 180). There is also an
option to view the different forms to purchase an item such as the
credit card work sheet, the long stub and/or the short stub
(processing step 188). The Processor page, used by the processor to
purchase the item, is illustrated in FIG. 4 (processing step 190).
Similarly, the signature screen which sets forth the signature
chain required for approval to purchase the item is illustrated in
FIGS. 3A and 3B (processing step 194). The Material Order and
Reporting Expediter also allows for the generation of reports for
items being purchased (processing step 192) and includes a screen
for viewing purchases within a division (processing step 180).
[0128] Although the description above contains many specificities
such as colors, indicators and purchasing forms, these should not
be construed as limiting the scope of the invention but as merely
providing an illustration of the presently preferred embodiment of
the invention. Thus the scope of this invention should be
determined by the appended claims and their legal equivalents.
* * * * *