SWS - Inquiries

Searching for Existing Documents

The Document Inquiry Screens can be used to check the status of all types of Requisitions and Purchase Orders. The PIDQY and IIDQY screens are identical in layout. Use the IIDQY screen for information on Inventory Requisitions and the PIDQY screen for information on all others. To use either screen, follow these steps:

1. Type PIDQY or IIDQY in the Search Field / Command Prompt OR select Document Review>Purchase or Document Review>Inventory.
2. A page of documents appears with various statuses. Sort this page by selecting any of the title columns below the document header, such as Document #, Charge Department, or Vendor. These columns will sort by ascending or descending values.
3. A Filter icon is located in the upper right corner of the screen.
   • Purchase Requisitions will have more filter options than Inventory Requisitions.
   • Select the Filter icon.
   • Adjust filter settings as applicable to search for a document.
   • Select Search.
   • An updated page of documents appears.
4. Select the Export to Excel icon to create an Excel file with the results of your search.

Finding Related Documents

After a Purchase Requisition has been approved, a Purchase Order Number is generated by the Purchasing Department. The PO number can be located provided the user knows the Purchase Requisition number. To look up a PO number, or Purchase Document Cross Reference Inquiry, follow these steps:

1. Type PIREF in the Search Field / Command Prompt OR select Reports and type PIREF in the search field. Hit Enter on your keyboard. Both methods take you to the same location.
2. Select the Launch icon beside Purchase Document Cross Reference Inquiry.
3. Select the Document Type drop-down menu and select desired criteria, such as PO or PR.
4. Sort this page by selecting any of the title columns below the document header, such as Document #, Charge Department, or Document Date. These columns will sort by ascending or descending values.
5. Click directly onto a document to open and review document details.
6. Select the References or Approval History icons, if applicable.

Checking Warehouse Inventory Levels

Users can check the inventory levels of items in the Chaparral Warehouse by using the IIBAL command key/function. To check current inventory levels, follow the steps below:

1. Type IIBAL in the Search Field / Command Prompt OR select Reports and type IIBAL in the search field. Hit Enter on your keyboard. Both methods take you to the same location.
2. Select the Launch icon beside Inventory Item Balance History.
3. From the drop-down menu, select General Warehouse.
4. Select Search.
5. Enter the Item # in the Item # field or enter text within the Description field for the item you are searching for.
6. Select the magnifying glass on the right side to search for the item.
7. Review the Available Quantity column to see what is currently in stock at the Chaparral Warehouse.

Looking Up Vendor Codes/Names

This inquiry can be used anytime you need to identify the MMS Vendor Name of a specific vendor. This search is especially useful if a company “does business as” a different company name. To search for a Vendor Name, follow the steps below:

1. Type MIVSN in the Search Field / Command Prompt OR select Reports and type MIVSN in the search field. Hit Enter on your keyboard. Both methods take you to the same location.
2. Scroll down to the Master Files Inquiry section.
3. Select the Launch icon beside Vendor Master Inquiry.
4. Search for vendor information by Vendor #, Vendor Short Name, Vendor Name, State, or Zip Code.
5. Select the magnifying glass on the right side to search for the vendor.
6. Select the vendor line to pull up all details for that vendor.
7. Make note of any desired vendor information.

To review images or save/download/print a copy of this Job Aide, please select the pdf attachment.