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  Please click hereto view a short video on how to create a purchase order.

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Note

Instead of modifying an existing item, use the 'copy item' to copy the item you want to change. This will create a new item and you can change the item's quantity, description price or account code at that time. The item's issued date must be in an open posting period.  If the PO line item has not been paid on, you may cancel the original item by clicking on the .  The cancelled item will still be displayed on the PO but with a line crossing it out.  When the Amended PO is printed, the cancelled items will still show in the items grid, but will be marked with a "C" and will not figure into the PO total amount or the total charges to budget accounts.   If the PO line has been paid on, the user may issue a new Cancel_Full invoice against the original PO line item to close it.   

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Field   

Format

Definition

PO Number

PO #

Maximum of 8 digits.

If left blank, the PO number will be automatically assigned.     

Date

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY
  • MM/DD/YYYY
  • MM-DD-YYYY

Enter purchase order date or if left blank, the system will default to current date.

Vendor Number or Vendor #

Valid vendor number.   

Vendor must be active.  Will be Multi-Vendor Purchase Order if left blank.  Specifies the vendor the goods/services are being ordered from.  

Description

Maximum length is 3000 characters.

Description in PO Header that may be used for any special instructions, detail or description associated with the purchase order as a whole.  

Deliver By Date

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY
  • MM/DD/YYYY
  • MM-DD-YYYY

Optional field for the Date the Purchase Order items are being requested to be delivered.   

Terms

Maximum length is 3000 characters.

Optional field for any special terms for the purchase order.

Attention

Maximum length is 3000 characters.

Optional field for individual's name the goods/services are being ordered from.

Source

Maximum length is 3000 characters.

 Optional field for requisition number.

Summary

Maximum length is 3000 characters.

Optional field for description of the entire purchase order as a whole.

Item Number

Number.Required field. This is the item number or line number for PO item with first item starting with 1.

Item Description

Maximum length is 3000 characters.

Description of the PO item being ordered.
UnitsText.Type of unit being ordered.  (i.e. box, carton)
QuantityNumber up to Max = 99999.999Required field.  Number of items to be ordered.
Unit PriceMust be a number. Cannot use $.  Required field.  Dollar amount per unit for the items being ordered.  Enter dollars, decimal point and cents only.  
Reference NumberMust be a number.Required field.  Detailed number for each item being charged an account number.  This will always match the Item Number unless it is a split item.
Charge QuantityNumber up to Max = 99999.999Only required when splitting items.  Quantity for item being charged.
Charge Unit PriceNumber up to Max = 999999999999999.9999 Only required when splitting items.  Unit Price of item being charged.
Full Account CodeMust be formatted with the hyphen as the delimiter as in the UI.  (i.e. 001-2421-512-0000-000000-000-00-000)Required field.  The Account used must be an expenditure account.  

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