Please click hereto view a short video on how to create a purchase order.
...
- Search desired purchase order on grid and click
icon to open pop up window. - Click on
to edit the purchase order- Make desired changes
- Click on
to save desired changes to the purchase order, click on Cancel to not post the changes and return to the Purchase Order grid.
| Note | ||
|---|---|---|
| ||
When editing a PO from a previous period, it may be necessary to reopen that period and any posting periods in between to ensure accurate totals. Please review additional notes on the Posting Period and Report Bundle pages. |
Invoice a Purchase Order
Users with permissions to Invoice have the ability to create Invoices directly from the Purchase Order grid. Purchase Orders that are Invoiceable status can be invoiced by clicking the 
icon. This will open an invoice for that Purchase order and will also change to the AP Invoice page. The invoice button 
is also available when viewing a purchase order.
...
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).
| 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).
| 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. |
| Units | Number. | Type of unit being ordered. (i.e. box, carton) |
| Quantity | Number up to Max = 99999.999 | Required field. Number of items to be ordered. |
| Unit Price | Must be a number. Cannot use $. | Required field. Dollar amount per unit for the items being ordered. Enter dollars, decimal point and cents only. |
| Reference Number | Must 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 Quantity | Number up to Max = 99999.999 | Only required when splitting items. Quantity for item being charged. |
| Charge Unit Price | Number up to Max = 999999999999999.9999 | Only required when splitting items. Unit Price of item being charged. |
| Full Account Code | Must 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. |
...