Please click hereto view a short video on how to create a purchase order.
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The purchase order grid allows you to search for existing purchase orders by clicking in the filter row in the grid columns and entering in the desired information. Click on 
to generate a quick report based on what you filtered. Click on any row of the search results to see a highlight view of the record.
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By default the system will not allow any purchase order to be deleted. However this is a bundled, non-mandatory rule, meaning it may be disabled under the Rules interface (see org.ssdt_ohio.usas.model.po.POPreventDelete). If the rule is disabled only purchase orders that do not have any related transactions (i.e. invoices and disbursements) may be deleted. Otherwise, the purchase order cannot be deleted.
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The Import Purchase Orders option may be used to import Purchase Orders from a spreadsheet (CSV format). Please refer to the Purchase Order Import Criteria for further details on the CSV file format. We've also provided a template spreadsheet for districts to use. Any rules pertaining to Purchase Orders will also be applied when importing purchase orders.
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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).
| 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 | Text. | 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. |
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The Repair option allows you to change the purchase order date, vendor and/or item account code as long as the PO and/or PO charge does not have any payments (disbursements) posted against it. Repair can be used prior to any payables being posted to disbursements ('Post selected' option on Payables grid). Once disbursements have been posted and appear on the disbursements grid, the Repair option will no longer be available. The intention of the repair option (versus editing a PO) is that it the repair option will also update any associated invoices and payables. Changes PO Repair changes for each tab/option option (account, vendor, date) are processed separately so ; thus, the current tab that you are working with, when once you click 'Update', is the change for that option/tab will be made. A downloadable summary of the results will be provided when processing is complete. The PO Repair option can be accessed by using the View icon 
on the purchase order grid and selecting Repair. 
| Note |
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Repair option adheres to existing posting period rules. For example: If the PO date is January 2021 but January is closed, it must be re-opened in order to use Repair. |
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Individual user purchase order processing is controlled by a variety of variables, such as User account where the Account Filter and Role (and the Permissions assigned to those Roles) are defined for each user, User Preferences, Rules, etc.
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