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A purchase order is a document authorizing a seller to deliver goods, with payment to be made at a later date. Monies are encumbered when a purchase order is created.

Create Purchase Order

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1. From the Transaction menu select 'Purchase Orders'
2. Click on 'Create'

3. Enter desired information into the purchase order

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   Purchase Orders by default do not require a vendor number.  No vendor

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1. means the user

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1. hasn't assigned one yet or that it will be used as a 'multi-vendor' purchase order (non-vendor specific).  Multi-vendors are no longer used

    

   1. click on the Image Added to add line items
      1. The Image Addedonly appears beside the account code dimensions if the user has the ability to create accounts
   2. if it is desired to charge an item to multiple accounts click on Image Added or Image Added.  

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A vendor may be entered at any time prior to entering the first invoice.  If a vendor is not entered prior to the first invoice, it will be assumed to be a non-vendor specific (i.e.,multi-vendor) purchase order and the vendor will need to be entered at invoicing time. In this case, once an invoice has been processed against the purchase order, it will no longer be possible to enter a vendor on the purchase order. 

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. By default the system will give a warning if the budget's remaining balance will go negative. Remaining balance is either unencumbered balance or unencumbered balance - outstanding requisitions depending on whether the pre-encumbrance module is enabled and the specific rule(s) the district has enabled.

USAS-R contains an optional module to provide support for the optional Classic USAS Requisition Approval functionality.  If this module is enabled,  a Custom Field will be available on the requisition to indicate it's status, and requisitions may only be converted to a purchase order after the status has been set to approved by a user with the appropriate security.  This module also activates an optional "transmission status" Custom Field on the PO so that an outside purchasing system may optionally tell USAS whether the PO was already transmitted to the vendor.

Create Purchase Order

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1. From the Transaction menu select 'Purchase Orders'
2. Click on 'Create'
3. Enter in desired information into the purchase order
   1. click on the blue plus sign to add line items
      1. The Image Removedonly appears beside the account code dimensions if the user has the ability to create accounts
   2. if it is desired to charge an item to multiple accounts click on the price or qty icon.Charging an Item to Multiple Accounts
4. Click on Validate
5. Click on Post to post the purchase order to the system, click on Cancel to not post the purchase order and return to the Purchase Order Query, click on Save Draft to save the purchase order outside of the system for later use.

Query Purchase Order

Purchase Order Query allows the user to search for purchase orders that have been posted on the system.

Edit Purchase Order

New Purchase Orders from an open posting period may be modified. Only fields that are allowed to be edited will be displayed. 

1. Query for desired purchase order
2. Click on the purchase order number in the query results
3. Click on Modify
   1. Make desired changes
4. Click on Validate
5. Click on Post to post the purchase order to the system, click on Cancel to not post the purchase order and return to the Purchase Order Query.

Clone Purchase Order

The clone function may be used to copy all of the information from an existing purchase order into a new purchase order while allowing changes to be made. A new purchase order number must be supplied.

1. Query for desired purchase order
2. Click on the purchase order in the query results
3. Click on Clone
   1. enter in new PO number and date
   2. make additional changes if needed
4. Click on Validate
5. Click on Post to post the purchase order to the system, click on Cancel to not post the purchase order and return to the Purchase Order Query, click on Save Draft to save the purchase order outside of the system for later use.

Charging an item to Multiple Accounts

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Save Draft/Load Purchase Order

Saving and Loading features are an excellent way for users to save a draft copy of a transaction in order to use it at a later date.  Save Draft saves all information entered on the current record to the user's computer without posting it to USAS.  Load Draft is used to load a copy of the saved record into USAS. 

Print Purchase Order

The Print function may be used to submit a copy of a posted purchase order in a desired output format.  Users have the ability to print a single purchase order or a batch of purchase orders at one time. 

Delete Purchase Orders

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. If the rule is disabled only purchase orders that do not have any other information tied to it such as an invoice, check, etc may be deleted. 

1. Query for desired purchase order
2. Click on the purchase order number in the query results
3. Click on Delete.
4. Confirm you want to delete Yes or No.

More Information on Purchase Order Options 

Charging an Item to Multiple Accounts

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USASWEB/Purchase Order will allow one item to be charged to more than one account. The line item will be divided, displaying the separate account codes on the screen; however, the line item will be combined into a single item on the printed purchase order
There are two ways of combining items:

• Splitting the Quantity: involves  involves splitting the quantity of a particular item among several different account codes. The price must be the same for each item, and you must enter the quantity desired that will be split up among different account codes before clicking on the qty icon.

• Splitting the Price: involves splitting the price of a particular item among several different account codes. The quantity must always be one, and you may enter the total price desired that will be split up among different account codes before or after clicking on the price icon.< >

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If the total price is greater than 9,999,999.99 it MUST be entered into the pop up rather than the original item screen

The collapse button button   rolls all of the split items up into the first account code, so you only see one account code, which is how the purchase order will look when printed. The first account code entered is called the "combined item" meaning the line item the rest of items are being rolled up into when collapsed. The line items underneath the combined line item are called "split items."

Query Purchase Order

Purchaser Order Query allows the user to search for purchase orders that have been posted to the USAS system.

• View the details of a previously posted purchase order
• Make modifications to a previously posted purchase order
• Clone a previously posted purchase order
• Delete a purchase order currently posted to the system
• Invoice a purchase order
• Print a purchase order

Please refer to Query for information on how to query a record

Edit Purchase Order

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Clone Purchase Order

The clone function may be used to copy all of the information from an existing purchase order into a new purchase order while allowing changes to be made. A new purchase order number must be supplied.

Save Draft/Load Purchase Order

Saving and Loading features are an excellent way for users to save a draft copy of a transaction in order to use it at a later date.  Save Draft saves all information entered on the current record to the user's computer without posting it to USAS.  Load Draft is used to load a copy of the saved record into USAS.  Please refer to Navigation for further details on how to save and load a draft into USAS.

Print Purchase Order

The Print function may be used to submit a copy of a posted purchase order to a printer. The print option is available immediately after posting a new purchase order, posting modifications to a purchase order, or when selecting a purchase order(s) from a query.  Please refer to Navigation for further details on how to print a transaction or multiple transactions.

Delete Purchase Orders

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