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Purchase Order
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.
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Purchase Order Number - the number assigned to each purchase order. Purchase order numbers must be numeric and can contain up to seven digits. The PO number will be automatically assigned to (using the 'Highest purchase order #' in USASDAT/USACON) to the next available number on file unless you override the auto assign by entering a desired purchase order number.
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Deliver To Vendor - The deliver to vendor is optional for specifying specific address information for where the goods or services are to be delivered to. Default may be set up in 'Preferences'
Deliver To - the address for which the goods or services are to be delivered.
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Account Code - the account code to be charged for the item being ordered.
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Create Purchase
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Order
- From the Transaction menu select 'Purchase Orders'
- Click on 'Create' (hyperlink)
- Enter in desired information into the purchase order
- click on the blue plus sign to add line items, please refer to the Icon (hyperlink) chapter for more information on the web applications icons.
- if it is desired to charge an item to multiple accounts (hyperlink to multiple accounts) click on the price or qty icon.
- Click on Validate (hyperlink)
- Click on Post (hyperlink) 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
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:
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When a split price or quantity is collapsed it will show an "S" in the # field to represent split items, and when it is expanded it will show all of the lines with its own item number. |
Query Purchase
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Order
The purchase order query allows you to search for existing purchase orders. Please refer to the Query (hyperlink) chapter for information on how to query a record.
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Edit Purchase Order
Purchase Orders that are currently at a status of New may be updated through the USASWeb application. Please refer to the Edit/update/modify chapter for information on how to update/edit/modify . Only fields that are allowed to be edited will be displayed. Please refer to Navigation for information on how to edit a record.
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Clone Purchase
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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. Please refer to Clone( hyperlink) to Navigation for more information on on how to clone a record.
Deleting Purchase Orders
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Deleting a purchase order is dependent on how the flag 'Allow purchase order deletion?' is set in USASDAT/USACON. |
The delete function may be used to delete any purchase order that is currently at a status of New or Future. Please refer to Delete (hyperlink) Navigation for more information on how to delete a record.
Notes
The following purchase order fields are set in the USASDAT/USACON program:
Highest purchase order: The highest purchase order number on file is displayed in this field. Users with OECN_USAS_GM privileges are allowed to modify this number.
Check requisitioned amounts for encumbrances: This flag is used in conjunction with the "Track Requisitioned Amounts" flag. If choosing to track requisitioned amounts and setting this flag to "Y", the requisitioned amounts will be used in calculating remaining balances on the budget and appropriation accounts as purchase orders are created and modified. Depending on how the USASDAT/USASEC flags are set, warnings/errors may be displayed if the remaining balances are negative. If setting this flag to "W", warnings only will be issued if the remaining balance is negative. Errors will only be incurred if the unencumbered balance - future encumbrances is or will be negative if the user is prohibited from posting to negative balances.
Check future year balances: If set to "Y", the budget and appropriation accounts will be checked against the next year proposed amounts - any future year encumbrances when posting future fiscal year purchase orders.
The following user specific processing flags are set in the USASDAT/USASEC program:
Setting the "Add or Modify Vendors" flag to "N" restricts the user to add/edit vendors.
Setting the "Modify Invoice-to Address" flag to "N" restricts the user from editing the invoice-to address.
Setting the "Allow Negative Budget" flag to "Y" to allow budget accounts to go negative without warning when posting the purchase order; set the flag to "N" to disallow the user to continue posting the purchase order if the budget accounts go negative; set the flag to "W" to warn the user the budget accounts will go negative but allow the user to continue posting the purchase order.
Setting the "Allow Negative Appropriation" flag to "W" to warn the user the appropriation accounts will go negative but allow the user to continue posting the purchase order; set the flag to "N" to disallow the user to continue posting the purchase order if the appropriation accounts go negative.
The 'account filters' can be used to control what accounts a user can post purchase orders to.