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Purchase Order
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.
Fields on the Purchase Order Record:
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 (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.
Vendor Number - the vendor the goods or services are being ordered from. The only appears if the users security profile allows them to add/modiy vendors.
Purchase Order Date - the purchase order date. The date automatically defaults to the current system date.
Terms - optional field for any special terms for the purchase order.
Deliver By Date - the date the goods/services will be delivered by.
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.
PO Summary - optional field that may be used to enter a description of the entire purchase order. This will only appear on reports and will not be printed on the purchase order.
Purchase Order Description - optional field that may be used for any special instructions, detail, or description associated with the purchase order as a whole. Anything entered in this field will print above the item information for the first item on the purchase order.
Attention - the individual's name the goods or services are being ordered for.
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Purchase Orders by default do not require a vendor number. No vendor may mean the user just hasn't assigned one yet or that it will be used as a 'multi-vendor' purchaser order. Multi-vendors are no longer used.
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 supports outside purchasing systems containing requisition approval workflows. A
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Rule must be
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enabled if the district wants to use requisition approvals. Once the requisition is approved and converted to a PO, a "transmission status" is added to the PO (not visible to the user) so that the outside purchasing system can tell USAS whether the PO was already transmitted to the vendor
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Fields on the Purchase Order line item record:
Quantity -the desired number of a particular good/service to be ordered.
Units - the type of unit that is being ordered (i.e. box, carton, etc.).
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Description - description for the item that is being ordered.
XREF - if your district utilizes XREF (Cross Reference) codes for the account codes, the XREF code associated with the account code to be charged may be entered. This field only appears if the 'X-Reference Accounts' flag in USASDAT/USACON is set to 'Y'.
Account Code - the account code to be charged for the item being ordered.
Create Purchase Order
- From the Transaction menu select 'Purchase Orders'
- Click on 'Create'
- Enter in desired information into the purchase order
- click on the blue plus sign to add line items
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only appears beside the account code dimensions if the user has the ability to create accounts
- The
- if it is desired to charge an item to multiple accounts click on the price or qty icon.
- click on the blue plus sign to add line items
- Click on Validate
- 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.
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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 |
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The collapse button rolls
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."
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Please refer to Query for information on how to query a record
Edit Purchase Order
New Purchase Orders that are currently at a status of New may be updated through the USASWeb application. Only fields from an open posting period may be modified. Only fields that are allowed to be edited will be displayed. Please refer to Navigation for information on how to edit a record.
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. Please refer to Navigation for more information on how to clone a recordA new purchase order number must be supplied.
Save Draft/Load Purchase Order
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USASWEB printed purchase orders are in PDF format so you must have ADOBE Acrobat Read-erReader installed on your local computer to be able to print purchase orders. |
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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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 Navigation for more information on how to delete a record.
FYI
The only appears beside the account code dimensions if the user has the ability to create accounts
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.
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.
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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. 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.