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  Please click hereto view a short video on how to create a purchase order.

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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 

    Info

    and options work with the option. If is checked before clicking , it will save the new PO and leave the window open to create another PO. Ifis checked before clicking , it will close you out of the PO window.


  3. Enter desired information into the purchase order

    1. PO # : Purchase Order can be entered or if left blank will default to the next purchase order number based on the Transaction Configuration.
    2. Date: The transaction date must be in an open period.
    3. Vendor: Users can search for vendor by vendor number or primary name. Wild cards (%) can be used to search. Purchase Orders by default do not require a vendor number. No vendor means the user hasn't assigned one yet or that it will be used as a 'multi-vendor' purchase order (non-vendor specific). The creation of multi-vendor vendor numbers is no longer needed in Redesign.
    4. Description: Purchase Order header description.
    5. Deliver By Date
    6. Delivery Address: Select delivery address from drop down. Delivery Addresses shown based on setup in Core > Delivery Address page. User can also type in address.
    7. Terms
    8. Attention
    9. Source: Shows Requisition number for Purchase orders created by converting a Requisition.
    10. Summary
    11. Created Date: Date Purchase Order transaction created in USAS-R.
    12. Amended: When a Purchase Order is amended this box will automatically be checked.
    13. Invoiceable: Indicates a Purchase Order is still open and able to be invoiced.
    14. Multivendor
    15. Modified Date: Updated when the purchase order is directly edited or amended. Does not update when the purchase order is invoiced.
    16. Posted Date: Used with third party applications. This field will automatically populated to the Created date for new Purchase Orders and then will update to the Modified Date if the PO is edited or amended.
    17. Then and Now: Will automatically be checked when a Then and Now transaction is processed. User will receive a warning when invoicing using a date prior to the purchase order date.
  4. Click on the  to add line items.
    1. Enter desired information into the Purchase Order Items
      1. click on  or  to move item up or down in listing of line items.
      2. click on the  to add line items.

      3. click on the  to copy line items.



        Info

        There is not a limit on the number of line items that can be added to a Purchase Order. However, transactions with a large number of line items may take longer to save, clone, and invoice. 


    2. Charges
      1. The  icon allows the user to split items by quantity and the icon allows the user to split by price.
        1. Split by Quantity 100
          1. Use the (plus) to add additional charges
          2. Modify the Quantity to split the price of the line item between the accounts entered
          3. Click Accept to save
          4. Click Close to return to the Purchase Order

        2. Split by Price  - is only available for items that have a quantity of 1.00
          1. Use the (plus) to add additional charges
          2. Modify the Unit Price to split the price of the line item between the accounts entered
          3. Click Accept to save
          4. Click Close to return to the Purchase Order

      2. To enter an account code for the charge:
        1. Use the drop down to select an account
        2. Begin typing the account code to narrow down the selections 
          1. Note: When typing the account code it is necessary to include the hyphens 
        3. Use the  icon to open a pop up window for the account search
          1. The account search option includes the remaining balance and percent expended amounts

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  1. Click on to post the purchase order to the system, click on Cancel to not post the purchase order and return to the Purchase Order grid.

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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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Click on  to view a particular purchase order.  Each item on the purchase contains a 'STATUS' column.  Click on the  at the end of each item to display the current status of the item (canceled amount, issued date, paid amount and payable amount).  You may also hover over the line items description in order to display the entire description.

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The amend option should be used when the purchase order has already been sent to the vendor.   

  1. Search desired purchase order on the grid and clickicon to open pop up window.
  2. Click on  to amend the purchase order.
    1. Make desired changes.
    2. When using the Amend option on a Purchase order, you are not permitted to modify the Vendor, PO date, an existing item, or the issued date on an existing item.   
Note

Instead of modifying an existing item, use the 'copy item' to copy the item you want to change. This will create a new item and you can change the item's quantity, description price or account code at that time. The item's issued date must be in an open posting period.  You will then need to If the PO line item has not been paid on, you may cancel the original item by clicking on the .  The cancelled item will still be displayed on the PO but with a line crossing it out.  When the Amended PO is printed, the cancelled items will still show in the items grid, but will be marked with a "C" and will not figure into the PO total amount or the total charges to budget accounts. If the PO line has been paid on, the user may issue a new Cancel_Full invoice against the original PO line item to close it.   

3. Click on  to saved desired changes to the purchase order.  Click on 'cancel' to not post the changes and return to the purchase order grid.

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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).  

  • MMDDYYYY
  • MM/DD/YYYY
  • MM-DD-YYYY

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).  

  • MMDDYYYY
  • MM/DD/YYYY
  • MM-DD-YYYY

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.
UnitsText.Type of unit being ordered.  (i.e. box, carton)
QuantityNumber up to Max = 99999.999Required field.  Number of items to be ordered.
Unit PriceMust be a number. Cannot use $.  Required field.  Dollar amount per unit for the items being ordered.  Enter dollars, decimal point and cents only.  
Reference NumberMust 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 QuantityNumber up to Max = 99999.999Only required when splitting items.  Quantity for item being charged.
Charge Unit PriceNumber up to Max = 999999999999999.9999 Only required when splitting items.  Unit Price of item being charged.
Full Account CodeMust 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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When the Vendor tab is selected, you have the ability to change the vendor on the PO. It will also update the vendor on any associated invoices/payables.  Once a disbursement has been posted The Vendor Repair option is not available if the PO has disbursements posted against the PO , the vendor option in Repair will no longer be available. or if the PO is a non-specified Vendor PO with no vendor.  

Info

The Vendor Repair option is not restricted by standard Posting Period rules. Using this option, Vendors can be changed on a PO dated in a prior posting period without reopening that period.

Note
titleMulti-Vendor PO

Repair will not allow selecting a new vendor for a PO marked multi-vendor.  A PO is marked as multi-vendor when the vendor is left blank.  The vendor is assigned during invoicing.  Since the intention of a multi-vendor PO is to create invoices against various vendors,  the vendor option is not available in Repair for POs marked as multi-vendor.  If you need to change a vendor on a PO marked as multi-vendor and no invoices have been issued against it, use the Edit option instead.  The same applies when changing a PO with a regular vendor to a blank vendor (multi-vendor).  The Repair option cannot be used.  If no invoices have been issued against the PO, you can use Edit instead to change the vendor.that period. 


To change the vendor, select the 'vendor' tab and enter the new vendor in 'To Vendor' or use the drop down to select a vendor.  Click  Click 'Update' to make the change or 'Cancel' to cancel out of this option. 

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To change a Vendor PO to no vendor so that the PO may be invoiced for multiple vendors, leave blank.  A confirmation box will pop up for user to confirm Yes to continue or No to cancel.  Clicking Yes will bring you to the Change Result box in the next step.

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Once 'update' is complete, a Change Result box will be displayed containing the vendor changes.  If you want an output file of the changes that took place, click on    to generate a ChangeResult PDF report.  Otherwise,  you may click  to close out of the change result box.

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