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.

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.

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.

Transmission Status - USAS supports outside purchasing systems containing requisition approval workflows. A flag in USACON must be set 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

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.).

Price - the dollar amount per unit for the good/service being ordered. Enter the dollars, decimal point, and cents only. Do not enter the dollar sign or any commas in the price field.

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.

Account Code - the account code to be charged for the item being ordered.

Create Purchase Order

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
   2. if it is desired to charge an item to multiple accounts click on the price or qty icon.
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

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 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.

The collapse 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

The purchase order query allows you to search for existing purchase orders. Please refer to Query for information on how to query a record.

Edit Purchase Order

Purchase Orders that are currently at a status of New may be updated through the USASWeb application. 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 record.

Print Purchase Order

Printing a Single 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 from a query.
To print a single purchase order, click on Print. A pop-up box will appear in your browser displaying how the purchase order will appear in printed form.

To send a copy of the purchase order to the printer, select File from the horizontal menu bar in the browser displaying the printed version of the purchase order. Under File, select Print.
Once Print has been selected, a Printer pop-up box will appear in your browser window. Select the printer the purchase order is to be submitted to for printing. Once all printer selections have been made, click on OK to send the purchase order to the printer.

Printing Multiple Purchase Orders

Multiple purchase orders may be printed when selecting the "print batch" option in the Purchase Order Query. First, you need to query the range of purchase orders that need to be printed by using the Query option. Please refer Query for further details on how to query ra record. Once you query the purchase orders, click in the checkbox at the top of the list to select all the purchase orders listed, or you can click in individual checkboxes if you need to select specific requistiions to print. After selecting the purchase orders you wish to print, click on the "Print batch" button at the top of the screen. This will cause all the purchase orders selected to come up in a print window. Click your printer icon or choose file/ print to print to your printer.

Delete Purchase Orders

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.

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.