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

Purchase Orders

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

USAS Documentation > Purchase Orders > image2019-8-9_13-40-17.png

From the Transaction menu select 'Purchase Orders'

Click USAS Documentation > Purchase Orders > image2015-11-6 12:4:2.png

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.

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.
Click on the to add line items.

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.
  
  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.
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 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 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

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.

Search/View Purchase Order

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.

USAS Documentation > Purchase Orders > image2017-12-22_10-39-54.png

Click on USAS Documentation > Purchase Orders > image2015-11-6 15:16:45.png 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.

USAS Documentation > Purchase Orders > image2019-3-15_16-2-35.png

Amend Purchase Order

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

Search desired purchase order on the grid and clickicon to open pop up window.
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.

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. 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 USAS Documentation > Purchase Orders > image2015-11-6 15:1:35.png to saved desired changes to the purchase order. Click on 'cancel' to not post the changes and return to the purchase order grid.

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.

Search desired purchase order on grid and clickicon to open pop up window.
Click on to edit the purchase order
1. Make desired changes
Click on to save desired changes to the purchase order, click on Cancel to not post the changes and return to the Purchase Order grid.

When editing a PO from a previous period, it may be necessary to reopen that period and any posting periods in between to ensure accurate totals. Please review additional notes on the Posting Period and Report Bundle pages.

Invoice a Purchase Order

Users with permissions to Invoice have the ability to create Invoices directly from the Purchase Order grid. Purchase Orders that are Invoiceable status can be invoiced by clicking the USAS Documentation > Purchase Orders > image2017-7-23_16-21-37.png icon. This will open an invoice for that Purchase order and will also change to the AP Invoice page. The invoice button is also available when viewing a purchase order.

Cancel Purchase Order Items without an Invoice

You now have the ability to cancel po items that have not been invoiced or paid directly from the po. To do so, edit the PO and select the Amend option. For any item that has not been invoiced, click the to cancel the item. A pop up will allow user to select the Cancellation date for the PO item. The cancellation date must be a date that is in an Open posting period and a date after the PO date. The canceled item will display with a line through it, indicating it has been canceled. The canceled total should now reflect the item(s) you canceled.

The encumbrance amount associated with the line item that is removed will be cancelled as of this Cancellation date when the Purchase Order is amended. When trying to cancel a line item prior to closing a previous month, users may need to process a Cancel_full invoice in order to use a cancel date in the appropriate posting period.

Print Purchase Order

Click on USAS Documentation > Purchase Orders > image2015-11-6 15:5:36.png 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.

USAS Documentation > Purchase Orders > image2015-11-6 15:8:4.png

Clone Purchase Order

Select desired purchase order on grid
Click on to view the purchase order information
Click on to clone the purchase order information into a new purchase order.
Make any desired changes and click on to post the purchase order to the system, or click on Cancel to not post the purchase order and return to the Purchase Order grid.

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 (see org.ssdt_ohio.usas.model.po.POPreventDelete). If the rule is disabled only purchase orders that do not have any related transactions (i.e. invoices and disbursements) may be deleted. Otherwise, the purchase order cannot be deleted.

Search desired purchase order on grid
Click on to delete the purchase order.
Click on "Delete" to confirm the deletion.

Import Purchase Orders

The Import Purchase Orders option may be used to import Purchase Orders from a spreadsheet (CSV format). Please refer to the Purchase Order Import Criteria for further details on the CSV file format. We've also provided a template spreadsheet for districts to use. Any rules pertaining to Purchase Orders will also be applied when importing purchase orders.

From the Transaction menu select "Purchase Orders"
To import a CSV file, click on .
Click on "Choose File", browse for the file (.CSV) and click "Open" or select the file by double-clicking on the file name.
The selected filename will be visible to verify the system is ready to Load the proper file.
Click on "Load" to process the chosen file and post the transactions.

6. A message box will appear showing the number of Records Loaded and the Number of Errors.

7. An output file named “USASLOADERR.CSV” will be created containing the number of records loaded or records with errors.

a. If there are records that did not load, the file will contain only those records that did not load successfully and will provide error messages explaining why.

b. If there were no errors, the file will say "No errors. Records loaded: #" where # is the number of records successfully loaded

8. If an error occurs, open the output CSV file, make the necessary corrections, and re-import the corrected output file.

Purchase Order Import Criteria

Please use the template spreadsheet containing the fields in the proper format (listed in the table below). If you are not using the template spreadsheet and instead you are creating a spreadsheet of your own, the field names on the spreadsheet must exactly match the Field names listed below. The field names are not case sensitive, but must be entered exactly as shown below making sure to include the spaces between words. (i.e PO NUMBER and po number are both acceptable, but POnumber causes an error.) PO # and Vendor # also can be PO Number or Vendor Number. Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet. All other fields are optional.

Since CSV files use the comma character to separate columns, data fields that contain commas will be wrapped with double quotation marks when imported into the Redesign. For example, if Athletic helmets, pads, and protective gear was entered on the CSV file for the PO Item Description, it will import as “Athletic helmets, pads, and protective gear"

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.
Units	Text.	Type of unit being ordered. (i.e. box, carton)
Quantity	Number up to Max = 99999.999	Required field. Number of items to be ordered.
Unit Price	Must be a number. Cannot use $.	Required field. Dollar amount per unit for the items being ordered. Enter dollars, decimal point and cents only.
Reference Number	Must 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 Quantity	Number up to Max = 99999.999	Only required when splitting items. Quantity for item being charged.
Charge Unit Price	Number up to Max = 999999999999999.9999	Only required when splitting items. Unit Price of item being charged.
Full Account Code	Must 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.

Repair Purchase Order

The Repair option allows you to change the purchase order date, vendor and/or item account code as long as the PO and/or PO charge does not have any payments (disbursements) posted against it. Repair can be used prior to any payables being posted to disbursements ('Post selected' option on Payables grid). Once disbursements have been posted and appear on the disbursements grid, the Repair option will no longer be available. The intention of the repair option (versus editing a PO) is that the repair option will also update any associated invoices and payables. PO Repair changes for each option (account, vendor, date) are processed separately; thus, the current tab that you are working with, once you click 'Update', the change for that option/tab will be made. A downloadable summary of the results will be provided when processing is complete. The PO Repair option can be accessed by using the View icon on the purchase order grid and selecting Repair.

Repair option adheres to existing posting period rules. For example: If the PO date is January 2021 but January is closed, it must be re-opened in order to use Repair.

Account

When the Account tab is selected, you have the ability to change the account on one or more PO charges. It will also update any associated invoices/payables. Once a disbursement has been posted against a PO charge, the Account option will no longer be available for that charge.

To change an account, select the 'account' tab and click the 'From Account' drop down to display the accounts currently tied to the PO. It will then display the items on the PO that contain the account. Check the item(s) you want to change and enter the account you want to change them to on 'To Account'. If you want to change all items displayed, you can click on the top checkbox to select all. Click 'Update' to make the changes or 'Cancel' to cancel out of this option.

USAS Documentation > Purchase Orders > image2021-2-16_11-33-49.png

Once 'update' is complete, a Change Result box displays containing the PO charges that were updated to the new account. 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.

USAS Documentation > Purchase Orders > image2021-2-16_12-13-18.png

ChangeResult.PDF

USAS Documentation > Purchase Orders > image2021-2-16_11-48-58.png

Vendor

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. The Vendor Repair option is not available if the PO has disbursements posted against the PO or if the PO is a non-specified Vendor PO with no vendor.

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.

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 'Update' to make the change or 'Cancel' to cancel out of this option.

USAS Documentation > Purchase Orders > image2021-2-16_11-52-18.png

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.

USAS Documentation > Purchase Orders > image2024-3-28_15-23-8.png

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.

USAS Documentation > Purchase Orders > image2021-2-16_11-55-7.png

ChangeResult.PDF

USAS Documentation > Purchase Orders > image2021-2-16_12-7-49.png

Date

When the Date tab is selected, you have the ability to change the date on the PO. Enter the new date in the 'To Date' field or use the date icon to pick a date. Click 'Update' to make the change or 'Cancel' to cancel out of this option. Once a disbursement has been posted against the PO, the date option will no longer be available.

USAS Documentation > Purchase Orders > image2021-2-16_12-11-16.png

Once 'update' is complete, a Change Result box will be displayed containing the date 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.

USAS Documentation > Purchase Orders > image2021-2-16_12-16-39.png

ChangeResult.PDF

USAS Documentation > Purchase Orders > image2021-2-16_12-17-45.png

More Information on 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 installed (see Admin/Modules) and on the specific rule(s) the district has enabled. However, this can be customized to suit the needs of the district (see rules org.ssdt_ohio.usas.model.po.DefaultBalanceCheckWarning and org.ssdt_ohio.usas.module.preencumbrance.POBalanceCheckWarningExcludePreencumbrances).

By default, the account codes must be active and function codes 7100-7499 are not allowed. The default rules affecting this behavior are org.ssdt_ohio.usas.model.po.PORequireActiveAccounts and org.ssdt_ohio.usas.model.po.PORestrictedFunctionCodes. Function codes 7200-7499 are reserved for Transfers and Advances, which must be entered via the Transfers/Advances option. Function code 7100 is a contingency account. Expenditures may not be made directly from a contingency account.

Classic USAS Requisition Approval functionality

USAS-R contains an optional module to provide support for the optional Classic USAS Requisition Approval functionality. If this module is enabled, an 'Approval Status' 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 "transmitted" boolean Custom Field on the PO so that an outside purchasing system may optionally tell USAS whether the PO was already transmitted to the vendor.

Vendors

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' purchase order (non-vendor specific). Multi-vendors are no longer used.

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.

By default, the vendor must be active. The default rule affecting this behavior is org.ssdt_ohio.usas.model.po.POVendorActive. A warning will also be generated if the vendor does not have a default PO location defined. This behavior is optional and may be customized by disabling or copying the rule org.ssdt_ohio.usas.model.po.PoVendorDefaultPOAddress.

Then and Now Purchase Orders

When the vendor's 'invoice date' or the 'invoice date' on the invoice is prior to the purchase order date, the purchase order will be labeled as a then and now PO on the system. When viewing a PO, the 'Then and Now' field will be checkmarked. You can also add the 'Then and Now' field to the PO grid in order to filter on it.

TIP Re-open a Purchase Order: If you need to re-open a purchase order, query the last invoice against the PO and click on the 'partial' action button located on the invoice line items. Please note that the posting period of the last invoice posted must be open in order to change the status to partial.