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

From the Transaction menu select 'Purchase Orders'
Click
Enter the desired information into the purchase order
1. PO #: The Purchase Order number 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 a 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 has not 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: Optional deliver by date to specify on the PO.
6. Delivery Address: Select delivery address from drop-down. Delivery Addresses shown based on setup in Core > Delivery Address page. The User can also type in an address.
7. Terms: Optional field.
8. Attention: Optional field to direct the PO to the person indicated in this field.
9. Source: Shows the Requisition number for Purchase orders created by converting a Requisition.
10. Summary
11. Created Date: Date Purchase Order transaction created in USAS.
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 populate with 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: This field will automatically be checked when a Then and Now transaction is processed. The User will receive a warning when the Invoice date is prior to the purchase order date.
Click on the to add line items.
Enter the desired information into the Purchase Order Items.
1. Click on
  or
  to move an item up or down in the listing of line items.
2. Click on the
  to add line items.
3. Click on the
  to copy line items.
4. 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 the percent expended amounts.

Click on to post the purchase order to the system. Click on Cancel to return to the Purchase Order grid without posting the transaction.

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 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.