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

1. From the Transaction menu select 'Purchase Orders'

2. Click 
   
   

   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.
      
      
      
      

      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  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
            
            

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.

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.

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.

Amend Purchase Order

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.   

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.

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. 

1. Search desired purchase order on grid and clickicon to open pop up window.
2. Click on to edit the purchase order
   
   1. Make desired changes
3. 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.

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  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.  

Print Purchase Order

Click on  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. 

Clone Purchase Order

1. Select desired purchase order on grid
2. Click on  to view the purchase order information
3. Click on to clone the purchase order information into a new purchase order.
4. 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.

1. Search desired purchase order on grid
2. Click on  to delete the purchase order.
3. 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. 

1. From the Transaction menu select "Purchase Orders"
2. To import a CSV file, click on .
3. Click on "Choose File", browse for the file (.CSV) and click "Open" or select the file by double-clicking on the file name.
4. The selected filename will be visible to verify the system is ready to Load the proper file.
5.  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.

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.     

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. 

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.

ChangeResult.PDF

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.  

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. 

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.

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.

ChangeResult.PDF

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.

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.

ChangeResult.PDF

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.