peoplesoft purchase orders guide (po2) purchase orders gui… · 21/11/2018 · part ix:...

PeopleSoft Purchase Orders (PO2) Version 6.0 | Updated November 21, 2018

P R E P A R E D B Y T H E S D C O E C U S T O M E R R E S O U R C E C E N T E R

Copyright ©2018, San Diego County Board of Education.

This document may be reproduced internally at the San Diego County Office of Education for the San Diego Board of Education. Except as noted, no part of the publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without the written permission of the San Diego County Board of Education, 6401 Linda Vista Road, San Diego, CA 92111-7399.

For additional information about this publication please contact Peyri Herrera, Customer Resource Center Director. Contact information: [email protected], (858) 569-5463.

SDCOE Customer Resource Center PO2: Purchase Orders v6.0 | i

Contents Contents ............................................................................................................................................................... i

Part I: Overview ..................................................................................................................... 1

About This Guide ................................................................................................................................................. 2 Sample Purchase Order (PO) ............................................................................................................................. 3 Understanding Purchase Orders ......................................................................................................................... 5 Viewing an Existing Purchase Order (Field Definitions) ...................................................................................... 7

Part II: District Setup Items ................................................................................................. 17

PO Logos and Signature ................................................................................................................................... 18 Location Codes .................................................................................................................................................. 19 Standard Comments .......................................................................................................................................... 21

Part III: Create Purchase Orders ........................................................................................ 24

Create a Purchase Order for an Item(s) ............................................................................................................ 25 Create a Purchase Order for a Service(s) ......................................................................................................... 28 Create an Asset Purchase Order ...................................................................................................................... 30 Create an Inventory Purchase Order ................................................................................................................. 31 Create a Direct PO by Copying a PO ................................................................................................................ 32 Create a Purchase Order using PO Defaults .................................................................................................... 34 Source a Requisition to Purchase Order ........................................................................................................... 37 Source a Requisition line(s) to an Existing PO .................................................................................................. 41 Finalize a Requisition ......................................................................................................................................... 42 De-associate a PO Line Item from a Req .......................................................................................................... 46 Edit a Purchase Order ....................................................................................................................................... 47 Enter PO Comments and Attachment ............................................................................................................... 49 Tax Applicability on POs .................................................................................................................................... 51 Enter Freight ...................................................................................................................................................... 53 Zero Priced Line Item ........................................................................................................................................ 56 Partially Sourced Requisitions ........................................................................................................................... 57

Part IV: Approve Purchase Orders ..................................................................................... 58

Approve a Purchase Order ................................................................................................................................ 59 Deny or Hold a Purchase Order ........................................................................................................................ 63 Edit a Purchase Order ....................................................................................................................................... 64 Review PO Approval .......................................................................................................................................... 65

Part V: Dispatch Purchase Orders ..................................................................................... 66

Budget Check and Dispatch a Purchase Order ................................................................................................ 67 Review and Correct Budget Errors .................................................................................................................... 70 Dispatch POs by Batch ...................................................................................................................................... 72 Dispatch POs via Email ..................................................................................................................................... 75 Print POs ........................................................................................................................................................... 77

Part VI: Manage Purchase Orders ...................................................................................... 80

Create a PO Change Order ............................................................................................................................... 81

SDCOE Customer Resource Center PO2: Purchase Orders v6.0 | ii

Review Change Orders ..................................................................................................................................... 84 Change ChartString on a Dispatched PO .......................................................................................................... 86 Cancel a PO Line Item ....................................................................................................................................... 87 Cancel a Purchase Order .................................................................................................................................. 88 Identify and Review Rolled PO .......................................................................................................................... 90

Part VII: Reconcile Requisitions and POs ......................................................................... 91

Requisition and Purchase Order Reconciliation ................................................................................................ 92 Cancel a Requisition Line for Partially Sourced Requisition ............................................................................. 98 Reopen a Closed Requisition ............................................................................................................................ 99 Reopen a Purchase Order ............................................................................................................................... 101 Close Requisitions ........................................................................................................................................... 103 Close Purchase Orders ................................................................................................................................... 113

Part VIII: Purchasing Inquiry ............................................................................................. 122

Requisition Inquiry ........................................................................................................................................... 123 Purchase Order Inquiry.................................................................................................................................... 126 Receipt Inquiry ................................................................................................................................................. 128 Voucher Inquiry ................................................................................................................................................ 131

Part IX: Purchasing Reports ............................................................................................. 135

Running Reports .............................................................................................................................................. 136 PO Listing Report ............................................................................................................................................ 137 Status Listing Report ....................................................................................................................................... 139 Detail Listing Report ........................................................................................................................................ 141 Requisition and PO Budgetary Activity ............................................................................................................ 143 Requisition to PO Cross Reference ................................................................................................................. 145

Part X: Purchasing Queries .............................................................................................. 147

List of PO Queries ........................................................................................................................................... 148

SDCOE Customer Resource Center PO2: Purchase Orders v6.0 | 1

Part I: Overview


About This Guide This guide was created by the SDCOE Customer Resource Center for staff responsible for buying goods and services using Purchase Orders.

Part II explains district setup items. Parts III, IV, V, VI, and VII cover the full functionality of purchase orders in PeopleSoft. Part VIII explains PO inquiries, Part IX describes how to run reports, and Part X provides a list of

Purchasing queries.

For additional copies of this guide, please go to http://crc.sdcoe.net/resources/peoplesoft/guides.

http://crc.sdcoe.net/resources/peoplesoft/guides


Sample Purchase Order (PO) This is a sample PeopleSoft Purchase Order (PO). It is #02000-0000019865. Please see the next page for information on how to read the PO.


How to Read the PO

Area Field/Label Description

1 District Logo (BOX) Your district logo displays here.

District Info Your district name and address display here.

Supplier Info Supplier ID, Name, Address and contact numbers display here.

2

Purchase Order The first five digits represent your district number (02000). The 10-digit number (like 0000019865) is the PO number in the system.

Date PO creation date

Revision Displays a number if there is a Change Order

Page Page number Payment Terms, Freight Terms, and Ship Via

Displays the payment terms set. Freight Terms default to Origination. Ship Via defaults to Common Carrie.

Buyer and Phone Name and contact number of the person who created this PO.

Dispatch method Displays the dispatch method used. Districts can use Print or Email.

3

Ship To The physical address where the items will be delivered.

Attention To Displays the person who requested this purchase. If PO was sourced from a requisition. It displays “See details below” if the ATTN: varies at the line item level or if blank.

Bill To This is the billing address where the invoice will be mailed.

4 Lines

Each line item displays: Line description, Supplier Item ID (if applies), Item ID (for inventory

POs) Quantity, UOM (Unit of measure), and PO Price Extended Amount (Quantity x price) Due date, the desired date when you need the items Sales tax, freight, and/or miscellaneous charges, if applicable. ATTN: field, if PO is sourced from requisition and it varies for each line.

Line comments, if any, display below the item description. Send to Supplier checkbox is selected.

5

Instructions to Supplier

Instructions to Supplier are set up at the district level and appear on the PO if you select the “BU Comments” option when dispatching the PO.

Header Comments PO Header comments display at the bottom of the page. Send to Supplier checkbox is selected.

Authorized Signature

The signature of the person who is authorize to approve this purchase displays here.

NOTE: No budget account number displays on the PO. As an alternative, enter information as header or line comments, if desired.


Understanding Purchase Orders

What is the basic process?

Here is the basic process to create a purchase order:

Purchase Order Structure

The basic components of a purchase order are the Header, Line, Schedule and Distribution.

Header consists of the Purchase Order ID, Date, Supplier and Buyer information

Line defines what you will buy such as the item or description and quantity, unit of measure (UOM), Category, and Price.

Schedule defines the due date and ship to location.

Distribution defines the ChartField information and location.

Terminology Business Unit: Your five digit district number.

Ship To: Indicates the location where the supplier should deliver the items.

Location: Internal location for the delivery of this requisition.

A. Create PO B. Approve PO C. Budget Check D. Dispatch


Category Codes

The Category Code is a required field in the system. This is a way of classifying the items you purchase from suppliers. This is used for reporting to track categorical spending.

Each category code has an object that goes with it; you attach it to the requisition or purchase order. It shows what type of item you're purchasing and use it for reporting. Examples of Category Codes are 14110000 (Paper products), 43210000 (Computer Equipment and Accessories), 44120000 (Office supplies).

In this example, the buyer is purchasing 192 jugs of 5-gallon drinking water. The Category is 43000000.

NOTE: Do not use Category Code 000001. This field cannot be changed when a PO is sourced from the requisition.

Ranges from 70000000 and up will default to no sales tax but it can be overridden in the PO page.

For more information about category codes, please refer to http://www.unspsc.org/.

For guidance on how to maintain category codes, please refer to the Procure-to-Pay guide in the CRC website: http://crc.sdcoe.net/resources/peoplesoft/guides

http://www.unspsc.org/



Viewing an Existing Purchase Order (Field Definitions) Navigation: Main Menu > Purchasing > Purchase Orders > Add/Update POs

Top Portion of Screen

Business Unit: Your five-digit district number, like 00700.

PO ID: Displays 10-digit auto generated number, like 0000000540. NOTE: You can use manual numbering on this field. If so, it is recommended that you use an alpha character to easily identify a manually entered PO ID and to avoid duplicate numerical IDs.

Change Order: If applicable, displays the change order batch number for the purchase order.

Copy From: This dropdown menu is used to access Requisitions to source and Purchase Orders to copy.

PO Status: Values are Initial, Open, Denied, Pending Approval, Approved, and Dispatched. - Initial: Default status when manually entering a PO. - Open: PO was auto sourced without building it as

Approved or Pending Approval. - Denied: PO was rejected by the PO Approver. The

document needs to be modified or canceled, whichever is appropriate.

- Pending Approval: Status of PO when there is PO workflow after entering data and saving the document. Then PO routes to the approver’s queue.

- Approved: Status of PO when there is no PO workflow after entering data and saving the document and there is no PO workflow.

- Dispatched: Status of PO after running the dispatch process from the PO page or from the dispatch page. Running the process is generating a PO PDF that can be accessed from the Report Manager page.

Budget Status: Values are Not Chk’d, Valid, and Error. - Not Chk’d: PO has not been budget checked. If

budget checking process has run previously, any changes to the line amount, quantity or ChartString will trigger a change of budget status to Not Chk’d. Run the budget checking process again to validate funds.

- Valid: PO has been successfully budget checked even if there is insufficient funds for track district. Note that objects 8000 (Revenue accounts) or 9000 (General Ledger accounts) are bypassed by the budget checking process. PO will still return with valid status. In the distribution level, the status will say Bypassed.

- Error: The purchase order has failed budget checking. The text is enabled as a link, which you can click to access the Purchase Order Exceptions page where you can view budget check exceptions for this purchase order. Users with appropriate authority can override the budget exceptions on the Purchase Order Exceptions page. See p.70 to review and edit budget errors.


Buttons: Various buttons available depending on the status of the PO and how the PO was created. - Budget Check button: Click this button to run budget checking for this purchase order. This button

displays when budget status is Not Chk’d. - Change Order button (blue triangle): Click to create a change order revision number. This is

available for purchase orders in dispatched status. - Cancel button (red X): Use this button to cancel the entire purchase order. - Finalize Document button: Use this button to finalize all referenced requisitions for the current

purchase order. The system checks all line distributions in the PO for the associated predecessor requisition distributions. Note that if multiple PO distribution lines are associated to the same requisition line distributions, the system only allows one line to be finalized. The system does not display this button if the PO is not sourced from a requisition.

- Undo Finalize Document button: Use this button to reverse finalizing the referenced requisitions for this purchase order.

Hold from Further Processing: Select this checkbox to temporarily prevent further processing of the purchase order. The PO will not be eligible for approval, unapproval, cancelation, closure or dispatch processing. No budget checking will occur for the purchase order.

Header Area

PO Date: Document date

Supplier Search link: Click to access the Supplier Search page where you can enter criteria to search for a Supplier.

Supplier: This is the Supplier Short Name, like SOUTHWEST-001.

Supplier Details link: Use this link to change the defaults for the selected Supplier such as the Supplier Address, Payment Terms, and basis type (if desired).

Supplier ID: Displays by default the supplier ID for the supplier that you selected.

Buyer: Defaults to your user ID but can be replaced with another buyer ID. Example: 155772 Elizabeth Banks

PO Reference: Limited to 30 characters. Use this field for Board report purposes. Enter a general description for your PO. This field displays on Board report queries.


Links:

Header Details Use this link to select the PO type such as BLKT for blanket POs, change the accounting date and billing location. It displays the Dispatch method and email addresses used, if applicable from the latest dispatch.

PO Defaults

Use this link for mass update at the following level Line details: Category and UOM. Schedule details: Ship To, Due date, and Distribute By. Distribution details: ChartField values, Budget date, Location, IN unit (inventory

info), and asset information.

Requisitions View the requisition details that is associated to the purchase order, if applicable.

Activity Summary View the receiving, invoicing, matching and returning activities that have been performed on the purchase order to date.

Add/Edit Comments Use this link to enter any comments or attachments that apply to the entire PO.

Document Status Click to access and review information about procurement documents (such as the requisition, receipts, vouchers and payments, if applicable) associated with a purchase order.

Receipt Status: Values include Not Recvd (not received), Partial (partially received), Received (fully received).

Dispatch Method: Can be Print or Email.

Dispatch button: This is active when the PO Status is Approved and Budget Status is Valid.

Amount Summary Section

Merchandise Amount: Displays the merchandise amount according to the quantities and prices of the items on the purchase order. Merchandise amount, like 15.32.

Freight/Tax/Misc: Displays the total amount of sales tax, freight and miscellaneous charge, like 1.23. Click the link to see the breakdown.

Total Amount: Merchandise Amount plus the Freight/Tax/Misc, like 16.55.

Encumbrance Balance: Displays the encumbrance balance of the PO. This is an enabled link and it will take you to the PO Accounting Entries page. This is the amount of money committed in encumbrances for this PO. Remaining balance displays if PO has been partially paid. Note that no encumbrance balance displays if objects 8000-8999 (Revenue accounts) or 9000-9999 (General Ledger accounts) are used in the PO. These objects are bypassed by the budget checking process. PO will still return with valid status. In the distribution level, the status will say Bypassed.


Lines Area

In the Lines area, there are several tabs.

Details tab

Item: Applicable to stock items.

Description: Line item description. Limited to 254 characters. Click the icon next to the Description field to open up another window. Use the line comment to add more description and select the Send to Supplier option so that it will display in the PO.

PO Qty: Enter quantity of item to purchase.

UOM: Enter unit of measure of the item.

Category: An 8-digit number used to classify what items you have purchased.

Price: This is the unit price of the item.

Merchandise Amount: PO quantity multiplied by the unit price.

Status: This is the line status. Values are Approved, Canceled, or Closed.

Bubble icon: Use this button to enter any comments or attachments that apply to the line.

Schedule icon: Click this icon to go to the Schedule page and access the distribution page.

Plus sign: Use this to add additional lines.

Minus sign: Use this to delete manually added lines. Note that any lines sourced from a requisition cannot be deleted but can be de-associated from the PO. Also note that once the PO is in the Dispatched status, you will need to use the cancel icon in the Statuses tab. This step will generate a change order to the PO.


Statuses tab

Change icon for each line: blue triangle icon. Click this icon to make the purchase order line fields available for change. This is available only if the purchase order is in Dispatched status.

Cancel icon for each line: red x icon. Click this icon to cancel the purchase order line only. This is available if the purchase order status is Dispatched. If you cancel a dispatched line, a change order is created.

Item Information tab

Supplier Item ID: Use this field to enter Supplier Item ID. For inventory items, data defaults from the item record if any information exists.

Attributes tab

Physical Nature: Select Services or Goods. Amount Only: Select this option for open or blanket POs and service POs. This option allows for partial

amount payments against the purchase order line. If selected, the purchase order quantity value on the line is set to 1 and the field becomes unavailable for entry. Checking this box will change the Receiving Requirement from Required to Do Not.


Receiving tab

Receiving Required: Values are Required, Do Not, Optional. Defaults to Do Not when you select Amount Only option. This can be changed to the appropriate selection.

Schedules Level

Details tab

Due Date: Date when the supplier will deliver the items.

Ship To: Physical address where the supplier will deliver the items.

Miscellaneous Charge icon: Displays any freight amount allocated to the line, if applicable.

Sales/Use Tax icon: Click this button to access/change the appropriate tax.

Distribution icon: Click this button to access the distribution information (ChartString and location).


Statuses tab

Change icon: Click the button to change an attribute on the purchase order schedule. This is available only if the purchase order is in Dispatched status.

Shipment tab

Attention To: Displays the person to whom, or place to where the services or goods are to be delivered. If the purchase orders’ scheduled shipment originated from the requisition, the Attention To field values is carried onto the purchase order. When the PO schedule is manually entered, this field is blank. If desired, enter a value.

Zero Price: Select to indicate that the price for this item is zero.


Distributions Level

Chartfields tab Distribute By: Defaults to Quantity. Changes to Amount when selecting the Amount only option. Note that

stock items cannot be distributed by amount.

Status: This is the distribution line status. Values include Open, Canceled, Closed.

Percent: Distribution percentage for the line. Use this field to enter the distribution percentage for the line. If you distribute by amount or quantity and change either of the values, the percent is adjusted. If you change the percent, the amount or quantity is adjusted. In either case, the percent total must be 100.

PO Qty: If you are distributing by quantity, enter a quantity.

Merchandise Amount: Amount applied to a distribution. If you are distributing by amount, enter an amount.

GL Unit: Defaults to your district number.

Chartfields: Fund, Resource, Goal, Function, Object, Site, Oper Unit and Project Year. Enter values on fields that are applicable to your district.

Details/Tax tab

Sales/Use tax button: Displays the sales tax amount applicable to the distribution line.

Location: Use this field for internal destination of the item. This can be different from the ship to location of the schedule. It displays on the Receipt Delivery report.

IN Unit: Use this field for Inventory POs. Enter the appropriate warehouse number.


Asset Information tab

AM Business Unit: Use this field for Asset items. Must enter your district number. Enter this value prior to selecting the Profile ID.

Profile ID: Use this field for Asset items. Select the appropriate profile ID.

Req Detail tab

Requisition Information such as the Req ID (click the link to access the Requisition page), Line, Schedule, Requester ID and name.

Clear Requisition Info button (eraser icon): Use this button to de-associate req from the PO. This clears the requisition information from the purchase order distribution without changing the purchase order quantity. The purchase order distribution remains, but is no longer sourced from the requisition. If you take this action, the system will return the open quantity on the requisition by the quantity on this distribution. If you return the open quantity on the requisition, you can source the quantity to another purchase order.

Statuses tab

Cancel button: This is the red X icon. Use this icon to cancel the distribution line. If the distribution that you cancel is sourced from a requisition, the system prompts you to see whether you want to return the open requisition quantity and allow the requisition quantity to be re-selected.


Budget Information tab

Status: Values include Complete, Open, Canceled.

Budget Status: Values include Not Chk’d, Valid, Warning, Bypass.

Budget Date: Displays the date used by commitment control to determine the budget period.

Encumbrance Balance: Displays the encumbrance balance for the PO.

Final: Displays if PO is associated with a requisition. Use this box to fully liquidate the requisition pre-encumbrance balance.

Purchase Order Bottom Portion View Printable Version link: Click this link to review the purchase order printout on the screen. The system

will provide an unauthorized version of the PO. Use this link to review the PO prior to dispatch.

View Approvals link: Click to review who is required to approve this purchase order. This link only displays for districts that use PO workflow.

Go to More Dropdown field

Select a feature that you want to access. When you select the feature, the system navigates to the corresponding page.

Activity Log: View basic transaction activity information. It tells you who created, last modified and approved (if applicable) and when the action occurred.

PO Dispatched History: Displays user, dispatch method date and time when the PO was dispatched.

Header Misc Charge: Use this page to allocate Freight among the Items.

Change History: Displays any changes made to the PO, if applicable.


Part II: District Setup Items


PO Logos and Signature To update the PO logo and/or signature, please submit a HEAT ticket to CRC. Attach the image of the PO logo or signature to the ticket.


Location Codes In PeopleSoft Finance, Location codes are 10-digit numbers with text descriptions. Use the directions on the following page to add, update, and inactivate your Location codes. NOTE: When inactivating a Location code, if applicable, notify the CRC so it can also be inactivated as a Ship To location code.

Location Screen You can access the Location screen (Main Menu > Set Up Financials/Supply Chain > Common Definitions > Location > Location) if you have either the M_PO_DISTCONFIG or M_PO_ADMINISTRATOR roles in PeopleSoft Finance.


Add Location Codes

These directions explain how to set up a new location code for your organization.

Navigate to Main Menu > Set Up Financials/Supply Chain > Common Definitions > Location > Location.

Click the Add a New Value tab. Enter the desired Location Code (10-digit field). Click Add.

On the Location Definition tab, enter the Effective Date (it will default to today’s date).

In the Descr field, enter the desired text. This is the text that you will see when looking up for location codes to use. Use a description that will be easy to identify this location.

Enter information on the following fields: Address 1, Address 2, Address 3, Phone, Ext, Fax, City, County, Postal, State. For Address 1, you can use this field to enter the location name so that it will display on the PO.

Click Save. Note: Submit a ticket request to CRC if this Location Code will need to be added as a Ship To Location Code.

Update Location Codes

These directions explain how to modify an existing location code.


On the Find an Existing Value tab, click Search to return all locations. Click the location code you want to update. To narrow your search, enter the code you want to update using the Location Code field, then click Search.

Add a new row by selecting the “+” sign to add a new record. When a new record is added, the information from the previous record is populated.

The effective date field will default to today’s date. Enter the effective date as appropriate.

Enter the desired changes. Click Save.

Inactivate Location Codes

These directions explain how to make a currently active location become inactive.


On the Find an Existing Value tab, click Search to return all locations. Click the location code you want to inactivate. To narrow your search, enter the code you want to inactivate using the Location Code field, then click Search.

Add a new row by selecting the “+” sign to add a new record. When a new record is added, the information from the previous record is populated.

The effective date field will default to today’s date. Enter the date of the first day that you want the location code to become inactive.

Change the status from Active to Inactive. Click Save. NOTE: Notify the CRC that this Location Code is inactivated so it can be inactivated as a Ship To location code, if applicable.


Standard Comments Your organization can create Standard Comments that can be used and/or printed on purchase orders (POs). Initially, your organization was set up with one standard comment that is currently used to display your instructions to the supplier. This is the “BU Comment” that you select to display on your purchase orders. Now you can create frequently used comments as standard comments that can be added to your purchasing transactions by selecting them from the PO Header Comments “Use Standard Comments” link.

See the steps on the next pages to create (add), update, and inactivate standard comments.

Standard Comments Screen You can access the Standard Comments screen (Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments) if you have the M_PO_BUYER role in PeopleSoft Finance.


Add Standard Comments

These directions explain how to create standard comments that can be used and/or printed on the PO.

1. Navigate to Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments.

2. On the Add a New Value tab, enter or select the appropriate values:

SetID: Defaults to your district number. Standard Comment Type: Select SPO. Standard Comment ID: Enter the desired value to use. Limited to 4 digits.

3. Click Add.

4. In the Standard Comments section, enter the appropriate values: Effective Date: Defaults to today’s date. Change if necessary. Status: Defaults to Active. Description: Enter the desired description for this comment. Short Desc: Value populates from the Description field but can be replaced with a different text. Comments: Enter the desired text. To have a better view of the text, click the “Display Comments in the

Modal Window” icon.

5. Click Save. Based on the effective date entered and Active status, you can add this standard comment to the PO.

Standard Comments screenshot from Purchasing page

Once you have set up a Standard Comment, from PO Header Comments click the “Use Standard Comments” link.


Update Standard Comments

Here are the steps for updating/editing standard comments.

Navigate to Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments.

On the Find an Existing Value tab, click Search. NOTE: For the comment type that displays as Instructions to Supplier on the PO, enter Standard Comment Type begins with SPO and Standard Comment ID begins with ST.

Click the Standard Comment ID that you would like to update.

In the Standard Comments section, click the (+) plus sign to create a new record with the desired effective date. Enter the updates in the Comments field. To have a better view of the text, click the “Display Comments in the Modal Window” icon.

Click Save.

Inactivate Standard Comment

Follow these directions to inactivate a Standard Comment.

Navigate to Main Menu > Set Up Financials/Supply Chain > Product Related > Procurement Options > Purchasing > Standard Comments.

On the Find an Existing Value tab, click Search. NOTE: For the comment type that displays as Instructions to Supplier on the PO, enter Standard Comment Type begins with SPO and Standard Comment ID begins with ST.

Click the Standard Comment ID that you would like to inactivate.

In the Standard Comments section, click the (+) plus sign to create a new record with the desired effective date that this comment should become inactive. In the Status field, select Inactive. Enter text in the Comment field to save changes.

Click Save.


Part III: Create Purchase Orders


Create a Purchase Order for an Item(s) Use the following steps to create direct POs in ordering items.

Navigation: Main Menu > Purchasing > Purchase Orders > Add/Update POs

Navigate to Main Menu > Purchasing > Purchase Orders > Add/Update POs.

In the Add a New Value tab: Business Unit: Defaults to your district number. PO ID: Leave the NEXT value in the field to let system auto-generate an ID. Click Add.

Part A: Enter the Header Info. In the Header area, complete the following fields:

PO Date: Defaults to today’s date. Change the PO date, if desired. Supplier or Supplier ID: Enter the Supplier (short name) or Supplier ID. To search for the supplier, use

the Supplier Search link or the look up tool next to the fields. When you complete one field, the other one will automatically populate.

Supplier Details link: Go to this link to select another address ID and payment terms. Buyer: Defaults to your User ID and name. Select a different buyer, if necessary. Dispatch Method: Defaults to Print. If you would like it changed to Email as a default, submit a ticket to

CRC. PO Reference: Enter the desired reference information or general description of the PO. Example:

Water Delivery. TIP: Field is used when you run the PO query for Board Reports.


Part B: Enter the Line items. In the Lines area, on the Details tab, enter the following item description:

Description: Type an item description. Field is limited to 254 characters. Click the arrow next to the

field, it opens up a window. At the bottom of the window, it tells you how many characters you have used. Examples: 5 Gallon Drinking Water, 9 OZ plastic cup. Need more space? Use the line comments field. See p.49 for the steps.

PO Qty: Enter the quantity of the item you want to order. Example: 192, 96 UOM: Enter the unit of measure. Examples: EA (each), DZ (dozen), GA (gallon), BX (box), PH (pack). Category: Enter or select the appropriate code. Do not use Category Code 00001. Examples:

14110000 (Paper products), 43210000 (Computer Equipment and Accessories), 44120000 (Office supplies).

Price: Enter the item price. You do not need to enter the dollar sign. Examples: 1.82, 1.5

If you have additional items to add, scroll to the right and click the Add multiple new rows button (+ sign).

In the window that appears, enter the desired number of rows to add, then click OK. For example, if you enter 1, you will be given one additional row.

For each additional item (line), enter the details as described in Step 4.

Part C: Enter the Schedule information. On the first line, click the Schedule icon. This goes to the Schedules page.

On the Schedules page, if necessary, change the following fields:

Due date: Enter the desired date you want the supplier deliver the items. Ship To location: Look up the physical address where you want the supplier to deliver the items.


Part D: Enter the Distribution line(s). On the Schedules page, in the Details tab, go to the end of the schedule line and click the

Distributions/ChartFields icon.

On the Distribution page, enter the Fund, Resource, Goal, Function, Object, and Site. NOTE: Each district uses different ChartField. Enter Oper Unit and Project Year, if applicable.

To enter more than one ChartString, scroll to the right and click the plus sign.

Click OK. This goes back to the previous page.

IMPORTANT! Repeat Steps 7-11 for any additional lines.

On the Schedules page, click the Return to Main Page link (in the middle of the page).

Part E: Enter your Other Items Need to do some or all of the following?

Enter Supplier Item ID or catalog number? In the Lines grid, go to the Item Information tab. Change the receiving requirement for all line items? In the Lines section, go to the Receiving tab

and change values from Required to Do not for each line. Note by default, receiving is required. Enter comments and attachments for a line item or the entire PO? See p.49 for the steps. Apply or remove sales tax on certain lines? When you save you’ll see the sales tax, based on your

Supplier tax preferences and/or category code selected. See p.51 for more information. Allocate freight? See p.53. Enter a zero priced line? See p.56.

Click Save. Notice that the system generated the PO ID (Purchase Order ID).

Part F: Budget check and Dispatch POs from the PO page. If your district is using PO workflow, the PO status will display as Pending Approval. Budget check the PO after it has been approved. Follow the steps on p.67 to budget check and dispatch PO.

If your district is not using PO workflow, follow the steps on p.67 to budget check and dispatch the PO. Start with Step 3.


Create a Purchase Order for a Service(s) Creating a direct purchase order for a service is similar to an item, with just a handful of differences.

Note: Selecting the amount only option allows partial amount payment to the PO line.

Navigation: Main Menu > Purchasing > Purchase Order > Add/Update POs

Follow the directions that begin on p.25. Enter information for a service as shown in this section. Use these extra steps to create an open or blanket PO for the entire fiscal year.

At Part A: In the Header area, additional steps:

PO Reference: Type Service Agreement. Go to the Header Details link.

o In the PO Type field, enter or select BLKT from the lookup glass for Blanket or Open POs. o Click OK to save entry and return to the main page.

At Part B: In the Lines area, on the Details tab, enter the following:

Description: Type a long description. Open the Description field to type a long description.


Limited to 254 characters. At the bottom of the window, it tells you how many characters have been

used. Need more space? Use line comments field to add more text to display on the PO. See p.49 for the steps.

In the Lines area, click the Attributes tab.

Amount Only: Check the Amount Only box. Click on Yes when this message will appears: “The PO Qty

will be 1 for an amount only line, the system will recalculate the merchandise amount. (10200, 273) The PO Quantity will be 1 for an amount only line, the system will recalculate the merchandise amount, Continue? (10200, 273)”.

Physical Nature: Select Services.

In the Lines area, click the Receiving tab.

Change the Receiving Requirement from Do Not to Required if you want your sites to receive this amount in the system before payment. Note: When flagging a PO as Amount Only, the Receiving Required changes from Required to Do Not.

At Part D: In the Distribution page, the Distribute by changes from Quantity to Amount when the Amount Only checkbox is selected.

Complete processing your PO.


Create an Asset Purchase Order Creating a direct purchase order for an asset is similar to an item, with just a handful of differences. Follow the directions that begin on p.25. Enter information for an asset as shown in this section.


Follow the directions that begin on p.25. Use the additional steps below on each part.

At Part A: In the Header area, enter the following:

PO Reference: Enter the desired reference information. Example: Computer Hardware.

At Part B: In the Lines area, click the Item Information tab. Enter the following:

Supplier Item ID: Enter the Supplier Item ID.

At Part D: At the Distribution page, IMMEDIATELY AFTER ENTERING THE CHARTFIELDS, DO THIS EXTRA STEP. Go to the Asset Information tab. Enter the following:

AM Unit: Enter your district number. Profile ID: Enter CONV. NOTE: If you are using the FAM module, please see box below. Click OK.

At Part E: Other Items, do the following, if necessary:

Allocate freight? See p.53. Enter a zero priced line? See p.56.


SPECIAL NOTE FOR DISTRICTS USING FINANCIAL ASSET MANAGEMENT (FAM)

When your district starts using the Financial Asset Management module, the AM Business Unit and Profile ID fields will default based on the category code you have selected. You can verify and change the Profile ID as necessary.


Create an Inventory Purchase Order Creating a direct purchase order for an inventory items is similar to an item, with just a handful of differences. Follow the directions that begin on p.25. Enter information for an inventory shown in this section.


Follow the directions that begin on p.25. Use the extra steps below on each part.

At Part A: In the Header area, enter the following:

PO Reference: Enter the desired reference information. Example: Warehouse Replenishment.

At Part B: In the Lines area, select from the Item ID lookup. This saves you from entering the description, UOM, price, and category code. This information pulls in from the Item Supplier record if they are setup.

At Part D: Enter the Distribution line, IMMEDIATELY AFTER ENTERING THE CHARTFIELDS, DO THIS

EXTRA STEP. Go to the Details tab. Enter the following:

IN Unit: Enter or select the appropriate warehouse. Click OK.

At Part E: Other Items, do the necessary steps

Allocate freight? See p.53. Enter a zero priced line? See p.56.



Create a Direct PO by Copying a PO Use the steps below to create a direct PO by copying another PO.




Go to the Copy From drop-down list and select Purchase Order.

Search for the PO you want to copy from. Example: PO ID, Supplier. Use a combination to narrow down

your search. Click Search to display POs based on your criteria.

From the Search Results grid, select checkbox next to the PO ID you want to copy. Click OK.


Click OK on this message: “Copying form a PO will overwrite the existing PO. Continue? (10200, 449). If you continue, the system will overwrite the existing PO Header, Lines, and Schedules. If you do not wish to do this, select ‘Cancel’.”

When copying a PO created by a different buyer with a different location code setup, you will get this message: “Override Sales/Use Tax Destination from 0000000NNN to 0000000NNN> (10200, 171) The Sales/Use Tax Destination has been changed, which also changes the Sales/Use Tax Applicability and Tax Code for the schedule. Press OK to override Sales/Use Tax Destination or, press Cancel to leave the Sales/Use Tax Destination as is.” Click OK to continue.

All fields will be populated with information from the selected PO except for the following:

Date fields default to today’s date: PO Date, Accounting Date, Due Date and Budget Date. PO Reference: Enter the desired information. Example: Postage.

Other items to do, as needed:

Change data on any fields as needed such as: Buyer ID and PO Qty field. Insert additional lines. Comments and attachments: Remove any attachment from the copied PO. Edit comments, as

necessary. See p.49 for steps. Apply or remove sales tax on certain lines? When you save you’ll see the sales tax, based on your


Click Save. System will generate a new PO ID.

Budget check and dispatch POs from the PO page. If your district is using PO workflow, the PO status will display as Pending Approval. Budget check the PO after it has been approved. Follow the steps on p.67 to budget check and dispatch the PO.



Create a Purchase Order using PO Defaults Use PO Defaults links when creating a direct Purchase Order with multiple line items. Use the link to enter or change defaults that apply to the entire purchase order. You can override defaults at the line, schedule, and distribution levels. The settings of the Override and Default options affect defaulting behavior when you split distribution lines. When you change the default PO header information and exit this page, whether you use the Default or Override option, the system prompts you with the Retrofit Field Changes to All Existing PO Lines/Schedule/Distributions page.

Part A: Enter your Header info Complete steps 1 to 3 from p.25.

Part B: Enter your Shipping and Distribution info Click on PO Defaults link.

In the Purchase Order Defaults window, fill in the following fields:

Default Options section: Select Override Line area: Enter or select the Category and Unit of Measure. Schedule area: Enter or select the Ship To and Due Date. Leave the Ship Via and Freight Terms Code

defaults.


Distributions area: Enter or select the ChartFields (Fund, Resource, Goal, Function, Object, Site

and/or Oper Unit, if applicable). To enter additional ChartString, scroll right and click on the plus sign to add a new row. It will prompt you on how many rows you want to add. Enter desired number of rows and then click Add. Fill in the ChartFields. Apply the appropriate percentage for each line. The total should be 100 percent.

For Asset items, go to Asset Information tab, enter your AM Business unit and Profile ID. For Inventory items, select your warehouse on the IN Unit field. Click OK.

If you make changes or add values to the defaults on this page, when you exit the page, you are prompted with the Retrofit field changes to all existing PO line, schedule, and distribution page. Click the appropriate checkboxes.

Part C: Enter your Line items. In the Lines area, on the Details tab, enter the following item description:

Description: Type an item description. Field is limited to 254 characters. Click the arrow next to the

field, it opens up a window. At the bottom of the window, it tells you how many characters you have used. Examples: 5 Gallon Drinking Water, 9 OZ plastic cup. Need more space? Use the line comments field. See p.49 for the steps.

PO Qty: Enter the quantity of the item you want to order. Example: 192, 96 UOM: Enter the unit of measure. Examples: EA (each), DZ (dozen), GA (gallon), BX (box), PH (pack). Category: Enter or select the appropriate code. Do not use Category Code 00001. Examples:

14110000 (Paper products), 43210000 (Computer Equipment and Accessories), 44120000 (Office supplies).

Price: Enter the item price. You do not need to enter the dollar sign. Examples: 1.82, 1.5


If you have additional items to add, scroll to the right and click the Add multiple new rows button (+ sign).

In the window that appears, enter the desired number of rows to add, then click OK. For example, if you enter 1, you will be given one additional row.

For each additional item (line), enter the details as described in Step 5.

Part D: Other Items Need to do some or all of the following?

Enter Supplier Item ID or catalog number? In the Lines grid, go to the Item Information tab. Change the receiving requirement for all line items? In the Lines section, go to the Receiving tab

and change values from Required to Do not for each line. Note by default, receiving is required. Enter comments and attachments for a line item or the entire PO? See p.49 for the steps. Apply or remove sales tax on certain lines? When you save you’ll see the sales tax, based on your


Click Save. Notice that the system generated the PO ID (Purchase Order ID).

Part E: Budget check and Dispatch POs from the PO page. If your district is using PO workflow, the PO status will display as Pending Approval. Budget check the PO after it has been approved. Follow the steps on p.67 to budget check and dispatch PO.



Source a Requisition to Purchase Order This section describes how you can manually source a requisition(s) into a PO. You will need to know the Supplier and Requisition ID before you start creating the PO in the Add/Update POs page.

A. Identify the requisition to source.

Here are the different methods you can use to identify the requisition to source. Get the Supplier ID and Requisition ID.

Use Manage Requisition page Navigation: Main Menu > eProcurement > Manage Requisitions

Review the Manage Requisition page to look at requisitions that are ready to be turned into a PO. Search for requisitions with Approved and Valid budget statuses.

Run the M_REQ_AVL_SOURCE Query Navigation: Main Menu > Reporting Tools > Query > Query Viewer

The M_REQ_AVL_SOURCE query gives a list of requisitions available for sourcing. All requisitions that have been approved and have valid budget status display on this query. Any lines that were partially sourced or any requisitions that were partially sourced will still display on this list.

Go to Query Viewer and search for M_REQ_AVL_SOURCE. Click the HTML link. Enter your district number and click View Results. Review the results. If desired, click Excel Spreadsheet to export this to Excel. Retrieve the Supplier ID and Requisition ID to source.

Use the Requisition Selection page Navigation: Main Menu > Purchasing > Purchase Orders > Stage/Source Requests > Requisition Selection

The Requisition Selection page returns a maximum of 20 requisition lines by default. Change the max rows to see all requisition lines available for sourcing by 200.

Click the View 100 link to see 100 lines at a time.


B. Create the Purchase Order.

Navigation: Purchasing > Purchase Orders > Add/Update POs



Enter the Supplier information in the Supplier (Short Supplier Name) or Supplier ID fields. When you complete one field, the other field will automatically populate. Example: WAXIE SANI-001, W00172.

Supplier or Supplier ID: Enter the Supplier (short name) or Supplier ID. When you complete one field,

the other one will automatically populate. To search for the supplier, use the Supplier Search link or the look up tool next to the fields. Supplier Details link: Go to this link to select another address ID and change payment terms, if

necessary.

Go to the Copy From dropdown list. Select the Requisition option.


On the Requisition Selection Criteria page, change the default Max Rows from 20 to 100 (or higher) to see all lines depending on the search criteria entered such as Requisition ID or Supplier ID. Note you can select multiple requisitions for a Supplier ID. Click Search.

In the Select Requisition Lines grid, check Requisition line(s) that you want to source. Note: If there are

more than 100 requisition lines that display based on the search criteria you have entered, use the double right facing arrows to go to the other requisition line(s).

Use the Select All icon or link to select multiple lines. Click Copy to PO.

All the information from the selected Requisition(s) will be populated. It now displays all the line item

information such as the Description, Qty, UOM, Category and price. It also pulls in the shipping and distribution (ChartString) information (drill down to the schedule page and then to the distribution page).

Enter additional information in the PO Reference field, if desired. This field can be used for general description of the PO. It also displays in the Board report queries not in the hard copy of the PO.

Modify the PO, as needed. If modifying multiple lines, use the PO default links. Follow the steps on p.34. Category Code: When changing this code, check that the object code was not replaced. Otherwise,

make the appropriate changes. Field that cannot be changed: UOM - when there is no conversion rate setup. Buying less quantity and/or less amount? Finalize the some or all sourced requisition lines.

See p.42. Need to apply or remove taxes on some or all line items? Follow the steps on p.51. Need to add/allocate freight? Follow the steps on p.53. Need to enter comments and attachment? Follow the steps on p.49.


Need to change the receiving requirement for the line items? In the Lines section, go to the Receiving tab and change values from Required to Do not for each line. Note by default, receiving is required.

Click Save and the system will generate the PO ID (Purchase Order Number).

C. Budget check and dispatch POs from the PO page. If your district is using PO workflow, the PO status will display as Pending Approval. Budget check the PO after it has been approved. Follow the steps on p.67 to budget check and dispatch the PO.



Source a Requisition line(s) to an Existing PO This section describes how you can manually source a requisition (or requisition lines) into an existing PO.



Click the Find an Existing Value tab.

Search for the PO.

Click Search.

On the Maintain Purchase Orders page, go to the Copy From dropdown list. Select the Requisition option.

On the Requisition Selection Criteria page, change the default Max Rows from 20 to 100 (or higher) to see all lines depending on the search criteria entered such as Requisition ID or Supplier ID. Note you can select multiple requisition for a Supplier ID. Click Search.

Select the Requisition line(s) that you want to source. Use the Select All icon or link to select multiple lines. Note: If there are more than 100 requisition lines that display based on the search criteria you have entered, use the arrows to go to the other requisition line(s).

Click Copy to PO.

If the PO has been dispatched, you will get the message: “This action will create a change order. (10250, 178) This PO has been dispatched, add/delete/change a line or schedule will create a change order.

Save your changes and budget check PO.

Complete processing the PO.


Finalize a Requisition This section describes how to finalize a Requisition from the PO page. This function allows final liquidation of the predecessor transaction (requisition) when the PO is budget checked. This applies to PO that were sourced from Requisition. Use the additional steps to creating a new Purchase Order.

When to use this function: Creating a PO with lower amount and/or lesser quantity to order than the original. It clears remaining

quantity in the requisition line(s) when only partial quantity is sourced into a PO. It clears remaining amount in the requisition when only partial amount is sourced into a PO.

Creating a PO with a ChartString other than the original requisition. Navigation: Main Menu > Purchasing > Purchase Orders > Add/Update POs Complete the following steps after lowering the amount or the quantity of sourced requisition lines in the PO you are creating

A. Choose a Finalize option

Finalize All Sourced Lines Click the Finalize Document icon. It displays next to the Budget Status when all lines in the PO were

sourced from a Requisition.

Click Yes for this message: “This action will finalize all eligible distributions for this PO. Continue?

(10200,335)”

Finalize using the Line Details In the Lines grid, under the Details tab, click on the Line details icon.


Click on the Finalize Line (pink icon).

Click Yes for this message: “This action will finalize all eligible distributions for this line. Continue?

(10200,337)”

Finalize using the Distribution Line

Use these steps when finalizing specific requisition lines in the PO.

On the Maintain Purchase Order page, go to the Lines area. On the Details tab, go to the line item and click the Schedule icon to go to the Schedule page.

On the Schedules page, go to the Details tab and click the Distribution icon to go to the Distribution

page.


On the Distribution for Schedules 1 page, go to the Budget Information tab. Under the Final column, select the checkbox.

Need to replace the ChartString?

o Go to the Details tab, replace the ChartField values as appropriate. o Click OK.

Back to the Schedules page, click the Return to Main Page link to return to the Maintain PO page.

Finalize Lines 21 and above On the Maintain PO page, retrieve lines 21 to 40 (or as appropriate). In the Select Lines to Display

area, enter the line numbers to retrieve and click Retrieve.

Click the Finalize Document icon. Click Yes for this message: “This action will finalize all eligible distributions for this PO. Continue?

(10200,335)”

B. Budget Check your PO Click the Budget Check icon to release outstanding pre-encumbrance. Budget Status changes from

Not Chk’d to Valid.


C. Verify Finalized line(s) To verify if the requisition was finalized, click the Requisition link.

The final option must be checked for the requisition line(s). In this example, PO Amount is lower than

the Req Amount. Click the Req ID icon to access the core Requisition page.

In the Maintain Requisitions page, the Pre-Encumbrance Balance shows as 0.00.


De-associate a PO Line Item from a Req Use the steps below in de-associating a PO line item from a requisition. This allows you to delete the line item from a PO that has not been dispatched yet. It means that the requisition line you removed from this PO is now available for sourcing. Additionally, the pre-encumbrance balance is returned to the requisition.

For Dispatched POs, cancel the line item and this step will generate a change order. For steps follow the directions in the section titled Cancel a PO Line Item on p.87.


On the Maintain Purchase Order page, go to the Lines area. On the Details tab, go to the line item you want to remove from the PO, click the Schedule icon.

On the Schedules page, click the Distribution icon.

On the Distributions for Schedule page, go to the Req Detail tab. Click the Clear Requisition Info button (Eraser icon).

Click OK on the message that appears: “The requisition open quantity/amount will be increased. (10200,

453) The distribution is sourced from a requisition. Press OK to return the quantity/amount to the requisition. Press Cancel to end Clear Req.”

Another message appears when PO has been budget checked. Click OK on this message: “Requisition information has been cleared on distribution line. (10200, 707) You have cleared the requisition information from the distribution line. Please budget check the Purchase Order so that the pre-encumbrance is updated correctly.”

Click OK to go back to the Schedules page.

On the Schedules page, click the Return to the Main Page link.

On the Maintain Purchase Order page, go to the Line item and you can remove this line from this PO by clicking on the minus sign.

Click Save to update your changes.

Budget check and dispatch POs from the PO page. If your district is using PO workflow, the PO status will display as Pending Approval. Budget check the PO after it has been approved. Follow the steps on p.67 to budget check and dispatch the PO.



Edit a Purchase Order Purchase Orders with Denied, Approved and Pending Approval statuses can be modified without the system tracking any changes. Any updates made on a purchase order that has been dispatched will be tracked as a Change Order (see p.80 for the steps).

As a buyer, you can modify the requisition prior to copying into a PO. Requisition will route through workflow again. See Manage Requisitions in the PO1 guide.




Search for the PO you would like to edit. Click Search.

Part A: Edit Header Info In the PO Header area, you can modify the following fields: PO Date, Supplier, Buyer, PO Reference and

Dispatch Method.

Go to the following links to make changes on the appropriate fields:

Supplier Details: Supplier Location, Address, Terms and Basis Date Type. Header Details: Accounting Date, Billing location, and PO type. PO Defaults to update the following items and apply to lines. See p.34 for the steps.

o Line detail – Category, UOM o Schedule detail – Ship To o Distribution detail – ChartField values and Asset Information

Add Comments/Edit Comments: To add an attachment or comment for the entire PO. See p.49 for the steps.

Part B: Edit Line info In the Lines area, you can modify the following fields:

Details tab: Description, PO Qty, UOM, Category, and price Item Information tab: Supplier Item ID Attributes tab: Amount only option Receiving tab: In Receiving Required column, choose from Do Not or Required. Add Comments/Edit Comments: To add an attachment or comment for a PO line. See p.49 for the

steps.


Part C: Edit Schedule Info For any schedule level changes, go to the line item and click the Schedule icon.

On the Schedules page, go to the following tabs as needed:

On the Details tab, modify the Ship To and Due date. On the Shipment tab, enter a name in the ATTN, if necessary. This information populates if PO is

sourced from the requisition. To modify the tax applicability, click the Sales/Use tax icon. See additional steps on p.51.

Click the Return to Main Page link to go back to the Maintain Purchase Order page.

Part D: Edit Distribution Info For any distribution changes, go to the Schedule page and click the Distribution icon.

On the Distribution page, you can modify the following fields:

Chartfields tab: Amount, Fund, Resource, Goal, Function, Object, Site. Oper Unit and Proj Year, if applicable.

Details/Tax tab: Location, IN Unit (for inventory POs: select a warehouse). Asset Information: AM Business Unit, Profile ID. Applies to asset items.

Click OK to return to Schedules page.

On the Schedules page, click the Return to Main page link to go back to the main PO page.

Part E: Edit Other Items Need to do some or all of the following?

Enter comments and attachments for a line item or the entire PO? See p.49 for the steps. Allocate freight? See p.53. Enter a zero priced line? See p.56.

Click Save to update your changes.

Part F: Budget check and dispatch POs from the PO page. If your district is using PO workflow, the PO status will display as Pending Approval. Budget check the PO after it has been approved. Follow the steps on p.67 to budget check and dispatch the PO.



Enter PO Comments and Attachment This section explains how to enter comments and attach a document to the line item or entire PO.

Header Comments and Attachments On the Maintain Purchase Order page, go to the Header area, click the Add Comments link.

In the PO Header Comments window, do the following:

Comments box: Enter applicable comments for the PO. Example: BID No. 11B-2009. If applicable, use

any standard comments, click on Use Standard Comments link to select the Comment type and Comment ID.

Send to Supplier: Select this checkbox if you want comments to appear on the PO. If the comment is for internal use only, leave the checkbox unselected.

Show at Receipt: Select this checkbox if you want comments on the receipt documents. Show at Voucher: Select this checkbox if you want comments to appear on the voucher. Attach: If necessary, click Attach to attach a document to this PO. Browse to the desired document

and click Upload. The file name and user/date time displays when document is attached successfully. Click on Email checkbox if you will send the attachment to the Supplier. Provided that the dispatch

method will be Email.


Click the plus sign to add multiple comments or additional attachments. Select the appropriate checkbox, if necessary.

Click OK to save your changes.

Notice that the link now says Edit Comments.

Line Comments and Attachments Go to the line item you want to enter a comment or attach a document. Click the Line Comments bubble

icon to enter comments for the selected item.

In the PO Line Comments window, do the following:

Comments: Enter applicable comments for the selected item. Example: 4 Bottles per week per bid no.

11B-2009 for 2013-2014 expires 06/30/14. Send to Supplier: Click the checkbox to enable it. The comments will display in the PO printed version. Show at Receipt: Select this checkbox if you want comments on the receipt documents. Show at Voucher: Select this checkbox if you want comments to appear on the voucher. Attach: If necessary, click Attach to attach a document to this PO. Browse to the desired document

and click Upload. The file name and user/date time displays when document is attached successfully. Click on Email checkbox if you will send the attachment to the Supplier. Provided that the dispatch

method will be Email. Click the plus sign to add multiple comments or additional attachments. Select the appropriate

checkbox, if necessary. Click OK.

Notice that the bubble icon is now displaying lines in it after entering comments.

Review Existing Comments If PO is sourced from requisition, the Approval Justification checkbox is selected if it was used at the

Requisition level.


Tax Applicability on POs At the Supplier record, the sales or use tax can be set to apply if all or most of the items purchased from the supplier needs to be taxed. To change the tax applicability for a line item, go to the Maintain Purchase Order Schedules page to access the Sched Sales/Tax icon. Use the following steps to apply or remove sales tax.

NOTE: Supplier default overrides the category code default if supplier is set as non-taxable. All PO line items will be without tax regardless of the category code. If supplier is set to taxable then it will depend on the category code default. Category code that ranges from 70000000 and up are setup as non-taxable.

Remove Sales/Use Tax from an Item On the Maintain Purchase Order page, go to the Line area. In the Details tab, go to the Line item and click

the Schedule icon.

On the Schedules page, in the Details tab, click the Sched Sales/Use tax icon.

Select Item is Exempt from the Tax applicability field. Tax Code and Ultimate Use Code will be greyed out.

Click Calculate SUT. Sales tax rate and amount will disappear, if any.

Click OK. Click Save. Complete processing your PO.


Apply Sales/Use Tax to a Line Item On the Maintain Purchase Order page, go to the Line area. In the Details tab, go to the Line item and click

the Schedule icon.

On the Schedules page, click the Sched Sales/Use tax icon.

Select Use or Sales Tax Applicable from the Tax Applicability field. Look up and select for the appropriate Tax Code.

To apply sales tax on freight allocated to the line item, mark the Include Freight checkbox.

Click Calculate SUT. Sales or Use Tax rate and amount will display.

Click OK.

Click Save.


Enter Freight You can enter freight in three ways:

As a line item Allocate to all items – recommended for asset purchases Use the Schedule page

Add as a Line Item

When entering as line item, enter these values in the following field: Description: Enter Freight UOM: EA Category: Use 78000000

Allocate Freight to All or Selected Line Items

Use the same steps to enter a Miscellaneous Charge. Note that in step 3 select MISCPR.

At the bottom of the Maintain Purchase Order page, click the Go to dropdown list. Select 13-Header Misc Charges option.

In the Header Misc. Charges page, click Miscellaneous Charges link.


In the Header- Miscellaneous Charges page, select FREIGHT from the Miscellaneous Charge lookup tool. Enter value in the Amount field. Click OK.

Select line item (s) to allocate or use Select All icon. Click Allocate or Allocate All Charges. Amount

allocated to the items will display on the Amount column. Click Save.

Click Return to Main Page link.


In the Amount Summary area, click the Freight/Tax/Misc. link.

Freight amount will display.

Use Schedule page On the Maintain Purchase Order page, go to the Line area. In the Details tab, go to the Line item and click

the Schedule icon.

On the Schedules page, in the Details tab, click the Miscellaneous Charges icon.

Click on the plus sign to enter the freight amount. In the Charge Type column, select Freight. Enter amount

in the Flat Amount field. Click OK.

Save your changes.


Zero Priced Line Item These directions are for zero priced line items.

NOTES: Change the receiving and matching requirement for a specific line. The following steps will not require receiving and paying against a zero priced line item. When a PO has

been fully received and paid and there is a zero priced line item, no need to manually close the PO and override it. The batch process that runs weekly will close the POs.

On the Maintain Purchase Order page, flag the line item as receiving is not required. Go to the Lines area, click the Receiving tab and change the Receiving Required to “Do Not.”

Flag the line item as matching is not required. Go to the Lines area, click the Schedule icon. On the

Schedules page, go to the Matching tab. Change Matching from Full Match to Don’t Match.

Go to the Shipment tab, and select the Zero Price checkbox.

Save your changes.


Partially Sourced Requisitions Here are your options on how to handle requisitions still available for sourcing.

Options:

BEST PRACTICE: Notify the Requester to delete the line prior to creating the PO. The requisition will go through workflow again.

Source the line into a separate PO (p.34), then cancel the PO and select the option not to re-source the line. See p.87.

Cancel the requisition line with an Approved status. See p.98. Note that the requisition will go through the workflow process. Have the Approver approve the lines.

Wait until the PO has been vouchered and paid, then you can close the requisitions via the Requester’s Workbench. See p.103.


Part IV: Approve Purchase Orders


Approve a Purchase Order NOTE: These directions are for approvers only.

Navigation: Home > Worklist

From the Home page, click the Worklist link at the top-right of the screen.

The Worklist page will display all items that are sent through your path as an Approver or Reviewer.

Any work item that displays as Approval Routing means that it will need your approval. To narrow down your list, select Approval Routing in the Worklist filters field. If desired, sort your Worklist items by clicking on the Column Headings.

Click the link for the Purchase Order you wish to approve.

On the Purchase Order Approval page, review the PO on the page.

To see more information about the PO, do one of the following:

Select line(s) or click on the Select All to view PO line items and then click the View Lines Details. Click on the View Printable Version link.


A new window will open, displaying the detailed information of the Purchase Order including the ChartString. Close the window to return to the Purchase Order Approval page.

Do you need to edit this PO? Some Approvers can modify the PO based on their permissions. Click Edit

PO and it will take you to the Maintain Purchase Orders page. For steps, see p.47.

After making and saving changes to the PO, click the Purchase Order Approval link at the bottom of the page to go back to the Purchase Order Approval.


Do you need to add a new Approver? If a Purchase Order needs to be approved or reviewed by another person, you can add a new Approver or Reviewer.

Click the Insert Approver button.

A new window will open, allowing you to designate another approver/reviewer. Enter or search for the

User ID. Designate the new approver/reviewer by clicking either an Approver or a Reviewer. Click Insert.

o An Approver can modify the purchase order. o A Reviewer can only review and cannot modify the purchase order. Note that a Reviewer is not

required to take action on the document and therefore does not hold up the approval process.

Click Apply Approval Changes.


Click Approve.

The Purchase Order ID status will change from Pending to Approved.

IMPORTANT!

Don’t hit the Back button! You are probably used to hitting your browser’s Back button to go back pages. To return to your worklist, always click Worklist at the top-right of your screen, or Return to Worklist at the bottom-left of your screen.


Deny or Hold a Purchase Order IMPORTANT! You must enter a comment before you deny or hold a purchase order.

From the Worklist, go to the desired purchase order.

In the Approval Comments box, enter applicable comments. Comments are required so the buyer knows why this purchase order will not be approved. If appropriate, include details of what the buyer can change to get the purchase order approved.

Click Hold or Deny.

The status changes from Pending to Denied.

Verify that the purchase order was denied (or held). Click Return to Worklist to return to your worklist

(don’t use your browser’s Back button). The denied requisition will no longer appear on your worklist.


Edit a Purchase Order Some Approvers are allowed to edit a purchase order. Here are the steps:

From the Worklist, go to the desired purchase order.

Click Edit PO. This takes you to the Maintain Purchase Order page.

Review the shipping information by clicking on the Schedule button.

Click View All to display shipping information for more than one item. Update Due Date and/or Ship To

location as necessary. If you need to review and change the distribution line, click the Distribution icon.

Click Save.

Click the Return to Main Page link to go back to Maintain Purchase Order page.

On the Maintain Purchase Order page, click the Purchase Order Approval link at the bottom to return to the Purchase Order approval page.

Click Approve to approve PO.


Review PO Approval Navigations:

Main Menu > Purchasing > Purchase Orders > Add/Update POs Main Menu > Purchasing > Purchase Orders > Review PO Information > Purchase Orders

Navigate to either one of the pages below:

Main Menu > Purchasing > Purchase Orders > Add/Update POs. Main Menu > Purchasing > Purchase Orders > Review PO Information > Purchase Orders

Click the Find an Existing Value tab. Search for the PO you want to review the approvals. Click Search.

In the Search Results grid, click the desired PO.

At the bottom right of the Maintain Purchase Order page, click the View Approvals link.

On the View Approvals page, if necessary, expand the arrow to view Purchase Order approver information.

Review the Purchase Order Approver. If applicable, expand any Comments to view information.

NOTE: If you are a buyer and also have an approver role, you will see your name with Auto Approved or Self Approved on the Purchase Order approval information page. The system does not allow you to approve a PO that you created when PO workflow is turned on in your district.


Part V: Dispatch Purchase Orders


Budget Check and Dispatch a Purchase Order This section explains how you can budget check and dispatch a PO from the Maintain Purchase Order page. Purchase Order must have an Approved status before you can budget check it. You can dispatch a PO when the PO status is Approved and Budget status is Valid.



Click the Find an Existing Value tab. Click Search to pull up your purchase orders. If necessary, enter search criteria to filter the results. Open the PO.

Click the Budget Check icon.

The Budget Status changes from Not Chk'd to Valid. The encumbrance is created to set aside the money

for this purchase. Encumbrance Balance link will display in the Amount summary area. Did you get an Error? See p.70 on how to review and correct it.

Click Dispatch. The Dispatch Options window will appear.

Enter or select the appropriate Dispatch Options, then click OK.

Print BU Comments: Click this checkbox to print your business unit comments on the PO. These are

your instructions to suppliers. Print Copy: Select this checkbox, if desired and set Number of Copies = 1. You will get an additional

page in the PDF file. Server Name: Leave this field blank. It is not required. Output Destination Type: Defaults to WEB. Do not change. Output Destination Format: Defaults to PDF. Do not change.


You will get a message.

Click Yes to wait for confirmation that the PO Dispatch process has completed. This is waiting for the PO to process on the page. The Purchase Order Status will change from Approved to Dispatched.

Click No and the system will give you the process instance number to check on the process monitor or report manager.

Navigate to the Report Manager or Process Monitor page to access the PO in PDF and then print the PO. See below for steps.

Navigate to Report Manager Navigate to Main Menu > Reporting Tools > Report Manager

Click the Administration tab. Under the Report Description column, look for the report that you have run. Click the Single PO/Dispatch description link to view the PO.

Review and print. What will it look like? A sample Purchase Order is shown on p.3.

Navigate to Process Monitor Navigate to Main Menu > PeopleTools > Process Scheduler > Process Monitor to access the PO in

PDF.

Click the PODISP link

Select the POPO005 Success link.


Click the View Log/Trace link.

Click the POPO005_XXXXX.PDF link. This is the Purchase Order.

Review and print. What will it look like? A sample Purchase Order is shown on p.3.


Review and Correct Budget Errors

What is the difference between an error and a warning? Errors Warnings

Summary: Failed budget check

Details: Errors are exceptions that have failed budget checking because they do not conform to the rules established for that control budget.

Transactions with errors are not allowed by the system to update the Commitment Control budget ledgers.

Example: No Budget Exists – This occurs when a budget

journal has not been defined for the actual journal ChartField string. Solution: Setup a budget journal for the required ChartField values.

Budget is Closed – This means that the ChartString is closed. Solution: Activate the ChartString. See KK1 guide for steps.

Exceeds Budget Tolerance – This applies to control district. Available budget is insufficient to cover the transaction. Solution: Do a budget journal to increase the budget or Override the budget error.

Note: The solution indicated for the above errors, check with your budget administrator, if applicable.

Summary: Don’t conform to the rules of the control budget but have passed

Details: Warnings are exceptions that do not conform to the rules of the control budget, but have been passed along and update the Commitment Control ledgers nonetheless. Warnings function as exceptions that are automatically overridden, as well as alerts to certain situations that could adversely impact the budget and budgetary processing.

Examples: Insufficient or no funds in the account. – The system

allows you to create the purchase orders even if it exceeds the budget tolerance. No correction is needed.

There is X distribution line whose budget status is either error or warning. (10222, 29) – This warning message will display each time you select a purchase order with budget account that has zero or insufficient funds.

Review and Correct a Budget Error

Navigation: Main Menu> Purchasing > Purchase Orders > Add/Update POs

Navigate to Main Menu> Purchasing > Purchase Orders > Add/Update POs


Find the purchase order with a budget status error. If necessary, enter search criteria to filter the results. Click Search to pull up your purchase order. Open the PO.

Click OK on this message: “Current document has failed budget check. (10222,23).”

Click the Budget Status Error link. Another tab will display.

This takes you to the Purchase Order Exceptions page.


In the Purchase Order Exceptions tab, under the Budgets with Exceptions grid, it tells you the Budget Exception message. For some errors and solution, see the previous page.

To view the ChartString(s) and line(s) affected, do one of the following: Click on the Details icon (plus sign) Click on the Budget Chartfields tab. Click on the Line Exceptions tab. In the Transaction Lines with Budget Exceptions grid, go to the Line

Chartfields tab.

To resolve the No Budget Exists error:

If it is a correct ChartString, notify your budget administrator to create a budget journal and make the ChartString valid in the system.

If you entered an incorrect ChartField value, edit the PO. Follow the quick steps below.

Close the Purchase Order Exception tab.

In the Maintain Purchase Order page, go to the detail line(s) item where to change the ChartString.

Click the Schedule button. Click the Distribution/Chartfields icon and make changes on the appropriate ChartField values.

Click OK. Click Save. Click the Return to Main Page link.

To budget check and dispatch PO, start on step 3 from p.67.


Dispatch POs by Batch This section explains how you can dispatch a single PO or in volume by running a process. A PO must have a status of Approved and the budget status must be Valid to be eligible for dispatch. Note that when you dispatch PO by batch, it will create one PDF file. To create one PDF file for each PO, you will have to dispatch PO on the Maintain Purchase Order page or select a single PO using the run control process below. Use the steps below to reprint a PO.

Navigation: Main Menu > Purchasing > Purchase Orders > Dispatch POs

Navigate to Main Menu > Purchasing > Purchase Orders > Dispatch POs.

Part A. Create or Find a Run Control ID Create or find a Run Control ID: Create a Run Control ID. Click the Add a New Value tab. Enter the desired Run Control ID. Example:

PO_DISPATCH. Click Add. Note: You only need to do this for the first time. Find a Run Control ID. Click the Find an Existing Value tab. Click Search. Click on the Run Control

ID you have previously created.

Part B: Enter or Update your Parameters In the Process Request Parameters area (left side of the screen), enter or select values for the following

fields as appropriate. Use one or more of the following fields, if necessary.

Business Unit and To: Enter your district number. PO ID: Use this field when dispatching, reprinting, or canceling a single PO. Use the look up icon to

search for POs or the link. Date Range: Enter a date range if desired. Supplier ID: Enter a specific Supplier ID, if desired. Buyer: Enter a specific Buyer, if desired.


On the right side of the Dispatch POs screen, select the appropriate options.

Statuses to Include area. Select the appropriate status, if necessary.

Select Approved when dispatching POs by batch. Select Dispatch when reprinting POs by batch. Select Pending Cancel when setting POs to cancel by batch.

Dispatch Methods to Include. Select the appropriate dispatch method Print or E-mail.

Miscellaneous Options. Select/De-Select the appropriate Miscellaneous Options.

Select Print BU Comments to display the instructions to supplier in your PO. Always select PO Item Description. Select Print Copy when dispatching POs via email to generate a PDF as your file. See p.75 for more

info.

Click Run. This automatically saves your Run Control ID and your parameters.

Part C: Process Scheduler Request On the Process Scheduler Request page, select the PO Dispatch/Print process, and click OK.


Part D: Access the PO in PDF You will get a Process Instance number. Take note of it. Click the Report Manager link.

Click the Administration tab. Locate your Process Instance number. The status should say Posted. Click

the PO Dispatch/Print link.

See the Sample PO on p.3 in Part I: Overview.


Dispatch POs via Email Use these additional steps if you would like to Dispatch POs using the email method. First you must verify that the Supplier(s) have email addresses entered. If desired, you can set the default dispatch on a Supplier to “Email.”

Edit/Update Suppliers Email Addresses

In order to dispatch a PO via email, the Supplier must have an email address entered.

Navigation: Main Menu > Supplier > Supplier Information > Add/Update > Supplier

Go to the Supplier screen and find the desired Supplier.

To enter the email address: On the Address tab, create a new Details record and enter the email address in the Email ID field. Note you can enter multiple addresses. Use the semi-colon to separate the addresses.

To change the Dispatch method default to email: On the Location tab, create a new Details record, click

the Procurement link (new window appears) and go to the Dispatch Methods area. Under the PO Dispatch Options field, change to Specify at this Level and then select Email for PO Dispatch Method.

Click OK.

Save your changes.


Dispatch a PO via Email

Follow these directions to dispatch a PO via email from the Add/Update POs page.


On the Maintain Purchase Order page, when ready to dispatch a PO the dispatch method must say Email. Change this, if necessary.

Click Dispatch.

In the Dispatch Options window, click Print Copy and enter 1 copy to generate a PDF of the PO that can be accessed from the Report Manager or Process Monitor.

Verify the Supplier email address. If correct, click OK. You can enter a one-time email address for this PO if desired. You can enter multiple addresses. Be

sure that you enter the correct email parameters. Separate email addresses with a semi-colon. Click OK.

Then the Supplier will get an email along with the PO as a PDF attachment. Here is the sample email message to the Supplier: “PO XXXXX / XXXXXXXXXX, has been Dispatched. Please confirm receipt of PO. Download and process attached PO.”

Dispatch POs via Email by Batch

These directions explain how to dispatch POs via email by batch. Note: Dispatch Method must be Email on the Add/Update PO page. A valid email address must exists in the Supplier record otherwise it will not get dispatched and no purchase order printout will be generated.

Additional steps when dispatching POs using the email method:

Create a Run Control ID when dispatching PO via email by batch. Example: PO_DISPATCH_EMAIL.

Select the Approve status.

Select E-mail from the Dispatch Methods to include.

Select Print Copy to generate a copy of the PO that can be accessed from the Report Manager or Process Monitor.

Click Run.

Select the PO Dispatch & Email (PODISP) process.

Click OK.

To review the email address used when the PO was dispatched via email: Navigate to the Main Menu > Purchasing > Purchase Orders > Add/Update POs. Search for the PO. On the Maintain Purchase Order page, go to the Header Details link. This is where you can see the email address used when PO was dispatched via email.


Print POs This section explains how you can print a single PO with no signature or in volume by running a process. Note that when you print PO by batch, it will create one PDF file. To create one PDF file for each PO, you will have to select a single PO using the run control process below.

Note: If the dispatch method is email it requires an email address to print the PO.

Navigation: Main Menu > Purchasing > Purchase Orders > Review PO Information > Print POs

Navigate to Main Menu > Purchasing > Purchase Orders > Review PO Information > Print POs.

Part A. Create or Find a Run Control ID Create or find a Run Control ID: Create a Run Control ID. Click the Add a New Value tab. Enter the desired Run Control ID. Example:

PO_PRINT. Click Add. Note: You only need to do this for the first time. Find a Run Control ID. Click the Find an Existing Value tab. Click Search. Click on the Run Control

ID you have previously created.

Part B: Enter or Update your Parameters In the Report Request Parameters area (left side of the screen), enter or select values for the following

fields as appropriate. Use one or more of the following fields, if necessary.

Business Unit and To: Enter your district number. PO ID: Use this field when printing a single PO. Use the look up icon to search for POs or the link. Date Range: Enter a date range if desired. Supplier ID: Enter a specific Supplier ID, if desired. Buyer: Enter a specific Buyer, if desired.


On the right side of the Print POs screen, select the appropriate options.

Statuses to Include area. Select the appropriate status, if necessary.

Miscellaneous Options. Select/De-Select the appropriate Miscellaneous Options.

Always select PO Item Description. Select Print Changes Only if applicable.

Click Run. This automatically saves your Run Control ID and your parameters.

Part C: Process Scheduler Request On the Process Scheduler Request page, select the PO Dispatch/Print process, and click OK.


Part D: Access the PO in PDF You will get a Process Instance number. Take note of it. Click the Report Manager link.

Click the Administration tab. Locate your Process Instance number. The status should say Posted. Click

the PO Dispatch/Print link.

See the Sample PO on p.3 in Part I: Overview instead of an Authorized signature at the bottom. It shows

Unauthorized.


Part VI: Manage Purchase Orders


Create a PO Change Order A change order will update the dispatched PO, replacing the changed information in the system and making according adjustments to encumbered funds.

IMPORTANT: You cannot change the Supplier once a Purchase Order has been dispatched. Cancel the PO and

create a new PO with the correct Supplier. Go to p.87 on how to cancel a PO. NOTE: If PO is sourced from the requisition, you can select re-source all reqs to create another PO for the requisition.

The Accounting Date is required to be changed to pass budget checking. This applies for updating PO not within the current period.

A change order can be processed provided that the PO line amount has not been fully received and has not been fully matched/vouchered.

Changes to the ChartString alone do not trigger a change order.



On the Find an Existing Value tab, enter the PO number. Click Search.

This takes you to the Maintain Purchase Order page, click Change Order button next to the PO status field.

Part A: Change Header Info Update the following fields, if necessary:

Maintain Purchase Order page: PO Date, Buyer ID, and PO Reference Supplier Details link: Change the Supplier location, Address ID and Payment terms. Click OK to save

your updates. PO Header Details link: Change the Accounting Date and Billing location. Click OK to save your

updates. PO Defaults link: Use this page if change/s apply to all line items such as the Line change for Category

and Unit of Measure, Schedule change of Ship to Location, and Distribution change for your ChartField and asset information. Click OK to save your changes.


Part B: Change Line Info On the Maintain Purchase Order page, in the Lines area, change the fields that are available for updating

such as the Price, Quantity and Category.

Details tab: PO Qty, Category and Price. Increase/Decrease the price with multiple distribution. You will receive the following message,

answer appropriately: Allocate the changed amount based on the split distribution? (10200,397) Selecting 'Yes' will allocate the amount based on the existing distribution percentages. Selecting 'No' will require manual update of the distributions lines.

To update the Description, Supplier Item ID and Supplier’s Catalog fields, click the Statuses tab. Select Create Line Change button (triangle icon) for the line item/s to change. The Description field becomes available for update.

Go to Item Information tab to update Supplier Item ID and Supplier’s Catalog.

Part C: Change Schedule Info In the Lines area, go to Details tab, click the Schedule button.

On the Schedules page, go to Statuses tab, click the Create Schedule button.


The Due date and Ship To fields become available for update. Make changes as needed.

On the Details tab, click the Sched sales/use tax icon to change tax applicability. Click OK.

Click Save.

Click the Return to Main Page link.

The system will assign a Change order number for the Purchase Order.

Do the next steps if the changes affect the total amount of the PO. Otherwise, if PO status changed to Approved, follow the steps on p.67 at step 5 to Dispatch POs.

Budget check and Dispatch POs from the PO page. If your district is using PO workflow, the PO status will display as Pending Approval. Budget check the PO after it has been approved. Follow the steps on p.67 to budget check and dispatch PO.



Review Change Orders This section describes how to review change orders made to the PO. The system does not track any ChartString changes.

Navigations:

Main Menu > Purchasing > Purchase Orders > Add/Update POs Main Menu > Purchasing > Purchase Orders > Manage Change Orders > Review Change Orders

Navigate to Review Change Orders page. There are two ways to go to the page:

From the Maintain Purchase Orders (PO) page: Main Menu > Purchasing > Purchase Orders > Add/Update POs. Search for the PO on the Find an Existing Value tab. At the bottom of the page, select Change History under the Go To dropdown list.

Main Menu > Purchasing > Purchase Orders > Manage Change Orders > Review Change Orders. Search for the PO.

You will see three tabs where you can review any changes made to the PO: Header Changes, Line Changes and Ship Changes.

Displays the user who made the change. Displays the date and time the change was done. Displays the Line and Schedule number. Batch 0 is normally the original information. Batch 1 and any succeeding higher number represent the tracking number of change orders done over

time.

Header Changes tab. Display changes on the PO Reference field.


Line Changes tab. Display changes to the Lines such as the Description, item ID, UOM, and Supplier Item ID. It also displays any line(s) that was inserted and canceled after the PO was dispatched.

Description will display as More Information. If a line was canceled, the status value changes from A (Approved) to X (Canceled). Change Type

value shows as X. If a line was inserted a new line number is assigned and the change type value shows as I.

Ship Changes tab. Displays the changes to the price, merchandise amount, quantity, due date and ship to location.


Change ChartString on a Dispatched PO Use the steps below when changing the ChartString on a partially paid PO. Updating only the ChartString on the PO does not trigger a change order.

Additional step for POs sourced from a requisition. Select the “final” function in the Distribution page, Budget Information tab.


Partially vouchered/paid PO Navigate to Main Menu > Purchasing > Purchase Orders > Add/Update POs.

Go to the Find an Existing Value tab and search for the PO to modify.

On the Maintain Purchase Order page, go to the Line item, click the Schedule icon.

On the Schedules page, click the Distribution icon.

On the Distribution page, scroll to the right and look for the plus sign to add another distribution line for the new ChartString. Enter the ChartString.

In the existing line, change the amount to how much was expensed up-to-date. Click the Budget Information tab to see the expense to date amount. If this line is sourced from a requisition, select the Final checkbox.

Go back to the Chartfields tab. In the new distribution line, enter the remaining amount.

Click OK.

Save your changes. Click the Return to Main Page link to go back to the main page.

Budget check and Dispatch PO. Follow the steps on p.67

Unpaid PO Follow Steps 1-4 above.

On the Distribution page, under the Chartfields tab, replace the appropriate fields.

If this line is sourced from a requisition, select the Final checkbox from the Budget Information tab.

Click OK.

Save your changes. Click the Return to Main Page link to go back to the main page.

Budget check and Dispatch PO. Follow the steps on p.67


Cancel a PO Line Item Use the steps below on how to cancel line on aa sourced line item from a Dispatched PO. This step creates a change order to the PO.


Sourced PO line(s) Navigate to Main Menu > Purchasing > Purchase Orders > Add/Update POs.

In the Find an Existing Value tab, enter the PO number. Click Search.

On the Maintain Purchase Order page, go to the Lines area. Click the Statuses tab.

On line item that you want to cancel, click the Cancel button (red X icon).

Click Yes on this message: “This action will cancel line X for this purchase order. Continue? (10200, 229) The action that you are taking will cancel this line for this Purchase Order. If you do not want to cancel this line, then you cannot perform this action at this time.”

You will get this message: “There are associated requisitions, open all requisitions for re-sourcing? (10200, 390) If the response is ‘No’ you will be asked if you want to open the requisition quantity for every line canceled. If the response is ‘Yes’ you will not be asked again if you want to open requisition quantity for every line canceled.”

Click Yes if you want to open the requisition quantity. Then do step 7. Click No. Then another message appears: “Open requisition quantity for Req ID XXXXXXXXXX Line X

Schedule X to be sourced again? (10200, 450) The purchase order sources requisitions. When you cancel, you can opt to open the requisition again for re-sourcing.”

o Click Yes and then the requisition lines will be available for sourcing. o Click No and the requisition line item will no longer be available for sourcing.

The line status changes from Approved to Canceled.

Click Save to update changes. Budget check and dispatch PO.

Direct PO line(s)

Use the steps on how to delete a PO line item on a PO that has not been dispatched yet.


In the Find an Existing Value tab, enter the PO number. Click Search.

Look for the line to delete.

Click on the minus sign.

Click Save to update changes. Budget check and dispatch PO.


Cancel a Purchase Order You can cancel a PO with the following statuses: Open, Approved, Pending Approval and Dispatched. You cannot cancel a PO that payments have been made. You will need to close this PO. Follow the steps on p.113 to close nonqualified POs.


Cancel a Dispatched Direct PO Navigate to Main Menu > Purchasing > Purchase Orders > Add/Update POs

In the Find an Existing Value tab, the Business Unit field defaults to your district number. Enter your search criteria for POs to cancel and then click Search.

This returns a list of all Purchase Order based on entered parameters. Click the PO.

In the Maintain Purchase Order page, select the Cancel button (red “X” icon).

Click YES when you get this warning message. “Canceling a purchase order will commit any changes made and prevent further changes. Continue? When you mark a purchase order as canceled, the system does not allow any further changes to the purchase order. Any changes made, however, will be stored on the purchase.”

You will get the page below. Click Budget Check.

Dispatch the PO to set the status to ‘Canceled’, follow the steps in p.72. You can enter the PO ID or select

Pending cancel status.

To view the canceled POs, follows steps in p.126 Purchase Order Inquiry. Search for POs with canceled status.


Cancel a PO (Sourced from a Requisition)

Note: For POs where the finalize function was used, you will need to click the Undo Finalize document (green icon) prior to canceling the PO if you desire to resource the requisition.

Follow Steps 1 to 5 on the previous page.

When you cancel a PO that was sourced to a requisition, the system will ask you if you would like to open the requisition quantities to be sourced again. Select the appropriate option.

Yes, Re-source all Reqs. Select this option if you would like to use the requisition and still turn it into a PO.

No, Do Not Re-Source Reqs. Select this option if you no longer need the requisition. Specify Reqs to Re-source. Select this option if there are certain lines you still want to source into a

PO. Click Continue.

Click Budget Check.

Dispatch the PO to set the status to ‘Canceled’, follow the steps in p.72. You can enter the PO ID or select Pending cancel status.

To view the canceled POs, follows steps in p.126 Purchase Order Inquiry. Search for POs with canceled status.


Identify and Review Rolled PO Here the steps on how to review PO that were rolled over from prior year. It retains the original Purchase order date.

Run this query: M_PO_ROLLOVER_DETAIL. Enter your Business Unit and July 1st for the budget date.

Review from Add/Update PO page.



Click the Find an Existing Value tab. Search for the PO you would like to edit. Click Search.

Search results grid will display information based on your entered criteria.

Click the desired PO you would like to view.

In the Lines grid, click the Schedule button to view the Schedule level details.

From the Schedules page, you can access the Distribution icon and sales tax information. Click the

Distribution icon to view the distribution details.

On the Distribution page, the prior year distribution lines will either have a closed or canceled status. A

new distribution line is created for the lines that were rolled to the new fiscal year.

Closed: The distribution line status will say Closed if there were payments made in the prior year. Canceled: The distribution line status will say Canceled if no payment was made against the line. Open: New distribution line status will say Open and the budget date will a July 1st date.


Part VII: Reconcile Requisitions and POs


Requisition and Purchase Order Reconciliation

CLOSE PROCESSES

PO_REQRECON and PO_PORECON are the names of the reconciliation job processes that run every week to close qualified documents.

PO_REQRECON: To close qualifying requisitions. PO_PORECON: To close qualifying purchase orders.

CLOSE DAYS This is a business level criteria. The standard Close Days setup for all districts is 10 days. This is setup on the Purchasing Definition - Business Unit Definition page. It is specifies the number of days beyond the document last activity date during which it cannot be

closed by the recon job. It creates a grace period during which you can make changes to the document before it closes. The value applies both to the Requisition and Purchase Order closing rules. The close process (requisition or Purchase order) verifies that the number of close days defined for the

PeopleSoft Purchasing business unit have elapsed. The system adds the value in the Close Days field to the last activity date to determine whether the required number of grace period days have passed.

The Close process does not change the line status from Canceled to Complete. However, it does change the header status to Complete. The line status remains Canceled so that you can distinguish canceled lines from closed lines.


REQUISITIONS Manually close non-qualified requisitions using the override function via the Requester’s Workbench

page (see p.103).

Nonqualified requisitions are requisitions that were not fully sourced and it still has open quantities and/or pre-encumbrances.

Note that you can only override closing a requisition when the associated PO is completed or closed.

REQUIS IT IONS Record-Leve l Cr i ter ia Qual i fying Set t ings or S ta tus

PO Status The Close Requisitions process verifies that the purchase orders to which the requisition lines are sourced have a Completed status.

Activity Date The system updates this date on the requisition when you save your requisition.

The Close Requisitions process adds criteria, such as close days and cancel days, to the last modified date and time on the requisition Activity Log page. Then the process compares the resulting date to the Close Requisitions process run date (current date) to determine whether it can close the requisition.

Distribution Line Status The Close Requisitions process verifies that the requisition distribution line status is set to X (canceled) or P (processed). A requisition has a status of P after it is sourced to a purchase order or copied to a request for quote.

The Close Requisitions process closes a requisition if any one of the following is true:

The requisition status is Canceled and the last activity date is less than or equal to the current date minus the close days: (Last Activity Date) <= (Current Date) – (Close Days)

The requisition has been sourced to a purchase order (PS_REQ_LN_DISTRIB.DISTRIB_LN_STATUS = P), the purchase order status is Completed, and the last activity date is less than or equal to the current date minus the close days: (Last Activity Date) <= (Current Date) – (Close Days)

The requisition has been sourced to inventory (PS_REQ_LN_DISTRIB.DISTRIB_LN_STATUS = P), and the last activity date is less than or equal to the current date minus the close days: (Last Activity Date) <= (Current Date) – (Close Days)


PURCHASE ORDERS Conditions to qualify a PO or PO lines to be closed:

o Receiving requirement is met

o Matching requirement is met.

o If finalized at the voucher level even if partially matched and partially received.

o Due date is less than the current date minus close days

Manually close non-qualified POs using the override function via the Buyer’s Workbench page (see p.113).

Nonqualified POs are POs that were not fully received or fully matched. Example: Blanket POs with remaining encumbrance balance that were not final flagged at the voucher level.

PURCHASE ORDERS Record-Leve l Cr i ter ia Qual i fying Set t ings or S ta tus

PO Status The Close Purchase Orders process verifies that the purchase order has a status of D (dispatched) or X (canceled).

Statuses of O (open) and A (approved) enable the process to close a purchase order when other applicable criteria are met. The other criteria that must be met are:

Receiving is not required for the purchase order. Matching is not required for the purchase order.

The purchase order schedule date plus close days has already passed (last activity date <= system date).

Statuses of PA (pending approval), and C (completed) do not enable the process to close the purchase order.

Activity Date

The system updates this date on the purchase order when you create a change order and save your work, and also when you cancel a purchase order through the purchase order Reconciliation Workbench page.

The Close Purchase Orders process uses these calculations to determine whether the purchase order's last activity date enables the process to close the purchase order:

(Activity Date) ≤ (Current Date) - (Close Days).


Match Status The Close Purchase Orders process verifies that, if matching is required for the purchase order, the match status of the purchase order is M (matched), N (no match is required), P (partially matched), and T (to match).

In cases where the MATCH_STATUS_PO and MATCH_STATUS_LN_PO never reaches a status of M (matched), the Close Purchase Orders process checks the purchase order schedule (PO_LN_SHIP_MTCH) for quantity matched.

A matching status of P (partially matched) does not qualify the purchase order for closure.

A purchase order with a header match status of T (to match) will be closed by the Close Purchase Orders process if the match status on the associated lines is M (matched) if matching is required.

When matching is required on a purchase order, there can be several vouchers against a purchase order. One of the vouchers might be matched, but the status (MATCH_STATUS_PO) on the purchase order remains P (partially match) until the final voucher is matched. The purchase order status then changes to M (matched).

The Close Purchase Orders process considers a purchase order fully matched and available for closure when the quantity ordered for each line on the purchase order is less than or equal to the total quantity received and matched.

Distribution Line Status The Close Purchase Orders process verifies that the distribution line statuses for the purchase order are O (open), P (processed), or X (canceled).

Amount Only The Close Purchase Orders process checks to see whether the Amount Only check box (AMT_ONLY_FLG) is selected for the purchase order line. If the purchase order line is to be received by amount only, the Close Purchase Orders process sums up the merchandise amounts in vendor currency recorded in receipt transactions and compares the total to the merchandise amount on the purchase order to determine whether the purchase order has been fully received.

Receiving Required setting The Close Purchase Orders process verifies whether the Receiving Required field is Receiving is Required for the purchase order line on the Maintain Purchase Order - Details for Line page. The process uses this setting in conjunction with the due date value at the record level to determine whether it can close the purchase order.


Due Date The Close Purchase Orders process uses this calculation to verify that the due date on the purchase order schedule line is less than or equal to the calculated close date:

(Due Date)≤ (Current Date) - (Close Days)

The Close Purchase Orders process verifies that the due date value for purchase orders when the Receiving Required field is Receiving is Optional or Do Not Receive.

Voucher Status The Close Purchase Orders process verifies that associated vouchers have been posted, deleted, or closed. This requirement exists whether or not the purchase order requires matching.

Purchase Order Closure and the Fully Received Status

When you receive goods against a dispatched purchase order, the received status changes to P (partially received). The Close Purchase Orders process changes the purchase order line item O (open) status to R (fully received), if any of these sets of criteria are met for a purchase order:

Matching is not required. The line item status is Open. (Quantity Matched) ≥ (Quantity Ordered).

or

Matching is required. The line item status is Open. (Quantity Matched on PO_LN_SHIP_MTCH) ≥ (Quantity Ordered) x (Under Quantity Percent

Tolerance). or

Receiving is not required or optional. The line item status is Open. (Scheduled Due Date) ≤ (Current Date) - (Close Days).

or

Receiving is required and: The line item status is Open. (Last Activity Date) ≤ (Current Date) - (Close Days). (Scheduled Due Date) ≤ (Current Date).


Purchase Order Closure and the Complete Status

The Close Purchase Orders process closes a dispatched purchase order and sets its status to Complete if any of these sets of criteria are met for a purchase order:

The purchase order is dispatched. The purchase order matched status is either Matched or Not Required. Receiving is required. All line items are fully received. (Last Activity Date) ≤ (Current Date) - (Close Days).

or

The purchase order is dispatched. The purchase order matched status is either Matched or Not Required. Receiving is not required or optional. (Shipment Due Date) ≤ (Current Date). (Last Activity Date) ≤ (Current Date) - (Close Days).

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Cancel a Requisition Line for Partially Sourced Requisition Do the following steps to cancel a requisition line that will not be sourced to a PO. This functionality is provided to users with the M_PO_BUYER role. Note that the requisition will go through the workflow again. Have the Approvers approve the canceled requisition lines.

Navigation: Main Menu > eProcurement > Manage Requisitions

Navigate to Main Menu > eProcurement > Manage Requisitions.

Search for the requisition.

Expand the triangle icon next to the requisition ID.

Look for the line to cancel. Click the Cancel button (red X). Make sure that you are canceling a line with an Approved status.

Click OK when you get this message to continue to cancel line: Are you sure you want to cancel

0000000XXX requisition line X? (18036, 2296).

The line status will change from Approved to Canceled.

Click Search.

The Request state status will change. Budget status will change from Valid to Not Chk’d. Pre-Encumbrance balance is now 0.00. Total amount will decrease by the amount of the canceled line.

In the Select action dropdown field, select Check Budget and click Go.

Budget status should now display as Valid.


Reopen a Closed Requisition Here are the steps on how you can reopen a requisition that has been closed or showing as Complete. Requisitions that have been canceled cannot be reopened.

Navigation: Main Menu > Purchasing > Requisitions > Reconcile Requisitions > Reopen Requisitions

Navigate to Main Menu > Purchasing > Requisitions > Reconcile Requisitions > Reopen Requisitions

Part A: Create or Find a Run Control ID Create or Find a Run Control ID.

Create a Run Control ID. Click the Add a New Value tab. Enter the desired Run Control ID. Example: REOPEN_REQ. Click Add.

Find a Run Control ID. Click the Find an Existing Value tab. Search and select the Run Control ID you have previously created.

Part B: Enter or Update your Parameters In the Process Request Parameters, click Select Requisitions to be Reopened option and fill in the

following fields:

Reopen Request: Select Specific Document. Business Unit: Enter your district number. Requisition ID: Enter your 10-digit Requisition number. Note: Leave this field blank if reopening

requisition by dates or requester. Requisition Date: Defaults to All. Select Value to select a specific date, if desired. Change to Range if

reopening requisition by a date range. Activity Date: Defaults to All. Select Value to select a specific date, if desired. Change to Range if

reopening requisition by a date range. Requester: Select a specific Requester, if desired.


In the Accounting Date Option area, select one of the options:

Open with Specified Accounting Date. If this option is selected, enter the specific date. Open with Existing Accounting Date

Click Run.

Part C: Process Scheduler Request In the Process Scheduler Request window, the Requisition Reopen (PO_REQREOPN) process list must

be selected. Click OK.

Part D: Monitor the Process It will give you a process instance number.

Click the Process Monitor link to monitor if process run successfully.

Part E: Find the Requisition When the Distribution status says Posted, navigate to the Main Menu > eProcurement > Manage

Requisition.

Search for the requisition.

The Requisition status displays the last status of the requisition when it was closed. Budget status shows as Not Chk’d.


Reopen a Purchase Order Use the following steps to reopen a PO or PO line(s) that have been closed due to a complete payment. Note: POs that have been canceled cannot be reopened.

Navigation: Main Menu > Purchasing > Purchase Orders > Reconcile POs > Reopen POs

Navigate to Main Menu > Purchasing > Purchase Orders > Reconcile POs > Reopen POs

Part A: Create or Find a Run Control ID Create or find a Run Control ID.

Create a Run Control ID. Click the Add a New Value tab. Enter the desired Run Control ID. Example: REOPEN_PO. Click Add.

Find a Run Control ID. Click the Find an Existing Value tab. Search and select the Run Control ID you have previously created.

Part B: Enter or Update your Parameters In the Process Request Parameters page, click Select POs to be Reopened option and fill in the following

fields:

Reopen Request: Select Specific Document. Business Unit: Enter your district number. Purchase Order: Enter or search for your PO ID. PO Date: Defaults to All. Select a specific date, if desired. Activity Date: Defaults to All. Select a specific date, if desired. Supplier ID: Select a specific Supplier, if desired. Buyer: Select a specific Buyer, if desired. PO Reference: Type in a value.


In the Accounting Date Option area, select one of the options:

Open with Specified Accounting Date. If this option is selected, enter the specific date. Open with Existing Accounting Date.

Select the option Reopen Associated Requisitions.

Click Run.

Part C: Process Scheduler Request In the Process Scheduler Request window, verify that the Purchase Order Reopen (PO_POREOPEN)

process list is selected. Click OK.

Part D: Monitor the Process The system assigns a process instance number.

Click the Process Monitor link to monitor if process completed successfully.

Part E: Find the PO When the Distribution status says Posted, navigate to the Main Menu > Purchasing > Purchase Orders > Add/Update POs.

Search for the PO.

Reopened PO returns with the last PO status when it was closed. Budget status returns as Not Chk’d.


Close Requisitions This section explains how to close nonqualified Requisitions in PeopleSoft Purchasing. You must be authorized to perform the override function. Access is given to specific users at your district. This function releases any remaining pre-encumbrances and changes the requisition status to Complete.

IMPORTANT:

You cannot override closing a Requisition that is associated with an open Purchase Order.

You cannot close a Requisition with unchecked or budget error status on header.

Do not close a Requisition that is an open Inventory Stock Request. Cancel stock request in PeopleSoft Inventory module.

Navigation: Main Menu > Purchasing > Requisitions > Requester’s Workbench

Navigate to Main Menu > Purchasing > Requisitions > Requester’s Workbench.

In the Find an Existing Value tab, the Business Unit field defaults to your district number. Click Search.

Select the WorkBench ID to use. If there’s only one WorkBench ID at your district, this will take you to the Requester’s Workbench Filter Options page.

In the Search Criteria area, enter the values as needed. Leave blank for all values. In this example, Requisition dates are entered and different statuses are selected.


At the lower portion of the page, narrow down your search by entering or selecting a combination of the criteria. Leave options blank or unchecked to retrieve all values.

Sourcing: Partially or Fully Sourced. Select this checkbox to only retrieve Requisitions that were

partially or fully sourced. Encumbrance: Open Pre-encumbrances. Select this checkbox to only retrieve Requisitions with open

pre-encumbrance Chartfields tab– Enter district number in the GL Unit field. Enter values in the desired ChartField to use.

Click Search.

On the Requester’s Workbench page, in the List of Requisitions table, click View All link to display more than requisitions.


Do the steps below to evaluate or review the Requisition(s) further. Otherwise, skip to step 9.

Click the Requisition ID link to open up the Requisition Inquiry page in another tab.

Click the Requisition ID link. It will open up the Requisition Details window.

In this example, it still has pre-encumbrance balance and two lines are still showing as Approved. It

may mean that these lines were not sourced into the PO. Close this window.

Go back to the Requester’s Workbench tab.


In the Requester’s Workbench, in the List of Requisition table, select one or more requisitions to close. To choose all requisitions, use the Select All icon at the bottom left of the table.

Click the Close action at the lower portion of the page.

In the Processing Results page, the Requisition ID displays in the Not Qualified group box which means that the lines in this Requisition ID may need to be overridden to close.

Click the Log icon to review why the requisition line is not qualified to be closed If necessary, click the View All link to see how many lines in the Requisition. There can be instances where that other lines are qualified for closing and will show on the Qualified

group box.


Review the message text. In this example, you can proceed to override closing this requisition because this line will not be sourced into a PO. If there are more than 4 lines, click on the right facing arrows to see the messages on the other lines or click View All link to see all lines in one view.

IMPORTANT:

See below messages on when to proceed with override closing the requisition. If you get any messages other than what is listed here, please check with CRC staff before proceeding to override.

Use Override function on the following message (s): The Requisition may not be closed because it

has not been fully sourced. There may be line (s) on this requisition that was/were not sourced and there is no intention to source them.

The Requisition Activity date is greater than the calculated requisition close date. This means that the last activity date is greater than the close days. It has not passed the grace period.

DO NOT use override function on the following message: Inv. Stock requests associated to the

requisition must be shipped and process through inv. costing. Cancel the stock request in PeopleSoft Inventory module.

The Requisition is associated with a Purchase Order that has not been closed. This means that the requisition line(s) have been sourced into a PO and may have been partially sourced by the quantity or amount. The PO is still in open status. To liquidate the pre-encumbrance on this requisition, see steps to Finalize Requisition on page 42 in this guide.

Click the checkbox to select the Requisition and the Override button. For multiple Requisitions, click on Select All. These steps are overriding nonqualified Requisition to be qualified. This moves the Requisition line from the Not Qualified group box to the Qualified group box.


Requisition ID now displays in the Qualified group box.

Keep the Accounting date for Action to today’s date. No need to select Update budget date to Accounting date.

Important! If you are in July and closing a prior year dated requisition, change the Accounting date for action to a June date and check the Update Budget date option.

In some instances, it displays as one document instead of multiple lines now that all lines are qualified to be closed.

Click on Yes to proceed with the process.

Click Yes on this message: Continue to Close Reqs (10109, 5).


This takes you back to the Requester’s Workbench where you selected the Requisition ID for further processing. Requisition Status will now display as Complete and Budget Status is Not Chk’d.

Click Budget Check in the Action area to immediately release the pre-encumbrance balance.

In the Processing Results page, the Requisition ID is still under the Qualified group box. Click Yes.

Click Yes on this message: Continue to Budget Check Reqs (10109,50). This clears the pre-encumbrance balance immediately.


You will return to the Requester’s Workbench page after the budget checking process is done. The Budget Status will display as Valid.

Click the Requisition ID link to verify that pre-encumbrance is released. If it returns with Budget Error, refer to Review and Correct Budget Errors topic from the PO1

Requisitions guide at http://crc.sdcoe.net/resources/peoplesoft/guides.

Another tab will display. In the Requisition Inquiry page, click the Requisition ID link.

In the Requisition Details window, the Pre-Encumbrance Balance displays 0.00 and the line status shows as Closed.



Close one or more Requisition line(s) On the Requester’s Workbench page, do not select the Requisition ID checkbox here. Click on the Lines

icon.

On the Requisition Lines page, click the View All link to view all lines. Select the desired line(s) to close.

Click on the Return to Requester’s Workbench link to return to the previous page.

On the Requester’s workbench, click on Close. Note that the checkbox next to the Requisition ID is

selected.


On the Processing Results, this is how it should look like. This is only closing line number 1. Click on Yes. Note: Same rules apply on when you need to use the override function. If line is qualified for closing, it displays in the Qualified table.

Click on Yes when the message appears to continue.

This takes you back to the previous page. Click on Budget Check.

Click Yes. Click on Yes when a message appears to continue.

Note that if it doesn’t allow you to budget check Requisition in this page, navigate to Main Menu > eProcurement > Manage Requisition page to run the process.


Close Purchase Orders This section describes how to close nonqualified Purchase Orders in PeopleSoft Purchasing. You must be authorized to perform the override function. Access is given to specified list of users at your district. These steps release any remaining encumbrances and sets the Purchase Order status to Complete.

IMPORTANT:

DO NOT override closing a PO if an active voucher is attached. Either delete the voucher or wait until voucher is processed/posted before closing the PO.

Navigation: Main Menu > Purchasing > Purchase Orders > Buyer’s Workbench

Navigate to Main Menu > Purchasing > Purchase Orders > Buyer’s Workbench.

In the Find an Existing Value tab, the Business Unit field defaults to your district number. Click Search.

Select the WorkBench ID to use. If there’s only one WorkBench ID at your district, this will take you to the Buyer’s Workbench Filter Options page.

In the Search Criteria area, enter the values as needed. Leave blank for all values. In this example, PO dates are entered.


Narrow down your search by entering a combination of the criteria. Check all statuses to retrieve all.

Status, Receiving and Matching sections:

Select one or multiple statuses, if desired. Select Include Closed option to see Closed POs. Keep the Recv Reqd dropdown field blank or select a specific Receiving Requirement. Select All or a specific Receiving status. Leave blank or select a specific Matching requirement. Select All or a specific Matching status.

Encumbrance: Open Encumbrances. Select this checkbox to retrieve POs with open encumbrances. Chartfields tab: Enter district number in the GL Unit field. Enter values in the desired ChartFields to

use.

Click Search.

On the Buyer’s Workbench page, in the List of Purchase Orders table, click the View All link to see all Purchase Orders retrieved based on your search values.


Do the steps below to evaluate or review the Purchase Order(s) further. Otherwise, skip to step 9.

Click the Purchase Order link to access the Purchase Order Inquiry page in another tab.

In this example, the encumbrance balance is less than the Total PO amount which means that

payments have been made against this PO.

Close this window. Return to the Buyer’s Workbench tab.

In the List of Purchase Orders table, select one or more Purchase Order to close. To choose all, use the Select All icon at the bottom of the table.

Click the Close action at the lower portion of the page.


In the Processing Results page, the PO ID displays in the Not Qualified group box. Click the Log icon to view the message text why the Purchase Order is not qualified to be closed.

Review the message text. In this example, you can override closing the PO because no more payments to be made against it. Close the text and proceed on to the next step.

IMPORTANT: See below messages on when to proceed with override closing the PO. If you get any messages other than what is listed here, please check with CRC staff before proceeding to override.

Use Override function on the following message (s): POs with Receiving Required On though not

received. It means that PO was created with Receiving is required. This PO has not been received completely. Close PO if no more items or amounts to be received.

The Purchase Order may not be closed because it has not been fully Matched. It means that this PO was created as Amount only and Receiving is not required. This PO has not been fully paid. Close PO if no more payment to be made.

The Purchase Order’s Activity Date is greater than the Calculate PO Close Date. It means that this PO will be qualified for closing after the activity date plus the Close day’s setup in your district.

DO NOT use override function on the following message: The PO Line is tied to active Voucher, therefore

it may not be closed. Either delete the voucher or wait until voucher is processed before closing the PO.


Click the checkbox to select the PO and the Override button. For multiple POs, click on Select All. These steps are overriding nonqualified POs to be qualified. This moves PO from the Not Qualified group box to the Qualified group box.

PO ID now displays in the Qualified group box.

Keep the Accounting Date for Action to today’s date. No need to select Update Budget Date Equal to Accounting Date.

Important! If you are in July and closing a prior year dated PO, change the Accounting date for action to a June date and check the Update Budget date option.

Click on Yes to proceed.

Click on Yes when you receive this message “Continue to Close POs. (10224, 10)”.


This takes you back to the Buyer’s Workbench where you selected the Purchase Order for further processing. PO Status will now display as Complete. Click the Other tab to see that the Budget Status now displays as Not Chk’d.

Click Budget Check in the Action area to immediately release the encumbrance balance.

In the Processing Results page, the PO ID is still under the Qualified table. Click Yes.

Click Yes when you get this message “Continue to Budget Check POs. (10224, 69)”.


You will return to the Buyer’s Workbench previous page when the budget checking process is completed.

Click on Other tab to see that the Budget status now says Valid. Click the Purchase Order link to access the Purchase Order Inquiry page in a different tab. If it returns with Budget Error, see p. 70.

Purchase Order Inquiry page displays in another browser tab. PO Status displays as Compl for Complete and the Encumbrance Balance is 0.00.


Close one or more PO line(s) On the Buyer’s Workbench page, do not select the PO here. Click on Lines icon.

On the Purchase Order Lines page:

Click the View All link to view all lines. Select the desired line(s) to close. Click on Return to Buyer’s Workbench link to return to the previous page.

Note that the checkbox next to the Purchase Order is now selected.


On the Buyer’s workbench, click on Close button in the Action area.

On the Processing Results page, if necessary use the Override function to close the line. In this example,

select the checkbox from the Not Qualified table and the Override function to move the PO to the qualified table.

In the Qualified table, this is how it should look like. This is only closing one line. Click on Yes.

Click on Yes. Click on Yes when the message appears to continue.

This takes you back to the previous page. Click on Budget Check.

Click Yes. Click on Yes when a message appears to continue.

To verify that the line was closed, click on the Lines icon. Line status should now displays as Closed.

On the Purchase Order Lines page, the Line status now shows as Closed.


Part VIII: Purchasing Inquiry


Requisition Inquiry Use the Requisition Inquiry page to view requisition information. This page will allow you to search for the requisition. Note that this page is limited to 20 requisitions to display. It is recommended that you run a query to get a list of requisition for a specific site, supplier or entire district. Please refer to the Finance Query Reference Guide at http://crc.sdcoe.net/resources/peoplesoft/guides.

Navigation: Main Menu > Purchasing > Requisitions > Review Requisitions Information > Requisitions

Navigate to Main Menu > Purchasing > Requisitions > Review Requisitions Information > Requisitions.

Enter criteria for selecting requisitions. Search by Requisition ID (select an ID or by range), name, status, requisition date, select a range of requisition ID, dates. Enter a specific status and Supplier ID. Leave the other fields blank. Use the look up icons to search for specific value.

Click OK. The system will retrieve the requisitions that match the selection criteria entered. It will display on

the Requisitions Inquiry page.

Click the two tabs to review the information.

Details tab. View the basic information about the requisition.

Select View All link to see all rows of data records. Click the Requisition link to access the Line Details page where you can view line details for the

requisition.



On the Requisition Details page, click on Schedule icon to view shipping information. On the Schedule Details, click on Distribution icon to view budget account and asset information. Click the Return button on the various details page until you go back to the Requisitions Inquiry.

Status tab. Click on the Y link under the column to view more information. For each column, you will be

able to access the pages if a Y link exists.

On PO – to access Requisition to Purchase Order list page On Received – to access Requisition Receipts List page On Voucher – to access Requisition to Voucher List page On MSR – to access Requisition to Material Stock Request list page Document Status – to see view the documents associated with this requisition Approval status – to see the workflow path on this requisition Header Comments – to view any comments or attachments.


To do another search, click the Search link at the bottom or click on the breadcrumbs on the top.


Purchase Order Inquiry Use the Purchase Order Inquiry page to view purchase order information. This is an inquiry version of the Maintain Purchase Order – Purchase Order page. It will display purchase order header and line information and whether an authored document exists for the purchase order. This is where you can view all Purchase Orders with all the statuses such as Approved, Canceled, Completed, Denied, Dispatched, Open, Pending Approval/Approved and Pending Cancel. This is the only page where you can access Canceled and Completed POs.

Navigation: Main Menu > Purchasing > Purchase Orders > Review PO Information > Purchase Orders

Navigate to Main Menu > Purchasing > Purchase Orders > Review PO Information > Purchase Orders.

Enter values on the search criteria fields. Business Unit will default to your district number. Click Search.

Search results grid will display information based on your entered criteria.

Click the desired PO you would like to view.

Purchase Order Inquiry page displays your PO number, PO and budget statuses, Supplier Name, PO Reference, Lines Item Description, Category, PO Qty, UOM, Merchandise Amount, Line Status and Amount Summary.

Click on the following links to view further PO information:

Supplier Details: view the supplier address, payment terms. Header Details: view Billing location assigned, dispatch method used, and accounting date. All RTV: view any return to vendor transactions associated with the selected PO. Matching: view Purchase Order matching information. If Match Status displays as Matched, it means

that the PO was vouchered and matched. Otherwise, it will display as To Match Header Comments: view any comments or attachments. Activity Summary: view the receiving, invoicing, matching and returning activities that have been

performed on the purchase order to date. Document Status: access and review information about procurement documents (such as the

requisition, receipts, vouchers and payments, if applicable) associated with a purchase order.


In the Lines grid, click the Line Details button to view receiving requirement, category code used and if this is an amount only PO. Click the Line Comments buttons (bubble icon) to view any line comments and attachments.

Click the Schedule button to view the Schedule level details.

The Schedules page displays the Ship To location, Attention To, PO Qty, Price. Click the Schedule Details

to see the matching status by line and matching tolerance. Click the Sched Sales/Use tax button to view tax information. Click the Miscellaneous Charges button for any freight info.

From the Schedules page, you can access the Distribution icon and sales tax information. Click the Distribution icon to view the distribution details.

On the Distribution page, view the ChartString, location, sales tax amount, asset information, requisition details and budget information.


Receipt Inquiry Use the Receipt Inquiry page to view detailed receipt information. This page and the pages accessible from it enable you to inquire on the same information available through the Maintain Receipts - Receiving page. You can view canceled and closed receipts in this page.

Navigation: Main Menu > Purchasing > Receipts > Review Receipt Information > Receipts

Navigate to Main Menu > Purchasing > Receipts > Review Receipt Information > Receipts.

Enter the desired values within the search criteria fields. The Business Unit defaults to your District Number. Click Search.

The Search results grid will display information based on the criteria you entered.

Click on the desired Receipt that you want to view. The screen will change and you will see three tabs:

Receipt Lines, More Line Data, and Optional Input.

View the desired information by clicking the three tabs.

Receipt Lines tab. Provides basic information. It will give the Recv Qty and Reject Qty for each item. Item column is for inventory items only. Click on Comments (bubble icon with lines) to view any line attachments and/or comments.


More Line tab. Displays information such as Ship To, Due Date, and Supplier Item ID. If the status says X, it means that the line was canceled.

Optional Input tab. Displays all other shipping information, including Reject Reason and RMA Number.

Select the checkbox next to the line number item to view more line information. The following links will be

activated for viewing:

Line Details: Displays PO information such as the PO No., Line number, unit price and PO amount. Distribution: Displays the account information. When you select the distribution line, the PO

Distribution Details link becomes active to see associated Requisition ID. Putaway Information (for inventory items only):View overriding information used to put away items

to inventory business unit storage locations Asset Information (for asset items only): View information about asset purchases. Line Status: Displays due date and receipt match status.


Click the links at the bottom of the Receipts Inquiry page to view more information.

Header Details: Displays when you physically received the item and who entered the transaction. It

also includes Supplier name and shipping Information. Document Status: Displays the status of the documents associated with this receipt. Header Comments: Displays any attachments or comments, if applicable. Display RTV Information: Displays any return to vendor information.


Voucher Inquiry Navigation: Main Menu > Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher

Navigate to Main Menu > Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher.

Search for and review the status of a voucher and any payment information, then click Search.

NOTE: Your Business Unit will default on the screen. The Voucher Inquiry screen allows you to create a search by using any combination of information

entered into the fields listed above.


Scroll down the page to the Voucher Inquiry Results area. There will be four tabs.

The Voucher Details tab displays information regarding the voucher, including the Invoice Number, Invoice Date, Supplier ID, Entry Status, Incomplete status, Match Status, and Short Supplier Name.

Click the Amounts tab. Here you can view the various amounts and charges of the voucher. Some of the information displayed includes Gross Invoice Amount, Voucher Unpaid Balance, Unapplied Prepayments, Total Non-Merchandise, Entered VAT, Gross Amount Paid and Net Amount Paid.

Click the More Details tab. This allows you to view the various statuses of the voucher and the dates

associated with the voucher. Some of the information displayed includes Voucher Style, Supplier Location, Post Status, Approval Status, Approval History, Close Status, Origin, Due Date, Basis Date and Accounting Date.


Click the Supplier Details tab. Here you can view various details about the supplier. Some of the information displayed includes Supplier ID, Short Supplier Name, Supplier Name, Additional Name, and History Status.

For additional details, select the Actions dropdown menu.

View Attachments: Select this option to view all documents attached to the voucher. If there are no

attachments, this option will not be visible.

Review Accounting Entries: Select this option to view ChartString information.

Payment Information: Select this option to view details about the payment such as Bank information, Payment Reference ID, Payment Date, Payment Amount, and Payment Status. Click the Back to Voucher Inquiry link to return to the Voucher Inquiry page.


Voucher Details: Select this option to be taken to the Voucher Details window where you can view line and distribution details of the voucher. Click Cancel to return to the Inquiry page.

Review Document Status: Select this option to view the voucher overview. There are Links in this window for Supplier information, Voucher Status, Matched Status, DOC ID, Accounting Entries, and Document Status Inquiry. In addition to the links, you can view information about any of the items in the Document Lifespan in the middle of the screen, if they are in color.


Part IX: Purchasing Reports


Running Reports

Basic Steps Remember, the steps to generate a PeopleSoft report are very similar, regardless of the specific report that you want to generate. Here are the basic steps for running a report:

Please refer to Running Reports in the Introduction to PeopleSoft Guide for more information about these basic steps.

List of Reports for Buyers Navigation: Main Menu > Purchasing > Purchase Orders > Reports > ______________

These are the available reports for Buyers. After navigating to the final link, fill in the report parameters before you select a specific report to run.

Final Navigation Link Report

Listings

POX4010 – PO Listing by PO Date

POX4011 – PO Listing by Supplier

POX4012 – PO Listing by Buyer

POX4013 – PO Listing by Status

Status Listings POX4020 – Order Status by Vendor (Supplier in the report)

POX4021 – Order Status by Item

Detail Listings

POX4030 – PO Detail Listing by PO Date

POX4031 – PO Detail Listing by Supplier

POX4032 – PO Detail Listing by Buyer

Requisition / PO Xref POX4100 – PO To Requisition XREF Report

Req and PO Budgetary Activity POS8001 – Procurement Budgetary Activity

POS8002 – Requisition Budgetary Activity

Please see the following pages for parameters and samples.

ANavigate to the report

BEnter/find the Run Control

ID

CEnter or

update the parameters,

then Run

DMonitor the

report process

(if desired)

EView the

report


PO Listing Report Use this set of report parameters to get all Purchase Orders with specific or all PO status, or you can print all POs issued to a Supplier or created by Buyer(s). Also, this report can be run within a specific date range.

This report will give you the total PO merchandise amount which does not includes sales tax, freight and miscellaneous charges.

Parameters for PO Listings Business Unit, Date Range (From Date and Through Date), Supplier SetID, Supplier ID, Buyer, PO Status (Approved, Canceled, Complete, Denied, Dispatched, Initial, Line Denied, Open, Pending Approval/Approved, Pending Cancel)

Process Scheduler Request Example for PO Listings Report can be requested to sort by: PO date, Vendor, Buyer and PO Status.


Sample PO Listing Report


Status Listing Report This report provides detailed purchase order information which includes Supplier name, ordered quantity, amount, due date and Ship To info.

Parameters for Status Listings From Date, Through Date and Business Unit

Process Scheduler Request Example for Status Listings Report can be requested by: Order Status by Vendor or by Item.


Sample Status Listing Report


Detail Listing Report This report provides purchase order details which include the business unit, purchase orders, dates and line information and item descriptions.

This report provides detailed purchase order information which can be run by PO Date, Supplier or Buyer.

Parameters for Detail Listings From Date, Through Date, Business Unit, Supplier SetID, Supplier ID and Buyer

Process Scheduler Request Example for Detail Listings Report can be requested to sort by: PO Date, Supplier or Buyer.


Sample Detail Listing Report


Requisition and PO Budgetary Activity This report provides budgetary amount information for purchase orders according to report request parameters.

Parameters for Budgetary Activity Business Unit, Budget Date From and To, Remaining Amount, Business Unit GL, ChartFields (Option to select ChartFields and add in the report)

Process Scheduler Request Example for Budgetary Activity Report can be requested by Procurement or Requisition


Sample Budgetary Activity Report

Report will display by PO and line items. It will only display distribution lines with budget line statuses of V (Valid) or W (warning).


Requisition to PO Cross Reference For districts that use Requisition module: When you run this report, a business unit is required, and the system prompts you for a business unit if one is not entered. The report is sorted by business unit, then by purchase order ID. It additionally sorts requisitions associated with purchase orders. Report details include purchase order and requisition information.

This report provides cross-reference between requisitions and the purchase orders created from those requisitions.

Parameters for Requisition to PO Cross Reference From Date, Through Date, and Business Unit

Process Scheduler Request Example for PO to Requisition Cross Reference


Sample PO to Requisition Cross Reference Report


Part X: Purchasing Queries


List of PO Queries Queries return data based on information pulled from different tables in PeopleSoft. Use this list of queries to view Purchasing information onscreen or export it to Excel. For screenshots and additional information, please refer to the Finance Query Reference Guide at http://crc.sdcoe.net/resources/peoplesoft/guides.

Navigation: Main Menu > Reporting Tools > Query > Query Viewer

FAR_ Queries FAR_PURCHASE_BOARD_REPORT: PO Board Report Query

A summary level Board Report that shows all POs issued for a time period by Fund and by Line. Includes Supplier, Amount and Item information

FAR_PURCHASE_PO_INFO: Detailed Purchase Order Info Provides all purchase order information

FAR_PURCHASE_PO_PMT_HISTORY: AP payments against POs Will show detailed payment & invoice information for every Purchase Order

FAR_PURCHASE_PO_REMAINING_BAL: PO amount, payments & balance Will show the PO total for every line item for POs, how much was spent against the line items, and the remaining balance for each line item

M_ Queries M_PO_BOARD_REPORT: PO Board Report Query

A summary level Board report that shows all POs issued for a time period by ChartString. Includes Supplier, Amount and Item information.

M_PURCHASE_BOARD_REPORT: PO Board Report Query Board report that shows all issued Purchase Orders by line for a time period includes Supplier, Fund, Object, Site, Operating Unit and Amount.

M_PO_BUDGET_ERROR: PO Budget Error Report Will show POs with budget statuses of Error and Not Chk’d

M_PO_CATEGORY_SPEND_DT: District Spend by Date Spending by Category by date range

M_PO_CATEGORY_SPEND_DT_DETAIL: District Spend by Date detail Category spending detail by Purchase Order by date range

M_PO_CHANGE_HISTORY: PO Change History by Revision Date List of POs with price changes

M_PO_CHANGE_ORDER_ALL_SUPPLIER: List all PO Change Order List all POs with change orders

M_PO_LOCATION_CODES: Location Codes List of Location Codes



M_PO_OUTSTANDING_POS: List of outstanding POs List of outstanding POs that are waiting to be received in the system. This includes open quantity for PO line items wherein receiving requirement is either optional or required.

M_PO_PENDING_APPROVER: Pending POs List of approvers where the POs are pending

M_PO_RECEIPTS_NOT_MATCHED: Receipts Not Matched Date Range List of outstanding POs that have been received in the system but have not been vouchered or matched yet.

M_PO_REMAINING_BAL: PO amount, payments & balance Will show the PO total for every line item for POs, how much was spent against the line items, and the remaining balance for each line item (no date). Allows searching and displaying POs by budget period.

M_PO_REVIEW: PO Review List List of POs with change order and ChartString information

M_PO_ROLLOVER_DETAIL: Rolled PO Distribution Details List of POs that were rolled to the next fiscal year

M_PO_SEARCH: Advanced Search for POs List POs based on the search criteria

M_PO_SHIP_TO_LOCATIONS: Ship to Locations List of “Ship To” locations

M_PO_TOTAL: PO Total List of Purchase Orders, Date and Amount

M_PO_TOTAL_WITHSUPPLIER: PO Total List of Purchase Orders, Date, Amount and Supplier Info

M_REQ_AVL_SOURCE: Available Reqs to be sourced List of requisitions available for sourcing. All requisitions that have been approved and have valid budget status display on this query. Any lines that were partially sourced or any requisitions that were partially sourced will also display on this list.

M_REQ_APPROVED_WO_PO: Approved Requisitions with no PO issued List of approved requisitions with no associated POs

M_SUPPLIER_UNKNOWN_PO: Search for the PO by Supplier List of POs searched by Supplier information

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