The following sections provide the general steps for setting up the Purchasing System, creating and approving requisitions and purchase orders, posting approved purchase orders to Fund Accounting, and performing other system functions.
Before requisitions and purchase orders can be entered, the following must be set up:
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Fund Accounting Profile
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Fund Accounting Reference Tables
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Fund Accounting ledgers
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Purchasing reference tables
The following outline summarizes the Fund Accounting and Purchasing prerequisites for using the Purchasing System:
A. Fund Accounting System Prerequisites
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Verify that the Fund Accounting Profile is set up, particularly its Requisitions/PO's tab. System Administration > Administration > Profiles > Fund Accounting Profile
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Verify that the following Fund Accounting reference tables are set up:
Organization Chart - Defines your site's reporting structure for accounting purposes. It also has settings for checking budget balances for each reporting level.
Fund Accounting > Reference Tables > Reference Tables > Organization Chart
Account List - Defines the objects used to create balance sheet accounts in the General Ledger and budget accounts for all subsidiary ledgers (Expenditure, Revenue, Project, etc.).
Fund Accounting > Reference Tables > Reference Tables > Account List
Project List (optional) - Defines your site's reporting structure for project accounting, if you use a Project Ledger to track project expenditures and revenues.
Fund Accounting > Reference Tables > Reference Tables > Project List -
Verify that the following ledgers are set up in Fund Accounting:
General Ledger - Provides the balance sheet linking control accounts to the appropriate funds in your Organization Chart. These accounts are required for posting and encumbering purchase orders.
Fund Accounting > Entry & Processing > General Ledger > Balance Sheet
Expenditure Ledger - Ties together budget units from the Organization Chart and expenditure accounts from the Account List, creating expenditure budget accounts. You charge requisition and purchase order line items to these Expenditure Ledger accounts.
Fund Accounting > Entry & Processing > Budget Ledgers > Expenditure Ledger
Revenue Ledger - Ties together budget units from the Organization Chart and revenue accounts from the Account List, creating revenue budget accounts. You charge requisition and purchase order line items to these Expenditure Ledger accounts.
Fund Accounting > Entry & Processing > Budget Ledgers > Revenue Ledger
Project Ledger (optional) - Ties together project codes from the Project List and accounts from the Account List, creating project budget accounts. If you track project expenditures, you charge requisition and purchase order line items to these Project Ledger accounts.
Fund Accounting > Entry & Processing > Budget Ledgers > Project Ledger
B. Purchasing System Prerequisites
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Verify that the following Reference Tables have been set up for using the Purchasing System:
Commodity Table (optional) - Contains codes used on requisitions and purchase orders to identify goods and services you are requesting or ordering. A Commodity record holds an item's status, warehouse stock number, unit of measure, description, and Vendor Bidding setting. It also lets you track price trends for the item.
Vendor List - Provides a comprehensive record for each vendor you use for requisitions, purchase orders, and, if applicable, vendor bids. Each Vendor record contains an identifying code, purchasing and accounts payable addresses, tax and discount information, and two status fields.
This table is shared with Fund Accounting. Records entered using Purchasing are reflected in Fund Accounting and vice-versa.
Shipping Table - Maintains various shipping locations that you use on requisitions and purchase orders. If you use Warehouse Inventory, you can add Shipping Table records to the Warehouse table so you can track receipt of purchase order items in the Inventory Catalog.
Approval Table - Establishes groups for approval of requisitions, purchase orders, change orders, and, if applicable, vendor bid items. You can create approval groups based on user-defined codes or based on budget units from the Organization Chart.
Approval Table records allow up to five levels of approval for requisitions, purchase orders, and change orders. At each approval level, you then assign the person eligible to approve or deny requisitions, purchase orders, or change orders.
Account Approval Table (optional) - Allows you to set up a range of expenditure accounts that require approval for requisitions, purchase orders, and change orders. You can then assign people to approve the account ranges you designate.
Purchasing Defaults Table (optional) - Allow you to set up specific lists of approval groups and shipping codes that individual users will can access when entering or changing requisitions and purchase orders. If you set up this table for one user, you must define approval groups and shipping codes for all users working with requisitions and purchase orders.
Distribution Templates Table (optional) - Allows you to set up standard templates for distributing charges in requisitions and purchase orders.
User-Defined Tables (optional) - Allows you to set up and maintain the codes used to validate table-verified fields for vendor-defined pages. Once you have codes in here, you can create vendor-defined pages in the Fund Accounting Profile. Vendor-defined pages are pages you create to track vendor information beyond what is available in the Vendor List.