Data Flow

On this page:

This section outlines the data flow of a VPO order, from selecting items on vendors' shopping sites to converting requisitions into purchase orders that are then sent to the vendors.

For the purposes of these data flow, the following are in place:

• The vendor definition for the vendor used has already been established.
• The administrator has all permissions in VPO.
• The user has permission to access the Punchout Shopping item in PowerSchool ERP.
• The URL for Punchout Access has been configured on the Site-wide Profile Items page. For this data flow example, the Test or Live Environment field has been set to T (test).

Placing New Orders in VPO

1. A user will access the Start New Order page one of the following ways:

   • The user will log into VPO using the URL provided by your organization and their PowerSchool ERP credentials.

   • The user will select Purchasing > Entry & Processing > Requisition Processing > Requisitions in PowerSchool ERP and then click the Punchout Shopping item on the Action Bar.

2. After accessing VPO, the user will click Start New Order on the Employee Tasks menu.

3. In the Start New Order page, the user will complete the following fields:

   Vendor Interface	Select the vendor to shop from.
   Approval Group	Select an approval group.
   Requested	Enter the date of the request.
   Required	Enter the date the item is required.
   Ship To	Select the ship-to location.
   Freight	Enter additional shipping information.
   Comments	Enter any comments related to the request.
   Buyer	Identify the person placing the order.
   Attention	Identify the vendor's contact person.

4. In the Distribution section, the user must select a Default Budget Unit and Default Account. This Default Account is to the right of the Default Budget Unit field. The user can also select a Default Project and Default Project Account.
5. When the fields are completed, the user will click Submit to Vendor to be taken to the vendor website. Each site will be different. The following steps are typical of the experience on most vendors' sites.
6. The user will select the items and quantities they need and add items to a shopping cart or similar feature.
7. The user will go through a checkout process for submitting the order to the website. PowerSchool does not have any control over the vendor's website process.
8. When the user has completed the order on the vendor's site, a VPO processing page will display a confirmation that includes the order's requisition number. This message is configured on the Disclaimers page by a VPO administrator.
9. The user will be logged out of VPO and will need to log in again if they wish to perform other tasks in VPO.

Processing Requisitions in PowerSchool ERP

The requisition created in the previous data flow will display on the View My Orders page in VPO, and its status will be set to Requisition.

The first three steps of the following data flow only apply if your organization requires requisition approvals. Otherwise, begin with Step 4.

1. The user completing requisition approvals will display the Requisitions Approval Selection page by selecting Purchasing > Entry & Processing > Requisition Processing > Approve/Deny Requisitions.
2. On the Requisitions Approval page, the approver will enter search criteria and click OK to display the Requisitions for Approval page.
3. After reviewing the requisition's information, the approver will select Approve on the Action Bar to approve the requisition. The requisition may require additional approvals depending on the approval group selected.
4. The requisition now needs to be converted into a purchase order. To do this, the user will select Purchasing > Entry & Processing > Purchase Order Processing > Mass Convert Reqs to POs.
5. In the Mass Convert Requisitions to Purchase Orders page, the user will identify the requisition in the Mass Convert Criteria section.
6. In the Purchase Order Settings section, the user will select the current year in the Year field and if needed, enter the Encumber field setting. The user cannot select the Convert By Vendor checkbox, as requisitions entered through VPO cannot be consolidated.
7. The user will click OK and then enter settings in two print windows. The system will generate two reports and convert the requisition into a purchase order.

Processing Purchase Orders in PowerSchool ERP

After the requisition is converted, the status of the order in VPO will be set to Purchase Order. The purchase order number will also appear on the View My Orders page.

The first four steps of the following data flow apply if your organization requires purchase order approvals. Otherwise, begin with Step 5.

1. The user responsible for purchase order approvals will select Purchasing > Entry & Processing > Purchase Order Processing > Approve/Deny Purchase Orders.
2. On the Purchase Order Approval page, the approver will enter search criteria and then click OK to display the Purchase Orders For Approval page.
3. After reviewing the purchase order's information, the approver will select Approve on the Action Bar to approve the purchase order. The purchase order may require additional approval depending on the approval group selected.
4. The purchase order will now need to be printed. The user will select Purchasing > Entry & Processing > Purchase Order Processing > Purchase Orders.
5. On the Purchase Order Listing page, the user will enter selection criteria, select the purchase order to be printed, and then click Print Purchase Orders on the Action Bar.
6. In Print Purchase Orders window, the user will select the Print Options and then click OK to print the purchase orders.
7. Three confirmations will display. To print purchase orders associated with requisitions generated through VPO, the user must click Yes in the third confirmation.
8. In the Print window, the user will enter the report settings and click OK. Another confirmation will display, asking if the purchase orders printed correctly.
9. If the purchase orders printed correctly, the user will click Yes. This completes the process in PowerSchool ERP.

Submitting the Order in VPO

The following require no actions by users:

• After the purchase order is processed in PowerSchool ERP, the status of the order in VPO will be set to Waiting To Be Sent To Vendor.
• VPO includes a special program that runs periodically to check for orders with this status. The program was configured when VPO was installed for your organization.
• When the program runs, it electronically sends the purchase order to the vendor.
• The order's status in VPO will then change to Order Sent to Vendor.