Mass Convert Reqs to POs

Use this option to convert approved requisitions to purchase orders. You can enter selection criteria to select the requisitions or convert all approved requisitions. You also have the option of either converting each requisition selected into its own purchase order or consolidating all requisitions that share the same approval group and vendor.

Menu Path: Purchasing > Entry & Processing > Purchase Order Processing > Mass Convert Reqs to POs

Mass Converting Requisitions to Purchase Orders

This option converts selected requisitions to purchase orders. Using the criteria entered in the Mass Convert Requisitions to Purchase Orders page, the system converts requisitions that have an A - Approved status. It cannot convert requisition items that require approval or that are marked for Vendor Bidding.

The settings in the page's Purchase Order Settings section enable you to determine the following:

Whether the system should convert each requisition into its own purchase order or group records that share the same approval groups and vendors into consolidated purchase orders.
Whether the system should encumber the generated purchase orders' costs and how it should do so. The system cannot convert requisitions if their encumbrances would exceed budget and the Fund Accounting Profile's Pay Prior to Receive field is set to F - Fatal.

Besides being able to select the fiscal year for the conversion, you can use Set Period on the Action Bar to change the system transaction date, accounting period, and fiscal year for the generated purchase orders. For details on this option, refer to Reset Period.

The selected requisition items are converted into purchase orders with the status of each line item changed from A - Approved to M - Converted to P. O. Generated purchase orders that do not require approval are posted to Fund Accounting and encumbered according to your selection in the Mass Convert Requisitions to Purchase Orders page.

If needed, you can add line items to a generated purchase order following the procedure provided in the Purchase Order Information section.

Mass Update Reports

The mass update process generates two reports:

Mass Convert Requisitions to Purchase Orders Report - lists requisitions that were converted to purchase orders, provides numbers identifying the purchase orders generated, and includes error messages indicating why certain requisitions were not converted.

Mass Post Purchase Orders Report - lists the purchase orders that were posted to Fund Accounting and includes error messages indicating why certain purchase orders were not posted.

Note
We recommend you save these reports as either files or hard copies. The reports includes important information you may need later regarding the requisitions converted and the purchase orders generated.

Converting approved requisitions into purchase orders

Select Purchasing > Entry & Processing > Purchase Order Processing > Mass Convert Reqs to POs to display the Mass Convert Requisitions to Purchase Orders page.
In the Mass Convert Criteria section, enter selection criteria identifying the requisitions to convert.
Click OK.
In the Purchase Order Settings section, complete the fields as needed.
Click OK.
In the Print window, specify how you want to generate the Mass Convert Requisitions to Purchase Orders report, and then click OK. The report's default file name is cnvtlog.rpt.
In the second Print window, specify how you want to generate the Mass Post Purchase Orders report, and then click OK. The report's default file name is masspost.rpt.

Fields

The Mass Convert Requisitions to Purchase Orders page includes two sections: Mass Convert Criteria and Purchase Order Settings.

Mass Convert Criteria Section

To select all approved requisition items, leave the following fields blank.

Fields

Description

Requisition

Enter a requisition number, or use the colon ( : ) query symbol to select a range of requisitions. For example, 20160500:20160550 would select all requisitions from the first of the two requisition numbers through the second requisition number.

*Approval*

Select the Approval Group that applies to the conversions.

Date Requested

Enter the date of the requisitions, or use one of the following query symbols to select multiple requisitions based on date: greater than (>), less than (<), or colon ( : ). With the colon, you can select by a range of dates, for example, 03/20/2017:04/10/2017.

Purchase Order Settings Section

Fields	Description
Convert By Vendor	Select this field to have the system consolidate requisition items that share the same approval group and vendor. To generate separate purchase orders for these items, leave the checkbox blank.
Year	Select the fiscal year for the generated purchase orders. The system uses this field to determine whether to process current or next year requisitions.
Encumber	Determines the Encumbrance field setting for the generated POs. Select: Y - Post Encumbrance - to update Expenditure and Project Ledger encumbrances when the purchase order's items are posted. R - Allow To Be Reviewed - to send encumbrance amounts to Batch Encumbrances in Fund Accounting when the purchase order's items are posted. You then can review the encumbrance amounts before posting them to the appropriate ledger accounts. N - Do Not Encumber - to prevent the purchase order items from being encumbered in Fund Accounting. The field's default value is set in the Fund Accounting Profile's Purchasing Encumbrance Flag field.
First PO Number	Enter the number you want to assign to the first purchase order generated. The system increments the subsequent purchase order numbers by 1. You only can access this field if your Fund Accounting Profile allows user-assigned purchase order numbers.