Mass Convert Reqs to POs Page

Use this page to convert approved requisitions to purchase orders. You can enter selection criteria to convert selected requisitions, or you can elect to convert all approved requisitions.

Once a requisition is converted into a purchase order, the purchase order number will display on the user's View My Orders page in VPO, and the order's status is set to Purchase Order.

Menu Path:  To display the page, select Purchasing > Entry & Processing > Purchase Order Processing > Mass Convert Reqs to POs.

Running the Mass Convert Reqs to POs Option

The system creates purchase orders from requisitions based on the criteria that you enter in the Mass Convert Requisitions to Purchase Orders page. The requisitions must have an A - Approved status; you cannot convert requisition items that still require approval.

When converting requisitions generated from VPO, the page's Purchase Order Settings section should be set as follows:

• The Convert by Vendor checkbox should not be selected. When converting a requisition generated through VPO, vendors cannot be consolidated in purchase orders.
• The Year field must be set to the current year.

Converting approved requisitions into purchase orders

1. Select Purchasing > Entry & Processing > Purchase Order Processing > Mass Convert Reqs to POs to display the Mass Convert Requisitions to Purchase Orders page.
2. In the Mass Convert Criteria section, enter your selection criteria in the Requisition, Approval Group, and Date Requests fields.
   To select all approved requisition items, leave these fields blank.
3. Click OK.
4. In the Purchase Order Settings section:
   
   • Convert By Vendor field - When converting requisitions created through VPO, leave the field blank to generate separate purchase orders. You cannot use the field to consolidate requisition items.
   • Year field - Set the field to the current year.

   • Encumber field - Use this field to determine the Encumbrance field setting in the POs being generated:

     Y - Post Encumbrance	Updates Expenditure and Project Ledger encumbrances when the purchase order's items are posted.
     R - Allow To Be Reviewed	Sends encumbrance amounts to Batch Encumbrances in Fund Accounting when the purchase order's items are posted. You can then review the encumbrance amounts before posting them to the appropriate ledger accounts.
     N - Do Not Encumber	Does not encumber the purchase order items in Fund Accounting.

     The field's default value is set in the Fund Accounting Profile's Purchasing Encumbrance Flag field.

   • First PO Number field - Enter the number you want to assign to the first purchase order generated. You can only use this setting if your Fund Accounting Profile allows user-assigned purchase order numbers.

5. Click OK.
6. In the Print window, enter your report settings. The default filename for saving the Mass Convert Requisitions to Purchase Orders report is cnvtlog.rpt.
7. Click OK.
8. In the second Print window, enter your report settings. The default filename for saving the Mass Post Purchase Orders report is masspost.rpt.
9. Click OK. The following occurs:
   • The two reports are generated.
   • The selected requisition items are converted into purchase orders. The system sets the status of each item converted to M - Converted to P. O.
   • Purchase orders that do not require approval are posted to Fund Accounting and encumbered according to your selection in the Encumber field. In VPO, the status of the orders will be set to Purchase Order, and their PO Numbers will display
   • If any of the purchase order requires approval, they will have to be approved before the orders can be printed and sent to the vendor.