Purchase Order Information Page

Use this page to add, view, update, and delete purchase orders and line items.

Menu Path: Purchasing > Entry & Processing > Purchase Order Processing > Purchase Orders > click Add New or search for and select a purchase order, and then click OK

Page Versions

There are three versions of the Purchase Order Information page:

Purchase Order Information	For viewing and updating purchase orders. To display the page, select a purchase order in the Purchase Order Listing page, and then click OK.
New Purchase Order Information	For adding purchase orders. To display the page, click Add New in the Purchase Order Listing page.
Copy Purchase Order	For adding a new purchase order by copying an existing one. To display the page, click Copy on the Purchase Order Information page's Action Bar.

Page Tabs

All versions of the Purchase Order Information page include the following tabs:

Header Tab	Defines a purchase order. The data stored here includes the purchase order number, approval group, required and requested dates, and vendor and shipping information.
Line Item Tab	Defines a purchase order's line items. The data stored here includes the commodity requested, quantity, description, costs, account distributions, and Warehouse Inventory, Vendor Bidding, and Fixed Assets settings.

Action Bar Items

The following Action Bar items are available depending on your location and whether you are adding or changing a purchase order:

Header Tab
Change Orders	Display the Change Order Listing page. From this page, the Detailed Change Order Listing page can be displayed to view pricing and distribution changes made to a line item through a change order. This is only available if a change order applies to the purchase order.
Consolidated	Display the Consolidated Line Item tab. This tab displays the results of changes to a purchase order's pricing and distributions. This is only available if the purchase order being updated has a line item tied to a change order.
Add Item	Displays the Line Item tab for adding an item to the purchase order. This also displays on the Action Bar when you have the Line Item tab selected. For details, refer below to the Procedures section.
Requisition Detail	Displays the Requisition Information page for the selected purchase order. For details, refer to Requisition Information Page.
The following display when you select an item in the Line Item section:
Delete Line Item	Deletes the current line item. This also displays on the Action Bar when you have the Line Item tab selected. For details on deleting a line item, refer below to the Procedures section.
Approval Status	Displays the Purchase Order Approval page. This also displays you have the Line Item tab open. For details, refer to Purchase Orders - Purchase Order Approval Page.
Line Item Tab In addition to the above, the following Action Bar item displays when the Line Item tab is open:
Tax Rate	Displays the Taxes page for resetting the tax rate for the current line item. For details, refer to Taxes Page.

Action Buttons

Alternate Order Address	Header tab. Displays the Vendor Order Addresses page for assigning a different vender address, restoring the original address, or creating a new address. For details, refer to Vendor Order Addresses Page.
Disable Full Account View	Header tab and Line Item tab's Pricing distribution section. Replaces the Full Account field with the Budget Unit and Account fields. The button's title then changes to Enable Full Account View, which reinstates the Full Account field. This button is only available if your Fund Accounting Profile's Full Account Expense field is selected. For details, refer to Full Account.
View Distribution Templates	Line Item tab's Pricing section. Displays the Charge Distribution Templates page, where you can select a template and apply its distribution information to a purchase order. This button is only available if you have one or more records in the Distribution Templates table, and you select T - Templates in the tab's Distribution Method field. For details, refer to Charge Distribution Templates Page.

Navigation Controls

In the Line Item tab, use the action bar's navigation controls to browse through line items while changing a purchase order. The buttons include:

First Item	Accesses the purchase order's first line item.
Previous Item	Accesses the line item viewed previous to the current one.
Next Item	Accesses the line item following the one being viewed.
Last Item	Accesses the purchase order's last line item.

You can also use the navigation buttons while adding a purchase order without referencing a requisition, but you must first click Back to exit to the Header tab after completing the current line item, and then click OK to return to the Line Item tab.

System Processing

When you save a purchase order, the system checks several settings to determine further processing of the record:

The system checks the Status field. If this field is set to C - Completed, then the purchase order is eligible for posting.
The system checks all approval settings for the purchase order's line items. The system posts to Fund Accounting all items that do not require any type of approval. You now can create payables for the items.
The system checks the posted item's Encumber field. This setting determines how encumbrance amounts are handled in the Expenditure and Project Ledgers. For details, refer below to Fields.

Note

Using the toolbar's Save in Progress item saves the purchase order you are adding or updating without submitting it for approval and without updating its distribution pre-encumbrance information. The purchase order's status will be set to In Progress until you use Save, which changes the status to Complete.

Following are procedures for adding, copying, updating, deleting, and printing purchase orders. Separate procedures are provided for updating the Header tab by itself, updating the Header and Line Item tabs at the same time, adding line items to an existing order, and entering a line item for shipping charges.

Adding purchase orders

Select Purchasing > Entry & Processing > Purchase Order Processing > Purchase Orders to display the Purchase Order Listing page.
Click Add New on the action bar.
In the New Purchase Order Information page, complete the fields in the Header tab's General Information section.
To open the Line Item tab, click Add Item on the Action Bar, or tab through the Continuous field.
In the Line Item tab, complete the Detail Information and Pricing sections, including the account distributions.
If you want to add more than one item, leave the Continuous box selected in the Detail Information section.
Click OK
Repeat Steps 5-6 for each additional line item.
Click Save
- If the Continuous box was selected in the New Purchase Order Information page, you can add another order or click Back to return to the Purchase Order Listing page.
- Otherwise, you automatically return to the listing page.

Copying and creating a purchase order

Select Purchasing > Entry & Processing > Purchase Order Processing > Purchase Orders to display the Purchase Order Listing page.
Click Copy on the Action Bar.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
Select the purchase order you want to copy, and then click OK.
In the Copy Purchase Order From page's Header tab, you can change all fields except Purchase Order.
Display the Line Item tab by selecting a line item, and then clicking OK.
In the Line item tab:
- To update a line item, change its fields as needed.
- To navigate through line items, use the action bar's navigation buttons.
- To add a line item, click Add Item on the Action Bar, complete the fields in the Line Item tab, and then click OK.
- To delete a line item, display it, click Delete Line Item on the Action Bar, and then click Yes on the confirmation dialog.
Click Save.
To copy and create another purchase order, repeat Steps 4-8.
To return to the Purchase Order Listing page when you are finished, click Back.

Updating purchase orders

Use this procedure to change a purchase order's information, including adding, updating, and deleting line items.

Select Purchasing > Entry & Processing > Purchase Order Processing > Purchase Orders to display the Purchase Order Listing page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
Select the purchase order you are changing, and then click OK.
In the Purchase Order Information page, change the fields in the Header tab as needed.
To open the Line Item tab, select an item, and then click OK.
In the Line item tab:
- To update a line item, change its fields as needed.
- To navigate through line items, use the action bar's navigation buttons.
- To add a line item, click Add Item on the Action Bar, complete the fields, and then click OK.
- To delete a line item, display it, click Delete Line Item on the Action Bar, and then click Yes on the confirmation dialog.
Click Save.
To return to the Purchase Order Listing page, click Back.

Adding a line item for shipping charges

Select Purchasing > Entry & Processing > Purchase Order Processing > Purchase Orders to display the Purchase Order Listing page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
Select the purchase order you want, and then click OK.
In the Purchase Order Information page, click Add Item on the Action Bar.
In the Detail Information section, select the Shipping Charge checkbox.
In the Pricing section, enter the shipping charges in the Shipping field, and then enter any tax using the Total Tax field's Tax Rate button. For details, refer to Taxes Page.
Complete the distribution information.
Click Save.
In the Confirmation dialog, click Yes.

Note

When you are adding a purchase order, the shipping charge line item should usually be entered last. If you add another line item, you must access the shipping charge line item's distribution section and click OK to recalculate the distributions.

Deleting line items

Select Purchasing > Entry & Processing > Purchase Order Processing > Purchase Orders to display the Purchase Order Listing page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
Select the purchase order you want, and then click OK.
In the Purchase Order Information page, select the line item you want to delete.
Click Delete Line Item on the Action Bar.
In the Confirmation dialog, click Yes.

Note

You cannot delete a line item that is encumbered or approved.

Fields

Following are descriptions of the fields in the Header and Line Item tabs. Differences between the tabs in the Purchase Order Information and New Purchase Order Information pages are noted in the descriptions.

Header Tab

Use this tab to add and update line items for the current purchase order. All fields, except Purchase Order, Approval Code, Status, Vendor, and Ship To, are optional.

Field	Description
Purchase Order	Number identifying the purchase order. Required for new purchase orders. Display-only for existing purchase orders. Character/8 If your Fund Accounting Profile is not set for user-assigned purchase order numbers, a numeric code defaults. You can change the default if needed. If a length is set in the Profile’s Zero-Fill Length of PO Num field, all purchase order numbers must be the length specified. While the length can be 1-8 characters, 8 is usually recommended. If the Profile defines a length and a combination of letters and numbers are used, the letters must be at the beginning or end. The system fills the portion preceding the first number with zeroes. For example, the system converts A23 to A0000023 and 2A to 0000002A.
Requisition	Number identifying the requisition associated with the purchase order. You can only enter a requisition that has at least one approved line item or a requisition that does not require approval. When you enter a number: All approved line items from the requisition are added to the current purchase order. You can update each item, if needed. Unapproved items and items with a G - Bid status are not copied to the purchase order. The following information defaults from the requisition: approval group, vendor, date required, freight, description, buyer, “attention of” person, and shipping location.
*Approval*	Code identifying the purchase order’s approval group, as defined in Purchasing’s Approval or Purchasing Defaults table. The field’s title is defined in the Fund Accounting Profile’s Group Title field. The purchase order approval process can be set up in the Fund Accounting Profile to approve purchase orders by key organization or user-defined approval group For an explanation of how approval groups affect purchase order approval, refer to Approval Table: Concepts.
Status	Setting indicating the status of the purchase order. Required. Selections include: C - Complete - Purchase order is complete and ready for further processing. I - In Progress - Purchase order is in progress. This status applies if it has been saved using the Save in Progress option. Y - Printed - Purchase order has been printed using the Purchase Order Listing page’s Print Purchase Orders item. You can only print a purchase order if it has been completed, approved/denied, and then posted to Fund Accounting. The Status field can be accessed if it currently has this status, which can be changed to C-Complete.
Blanket	Select the checkbox if the header is for a blanket purchase order. A blanket order is an open, on-going purchase order reserved for unspecified future purchases. To process this type of purchase order, you can: Add a line item for the total amount budgeted for a set time period. Once the item is approved and posted to Fund Accounting, you can enter partial payments against it as needed. Add a line item each time a purchase is made, and then follow the approval and payment process, making full payment against each line item.
Contract	Checkbox indicating whether the purchase order is based on a contractual agreement, such as a service contract.
Confirming	Checkbox indicating whether the purchase order is a confirmation of a previously placed order, such as to confirm an order initially placed by phone.
Vendor	Code identifying the vendor supplying the ordered items, as defined in the Vendor List. When you enter a code, the vendor's name and address display below the field. If the vendor has multiple ordering addresses, you can use the Alternate Order Address button to assign a different address in the Vendor Order Addresses page. You can also add a new alternate address. For more information, refer to Vendor Order Addresses Page.
Add Attachment?	Checkbox indicating if the Attachments page should display once the purchase order is saved. This field only displays when you are adding a purchase order. You can view, add and delete attachments for existing purchase orders using View Attachments on the action bar. For details, refer to Attachments Page.
Issued	Date that the purchase order was created. The field defaults the Fund Accounting Profile’s Transaction Date. You can change this, if needed.
Required	Date that the requested items are required. This date is used to calculate the Days Overdue field on the Purchase Order Status report.
Expires	Date when the purchase order is no longer valid. For example, you can have a standard that all purchase orders are canceled if not filled within 90 days of the date issued.
Terms	Payment terms, such as 2% 10/Net 30, COD, or Open Account. Character/35
Freight	Method of shipment for the requested items. You can enter a generic method, such as MOTOR FREIGHT, or specify a carrier, such as UPS or JONES TRUCKING. Character/35
Description	General description of the purchase order. The description prints on the purchase order and is used by Fund Accounting for all related transactions. Character/25 If a requisition was referenced in the Purchase Order Information page’s Requisition field, the description defaults from the first line in the requisition’s Comments field.
Buyer	Person or department requesting the product or service. The Purchase Orders by Buyer report groups purchase orders according to entries in this field. Character/35
Attention	Person, department, or site where the shipment should be directed once it arrives at its destination. Character/35
Ship To	Code identifying the destination where the line item should be delivered, as defined in Purchasing’s Shipping Table.
Encumber	Setting determining whether to encumber the purchase order’s line item costs in Fund Accounting when you post the record. Select: Y - Post - Updates Expenditure and Project Ledger encumbrances when the purchase order’s items are posted. R - Allow PO To Be Reviewed - Sends encumbrance amounts to Batch Encumbrances in Fund Accounting when the purchase order’s items are posted. The batch option enables you to 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 is set in the Fund Accounting Profile’s Purchasing Encumbrance Flag field. You may change the default, if needed.
Line Item Section	This section lists the purchase order's line items. All information is display only. To display a line item's information in the Line Item tab, select the item, and then click OK on the action bar. To add a new line item, click Add Item on the Action Bar.
Item	Number identifying the line item.
Description	Brief description of the commodity item. The field displays the first 35 characters from the first line of the description in the Commodity table.
Quantity	Number of units ordered of the commodity item.
Price	Unit price of the commodity item.
Total	Total price of the line item. This is determined as follows: Quantity X Price = Total.
*Budget Unit*	Budget unit for the line item charges. The field’s title is defined in the Fund Accounting Profile. If your Fund Accounting Profile is set to Full Account Expense, the Full Account field will display in place of the Budget Unit and Account fields. In this case, you can display these two fields by clicking the Enable Full Account View button.
Account	Account number for distributing the item’s cost. The account must be tied to the organization identified in the Budget Unit field.
Approval Status	Current status of the line item. For the possible statuses, refer below to the Status field in the Line Item Tab section. The following display-only fields appear at the bottom of the Header tab, below the Line Items section:
Total	Total amount of the purchase order.
Total Balance	Remaining encumbrance balance for the current purchase order, as stored in the Encumbrance Ledger’s Remaining Balance field.
Total Payment to Date	Balance of all payments for the current purchase order as stored in the Encumbrance Ledger’s Payment Balance field.

Line Item Tab

This tab is divided into three sections: Detail Information, Pricing, and Distribution (untitled).

Detail Information Section

Use this section to add line items and update existing items. In addition to commodity information, the section defines how the item relates to Warehouse Inventory, Vendor Bidding, and Fixed Assets.

Field	Description
Purchase Order	Purchase order number associated with the line item, as entered in the Header tab. Display only.
Item Number (untitled)	Line item number of the product or service being ordered. System-assigned. A purchase order can include up to 99 line items.
Requisition	Number referencing the requisition associated with the purchase order, if any.
Item (untitled)	Requisition line item number of the product or service being ordered. The item must be approved and must correspond with the requisition entered in the previous field. If you enter a valid requisition and item number, information from the line item defaults to the remaining fields in the Line Item tab.
Shipping Charge	Checkbox for creating a separate line item for freight or shipping and handling charges. The line item created in this case is assigned to line 99. Selecting the box allows you to access the Line Item tab’s Shipping field, where you can enter the item's shipping charge. For additional details on shipping charges, refer to the description of the Shipping field in the Pricing section.
Commodity	Code identifying the item being requested. Use the field’s Lookup button to select a commodity. You can leave the field blank if the product or service does not have a record set up in the Commodity table.
Status	Current status of the purchase order line item. Select: B - Back Order - Item is out of stock, but is expected to be available. When a payment is entered against this item, a warning message displays to alert the user to the item’s B - Back Order status. P - Pending - Item is pending and can be reviewed later. When a payment is entered against the item, a warning message displays to alert the user to the item’s P - Pending status. Blank - Item is display. This means the item is not on back order, is not pending review, and has not been recorded as paid or closed in the Fund Accounting System. There is a fourth, system-generated setting: F - Final Status - Item has been closed or liquidated in the Fund Accounting System. In this case, you cannot change the item's status.
Fixed Asset	Checkbox indicating whether the item meets asset requirements defined in the Fixed Assets Profile. If the field is selected, the system generates an interface record in Fixed Assets when the purchase order is posted to Fund Accounting. The system automatically selects the box under the following conditions: The purchase order’s distribution accounts are in the range defined in the Fixed Assets Profile. The item’s Unit Price is in the range defined in the Fixed Assets Profile. If these conditions are not met, you can select the field. However, if you do not use Fixed Assets, leave the field blank.
Description	Brief description of the item. Up to 200 characters of the description appear on printed purchase orders in portrait format and up to 250 characters in landscape. If a commodity code is entered, the description defaults from the Commodity table. You may change the default if needed. If a commodity code is not entered or the commodity does not include a description, you must enter at least one line of text. If you want to insert a blank line in a description, type a period (.) at the beginning of a blank line, and then enter the next line. The period does not print on the purchase order. If the purchase order was created with EasyPurchase, the full eSchoolMall Product name defaults. You may change the default if needed.
Stock Number	Warehouse stock number for the requested item. This field only applies if you use the Warehouse Inventory System. If you entered a code in the Commodity field associated with a stock number, the stock number defaults to this field. If you use Warehouse Inventory and the purchase order’s shipping location is defined in the Warehouse table, the system checks to see if an Inventory Catalog record exists for the stock number entered. The system uses the combination of Ship To code and stock number to determine the Inventory Catalog record to update. The following display-only fields only apply to existing line item. They do not display when you are adding an item.
Approval Status	Current status of the purchase order line item. The system designates one of the following codes based on how the item has been processed: A - Approved - The purchase order item has been approved at all required levels but has not been posted to Fund Accounting. D - Denied - The purchase order item has been denied. O - display - The item has not been approved, denied, or posted to Fund Accounting. P - Partially Approved - The item has been approved at one or more required levels, but there are still other required levels which have not yet approved the line item. C - Needs Correction - The item was flagged by an approver for correction. The approver’s comments can be seen using Approval Status on the Action Bar to display the Purchase Order Approval page. X - Posted - The item has been approved and posted to Fund Accounting.
Date Received	Date when the item’s ordered commodities were received. This field defaults the date entered using the Receive Ordered Materials option. If you received the item’s commodities in separate shipments and recorded receipt of each shipment, this field shows the most recent date entered in the Receive Ordered Materials page.
Received	Total quantity received and recorded for this line item using the Receive Ordered Materials option.

Pricing Section

Use this section to enter quantity and cost information. All of the fields, except Measure, are required. However, you can leave the Discount Percent, Trade/Discount, and Tax Total fields at their zero defaults.

Field	Description
Measure	Description of the unit of measure, for example, DOZEN, GALLON, LB, or EACH. This information defaults from the Commodity table if a commodity code was entered and the Commodity record has information in the Measure field. Character/13
Quantity	Quantity of the item. Decimal/8,2
Unit Price	Price per unit. If you entered a commodity code, this value defaults to the amount in the Commodity record’s Last Price field. Decimal/12,4
Extended Amount	Quantity multiplied by the unit price. If you change the quantity, the extended amount is recalculated.
Discount Percent	Percentage to discount the extended amount. The discounted amount appears in the Trade/Discount field. If you need to enter a dollar amount discount or trade amount, leave the field at its zero default. Decimal/12,4 Discounts can also be designated for vendors in the Vendor List. Vendor discounts are applied when payment is made to the vendor. They are separate from the discounts entered for purchase order line items.
Trade Or Discount	Negative value to indicate a trade-in or discount amount for this item. Leave the field at its zero default if no trade or discount applies. Otherwise, use the minus sign to enter an amount less than zero, for example, -100.00. Decimal/12,4 If you entered a discount percentage in the Discount Percent field, the system calculates and displays the calculated trade/discount amount. Vendor discounts can also be set up in the Vendor List. Discounts are applied when payment is made, not when you create the purchase order.
Shipping	Total freight or shipping and handling charges for all line items. You can only access this field if the Shipping Charge checkbox is selected. Decimal/12,2 When you enter the shipping charges, the system allocates this amount, plus any taxes from the item’s Total Tax field, among all existing line items based on the percentage of their amounts relative to the purchase order’s total cost. The calculation used for determining the shipping charge on each line item is: Line Item Shipping Charge = (Shipping Charge + Total Tax) X (Line Item Amount ÷ Total Purchase Order Cost) Example: If a Shipping Charge is $100 including tax, the Line Item Amount is $200, and the purchase order’s Total Cost is $1,000, the Line Item Shipping Charge would be $20 (100 X (200 ÷ 1000)). For related information, refer to the description of the Shipping Charge field.
Total Tax	Total sales and use taxes for this item, based on the Vendor List rates for the purchase order’s recommended vendor. To enter or adjust the rate, display the Taxes window by selecting either the field’s Tax Rate button or the Tax Rate item on the Action Bar. For details, refer to Taxes Page.
Total Price	Extended amount plus the tax total, less any trade-in or discount amount.
Distribution Method	Code indicating how the item’s cost is distributed. Select: A - Amount - Distribute accounting charges based on amount. With this selection, the Distribution section includes Percentage and Amount columns. M - Modified - Indicates the T - Template setting was used originally and distributions from the template selected were changed. This setting cannot be selected. It is display only. P - Percentage - Distribute accounting charges by percentage. With this selection, the Distribution section includes Percentage and Amount columns. Q - Quantity - Distribute accounting charges based on the quantity. With this selection, the Distribution section includes Quantity and Amount columns. T - Template - Distribute accounting charges based on records in Purchasing’s Distribution Templates table. This selection enables you to access the Distribution Template field, as well as the View Distribution Template button. For additional details, refer to the description of the Distribution Template field.
Distribution Template	Identifies the template to use for determining the line item’s distributions. The field’s drop-down list includes all records from Purchasing’s Distribution Templates table for the year that applies to the purchase order. When you select a template and click OK, the distributions from the template default to the Distribution section. You can accept the defaults or modify the distributions as needed. If you subsequently make changes, the system assigns M - Modified to the Distribution Method field when the purchase order is saved. To review the distributions in the table’s templates, use the View Distribution Templates button to display the Charge Distribution Templates page. For additional information, refer to Requisitions - Charge Distribution Templates Page and Distribution Templates Table.

Distribution Section (untitled)

Use this section to enter account distributions for the line item’s cost. You can distribute the cost among multiple budget unit/account combinations. If a line item has more than one distribution, the *Budget Unit* field in the Header tab’s Line Item Listing displays the code Multiple.

To access this section, complete the fields in the Line Item tab’s Detail Information and Pricing sections, and then click OK. All fields, except Project and (project) Account, are required.

Your entry of account codes depends on the Fund Accounting Profile’s Full Account Expense field.

If the field is selected, you enter ledger accounts in the Full Account field using the account mask set up for budget and account codes. You can use the Disable Full Account View button to display the *Budget Unit* and Account fields in place of the Full Account field. For details, refer to Full Account.
If the Profile field is not selected, you enter ledger accounts using the *Budget Unit* and Account fields.

Field

Description

Full Account

Budget and account codes for the ledger account for charging the requisition item. This field accepts the account information formatted according to the full account mask defined in the Fund Accounting Profile.

The full account mask is a template determining the position and length of Organization Chart and Account List codes when they are combined to form ledger account codes. Use the field’s Lookup button to select the code. If you would rather enter budget unit and account codes in separate fields, use the Disable Full Account View button.

Budget Unit

Budget unit for the line item charges. The field’s title is defined in the Fund Accounting Profile.

You can charge the entire amount to a single budget unit or split the line item charge among multiple budget units, as long as the total charges equal the item’s full cost.

If the Fund Accounting Profile’s Full Account Expense field is selected, the Full Account field displays in place of the *Budget Unit* and Account fields.

Account

Account number for distributing the item’s cost. The account must be tied to the organization identified in the Budget Unit field.

You can charge the entire amount to a single budget unit/account, or split the line item charge among multiple accounts as long as you charge the item’s full cost when all distributions are totaled.

This field is not available if the Fund Accounting Profile’s Full Account Expense field is selected. However, you can use the Disable Full Account View button to display it, along with the Budget Unit field.

*Project*

Project code for the line item charges. The field’s title is defined in the Fund Accounting Profile. This field is required if project accounting applies to the transaction.

The project code and project account combination must be defined in the Project Ledger. As with budget units and accounts, you can allocate the requisition item’s expense to multiple project/project account combinations.

Your entry in this field may be affected by the budget unit entered, depending on the budget unit’s setting in the Organization Chart’s Project Link field.

Account

Account number for charging the project expense. The project code and project account combination must be defined in the Project Ledger. You can charge the entire amount to a single Project Ledger account, or split the line item charge among multiple accounts.

The system checks the budget balance for this project, as defined in the Project List’s Check Budget Balance field. For details on budget checking, refer to the description of the budget unit’s Account field.

Percentage

Percentage of the item’s total cost allocated to the distribution line’s budget unit/account combination and, if applicable, project/project account. Decimal/3,2

Your entries depend on the selection in the Distribution Method field. This field does not display with the Q - Quantity distribution method.

P - Percentage - Enter the percentage in decimal format for each distribution line. The system adjusts the amount and remaining percentage with each entry. The total of the Percentage fields for all distribution lines must equal 1.0 (100%). With this setting, the Amount field is display only.
A - Amount - Enter distributions the Amount fields, and the Percentage field is display only. Initially, the system defaults the Total Price to the Amount field in the first distribution line. If you change the amount, the remaining amount and percentage defaults to the next line, The total amount for all distribution lines must equal the requisition’s Total Price.
T - Template - The template selected in the Distribution Template field determines the default distributions, which you may change as needed. A template can have an Amount or Percentage method, depending on the Default Account Info Only checkbox in the template record. For related information, refer to Distribution Templates Table.

Quantity

Number of units from the requested quantity charged to this distribution line. The Quantity field displays in place of the Percentage field if you selected the Q - Quantity distribution method. In this case, the Amount field is system calculated based on the units entered. Decimal/8,2

The field’s first distribution line defaults the quantity from the Pricing section’s Quantity field. If you change this, the system defaults the remaining units to the next distribution line. The total units from all lines must equal the value in the Pricing section's Quantity field.

Amount

Amount allocated to a distribution line. The total of the Amount fields must equal the value in the Pricing section’s Total Price field. Decimal/12,2

For the first distribution line, the amount defaults from the Pricing section’s Total Cost field. With A - Amount and T - Template (Amount) methods, you can change the default amounts. With the other distribution methods, the system calculates the amount.

If the amount exceeds the budget unit/account’s budget, a warning may display depending on the Fund Accounting Profile. The profile may also allow you to initiate a budget transfer for the amount, provided you have the required security.

To set up a budget transfer, use the Budget Transfer on the Action Bar, which displays the Batch Budget Transfer page, and then click Add New on the action bar to display the Add Batch Budget Transfer page.

To enter a different budget unit/account combination instead, click OK to return to the Purchase Order Information page. You can also click OK to proceed with the current budget unit/account combination, but only if budget checking is set to W - Warning.

The following display-only fields appear below the distribution listing:

Total Charges

Total amount from the line item’s distribution lines.

Total Purchase Order

Total cost of all line items entered for the requisition.

Encumbered

Setting that indicates whether the line item has been encumbered. This field only displays if the line item has been approved. The field’s setting depends on the entry in the Fund Accounting Profile’s Purchasing Encumbrance Flag field:

Setting	Line Item’s Status	Profile Entry
Y - Yes	Encumbered	Y - From Purchasing
N - No	Not Encumbered	N - No Update
R - Review	Sent to Review	R - Review