Purchase Orders Overview

You can enter purchase orders with or without a requisition to reference. If you reference a requisition, then the header and line item information defaults into the purchase order. Once purchase orders are created, they go through the approval process and are posted to and encumbered in Fund Accounting. Once encumbered, a purchase order item can be adjusted with a change order.

Following are the general steps for processing purchase orders:

1. Create purchase orders.
   Headers - The purchase order header lets you reference an approved requisition. It also includes the approval group, shipping location, vendor, date issued and date required, freight method, buyer, and additional information.Line Items - Line items can also reference approved requisition line items. They include details on the ordered commodity, such as description, Fixed Assets setting, quantity, unit price, discounts, taxes, and account distributions.
   Purchasing > Entry & Processing > Purchase Order Processing > Purchase Orders
2. Convert selected requisitions into purchase orders through a system process rather than creating POs one by one.
   You can have each selected requisition converted into its own PO, or you can have the system group together all requisition items that share the same vendor number.
   Purchasing > Entry & Processing > Purchase Order Processing > Mass Convert Reqs to POs
3. If needed,add purchase orders in the first accounting period in the next fiscal year. To use this option, you need your ledgers built for the next fiscal year.
   Purchasing > Entry & Processing > Purchase Order Processing > Next Year Purchase Orders
4. Process approvals of purchase orders. You can approve or deny purchase orders one at a time, or in groups of selected orders. You can also approve or deny individual line items for a purchase order.
   Once approved, a purchase order item can be posted to Fund Accounting and encumbered according to the purchase order's Encumber field setting.
   Purchasing > Entry & Processing > Purchase Order Processing > Approve/Deny Purchase Orders
5. Post to Fund Accounting any purchase order items you could not post earlier due to a processing error.
   Purchasing > Entry & Processing > Purchase Order Processing > Exception Post POs
6. Use change orders to make adjustments to encumbered purchase order line items. You can adjust the line item's quantity, unit price, discount amount, tax rates, and account distributions.
   Purchasing > Entry & Processing > Change Order Processing > Change Orders
7. Change orders can go through the approval process. You can approve or deny change orders one at a time, or you can approve or deny all selected change orders at once. Once approved, the change order will be posted to Fund Accounting.
   Purchasing > Entry & Processing > Change Order Processing > Approve/Deny Change Orders
8. Post to Fund Accounting any change orders you could not post earlier due to processing errors.
   Purchasing > Entry & Processing > Change Order Processing > Exception Post COs
9. Print purchase orders. You can also line up printer stock prior to printing POs.
   Purchasing > Entry & Processing > Purchase Order Processing > search for purchase orders > click Print Purchase Orders on the Action Bar
10. Create purchase order reports as needed. The Purchasing reports folder lets you report on purchase orders based on status, approval group/budget unit, vendor, buyer, date required, age, price history, or approval status.
    Purchasing > Reports > Purchasing Reports > select report option
11. Record receipt of ordered commodities. You can record partial or full shipments. You can also record shipments that exceed a line item's quantity ordered.
    If you use Warehouse Inventory, then you need to record shipments with the Receive Stock option rather than Purchasing's Receive Ordered Materials option.
    Purchasing > Entry & Processing > Miscellaneous > Receive Ordered Materials