Overview | Status Flow | Header | Items | Ship | Acct | T & C | Attach | Sending the PO
For a definition of fields, please see the Help Document "Data Dictionary" from the PRO System.
Overview[Back to the Top]
Who can create a Purchase Order?
A purchase order can only be created by the purchasing office. Contract Release Orders PO's can be created by departments. Please see the Contract Release Order help screen for help creating Contract Release Orders.
How are PO's created?
PO's can be created from the Bid Tabs List By Vendor screen, or directly from a Requisition.
Status Flow[Back to the Top]
Purchase order statuses determine where in the process the purchase order is. Statuses also determine if information can be changed. The statuses for solicitation are as follows.
INC (Incomplete)- At this status, the purchase order has been created and users can change any information.
BAL (Balanced)- At this status, the total cost of items and the total accounting amounts are equal.
RLV (Released to Vendor) - At this status, the purchase order has been released to the vendor. If changes need to be made, an alteration must be created.
CAN (Cancelled) - At this status, the purchase order has been cancelled. Changes can not be made at this status.
Header[Back to the Top]
*This screen is required to create a PO.
The PO Header screen is similar to the Requisition Header screen, with the exception that the Vendor information is added to the PO Header. A Purchase Order can only have one vendor.
The Requisition number and Bid number both have a red asterisk indicating they are required. However, only one is required. If the PO is being created from a Bid, the Bid number must be entered. If the PO is being created from a requisition, the requisition number must be entered.
Items[Back to the Top]
*This screen is required to create a PO.
Items can be copied from a requisition or from a bid. New items can be added to a PO.
If the PO is being created from a Bid, the awarded items will automatically copy over.
If the PO is being created from a requisition, the items can be manually copied from the requisition. To do this, click the Copy button at the bottom of the screen. A list of items from the requisition will display. Select each item individually or click the Copy All field to copy every item. When all desired items are selected, click the Copy button at the bottom of the screen. The items will copy to the PO.
Items can be added to the PO in the same manner they were added to the requisition. For help adding items, please see the Item section of the requisition help document.
This screen is not required to create a PO.
For help on the Ship To Screen, please see the Ship section on the Requisition help document.
*This screen is required to create a PO.
Accounts are added to the purchase order in the same manner as they are added to the requisition. For help adding accounts to the purchase order, please see the Acct section of the Requisition help document.
When the purchase order is created, the accounting will copy over, and any needed changes will be allowed. When the total cost of items equal the total cost of the accounting, the status will change to BAL. If the accounting does not need to be changed and the amounts equal, then click on the first account number. Next, click the Balance button at the bottom of the screen. The status will change to BAL if the total cost of items equals the total account amount.
This screen is not required to create a PO.
Terms and Conditions can be added to the purchase order in the same manner they were added to the requisition. For help adding terms and conditions, please see the T&C section of the Requisition help document.
Terms and Conditions can also be copied to the purchase order. For help copying terms and conditions, please see the T&C section of the Solicitation help document.
Attach[Back to the Top]
This screen is not required to create a PO.
Attachments can be added to the purchase order in the same manner attachments were added to the requisition. For help adding attachments, please see the Attach section of the Requisition help document.
Attachments can also be copied to the purchase order. For help copying attachments, please see the Attach section of the Solicitation help document.
Sending the PO [Back to the Top]
Once the PO is in BAL status, it can be sent to the Vendor.
In order to send the purchase order to the vendor, click on the Action button in the top right corner of the screen. The Action button looks like this :
A submenu will appear. Click on Send.
The send screen shown in Figure 1 will display. This screen displays all documents that are available to send. First, choose from the Correspondence Type drop down the method the PO will be sent (shown in Figure 1 by arrow A). Next, select all documents that will need to be sent to the vendor. The Available Documents is shown in Figure 1 by arrow B.
Click the Add Selected Documents button. The status of the available documents will change to Processed for those documents added. The date will also appear next to the selected documents.
Two other options will appear. These options are Print and Send. The Print option will print the document with the word Draft printed at the top if the document has not been released to the vendor. If the document has been released to the vendor word Copy will print.
The Send option will send the document using the method chosen in the Correspondence Type. If it has already been sent to the vendor the word Copy will print at the top.
Once the Print or Send buttons are clicked, the screen will display a link called Document Package. Clicking this link will display the document that was created.