This document provides a condensed overview of the Purchase Order Process. It will demonstrate with short text descriptions supported by screen shots for each step explained.
Table of Contents
- Creating A Purchase Order
- Modifying a Purchase Order
- Canceling a Purchase Order
- Viewing Purchase Orders
- Releasing a Purchase Order
- Re-releasing a Purchase Order
- Encumbrance Status
Creating a Purchase Order
- Create: tab to search for an approved requisition to create a purchase order
- Vendor Name: search requisitions by Vendor
- Workflow Route Description: search requisitions by Workflow
- Ship To Location: search requisitions by Location
- Submit: shows requisitions based on search criteria
The user can select a requisition from Search Results or Return to Search Criteria.
From the approved requisition, a purchase order can be created by checking Add all items to PO. Then select Submit.
The following fields can be edited:
- Ship To Location: update location
- Bill To Location: update location
- Add all items to PO: checking includes all items
- PO Comments: external note (Supplier)
- Internal Note: only visible to users
- Fiscal Date: date used for financial year that defaults to current date (may not be editable)
- Auto Release PO: automatically releases purchase order
- Notes: Internal/External Notes can be added at the line-item level
- Delete Item: remove item(s)
- Shipping & Handling (optional): add via dollar amount or percentage
- Tax (optional): add via dollar amount or percentage
- Submit: creates the purchase order
Modifying a Purchase Order
Purchase Orders can be edited under the Modify tab by searching the bracketed fields below.
The user can select a purchase order from Search Results or Return to Search Criteria.
Canceling a Purchase Order
Under the Modify tab, the user can cancel a purchase order by checking Cancel PO.
Confirm cancelation of the order by selecting Delete.
The cancelled Purchase Order returns to the Create tab as an approved requisition. The user can delete it by selecting Delete Item checkbox for all items. Then select Submit.
The user can confirm permanent deletion by selecting Delete Button or return the Create tab by selecting Cancel Button.
Note: The requisition will return to the requestor’s Cart with the status of Deleted.
Viewing Purchase Orders
Under the View tab, the user can see his/her Purchase Orders by searching any bracketed fields below.
The user can view the Purchase Order by selecting the desired PO #. The search results provide Release and Receiving statuses of the Purchase Order.
Note: The search results will only display submitted Purchase Orders.
Releasing a Purchase Order
Under the Release tab, the user can search Purchase Orders for release to Supplier.
The user can select from the release options shown below.
- Hard Copy: PDF copy of Purchase Order sent to user’s email
- Electronic: Purchase Order sent automatically to the Supplier based on Method (3)
- Method: Electronic released Purchase Orders can be sent via Fax, Email or XML
- Hold (default): no action taken
- Submit: releases Purchase Order
Note: Users can release multiple Purchase Orders.
The user will receive a confirmation message when Purchase Order(s) has been released.
Re-releasing a Purchase Order
A Sys Admin may need to re-release a Purchase Order for a variety of reasons, such as a Failed XML Release, Vendor never receiving the Order, Declined Credit Card, etc. Under the Release tab, the Sys Admin can search for the Purchase Order and select the desired release option. A Warning Message will appear before allowing the Purchase Order to release again.
The General Ledger communicates either a successful transaction (Pending), queued for GL process (Awaiting Response), or an error (Maintenance Required). Select the Reference # / PO # to identify the error message.
The status column displays the General Ledger’s error message. Check Bypass Integration to release the purchase order without validating in the General Ledger.
Please select the link below to view PDF version of easyPurchase™ Purchase Order Reference Guide.