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UW Shared Financial System - Purchasing Training

Creating a Purchase Order
Defaults Panels | Lines Panel | Schedule Panel | Schedule Details Panel | Comments Panel

Create a Purchase Order

Activity: Create a new Purchase Order
Navigation: Go, Administer Procurement, Manage Purchase Orders, Use, Purchase Order, Header, Add

PO Header Panel

• Select a Business Unit of UWADM. Let the Purchase Order number default to NEXT.
• Make sure you are on the Header tab for this exercise. It is not the first one and so it may be easy to be confused. We will start with this panel because it allows you to enter default coding that can then be linked to each line of the purchase order. The alternative is to enter coding for each line.
• Reference: Enter whatever you would like - check with your administration to see how your campus plans to use this field. Several campuses are using this field to store the State Bulletin Number or Bid Number when they are required.
• PO Type: This can be used for tracking and reporting purposes. Click on the arrow to get a drop down list and select an appropriate choice. Choices include:

  BLK_CNT - Blanket Contract
  BLK_NCNT - Blanket Non-Contract
  CANCEL_PRV - Cancel Previous
  CHG_PRV - Change Previous
  GENERAL - Default
  GRANT - Use for purchase orders that affect Grants
  INTER_AGNY - Interagency - POs with other state government agencies
  MLP - Master Lease Program
  PRJ_CON - Construction Projects
  PRNT_PO - Printing Purchase Orders
  PROE4 - Purchase Orders that are exempt from state purchasing requirements

• Origin: Select ADM. This identifies the source of the transaction as an on-line entry in Business unit UWADM.
• Bill Addrs: Select any address or use the one that defaults. This defaults from the Buyer set up or the Purchase Order Business Unit Creation panel.
• Tax Exempt: You do not need to check this box. If you do check it, the system displays a field in which you can enter your tax exempt code. However, the PO is being designed so that the Tax Exempt number is already printed on the form
• Dispatch: Be sure this is checked. This means that once a PO is approved, it can be dispatched.
• Method: Leave as Print, but take a look at your other choices
• Acctg Dt: Enter today's date
• Template: Leave as STANDARD
• Status Values: This shows you the status of the PO
• Actions: Copy Template: Leave as PO. If you click on the icon to the right of this field, you can select a previously completed purchase order. All fields of the purchase order you are creating will be populated from this selection. You then just need to make changes. This is especially useful for purchase orders that are the same from year to year.

Your panel should look similar to the following.

Go to the Default panel by clicking the Defaults button.

PO Defaults Panel

The default values that you enter on this panel will apply only to new lines, schedules and distributions. Changing a value on this panel will not affect any Purchase Order detail that is already associated with a quantity.

• Ship To: Select any - this identifies where the items will be shipped.
• Location: Select any - this identifies internal delivery.
• Due Date: If you don't enter a default due date here, the due date for each schedule defaults as the purchase order date plus the number of lead time days defined for the item on the Purchase Order line.
• Orig Prom: If you enter a Due Date, the Original Promise date defaults to that value This date is on the schedule as the date on which the vendor originally promises delivery.
• Ship Via: Leave the default
• Freight Trm: Leave the default
• Default Chartfields: Enter whatever you would like. For the account, you may want to enter the beginning of the code, such as 3, and then double click to get a list that starts at that point. Note: Any split coding must be entered for each line on the purchase order. However, you can still enter default information here to reduce the amount of entry needed on each line.
• Click on OK to return to the Header Panel.

PO Lines Panel
This panel is used to select a vendor and enter individual items to order.

• Each line on this panel represents one item.
• Vendor: Select a vendor using the lookup methods you learned, press tab and the ID will be filled in automatically. Note: If you don't want to use the vendor's default ordering location, you must go back to the Header panel, click on the vendor button and select the appropriate location. It is critical that you review the location fields when entering POs. Errors could result in documents being sent to the wrong address.
• PO Date: This will default to the current date
• Buyer: Select a buyer from the list. This will most likely be yourself.
• Item ID: Leave blank, campuses are not using this feature at this time.
• Description: Fill in whatever you'd like. There are 30 spaces available for a description. A line comment can be added to the comments panel for additional information that can't be entered in the description field.
• UOM: Select a value. Hint: Double click in the field to get a list.
• Order Qty: Enter a quantity
• Click on the line details symbol (looks like >>) to go to the PO Lines Detail Panel.

PO Lines Detail Panel

• Enter the appropriate Category for the item. Most campuses are using the NIGP code to report commodities to DOA. So, the shared table that supports Category ID is populated with the Federal NIGP codes. If a commodity code is not needed, DFLT (Default Category ID) should be used.
• If the vendor you are using was identified as a 1099 vendor, the 1099 box towards the bottom of the panel will be checked. This will cause vouchers against this PO to be automatically identified as 1099 vouchers. If you don't want that to happen, uncheck the box on this panel.
• Press Enter or Click OK to return to the lines panel.
• Press F7 or click on the Insert Row button
• Follow the same procedures above to add a couple more lines.
  

PO Schedule Panel
Move to the Schedule panel. This panel allows you to add multiple schedules for each PO line. This would allow you to specify certain items to be delivered on different dates to different locations.

• Note that the outer scroll bar can be used to move through the lines.
• Enter a Due Date
• Select a Ship to location or use the default
• Enter a price.
• You can insert rows and split the quantity by Due Dates, Ship To addresses or by Price
• The system will automatically calculate the amount field. You can view this by clicking on the Schedule Details button.

Schedule Details Panel

• Amount: This is calculated by the system
• Freight Trm: Use the default
• Ship Via: Use the default
• Matching: Change to Full Match. This option determines how this schedule will be matched for payment of the invoice in the Payables module.
  
• Clickon the Distrib button to enter or view chartfield information.

• If you entered default chartfield codes on the Header panel, you will see how they carried through for the line. If you want to charge a line to different coding or if you want to use multiple coding, this is where you would enter it. To split coding, do the following:
• Charge By: Use the drop down list to select Qty or Amt
• Change the amount or quantity on the distribution line
• Press F7 to insert a row (the insert row icon doesn't work on this panel)
• Change whatever needs changing

Click on the Distribution Details (>>) to change the ordering location if necessary

• Click on OK until you return to the Schedule Panel.
• Follow the same procedures described above under "PO Schedule" panel for the remaining lines on your PO. Be sure to go to the "Schedule Details" panel to change the matching.

PO Comments Panel
This panel can be used to enter comments for your purchase order. There are three types of comments that can be entered: Header Comments, Line Comments and Ship To Comments

• The maximum number of lines for one comment is 20.
• Header comments should be no more than 115 characters per line. Otherwise they do not display neatly on the Purchase Order.
• Line Comments should be no more than 40 characters per line. Otherwise they do not display neatly on the Purchase Order.
• Enter a Header Comment. Be sure that the Type field is Header.
• To add a standard comment select a Standard Comment Type and a Standard Comment ID.
• Position your cursor in the type field. Press F7 or click on the Insert Row icon. · Change the Type to Line. This will create a blank field next to the Type. Enter the line number that this comment applies to.
  

Save your work
Be sure to save your work before exiting this panel group.

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