Please click here to view a short video on how to create a purchase order.
A purchase order is a document authorizing a seller to deliver goods, with payment to be made at a later date. Monies are encumbered when a purchase order is created.
Create Purchase Order
- From the Transaction menu select 'Purchase Orders'
and options work with the option. If is checked before clicking , it will save the new PO and leave the window open to create another PO. If is checked before clicking , it will close you out of the PO window.
Enter desired information into the purchase order
- PO # : Purchase Order can be entered or if left blank will default to the next purchase order number based on the Transaction Configuration.
- Date: The transaction date must be in an open period.
- Vendor: Users can search for vendor by vendor number or primary name. Wild cards (%) can be used to search. Purchase Orders by default do not require a vendor number. No vendor means the user hasn't assigned one yet or that it will be used as a 'multi-vendor' purchase order (non-vendor specific). The creation of multi-vendor vendor numbers is no longer needed in Redesign.
- Description: Purchase Order header description.
- Deliver By Date
- Delivery Address: Select delivery address from drop down. Delivery Addresses shown based on setup in Core > Delivery Address page. User can also type in address.
- Source: Shows Requisition number for Purchase orders created by converting a Requisition.
- Created Date: Date Purchase Order transaction created in USAS-R.
- Amended: When a Purchase Order is amended this box will automatically be checked.
- Invoiceable: Indicates a Purchase Order is still open and able to be invoiced.
- Modified Date: Updated when the purchase order is directly edited or amended. Does not update when the purchase order is invoiced.
- Posted Date
- Then and Now: Will automatically be checked when a Then and Now transaction is processed. User will receive a warning when invoicing using a date prior to the purchase order date.
- Click on the
to add line items.
- Click or to move item up or down in listing of line items.
- Click on the
to copy line items.
- Click on to post the purchase order to the system, click on Cancel to not post the purchase order and return to the Purchase Order grid.
Search/View Purchase Order
The purchase order grid allows you to search for existing purchase orders by clicking in the filter row in the grid columns and entering in the desired information. Click on to generate a quick report based on what you filtered. Click on any row of the search results to see a highlight view of the record.
Click on to view a particular purchase order. Each item on the purchase contains a 'STATUS' column. Click on the at the end of each item to display the current status of the item (canceled amount, issued date, paid amount and payable amount). You may also hover over the line items description in order to display the entire description.
Amend Purchase Order
The amend option should be used when the purchase order has already been sent to the vendor.
- Search desired purchase order on the grid and click icon to open pop up window.
- Click on
to amend the purchase order.
- Make desired changes.
When using the Amend option on a Purchase order, you are not permitted to change the Vendor if the PO has already been invoiced/paid. You will also not be permitted to modify an existing item. Instead use the 'copy item'to copy the item you want to change. This will create a new item and you can change the item's quantity, description price or account code at that time. You will then need to cancel the original item by clicking on the . The cancelled item will still be displayed on the PO but with a line crossing it out. When the Amended PO is printed, the cancelled items will still show in the items grid, but will be marked with a "C" and will not figure into the PO total amount.
3. Click on to saved desired changes to the purchase order. Click on 'cancel' to not post the changes and return to the purchase order grid.
Edit Purchase Order
New Purchase Orders from an open posting period may be modified. Only fields that are allowed to be edited will be displayed.
- Search desired purchase order on grid and click icon to open pop up window.
- Click on
to edit the purchase order
- Make desired changes
- Click on to save desired changes to the purchase order, click on Cancel to not post the changes and return to the Purchase Order grid.
Invoice a Purchase Order
Click onto invoice a purchase order. It will take you directly to the AP Invoice (Legacy) module. The invoice button is also available when viewing a purchase order.
Cancel Purchase Order Items without an Invoice
You now have the ability to cancel po items that have not been invoiced or paid directly from the po. To do so, edit the po and select the Amend option. For any item that has not been invoiced, click theto cancel the item. The canceled item will display with a line through it, indicating it has been canceled. The canceled total should now reflect the item(s) you canceled.
Print Purchase Order
Click onto submit a copy of a posted purchase order in a desired output format. Users have the ability to print a single purchase order or a batch of purchase orders at one time.
Clone Purchase Order
- Select desired purchase order on grid
- Click on to view the purchase order information
- Click on to clone the purchase order information into a new purchase order.
- Make any desired changes and click on to post the purchase order to the system, or click on Cancel to not post the purchase order and return to the Purchase Order grid.
Delete Purchase Orders
By default the system will not allow any purchase order to be deleted. However this is a bundled, non-mandatory rule, meaning it may be disabled under the Rules interface (see org.ssdt_ohio.usas.model.po.POPreventDelete). If the rule is disabled only purchase orders that do not have any related transactions (i.e. invoices and disbursements) may be deleted. Otherwise, the purchase order cannot be deleted.
- Search desired purchase order on grid
- Click on to delete the purchase order.
- Click on "Delete" to confirm the deletion.
More Information on Purchase Order
Individual user purchase order processing is controlled by a variety of variables, such as User account where the Account Filter and Role (and the Permissions assigned to those Roles) are defined for each user, User Preferences, Rules, etc.
By default the system will give a warning if the budget's remaining balance will go negative. Remaining balance is either unencumbered balance or unencumbered balance - outstanding requisitions depending on whether the pre-encumbrance module is installed (see Admin/Modules) and on the specific rule(s) the district has enabled. However, this can be customized to suit the needs of the district (see rules org.ssdt_ohio.usas.model.po.DefaultBalanceCheckWarning and org.ssdt_ohio.usas.module.preencumbrance.POBalanceCheckWarningExcludePreencumbrances).
By default, the account codes must be active and function codes 7100-7499 are not allowed. The default rules affecting this behavior are org.ssdt_ohio.usas.model.po.PORequireActiveAccounts and org.ssdt_ohio.usas.model.po.PORestrictedFunctionCodes. Function codes 7200-7499 are reserved for Transfers and Advances, which must be entered via the Transfers/Advances option. Function code 7100 is a contingency account. Expenditures may not be made directly from a contingency account.
Classic USAS Requisition Approval functionality
USAS-R contains an optional module to provide support for the optional Classic USAS Requisition Approval functionality. If this module is enabled, an 'Approval Status' field will be available on the requisition to indicate it's status, and requisitions may only be converted to a purchase order after the status has been set to approved by a user with the appropriate security. This module also activates an optional "transmitted" boolean Custom Field on the PO so that an outside purchasing system may optionally tell USAS whether the PO was already transmitted to the vendor.
Purchase Orders by default do not require a vendor number. No vendor may mean the user just hasn't assigned one yet or that it will be used as a 'multi-vendor' purchase order (non-vendor specific). Multi-vendors are no longer used.
A vendor may be entered at any time prior to entering the first invoice. If a vendor is not entered prior to the first invoice, it will be assumed to be a non-vendor specific (i.e.,multi-vendor) purchase order and the vendor will need to be entered at invoicing time. In this case, once an invoice has been processed against the purchase order, it will no longer be possible to enter a vendor on the purchase order.
By default, the vendor must be active. The default rule affecting this behavior is org.ssdt_ohio.usas.model.po.POVendorActive. A warning will also be generated if the vendor does not have a default PO location defined. This behavior is optional and may be customized by disabling or copying the rule org.ssdt_ohio.usas.model.po.PoVendorDefaultPOAddress.
Then and Now Purchase Orders
When the vendor's 'invoice date' or the 'invoice date' on the invoice is prior to the purchase order date, the purchase order will be labeled as a then and now PO on the system. When viewing a PO, the 'Then and Now' field will be checkmarked. You can also add the 'Then and Now' field to the PO grid in order to filter on it.
TIP Re-open a Purchase Order: If you need to re-open a purchase order, query the last invoice against the PO and click on the 'partial' action button located on the invoice line items. Please note that the posting period of the last invoice posted must be open in order to change the status to partial.