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finance:maintenance:postings:purchaseorder
Purchase Order - FIN3200
Finance > Maintenance > Postings > Purchase Order
This tab consists of three sections: transaction, summary, and detail. You can perform the following functions:
- Add - allows you to create a purchase order to encumber funds to specific accounts.
- Edit - allows you to:
- Edit a purchase order encumbrance amount at any time prior to liquidation.
- Modify a purchase order created in the current accounting period in either the current or next accounting period, as long as the balance has not become zero through reversal or liquidation in either period.
- Reverse - allows you to remove an encumbrance from an account if the purchase order is canceled (there is no Delete).
- Change vendor - allows you to change the vendor number of an existing purchase order.
Notes:
- Purchase orders with pending payable records cannot be modified.
- 99999 is not available as a vendor number or as a purchase order number. Also, a purchase order number cannot be reused once it is reversed or liquidated.
- You can add or insert account codes, or reverse account codes for purchase orders.
- In addition, if you are logged on to the current file ID and click Save, a new line item on the associated requisition and account codes for those encumbrance amounts is created.
Add or edit a purchase order:
| Add PO | Click to add a purchase order. |
|---|---|
| Retrieve an existing record. |
In the PO Number field, type an alphanumeric purchase order number; hyphens are allowed. Leading zeros are not required. If the purchase order number is alphanumeric, the field is not zero-filled. The field can be six characters.
If the purchase order number is not known, click Directory.
|
| Field | Description |
|---|---|
| Default PO Reason | Type a PO reason that is used for new POs automatically, that is, all POs created contain the default reason. |
| View Account Details | Selected by default to display the detail section. To hide the details section, clear the field. |
| PO Nbr |
Type an alphanumeric purchase order number, hyphens are allowed. Leading zeros are not required. However, if the purchase order number is alphanumeric, the field is not zero-filled. The field can be six characters.
Note: If a match is found, a message is displayed indicating a duplicate purchase order number was entered and prompts you to enter a different PO number. |
| PO Reason |
Type the user-defined reason for creating the purchase order. The field can be a maximum of 30 characters. If the Default PO Reason field was entered before you added a blank row for a new purchase order, the PO Reason field displays the default reason. You can change the reason if necessary. When a reason is entered in the requisition Reason field and the requisition is submitted or approved to become a purchase order, then the PO Reason field displays REQ plus the requisition number plus the Reason field. |
| Sort Key/Vendor Name | Type a valid vendor name. The Vendor Nbr field is populated with the corresponding vendor number. |
| Vendor Nbr | Populated with the vendor number based on the value entered in the Sort Key/Vendor Name field. Or, type a valid vendor number if known. The Sort Key/Vendor Name field is populated with the corresponding vendor name. |
| Date |
The current system date is displayed by default, but it can be modified. If it is modified, all new transactions default to the last transaction date that was entered. |
| Original Amt | The original amount of the purchase order when it is saved as well as any changes made to the same purchase order is displayed. |
| Balance Amt | The balance of the purchase order that is yet to be liquidated is displayed. |
❏ Click Save.
❏ Click +Add to add a row.
| Account Code |
Type an account code to be charged. As you type the account code, a drop-down list of corresponding account numbers is displayed. Select an account number.
If the account code is not known, place the cursor in the account code field and press F2. Or, click Note: The PO Object Code Restriction selection on the Finance > Tables > District Finance Options Page determines the allowed range of object codes to be used on purchase orders. Only account codes with object codes in the selected range are displayed. For example, if R - Class 62XX-64XX and 66XX is selected, then only account codes with object codes in the 62XX-64XX and 66XX range can be selected. If an entered account code does not meet the selected criteria, an error message is displayed. |
|---|---|
| Description | The account description is automatically displayed. |
| Account Balance | The available balance for the selected account is displayed. After you enter an encumbrance amount, the account balance changes to reflect the new balance. This field is display only. This balance reflects all changes made in the current and next accounting periods. |
| Encumbrance Amt | Type an amount to be encumbered for the selected account. Click +Add to continue adding more rows of account numbers until the Total field has reached the amount of the purchase order. |
| Liquidated Bal | The encumbrance amount that has been liquidated (i.e., paid) is displayed. |
| Outstanding Amt | The balance of the purchase order that is yet to be liquidated is displayed. |
❏ Click 
to view additional information for the transaction in the following grid.
❏ To update the display-only fields in the lower grid, click Update Details if the Account Code or Encumbrance Amt fields are changed.
If the encumbrance amount is changed and saved, a new line item is created for the difference, and the description on the Warehouse > Inquiry Warehouse Requisition Status page displays “RESTOCK CHANGED IN FINANCE”.
Lower grid:
The Account Code and Description fields are display only.
If the purchase order or the account code is reversed, REVERSAL is displayed in the Reason field. Once the requisition becomes a purchase order, the Reason field is the same as the PO Reason field. You can change the encumbrance reason if necessary.
| Acct Per | The accounting period in which the encumbrance transaction was posted is displayed. |
|---|---|
| Encumbrance Amt | The amount of the encumbrance applied to the account is displayed. |
| Trans Date |
The current system date is displayed by default, but it can be modified. If it is modified, all new transactions default to the last transaction date that was entered. |
| User ID | The name of the user who created the transaction is displayed. Users are created in the Security Administration application. |
❏ Click Save. A pop-up window opens with balance amounts prior to and projected for the transaction.
- Click Yes to continue.
- Click No to cancel.
Reverse a purchase order:
You can reverse a purchase order in either the transaction or summary sections of the tab. The following rules apply to purchase order reversals:
- A purchase order number cannot be reused once it is reversed.
- Purchase orders created in the next accounting period can only be reversed in the next accounting period.
- Purchase orders created in the current accounting period can be reversed in either the current or next accounting period.
You cannot reverse or add new transactions once the PO balance amount is zero.
- In either the transaction or summary section, select an existing transaction to be reversed and click Reverse.
- In the transaction section, the Original Amt and the Balance Amt fields are set to zero.
- In the summary section, the Account Balance field is updated accordingly. The Encumbrance Amt, Liquidated Bal, and Outstanding Amt fields are also reset to zero.
- In the detail section, a new row with the same account code and description is added with a negative or positive amount in the Encumbrance Amt field.
- In the User ID field, the name of the user who entered the transaction is displayed.
❏ Click Save. A pop-up window opens with balance amounts prior to and projected for the transaction.
- Click Yes to continue.
- Click No to cancel.
Change a vendor number:
Purchase orders that originated from Purchasing and Warehouse restock requisitions can be modified if the Change PO Created by a Requisition field is selected on the Finance > Tables > District Finance Options > Finance Options tab. If the vendor is changed on this tab, the vendor is changed in Purchasing and Warehouse.
- Select a purchase order and click Change Vendor. The Vendors pop-up window opens.
- Type data in the search fields to narrow the displayed search results.
- Click a vendor number. The Vendors pop-up window closes and the purchase order is populated with the new vendor number.
The vendor number can only be changed if no check transactions exist for the purchase order on the Check Processing - PO tab.
❏ Click Save.
Other functions and features:
| Retrieve |
The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost. |
|---|---|
| +Add |
Click to add a new row. |
| Delete PO |
Click to clear the page when the purchase order has not been saved yet but is no longer needed. The Delete PO button is not enabled when an existing purchase is retrieved. |
 |
Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved.
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finance/maintenance/postings/purchaseorder.txt · Last modified: 2023/03/29 14:08 by emoreno