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QuickGuide: Approve and Receive Purchase Orders

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After the QuickGuide: Set up Purchasing Administration Options and theQuickGuide: Set up Purchasing Approval Workflows are addressed, use the following steps to approve and receive purchase orders in the Purchasing application.

This guide assumes you are familiar with the basic features of the TxEIS Business system and have reviewed the TxEIS Business Overview guide.

Approve Requistions and Print PO's

Approve a requisition.
Print purchase orders
Print purchase orders

Purchasing > Reports > Purchase Order Reports > REQ1450 - Print Purchase Orders

This report provides an automated means of printing purchase orders to send to vendors.

❏ Click PO Signature to select a signature to be displayed on the purchase order.

❏ Click Contract to display contract formats. If purchase orders did not correctly print, use the REQ1500 - Reprint Purchase Orders page to reprint the purchase orders.
Notes:

Even if you do not actually print the purchase order, you must click to register the purchase order.

The vendor name is not printed on the purchase order if a DBA name exists for the vendor on the Finance > Maintenance > Vendor Information > Vendor Name/Address tab.
Complete the necessary report parameters.

Generate the report.

The selected purchase order(s) is displayed.

IMPORTANT: You must click to register the purchase orders even if you do not actually print them.

❏ Click District to view the district copy.

A message is displayed at the bottom of the page indicating that the PO was successfully processed.

If the purchase orders did not correctly print, use the REQ1500 - Reprint Purchase Orders report to reprint.

Receive PO's

Receive purchase orders.

Receive purchase orders

Purchasing > Maintenance > Receiving > Requisition

This page is used to receive purchased goods/services. Use the packing slip to accurately update the receiving details.

Only requisitions for which you are the originator are displayed. Receiving is performed by the requisition number within the purchase order number. Purchase orders are displayed in the summary section, and associated requisitions are displayed in the detail section. Purchase orders created in the current accounting period can be received in the next accounting period.

If Create Receiving Payables is selected on the District Administration > Options > Purchasing/Warehouse page, payable transactions are automatically created on the Finance > Maintenance > Pending Payables page.

❏ Under Retrieval Options:

Retrieve an existing record.

Purchase Order Nbr	Type the purchase order number to be retrieved. If the PO number is numeric, leading zeros are not required.
Requisition Nbr	Type the requisition number to be retrieved. If the requisition number is numeric, leading zeros are not required.

Click Retrieve. If the purchase order or requisition number is not known, click Directory.

Notes: The following receiving options selected on the District Administration > Options > Purchasing/Warehouse page determine how information is displayed as well as if certain requisition items can be received on this page.

If Use Blind Receiving is selected, order quantities are not shown on this page.

If Allow Partial Receiving is not selected, only complete requisition items can be received.

If Allow Receiving Overage is not selected, only the original item quantity ordered or less can be received.

❏ Under Requisition Information, the following requisition details are displayed:

PO Nbr
PO Date
Req Nbr
Campus/Dept
Originator
Requestor
Order For
First Approver
Vendor Nbr
Sort Key/Vendor Name
Reason
Shipping Addr
Work Order
Reference Nbr
Bid Category

❏ Under Requisition Items, the following requisition item details are displayed:

Item
Catalog Number
Description
Quantity
Received To Date
Item Status

❏ Complete the receiving details for the requisition:

Date Received	This field is automatically populated with the current date. You can edit the date to reflect the actual date that the items were received. Note: The date is no longer per line item.

Quantity Received	For each line item, type the number of items received.

Note: If a requisition contains line items generated by Finance when a purchase order is changed, payable check transactions can only be received, not created.

❏ Click Receive All to receive all items in the requisition.

❏ Click Save to update the requisition receiving details.

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QuickGuide: Approve and Receive Purchase Orders

Approve Requistions and Print PO's

Print purchase orders

Receive PO's

Receive purchase orders

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QuickGuide: Approve and Receive Purchase Orders

Approve Requistions and Print PO's

Print purchase orders

Receive PO's

Receive purchase orders

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