Accounts Payable Support Document
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8. PO/Requisition Menu: 1. Add/Edit Purchase Orders
Table of Contents
Click on "8. PO / Requisition Menu" from the Main Menu and the following window will appear:
Click on "1. Add/Edit Purchase Orders" from the PO/Requisition Menu and the following window will appear:
Add/Edit Purchase Orders
The "General" tab
- PO Number: To create a new Purchase Order, enter the PO Number next to "(Next:…)" and then choose a Vendor.
- To Edit a previously existing Purchase Order, enter the PO Number, or click "Find" and select from there.
- Vendor: If you create a new Purchase Order, you will have to choose a vendor before you may continue.
- Name: Enter the name of the person this Purchase Order is for.
- Address 1/2: Enter the address where this Purchase Order should be sent.
- City: Enter the City.
- State: Enter the State.
- Zip: Enter the Zip Code.
- Order Date: Enter the date that this Purchase Order was ordered.
- Request Date: Enter the date that this Purchase Order was requested.
- FOB: Enter the freight on board value.
- Req By: Enter who requested the purchase.
- Ship Via: Enter the preferred carrier.
- Req Dept: Enter the requesting department.
- Freight: Enter the carrier if delivery must be by truck.
- Terms: Enter the billing terms.
- Budget Year: Enter the budget year for this order.
- Fund: Enter the fund this purchase is to be paid from.
- Dept: Enter the department this purchase is to be paid from.
- Account: Enter the account this purchase is to be paid from.
- Purchase: Enter the purchasing agent code.
- Remarks: Enter any remarks to note about this purchase order.
The "Items/Accounts" tab
- Blanket Order: If you check this box off, the screen will change. Refer to the section below for more information.
- Item: Enter the item number ordered.
- Description: Enter the description of the item.
- Units: The number of units being bought.
- Price: The price per unit for this Purchase Order.
- Extended: The total price for this Purchase Order.
- Account: The General Ledger fund account that this Purchase Order will be paid out of.
- Enc: Enter a "Y" in this column to have the amount encumbered in the General Ledger, enter a "N" in this column to NOT have the amount encumbered in the General Ledger.
- Add: Click "Add" to add a new item to the list, and fill in the appropriate information.
- Delete: Click "Delete" to delete a selected item from the list.
- Save: Click this button to Save this Purchase Order.
- Save & Receive: Click this button to Save and Receive this Purchase Order.
- Save & Receive & Invoice: Click this button to Save, Receive, and Invoice this Purchase Order.
- Cancel: Click "Cancel" to cancel and return to the previous screen.
- Void: When editing Purchase Orders, you may click this button to Void the Purchase Order you are working on.
Blanket Order
- Blanket Order: Check this box when the Purchase Order is used for tracking dollars committed with out item quantities.
- Item: Enter the item number ordered.
- Description: Enter the description of the item.
- Amount: Enter the total amount committed to the reference account being used on this line.
- Account: The General Ledger fund account that this Purchase Order will be paid out of.
- Enc: Enter a "Y" in this column to have the amount encumbered in the General Ledger, enter a "N" in this column to NOT have the amount encumbered in the General Ledger.
- Add: Click "Add" to add a new item to the list, and fill in the appropriate information.
- Delete: Click "Delete" to delete a selected item from the list.
- Save: Click this button to Save this Purchase Order.
- Save & Receive: Click this button to Save and Receive this Purchase Order.
- Save & Receive & Invoice: Click this button to Save, Receive, and Invoice this Purchase Order.
- Cancel: Click "Cancel" to cancel and return to the previous screen.