Creating Purchase Orders Online Concept Creating Purchase Orders

Creating Purchase Orders Online Concept

Creating Purchase Orders Online

Creating Purchase Orders Online Step 1 Begin by navigating to the Purchase Order page. Click the Purchasing menu.

Creating Purchase Orders Online Step 2 Click the Purchase Orders menu.

Creating Purchase Orders Online Step 3 Click the Add/Update POs menu.

Creating Purchase Orders Online Step 4 Click the Add button.

Creating Purchase Orders Online Step 5 Use the Purchase Order page to enter or change purchase order information.

Creating Purchase Orders Online Step 6 The PO Status field displays the status of the entire purchase order. Values include Initial, Open, Pending Approval, Approved, Dispatched, Canceled, and Complete.

Creating Purchase Orders Online Step 7 The PO Date field automatically defaults to the current system date. You can override the purchase order date. This appears on the purchase order and is the date used for price calculation if the price date is defined as the purchase order date.

Creating Purchase Orders Online Step 8 A purchase order can have only one supplier. When you enter a supplier, the supplier order location, price location, primary buyer, freight terms, payment terms, supplier currency, dispatch methods, and VAT option appear by default on the purchase order. You can override the defaults from the supplier on the Supplier Details page.

Creating Purchase Orders Online Step 9 Click in the Supplier ID field.

Creating Purchase Orders Online Step 10 Enter the desired information into the Supplier ID field. Enter "000045".

Creating Purchase Orders Online Step 11 The Supplier field and Buyer field will default based on the Supplier ID that you enter. A purchase order can only have one supplier and only one buyer.

Creating Purchase Orders Online Step 12 Click the Supplier Details link to enter exceptions to the default values for the supplier such as, supplier order location, address, contact, and salesperson.

Creating Purchase Orders Online Step 13 If document tolerance checking is enabled, the system displays the document tolerance status (Doc Tol Status). The system runs the Document Tolerance process before budget checking when you click the Budget Check button, or you can run the process separately. Document tolerance checks the change in percentage or a fixed dollar amount between the purchase order and requisition at the Chart. Field distribution level. Values are: • V (valid): The purchase order has passed document tolerance checking. • N (not checked): The purchase order requires document tolerance checking. If any amounts, quantities, or Chart. Fields are modified after the document tolerance is checked, the system resets the document tolerance status to Not Checked. • E (error): Exceptions were generated for the purchase order during document

Creating Purchase Orders Online Step 14 The Receipt Status field displays the receipt status of the purchase order. Values are: • Not Recvd (not received). • Partial (partially received). • Received (fully received).

Creating Purchase Orders Online Step 15 Click the Header Details link.

Creating Purchase Orders Online Step 16 Use the PO Header Details page to enter purchase order header details, enter rules for the entire order, and hold the purchase order from further processing.

Creating Purchase Orders Online Step 17 Use the PO Type field to enter the type of purchase order that you are creating. This value, with the exception of Kanban, is not used in purchase order processing, but can be used for informational purposes.

Creating Purchase Orders Online Step 18 The Billing Location field displays the location code that designates the billing address displays.

Creating Purchase Orders Online Step 19 Select the Tax Exempt option if the purchase order is exempt from sales and use taxes. Exemption from VAT is handled through the VAT setup. If selected, enter a tax exempt ID in the ID field. The tax exempt ID prints on the purchase order.

Creating Purchase Orders Online Step 20 Use the Letter of Credit ID field to enter a letter of credit ID. This value is used as a reference on the purchase order and appears by default on the purchase order voucher pages.

Creating Purchase Orders Online Step 21 Use the Currency Code field to enter the currency to use on the purchase order displays. The currency code can be changed only when the business unit allows multicurrency.

Creating Purchase Orders Online Step 22 Use the Acknowledgements Required for list to select whether purchase order acknowledgements are required by the supplier. The default values are retrieved from either the Procurement Options page associated with the supplier location in the Supplier Information component or the POA Settings page in the Purchasing Options component. If no values are defined at the supplier location level, then the system retrieves the values associated with purchasing business unit. This value cannot be changed once the purchase order has been dispatched. This value can be overridden here for the given purchase order. Values are: • All dispatches: POAs are required by the supplier for all dispatched purchase orders and change orders. • Initial dispatch only: POA is only required by the supplier for the first dispatch of a purchase order. Change

Creating Purchase Orders Online Step 23 The Dispatch option is selected by default so that once the status of the purchase order is Approved, the purchase order is a candidate for the next dispatch process. To prevent the purchase order from being dispatched, clear this option.

Creating Purchase Orders Online Step 24 You can override the default dispatch method by selecting EDX, Fax, Phone, Email, or Print.

Creating Purchase Orders Online Step 25 The date in the Accounting Date field determines the open period or allowable open date range for budget checking a purchase order when you are using commitment control. If the purchase order's accounting date falls before or after the open period date range, the system provides a message to prevent or warn you from running budget checking.

Creating Purchase Orders Online Step 26 The Accounting Template field displays the accounting template for the purchase order. The accounting template is used to determine Chart. Field values that are used to offset one-sided transactions in People. Soft Purchasing.

Creating Purchase Orders Online Step 27 Click the OK button.

Creating Purchase Orders Online Step 28 Click the PO Defaults link.

Creating Purchase Orders Online Step 29 Use the Purchase Order Defaults page to override the defaults set at the business unit, buyer, or supplier level and set defaults when none exist. If you make changes or add values to the defaults on this page, when you exit the page, you are prompted with the Retrofit field changes to all existing PO line, schedule, and distribution page.

Creating Purchase Orders Online Step 30 If you select the Default option, the new default value that you enter on this page is assigned to the given field if no other value is assigned from prior defaults. If you select the Override option, the new value that you enter on this page overrides any value that is assigned from prior defaults. Only non-blank values are assigned.

Creating Purchase Orders Online Step 31 You can enter a default category code for the purchase order. Selecting a default value here enables you to order ad hoc (description-only) items. The category entered here only applies to ad hoc (description only) lines.

Creating Purchase Orders Online Step 32 Click in the Category field.

Creating Purchase Orders Online Step 33 Enter the desired information into the Category field. Enter "CYCLING".

Creating Purchase Orders Online Step 34 You also can enter a default unit of measure (UOM) for the purchase order. Selecting a default value here can facilitate the ability to order ad hoc items.

Creating Purchase Orders Online Step 35 The Ship To field displays the default ship to location, which appears on the purchase order schedule as the location to which the supplier ships the order. A change to the ship to location implies sales and use tax and VAT recalculations on the PO Header - VAT Information page.

Creating Purchase Orders Online Step 36 The Due Date field displays the default due date. The due date for each schedule has the default value of the purchase order date, plus the number of lead-time days defined for the item (or item category if an ad hoc item). You can override the due date by using the Purchase Order Defaults page. If the default option is Override, the system uses the override value, and the lead time calculation is ignored. If the default option is Default, the system calculates the due date based on the purchase order date plus the number of lead time days. When an item changes, the due date is updated to reflect the lead time days associated with the new item. If the category for an ad hoc changes, the due date is also updated to reflect the lead time days associated with the item category. If the Purchase Order

Creating Purchase Orders Online Step 37 Click in the Due Date field.

Creating Purchase Orders Online Step 38 Enter the desired information into the Due Date field. Enter "05/16/2013".

Creating Purchase Orders Online Step 39 Use the Distribute By list to define a distribution of amount or quantity. When you select Override on this page, you can set up multiple distribution lines. You then enter the percentage for each distribution in the distribution details. The sum of the line distribution percentages must equal 100 percent.

Creating Purchase Orders Online Step 40 Use the Speed. Chart field to enter a speed chart. The Speed. Chart field enables you to use a code that contains preset distributions. This speed chart is not itself a defaulting element. Instead use it here to assist you in defining default chart field elements.

Creating Purchase Orders Online Step 41 Click the OK button.

Creating Purchase Orders Online Step 42 Click the Add Comments link to enter comments for a transaction. You can enter a unique comment or select from predefined standard comments.

Creating Purchase Orders Online Step 43 Click the PO Activities link to enter and track activities associated with a particular transaction.

Creating Purchase Orders Online Step 44 Click the Add Ship. To Comments link to maintain ship to comments associated with the purchase order. If you defined ship to comments using the Ship To Locations page, those comments appear by default on this page, if you elected to have them copied to the purchase order.

Creating Purchase Orders Online Step 45 You can add items to a purchase order by selecting from a purchasing kit or a catalog. You can also search for items.

Creating Purchase Orders Online Step 46 You can also enter the item number manually. You can choose to order by description-only when an item is not defined in the system. Enter a description of the item in the Description field, a value in the Category field, and the item price on the Maintain Purchase Orders - Schedule page. Purchase orders can contain standard and stockless items, but you cannot mix them on the same purchase order. The Item field is not available if the purchase order is used with a recurring purchase order voucher. If you perform one of these actions on a purchase order line that is associated with a People. Soft Maintenance Management work order, the system will remove the work order information and

Creating Purchase Orders Online Step 47 Click in the Item field.

Creating Purchase Orders Online Step 48 Enter the desired information into the Item field. Enter "10002".

Creating Purchase Orders Online Step 49 Enter the quantity of the item that you want to order. Click in the PO Qty field.

Creating Purchase Orders Online Step 50 Enter the desired information into the PO Qty field. Enter "25".

Creating Purchase Orders Online Step 51 If you are using the order multiples functionality, when you enter the purchase order quantity the system will validate the line quantity against the order quantity multiple factor that you specified for this item supplier and unit of measure on the Supplier's UOM & Pricing Information page. If the quantity you enter is not a multiple of the order quantity multiple factor, based on the rounding rule, the system will issue a warning message that the item should be ordered in multiples of this factor and it suggests the correct order quantity. You can accept the system suggested quantity at that time or keep the original quantity that you entered. Order quantity multiples are not validated and checked for this information: • Non item supplier UOMs. • Inventory item UOMs.

Creating Purchase Orders Online Step 52 If the purchase order line built by the PO Calculations (PO_POCALC) and Create Purchase Order (PO_POBUILD) processes references an RFQ and you change the purchase order quantity, the system prompts you asking whether you want to increase or decrease the RFQ order quantity. For example, if you decrease the purchase order quantity from 10 to 5 and want to award the difference to another supplier, choose to decrease the RFQ award quantity. This makes the remaining quantity of 5 available to be awarded to another supplier. If applicable, a similar prompt appears asking whether you want to increase or decrease the requisition line quantity.

Creating Purchase Orders Online Step 53 Click the vertical scrollbar.

Creating Purchase Orders Online Step 54 After you enter an item and save the page, the description, category, unit of measure, and price tolerances appear by default. Click the Save button.

Creating Purchase Orders Online Step 55 The Merchandise field displays the merchandise amount according to the quantities and prices of the items on the purchase order.

Creating Purchase Orders Online Step 56 You can click the link associated with the Freight/Tax/Misc. field. When you click this link the PO Total Amount Details page appears. Using this page you can view the total amount of adjustments made to this purchase order. This includes VAT, sales tax, miscellaneous charges, and freight.

Creating Purchase Orders Online Step 57 Click the Calculate button to recalculate the freight total for this purchase order.

Creating Purchase Orders Online Step 58 The total amount on the purchase order calculated from the merchandise and adjustment amounts appears in the Total Amount field.

Creating Purchase Orders Online Step 59 Select the Hold From Further Processing option to temporarily prevent further processing of the purchase order. The purchase order will not be eligible for approval, unapproval, cancelation, closure, or dispatch processing. In addition, budget checking is now determined by the selection criteria that you define as part of the Source Transaction definition for the Commitment Control Budget Processor process and whether you have selected the Hold From Further Processing option for the purchase order.

Creating Purchase Orders Online Step 60 You have successfully created a purchase order online. End of Procedure.