Purchase Order from a Requisition

Purchasing enables you to create a new purchase order by copying an existing contract, requisition, or PO. Copying enables you to save redundant data entry time.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays. You can elect to Find an Existing Value or Add a New Value.
If you already have a PO you want to update, enter the Business Unit and PO ID. Make sure the PO has not already been approved. Select Search and select your appropriate row. This should take you to the Maintain Purchase Order page. You can skip through the next section and go directly to instructions pertaining to the Maintain Purchase Order page.

Purchase Order Find an Existing Value tab

In this QRG, we will use the Add a New Value tab.
Enter Business Unit. The PO ID field will be auto-populated with NEXT for the new PO are you creating.
Select the Add button.

The value in the PO Date field is the current system date by default. 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.

The Maintain Purchase Order page displays. Use it to enter or change PO information online.
Enter the desired information into the Supplier ID field.
Select the Copy From field and choose Requisition. This will automatically take you to the Copy Purchase Order from Requisition page.

When you copy from a requisition, you are sourcing the requisition onto the purchase order. The Copy From field on the previous page enables you to turn a requisition into a purchase order without going through sourcing. If you want to partially source, split source, or consolidate requisitions, use the Requisition Selection component. If a blanket purchase order is specified on the requisition line, it cannot be sourced to the purchase order here. In addition, the procurement card information will be copied to the new purchase order if all the requisitions selected are using the same procurement card information. If the information between the requisitions is not the same, the procurement card will be blank or the buyer's procurement card will become the default value. If a supplier card currently exists on the purchase order, it will not be overridden by the requisitions procurement card information.

The Copy Purchase Order from Requisition page displays. Enter the Supplier ID or the Requisition ID in the Requisition Selection Criteria section.
Select the Search button. This populates the Select Requisition Lines section.
Select the relevant Requisition Line(s) from the search results.
Select the Copy To PO button.

The Purchase Order page displays. Notice that the page displays the details of the items that you selected to copy. Also notice the fields that are auto-populated throughout the Purchase Order screen. Information that you would have otherwise had to enter manually.
Select Save.

The Purchase Order page redisplays. Notice that the system has automatically assigned the new PO ID if you were creating a new PO. Otherwise, it will update your existing PO.

Process complete.

Req-to-PO Sourcing - Via Copy from Requisition

Purchasing enables you to create a new purchase order by copying an existing contract, requisition, or PO. Copying enables you to save redundant data entry time.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays.
If you already have a PO you want to update, enter the Business Unit and PO ID.
Make sure the PO has not already been approved.
Select Search and select your appropriate row. This should take you to the Maintain Purchase Order page.
You can skip the Add a New PO ID section and go directly to the Maintain Purchase Order section.

Add a New PO ID

From the Purchase Order search page, select the Add a New Value tab.
Enter Business Unit. The PO ID field will be auto-populated with NEXT for the new PO are you creating.
Select the Add button.

Maintain Purchase Order

The Add/Update POs page displays.
The value in the PO Date field is the current system date by default. 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.
Enter the desired information into the Supplier ID field.
Select the Copy From field and choose Requisition. This will automatically take you to the Copy Purchase Order from Requisition page.

The Copy Purchase Order from Requisition page displays.
Enter the Supplier ID or the Requisition ID.
Select the Search button. This populates the Select Requisition Lines section.
Select the relevant Requisition Line(s) from the search results.
Select the Copy To PO button.

Copy purchase order from requisition page

The main Purchase Order page displays.
Notice that the page displays the details of the items that you selected to copy. Also notice the fields that are auto-populated throughout the Purchase Order screen. Information that you would have otherwise had to enter manually.
Select the Save button.

Notice that the system has automatically assigned the new PO ID if you were creating a new PO. Otherwise, it will update your existing PO.
You have successfully created a PO by copying a requisition.

Creating a Purchase Order

Asset Management can interface with other products to exchange information efficiently. For example, you can use Purchasing to create a Purchase Order for an asset and later add the asset from the existing Purchase Order and receipt.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

To Create a PO using a Withholding Supplier, first follow the following steps:

Run 1099 Suppliers Query to find a Withholding Supplier to use on a Purchase Order
- Navigate to Reporting Tools > Query > Query Manager
- Enter Query Name: CTC_AP_1099_SUPPLIERS
- Click Search
- Click on “HTML” link (New Window will open)
- Enter: Supplier Status: Approved
  Location: Enter your Business Unit Location
- Click View Results
- Search for a supplier where Withholding = “Y”
- Note down Supplier ID (ex: V000015200)
Use Withholding Supplier when creating a Purchase Order.

The Add a New Value tab of the Purchase Order search page displays.
If it did not default, enter or select the appropriate business unit in the Business Unit field.
Select the Add button.

The Maintain Purchase Order -Purchase Order page displays.

Use the Purchase Order page to enter or change purchase information.

The PO Status field displays the status of the entire purchase order. Values include; Initial, Open, Pending Approval, Approved, Dispatched, Canceled, and Complete.

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.

Buyer field will default based on the User Preferences.

Enter Supplier ID.
Select Supplier Details hyperlink to ensure you have selected the correct supplier location.

The Supplier Details window opens.
1. Enter the *Location or use the look up tool to add a location.
2. Enter the *Address or use the look up tool to add the supplier's address.

Note: The Supplier Location and Address selected in the PO header is for Procurement purposes and does not copy over when a PO Voucher is created. Instead the Location and Address information defaults from the Supplier Information settings. Notify AP staff if the voucher payment should be routed to a remittance address other than the default - or if the remittance address needs to be updated for the Supplier. (This would be updated in the Supplier’s Location information tab, Payables Options, in the Remitting Address field).

Select the OK button

The Supplier Details window disappears.

*NOTE - If the Supplier ID or Short Supplier Name is not known, use the Supplier Search hyperlink to enter additional search criteria. If the Supplier ID or Short Name are available, proceed to Step 17.

Select the Supplier Search hyperlink next to the PO Date in the Header section.

Supplier Search hyperlink of the Header section

The Supplier Search page displays.
Enter the appropriate supplier search criteria into the various Search Criteria fields to locate the supplier. (Most often it is the Name.)
Select the Search button.
Search Results are displayed in the grid. Be sure to look at the row controls because there can be multiple rows, more than initially displayed.
Select the Sel checkbox for the line of the appropriate supplier.
Select the OK button.

Select Priority. Approvers can sort and filter Purchase Orders by Priority to accelerate time for urgent purchases of goods and services.

Select Header Details.

The PO Header Details window displays.
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.
The Billing Location field displays the location code that designates the billing address displays.
Select the Tax Exempt option if the purchase order is exempt from sales and use taxes.
Use the Currency Code field to enter the currency to use on the purchase order displays.
You can override the default dispatch method by selecting EDX, Fax, Phone, Email, or Print.
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.
Select the OK button.

The PO Header Details window disappears.
Select PO Defaults.

The Purchase Order Defaults window displays. Use it 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.
If you select the PO 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.
Enter the Chartfield information in the Distributions (Account, Operating Unit, Fund or Appropriation, Department, Class, and State Purpose).
Select the OK button.

Note: If the PO item is an asset, you would need to select the Asset Information tab and complete the AM Unit, Cost Type and the Profile ID fields as well;

Enter or select the appropriate business unit in the AM Unit field.
Enter or select the appropriate asset profile in the Profile ID field.
Select the Cost Type.
Select the OK button.

AM Unit = Business Unit
Profile ID: Use the lookup tool to search for the Profile ID. The Profile ID contains default values for the Asset Class, Type, Subtype, and Threshold ID. It also determines, when this is a capital asset, the useful life of the asset for depreciation purposes. For non-capital assets, the Profile ID should always end with “-SA” to indicate that this is a non-capital asset.
The Capitalize checkbox will be automatically checked when a Profile ID is entered.
The Cost Type is how PeopleSoft recognizes the proper template for creating the Accounting lines in Asset Management.
- G = Governmental, Fund 997, a governmental asset will process a debit to depreciation amortization expense and a credit to allowance for depreciation.
- P = Proprietary Funds, if not Fund 997.

The Purchase Order Defaults window disappears.
Select Add ShipTo Comments.

The PO ShipTo Comments window displays.
Enter Comments.
Select the OK button.

The PO ShipTo Comments window disappears.
Enter the desired information into the Item field.
Enter the desired information into the Description field.
Enter the desired information into the Due Date field.
Enter the desired information into the PO Qty field.
Enter the desired information into the Price field.
Select the Save button.

The user can set matching tolerance in the PO Line’s schedule on the Matching tab. This will allow for an over/under price tolerance when matching to a voucher.

Note: Fill out all of the amounts and percentages fields leaving a value blank equates to zero tolerance.

Use the Receiving tab if a receipt is required (for three way matching) or not. Especially for services where a receipt would not normally be entered.

Your new PO is saved. Note the PO ID number.

Process complete.

Copying a Purchase Order

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays. Select the Add a New Value tab to add a new value.
1. If it did not default, enter or select the appropriate business unit in the Business Unit field.
2. Select the Add button.

Purchase Order search page Add a New Value tab

The Purchase Order page displays. Use the Copy From drop-down menu to select the Purchase Order option.

The Copy Purchase Order from Purchase Order pagelet displays. Complete the following:
1. Enter or select the PO number in the PO ID field of the PO from which you want to copy.
2. Select the Search button.

Copy Purchase Order from Purchase Order pagelet

The Select PO section is populated. Complete the following:
1. Select the Select checkbox for the PO ID.
2. Select the OK button.

Select the OK button to acknowledge the message letting you know that you are copying.

Select the OK button to acknowledge the second message regarding the taxes.

Review the new PO to ensure that you don’t have any adjustments to quantities or pricing.
Select the Save button to create the new PO.
Note: The PO ID field now has the PO number assignment.

Process complete.

Create of PO by Copying a PO

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page will display. On the search page, enter the Business Unit.
PO ID defaults to NEXT.
Select the Add button. The Purchase Order page will display.

Use the Purchase Order page to enter or change PO information online.
Select the Copy From list. Select Purchase Order from the drop-down menu. The Copy Purchase Order from Purchase Order pagelet will display.

On the Copy Purchase Order from Purchase Order pagelet, use the PO ID field to enter the identification number of the PO that you want to use to create another PO. Enter the desired information into the PO ID field.
Select the Search button. The results will display in the Select PO section.

On the Select PO section, notice that the details of the PO ID displayed. You now need to select this PO ID to create a PO.
Select the checkbox for the Select column.
Select the OK button. The Purchase Order page will display.

On the Purchase Order page, the details of the selected PO are displayed.
Select the Save button.

Notice that the PO ID is now assigned.
The process to create a new PO from an existing PO is now complete.

Perform Purchase Order Budget Pre-Check

Purchase Order must be created and saved before the Budget Pre-Check icon/button can be seen. Budget Pre-Check status will be "Not Chk'd" before Pre-Budget Check is run.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order page displays.
Select the Find an Existing Value tab.

The Find an Existing Value tab displays.
Enter Business Unit.
Enter additional Search Criteria to identify your purchase order.
Select Search.

The Maintain Purchase Order page displays.
Select the Budget Pre-Check icon.

Verify Budget Status changes to "Prov Valid".
Note: If errors are found, Budget Status shows "Error". Fix error as needed and try again.
Select Save.

The Budget Pre-Check is done successfully. The PO is ready to be submitted for Approval and Budget Check.

Process PO Approvals

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Approve POs

The Approve Purchase Orders search page displays.
Enter search criteria to identify your PO.
Select Search.

The Purchase Orders section of the page populates.
Select the PO ID link of your PO.

The Purchase Order page displays.
Select Approve or Deny.

The Approver Comments window displays.
Enter comments.
Select Submit.

The Approver Comments window disappears.
The Purchase Order page displays the results of your action.

Process complete.

Perform Purchase Order Budget Check

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget check

The PO Budget Check Request search page displays. On the search page, enter a new or existing Run Control ID.
Select the ADD or Search button. The Budget Check page will display.

On the Budget Check page, select the Always option.
Enter the desired information into the Description field.
Specify the business units - whether All or a specific business unit in the Business Unit field.
Select the value for the PO ID field:
- All: Select to budget check all purchase orders.
- Range: Displays the From/To fields. Budget checks all purchase orders for which creation dates fall within the dates specified in the From/To fields.
- Value: Displays the PO ID field. Budget checks purchase orders for the PO ID listed in the PO ID field.
Select a value for the PO Date field:
- All: Select to budget check all purchase orders.
- Range: Displays the From/To fields. Budget checks all purchase orders for which creation dates fall within the dates specified in the From/To fields.
- Value: Displays the PO Date field. Budget checks purchase orders for which creation dates match the date specified in the PO Date field.
Keep all others field values as defaulted.
Select the Run button. The Process Scheduler Request page will display.

On the Process Scheduler Request page, select the OK button. The Budget Check page will redisplay.

On the Budget Check page, make note of the Process Instance number appears.
Select the Process Monitor link. The Process Monitor page will display.

On the Process List tab, select the Refresh button until the Run Status is Success and Distribution Status is Posted.

The process to check the budget for a purchase order is now complete.

Batch Dispatch Purchase Orders

Use the Dispatch POs page to run the PO Dispatch/Print process and dispatch purchase orders, run the Email process, or run the PO Dispatch & Email multi-process job.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Dispatch POs

The Dispatch POs search page will display. On the search page, enter a new or existing Run Control ID.
Select the ADD or Search button. The Dispatch POs page will display.

From the Dispatch POs page, enter the Business Unit.
Enter the PO ID.
Use the Dispatch Methods to Include group box to select which dispatch methods to include in this run of the process. Selected values are only used as a part of the data selection criteria. To change the method by which the purchase order is to be dispatched, you must modify the dispatch method on the Maintain Purchase Order - Purchase Order page.

From the Miscellaneous Options group box, select the applicable Chartfields value from the drop-down menu:
- Select Recycled and Valid Chartfields to process purchase orders regardless of whether the Chartfields are valid or recycled.
- Select Recycled Chartfields to process only purchase orders with distribution lines whose Chartfields are identified as Recycled. (PO_LINE_DISTRIB.CHARTFIELD_STATUS = 'R').
- Select Valid Chartfields to process only purchase orders with distribution lines whose Chartfields are identified as Valid. (PO_LINE_DISTRIB.CHARTFIELD_STATUS = 'V').

From the Miscellaneous Options group box, select the Change Orders value from the drop-down menu:
- Select Changed Orders to process only purchase orders that have been changed.
- Select Changed and UnChanged Orders to process changed and unchanged purchase orders.
- Select UnChanged Orders to process only purchase orders that have never been changed.
If you select to dispatch changed orders in the Change Orders field, the Print Changes Only option becomes available. Select to dispatch only the changes to the purchase order, rather than the entire purchase order.
If you create the purchase order from a contract with the Release To Single PO Only option selected, select this option to have the system send only the latest changes to the supplier.

Select the Print PO Item Description option to print the item description from the Maintain Purchase Order - Purchase Order page, instead of from the Purchasing Attributes page. The item description stored on the purchase order is in the base language and may have been modified on the purchase order.
Keep all other fields as defaulted.
Select the Run button. The Process Scheduler Request page will display.

On the Process Scheduler Request page, select the check box next to the PO BI Publisher Dispatch description.
Select the OK button. The Dispatch POs page will display.

From the Dispatch POs page, make note of the Process Instance number.
Select the Process Monitor link. The Process List page will display.

On the Process List tab, select the Refresh button until the Run Status = Success and the Distribution Status = Posted.

The process to select the parameters to determine which purchase orders are included in the batch is now complete.

Creating a PO Activity Report

The PO Activity Report can be used by colleges to gather data for SmartProcure public records requests.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Reports > Activity

The PO Activity search page displays. Optional to select Find an Existing Value or Add a New Value.
Select the Add a New Value tab and enter an appropriate Run Control ID.
Select the Add button.

The Activity search page displays.
In the Report Request Parameters section, input the desired search parameters:
- Business Unit
- GL Business Unit

Optional to narrow search results down to a specific Department, include Cancelled POs or Open/Pending Approval POs.

In the From Date and Through Date sections, select the desired date range option.
Optional to select the Look Up Option magnifying glass to select a run date by:
- C = Current Date
- M = Current Date Minus Days
- N = No Selection by Date
- P = Current Date Plus Days
- S = Specific Date

Select Save.
Select Run.

The Process Scheduler Request window opens.
Select OK.

Select the Process Monitor link to track the progress.

The Process Monitor page displays.
Select the Refresh button until the process runs has a Run Status = Success and Distribution Status = Posted.
Next select the Report Manager link to view results.

The Report Manager page displays.
Select the Administration tab.
In the Description column select the PO Activity link of specific Process Instance number to view the report pdf.

The pdf report opens in a new window. Note the entered date range will determine the number of page data results.

Process complete.

Checking Purchase Order Document Status

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

On the Purchase Order search page, select the Find an Existing Value tab.
Enter or select Business Unit.
Enter PO ID.
Select Search. The Maintain Purchase Order page will display.

Purchase Order search page - Find an Existing Value tab

On the Maintain Purchase Order page, select the Document Status link. The Document Status page will display.

The Document Status page displays document status information and provides access to documents associated with the Purchase Order.

Re-Opening a Purchase Order

Purchasing provides the Purchase Order Reopen process to undo changes made by the PO Reconcile and Close process.

Running this process returns each PO status to its status prior to the last run of the PO Reconcile and Close process. POs that have been cancelled cannot be reopened.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Reconcile POs > Reopen POs

The Reopen Closed Purchase Orders page displays. Create or Find a Run Control ID.
To create a new Run Control ID, click the Add a New Value tab. Enter the desired Run Control ID and select Add.
Or to Find an existing Run Control ID, select the Find an Existing Value tab. Search and select a Run Control ID previously created.

Reopen Closed Purchase Orders Add a New Value tab

The Reopen POs page displays. Enter or update the parameters.
Choose one of the following options:
- Last Close PO Run: reverses the effects of the Close PO process on the most recently processed group of purchase orders.
- Select POs to be Reopened: to select a specific document.

Note: Skip to Step 10 if the Last Close PO Run option is selected.

If the Select POs to be Reopened option is selected, the section called 'Reopen PO Selection' Criteria expands.
Select Specific Document from drop down for Reopen Request.
Enter Business Unit.
Enter or search for the PO ID. This can be left blank if selecting the PO by using the PO Date, Activity Date, Supplier ID, Buyer or PO Reference parameters.
Select the Accounting Date Option based on your requirement.
Select Save.
Select the Run button.
If you get a message saying "Reopen Associated Requisitions? must be checked when Commitment Control is enabled," select OK to acknowledge message. Then check the box near the bottom for "Reopen Associated Requisitions?", then select Run.

The Process Scheduler Request page displays. The Select checkbox for Purchase Order Reopen/PO_POREOPEN should be checked.
Select OK.

The updated Reopen POs page displays.

Notice that the Process Instance number appears. This number helps you identify the process you have run when you check the status.

Select the Process Monitor link.

The Process Monitor Process List page displays. Use it to view the status of submitted process requests.
The initial status of the process is Processing. Select the Refresh button until the Run Status is Success and the Distribution Status is Posted.

To view the reopened PO, navigate to Purchasing>Purchase Orders>Add/Update POs and search for the PO.
The Purchase Order status displays the last status of the PO when it was closed. Budget status shows as Not Chk’d.

Note: If a PO Line amount needs to be updated but has already been finalized at the voucher level, editing the AP voucher and unfinalizing the PO Line will set the voucher budget status to Unchecked. This is not recommended, especially if the voucher’s budget date is from a budget period that has been closed. Instead, add a new line to the PO, creating a change order, if needed.

The purchase order is ready to be Approved (if needed) and Budget Checked.

Update Existing Purchase Order

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays.
Select the Find an Existing Value tab.
Enter Business Unit.
Enter PO ID.
Select Search.

The Maintain Purchase Order page displays.
In the Lines section, select the Add a New Row [+] icon.

The Enter number of rows to add window displays.
Enter the number of rows you'd like to add.
Select OK.

The Enter number of rows to add window disappears.
A new, blank row appears in the Lines section.
Enter Item.
Enter PO Qty.
Enter Price.
Select Schedule.

The Schedules page displays.
If you want you can change the ship to details otherwise leave default.
Select the Distributions/Chartfields icon.

The Distributions for Schedule 1 window displays. Adjust Chartfields as necessary.
Select OK.

The Distributions for Schedule 1 window disappears.
Select Return to Main Page.

The Purchase Order page displays.
Select Save.

Process complete.

Cancel Existing Purchase Order

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

Select Find an Existing Value tab of the Purchase Order search page displays.

If it did not default, enter or select the appropriate business unit in the Business Unit field.
Enter the Purchase Order you want to cancel in the PO ID field.
Select the Search button.

Enter search criteria on find an existing value tab

The Maintain Purchase Order -Purchase Order page displays.
Select the Cancel PO icon to initiate the close process.

Select Yes.

Select Yes, Re-Source all Reqs radio button.
Select Continue.

Option	Outcome
Yes, Re-Source all Req (Yes, Re-source All Requisitions)	Select this option to re-source all requisition quantities associated with the purchase order.
No, Do Not Re-Source Reqs (No, Do Not Re-Source Requisitions)	Select this option if you do not want to re-source all requisition quantities associated with the purchase order.
Specify Reqs to Re-source (Specify Requisitions to Re-Source)	Select this option if you want to specify which requisitions associated with the purchase order that you want to re-source the quantities for. When you select this options the Requisitions Available for Re-Sourcing group box appears, displaying all of the requisitions that are associated with the purchase order you are canceling.

Select Budget Check if applicable.

Select OK.

Process Complete.

Creating a Change Order to a PO

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays. Select the Find an Existing Value tab.
1. If it didn’t default, enter the business unit in the Business Unit field.
2. Use the PO Status drop-down menu to select the Dispatched option.
3. Select Search to generate the list of dispatched POs
4. Select the PO that you wish to change.

The Purchase Order page displays. Select the Change Order button.

Note: The fields that trigger change order generation become available for entry.

On the Maintain Purchase Order page update the Buyer in the Buyer field (if required). A message box displays. Read the message, then select OK to acknowledge the message.

A second message box displays. Read the message, then select OK to acknowledge the message.

The updated Purchase Order page displays. If necessary, update the PO Qty and/or Price fields.
Select Save.

A message box displays. Read the message, then select OK to acknowledge the message.

The Reason Code page displays. Complete the following:
1. Enter or select the reason in the Reason Code field for the PO change order.
2. Select the OK button.

The Schedules page displays. Select the Return to Main Page link.

View the Change Order number under the PO ID number in the top left corner of the Maintain Purchase Order page.

Process complete.

PO "Review Change History" Screen

Change orders are created manually or automatically when a dispatched PO requires modifications that affect the supplier's shipment to the company. After the change orders are created, they must be approved, if necessary, and dispatched to the supplier.

This topic explains how to view the changes for a selected change order number since the last dispatch of the purchase or change order.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Manage Change Orders > Review Change History

The Change History search page displays.
Enter the desired information into the Business Unit and PO Number field.
Select the Search button.

Search Results are displayed at the bottom of the page. Use the search results to select your desired change order by Business Unit, PO Number, or Change Order Number.
Change Order Number column data identify the batches of changes that you make to a requisition. In this example, in the Change Order Number column, select 1.

The Change History Batch tab displays.
Use the Batch page to review purchase order batch changes.

Select the Header Changes tab.
The Header Changes page displays.
Use the Header Changes page to review purchase order header change information stored in the PO_CHNG_HDR table.

Select the Line Changes tab.
The Line Changes page displays.
Use the Line Changes page to review purchase order line change information stored in the PO_CHNG_LINE table.

Select the Ship Changes tab.
The Skip Changes page displays.
Use the Ship Changes page to review purchase order schedule change information stored in the PO_CHNG_SHIP table.

Process complete.

Correcting the Budget Date on a Future Dated PO

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

The Purchase Order search page displays.
Select the Find an Existing Value tab.
Enter Business Unit.
Enter PO ID.
Select Search.

The Maintain Purchase Order page displays.
To review the PO’s Budget Date, in the Lines section, select the Schedule icon.

The Schedules page displays.
Select the Distribution icon then select the Budget Information tab to see the Budget Date field.

The Distributions for Schedule 1 window opens. Review the Budg Dt (Budget Date).

If the Budget Date is in a closing fiscal year and needs to be updated to the new fiscal year, then the PO Defaults screen can be used to update the budget date.

See the below example of the Budget Date of 06/15/2021, which needs to be updated to 07/01/2021.

Navigate to the Purchase Order Defaults page.
In the PO Header area, select the Purchase Order Defaults link to open the defaults screen.

The Purchase Order Defaults page displays.
In the Default Options section, select the Override radio button.
In the Distributions sections, scroll to the Budget Date field and update the date to the new fiscal year.

override radio button in default options section

The PO Default Retrofit screen will open.
Check the Apply to All Distribs box to update the budget date for all distribution lines.
Select OK.
Save the changes.

Adding an Approver Adhoc

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

Select Find an Existing Value tab.
Enter Purchase Order in the PO ID field.
Select Search.

Select View Approval link.

Select the Plus [+] button.

Use the Lookup icon to search for the User ID.

Enter User ID in the proper field.
Select Insert.

Review the newly added Approver.

Process complete.

Processing Purchase Order Rollover

The rollover process helps identify purchase orders that have remaining balances and provides a method to update old year lines and generate new year distribution rows.

Purchase Order Eligibility:

Purchase Orders Cannot Be:

Canceled
On Hold
In Process
Awaiting Budget Check

Purchase Order Distributions Cannot Be:

Canceled

Helpful Navigational Hints:

From the PO Rollover Workbench, able to run an Exception Report
From the Budget Year End Processing menu, able to run the PO Rollover Activity Report

Two Methods of Rollover

Keep Prior Year Encumbrances Closed: Liquidates any remaining encumbrance in prior budget period and creates new distributions and encumbrance entries in the new period.

Keep Prior Year Encumbrances Open: Leaves the existing/prior year encumbrance unchanged and creates new distributions and encumbrance entries for the new period.

Example of Roll Methods

BEFORE ROLLOVER
Purchase Order in 2016	10 EA @ $10 = $100
Voucher in 2016	7 EA @ $10 = $70
Remaining Encumbrance	= $30

AFTER ROLLOVER
Liquidate and Roll	Keep PY Encumbrance Open
2016 Enc Reduced to $0	2016 Enc Remains $30
2017 Enc is $30	2017 Enc is $30

PO Rollover View Flow Chart

Finding Purchase Orders

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > Request PO Roll View

The Request PO Roll View page displays.
Enter Business Unit.
Enter other search criteria as needed.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Selecting Purchase Orders

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > PO Rollover Workbench

The PO Rollover Workbench page displays.
Select Purchase Order(s).
Select Rollover Method:
1. PY Encum Open: Select to keep the prior year remaining encumbrances open for the selected PO.
2. PY Encum Close: Select to close the prior year remaining encumbrances for the selected PO. If you used the PY Encum Open button to check selected lines, you can undo the selection using this button.
Select Other Option:
1. Hold from Rollover: Select to hold the selected PO from rolling over. PO in hold status are not qualified for PO rollover 1 or PO rollover 2 processing.
2. Release Hold: Select to release the selected PO from Hold status. Only PO with a Hold status are updated after selecting Save. The lines should be available for selection on the PO rollover page.
Select Save.

Choosing Prior Year Encumbrance Close Method

On the PO Rollover Workbench page, select PO.
Select PY Encum Close.
Select Save.
Roll Status will change to "Pending" and PY Encum Open is "N".

Step 1: Rolling Purchase Orders - Rollover 1

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > Request PO Rollover1

The Request PO Rollover1 page displays.
Enter From Date and To Date.
Enter new Budget Date.
Finalize Requisitions option is available for eligible documents. This will process PO previously set to Pending on the Rollover workbench.
Selecting Finalize Requisitions will liquidate pre-encumbrance amount and Requisition is not re-opened for sourcing.
Select Run. Please refer to the Process Scheduling QRG for instructions.

Step 2: Run Budget Check

You must have at least one of these local college managed security roles:

ZZ Purchase Order Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Check

The Budget Check page displays.
Enter Description.
Enter Business Unit.
Enter PO ID.
Select Run. Please refer to the Process Scheduling QRG for further instructions.
Encumbrance will be liquidated from PY. Pre-encumbrance is also liquidated from PY.

Step 3: Rolling Purchase Orders - Rollover 2

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > Request PO Rollover2

The Request PO Rollover2 page displays. It creates a new PO distribution row with a new budget date specified in Rollover 1 process.
Rollover 2 details:
1. Requisition line is no longer associated with the rolled distribution
2. PO row is inserted with the remaining amount under the new budget date
Enter Business Unit.
Enter PO Number.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Step 4: Budget Check Rolled PO

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Check

The Budget Check page displays.
Enter Description.
Enter Business Unit.
Enter PO ID.
Select Run. Please refer to the Process Scheduling QRG for further instructions.
The rolled encumbrance appears in the new budget year.

Choosing Prior Year Encumbrance Open Method

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > PO Rollover Workbench

The PO Rollover Workbench displays.
Select your purchase order.
Select PY Encum Open.
Select Save.
Roll Status will change to "Pending" and PY Encum Open is “Y”.

Step 1: Rolling Purchase Orders - Roll Open Encumbrances

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Year End Processing > Request PO Roll Open Encum

This will process PO’s in pending status that were marked “Keep PY Encumbrances Open” on the workbench. Finalize requisition option is not available with this method.

The Request PO Roll Open Encum page displays.
Enter Business Unit.
Enter PO Number.
Enter From Date.
Enter To Date.
Enter new Budget Date.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Step 2: Run Budget Check

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Budget Check

Roll Open Encumbrances details:

New distribution rows are inserted
PO header is updated with new accounting date and is marked Not Budget Checked
Prior period encumbrances are now locked.

The Budget Check page displays.
Enter Description.
Enter Business Unit.
Enter PO ID.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

Process complete.

Creating an Express Purchase Order Using a Procurement Card

Use the Express Purchase Order: Purchase Order page to enter or change purchase order information. The PO Date field automatically displays 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.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Add/Update Express POs

The Express Purchase Order search page displays. From the search page, enter the Business Unit.
Select the Add button. The Express Purchase Order page will display.

Use the Express Purchase Order page to enter or change purchase order information.
The PO Date field automatically displays 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.
Enter the Supplier ID.
Verify the correct supplier location is selected.

Note: The corresponding supplier and location should have "Use Procurement Card" in Procurement setup.

Enter the Buyer information.
Select the Refresh button to display the Use Procurement Card link.
Select the Use Procurement Card link. The Procurement Card Information page will display.

Use the Procurement Card Information page to:
- review the existing procurement card information,
- add or update the procurement card information,
- or override the existing procurement card with another one.
The Card Number, Card Type, and Expiration Date fields display the procurement card information that will be used for payment on this purchase order. If no card is assigned no values appear in this group box.
Use the Card Number list to select the procurement card or supplier card that you want to use for the payment method on this purchase order. The card numbers that are available for selection are related to the buyer who has the rights to use a procurement card on a purchase order and the supplier cards related to the supplier and location. After you select a new card number it will override the existing card number.
In the Card Number list, select the Don't use Procurement Card option if you do not want to use a procurement card as the payment method on this purchase order.
Select the OK button. The Express Purchase Order page will display.

From the Express Purchase Order page, select the Header Details link. The PO Header Details page will display.

Use the PO Header Details page to:
- Enter purchase order header details,
- enter rules for the entire order,
- enter procurement card options,
- and hold the purchase order from further processing.
Use the Dispatch Option list to select the procurement card dispatch option if you are using the procurement card functionality.
Select the Dispatch Option list. The list of options will display.
From the Dispatch Option page, the list of available options are:
- Charge to Card on File: Select this option to have “Charge to credit card” print in the header portion of the PO Dispatch/Print SQR report (POPO005).
- Contact Buyer: Select this option to have the buyer's name and phone number print in the header portion of the PO Dispatch/Print report. For example, “*Please contact John Smith 925-694-3863 for payment information.”
- Contact Cardholder: Select this option to have the card holder's name and phone number print in the header portion of the PO Dispatch/Print report. For example, “*Please contact John Smith 925-694-3863 for payment information.”
- Include Masked Card Info: Select this option to have the masked card number, card type, and expiration date appear in the header portion of the PO Dispatch/Print report.
- No Reference: Select this option to have no procurement card information print on the PO Dispatch/Print report.""Retain the default value.
The Contact Name and Contact Phone field are only available if you select a dispatch option of Contact Buyer or Contact Cardholder. If you select Contact Buyer the buyers name and phone number appear. If you select Contact Cardholder the cardholders name and phone number appear.
Use the Instructions field to enter additional procurement card instructions if you so choose.
Select the OK button. The Express Purchase Order page will display.

From the Express Purchase Order page, enter the desired information into the Item field located in the subsection: Lines.
Enter the PO Qty.
Select the arrow sign to expand the Schedule tab. The Schedules subsection will display.

Enter the Price details.
Select the arrow sign to expand the Distribution tab. The Distributions subsection displays.

Enter the distribution details on the Chartfield tab.
Select the Save button.

The process to create an express purchase order using a procurement card for payment is now complete.

Closing a Purchase Order

Conditions to Qualify a PO to be Closed:

PO Status: The close process verifies that the PO has a status of D (dispatched) or X (canceled).

Schedule Date: Plus Close Days has already passed (last activity date <= system date).

Note: The Close Days field is configured on the Purchasing Definition - Business Unit Definition page and specifies the number of days beyond a purchase order's last activity date during which the purchase order cannot be closed. The close days value creates a grace period during which you can change the purchase order before the purchase order closes. If you leave the Close Days field blank, the system uses zero close days.

Activity Date: The system updates this date on the purchase order when a change order is created and is saved, and also when a purchase order is canceled. The close process uses these calculations to determine whether the purchase order's last activity date enables the process to close the purchase order: (Activity Date) ≤ (Current Date) - (Close Days).

Match Status: The Close Purchase Orders process verifies whether matching is required and if it is required, the match status of the purchase order is M (matched) or P (partially matched). A matching status of P (partially matched) does not qualify the purchase order for closure.

When matching is required on a purchase order, there can be several vouchers against a purchase order. One of the vouchers might be matched, but the status (MATCH_STATUS_PO) on the purchase order remains P (partially match) until the final voucher is matched. The purchase order status then changes to M (matched). The close process considers a purchase order fully matched and available for closure when the quantity ordered for each line on the purchase order is less than or equal to the total quantity received and matched.

Amount Only: The close process checks to see whether the Amount Only check box (AMT_ONLY_FLG) is selected for the purchase order line. If the purchase order line is to be received by amount only, the Close Purchase Orders process sums up the merchandise amounts in vendor currency recorded in receipt transactions and compares the total to the merchandise amount on the purchase order to determine whether the purchase order has been fully received.

Receiving: The close process verifies whether Receiving is Required for the PO line on the Maintain Purchase Order - Details for Line page. The process uses this setting in conjunction with the due date value at the record level to determine whether it can close the purchase order.

Due Date: The close process uses this calculation to verify that the due date on the purchase order schedule line is less than or equal to the calculated close date: (Due Date) ≤ (Current Date) - (Close Days).

Voucher Status: The Close Purchase Orders process verifies that associated vouchers have been posted, deleted, or closed. This requirement exists whether or not the purchase order requires matching.

Close Purchase Orders using the Buyer's Workbench:

Use the Buyer’s Workbench to close a single PO or to select multiple PO’s to close at the same time. The Buyer’s Workbench provides details if a PO is not eligible to be closed (unlike the PO Close batch process).

Note: The Buyer’s Workbench can also be used Approve/Unapprove, Dispatch, Cancel, Inquire, and review Purchase Orders.

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Buyer’s Workbench

The Buyer’s Workbench Filter Options page displays.
Select on Search to find an existing Run Control ID.
Or, add a new Run Control ID by clicking on the Add a New Value tab. Input a Workbench ID, then select Add.
The Filter Options page will open. Enter search criteria and click on Search. Leave blank for all values.

The Buyer’s Workbench page will open and Purchase Order(s) will be listed based on the search parameters.
If a new Run Control ID was added, enter a description in the *Description field as this is a required field.

Selecting the Purchase Order number will open the Purchase Order Inquiry screen so that PO details can be reviewed.
Selecting the Document Status icon will open the Document Status screen which will list any associated documents (requisitions, receipts, vouchers, and payments).
To select a single PO or multiple PO’s, check the box next to the PO number. Select All or Clear All options are available if needed.

The Action button availability is based on the user’s User Preferences-Purchase Order Authorization settings.

Approve: Click this button to change the status of the selected purchase orders to Approved.
Unapprove: Click this button to change the status of the selected purchase orders to Open. (Dispatched purchase orders cannot be unapproved).
Cancel: Click to cancel the selected purchase orders. When you cancel a purchase order that is in a Dispatched status, the status changes to Pend Cncl (pending cancel).
Close: Select to close the selected purchase orders from further processing.
Dispatch: Select to dispatch the selected purchase orders. Only purchase orders with approved or pending cancel statuses can be dispatched. The purchase order must also have a valid budget check status.
Preview: Select to preview the selected purchase orders.
Budget Check: Click to initiate the budget check process for the selected purchase orders. When you click the Budget Check button, the Processing Results page appears. Use this page to review the selected purchase orders and select to proceed with order processing.
Budget Pre-Check: Click to check the budget only. This button enables you to check whether a budget exists for a purchase order before the amount is committed to the pre-encumbrance or encumbrance and makes it possible to validate documents in work-in-progress mode without affecting budget balances. The statuses of Provisionally Valid or Error on the transaction pages indicate whether a budget is available.

The Go To options at the bottom of the screen, provide access to the following:

Set filter options: Click to return to the Buyer's Workbench - Filter Options page to modify the search parameters.
Process Request Options: Click to access the Buyer's Workbench - Process Request Options page. Use this page to define process request options for use by the dispatch process.
Process Monitor: Click to access the Process Monitor page, where you can view the status of purchase orders that you submitted to dispatch or preview.
View Processing Results: Click to access the Buyer's Workbench - Processing Results page, where you can view the results of the actions that you have performed.

Note: Process Request Options must be established for the workbench before you will be able to dispatch the selected purchase orders.

To close a Purchase Order(s), select the PO number(s) and select the Close button. This will close the Purchase Order from further processing.

The Processing Results screen displays.
A Not Qualified and Qualified box will display.
- If the PO is listed in the Qualified box, click on the Proceed: 'Yes' button. A message will display asking whether to continue with the close process. Select Yes to continue or choose No to cancel.
- If the PO is listed in the Not Qualified box, click the Log icon next to the PO number to view why the purchase order was not qualified for close.

POs with the following messages can be overwritten and closed:

POs with Receiving Required On though not received.
The PO may not be closed because it has not been fully Matched.
POs with Receiving Required Off and Due Date not <= Calculated PO Close Date.

Note: You can override unqualified purchase orders and make them available for closing, by selecting the purchase order IDs and clicking the Override button. To give a user the authority to override non-qualified requisitions, select the Override Non-Qualified POs for 'Close' check box on the User Preferences - Procurement: Purchase Order Authorizations page.

POs with either of the following messages cannot be overridden and closed:

The PO Line is tied to an active Voucher therefore it may not be closed.
The PO is on Hold from Further Processing.
The PO must have a valid budget check.

After the close process completes, the Buyer’s Workbench will reappear. The status of the qualified POs should read 'Complete'.
Run the Budget Check process. The closed purchase order will remain selected. Click on the Budget Check button to run a final budget check. The Processing Results screen will display and the closed PO will be listed in the Qualified box. Click on Proceed Yes. A message will display asking whether to continue with the budget check POs process, click Yes to proceed or No to cancel. The final budget check will liquidate any remaining encumbrance.

Creating Procurement Contract

Navigation: NavBar > Navigator > Procurement Contracts > Add/Update Contracts

The Contract Entry search page displays.
Select the Add a New Value tab.
Enter SetID.
Enter Contract Process Option = "Recurring Voucher".
Select Add.

The Contract page displays.
Enter Administrator/Buyer.
Enter Supplier ID.
Enter Begin Date.
Enter Expire Date.
Enter Maximum Amount.
Enter Description.
Enter Invoice Number.
Enter Gross Amount.
Enter AP Business Unit.
Enter Accounting Template.
Enter Payment Terms ID.
Enter Basis Data Type.
Enter Item.
Enter item Description.
Enter UOM.
Enter Category.
Select the Voucher Distrib icon to enter Chartfield values.

The Voucher Distribution Information window displays.
Enter chartfield values.
Select OK.

The Voucher Distribution Information window disappears.
Select Save.

Process complete.

Uploading Procurement Card (P Card) Statement

1. Load ProCard Stage Process

Navigation: NavBar > Navigator > Purchasing > Procurement Cards > Process Statements > Load ProCard Stage

The process that loads the Procurement Card (P Card) files is the ProCard Stage process. When this process completes, the transactions will be in the staging table.

The Load ProCard Stage run control ID search page displays.
If the Run Control ID already exists:
1. Select Search.
2. NOTE: if you are using an existing Run Control ID, make sure the file name is correct.
If the Run Control ID does not already exist:
1. Select the Add a New Value tab.
2. Enter Run Control ID.
3. Select Add.

The Load ProCard Stage page displays. You card issuer and data source is dependent upon your bank provided.
Enter or lookup Card Issuer: JPMC, USB or MasterCard for your college.

Enter the Data Source:
1. JP Morgan: Visa Commerical Format
2. MasterCard: MasterCard Format
3. US Bank: USBank Format
Enter the File Path.

Your college's File Path will always be the same and can be obtained from the ctcLink Finance Support Group. For file path examples, please see steps 9,10 or 11. Save the Run Control ID to retain the path for future runs.

Select Select File to view available files for upload and select the file.

JP Morgan Chase Example:

MasterCard Example:

US Bank Example:

Enter Billing Date if available. Note: Generally we keep 1st day of month if you are processing the files for the same month.
Select Run. Please refer to the Process Scheduling QRG for further instructions.
The Process Monitor will display Run Status = "Success" and Distribution Status = "Posted".
After the process completes successfully, the data will exist in the staging table.
At this point your transactions are sitting in the staging tables.
Navigate to the Correct Errors page to check for Errors due to incorrect card issuer or card numbers. Use the navigation below to view and correct those transaction lines.
- NavBar > Navigator > Purchasing > Procurement Cards > Process Statements > Correct Errors

2. Load Statement Process

Navigation: NavBar > Navigator > Purchasing > Procurement Cards > Process Statements > Load Statement

Now that you have your transactions on the staging table and you have corrected your errors you can then run the Load Statement process. This process will pull the transaction data from the staging table and populate the credit card application tables.

The Load Statement run control ID search page displays.
If the Run Control ID already exists:
1. Enter Run Control ID.
2. Select Search.
If the Run Control ID does not already exist:
1. Select the Add a New Value tab.
2. Enter Run Control ID.
3. Select Add.

The Load Statement page displays.

This page will display how many transactions you have in the stage table and those transactions that are not going to load due to errors. Those transactions in error will not get picked up by the Load Statement process until corrected.

Total Rows in the Staging Table will displays the number of statement line records in the staging table waiting to be loaded into the application table.
Total Rows with Error in the Staging Table displays the number of statement line records that did not successfully load from the staging tables to the application tables after the ProCard Load Statement process. Use the Correct Errors page to view and handle these errors.
Total Rows to be Loaded displays the total number of records in the staging table that are ready to be loaded.
Delete Loaded Rows from the Staging Tables select this check box to delete statement line records from the staging table that were successfully loaded to the statement tables. The “Delete Loaded Rows from the Staging Table” box is optional, but it is recommended that you leave it checked.

Enter the Business Unit.
Select Run. Please refer to the Process Scheduling QRG for further instructions.

The Process Monitor will display Run Status = "Success" and Distribution Status = "Posted".
After running this process, your transactions will now be ready for reconciling.

Reconciling P-Card Transactions/Statement Manually

Navigation: NavBar > Navigator > Purchasing > Procurement Cards > Reconcile > Reconcile Statement

The Reconcile Statement Search page displays.
Enter Search Criteria to identify your transactions/statement.
Select Search.

The Employee ID and Name fields refer to the user assigned as the cardholder in the Cardholder Profile.

Note: User should have correct roles as part of their User Profiles to view transactions. User should also have correct Proxy to the credit card.

The Procurement Card Transactions page displays. Use it to review, manage, and approve procurement card transactions loaded by the Load Statement process. You can view all of the procurement card transactions that you have been granted authority to access on the Cardholder Profile - Card Data: Assign Proxies page.

Note: All transactions with a ChartField Status of “Recycle” must be corrected and have a “Valid” status before any changes in the Reconcile Statement screen can be Saved or an error message will display.

If any of the transactions in “Recycle” status cannot be corrected immediately, then it may be helpful to revise the Reconcile Statement search parameters to exclude those transactions from displaying in the screen until they can be addressed.

Select the Merchant link to review merchant or preferred supplier cross-reference information.

The ProCard Merchant Info window displays.
Select Return.

The ProCard Merchant Info window disappears.
Select the Billing tab.

The Billing tab displays.
Use the Description field to enter additional information about the goods purchased.
The Billing Amount field displays the amount billed on the statement line.
If your records disagree with the billing amount, enter the amount difference in the Dispute Amount field. This does not mean that your organization is not liable for the purchase, but rather acts as a notation that the user reconciling this account must follow up with the merchant or procurement card supplier to settle the disputed amount. If you enter an amount, the statement line is visible on the Review Disputes - Dispute page until it has been identified as collected.
The Credit Collected option displays the status of the disputed amount. If clear, the dispute is still open. If selected, the dispute has been identified as collected or closed on the Review Disputes - Dispute page.
Select the Transaction tab.

The Transaction tab displays.
Select the Line Details button to view the details of the transaction.

NOTE: For UAT purposes, please skip steps 17-20. For UAT, the uploaded test pcard file might not show the "line details" icon.

The ProCard VISA Trans Details window displays. Use it to review the transaction details. The information on this page will differ depending on the type of card used for the transaction.
Select Return.

The ProCard VISA Trans Details window disappears.
Select the Comments button to enter comment text that remains with the associated procurement card transaction line. (Optional)

The ProCard Comments window displays.
Enter Comments.
Attach Associated Documents (Optional).
Select OK.

The ProCard Comments window disappears.
Select the Distribution button.

The ProCard Account Distribution window displays. Use it to split accounting distributions or override defaults for a statement line.
The key difference between this page and the Distribution Templates/Reset Status page is that this page affects one statement line at a time.
Use the Chartfields tab to manually override the distribution information for the statement line by changing any of the distribution field values in the scroll area.
Select the Details/Tax tab.

If the Sales/Use Tax Information should be updated, please follow steps 39 - 41.

The Details/Tax tab displays. Use it to review the tax information associated with this transaction.
Select the Asset Information tab.

The Asset Information tab displays. Use it to review the asset information associated with this transactions.
Select the Statuses tab.

The Statuses tab displays. Use it to review the status information associated with this transaction.
Select OK.

Pro Card Account Distribution Statuses tab

The ProCard Account Distribution window disappears.
Select a transaction and then Select on Purchase Details (Optional).

Purchase Detail Screen shot - highlighted checkbox and Purchase Details

Here you can link a purchase order to the transaction (Optional).

Note that at the bottom of the Purchase Details screen, the Tax Paid box defaults to checked. If Tax is not included and Use Tax should be added, please continue with steps 41 - 42.

If Tax is 'paid' go to Step 43. Otherwise, select on Sales/Use Tax link on the bottom if Sales/Use Tax needs to be applied to the transaction.

Sales/Use Tax box highlighted in screen image

The Sales/Use Tax page opens. Select either 'Item is Exempt' OR 'Use Tax Applicable' and select your Tax Destination. Based on the Tax Destination, Tax Code/SUT Code Pct/Sales Tax will be defaulted. Sales tax percentage can also be manually entered (Optional).
Select the OK button to return to “ProCard Purchase Order” Page.
Select the OK to return back to Transactions.

You can change the status of a card transaction for individual lines or for many lines in mass. To update the status of an individual line, select a value in the Status list.
Select the "Approved" or "Verified" list item. Only users with approval role will be able to “Approve” transactions.
Select Save.
You can also run Budget Check process from here. Just select the line and select Validate Budget.

Process complete.

Resolving Disputed Transactions

Navigation: NavBar > Navigator > Purchasing > Procurement Cards > Reconcile > Review Disputes

The Review Disputes Search page displays.
Enter Employee ID.
Select Search.

Use the Procurement Card Transactions page to view and resolve disputed transactions. The statement lines that appear on this page are lines with a dispute amount where the Credit Collected option has been cleared.
Select the Comments button to enter comment text that remains with the associated procurement card transaction dispute.
The Dispute Amount field displays the difference in the amount between your records and the transaction amount. Appears by default from the Reconcile Statement - Procurement Card Transactions page.
The Description appears by default from the Reconcile Statement - Procurement Card Transactions page, but you can change it here.

Select the Billing tab.
Review the information on the Billing tab.

Select the Cardholder tab.
Select the Collected option.
Select the Save button.

Process complete.

Splitting and Updating Transaction Lines

You can split incoming transaction lines to provide greater detail in your Reconciliation actions.

Navigation: NavBar > Navigator > Purchasing > Procurement Cards > Reconcile > Reconcile Statement

The Reconcile Statement Search page displays.
Enter search criteria to identify your statement.
Select Search.

The Procurement Card Transactions page displays. Use it to review, manage, and approve procurement card transactions loaded by the Load Statement process. You can view all of the procurement card transactions that you have been granted authority to access on the Cardholder Profile - Card Data: Assign Proxies page.
Review the P-Card transactions.
Use the Selection checkbox to the left of the line you want to split to select one of the transaction lines.
Select the Split Line link at the bottom of the page.

The ProCard Transaction Splits window displays.
Select the Add a New Row [+] icon.
Enter an appropriate description for both items as necessary to identify what the new splits represent in the Description field.
Distribute the original amount between the Billing Amount fields.

Note: The Percentage fields will recalculate. Billing Amount fields must total 100%.

Select OK.

Note: There are now two line items for the original Merchant and Trans Date.

The ProCard Transaction Splits window disappears.
Select the Comments icon to add a comment to the split lines.

The ProCard Comments window displays.
Enter Comments.
Select Attach to attach Associated Documents.
Select OK.

The ProCard Comments window disappears.
Select Save.
To complete reconciliation processing of P-Card transactions, refer to the Reconciling P-Card Transactions/Statements Manually QRG.

Process complete.

Budget Checking Procurement Cards

Navigation: NavBar > Navigator > Purchasing > Procurement Cards > Process Statements > Budget Chartfield Validation

The Budget Chartfield Validation run control ID search page displays.
You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use.
Select the Find an Existing Value tab.
Select Search.

Budget Chartfield Find an Existing Value tab

The Budget Chartfield Validation page displays.
Select the Always option.
Enter the desired information into the Description field.
Specify the Card Issuer. Select "Value".
Select the Card Issuer list and enter desired value.
Specify the Billing Date. Select "Value".
Select the Billing Date and enter desired value.
Select Run. Please refer to the Process Scheduling QRG for instructions.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
Ensure that the Select checkbox for Process Name = "FS_BP" is checked.
Select OK.

The Process Scheduler Request page disappears.
Note the Process Instance number.
Select Process Monitor.

The Process List tab displays.
Select Refresh until your process Instance's Run Status = "Success" and its Distribution Status = "Posted".

Process complete.

Load Voucher Stage Process

Navigation: NavBar > Navigator > Purchasing > Procurement Cards > Process Statements > Load Voucher Stage

The Load Voucher Stage run control ID search page displays.
You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use.
Select the Find an Existing Value tab.
Enter Run Control ID.
Select Search.

Load Voucher Stage Find an Existing Value page

The Load Voucher Stage page displays. Use it to run the Voucher Stage Application Engine process to load the PCard Approved Transactions into the Voucher staging table.
Enter SetID.
Enter Card Issuer.
Enter Billing Date.
Select one of the options in the Invoice Date to Use field: Billing Date, Enter Date or Today. If Enter Date is chosen, input Invoice Date in the Invoice Date field.
Enter Business Unit.
Optionally, you may enter a unique Invoice Number.
Optionally, you may increase the Max Voucher Lines.
Keep Transaction Status Criteria as "Approved Status".
Keep Budget Status Criteria as "Valid Budget Status".
Keep ChartField Status Criteria as "Valid ChartField Status".
Select Run. Please refer to the Process Scheduling QRG for instructions.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
Ensure that the Select checkbox for the PO_CCVCHRSTG process is checked.
Select OK.

The Process Scheduler Request page disappears.
Note the Process Instance number.
Select Process Monitor.

The Process List tab displays.
Select Refresh until your Process Instance's Run Status = "Success" and its Distribution Status = "Posted'.

Process complete.

Add New PO Receipt

Navigation: NavBar > Navigator > Purchasing > Receipts > Add/Update Receipts

The Receiving search page displays.
Select the Add a New Value tab.
Enter Business Unit.
Allow Receipt Number to default to "NEXT", unless there is a compelling reason to do otherwise. The system will assign a unique receipt number later.
Select Add.

The Select Purchase Order page displays.
Enter search criteria to identify your purchase order.
Select Search.

The Retrieved Rows section of the page populates.
Select the Sel checkbox for your purchase order.
Select OK.

The Maintain Receipts Receiving page displays.
Select Header Details.

The Header Details page displays. The required header details fields will be filled out automatically if you are creating a PO Receipt, which is what this QRG is guiding you to do. Entering all other fields are optional. Use this page to view and enter receipt header information.
Select OK.

The Header Details page disappears.
Optionally, select the Header Comments/Attachments link.

The Receipt Header Comments page displays.
You may enter comments and attach your documents here.
Select OK.

The Receipt Header Comments page disappears.
Optionally, select the Activities link.

The Receipt Activity page displays.
Use this page to add or review activities associated with the receipt header, including Due Date and Comments. (This is an optional step). This is used to track activities/tasks that may be associated with the receipt. This also works as a reminder to carry out activities (depending on your college business process) that should be carried out once the goods are received.
Select OK.

The Receipt Activity page disappears. Select the arrow to expand the Header section.
Enter Supplier ID and Ship To Location. This will default from PO selected.
Enter Receipt Qty and Recv UOM in the Receipts Lines tab. Use the Receipt Qty and Recv UOM fields to enter the quantity delivered and the UOM in which it was received. When you enter the receipt quantity for a line, the system calculates the Accept Qty value by subtracting the rejected quantity from the receipt quantity.
The Accept Qty field displays the quantity of items accepted. When you enter a Receipt Qty value for a line, the system calculates the accepted quantity by subtracting the rejected quantity from the receipt quantity.
Select the Details link.

The Receipt Line Details page displays. This page formats the information that you see here and on the subsequent tabs in a single long page format.
Select Return.

The Receipt Line Details page disappears.
Select the More Details tab.

The More Details tab displays. Use it to enter or view information such as:
- Whether inspection is required (checkbox inspect and enter inspect Qty)
- The quantity and action for item rejects.
- RMA information.
- The received quantity less the quantity of items rejected and returned.
- The allocation type for the receipt.
- The Ship To location.
Enter Reject Qty and Reject Reason (optional).
Select Save.

The system displays a message that the receipt is being updated. If you carry out additional processing, you need to reopen the receipt in the Update mode. Select the OK button
Notice that the system generates a receipt ID for the receipt that you created.
Notice that the Receipt Status has been updated. Values are:
- Closed (closed receipt)
- Hold (hold receipt)
- Moved (moved to destination)
- Open (open)
- Received (fully received)
- Canceled (canceled)

Process complete.

Enter Non-PO Receipt

Navigation: NavBar > Navigator > Purchasing > Receipts > Add/Update Receipts

On the Receiving search page, select the Add a New Value tab.
Enter or look up Business Unit.
Allow Receipt Number to default to "NEXT", unless there is a compelling reason to do otherwise. The system will assign a unique receipt number later in this process.
Ensure that the PO Receipt checkbox is unchecked.
Select Add. The Maintain Receipts Receiving page will display.

On the the Maintain Receipts Receiving page, select the Header Details link. The Header Details page will display.

On the Header Details page, view and enter receipt header information.
Enter or look up Supplier.
Enter or look up supplier Location.
Enter or look up Ship To.
Select OK. The Header Details page will close.

On Maintain Receipts Receiving page, use the Receipt Lines tab to enter or look up Item.
Enter Receipt Qty.
Enter or look up Recv UOM.
Select the Links and Status tab.

On the Links and Status tab, select the Distrib icon. The Receipt Distribution page will display.

Maintain Receipts Receiving page Report Lines tab

On the Receipt Distribution page, select the ChartField Information tab.
Enter ChartField information.
Select OK. The Receipt Distributions page will close.

On the Maintain Receipts Receiving page, select the Header Comments/Attachments link. The Receipt Header Comments page will display.

On the Receipt Header Comments page, you may attach your documents.
Select OK. The Receipt Header Comments page will close.

On the Maintain Receipts Receiving page, select Save.

The system will generate a Receipt ID for the receipt created.
The Receipt Status will be updated.

Note: Possible Receipt Status Values are:

• Closed (closed receipt)

• Hold (hold receipt)

• Moved (moved to destination)

• Open (open)

• Received (fully received)

• Canceled (canceled)

Procedure complete.

Adjusting the Status of a Purchase Order Receipt

Navigation: NavBar > Navigator > Purchasing > Receipts > Add/Update Receipts

The Receiving search page displays.
Select the Find an Existing Value tab
Enter Business Unit.
Enter Receipt Number.
Select Search.

The Maintain Receipts Receiving page displays. Use it to create receipts for non-purchase order and purchase order line items.
Select Header Details.

The Header Details window displays.
Select the Hold Receipt option to hold processing of this receipt in PeopleSoft Purchasing.
Select OK.

The Header Details window disappears.
Select Save.
Notice that the system generates a receipt ID for the receipt that you created.
Notice that the Receipt Status has been updated to "Hold Receipt".

Process complete.

nitiating a Return

Navigation: NavBar > Navigator > Purchasing > Return To Vendor / Supplier > Add/Update RTV

The Return to Vendor/Supplies search page displays. Enter existing data, or select the Add a New Value tab on the Return To Vendor / Supplier page to add a new value.
1. If it didn’t default, enter or select the business unit in the Business Unit field.
2. In the Return To Vendor (Supplier) ID field - leave the default value of NEXT (unless your business practice directs otherwise).
3. Select the Add button.

Return to Vendor Supplier Add a New Value tab

The Maintain Return to Vendor / Supplier page displays. Select the Select PO link.

The Select Purchase Order pagelet displays. Enter or select the PO number in the ID field, then select the Search button.

Note: If you do not know the PO number, you can enter the Supplier, or other search criteria to assist in a search to help you locate the PO number.

Select the PO you are returning against, then select OK.

The Select Purchase Order pagelet disappears. Complete the RTV Lines:
1. Use the Action drop-down button to select an action for the returned merchandise. The selection determines the other options on this page. Choose from the following values:
  - Credit (return for credit): The goods are to be returned to the supplier, and no replacement of these returned goods is requisitioned.
  - Exchange (return for exchange): You are returning the item, and you want a different item to be sent to you. This option triggers a Workflow event to a buyer.
  - Replace (*return for replacement): The returned materials will be received against the original purchase order again, after the supplier ships replacement goods for the returned items.
2. Use the Disposition drop-down button to select the appropriate disposition for the return.
3. Enter or select a return reason in the Reason field.
4. If appropriate, enter an RMA number in the RMA Number field.
5. If appropriate, enter the RMA line number in the RMA Line field.
6. If applicable, enter the return quantity in the Return Qty field.
7. If applicable, enter the ship quantity in the Ship Qty field.
8. If applicable, enter or select the ship date in the Ship Date field.
Select Save.

The Return to Vendor/Supplier page updates. The RTV ID field now has the RTV ID number assignment.

Process complete.

Receiving a Line

The purchasing receiving business process enables you to receive, inspect, return, and put away received goods. You can receive inventory or non-inventory items, with or without associated purchase orders. Direct ship orders are not eligible for receiving, because they are normally sent directly to a customer site and received there.

Navigation: NavBar > Navigator > Purchasing > Receipts > Add/Update Receipts

On the Receiving search page, enter criteria to find an existing value or select the Add a New Value tab.
1. Enter or select Business Unit.
2. In the Receipt Number field - leave the default value of NEXT (unless your business practice directs otherwise).
3. If this is a PO Receipt, leave the checkbox selected. Otherwise, unselect the checkbox.
4. Select Add.

The Select Purchase Order page displays. If you kept the PO Receipt checkbox, your screen will look like this.
1. Enter your search criteria and select Search. The search functionality of this page enables you to perform a broad or narrow search on purchase orders based on a variety of search criteria.
2. Select the row for the appropriate PO then select OK. The Receiving page displays.
3. In the Receipt Qty Options section of the Select Purchase Order page, choose from one of the following to determine the receipt quantity to appear (these fields specify quantities to transfer to the receipt):
  - No Order Qty (no order quantity) – Select this option to signify that the receiver must enter the actual quantity received. This selection requires a live count of the items prior to receipt in the system. If selected, the copy function does not transfer order quantities to the receipt. You will need to manually enter all receipt quantities.
  - Order Qty (order quantity) – Select this option to automatically make the received quantity the purchase order quantity. This selection makes the receipt quantity the purchase order quantity regardless of any prior receipt quantity.
  - PO Remaining Qty (purchase order remaining quantity) – Select this option to have the receipt display the numeric difference between the quantity ordered and the current quantity received. Selecting this option replaces the received quantity with the quantity that has not yet been received.

If you did not select the PO Receipt check box your screen will look like this.
1. Select the Interface Asset Information link to access the Pre-AM1 page. Use this page to preview and correct data that is being sent to Asset Management. If the stock is to be tracked as an asset, enter asset information, including serial, asset IDs, and asset tag information, using the Asset Management Information page.

Process complete.

Run the Close Requisition Process

Use the Close Requisitions process to close requisitions that are fully canceled or fully sourced and no longer need to be modified. When you run the Close Requisitions process, it reconciles requisition-related settings and statuses to change the status of applicable requisitions to C (completed).

The benefit of this status change is that completed requisitions no longer appear in your list of available requisitions when you access requisition pages in update or display mode. These completed requisitions are also removed from the view in many other situations in which the available options have been set to exclude completed or canceled requisitions. Removing these requisitions from these prompts improves system performance and decreases the time required to find requisitions that you must modify.

If commitment control is enabled, the Close Requisitions process also sets the budget header and line statuses, the KK_CLOSE_FLAG option, and PROCESS_MANUAL_CLOSE option accordingly so that the Commitment Control Budget Processor process (FS_BP) can liquidate pre-encumbrance budget amounts for outstanding requisitions.

Although the Close Requisitions process is optional and you can run it at any time, you should run the process at the end of each month to help improve the efficiency of your requisitioning process. Schedule the Close Requisitions process to run at an interval of your choosing using the ctcLink Process Scheduler or run it manually using the Close Requisitions page.

Use the Close Requisitions page to run the Close Requisitions process and produce the Requisition Reconciliation report.

Navigation: NavBar > Navigator > Purchasing > Requisitions > Reconcile Requisitions > Close Requisitions

The Close Requisitions search page displays. Use Find an Existing Value tab for an existing value OR Add a New Value to add a new value.
Select Search if using Find an Existing Value.
Select Add if using Add a New Value.

Use the Close Requisition page to run the Close a Requisitions process and produce the Requisition Reconciliation report.

Note: To close requisitions, they must be first fully sourced to a PO and that PO should be fully sourced into a Receipt, then a Voucher and a Payment
OR the Requisition must be Canceled (click on the red X on top right of the Requisition page next to the Status Field).

Once the Requisition is fully sourced or Canceled, you can run the Req Close process.

The Close Requisitions page displays.
1. To close all eligible requisitions, select "1 Bus Unit" in Requisition Run Option.
2. Enter your college Business Unit in the Business Unit Field.
3. You can leave the Chartfield Criteria blank, this is optional.
4. Accounting Date for Action can be current date.
5. You can check Update Budget Date Equal to Accounting Date (an optional checkbox which aligns the budget date to the specified accounting date for action).

Use the ChartField Criteria group section to select requisitions for processing based on ChartField values. This option is useful if you are using commitment control and want to process requisitions based on ChartField values.

Select Run.
- When you select Run, Server Name/Recurrence/Time Zone can be left blank.

The Process Scheduler Request page displays. Select appropriate parameters, then select OK.
- From the Process List, you can select PO_REQRQ and then select OK.

Optional to run a Close Requisition Report [PORQ009], the Close Requisitions [PO_REQRCON], or both the Report and Close Requisitions Process [PO_REQRQ].

The Process Scheduler Request page disappears. The updated Close Requisitions page displays. Note the Process Instance number. Select Process Monitor. Refer to the Process Monitor QRG for instructions.

You must have at least one of these local college managed security roles:

ZD Purchasing Inquiry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

To verify if the Requisition is closed, navigate to:

NavBar > Navigator > Purchasing > Requisitions > Review Requisition Information > Requisitions
Use the Requisition Inquiry page to search for the Requisition and check the "requisition status". The Status should show “Complete”.

Run the PO Reconcile and Close Process

Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Reconcile POs > Close Purchase Orders

The Close Purchase Orders search page displays.
To use an existing Run Control ID, select the Find an Existing Value tab; enter the appropriate information into the Run Control ID field, then select Search. ---OR---
To create a new Run Control ID, select the Add a New Value tab; enter a new value in the Run Control ID field; then select Add.

Close Purchase Orders Add a New Value tab

The Close Purchase Orders page displays. The value in the PO Post Run Option list determines which purchase orders are selected for the PO RECON process. Values are:
- 1 Bus Unit: Reconciles all purchase orders within a single business unit. If you select this value, you can enter business unit and ChartField criteria.
- 1 Document: Reconciles a single purchase order within a single business unit. If you select this value, you can enter business unit, purchase order, and ChartField criteria.
- All BUs: Reconciles all purchase orders within all business units. If you select this value, all other fields on the page are unavailable for entry.

Enter the appropriate information into the Business Unit field.
Enter PO number in the PO Number field if PO Post Run Option field is "1 Document".
Use the ChartField Criteria group box to select purchase orders for processing based on ChartField values.

This option is useful if you are using commitment control and want to process purchase orders based on ChartField values.

The Accounting Date for Action field displays the date that is used to determine the open period or allowable open date range for budget checking a purchase order when you are using commitment control. In addition, regardless of whether you are using commitment control, the system updates the accounting date with this date for the purchase orders that were closed by the reconciliation process.
Select the Update Budget Date Equal to Accounting Date check box option.
Select the Run button.

The Process Scheduler Request page displays. Use it to enter or update parameters, such as server name and process output format.
Select the Close Purchase Orders/PO_POREP check box option.
Select OK.

Notice that the Process Instance number appears. This number helps you identify the process that you have run when you check the status.

The Close Purchase Orders page displays. Select the Process Monitor link.

The Process Monitor Process List page displays. Use it to view the status of submitted process requests.
The initial Run Status of the process is "Processing". The process is finished when the Run Status is "Success".
Continue to click the Refresh button until the status is "Success". Click the Refresh button.
The Run Status is now Success.
You have successfully run the PO Reconcile and Close process.

Process complete.

Close Receipt

Navigation: NavBar > Navigator > Purchasing > Receipts > Close Receipts

The Close Receipt run control ID search page displays.
Select the Add a New Value tab.
Enter Run Control ID.
Select Add.

You can run this process by searching for an existing run control ID or you can add a new value. Creating a run control ID that is relevant to the process may help you remember it for future use.

The Close Receipts page displays.
Enter Business Unit.
Enter Receipt Number.
Enter Close Days.

The Receipt Close process uses the Close Days field value from the run control when determining if a receipt is eligible for closing. The process subtracts the Close Days value from the current date time value and compares it to the receipt header Last Change Date field value. The system does not change the receipt status to a Complete status unless the last change date on the receipt header is less than or equal to the current date minus the Close Days field value.

Select Run. Please refer to the Process Scheduling QRG for further instructions.

The Process Scheduler Request page displays. Adjust its parameters as required.
Select OK.

The Process Scheduler Request page disappears.
The updated Close Receipts page displays. Note the Process Instance number.
Select Process Monitor.

The Process List page displays.
Select Refresh until your Process Instance shows a Run Status of "Success" and a Distribution Status of "Posted".

Process complete.

GET	POST
In GET method, values are visible in the URL.	In POST method, values are not visible in the URL.
GET has a limitation on the length of the values, generally 255 characters.	POST has no limitation on the length of the values since they are submitted via the body of HTTP.
GET performs are better compared to POST because of the simple nature of appending the values in the URL.	It has lower performance as compared to GET method because of time spent in including POST values in the HTTP body.
This method supports only string data types.	This method supports different data types, such as string, numeric, binary, etc.
GET results can be bookmarked.	POST results cannot be bookmarked.
GET request is often cacheable.	The POST request is hardly cacheable.
GET Parameters remain in web browser history.	Parameters are not saved in web browser history.

Difference between REST API and SOAP API

PO Functional Flow

Purchase Order from a Requisition

Req-to-PO Sourcing - Via Copy from Requisition

Add a New PO ID

Maintain Purchase Order

Creating a Purchase Order

Copying a Purchase Order

Create of PO by Copying a PO

Perform Purchase Order Budget Pre-Check

Process PO Approvals

Perform Purchase Order Budget Check

Batch Dispatch Purchase Orders

Creating a PO Activity Report

Checking Purchase Order Document Status

Re-Opening a Purchase Order

Update Existing Purchase Order

Cancel Existing Purchase Order

Creating a Change Order to a PO

PO "Review Change History" Screen

Correcting the Budget Date on a Future Dated PO

Adding an Approver Adhoc

Processing Purchase Order Rollover

Two Methods of Rollover

Example of Roll Methods

PO Rollover View Flow Chart

Finding Purchase Orders

Selecting Purchase Orders

Choosing Prior Year Encumbrance Close Method

Step 1: Rolling Purchase Orders - Rollover 1

Step 2: Run Budget Check

Step 3: Rolling Purchase Orders - Rollover 2

Step 4: Budget Check Rolled PO

Choosing Prior Year Encumbrance Open Method

Step 1: Rolling Purchase Orders - Roll Open Encumbrances

Step 2: Run Budget Check

Creating an Express Purchase Order Using a Procurement Card

Closing a Purchase Order

Creating Procurement Contract

Uploading Procurement Card (P Card) Statement

1. Load ProCard Stage Process

2. Load Statement Process

Reconciling P-Card Transactions/Statement Manually

Resolving Disputed Transactions

Splitting and Updating Transaction Lines

Budget Checking Procurement Cards

Load Voucher Stage Process

Add New PO Receipt

Enter Non-PO Receipt

Adjusting the Status of a Purchase Order Receipt

nitiating a Return

Receiving a Line

Run the Close Requisition Process

Run the PO Reconcile and Close Process

Close Receipt

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