Purchase Order Details

From the Finance, Procurement Hub options, select Purchase orders. The Purchase Order List page opens.

Click the PO Number link, or select multiple POs and click Open. The Purchase Order Header and Details page opens.

Make updates to editable header and detail rows as needed.

Use the detail spreadsheet toolbar to undo, redo, cut, and copy changes.

To change which columns are visible, click the Column Selector button in the toolbar and select or deselect columns.

Click Save in the detail spreadsheet toolbar to preserve changes.

From the PO options drop-down, select Create to open the Create Purchase Order page.

On the Create Purchase Order page, enter or select information in the PO header.

1. The PO Date is today's date by default, and you can update it as needed. Required.

2. Enter the Date to Order. Required.

3. Enter a Vendor name and select it from the drop-down. You can also enter the full ID number and press Tab to move to the next field. The system fills in vendor information. Required.

4. Select an Address Code from the drop-down options.

5. If you're submitting the PO on someone's behalf, enter an optional Requested For name and select an option from the drop-down.

6. Enter optional PO Text. This text doesn't appear on any printed reports, but can be helpful for people viewing the PO details.

7. Enter an optional Purchasing Agent name and select it from the drop-down options.

8. Enter an optional Requested By name and select it from the drop-down options.

9. Click the Expand details button to enter the following optional information:

   1. Expiration Date

   2. Desired Ship Date

   3. PO Terms

   4. Carrier to use

   5. Shipping Options

   6. Shipping Goods Here

   7. Send Invoice Here

Enter or select information in the PO details spreadsheet. The following columns are required:

1. Item

2. Quantity

3. Cost Per Unit

4. GL Account Number

Use the spreadsheet toolbar to undo, redo, cut, or copy rows. Right-click in the spreadsheet to insert or remove rows.

Click Create purchase order. The Purchase Order Created. Generate PDF & Create Another? pop-up opens.

Select from the following checkbox options:

1. Create Another Purchase Order. Selected by default. Deselect the checkbox if you don't want to create another PO.

2. Generate PDF of Purchase Order. Selected by default. Deselect the checkbox if you don't want to generate the PDF.

3. Purchase Order Layout. Enabled and required when the "Generate PDF . . . " checkbox is selected.

4. Group Split PO Line Items. Select the checkbox if you want to show line items that were split across multiple GL accounts as a single line item on the PO.

5. Mark as Sent To Vendor. Selected by default and disabled if the "Generate PDF . . ." checkbox isn't selected.

Click Yes, continue. The PO details page opens, and if you generated the PDF, it opens in a new browser tab.

From the PO options drop-down, select Copy. An alert appears with a link to the copied purchase order.

Click the View new purchase order link to open the details page in a new tab.

On the new PO's detail page, fields are prepopulated with information from the original PO by default. Make updates and save changes as needed.

On the Purchase Order Details page, add one or more inventory codes from the Inventory Item column in the details spreadsheet. If there are vendors with lower prices for the selected inventory codes, a Save Money alert displays above the spreadsheet.

Click the Check for lower cost vendors button. The Lower Cost Vendors pop-up opens with a list of vendors that offer all the PO's line items and at least one item has a lower cost than the current vendor.

Review the vendors and click the Use this vendor button for the vendor with the best price. The pop-up closes and the vendor in the header updates to the new selection.

In the details spreadsheet on the Purchase Order Details page, select an inventory code from the Inventory Item drop-down.

Make changes to any of the autofilled fields related to the inventory code.

Click Create purchase order. A Save Changes to Inventory Code? pop-up opens.

To save the inventory item changes in the PO and in the inventory master, click Yes, save changes. Your changes are visible on the Purchase Order Details page and wherever you select this inventory code in the system.

To save the inventory item changes only to the PO and not in the inventory master, click No, don't save. Your changes are visible on the Purchase Order Details page, but the original details from before your updates will be used when you select this code again.

In the details spreadsheet on the Purchase Order Details page, enter a new inventory code in the Inventory Item column.

Complete the remaining fields for the item, including the following.

Add additional line items to the PO as needed.

Click Create purchase order. A Create New Inventory Code? pop-up opens.

To create a new inventory code and add it to the inventory master, click Yes, create. The new code is available on the Purchase Order Details page and can be selected from the Inventory Item column for future POs.

To use the inventory code only in the current PO, click No, don't create. The code is visible on the Purchase Order Details page, but it won't be available from the Inventory Item column on future POs.

From the PO options drop-down, select Create communication. The Create New Communication pop-up opens. Several fields are prepopulated and you can update them if needed.

In the Communication Type field, Email is selected by default.

The Interaction Code, Name / Description field is set to Purchase Order Email by default.

The From field is prepopulated with the PO requester's email.

The To field is prepopulated with the vendor name and email.

The Contact Type is set to Institutional Priority by default.

The Subject is prepopulated with the PO number and text, and you can change it as needed.

The Body is prepopulated with a generic message about the PO, and you can change it as needed.

Click Send. The PO file is automatically attached to the email, and the PO details page is updated with a note that the PO was sent to the vendor.

From the PO options drop-down, select Generate report. The Generate Report pop-up opens.

Select a Purchase Order Layout. Required. The default selection is Original, and any customized PO layouts are available for selection.

The Group Split PO Line Items checkbox is deselected by default. Select the checkbox if you want line items that are split between multiple GL accounts to appear as a single line on the PO.

The Mark as Sent to Vendor checkbox is selected by default. When selected, a note on the PO details page displays the date and time the report was marked as sent.

Select the File Format for the report. The default format is PDF, but you can select additional file formats, including HTML, XSLX, and others.

Click Yes, generate. The file either appears in a new browser tab or downloads to your machine.

From the PO options drop-down, select Unencumber. The Unencumber Purchase Orders? pop-up opens.

Review the Purchase Order to Unencumber.

In the Use this date for Unencumbrances section, select one of the following options:

1. New Date. Selected by default with today's date. You can change the date as needed.

2. Original PO transaction date.

Click Yes, unencumber. The remaining balance is cleared and a success alert appears at the bottom of the page.

On the Purchase Order Header and Details Page, click the Download button in the details spreadsheet toolbar. The Download to Excel pop-up opens.

Select options for the Excel format and data columns.

Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.

From the PO options drop-down, select Delete. The Delete Purchase Order? pop-up opens.

Review the warning message and click Yes, delete to remove the purchase order, its comments, and its attachments from the system.