Create a Purchase Order Manually Version

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Overview of Manual POs

Creating purchase orders and moving through the purchasing workflow is streamlined with Supply Chain. The application automatically performs purchase order tasks for you; for example, generating a purchase order for a stock item when the on-hand quantity runs low. The application uses the Response Formula to create purchase orders that replenish inventory.

If you wish, you can manually create a purchase and authorize purchase orders for stock, non-stock, or non-file items. Item types can also be combined on a purchase order. Manual purchase orders trigger the automatic creation of a parallel requisition (if none exists in the system). The system uses the Item Description on the purchase order to generate the requisition. The requisition has a Status of Approved. The requisition's description is in the form "Created for Org XXX PO YYY." Items are listed as backordered until the PO is received. (When items are received, the system automatically releases the items from backorder. See Note at the end of this topic.)

Supply Chain supports EDI purchase orders created automatically through the requisitioning process, or manually. See Set Up and Maintain EDI Vendor Relationships for instructions on setting up your organization for EDI.

Financial Reporting Fields

Your site may be set up to use Financial Reporting Fields in various parts of the application. Similarly, you may also be using Project Codes and Fund Codes.

Financial Reporting Fields, along with Project Code and Fund Code let you generate reports on non-account code fields. For example, your site might define Physician as a financial reporting field. Users could then select the physician associated with a manual invoice or a purchase order, for example.

If financial reporting fields are used by your site, the Fin Reporting tab appears on the purchase order header and line entry panels. (Otherwise, this tab does not appear.) You can enter field values on the tabbed panel.

Details are in Using Financial Reporting Fields in ERP.

Security

ePHI Features

Features are built into the system to ensure the privacy of electronic protected health information (ePHI), in compliance with HIPAA requirements. One applicable area is processing purchase orders: creating, editing viewing, and printing purchase orders. For bill-only purchase orders, for example, the Case Info panel contains patient information.

On a User Profile, the Hide ePHI Data field determines whether a user can access patient data. When Hide ePHI Data is checked, a detailed series of restrictions apply to the user's access to ePHI records. Patient information on purchase orders is subject to restrictions governed by this User Profile field.

In sum, if Hide ePHI Data is checked, the user cannot access patient-identifying information.

- All areas of working with purchase orders are affected. Users who do not have permission to work with patient information cannot create, edit, or display that information on POs.
- Also, in printing or faxing of a PO with patient information, the patient data is hidden.

The list of restrictions and examples is outlined in the ePHI documentation.

User Access to Purchase Orders

To access organization, department, or asset location data, the organization, department, or asset location must be included in your data profile.

The "Purchasing" role object setting Create (or All) allows you to create and copy purchase orders.

User Access to Purchase Order Documents

The "Documents" role object controls access to PO documents. The setting Create (or All) allows users to create and copy documents. The default setting is Create. Only users with the setting All can delete documents.

To create a regular purchase order:

If you are creating a purchase order to be sent to an internal vendor, read Creating POs for Internal Departments, in addition to the procedures below.

  1. From the Materials Management main Contents, click Purchasing > Purchase Orders. The Purchase Orders list appears.
  2. Click New. The Create New PO panel appears.
  3. Complete the fields on the header and on the tabbed panels shown in Figure 1. Any field marked with * is required. Enter information in other fields as needed.
    Click Help for information on the fields.
    Below are some notes.

Figure 1 - Create Manual PO, first panel

PO No - Insert a PO number, or let the system assign a PO number when you submit the form. If you wish to supply your own PO number, it must begin with a letter value, e.g., "A12345, CHC1551, MAIN3342, etc."

Vendor No - The Vendor No is a required field. Click the prompt (...) to select the Vendor No. You can use the prompt to search by Vendor Name, Default Buy-From Location, Vendor Number, Vendor ID, or Vendor Group.

Buy From Location - The application automatically fills in the Buy From Location using the default buy-from location from the vendor record.

Ship To Organization, Ship To Location - The Ship To fields are populated from the asset location in your current settings. You can change the values in these fields if needed, however.

Buyer - Select the id of the buyer from the prompt (...)

General tab fields:

PO Type field - Select Regular from the prompt (...). Regular is the default.

PO Match Type field - The application defaults to Invoice.(See the discussion of invoice matching.) No Match is used for internal vendors.

Additional Information tab fields:

PO Comm Type - Click the prompt (...) to select the method you will use to transmit the PO to the vendor. The default is set in the vendor records, but you can override the default.

- Select EDI (if it is not the default) to send EDI purchase orders.
Note: the The vendor must be set up for EDI processing.

- Select Fax to fax the PO if you have automatic faxing turned on. In that case, when you authorize the PO by clicking Finish Now, it is faxed to the vendor buy-from location. See Using the automatic fax feature.
Note: Automatic faxing of POs requires the feature to be enabled. You also must include a fax number in the vendor buy-from location record.


Ship To
tab fields:

These fields default to the address designated in the Ship To Location fields.

ERP allows EDI 810 invoices for regular, blanket, bill-only, and standing POs. You can assign invoice approvers on the requisition (and they will propagate to the PO and invoice), on the PO (and they will propagate to the invoice and back-copy to the requisition), or on the invoice itself. Use the fields on this tab to assign invoice approvers i in case the vendor sends you an EDI 810 invoice for the PO. See Approver Assignments for EDI 810 Invoices for details. Also, see Approval Processing for EDI 810 Invoices.

  1. Click Save, then click Submit. The Purchase Order header panel and the tabbed panels appear (Figure 2). The Purchase Order Lines panel appears at the bottom and shows No Data. As you add lines to the purchase order, the lines appear on the Purchase Order Lines panel.

Figure 2 - Create Manual PO, second panel

  1. Review the information in fields on the tabs: PO, Matching, Shipping, Buy From / Org, Other, and Invoice Approvers. Make changes or add information as needed. Click Help for information about each field.:

    Header
    Asset Location: The default Asset Location for your department appears in the box. You can use prompt (...) to select any Asset Location that you are authorized to use.

    PO tab
    Buyer: Select the buyer from the prompt (...).

    Matching tab
    Payment Terms, Discount Terms, PO Match Type

    Shipping
    tab
    On the Shipping tab, If the department needs direct delivery of the items, review the information in the separate POs discussion. You may need to enter values in the Ship To Location and other Ship To fields.

    - Ship to Location: This field lets you specify a delivery location for the PO (other than the normal Asset Location, if one exists). Use the prompt to select a department from the list.
    - Ship To Name, Address Line 1-3, Ship To City, Ship To State, Ship To Zip, Ship to Country: Address elements.
    - Expected Delivery Date: The date when you expect the PO to be delivered.
    - Freight Type: The freight type, if known.

    Other tab
    Fields you can change:
    PO Comm Type, Reason Code PO, Include in Lead Time, Confirmed, Confirmation Number, Project, Fund - See the Help.
    Send EDI When Authorized
    - Authorizing the PO triggers its being sent. If this field is not checked, you can manually send the PO when it is authorized.

    Information fields on the Other tab:
    Send EDI When Authorized
    - For EDI purchase orders, checking this box sends the PO when it is authorized. If you wish to authorize and send EDI purchase orders in two separate steps, leave this box blank.
    Auto Authorization Status
    - For EDI system-generated purchase orders, FAX purchase orders, and email POs: if purchase orders for the vendor are automatically authorized, information about the PO's authorization status appears in this field. If the PO is not eligible for auto-authorization, the value in this field is Not Eligible.
    Note: Manually-created purchase orders cannot be auto-authorized.
    Receive Consignment PO - All When Authorized
    - If the purchase order is for a consignment item, when this box is checked, a receipt is created for the entire Ordered Quantity at authorization.

Entering lines on a purchase order

Several different methods are available to you for entering purchase order item lines.

Enter Items and Qtys Tab*
For quick entry of file item lines, click the Enter Items and Qtys tab.
This tab is useful when you need to provide very little information about a file item.

Note:
If financial reporting fields are enabled for your site, and you wish to enter them on a PO line, with this method, you must edit the line after you create it.
The edit panel contains a tab for financial reporting fields.

Select Vendor Items*
To select file items from a list, click the Select Vendor Items tab.

Note: If financial reporting fields are enabled for your site, with this method, you must edit the line after you create it to enter the fields.
The edit panel contains a tab for financial reporting fields.

Enter Non-File Items and Qtys*
For quick entry of non-file item lines, select Enter Non-File Items and Qtys.

"Traditional" PO Line panel
For either file or non-file lines that require some detailed information, click New (in the lower section of the Purchase Order panel)
The "traditional" PO line entry panel is displayed.

*You can only use this panel with a regular, blanket or standing PO.
The sections below describe each panel for entering PO lines.

Using the Enter Items and Qtys panel

The Enter Items and Qtys panel (Figure 3) is useful for quick entry of file (stock and non-stock) items Little information is required to create a PO line.

Figure 3 - Enter Items and Qtys Panel for a Purchase Order

  1. Click the prompt next to the Item Number field, and select the item from the list.
  2. Enter the Ordered Quantity for the item.
    The application fills in the Ordered UOM with the item's default UOM for purchase orders.
    You can change the UOM by clicking the prompt. If you are ordering a substitute item with  different packaging than the usual item, see  Ordering substitute/replacement items with different units of measure.
  3. If the line is a non-stock or direct delivery item, and intended for direct delivery to one department, complete the Organization and Department fields.
  4. If the line is a non-stock or direct delivery item for distribution among several departments, you need to complete the Backorder panel. Do the following: The Backorder Purchase Order Line to Department panel appears (Figure 4). Follow the instructions below for completing the Backorder panel
  5. After you enter each line, click Save.
    A blank panel is displayed so that you can enter another line, if you wish.

    When you are finished entering lines, click the Purchase Order tab. All the PO lines appear at the bottom on the Purchase Order Lines panel. If you wish to change or delete lines, you can do so. (See Tools on the Purchase Order Lines Panel.)

    You can authorize the PO immediately, or authorize it later. See Authorizing a PO.

Using the Backorder Panel

Figure 4 - Backorder Panel

Supply Chain uses the data you provide to automatically create a requisition for the item. The requisition is a backorder, since the PO is for a non-stock item. (The application will not allow POs to be authorized unless there is an associated requisition for all non-stock items.) Alternately, the application may add the item to an existing requisition for the department or departments.

Using the Select Vendor Items panel

The Select Vendor Items panel (Figure 5) displays a list of items for the vendor, asset location, and buy-from location identified in the PO header.

Figure 5 - Select Vendor Items Panel for a Purchase Order

  1. Use the Quick Filter or Position To field to locate each item that you wish to order. If multiple pages of items exist, scroll forward to move through the pages. (NextPage takes you forward. PrevPage takes you back.)
  2. Enter the Ordered Quantity.
    The default unit of measure for purchasing the item is in the PUOM column. When you click Save, the item line is removed from the Enter Quantities list and added to the PO Lines list.
  3. If the line is a non-stock or direct delivery item, and intended for direct delivery to one department, enter values in the Backorder / Deliver to Organization and Backorder / Deliver to Department fields.
  1. If the line is a non-stock or direct delivery item for distribution among several departments, you need to complete the Backorder panel before the application will let you authorize the PO.
    Do the following:

  2. When you finish selecting items from the list, you can add any non-file items to the PO. Use the Enter Non-File Items panel or the Non-File Item Information panel.
  3. When you are finished entering all the lines, click the Purchase Order tab.
  4. Click Refresh.
    All the PO lines appear at the bottom on the Purchase Order Lines panel. If you wish to change or delete lines, you can do so. (See Tools on the Purchase Order Lines Panel.)

    You can authorize the PO immediately, or authorize it later. See Authorizing a PO.

Using the Enter Non-File Items Panel

The Enter Non-file Items and Quantities panel (Figure 6) lets you order non-file items quickly. The panel lets you specify the minimum information that you need to order a non-file item.

Non-file purchase order lines are one-to-one for a department: The entire quantity of the item is delivered to the department designated. You cannot split the quantity on a non-file line among multiple departments.

Figure 6 - Enter Non-File Items and Qtys Panel for a Purchase Order

  1. Complete the required fields on the panel (See Figure 6.)
    Required fields in the panel contain an asterisk *, Only eight fields are required:

    Item Description Deliver To Department
    Ordered Quantity Expense Code
    Manufacturer ID Manufacturer Item Number
    Deliver To Organization Ordered UOM

  2. Verify and change non-required fields as needed.
    Click Help for a description of all fields if you wish to enter additional information.
    Notes:
    - For non-file lines, the Taxable flag is turned on by default if the organization record has Calculate Tax for Materials Transactions selected. See "To enter tax data for an organization" for details.
    - To add the item to the Item Catalog, use the Create as Item field, and select either Create Stock (to make the item a stock item)
    or Create Non-Stock (to make the item a non-stock item).

  3. Select a Deliver to Location if applicable.
  4. Click Save.
  5. Click Submit. The PO Header and PO Lines panel reappears.
  6. Click Refresh to see the item line that you added.

To enter more lines, you can use the panel again for any non-file items. For file items, you can use the Enter Items and Qtys, Select Vendor Items, or the Traditional PO panels.

All the PO lines appear at the bottom on the Purchase Order Lines panel. If you wish to change or delete lines, you can do so. (See Tools on the Purchase Order Lines Panel.)

You can authorize the PO immediately (Authorize Now) or authorize the PO later (Authorize Later).

The application uses the item information you provide to automatically create a requisition for the item. Alternately, the item may be added to an existing requisition.

You can include the same item multiple times on any manually-created PO. If the PO contains duplicate lines, a message appears asking you to verify that you want the duplicates.

Using the "traditional" PO Line Panel

At the bottom of the Purchase Order panel is a space for purchase order lines. The New button appears on the right. Click New to add lines to the purchase order. The PO Line header appears along with tabbed panels (Figure 7).

To enter stock items on a PO:

  1. Select the Item Information tab to order stock items.

Figure 7 - Enter a Stock or Non-Stock Item

  1. On the Item Information tabbed panel, select the Item No from the prompt (...).

  2. Enter a quantity in the Ordered Quantity field.
    The system completes the Ordered UOM (unit of measure) field using the Default Purchase UOM for the item.(You can change the value of the Default Purchase UOM to any valid purchasing UOM.)

  3. Enter information in other fields as needed on the Item Information tabbed panel.
    Click Help for field information.
    Here are some additional notes:
  4. Click Save, then click Submit.
    The PO Header and the PO Lines panel appears.
  5. Click Refresh to see the item that you added.

Click New to add more lines to the PO. You can also use one of the tabs at the top of the Purchase Order panel to enter PO lines: Enter Items and Qtys Tab, Select Vendor Items, or Enter Non-File Items and Qtys.

When you finish entering lines, click the Purchase Order tab. All the PO lines appear at the bottom on the Purchase Order Lines panel. If you wish to change or delete lines, you can do so. (See Tools on the Purchase Order Lines Panel.)

You can include the same item multiple times on any manually-created PO. When a PO contains duplicate lines, a message appears asking you to verify that you want the duplicates.

You can authorize the PO immediately (Authorize Now) or authorize the PO later (Authorize Later).

To enter non-stock items:

  1. Select the Item Information tab to order non-stock items.
  2. On the Item Information panel, select the Item No from the prompt (...).
    (Ignore the Non-File Item Information tab. Stock and non-stock items are both ordered on the Item Information tab.)
  3. Enter a quantity in the Ordered Quantity field. The application completes the Ordered UOM (unit of measure) field using the Default Purchase UOM for the item. (You can change the value of the Default Purchase UOM to any valid purchasing UOM.)
  4. Complete other fields on the panel as needed. Click Help for details.
    - Non-stock items can be receiptless. For a receiptless non-stock item, leave the Receipts Required field blank. See Notes on Receiptless Purchase Order Lines.
  5. If the non-stock line is intended for direct delivery to one department, complete the Organization and Department fields.
  6. If the line is for distribution among several departments, you need to complete the Backorder panel. Do the following:
    - Leave the Organization and Department fields blank.
    - Click Save.
    The Backorder Purchase Order Line to Department panel appears (Figure 4)
    - Follow the instructions in Using the Backorder Panel, then return to this step.
    When you are finished with the Backorder panel,

To create more lines for the PO, click New.
Alternately, select one of the tabs at the top of the Purchase Order panel to enter PO lines: Enter Items and Qtys Tab, Select Vendor Items, or Enter Non-File Items and Qtys.
You can include the same item multiple times on any manually-created PO. When a PO contains duplicate lines, a message appears asking you to verify that you want the duplicates.
- When you are finished entering lines, click the Purchase Order tab. All the PO lines appear at the bottom on the Purchase Order Lines panel. If you wish to change or delete lines, you can do so. (See Tools on the Purchase Order Lines Panel.)
- You can authorize the PO immediately (Authorize Now) or authorize the PO later (Authorize Later).

To enter a non-file item:

  1. Select the Non File Item Information tab to order non-file items.

  2. Complete the required fields on the Non File Item Information tab. (See Figure 8).

Figure 8 - Enter a Non-File Item on a PO

Fields that you can enter are in the table below. Not all fields in the table are required. Required fields are marked with an asterisk *.

Table 1 - Fields for a Non-File Line

Item Description
A brief description of the item.
Ordered Quantity
The quantity ordered.
Unit Cost
The cost of the Ordered UOM.
Extended Cost
The Extended Cost (quantity X unit cost) for the PO line.
Vendor Item No
The vendor's identifier for the item.
Manufacturer ID
The numeric identifier assigned to the manufacturer of the item.
This value is stored in the system.
Deliver to Organization
Enter the organization that will take delivery of the item.
Deliver To Department
This field specifies the department that the item must be delivered to.
(The item is normally charged to this department).
Deliver to Location
A departmental delivery location. Some departments may have
several delivery locations.
In that case, you can specify different delivery locations for PO lines.
Expense Code
The code that the application uses to identify the account where
the item cost is expensed.
Charge To Department
A code for the department to which the item is charged.
The Expense Code is used to define an account for the expense
in the charge-to department.
Override Charge To Department
The department that is charged for the item, if the normal
Charge To Department is not charged.
Expected Delivery Date
The date when delivery is expected.
Discount Percent
A percentage discount offered on the item.
Project Code
Code for a related project.
Fund Code
Code for a related fund.
Contract Number
The number of any contract that governs purchasing of the item.
Commodity Code
If a Commodity Code is associated with the item, click the prompt to select it.
UNSPSC code
The UNSPSC®, United Nations Standard Products and Services Code®,
associated with the item. The code has four levels of classification: segment,
family, class, and commodity. Two digits are available for each level.
See Using UNSPSC Codes.
Receipts Required
Selected by default. Click in the box if receipts are not required.
See Notes on Receiptless Purchase Order Lines.
Ordered UOM
The unit of measure in which the item is ordered.
Taxable
When selected, the item is subject to tax. If your organization record
specifies that materials taxes be printed on purchase orders,
this field is checked by default.
See "To enter tax data for an organization" for details.
Extended Cost with Tax
The Extended Cost (quantity X unit cost) plus the Est Tax for the PO line.
Manufacturer Item No
The manufacturer's identifier for the item.
Manufacturer Name
The manufacturer's name.
Cross-reference PO No
Used for credit POs. Contains the number of the original PO for the item.
Discount Amount
Any applicable discount amount.
Create as Item
To add this item to the item catalog, click the down arrow and select an option.
Otherwise, leave the default value No Action. See the discussion below.
Lowest UOM
If the item is to be added to the catalog, select the lowest UOM.
Ordered UOM Conv Factor
Select the conversion factor for the lowest UOM.
Next Estimated Receipt Cost
(not visible above) This field only appears for non-file items when you edit
an authorized PO. If the price of the item has changed since authorization,
enter the new price in this field.
  1. Verify, change, or complete the fields as needed.

  2. Select a Deliver to Location if applicable.
    Note: Non-file purchase order lines are one-to-one for a department: The entire quantity of the item is delivered to the department designated. You cannot split the quantity on a non-file line among multiple departments.

  3. Click Save.
  4. Click Submit. The PO Header and PO Lines panel reappears.
  5. Click Refresh to see the item line that you added.

Click New to enter more lines. You can also use the tabs Enter Items and Qtys, Select Vendor Items, or Enter Non-File Items and Qtys at the top of the Purchase Order panel to enter PO lines:

All the PO lines appear at the bottom on the Purchase Order Lines panel. If you wish to change or delete lines, you can do so. (See Tools on the Purchase Order Lines Panel.)

You can authorize the PO immediately (Authorize Now) or authorize the PO later (Authorize Later).

The application uses the item information you provide to automatically create a requisition for the item. Alternately, may be added the item to an existing requisition.

You can include the same item multiple times on any manually-created PO. When a PO contains duplicate lines, a message appears asking you to verify that you want the duplicates.

Create as Item

The Create as Item field (Figure 8, in the lower right) adds the item on the PO Line to the Item Catalog. The application creates the item as a stock item, and returns an Item No. when you submit the PO line. The new item is located in the Item Inventory that is specified for the PO you are building.

The system uses the information from the purchase order to create the item, including the UNSPSC code, if you assign one. However, the item record will be missing significant information. If you create an item from a PO, you should plan to edit the item record to add information; for example,  to put the new item in a different inventory, or in additional inventories.

When you create an item from a purchase order, the PO goes out with the original non-file item that you ordered. After that, you can order the item as a file item. If you delete the PO line, the item record is still created.

Tools on the Purchase Order Lines Panel

The Purchase Order Lines panel contains separate tabs for viewing PO lines and editing PO lines.

Non-Stock Direct Delivery to a Single Department

On the Purchase Order Lines tabs, the column Multiple Backorders tells you if the Ordered Quantity is destined for a single department, or for multiple departments. A Yes value means that several departments have backorders for the item (Figure 9, blue arrow).

Figure 9 - PO Lines with Non-Stock Deliver-To Fields

Deleting Item Lines

The Quick Delete symbol appears at the top of the PO Lines panel above the Menu column. You can use Quick Delete to delete multiple lines on a page. See the instructions for Quick Delete.

Other Menu Items

From the Menu at the beginning of each line, you do the following as well:

Copy PO and requisition standard notes to the line.
Cancel an unreceived quantity
Inquire about item inventory
Edit the PO line
Reset the manufacturer or vendor item number
Copy the line
Audit changes to the line
View user fields
Delete the line.

Searching PO Detail Lines

The Edit PO Lines tab and the View PO Lines tab each have a search facility, which is helpful in working with large purchase orders.
To use the search facility, click Search at the top of the PO Lines list. The Search panel appears (Figure 10).

Figure 10 - Purchase Order Detail Lines Search Panel

Notice that you can search for Stat lines in a PO, and for lines with multiple backorders. To use the Search panel, select values in the fields of interest, and click Submit. The system displays the PO Lines List sorted according to your search specifications.

Getting the Latest Prices

You may have an unauthorized PO whose lines have updated prices since the PO was first created. In this case, the menu option Get Latest Prices instructs the system to find the latest price and write it to the PO line.

To use "Get Latest Prices",

  1. Next to the PO, select Menu > Get Latest Prices (Figure 11).

Figure 11- The PO List Menu: Getting the Latest Prices

The confirmation panel opens (Figure 12).

Figure 12 - Getting the Latest Price for a PO Line

  1. Review the information in the confirmation panel and click Submit.

If there is a difference between the Item Inventory price for the vendor and the price on the PO line, ERP writes the new price to the PO line.

To authorize a PO:

Select the Purchase Order tab to view all the lines you entered for the PO. The system displays the PO header and PO lines along with authorization buttons at the top right.

Click Authorize Now to authorize the PO immediately. The system sends a message that the PO has been authorized.

Click Authorize Later to come back to the PO and authorize it at another time. You can select the purchase order from the Purchase Orders list to authorize it, or from the Authorize Purchase Order list.

Note: Manually-created purchase orders cannot be automatically authorized. System-generated EDI, email, and FAX purchase orders can be auto-authorized if the vendor buy-from location is set up for this purpose. See Auto-authorize EDI, email, or FAX POs by buy-from location.

To print a PO:

  1. From the Materials Management main Contents, click Purchasing > Purchase Orders (by PO or by Create Date). The list of purchase orders appears.
  2. Locate the PO of interest on the list. (You can use the filters and the Search to find the purchase order.)
  3. Next to the purchase order, click Print PO.
    An Adobe Acrobat .pdf image of the purchase order is displayed.
  4. To print the report on your local printer, click the printer icon or select File > Print.
    Also, the .pdf version of the purchase order is written to Reports > My Archived Reports. Alternately, you can print it from there.

When you print (or FAX) a purchase order, the way the PO lines are ordered depends on whether the PO is bill only, or non-bill-only, and whether any of the lines are receiptless. Here is a summary:

STAT Purchase Orders and Purchase Order Lines

Non-stock, non-file, and direct delivery items can be requisitioned as STAT. The system can put both STAT and non-STAT requisition lines on the same purchase order. Any PO with a STAT line (even if other lines are not STAT) is a STAT PO.

If an existing PO has a STAT requisition line, and an incoming, approved requisition adds the same item to the PO, a second line is created. The PO then contains two lines for the same item. The entire PO is marked STAT.

You can also create manual STAT purchase orders for non-stock, non-file, and direct delivery items. STAT POs are authorized when submitted.

STAT should be reserved for emergent purchase orders that must be placed immediately.

Blanket purchase orders cannot be marked as STAT. A blanket PO is utilized over time and not placed immediately with the vendor. By definition, you can't create a blanket PO for an anticipated STAT need in the future.

To create a STAT PO:

To create a STAT PO, follow the steps for a regular PO. On the General tab, check the box labeled Stat PO. Complete any other fields as needed. Click Authorize Now when you are finished entering information. STAT POs must be authorized when they are created; that is, click Authorize Now when you are finished creating the PO lines.

Note: Once you set a PO as STAT, you cannot turn the STAT flag off.

You can find STAT POs using the Advanced Search for POs.

To create a blanket PO - summary:

A blanket PO exists for a specific period of time and may have a dollar limit. Blanket POs specify Blanket in the PO Type field (instead of Regular). The steps in creating a blanket PO are essentially the same as for regular POs. However, blanket POs do have special characteristics that you should know about. See Work with Blanket POs.

Blanket purchase order lines with zero cost, zero quantity are defaulted by the application with Receipts Required turned off. If you turn this field on, the system will reset it to off for these lines.

Blanket POs cannot be created as STAT.

To create a standing PO - summary:

A standing PO exists for a specific period of time, may have a dollar limit, and the items it orders are shipped on a schedule. To create a standing PO, specify Standing in the PO Type field (instead of Regular). The steps in creating a standing PO are similar to those for regular POs. See Work with Standing POs for the special characteristics of these POs.

Consignment POs - summary:

A consignment PO replaces a consignment item. Consignment POs specify Consignment in the PO Type field. The steps in creating a consignment PO are similar to those for regular POs. See Processing Consignment Items for details.

Estimated sales taxes are not calculated on an initial consignment purchase order since this purchase order is "invoiceless." On the purchase orders that replace the first, and subsequent consignment items, estimated taxes are calculated.

Changing the Purchase Order Vendor / Moving Purchase Order Lines

You can move purchase order lines from a purchase order for one vendor to a new or existing PO for another vendor. The purchase order whose lines you are moving must be unauthorized.

  1. Open the Purchase Orders list by selecting Purchasing > Purchase Orders from the Materials Management main Contents.
  2. Use the Quick Click menu to locate the purchase order that you need, or click Show All to view the entire list.
  3. Next to the purchase order you wish to change, select Menu > Move PO Lines.
  4. A panel appears that asks you to enter the new vendor for the PO line or lines.
  5. Enter information on the panel and click Submit.
    The system displays the purchase order's lines.
  6. Select the lines for which you are changing the vendor.
  7. Click Next.
    The system gives you the chance to authorize the PO. You can authorize the PO immediately, or later, as described previously.

If a PO for the Target Vendor exists, and is unauthorized, the system transfers the lines to that PO. If no PO exists for the Target Vendor, the system creates a new PO. When you change the vendor for a line, the system deletes the source PO line. Any other lines on the source PO remain unauthorized. If you change the vendor for all the lines on a PO, The system changes the status of the source PO to Complete. When the PO move process ends with the source PO having no lines, the PO's InvoiceMatchStatus is set to No Match.

Note that when a PO Line is moved, and multiple item vendors exist for the Target Vendor and buy-from location, the vendor with the lowest cost for the item is selected. Selecting the lowest cost vendor may cause the Manufacturer, Manufacturer Item Number, and Vendor Item Number to change as well.

If your site uses financial reporting fields, a tab appears for you to enter field values for the moved line(s). The View PO Lines and Edit PO Lines panels display any financial reporting field values that you have entered.

Documents for Purchase Orders

Documents can be added, viewed, and deleted when editing or inquiring on a purchase order.

Documents Containing Electronic Protected Health Information (ePHI)

On the PO Documents panel (Figure 11), if you do not have ePHI access, and the "Contains ePHI Data" checkbox is selected, you cannot view a document. When you click the arrow to open the document, the Insufficient Authority message appears. For more information, see Securing Electronic Protected Health Information (ePHI).

For Bill Only documents, if the checkbox has previously been selected for "Contains ePHI Data," then only the Administrator can change the status of the document and select or unselect the "Contains ePHI Data," checkbox. This checkbox remains locked for everyone else.

To view and work with a purchase order's documents:

  1. On the Purchase Orders list, locate the PO of interest.
  2. Next to the purchase order, click i for inquiry (or, if the check request is available for editing, click the pen icon ).
  3. Click the Documents tab. The PO Documents panel appears (Figure 13).

A list of documents attached to the purchase order is displayed, if any have been uploaded.

Figure 13 - The Documents Panel for Purchase Orders (from PO Edit)

To add a document to a purchase order:

  1. Click the Documents tab when editing or inquiring on the purchase order.
  2. Click New (Figure 11, red box).
    The PO Document Create panel appears (Figure 14).
  3. Enter a name in the Document Name field.
    The name will be displayed on the PO Documents panel when the document is uploaded.

Figure 14 - Adding a Document to a Purchase Order

  1. Click Browse.
    The Microsoft Windows Choose File panel appears.
  2. Locate and select the file for the document that you wish to upload and add.
    When you select the file, Windows populates the File name: field on the Choose File panel.
  3. Click Open (on the bottom right of the Windows Choose File panel).
    The document path and file name appear in the Document to Upload field on the PO Document Create panel.
  4. Click Submit.
    A message tells you that the document is uploaded.
  5. Click the back button or close the tab to close the message.
  6. Click Refresh.
    The document appears on the PO Documents panel (Figure 13).

To delete a document attached to an purchase order:

  1. Click Delete next to the document.
    The system asks you to confirm the deletion.
  2. Click Delete.

Note: When a document has been copied from a requisition or requisition line to a PO, Delete removes all references to the document being deleted.

Using Credit Purchase Orders

A credit PO is used to return goods to a vendor. Credit POs contain the word Credit in the PO Type field, (instead of Regular).

Credit POs have these special characteristics:

You can edit a credit purchase order after the PO is completed.

An excellent way to create credit POs for multiple items at one time is by using Return to Vendor Quick Credits. If your vendor charges a restocking fee, you can specify the restocking fee when you create the quick credit. Details are in the online documentation.

To create a credit PO:

  1. From the main Contents, click Purchasing > Purchase Orders. The Quick Click menu appears.
  2. Click New. The Create New PO panel appears.
  3. Enter information for the fields as needed. Note the following special fields:
  1. Click Submit.
    The Credit Purchase Order header panel and new tabbed panels appear. The Credit Purchase Order Lines panel appears at the bottom and shows No Data.

  2. Review the information in fields on the PO, Matching, Return from Inventory and Ship to Vendor tabs. Make changes or add information as needed.
    Click Help for information on the fields.

  1. Click New to add lines to the purchase order. The PO Line header appears along with tabbed panels.
    - Use the Item Information panel to return stock or non-stock items.
    - Use the Non-File Item Information panel to return non-file items.

    Note: Check that the UOM for the ordered quantity from the cross-reference PO is the same as the UOM in which the on-hand quantity is counted. If they are different, you may get an error message indicating that the on-hand quantity is too low.
  1. If you wish to add more lines to the PO, click Save, then New. When you are finished adding lines, click Submit. The Credit Purchase Order panel reappears.

  2. Click Refresh to view the PO lines.

  3. Click the Matching tab to select the PO Match Type.
    - If the PO Match Type is Invoice, you can create an invoice to match with the credit receipt.
    - If the PO Match Type is No Match, you must have a No Match Credit Account set up for your vendor in Materials Management. (Go to the vendor record and click the MM Information tab. The vendor must be an MM vendor.)
  4. Click the Return From Inventory tab to select the Freight Type, if any.
  5. If you need to edit the vendor's shipping address, click the Ship To Vendor tab, and make changes as necessary.
  6. At this point, you have a choice:

    Note: You can achieve the same result by selecting Complete Credit PO Process from the Menu next to the PO on the Purchase Order list or on Quick Click.

  1. The credit PO is entered into the system. The list of POs appears. Click Refresh.

A Credits tab appears on the PO Inquiry pane when a PO has associated credit POs. The tab displays a list of credit POs cross-referenced to the original PO (Figure 15).

Figure 15 - Credits Tab on Purchase Order Inquiry Panel

A menu option "View Credit POs" also appears on the main Purchase Orders list (Figure 16) to display the same list of credit POs associated with a regular PO.

Note: The menu option is only active for regular POs with associated credit POs. Otherwise, the option is grayed out.

Figure 16 - View Credit Purchase Orders Associated with Another PO

Using Notifications with Credit POs

Users who create credit purchase orders now have the option of being notified on approval or rejection of the PO.

When a user opens a credit PO, he/she needs to know when the PO is approved so that Distribution or Receiving can be alerted to pick up the items for return.   For this goal, a field is available on the User Profile Buyer Limits panel (Figure 17) that sets up an eMail alert for the user when a credit PO is approved or rejected.

Figure 17 - Setting Notifications for a User for Credit PO Approval and Sample Notifications

To edit the User Profile notification settings, from the Work in Administration main Contents, select Users. Click the edit icon and open the Buyer Limits tab.

Editing completed credit purchase orders

A completed credit purchase order can be edited (unless invoice transactions exist for the PO).

Technical Note: When you edit a completed credit purchase order, the system creates a batch for the purchase that it uses to store the editing changes. (A batch is a collection of records in tables; in this case, records associated with the credit purchase order.) When you click Finish Now, the system starts an async process that posts the changes stored in the batch to the credit PO. The advantage of this approach is that you do not change the credit PO in "real-time," but make changes that are only applied to the credit PO when you click Finish Now.

To edit a credit purchase order:

  1. From the Materials Management main Contents, select Purchasing > Purchase Orders.
  2. Locate the credit purchase order of interest.
  3. Click the edit icon or Menu > Edit.
    The Credit Purchase Order edit panel appears.

You can edit the RGA Number (on the PO header); and, on the PO line, the Return Qty, Restock Fee, and Restock Percent. Figure 18 is an example.

Figure 18 - Editing a Completed Credit Purchase Order

  1. Click Finish Now to apply the changes to the credit PO.
    - Clicking Finish Later preserves the changes you have made, and lets you come back later to make additional changes and finish.
    - Clicking Cancel closes the edit panel. Changes are not saved, and the credit PO remains as it is.

When you click Finish Now, the system makes the following updates:

Changing the Return Qty to zero

When you edit a credit PO and enter zero in the Return Qty field, the credit PO line and receipt line are updated/changed to zero. Inquiry on the PO and opening Audit displays the changed quantity of the line as zero, and a a system note is written to the PO header.
- To access system notes for a PO, on the Purchase Orders list next to the PO, select Menu > System Notes.

The Return Qty entered on the edit panel cannot be greater than the original quantity on the credit PO.

Credit POs with invoice transactions

You cannot edit a completed credit PO once it enters the invoice matching process. If invoices exist for a credit PO, the invoices must first be deleted before the credit PO is available for editing. Also, if another user has a completed credit PO open for editing, you cannot create an invoice for the same credit PO until the editing is finished.

User notes on credit PO lines

You can create user notes when you edit completed credit POs. User notes on the Quick Credit carry over to the credit PO.

Multiple users opening the same credit PO for editing.

Important: You should not edit a PO that is opened for editing by another user -- but you can, if rare circumstances require you to.
If one user at a site has a credit PO open for editing, and a second user attempts to edit the same PO, a warning appears:

"This credit purchase order is being edited by another user, do you want to continue?
Click Yes to continue with editing this credit purchase order.
Warning: Choosing "yes" may cause unpredictable results. Do not select this option when edits are actively being performed by another user.
Click Cancel to return to the Purchase Orders list. Recommended.
"

Creating POs for Internal Departments

Your site may have internal departments (such as a Print Shop or a Food Service Catering group) set up as vendors. Each internal vendor must have a vendor record. When you create and send purchase orders to an internal vendor, you should be aware of the following:

Purchasing Reusable Items

Using Direct Delivery POs - Summary

Note for Warehouse: When non-stock (or non-file) items are received, the system automatically releases the items from backorder. The items appear on the receiving document. Use this report to identify items that go to your staging area for delivery to departments (or as a put list for stock items for inventory).

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