What This Process Does

  • Once posted, creates an encumbrance against your budget for expense that will be paid in the future.


Requirements

  • Source ID and Site ID – The user must make sure the Source ID and Site ID is created. In the Purchase Order module under Setup, the PO Sites browse screen can be accessed and the Site ID can be added in accordance with the purchase order being created.
  • Address ID – There must be a valid Order Address and Remit Address assigned to the vendor attached to the purchase order. If there is not an Order Address that automatically populates the Order Address field, the purchase order will not be created.


Add EZ Purchase Orders

  1. Procurement → Purchase Orders → Add Tab → EZ Purchase Orders
  2. Populate applicable fields using the field description below as a guide.
  3. Click the Save button once all fields are populated.
  4. Upon saving, errors and/or warnings will display if required fields are not populated.


FIELDSOpt.Rec.Req.Description
Fiscal Year——♦The fiscal year in which the purchase order is created
Source ID——♦The site the purchase order was ordered from
Ship to Site ID——♦The site where the purchase order is received
P.O. Identification——♦The identification of the purchase order being created
Verbal PO Flag♦——Specifically for reporting purposes
Blanket PO Flag♦——Set to true if the purchase order is to remain open for an extended period
Multi-Year Project Flag♦——Set to true if the purchase order is to cover multiple fiscal years
Vendor ID——♦The Vendor ID where the purchase order is from
CC ID♦——A credit card number; useful if paying for the expense with an employee's credit card
Order Address ID——♦The vendor address where the purchase order is sent to
Remit Address——♦The address where the check is sent to
Order Address——♦The vendor address that automatically populates from the Vendor Master when the Order Address ID is chosen
Order/Approved By♦——The person placing the order or approving the order
Ship VIA♦——The agency that's shipping the purchase order
F.O.B.♦——Free On Board; specifics which (buyer or seller) is responsible for shipping expenses
Delivery Date♦——The date in which the order will be delivered
Terms♦——The terms of the purchase order payment
Attention To♦——The contact's name
Salesman♦——The person selling the purchase order
Shipping Remarks♦——Shipping remarks for the purchase order
Comments♦——Any comments about the purchase order
Paper Clip Icon♦——Click to attach scanned documents of the purchase order; must have F.A.S.T. Level 3
Opt. = Optional  Rec. = Recommended  Req. = Required


Lines and Transactions

  • Once saved, the EZ Add PO screen automatically comes up. This is the next step in EZ Add Purchase Orders. You would then proceed with adding your PO Line and PO Transaction information.