What This Process Does


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


Add Lines/Transactions


  1. Procurement → Purchase Orders → Add Tab → EZ Purchase Orders → Add Lines/Transactions
  2. The Add Lines/Transactions screen comes up automatically once the Add EZ PO Screen is saved.
  3. Populate applicable fields using the field description below as a guide.
  4. Click the Save button once all fields are populated.
  5. Upon saving, errors and/or warnings will display if required fields are not populated.


FIELDSOpt.Rec.Req.Description
Top Portion and Order Info Tab    
P.O./Requisition ID——♦The purchase order or requisition ID that defaults from when it is first created
Vendor ID——♦The vendor where the purchase order is from; defaults from when purchase order is created
Fiscal Year——♦The fiscal year in which the purchase order is created; based on fiscal year default set
Override Current Month♦——Allows for the default month to be changed if necessary
Fiscal Month——♦The fiscal month in which the purchase order is created; based on fiscal month default set
Purchase Type♦——Not applicable; only for Fixed Assets or Inventory Control module (If type=Balance Sheet, then

encumbrance Code has to be an Encumbrance Account)

Category♦——If a catalogue is used, select the applicable category
Item Identification—♦—A description of the line being created
Vendor Item Number♦——A number entered for referencing
Item Description—♦—The description of the line being created
Unit♦——How the item is packed when preparing for shipment
Quantity——♦Number of items that are ordered
Unit Rate——♦The price per unit
 % Dis♦——Only if a discount is applicable
Cost——♦The quantity times the unit rate; system automatically generates the amount
Shipping/Handling♦——The charges for shipping
Total——♦The cost + the shipping/handling - the discount: system automatically generates the amount



FIELDSOpt.Rec.Req.Description
Accounting Tab    
Account Type——♦The account type of the transaction that depends on the type of purchase order that is being created
Use Vendor's Default Account Code♦——The default account codes set up in the vendor's Vendor Master
Bank ID——♦Defaults based on bank ID is defaulted in the Generic Setup Variables
Account Code——♦The account code affected for the transaction being created for the purchase order
Encumbrance Code——♦The encumbrance for the transaction being created for the purchase order
Reserve Code——♦The reserve code affected for the transaction being created for the purchase order


FIELDSOpt.Rec.Req.Description
Comments Tab    
Comments—♦—Comments about the lines and transactions being created


FIELDSOpt.Rec.Req.Description
Fixed Assets / Inventory Tab    
Reference Identification♦——Applicable only for Fixed Assets or Inventory Control module


FIELDSOpt.Rec.Req.Description
PO Voucher Defaults    
Default Voucher Debit Code——♦Defaults based on the debit code set up in vendor's Vendor Master
Default Voucher Payable Code——♦Defaults based on the debit code set up in vendor's Vendor Master
Default Voucher Credit Code——♦Defaults based on the debit code set up in vendor's Vendor Master
Opt. = Optional  Rec. = Recommended  Req. = Required