MODULES --> PROCUREMENT --> PURCHASE ORDERS
Setup -->Generic Setup Variables(GSV) – Manage PO IDs, Approval, Use PO Lines, Page Footer, etc.
Certification Statements – create statements to appear on Audit Trail or below text of each PO
Purchase Order Sites – Maintain sites that order and/or receive items, indicate approval level, prefix
If managing PO IDs: Create Req/PO IDs – assign numbers, attach prefix and/or suffix
Req/PO IDs – review assigned PO IDs
Delete PO IDs – Delete incorrect and/or unused PO IDs (remove deleted records thru Tools/File Maintenance/Remove Deleted Records)
Category Masters – Categories to be indicated on PO lines and for use with Catalogue Vendors
Change Current PO Year/Month – access to set Fiscal Year and Month for PO encumbrances
Add Tab --> EZ Add POs or Add Purchase Orders – PO ID will populate when Manage POs is true and PO Ids have been created in the Setup Submenu; otherwise, begin by entering PO ID, etc.
Add Lines – If Use PO Lines set to true in GSV, enter specific line items for the PO
Add Transactions – select account codes for each line with EZ Add PO; with regular Add PO can apply to line 0 if all lines go to same account code – do not delete line 0
Add PO Audit Trail – Automatically generates after canceling out of either Add PO process, when transactions have been entered; review, print and set flags if correct
Approval Tab --> If GSV set for Approval:
PO Pre-Approval – indicates account over budget and available balance
Approval levels – Account Manager, Site, Clerk – based on level of security for each site
Approve Purchase Order – if permitted within security, approve or reject POs
Finalize Tab -->
Print Purchase Orders – range as needed; otherwise defaults to print all unprinted POs
(item ID prints on POs and anything that you have set-up under GSV)
Close Tab --> Use these processes if not handled via Add PO Vouchers in Vendor Payments
NOTE: Closing a PO does not disencumber any outstanding amount
Close Paid POs – set closed flag for any open POs with zero outstanding amount
Close Canceled/Void POs – close range of canceled/voided POs; must then create disencumbrances
Close PO/Remove Encumbrance – can re-encumber for the subsequent fiscal year, if needed
Create Disencumbrances for Closed POs – select year and month; then range as needed
Distribute and Post (range on Source User) any encumbrances/disencumbrances created
Distribution of Encumbrances/Disencumbrances – range on Source User to distribute own work
Post Activity – Select PO Distribution – range on Source User
Maintenance → Change and Re-Establish -->
Change PO Vendor ID – use to change Vendor ID on an open and unpaid PO (when using PO lines)
Resync Amounts and/or Lines – use if needed with direction from RDA support
Change Account Codes for Non-Paid POs – Recommended method: go to PO Master and change
Undo ---> Use to unset flags in order to make changes – undoing a process does not delete it
Undo PO Audit Trail – sets the Source User Verified flag to false so PO can be changed
Undo PO Close Report – re-open POs closed in error (cannot add vouchers for closed POs)
Undo PO Distribution – creates offsetting activity to be distributed (zeros out original activity)
Change PO Transactions Fiscal Month – PO must not have been distributed in order to do this
Reports -->
Open Purchase Order Reports – print to review and take action if necessary
Combined PO Report – All Users
PO Accounts reports – use to verify accounts associated with Pos
Query – > Query POs – access to PO Masters, review status/flags set. NOTE: Cannot delete a PO Master
MODULES --> PROCUREMENT -->VENDOR PAYMENTS
Add Tab --> Add PO Vouchers – List of available POs appears – Select PO to pay from list
Invoice Identification – enter unique invoice number
Due Date – enter appropriate date to use for ranging when assigning check numbers
Close PO – set to true if this is the only or last invoice for the PO
Fiscal Month – verify correct month appears, if not select desired month
Save This Invoice, then Add Vouchers – info pulls in from when PO created
Select PO transaction – skip or change, if needed, and add Voucher Description – NOTE: if last payment on this PO, set the Finaled flag to disencumber any outstanding amount
Save and Go to Next Invoice – brings you back to list to select the next PO to pay
When Finished, PO Add Vendor Voucher Audit Trail automatically generates; if correct, Set Flags/Update. If incorrect, Quit and make changes, then re-run Audit Trail.
When all PO Vouchers & Direct Vouchers have been added, continue w/ Assign Check Numbers