Creating a Purchase Order - PS Financials

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Business Process: Creating a Purchase Order

After a requisition, that requires Purchasing oversight, is created by a department requestors, approved and budget checked it must be sourced into a purchase order (PO) then sent to the appropriate vendor by the appropriate Purchasing Buyer.

Add/Update POs

  • Purchasing>Purchase Orders>Add/Update POs

Purchase Order

Business Unit: NAUBU

PO ID: NEXT (The system will automatically choose the next available PO ID after save.)

Add

Maintain Purchase Order

PO Date:  Defaults to current date.  It is only necessary to change the date during Fiscal year end processing.

Vendor:  Will populate after choosing the Vendor ID

Vendor ID:  Type the vendor ID is known, or use the magnifying glass lookup to search for an ID

Buyer:  Defaults to your Buyer ID.  Change if creating a PO on behalf of another buyer.

PO Reference:  Type a description of the PO, this is for reporting/searching purposes.

Copy From:  Choose “Requisition” from the drop down menu

Copy Purchase Order from Requisition

Requisition ID:  Type the requisition number or choose from magnifying glass lookup.

Buyer: Type the buyer of being used or choose from magnifying glass lookup

Origin: PUR

Include Reqs with No Vendor: Check the box

Include Inventory Items: Check the box

Exclude Auto Source Item: Check the box

Search

Copy Purchase Order from Requisition

Select the checkbox next to the requisition line to be copied into the PO

Copy To PO

Purchase Order

Description:  Description copied in from the requisition that can be changed at this time.

PO Qty: Quantity of item copied in from the requisition that can be changed at this time.

UOM: Unit of Measure of item copied in from the requisition that can be changed at this time.

Category: Category of item copied in from the requisition that can be changed at this time.

Price: Unit Price of item copied in from the requisition that can be changed at this time.

Add Comments (This link may be “Edit Comments” if there were comments copied from the requisition)

Add/Edit Comments

PO Header Comments

Use Standard Comments

Standard Comments

Comment Type:  Choose from magnifying glass lookup

Comment ID:  Choose from magnifying glass lookup

OK

PO Header Comments

Comment Field:  The standard comment can be added to at this time.

Send to Vendor: Check this box to show this comment on the PO for the vendor

Show at Receipt: Check this box to show this comment on the receipt

Show at Voucher:  Check this box to show this comment when the Voucher is created

“+”:  Use to add an additional comment line

OK

Change Ship To

PO Defaults link

PO Defaults

Purchase Order Defaults

Override

Ship To:  Select the Ship To location that has the correct use tax associated

OK

Retrofit field changes to "all" existing PO lines/schedules/distributions...

Apply: Check the box next to the line of changes you would like to apply

OK

Save and Approve PO

Purchase Order

Select the checkbox next to “Open” to change the status to “Approved”

Save

Notice the PO ID has changed from NEXT to the next available ID.

 

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Predecessors:             

The requisition must be fully approved and budget checked in order for it to be created into a PO.

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PeopleSoft (also known as "LOUIE") is NAU's student and employee information management system. ITS provides technical support for the PeopleSoft system.  

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