Managing Purchase Orders

The Search Result section lets you to view the purchase order grid, edit the information of the purchase order including Budget Line Item and Manual Invoice for the selected vendor. You can also add new purchase order for the selected vendor.

The Purchase Orders tab lets you:

·      Add Purchase Order

·      Edit Purchase Order

·      Add Budget Line Item

·      Edit Budget Line Item

·      Add Manual Invoice

·      Edit Manual Invoice

·      Delete Purchase Order

Adding a Purchase Order

To add a purchase order

1. Search and view a vendor that you want to edit.
2. In the Search Results section of the Purchase Order tab, click the Add New Purchase Order link.

   The Add New Purchase Order dialog box opens.

   Note: Required fields are marked with a red *.

3. In the Add New Purchase Order dialog box, do the following:

a.    In the Purchase Order Number box, type of purchase order number for the selected vendor.

b.    In the Effective Start Date box, select the date from the calendar from when the purchase order starts.

c.     In the Effective End Date box, select the date from the calendar to when the purchase order ends.

d.    Click one of the following.

Editing a Purchase Order

To edit a purchase order

1. Search and view a vendor that you want to edit.
2. Click on the Purchase Orders tab in the Vendor's screen.
3. In the Advanced Search panel at the top of the Purchase Order screen, perform the following:

1. In the Purchase Order Number box, type the purchase order number.
2. In the Available On field, type or select a date.

All the purchase orders available on the selected date are displayed.

4.  Click the Edit link to the left of the Purchase Order.
5. In the Edit Purchase Order dialog box, make the required changes.
6. Click one of the following:

Deleting Purchase Order

Note: You can only delete a purchase order if it is not used.

To delete a purchase order

1. Search and view a vendor that you want to edit.

2.  In the Search Results section of the Purchase Order tab, click the Add New Purchase Order link.

3. In the purchase order grid, in the Actions column, click the Edit link next to the contact that you want to delete.

4. In the Edit Purchase Order dialog box, click the Delete link.

5. In the next dialog box, click one of the following:
6. Click Yes, Delete Purchase Order from Vendor.
7. Cancel to disregard any changes and close the window.

Adding a Budget Line Items to a Purchase Order

Add Purchase Order Budget Line Item

To add a budget line item

1. Search and view a vendor that you want to edit.
2. In the Search Results section of the Purchase Orders tab, in the purchase order grid, click   next to the purchase order of which you want to add budget line item.

   Note: The budget line item grid is the child grid of the purchase order grid.

3. In the budget line item grid, click the Add Budget Line Item link for the selected PO.

   The Add Purchase Order Budget Line Item dialog box opens.

   Note: Required fields are marked with a red *.

4. In the Add Purchase Order Budget Line Item dialog box, do the following:

1. In the Budget Line Item Account Number list, select the type of budget line item for the selected purchase order.
2. In the Funded Amount box, type the budget amount of the purchase order.
3. In the Max Purchase Limit box, type the maximum limit of the amount to spend on the purchase order.

   Note: In the Purchase Order box, the selected purchase order number is pre-populated. In the Description box, the description of the selected purchase order is pre-populated. If Support System Default Account Code in the Accounting Settings of the Setup module is set to Yes, then following options are set, by default: The Budget Line Item Account Number list pre-populates the value in the System Default Account box. The Set Budget Line Item as Purchase Order Default check box is selected. Optionally, you can make the changes to the selected options, if required.

5. Click one of the following.

1. • Save to save the information and close the dialog box.
   • Save & New to save the information and add another record.
   • Cancel to disregard any changes and close the dialog box.

Editing Budget Line Items on a Purchase Order

Edit Purchase Order Budget Line Item

To edit a budget line item

1. Search and view a vendor that you want to edit.
2. In the Search Results section of the Purchase Orders tab, in the purchase order grid, click   next to the purchase order of which you want to edit budget line item.

   3. The budget line item grid opens.

Note: The budget line item grid is the child grid of the purchase order grid.

3. In the budget line item grid, in the Action column, click the Edit link next to the budget line item that you want to edit.

The Edit Purchase Order Budget line Item dialog box opens.

3. In the Edit Purchase Order Budget Line Item dialog box, make the required changes.

4. Click one of the following:
5. Save to save the information and close the window.
6. Cancel to disregard any changes and close the window.
7. Make obsolete, and  then Yes, Make value obsolete to make that item obsolete.
8. Delete, and then Yes, Delete Budget Line Item to delete the item completely.

Add Manual Invoice

The Add Manual Invoice dialog box lets you enter amendments for transactions done through Purchase Order.

Add Manual Invoice image

To manually add invoice for a Purchase Order transaction

1. Search and view a vendor that you want to edit.
2. In the Search Results section of the Purchase Orders tab, in the purchase order grid, click   next to the purchase order of which you want to add budget line item.

   The budget line item grid opens.

   Note: Required fields are marked with a red *.

3. In the budget line item grid, in the first column, click   next to the budget line item of which you want to edit the manual invoice.

   The manual invoice grid opens.

3. Note: The manual invoice grid is the child grid of the budget line item grid.

4. In the manual invoice grid, click the Add Manual Invoice link for the selected budget line item.

   The Add Manual Invoice dialog box opens.

   Note: Required fields are marked with a red *.

5. In the Add Manual Invoice dialog box, do the following:

1. In the Invoice Type list, select the invoice type for the budget line item.

2. In the Manual Invoice Type list, select the manual invoice type for the budget line item.

3. In the Invoice Status list, select the invoice status.

4. In the Credit Memo / Invoice Number box, type the invoice number.

5. In the Credit Memo / Invoice Date box, select the date of the invoice from the calendar.

6. In the Credit Memo / Invoice Total box, type the total amount of the invoice.

7. In the Comments box, related information for the invoice.

8. Select Create Billing Adjustment for Work Order or Direct Charge check box, if you want to create billing adjustment for the invoice.

   Note: If you select the Create Billing Adjustment for Work Order or Direct Charge check box, you cannot modify the billing adjustment later.

9. In the Document Type list, select the document type of invoice.

10. In the Document Number box, type the document number and then click Verify.

11. In the Charge Type list, select the charge for the invoice. For more information of Charge Type, refer to Accounting module.

12.  In the Reason for Adjustment box, type the billing adjustment reason.

1. 1. Note: The Purchase Order, Budget Line Item Account Number, Fiscal Year and Vendor Name of the selected vendor are pre-populated. Optionally, in the Quantity box, type the quantity of the item for the invoice.

6. Click one of the following:

1. • Save to save the information and close the dialog box.
   • Save & New to save the information and add another record.
   • Cancel to disregard any changes and close the dialog box.

Edit Manual Invoice

The Edit Manual Invoice dialog box lets you update the amendment added for Purchase Order transaction.

1. 

   Edit manual invoice

   To update the invoice of a Purchase Order transaction

   1. Search and view a vendor that you want to edit.
   2. In the Search Results section of the Purchase Orders tab, in the purchase order grid, click   next to the purchase order of which you want to add budget line item.

      The budget line item grid opens.

   3. In the budget line item grid, in the first column, click   next to the budget line item of which you want to edit the manual invoice.

      The manual invoice grid opens.

      Note: The manual invoice grid is the child grid of the budget line item grid.

   4. In the manual invoice grid, in the Action column, click the Edit link next to the invoice that you want to edit.

   5. In the Edit Manual Invoice dialog box, make the required changes.

   Note: If you create a billing adjustment while adding the manual invoice, then you cannot modify the billing adjustment later.

   6. Click one of the following:
   • Save to save the information and close the window.
   • Cancel to disregard any changes and close the window.
   • Delete Invoice to delete the invoice.

    

2. Deleting Purchase Order

Note: You can only delete a purchase order if it is not used.

To delete a purchase order

1. 1. Search and view a vendor that you want to edit.

   2.  In the Search Results section of the Purchase Order tab, click the Add New Purchase Order link.

   3. In the purchase order grid, in the Actions column, click the Edit link next to the contact that you want to delete.

   4. In the Edit Purchase Order dialog box, click the Delete link.

   5. In the next dialog box, click one of the following:
   • Click Yes, Delete Purchase Order from Vendor.
   • Cancel to disregard any changes and close the window.

1. 6. The system checks to see if there is any transaction associated to this vendor.
   • If there are no transactions, the Purchase Order will be deleted.
   • If there are transactions, a dialog box will indicate that there is data associated to the vendor and you are given the option to make it obsolete. Click one of the following:
   • Set Status as Obsolete, or
   • Cancel to disregard any changes and close the dialog box.

   Note: To export the search results to Microsoft Word, Microsoft Excel, or Comma-Separated Value (.csv), click the appropriate Export link in the Search Results screen. This will generate a print dialogue box specific to your computer.

Related Topics

• Purchase Order Definitions
• Searching Purchase Order

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