Creating Purchase Orders

A purchase order (PO) is a written, legally binding order for a vendor to supply specific items or services at specified prices. By issuing a PO, your agency commits to paying for the purchase.

From the Main Menu screen, click REQUEST. The Browse Requests screen appears with all new purchase requests displayed in a table.

Click

on the toolbar and select "Create Purchase Order" from the menu that appears. The Create New Purchase Order Wizard is initiated.

Type a short description to identify the purchase order and specify the purchase order date (when purchase order is issued and created) and due date (when you need the items delivered).

Click START to continue. All open purchase requests are displayed in a table.

Highlight the request in the top, available requests list and click

. The request now displays in the bottom, selected requests list. Repeat until all requests are placed in the selected requests list. If necessary, you may search for the purchase request using the filter drop-down lists at the top of the screen. To move all items to the bottom of the screen, just click

If necessary, edit the quantity, units, UM conversion, unit cost, and/or total cost of any of the selected requests.

Hint: You also have the ability to “express add” a purchase request to the requisition. Click to access the Add Purchase Request Wizard. See "Requesting Items from Suppliers"

Click NEXT to continue to step three of the wizard where you can choose a vendor for the item(s) in the purchase request.

Note: Your vendor may already be displayed if a default vendor was set up during creation of the purchase request. To choose a different vendor besides the default, select the Select from list of all vendors radio button at the top, right-hand corner of the screen.

You may select to filter the vendor table by category (such as carpentry or plumbing). After selecting the information from the drop-down list, the vendors who meet your filter criteria display in the table below.

Select how you would like to order the vendor table from the ordered by drop-down list.

10.

Type your search criteria into the search for field and click GO. The table will sort accordingly. (This is an exact search field. For example, if you select to order by vendor number, you must enter the entire number for the search to be successful.)

11.

Highlight the vendor you want to use and click NEXT to access step four of the wizard.

12.

If necessary, select and highlight the warehouse to where the vendor should send the requested item(s). To choose a warehouse from only the PO request info or to choose the warehouse from all available shipping locations, select the appropriate radio button at the top of the screen.

Hint: For consumable items, it should be the warehouse from where the purchase request came.

13.

Click NEXT. Verify and confirm that the information you entered is correct and click FINISH. The purchase order is now available to work with in the Purchase Orders program.

To print or preview a purchase order form, select the appropriate option from the print drop-down list.

If you have the necessary security rights, you also have the ability to create and approve a purchase order from this screen. Select ‘Create Purchase Order” from the action drop-down list and enter your PIN #.