Purchase Orders

Purchase Orders are used as documents to place orders and encumber funds (when required by the vendors). To have a purchase order processed, you must fill out a Request for Purchase Order form.

Some employees have the capability of entering P.Os and vouchers online. If you are able to do this, use the instructions below to enter the P.O. or voucher on the administrative system.

Creating a Purchase Order

In order to create a purchase order you will need to use the following screens: CF-PU-POM-POEM

1. At the first prompt, enter an A to add a new purchase order.
2. Hit the RETURN key twice.
   
   You should now be at 3 AP Type, please enter 01 at this prompt. Hit the RETURN key twice.
   
   At 5 Vendor ID enter the vendor name or vendor number (if available). The computer may take you into another screen with many vendors listed. Please search for the correct vendor name being sure to check for correct address. After selecting the appropriate vendor, please be sure to double check the address on your screen as some vendors may default to another address when you return to your first screen. If this does happen, and you require a different address, you may manually change the address by using the DOWN ARROW key and typing in the correct address.
3. Field jump to line 11 Ship To. Each employee has been assigned a two character code. By entering this code, a contact person's name will automatically appear on the purchase order. The contact person is usually the person who is requesting the purchase order. The Business Office will supply you with a list of ship to codes for the individuals in your area.
4. Field jump to line 22 Line Items and hit the SELECT key. Return twice and hit SELECT once again. Enter the first item in the Complete Specifications area of your request for purchase order. Return twice. Enter amount of single item. Return twice and enter quantity of items ordered. Return twice and enter the unit(s) to be purchased. Return twice and enter account number to charge for this request. There may be times when more than one account will be charged for an item, if this is the case, continue to enter the account numbers and amounts as listed on the request for purchase order.
5. When this is completed, press the FINISH key. This will bring you to an itemized listing of your request. Check the totals to be sure that they are equal to your request. Then press the UPDATE and RETURN keys. This will bring you back to your original screen. Press the RETURN key five times. A purchase order number will appear at the bottom of the screen. Place that number at the top of your Request for Purchase Order form.

Your purchase order has now been created. Please send the Request for Purchase Order form to the Business Office for approval and processing.