Summary

The Purchase Orders palette in the Purchase Orders module is used to create purchase orders. If you would like to modify an existing purchase order, use the Change Orders process (PO> Change Orders).

Step by Step

1     Open or create a new Purchase Orders batch.

• Open the Purchase Orders window (PO> Purchase Orders). The Batches window will display all the open Purchase Orders batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button to delete the selected batch. All uncommitted purchase orders in the batch will be deleted.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Purchase Orders process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only and do not affect the transaction or journal entry date of the transactions in the batch.
  • The fiscal year of the purchase orders determines the fiscal year the encumbrance will be recorded. The fiscal year of the purchase orders in the batch is set during the Setting step (PO> Purchase Orders> Settings).
• Click CREATE to create the new Purchase Orders batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Purchase Orders process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Purchase Orders process.

3     Set the fiscal year of the purchase orders that will be created in the batch.

• Open the Settings window (PO> Purchase Orders> Settings).
• The Settings window is used to select the fiscal year of the purchase orders created in the batch.
• Enter the fiscal year of the purchase orders in the Fiscal Year field.
  • The fiscal year of the purchase orders determines the fiscal year the encumbrances will be recorded. For example, if you enter 2022 in this field, the encumbrances created by the purchase order line items will be posted to the 2022 chart of accounts.
    • You can view the encumbered amount of a GL account using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Balance tab> Encumbered field).
  • The fiscal year of a purchase order also determines which fiscal year the purchase order can be invoiced using the AP Invoices process (AP> Invoices). For example, if you enter 2022 in the Fiscal Year field, you can only invoice the purchase order in fiscal year 2022. If you would like to invoice a purchase order set up in 2022 in fiscal year 2023, roll the purchase order into fiscal year 2023 using the Roll Over Purchase Orders process (PO> Roll Over POs).
• Click the Submit button when complete.

4     Create the purchase orders and then commit the batch.