Entering Purchase Order Headers

• Navigate to the Purchase Orders window:

Responsibility: Purchasing

Navigation: Purchase Orders --> Purchase Orders

• Select the Operating Unit for this purchase order.

• The upper part of the Purchase Orders window has the following display-only fields:
• Created: The system date is displayed as the creation date.
• Status: Possible order status values are: Incomplete - The order has not been approved. Approved - You have approved the order. You can print it and receive items against it. Requires Reapproval - You approved the order and then made changes that require you to reapprove it.
• Total: For standard and planned purchase orders, Purchasing displays the current Total order amount.
• Amount Agreed - For blanket and contract purchase agreements only, Purchasing displays the agreed-to amount for the agreement. The amount Released value should not exceed the Amount Agreed. (Note also that if you change the Amount Limit in the Terms and Conditions window, the Amount Agreed should be equal to or less than the Amount Limit.)
• Released: For blanket and contract purchase agreements only, Purchasing displays the current total amount Released. The amount released is 0.00 until you create releases against the blanket purchase agreement or reference the contract on a standard purchase order.
• Currency: Purchasing displays the functional currency. This is overridden by supplier currency information.
• P-Card: Purchasing displays a procurement card number if the purchase order was created from an iProcurement requisition that used a corporate credit card for the purchase. This field displays if the profile option PO: Use P-Cards in Purchasing is set to Yes. Only the last four digits are displayed. Procurement cards can be used for items with a Destination Type of Expense, for documents that do not contain a Project number, and for standard purchase orders or releases only.

• Select the Operating Unit for this purchase order.

• Enter a unique Purchase Order number. The Revision is displayed to the right of the number. The cursor does not enter this field if automatic numbering is used. 

• Choose the purchase order Type: Standard Purchase Order, Planned Purchase Order, Blanket Purchase Agreement, Contract Purchase Agreement. 

• Important: The names of the above purchase order types can be modified in the Document Types window. 

• Enter the name of the Supplier for this purchase order. To approve a purchase order, you must provide a supplier.

• Enter the Site of the supplier you want to use for your purchase order.  it will be defaulted if he has only one site. Supplier site is required for PO approval. 

• Once the purchase order is approved, you can change the supplier site only if the PO: Change Supplier Site profile option is set to Yes. If you change the supplier site, the revision will be incremented, and will require reapproval. 

• You can optionally enter the name of the Contact at the supplier site. If the supplier you choose has only one contact name, it is defaulted into this field. You cannot enter a contact until you have entered a supplier site.

• Enter the Ship To and Bill To locations for the purchase order. If you entered a supplier and supplier site, the Ship To and Bill To defaults reflect the locations you assigned to the supplier or supplier site. You can accept these values or change them to other locations. 

• If the Enforce Buyer Name option in your Purchasing Options is set to Yes, your name is displayed as the Buyer, and you cannot change this value. Otherwise, you can enter the name of any buyer. 

• For blanket and contract purchase agreements only, enter the total Amount Agreed. This is the amount you have agreed to spend with the supplier.

• Enter a Description of the purchase order. 

• For blanket or contract purchase agreements, check the Global box to indicate that this is a global agreement that can be assigned to other operating units. This checkbox cannot be deselected once you have saved the document. 

• For standard and planned purchase orders and blanket purchase agreements, enter line information for the header you have just created. 

• Select the Catalog button to open the Supplier Item Catalog 

• Select the Currency button to open the purchase order currency window and enter currency information

• Select the Terms button to open the Terms and Conditions window. 

• Select the Shipments button to open the purchase order shipments window and enter shipment information.

• For blanket purchase agreements, you can select the Price Break button to open the Price Breaks window and enter price break information

• Select the Approval button to open the Approve Documents window and to take approval actions.

• Select the Terms button, in the Pay On field, choose Null to disable Payment on Receipt for this document or choose Receipt to enable Payment on Receipt.  

• To enter purchase order preferences, select Preferences on the Tools menu.

• To enter notification controls, select Notification Control on the Tools menu (For planned purchase orders, contract purchase agreements, and blanket purchase agreements). 

• To check funds, Select Check Funds on the Tools menu. 

• To enter or view acceptances, select Acceptances on the Tools menu to open the Acceptances window. 

• To copy a purchasing document, select Copy Document from the Tools menu.