Purchase Order

Overview

A Purchase Order is an authorization to a vendor to deliver specified goods or services at a stipulated price. Once accepted by the supplier, the purchase order becomes a legally binding purchase contract.

As with requisitions, users can create purchase orders with multiple items, which in turn, can be delivered in multiple drops over multiple fiscal years. A single requisition, multiple requisitions, or no requisitions, can be used to define a purchase order. Although a purchase requisition is not mandatory (if the parameter ‘Allow creating Purchase Orders without Requisitions.’ is True) in the purchase process, the PO is usually created by an authorized buyer after officially approving the corresponding purchase requisition(s). Once the PO is sent and the vendor has accepted it, it becomes a legally binding purchase contract between the two organizations.

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Purchasing ► Purchase Order

Purchase Order Screen Fields and Tabs

Field	Description
Code	Unique identification code manually entered by users or automatically generated based on parameters.
Workflow Status	Depending on the Workflow Configuration Setting for this Entity the basic Stages are: Created, Approval Requested, Approved, Void, Closed, Cancelled, Acknowledged. Default value is created.
Workflow Process Status	Depending on the Workflow Configuration Setting for this Entity the basic Stages are: Created, Approval Requested, Approved, Void, Closed, Cancelled, Acknowledged. Default value is created.
Rollover	Select this check box if Purchase Orders (or non-completed portions) will be transferred to the next Fiscal Year once Year End Procedures have been completed. The system will enable this function only if the parameter Allow Purchase Orders to Rollover to Next Fiscal Year is set to True.
Is Template	Select this checkbox to define the current Purchase Order as a Template for future Purchase Orders.
Purchase Order Date	Specify the date the Purchase Order will be issued. Default is current date.
Reference Number	This field indicates reference number will be used to store reference or tender or any other number to support purchase.
Expiry Date	This field define the date when the Purchase Order will expire.
Fiscal Year	Fiscal year for the Budget that will be affected by the Purchase Order.
Fiscal Period	Fiscal period for the Budget that will be affected by the Purchase Order.
Attached Requisition	This field is to attach/relate the approved Purchase Requisition to the Purchase Order. If the Parameter ‘Allow creating Purchase Orders without Requisitions’ is False, then the user will not be able to select ‘None’. If the Parameter ‘Allow creating Purchase Orders with Multiple Requisitions’ is False, then the user will not be able to select ‘Multiple’. If both parameters is False, then this field will be ‘Display Only’ with the value ‘Single’.
Delivery Date From	Read only field. Calculated from the Delivery Drop Date, it would be the lowest delivery date on the drops.
Delivery Date To	Read only field. Calculated from the Delivery Drop Date, it would be the highest delivery date on the drops.
Order Status	Default value is "Open". Shows if the Purchase Order is open and can be converted to Expense Vouchers. When a Purchase Order is fully converted into Expense Vouchers the status will automatically change to Closed.
Posting Status	This is related to the publishing of the Purchase Order (e.g., Saved or Temp Saved).
Temp Number	System generated number created when a Purchase Order is Temp Saved.
Not Posted Reason	Reason why the Temp Purchase Order was not saved in the system.
Currency	Select currency type from the list. If a currency has been specified in the Supplier’s record, then that Currency will appear by default. Users must specify if the Purchase Order is in dollars and if it includes Taxes (Domestic or Foreign). Users can specify Domestic Tax Amount and/or Foreign Tax Amount.
Exchange Rate	Read only field. Displays the value specified in the Currency Table.
Goods/Services Domestic Amount	System calculated values based on the total Domestic amounts of all the Goods/Services in the Purchase Order.
Goods/Services Foreign Amount	System calculated values based on the total Foreign amounts of all the Goods/Services in the Purchase Order.
Domestic Tax Amount	System calculated domestic amounts from the respective values of the Purchase Order Items.
Foreign Tax Amount	System calculated foreign amounts from the respective values of the Purchase Order Items.
Total Domestic Amount	System calculated domestic amounts plus Taxes from all Purchase Order Items.
Total Foreign Amount	System calculated foreign amounts plus Taxes from all Purchase Order Items.
Voucher Source	System generated value that indicates the creation source of the Voucher. Default value is Manual.
External Source Voucher	Read Only Field field, will be updated by the system if the Voucher Source attribute equals 'Other External Source', to show the source of the external voucher (imported from external applications).
Source Document Number	Read Only Field field, shows Source Document Number if External Voucher Source.
Batch Number	Read Only Field field, shows the Batch Number for imported PO’s.
Obligation	Users can enable the system to automatically create an Obligation for the Purchase Order created.
Vendor	Users can select ID of the Vendor that is supplying the Goods/Services.
Payment Terms	Payment terms are automatically populated according to the Vendor selected.
Delivery Mode	Delivery mode Means by which purchased goods are delivered from the supplier to your organization.
Delivery Terms	A delivery term is a special condition that applies to the delivery of procured goods from a supplier.
Purchasing Vehicle	ID of the Purchasing Vehicle (e.g., Small Purchases). Used to determine the Purchase Order workflow and approvals.
Purchasing Office	Purchasing Office ID, If the Institution that the creating user (employee) belongs to is defined as Purchasing Office, then default equals the user's Institution Code.
Ship To	This is the location where the purchase order will be shipped to. The ‘Ship To’ institution will be a receiving location.
Invoice To	The office where the Invoice is sent to.
Inspected At	The Location where the Purchase Order is inspected.
Requester	This fields indicates the ID of the Requester. It is the office that creates the Requisition.
Buyer	The Buyer is the employee authorized to purchase Goods or Services.
Credit Card Buy	To indicate if the current purchase will be paid through Credit Card. This filed will be disabled if the attribute 'Purchasing Vehicle Credit Card Allowed' is False in the relevant Purchasing Vehicle Entity, Default is False.
Credit Card Number	Reference to the Credit Card that will be used to pay the current purchase, this attribute will be disabled if the 'Credit Card Buy' attribute is False. If the Parameter 'Restrict Credit Cards to Institution ID' is True then the system will only allow Credit Cards that are linked to the institution of this voucher in the Credit Card Entity.
Project ID	Users can use project code for reference.
Created by	Populated automatically by the system at creation time of the record.
Creation Date	Populated automatically by the system at creation time of the record.
Approved by	Populated automatically by the system when corresponding workflow reaches its last Approval stage.
Approval Date	Username that approved the PO.
Language	Language the Purchase Order is documented in.
Description	Describes the purpose of the PO. Can also be used to capture contextual information that supports a purchasing policy exception.
Template Name	Purchase Order Template name.
Special Instructions	Special delivery instructions, etc.
Sole Source Justification	Criteria justifying the selection of a Sole Source Supplier (i.e., Open Purchase Order, etc.).
Is Contract Amendment	The users will need to select this attribute if PO is against amendment in Contract.
Managed Contract	If Contract Amendment field value is true, this field is mandatory. Users can look up and select the contract.
Use Percentage	To indicate if the PO will use percentage.
Purchase Order Items	Collection of one or more purchase order items.
Clauses	For some POs, users may wish to attach one or more standard legal clauses. Collection of zero to many Clauses linked to the Purchase Order.
Attachments	Collection of zero to more attachments, which will be used as supporting documents.
Purchase Order Financial Coding Block	This entity will have the list of Financial Coding Blocks that will be used as main fund source for entire Items within the Purchase Order.

Attached Requisition

Overview

Attached Requisition allows to attach Purchase Requisition with the Purchase Order.

Attached Requisition screen Fields

Field	Description
Purchase Requisition	Number of the attached requisition, the system will not allow attaching the same requisition more than once to the same Purhcase Order. A hyperlink to be provided to drill down to the attached requisition, once clicked a new screen will open to display the information of the relevant requisition.
Language	Country specific select language for comments.
Comments	Comments can be entered by the user when the requisition is attached.
Purchase Requisition Items	Automatically popultated by the system according to selected purchase requisition.

Purchase Order Item

Overview

A Purchase Order is composed of Purchase Order Items. Each Item may refer to a Good or a Service.

Purchase Order Item screen Fields

Field	Description
Item Number	Read only field. Serial, system generated number starting with 1 for each Purchase Order.
Bid Award Reference	Reference number of Bid Award.
Status	Read only field. Shows if the Purchase Order Item is open and can be converted into an Expense Voucher. Possible values: Open/Closed. Default value is Open.
Item	User must select one Item from the Item Catalogue. Once the Item ID has been selected, the following information will be automatically populated onto the following fields: Item Category, Unit of Measure, Unit Price Fc, Coding Block and Description.
Item Category	Once the Item is selected, the selected Item Category ID will appear. It is used if the goods to be acquired require being in a category.
Unit of Measure	If the Item ID is selected, the system will reproduce the Unit of Measure defined for the Item, which won’t be possible to be modified.
Unit Price Dc	To capture the Domestic Unit Price of the Item.
Unit Price Fc	To capture the Foreign Unit Price of the Item.
Quantity	This field indicates original quantity of purchase order. This field is automatically populated by the system.
Received Quantity	Calculated/Updated Read Only Field, will be updated automatically by the system when a 'Goods/Services Received/Returned Note' is created against the current item.
Outstanding Quantity	Calculated/Updated Read Only Field, this is equals Original Quantity - Received Quantity.
Estimated Price Dc	System calculated values (Unit Price x Quantity, for Dc).
Estimated Price Fc	System calculated values (Unit Price x Quantity, for Fc).
Tax Amount Domestic	Displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount Foreign	Displays the calculated Foreign Tax amount as defined in Tax Information
Net Amount Domestic	Calculated field, shows the domestic net amount for the Item.
Net Amount Foreign	Calculated field, shows the foreign net amount for the Item.
Price Tolerance	The Purchase Order is created for a lower or higher Quantity/Price than the original Requisition. If the Default Tolerance Percentage for Price parameters have been defined, then they will be the default values in these fields, even though they can be changed, if required. The system will reject Received Goods, Returned Goods and Expenditure Vouchers against the Purchase Order if any of the levels established here would be exceeded.
Quantity Tolerance	The Purchase Order is created for a lower or higher Quantity than the original Requisition. For avoiding excess Quantity, the system allows to specify a Quantity Tolerance (or variation). Default Tolerance Percentage for Quantity parameters have been defined, then they will be the default values in these fields, even though they can be changed, if required. The system will reject Received Goods, Returned Goods and Expenditure Vouchers against the Purchase Order if any of the levels established here would be exceeded.
Coding Block	GL Coding Block. Search function in the CoA Group with the attribute Budget Execution equal to True and to the offset Coding Block imposed.
Language	Language of the Description.
Description	Description of the Purchase Order Item. Value copied by the system if user selected the Item.
Purchase Order Item Drops	In this section are defined the Purchase Order Item Drops (see details in “Adding Purchase Order Item Drops”).
Attachments	Collection of zero or more attached files that can be used as supporting documentation for the Purchase Order Item (see details in the document “How to Perform Common Tasks”).
Pictures	Collection of zero or more images. The system allows BMP, GIF and JPG data files, and it will display the image of the first file.

Purchase Order Item Drop

Overview

System allows to create multiple drops per Purchase Order Item. Before a new Item Drop is created, the system will verify that the amounts for each Purchase Order Item is not exceeding.

Purchase Order Drop Screen Fields

Fields	Description
Drop Number	This is system generated unique identification number.
Status	Automatically assigned by the system to show if the Item Drop is open and can be converted to an Expense Voucher.
Auto Close PR Drop	Default value is false. This is applicable only when the PO is related to a PR. If users switched this to TRUE, then system will automatically close the relevant Purchase Requisition Item Drop.
Fiscal Year	Fiscal Year of the Voucher. Default value is the current Fiscal Year. If parameter "Allow Purchase Orders to Rollover to Next Fiscal Year" is set to True, then the system will allow the creation of Drops for future Fiscal Years, otherwise, only the current Fiscal Year can be used.
Fiscal Period	Fiscal Period of the Voucher. Default value is the current Fiscal Period.
Delivery Date From	Starting Delivery Date of the Drop.
Delivery Date To	Ending Delivery Date of the Drop.
Quantity	Specify the quantity of the Item ordered that needs to be delivered in the specified dates. Using the Item Price, the system will compute the Total Domestic for the Item Drop and it will populate the field Amount Dc with the calculated value. If the Item Price was published using Foreign Currency and Price, the amount calculated in the Foreign Currency will be copied into Amount Fc field.
Received Quantity	This field will be updated automatically by the system when a 'Goods/Services Received/Returned Note' is created against the current item.
Outstanding Quantity	Shows the outstanding quantity which is yet to be received. This is system calculated.
Amount DC	Enter here the Drop’s Domestic amounts. The system will validate that the total Drops matches the amount specified in the Purchase Order Item.
Amount FC	Enter here the Drop’s Foreign amounts. The system will validate that the total Drops matches the amount specified in the Purchase Order Item.
Tax Amount DC	Calculated/Updated field, displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount FC	Calculated/Updated field, displays the calculated Foreign Tax amount as defined in Tax Information.
Total Amount DC	System calculated field, Total amount is equal to "Amount DC + Tax Amount DC".
Total Amount FC	System calculated field, Total amount is equal to "Amount FC + Tax Amount FC".
Receive Location	Refers to Institution where the item will be received.
Tax Information	For Items ordered in Domestic Currency, the user canusers can define the applicable Taxes to individual Drops. This includes the type of tax, and whether it is added or deducted from the drop. The total tax will be automatically calculated.
Attachments	System allows to attach files to support the purchasing process.

Tax Information

Overview

The objective of this tab to store tax related information for purchase order.

Tax Information screen Fields

Field	Description
Serial Number	Read only field, Auto-generated Serial Number starts with 1 for every new Order Drop Tax Information.
Tax	Id of respective Tax.
Price Includes Tax	It indicate whether the amount includes tax or not.
Tax Percentage	Tax Percentage of the Tax.
Added/Deducted	This field indicates if the tax amount is added to the goods price or deducted from it.
Tax Domestic Amount	Shows the Tax domestic amount, calculated by the system.
Tax Foreign Amount	Shows the Tax foreign amount calculated by the system.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachments Tab Screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments
Description	Description of the attachments
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc
Data Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Pictures

Overview

Application allows to upload zero or more pictures to support purchase order process. The system must display the first picture and allow files of type (BMP, GIF and JPG).

Pictures screen Fields

Field	Discription
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting pictures. File type can be: BMP, GIF and JPG etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Clause

Overview

This tab helps to attach pre-created purchase clauses to purchase order.

Clause screen Fields

Field	Description
Serial Number	Calculated/Updated Display Only Field, auto-generated Serial Number starts with 1 for each Purchase Order.
Purchasing Clause	The system will provide a list of Active Clauses defined in the Purchasing Clauses Entity. The system will display the Clause Description once the ID is selected.
Show Order	To define the sorting of the selected Clause as to be printed in the Purchase Order. Default is Serial Number.

Purchase Order Financial Coding Block Tab

Overview

This entity will have the list of Financial Coding Blocks that will be used as main fund source for entire Items within the Purchase Order.

Purchase Order Financial Coding Block Tab Screen Fields

Fields	Description
Coding Block	GL Coding Block. Search function in the CoA Group with the attribute Budget Execution equal to True and to the offset Coding Block imposed.
Estimated Domestic Amount	Shows estimated domestic amount of the Purchase order items.
Estimated Foreign Amount	Shows estimated foreign amount of the Purchase order items.
Estimated Tax Domestic Amount	Shows estimated domestic tax amount of the Purchase order items.
Estimated Tax Foreign Amount	Shows estimated foreign tax amount of the Purchase order items.
Estimated Total Domestic Amount	Shows total of the estimated domestic amount and estimated domestic tax amount.
Estimated Total Foreign Amount	Shows total of the estimated foreign amount and estimated foreign tax amount.