Enter a Purchase Order
Chapter 3
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Department Purchaser R12
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Enter a Purchase Order
Chapter 3 - Page 1
Standard Purchase Order
Section Objectives
At the end of this section, you should be able to:

Navigate to the Purchase Orders window

Create a single line Purchase Order

Approve and Fax the PO

View the Purchase Order through the Purchase Order Summary window
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
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Enter a Purchase Order
Chapter 3 - Page 2
Standard Purchase Order
A standard purchase order is generally created for the one-time purchase of various items.


The original copy of the purchase order you send to your suppliers is a legal offer to
buy
A binding purchase contract does not exist until the supplier accepts your offer either
by performing the contract or formally accepting the offer by returning an acceptance
document to you
Purchase Order Components
PO
$
SALE
SALE
Document
Details
(Header)
Item or Service
Details
(Lines)
Currency
SALE
Terms/
Condition
s
Order
Number
Supplier
Buyer
Item Number/
Description/
Category
$200
Price
Quantity
Supplier
Item #
Nov
21
Supplier
Delivery
Details
(Shipments)
Ship To
Location
Receiving
Controls
Shipment
Quantity
Promise
Date
Distribution
s
Internal
Distribution
Details
(Distributions)
Internal Deliver
To
Locations
Accountin
Distribution
g
s
Delivery
Quantity
Requestors
Copyright University of Pittsburgh. All rights reserved.
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Enter a Purchase Order
Chapter 3 - Page 3
Standard Purchase Order
Standard Purchase Order
A standard Purchase Order consists of four regions

Header

Line (Item)

Shipment

Distribution
Header Region
This region contains the details relating to the overall Purchase Order

PO Number
- This number is generated when the Purchase Order is saved

PO Type
- This field defaults to and will always remain as Standard Purchase Order

Creation Date

Supplier Information

Buyer Name

Payment Processing Terms
There is only one header per Purchase Order
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Enter a Purchase Order
Chapter 3 - Page 4
Standard Purchase Order
Line Region
This region contains the details about the goods or services ordered

Type

Commodity Group / Category

Description

Unit of Measure

Total Quantity

Pricing
There must be at least one line per Purchase Order, but there could be many
Shipment Region
This region contains the delivery details

Ship-To Location

Unit of Measure

Shipment Quantity

Shipment Date
There must be at least one shipment for each line in the Purchase Order
Distribution Region
This region contains the details required internally to accurately account for the shipment

Requestor Information

Charge Account Information
There must be at least one distribution per shipment
Copyright University of Pittsburgh. All rights reserved.
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Enter a Purchase Order
Chapter 3 - Page 5
Standard Purchase Order
Gather Information Before Purchasing
Before entering a Purchase Order, you should have the following information:

Supplier Name

Supplier Site

Supplier Contact Information

Item Catalog #

Item Unit Price

Ship-To Location

Charge Account Number
Before entering a Purchase Order, Purchasing Services strongly recommends that you
contact the supplier to verify the site selection and the fax contact number for the
order.

Check the list of values for the Site field to make sure the verified site is one of the
choices

Check the Contact field for a supplier fax number

The fax contact will be a person’s last name or a department name, followed by a
comma, followed by the word FAX, and any remaining information. For example:
CUST SERV, FAX
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Enter a Purchase Order
Chapter 3 - Page 6
Standard Purchase Order
Supplier Not Listed in PRISM
If the supplier is not in the list of values for the Supplier field, then you must forward
the Supplier Verification form to the supplier
1.
Open your web browser
2.
Enter the following URL:
http://www.cfo.pitt.edu
3.
Notice that the topics are organized by departments/resources within the Office of Budget
& Controller
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Enter a Purchase Order
Chapter 3 - Page 7
Standard Purchase Order
4.
Click on the Purchasing link under Departmental Links
5.
Click on the Forms link (in the gold area) to see the list of standard purchasing forms
6.
Click on the Supplier Verification link
7.
Forward this form to the supplier
8.
Have the supplier fax the completed form to (412) 624-9339
Payment Processing will enter the supplier information into PRISM within 48 hours of
receiving this information.
Copyright University of Pittsburgh. All rights reserved.
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Enter a Purchase Order
Chapter 3 - Page 8
Enter a Purchase Order
Enter a PO to order a Halogen Projector lamp from TRI STATE SUPPLY CO INC. The PO will
contain a header, one line item, one shipment, and one distribution.
1.
Navigate to the Purchase Orders window
Oracle Purchasing
N  Purchase Orders  Purchase Orders
Purchase Orders
2.
Note “Create Standard Purchase Order” is a default. Click Go.
Copyright University of Pittsburgh. All rights reserved.
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Enter a Purchase Order
Chapter 3 - Page 9
Enter a Purchase Order
2.
Enter Supplier
 Type a portion of the Supplier name, such as TRI ST
 Press the Tab key or the search icon
 Use Quick Select
3.
to query the vendor list
to select TRI STATE SUPPLY CO INC
Use the search icon to select the Site
 Washington
If there is only one site, this field will default to that site
4.
Use the search icon to select a Fax Contact
 Cust Serv, Fax (724-225-8329)
The preferred method of placing an order with a supplier is via the PRISM Fax
server
Note: A Fax Contact does not need to be entered in this field, but the number
should be noted for entry in the next field, Communication Method.
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Enter a Purchase Order
Chapter 3 - Page 10
Enter a Purchase Order
5.
Select Fax or Email as the Communication Method. Enter Fax number of Email address.
6.
Enter a Description
 Projector Lamp / Madison
This description from the header region does not appear on the printed Purchase
Order; it is for user reference
7.
In the Terms Region Enter Default Ship-To location
 Salk-440
The Ship-To location must be a campus location, and is entered without spaces as
follows:
 Standard building abbreviation-Room #
 Use Quick Select to select the site.
8.
Notice the following default fields
 Bill-To field defaults to Payment Processing
 The entire mailing address for Payment Processing will print on the Purchase Order
 Currency field defaults to USD
 Buyer field defaults to the name of the user entering the Purchase Order
 Total field lists the system-generated total $ value of all lines in the Purchase Order
Copyright University of Pittsburgh. All rights reserved.
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Enter a Purchase Order
Chapter 3 - Page 11
Enter a Purchase Order
Purchase Order Lines Region
9.
Move to the Purchase Order Lines region by clicking on the Lines tab
 Every PO must have at lease one line but may have as many lines as required
10. Enter Description
 #PJ105567A Halogen Projector Lamp
Since this description prints on the Purchase Order, it is important to be explicit, by
providing catalog numbers, colors, sizes, etc.
11. Click in or tab to the Category field
12. To enter Commodity Group & Category, enter the first several characters of the
Commodity, e.g., “sci”, and press Tab. Quick Select the appropriate Commodity Group &
Category, or Click the Search icon and Go. Scroll through the Categories; Quick Select
the proper one.
 Commodity Group
Audio Visual
 Category
Supplies
Copyright University of Pittsburgh. All rights reserved.
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Enter a Purchase Order
Chapter 3 - Page 12
Enter a Purchase Order
13. Enter Quantity
14. Enter Unit of Measure (UOM)
 Each
The Unit of Measure can be typed in or selected using the Search icon
15. Enter Price
 13.72
Do not enter $ signs or commas when entering dollar values
16. Enter Need-By Date
 Clicking on the LOV will bring up a calendar for selecting a date
While selecting a date you can also specify a time. If you do not select a time, it
defaults to 00:00:00.
Copyright University of Pittsburgh. All rights reserved.
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Enter a Purchase Order
Chapter 3 - Page 13
Enter a Purchase Order
Purchase Order Shipments Region
17. Click on the Shipments tab
Shipments information defaults from the Header and Lines regions
Purchase Order Distributions Region
18. Click on the Distributions tab
19. Enter Requestor (Optional field)
 Last Name, First Name
Requestor is the name of the employee that is requesting the item on the current
line
Requestor name prints on the Purchase Order as the Deliver-To name
20. Accept the Deliver-To field default
 Deliver-To defaults as the office location of the Requestor
 Deliver-To location can be changed to another campus location, if appropriate
 Deliver-To location from the Distributions region does not print on the PO, it is mainly
for internal use
 Suppliers deliver goods to the Ship-To location specified in the Header/Shipments
region
Copyright University of Pittsburgh. All rights reserved.
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 14
Enter a Purchase Order
24. The Quantity defaults from the Lines region
25. Click in the Charge Account field
26. Enter “Entity.Department”, and click the Search icon. Select the account number in the
Results area and click the Select button.
27. Select the account number
 05.49010.6010.00000.002691
28. Click on Save at any time to save the PO (# displays in upper left corner).
Copyright University of Pittsburgh. All rights reserved.
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 15
Approve a Purchase Order
Approving & Faxing the PO
29. Click on Header, Lines, Shipments, or Distributions to review the order.
30. Notice that a Purchase Order number was generated by the save process
31. Click on the Submit button
32. The Status field is updated to Approved if the document is within your approval limits;
otherwise it will forward to your approver’s queue, and the status will be In Process.
33. Once approved you will receive an email notification
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Enter a Purchase Order
Chapter 3 - Page 16
Faxing PO’s to the Supplier
Approval email notification
34. Once the document is approved, it will automatically be sent to the PRISM Fax Server
 The supplier will receive a copy of the Purchase Order, along with a cover sheet.
Copyright University of Pittsburgh. All rights reserved.
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Enter a Purchase Order
Chapter 3 - Page 17
Faxing PO’s to the Supplier
35. An email notification will be sent from RightFax@pitt.edu when the Purchase Order has
successfully faxed to the supplier.

The email notification will automatically be sent to your @pitt.edu email address. If this
is not the address at which you receive and read email, make sure the forward function
has been set up to forward email from the Pitt account to your desired email address.
See “Edit Forwarding Addresses” at accounts.pitt.edu.

The email will display the PO number, and the date and time the order was
successfully sent.

The subject line on the email should say SUCCESS. If the Subject line contains
FAILURE, double check that the fax number is correct. If you need assistance, contact
the Technology Help Desk at 412-624-HELP (4357).
Copyright University of Pittsburgh. All rights reserved.
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 18
Faxing PO’s to the Supplier – Alternate Method
Alternate Faxing Method
If you forget to select a Communication Method before approving the Purchase order, a
second method for faxing can be used.
1.
Navigate to the Orders screen
 Click on the Search button
2.
Enter Order number and Click Go.
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 19
Faxing PO’s to the Supplier – Alternate Method
3.
From the Select Order Drop Down menu, Select Communicate and click Go.
4.
Select Fax as the Communication Method, Enter the Fax number and click Apply.
5. An email notification will be sent from RightFax@pitt.edu when the Purchase Order has
successfully faxed to the supplier.
Copyright University of Pittsburgh. All rights reserved.
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 20
Printing a Hardcopy of a Purchase Order
Printing a Hardcopy of a Purchase Order
1.
Navigate to the Orders screen
 Click on the Search button
2.
Enter Order number and Click Go.
Copyright University of Pittsburgh. All rights reserved.
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 21
Printing a Hardcopy of a Purchase Order
3.
From the Select Order Drop-down menu, select View PDF and click Go.
4.
Respond to the message to Open the file.
5. A .pdf version of the file opens. Click on the Printer icon.
Copyright University of Pittsburgh. All rights reserved.
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Enter a Purchase Order
Chapter 3 - Page 22
Printing a Hardcopy of a Purchase Order
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Chapter 3 - Page 23
PO Transmission Summary
PO Transmission Summary

Do not place verbal orders with a supplier. Verbal orders create potential invoicing
problems.

Place all order therough the PRISM Fax Server
o
Fast and efficient
o
Supplier receives a hard copy of the purchase order
o
Buyer receives email fax confirmation
o
Reduces errors in processing of purchase order and invoices
Copyright University of Pittsburgh. All rights reserved.
Department Purchaser R12
12/16/2011
Enter a Purchase Order
Chapter 3 - Page 24
View Purchase Orders
View the purchase order you entered to TRI STATE SUPPLY CO INC for the projector
lamp.
1.
From the Orders screen

Select View Open Orders, Click GO

Click the Search button, and Search by Order #
2.
The Select radio button will be filled in for the found PO
3.
Click on the Order number
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 25
View Purchase Orders
4.
Click the Header, Lines, Shipments, or Distributions tabs to view the details of the PO

5.
You will be in the view mode
If you need to edit the PO, click the Update button
Copyright University of Pittsburgh. All rights reserved.
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 26
Lab 1: Enter a Purchase Order
Enter a Purchase Order to order a printer cartridge from GovConnection Inc.
1.
Navigate to the Orders screen
2.
Enter the following information in the Header region
 Supplier:
 Site:
GovConnection Inc
Merrimack
 Contact:
Cust Serv, Fax
 Description:
Printer Cartridge / Noah
 Ship-To:
Salk-440
3.
Move to the Purchase Order Lines region
4.
Enter a line item for the printer cartridge
 Description
#S7C4096 HP Printer Cartridge
5.
 Commodity Group
Computer
 Category
Supplies
 Quantity
1
 Unit of Measure
Each
 Price
109.50
 Need-By
One-week from today
Move to the Shipments region
 Do you need to enter any information?
6.
7.
Move to the Distributions region
 Requestor
Name of the person requesting the goods
 Charge Account
02.49010.6021
Return to the Header region
 Save the Purchase Order
 Submit the Order
Copyright University of Pittsburgh. All rights reserved.
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 27
Lab 1 Solutions: Enter a Purchase Order
N Create Standard Purchase Order
Header
Lines
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 28
Lab 1 Solutions: Enter a Purchase Order
Shipments
Distributions
 Save the PO
 Submit the PO for Approval & Faxing to the Supplier
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12/16/2011
Enter a Purchase Order
Chapter 3 - Page 29