Multi-Line / Multi-Distribution
Purchase Orders
Chapter 4
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 1
Multi-Line/Multi-Distribution Purchase Orders
Section Objectives
At the end of this section, you should be able to:

Enter a multi-line PO

Enter a default charge account at the line level

Use the Duplicate feature to speed up the process of entering a multi-line PO

Enter a PO with multi-distributions
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Department Purchaser R12
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 2
Enter a Multi-Line PO
Multi-Line Purchase Orders

There is no limit to the number of line items in a purchase order. A purchase order
can be for one line item, several line items, or many line items.

For any line item, the charges can be distributed to one account, or multiple accounts.

When entering Purchase Orders for multiple line items that have the same UOM,
Need-by Date, Charge Account, a duplicate feature can be used to duplicate lines
and save on repetitive data entry
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 3
Enter a Multi-Line PO
Enter a multi-line Purchase Order to order a notebook battery and toner from Net
XPerts.
1.
Navigate to the Orders screen

2.
Create Standard Purchase Order, Go
Enter Header information
 Supplier -- NET XPERTS LLC
 Site -- Pittsburgh 1(if there is just one site, it defaults)
 Supplier Contact --Note a Fax number
 Communication Method – Fax, and enter Fax # 412-244-6390
 Description --Battery & Toner / Garrett
 Ship-To Location – Salk-440
3.
Click on Lines Tab
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 4
Enter a Multi-Line PO
4.
Enter Line information
 Description – GT-M360H BTI Notebook Battery
 Category – Computer.Supplies (type in part of category name, press tab, & use Quick
Select to select proper Category; or, click Search icon, click Go, scroll to find the
correct Category, select with Quick Select)
 Quantity – 1
 Unit – Each
 Price – 140
 Need-By Date – one week from today
5.
Click on the Update icon at the end of the PO line
 Charge Accounts can be entered at the PO line level
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 5
Enter a Multi-Line PO
6.
Enter the PO Charge Account in the Billing Region (02.49010.6000)
 Enter 02.49010 and click the Search icon
 Select the correct code combination and click Select
7. Click Apply
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Entering Multi-Line/Multi-Distribution Purchase Orders
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Enter a Multi-Line PO
8.
Make sure the cursor is still on line 1, and click the Duplicate icon
9.
Line 1 (including the account no.) is duplicated
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Entering Multi-Line/Multi-Distribution Purchase Orders
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Enter a Multi-Line PO
10. Modify the line information on line 2 for the toner
 Description – HP-CB400A Black Toner
 Category – same as line 1
 Quantity – 2
 Unit – same as line 1
 Price -- $154.00
 Need-By Date – same as line 1
11. Since line 2 was duplicated from line 1, the account number from line 1 is automatically
applied to line 2.
12. Save your work
13. Review order for completion
14. Submit the order for approval and faxing to the vendor.
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 8
Enter a Multi-Line PO
15. You are returned to the Orders screen.
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 9
Lab 3: Enter a Multi-Line PO
1.
Enter a Purchase Order to Franklin Interiors, using the information listed below.
 Enter the Charge Account using the Edit Line icon
 Create Line 2, by duplicating Line 1
2.
Header
 Supplier
Franklin Interiors
 Site
Pittsburgh
 Contact
IRWIN, FAX-TODD
 Communication Method
Fax
 Description
Furniture for Dean’s Office
 Ship-To
Salk-440
3.
Line
4.
5.
 Category
Furniture & Furnishings.Office
 Line 1
#LC-433023 Leather Desk Chair
1 each @ $520.00
 Line 2
#RT-335041 Round Office Table
1 each @ $280.00
 Need-By
Two weeks from today
Distributions
 Requestor
Type requestor’s last name / Press <TAB>
 Charge Account
02.49010.6023
Save the document but leave the status as Incomplete
 Do NOT Submit for Approval
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 10
Lab 3 Solutions: Enter a Multi-Line PO
 Enter Header Information
 Enter PO line 1
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 11
Lab 3 Solutions: Enter a Multi-Line PO
 Click Update icon
 Click Apply
and Enter PO Charge Account
 Create line 2 by Duplicating line 1
Copyright University of Pittsburgh. All rights reserved.
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 12
Lab 3 Solutions: Enter a Multi-Line PO
 Modify line 2 information
 Save
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Entering Multi-Line/Multi-Distribution Purchase Orders
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Lab 4: Enter a Multi-Line PO
1.
Enter a Purchase Order to Benco Dental Supply, using the information listed below.
 Enter the Charge Account using the Update Line icon
 Create Line 2, by duplicating Line 1
2.
Header
 Supplier
Benco Dental Supply
 Site
Wilkes-Barre
 Contact
Cust/Serv, Fax
 Communication Method
Fax
 Description
Cover Gown for clinic/Dr. Matthews
 Ship-To
Salk-2189
3.
Line
4.
5.
 Category
Scientific.Supplies
 Line 1
#69988 Yellow Cover Gowns
3 cases @ $115.00
 Line 2
#69981 Blue Cover Gowns
1 case @ $98.00
 Need-By
Two weeks from today
Distributions
 Requestor
Type requestor’s last name / Press <TAB>
 Charge Account
02.49010.6023
Save and Submit the order.
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12/16/2011
Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 14
Lab 4: Enter a Multi-Line PO Solutions
 Enter Header Information
 Enter PO line 1 and click on Update Icon
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 15
Lab 4: Enter a Multi-Line PO Solutions
 Enter PO charge Account and Click Apply
 Create Line 2 by Duplicating Line 1
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Entering Multi-Line/Multi-Distribution Purchase Orders
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Lab 4: Enter a Multi-Line PO Solutions
 Modify line 2 information
 Save the Order
 Review for completeness
 Submit the Order for Approval & Faxing
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 17
Enter a PO with Multi-Distributions
Multi-Distributions

A Purchase Order can have one distribution line or multiple distribution lines.

There is no limit to the number of accounts to which line items get charged.

The following diagram illustrates the order in which information is entered into a
Purchase Order when distributing charges to multiple accounts.
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Entering Multi-Line/Multi-Distribution Purchase Orders
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Enter a PO with Multi-Distributions
Enter a Purchase Order to order a laser jet color printer from Van Dyk. The cost of the
printer will be split between a research account and an operating account in the
Orthodontics clinic.
1.
Navigate to the Orders screen.
 Create Standard Purchase Order, Go
2.
Enter the following Header information
 Supplier
Van Dyk
 Site
Pittsburgh
 Contact
Cust Svc, Fax (412-279-9432)
 Description
Laser Jet Color Printer
 Ship-To
Salk-2189
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12/16/2011
Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 19
Enter a PO with Multi-Distributions
3.
Enter the following Line information
 Description
#1100X1 Laser jet color printer 600 DPI
 Category
Computer.Printer/Scanner
 Quantity
1
 Unit
Each
 Price
1998.00
 Need-By
Two weeks from today
4.
Click on the Distributions tab
5.
Click on the Split Enabled icon at the end of the Distribution line
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 20
Enter a PO with Multi-Distributions
6.
Use the Qty field to split charges
 Quantities at the Distribution level must be equal to Quantity at the Line level
 In this example quantities are being split equally between two accounts (.5 & .5)
 Enter the appropriate charge accounts:
 02.49201.6021
 05.49202.6021.00000.002690
Note:
 To split charges by dollar amount, convert dollars to quantities
For example, if $800.00 is being charged to one account, and $1198.00 to another,
calculate 800/1998 = .40, and 1198/1998 = .60. In the quantity fields you would enter
.4 and .6 which must add up to the total quantity, which in this case is 1.
You can also split distributions by setting up the PO line with, Quantity = Total Price, Unit
=US Dollars, and Price =1. Since the Quantity field contains dollars, when you split
charges at the Distribution level using the quantity fields, you are splitting by dollar
amount.
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 21
Enter a PO with Multi-Distributions
7.
Save the Purchase Order
8.
Click on the Submit button
Note:
Criteria
Action
Forward to
PO <= $ limit
Approve
N/A
PO > $ limit
Approve
Automatically
forwards to Approver
 Each department has a defined approval hierarchy
 Each user has an approval dollar limit
 A user may approve the Purchase Order only if the total is within the user’s dollar limit
 If the dollar amount of the Purchase Order is greater than the user’s approval limit, the
system automatically forwards the Purchase Order to the user’s approver
9.
View In Process Orders
 Locate your order to Van Dyke
10. Click on the Status Link
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 22
Enter a PO with Multi-Distributions
11.
View the Action History
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 23
Lab 5: Enter a PO with Multi-Distributions
The Orthodontics Clinic needs three Dell Server Hard Drives. Charges of $685.48 for
each hard drive will be evenly split between an operating account and a sponsored
research account. Use the following information to enter the PO. Submit the PO for
approval upon completion.
1.
Header
 Supplier
Dell Marketing LP
 Site
Round Rock
 Contact
Cust Serv, FAX (866-493-7809)
 Communication Method
2.
3.
Fax
 Description
Hard Drives / Dr. Lego & Dr. Lewis
 Ship-To
Salk-2189
Line
 Category
Computers.Components/Peripherals
 Description
E-Quote 0208040974 (Hard Drives)
 Quantity
2056.44
 Unit
US Dollar
 Price
1
 Need-By
Several weeks from today
Distributions
 Requestor
Type requestor’s last name / Press <TAB>
 Charge Account
 Charge ½ the cost to 02.49201.6021.00000.000000
 Charge ½ the cost to 05.49202.6021.00000.002690
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 24
Lab 5 Solutions: Enter a PO with Multi-Distributions
Header Region
Lines Region
 Qty = 2056.44 (Total Cost)
 Unit = US Dollars
 Price = 1
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Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 25
Lab 5 Solutions: Enter a PO with Multi-Distributions
Distributions Window
 Since the Quantity field at the Line level contains dollars, you can split by dollars
in the Qty field at the Distribution level
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Department Purchaser R12
12/16/2011
Entering Multi-Line/Multi-Distribution Purchase Orders
Chapter 4 - Page 26