Purchase Orders
T i i
Training
Agenda
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•
•
•
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•
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Overview
Creation & Setup
Items
Vendors
Addresses
Accounting
Attachments
Internal Communication
Vendor Notification
Ch
Change
O
Order
d
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O
Overview
Overview – What is a Purchase
Order?
Purchase Order documents ((POs)) in Buyy A&M allow
users to communicate any agreement with a vendor to
provide goods and/or services. The type of PO will
determine whether the agreement is for a one-time
one time
purchase, a term contract, or an order against a term
contract.
POs are completed by indicating the type of PO and the
vendor,, and adding
g the Items that represent
p
the
good/services to be provided. For one-time purchases,
the shipping and billing address(es), and accounting
information must also be designated.
designated
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Overview – Purchase Order Types
Purchase
Order Type
Description
Open Market POs support the one-time purchase of off-contract commodities/services
commodities/services. Standard Open
Market POs can only be created by BP users, either from scratch, by converting Requisitions or Bids, or
by cloning previous POs.
Open
Market
Release
Direct Open Market POs can only be created by DA users with the “Department Buyer” role
designation. Direct Open Market POs are automatically created when a Direct Open Market Requisition
designation
is approved. Direct Open Market POs are sent to the vendor by the user that created the corresponding
Requisition, and are not routed through procurement.
Release POs support the purchase of on-contract commodities/services. Standard Release POs can
only be created by BP users converting an approved Standard Release Requisition.
Direct Release POs are automatically created when a Direct Release Requisition is approved. Direct
Release POs are sent to the vendor by the user that created the corresponding Requisition, and are not
routed through procurement.
Blanket POs capture term contract agreements and allow for the processing of Release Requisitions
against them for the life of the contract.
contract
Blanket
Contract
BP users set the term of the Blanket PO and can limit which Organizations and Departments are able to
process Releases off of the Blanket PO as well as how much each can spend.
Like Blankets, Contract POs capture term contract agreements and allow for the processing of Release
R
Requisitions
i iti
against
i t th
them ffor th
the life
lif off th
the contract.
t t However,
H
Contract
C t t POs
PO require
i users to
t associate
i t
every Item on the contract with an 11-digit NIGP Commodity Code. Contracts must also be associated
with a Catalog.
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Overview – PO Documents
Document
Purpose
Type
Purchase Order • Send orders to vendors
(PO)
• Setup and manage term contracts
• Manage change orders and contract
Change Order amendments
• Access via Purchase Order
Receipt
Created By
• Basic Purchasing
• Department Access
(optional – change
orders only)
• Basic Purchasing
• Record receipt, return and cancellation of • Department Access
ordered goods/services
(optional)
• Access via Purchase Order
• Basic Purchasing
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Overview – PO Statuses
Status Name
In Progress
Ready for
Approval
Returned
Ready
R
d tto
Send
Sent
Partial
Receipt
Complete
Receipt
Cancelled
Meaning
Available Actions
• Edit
The initial status of new documents.
• Submit for Approval
The document is still being
• Clone (creates a new copy of the document)
completed by the creator.
• Cancel
• Approval/Disapproval
The document has been submitted
• Edit (accounting and commodity code information only)
for approval and is travelling down
• Clone
an approval path.
• Cancel
• Reopen (returns document to “In Progress” status)
The document was disapproved by
• Clone
an approver.
• Cancel
• Change Order
The document has been approved
pp
• Send
S d tto vendor
d
and is ready to be sent to a vendor
• Clone
or vendors.
• Cancel
• Change Order
The document has been sent to the • Receive
vendor.
• Clone
• Cancel
• Change Order
A portion of the ordered
• Receive
goods/services have been received.
• Clone
• Change Order
All of the ordered goods/services
• Receive
have been received.
received
• Clone
The document has been cancelled.
• Clone
Actions Permitted By
• All BP users
• Current approver
• All BP users
• All BP users
• DA users (only
( l their
th i
own Direct Releases and
Direct Open Markets)
• All BP users
• DA users (can only
Receive against POs
from their Dept/Loc)
• All BP users
• All BP users
• All BP users
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Creation & S
C
Setup
p
Creation & Setup – Logging In
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Creation & Setup –
Basic Purchasing
g Role
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Creation & Setup –
Converting
g Requisitions
q
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Creation & Setup – Converting
Open
p Market Requisitions
q
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Creation & Setup – Converting
Open
p Market Requisitions
q
((cont.))
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Creation & Setup –
Converting
g Requisitions
q
(cont.)
(
)
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Creation & Setup –
Cloning
g Requisitions
q
& POs
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Creation & Setup –
Cloning
g Requisitions
q
& POs (cont.)
(
)
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Creation & Setup –
Cloning
g Requisitions
q
& POs (cont.)
(
)
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Creation & Setup – Create New
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Creation & Setup – Award Bid
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Creation & Setup –
Award Bid (cont.)
(
)
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Creation & Setup – Setup Overview
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Creation & Setup – General Tab
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Creation & Setup –
General Tab Standard Fields
Field
Description*
Description
Purchaser
Receipt Method
PO Type
Department / Location*
P-card Enabled
Type Code
Print Format*
Alternate ID
Required Date
Control Code
Retainage %
Contact Instructions
Tax Rate
Description
Short description of the PO.100 character limit.
The Basic Purchasing user that owns the document.
The Quantity Receipt Method means that users will only be able to receive ordered Items by the quantity that
was delivered. This is the preferred method for commodities.
The Dollar Receipt Method means that users will only be able to receive ordered Items by an invoiced dollar
amount. This is the preferred method for services. Note that the receipt method can also be set by individual Item
on the order
order.
The type of Purchase Order that is being created.
The business units that are placing the order. Generally, these are the units that originally requested the Items.
These will automatically transfer from cloned and converted documents, as well as awarded Bids.
Selecting this check box signals your intent to utilize a P-card to pay for this order.
Not currently used for one-time purchases.
The format of the PO that will print when selecting the Print button on the Summary tab.
tab This can be changed
while the PO is in any status.
Any information input into this field will be overwritten with data from AFIS.
The date by which you require delivery of all of the goods/services being ordered. Note that providing a required
date may increase freight costs if special delivery is required.
The Control
C
C
Code ffield enables agencies to identify
f the purchase order by an alternate number. Control
C
C
Code is
NOT a search field available when using the Advanced Search feature.
Optional fields for recording various purchase order terms.
Contact instructions for vendors and customers regarding the purchase order.
pp
to all Items on the contract when ordered.
If selected,, the tax rate will automaticallyy be applied
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Creation & Setup –
General Tab Fields (cont.)
(
)
Field
USAS D
Documentt T
Type
User Ref / Ref 4
RPA Receive Date
PCC Code
Description
USAS D
Documentt T
Type
User Ref
RPA Receive Date
PCC Code
LDT Codes 1-6
LDT Codes 1-6
Receipt Method
Quantity / Dollars
PO Type
Print Format*
Alternate ID
Promised Date
Days ARO / Retainage
% / Discount %
PO Type Specified
The format of the PO that will p
print when selecting
g the Print button on the Summary
y tab. This can be changed
g
while the PO is in any status.
DO NOT USE. Any information input into this field will be overwritten with data from FAMIS.
The date the vendor has promised to deliver all of the goods/services being ordered. If PO Items have been
solicited,, this date will carryy over from the awarded vendor’s Quote
Q
to their resulting
g PO.
Optional fields for recording various purchase order terms.
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Creation & Setup –
Tabs to Skip
p
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Items
Items – Items Tab w/ No Items
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Items –
Open
p Market PO Item Search
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Items –
Open
p Market PO Item Search ((cont.))
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Items –
Open
p Market PO Item Search ((cont.))
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Items –
Open
p Market PO Item Search ((cont.))
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Items –
Open
p Market PO Item Search ((cont.))
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Items –
Adding
g New Open
p Market Items
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Items – Adding New Open Market
Items: Standard Fields
Field
Print Sequence*
Item Type*
Description*
Receipt Method
Quantity*
Unit Cost*
UOM*
Discount %
Total Discount
Amount
NIGP Class*
NIGP Class-Item*
Commodity Code
Tax Rate
Freight
Manufacturer /
Brand / Model /
Make / Pckg
Description
The order the items will appear to vendors. The default sequence is the order that the items are added to the
document.
document
Can be either “Normal” or “Narrative.” Normal items can be ordered while Narrative items cannot. Narrative items
only permit you to enter a Description and a Print Sequence.
The definition of the good or service being ordered. For Narrative items, the Description can be instructions or other
information.
The Quantity Receipt Method means that users will only be able to receive this Item by the quantity that was
delivered This is the preferred method for commodities
delivered.
commodities.
The Dollar Receipt Method means that users will only be able to receive this Item by an invoiced dollar amount. This
is the preferred method for services. Note that the Receipt Method can also be set for all Items on the General Tab.
The total number of the item being ordered.
The cost of one unit of the item.
The unit of measure for the item.
Th standard
The
t d d discount
di
t percentage
t
for
f each
h unit
it off the
th item.
it
Negative
N
ti numbers
b
entered
t d here
h
signify
i if a markup.
k
Y
You
cannot enter both a Discount % and Total Discount Amount.
The dollar discount for each unit of the item. Negative numbers entered here signify a markup. You cannot enter
both a Discount % and Total Discount Amount.
The 3-digit NIGP Class code for the item. You can either type in the code, select a code from the dropdown, or use
the eyeglass icon to conduct a keyword search for the appropriate code.
The 2-digit NIGP Class-item code for the item.
The 11-digit NIGP Detail code for the item. Use the Lookup Commodity Code button to search for the appropriate
code. This is an optional field. Most agencies will not use this field.
The tax rate that should be applied to this item. This is an optional field.
The estimated freight charges associated with ordering the desired quantity of the item.
The specific product details. These fields are optional.
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Items – Adding New Open Market
Items: Commodity
y Codes
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Items – Adding New Open Market
Items: Custom Fields
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Items – Items Tab w/ Items
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Items – Detail Screen:
Open
p Market PO Items
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Items – Detail Screen:
Release PO Items
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Items –
Release PO Item Search
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Items –
Release PO Items w/o
/ Unit Pricing
g
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Items –
Release PO Items w/o
/ Unit Pricing
g
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Items – Release PO Items Tab
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Items – Item-Level Tabs
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Vendors
Vendors – Vendors Tab
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Vendors –
Open
p Market PO Vendor Search
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Vendors – Open Market PO Vendor
Search (cont.)
(
)
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Vendors –
Release PO Vendor Search
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Vendors – PO Terms
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Vendors – Vendor Addresses
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Vendors – Vendor Subcontractors
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Vendors – Vendor Subcontractors
(
(cont.)
)
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Vendors – Vendor Subcontractors
(
(cont.)
)
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Addresses
Addresses – Overview
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Addresses – Header-level Tab
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Addresses – Items-level Tab
Buy A&M Online 2013. Periscope Holdings, Inc.
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Accounting
g
Accounting – Overview
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Accounting – Header-level Tab
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Accounting –
Header-level Tab (cont.)
(
)
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Accounting – Items-level Tab
Buy A&M Online 2013. Periscope Holdings, Inc.
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Accounting – Items-level Tab (cont.)
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Attachments
Attachments – Attachments Tab
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Attachments –
Attaching
g Files
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Attachments –
Downloading
g Attachments
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Attachments –
Deleting
g Files
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Internal
Communication
Internal Communication –
Notes Tab
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Internal Communication –
Item-Level Notes Tab
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Internal Communication –
Reminders Tab
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Vendor
Notification
Vendor Notification – Summary Tab
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Vendor Notification –
Submit for Approval
pp
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Vendor Notification – Approval
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Vendor Notification –
Vendor Notification
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Change Orders
Change Orders – Finding Your PO
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Change Orders – Creation
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Change Orders – Editable Tabs
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Change Orders – Summary Tab
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Change Orders –
Applying
pp y g a Change
g Order
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Change Orders –
Vendor Acknowledgement
g
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