Procurement — Business Process Guide
Process: Create a New Express Purchase Order
(EPO)
Module: Purchasing
High Level Description
Process
Module
Document Type
Create a New Express Purchase Order
Purchasing
Business Process Guide
Revision Control
Date
By
12/13/2011
Jonathan Hale
Action
9.0 Process
Pages
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Table of Contents
Overview
Login
Create a New Express PO
Add an Express PO
Print an Express PO
Overview
Once an express purchase order has been approved by the end user it in a sense becomes the property of the Purchasing Department. The department can no
longer add to it, change it in any fashion or cancel it. If they desire to do any of those they must contact the purchasing department in writing or by email to advise
them of this need, give a reason for it. If the purchase order has been assigned to a buyer, the department should contact the buyer involved and if it has not been
assigned to the buyer the department will contact the management analyst directly. If the buyer receives this notification he will review the purchase order to verify
its status to advise the vendor if necessary and to determine if the University has been obligated to pay for any commodity or service on this order. If the buyer
agrees that the line in the Purchase Order can be cancelled he will forward his findings and the request to the Management Analyst, if not he will advise the
department of his findings.
1|Page
Login
1.Navigate to the
CSUEB Staff Homepage.
www.csueastbay.edu
2. Click the CFS Finance link
under PeopleSoft CFS
Finance.
2|Page
3. Select East Bay campus
from the drop down.
After you have selected East
Bay from the drop down, next
click login.
(Tip: You can also tap the E
key to quickly select East Bay
since our campus is the only
that begins with the letter E.)
3|Page
4. Enter your Net ID and
Password, and then click
Login.
4|Page
5. Click the Financial Services
link near the top of the page.
5|Page
6. Click the Production link.
6|Page
7. Click on the Purchasing link in
the navigation panel to the left.
7|Page
8. Next, click on the Add/Update
Express POs
link.
8|Page
9. Click the Add button to begin
the purchase order creation
process.
(Note: the purchase order ID field
will default to the word NEXT. DO
NOT CHANGE THAT FIELD.
The word Next is to tell the
system to assign the next po
number in line.)
If you want to review a previously
saved/dispatched order you can
do so by selecting the Find
Existing Value tab, and then
enter the purchase order number
you are searching for.
9|Page
You should now be looking at a
blank po page like the one to the
right.
We will work our way through the
po creation process just as we
would read a book. Left to right,
top to bottom – field by field
beginning with the Vendor field.
10. Click on the magnifying glass
to the right of the Vendor Field.
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11. In the Short Vendor Name
field type: 001,
and then click the Look Up
button.
This is the most direct way to
select 001 Vendor to Be
Assigned.
ALL ORDERS MUST LIST: 001VENDOR TO BE ASSIGNED,
OR THE ORDER WILL NOT BE
ASSIGNED TO A BUYER.
12. Click the 001 – Vendor to be
assigned link to add this vendor
to your purchase order.
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You will notice by selecting the
001 Vendor to be assigned, the
Vendor ID
And Buyer field are now
automatically populated.
13. In the PO Reference field
insert your Dept ID, followed by
your First and Last Name.
(This will help you easily locate
your orders later on)
14. Click the Header Details
link.
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15. In the PO Type Field click
the magnifying glass to display
the list of purchase order types.
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16. Select the purchase order
type and click on the link to add it
to your purchase order.
You will want to RO for a
commodity order, and SO for a
Service order. These are the
most commonly used PO types.
For this tutorial please select RO,
and then click the OK button at
the bottom of the screen to return
to the po face page.
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17. Next click on the PO
Defaults link.
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You should now be viewing the
purchase order default page.
Information listed within this
screen with default to all lines of
the purchase order.
18. Click on the magnifying glass
next to the Ship To field.
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19. If you would like all lines of
the purchase order shipped to
the Hayward Campus please
select RECEIVING. (this will list
our Central Receiving address on
the purchase order)
If you are shipping to Contra
Costa Campus Please select
CCC.
For this tutorial please select
Receiving.
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You will notice on the purchase
order default page that the Ship
Via has been filled in, by default
we use UPS as our standard
shipper.
20. Next enter the date you
would like your items delivered
by in the Due Date field. I
recommend setting it for at least
a week in advance.
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21. Begin entering the chartfield
strings in Account, Fund, and
Department fields near the
bottom of the screen.
If you receive a red-bar in the
field you are trying to enter a
account code in, it means the
fund or account is not active. You
will need to contact
Joseph.Andrews@csueatbay.edu
to request activation.
Once you have entered your
chartfield string click OK to return
to the po face page.
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22. Next, click on the Add
Comments link.
This is where you enter all your
information regarding the
request. This is the most
important field on the purchase
order. Buyer’s use this field to
review order details about the
line items, rush order
notifications, and vendor contact
information.
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23. You should now be viewing
the PO Header Comments field.
Click the Copy Standard
Comments link.
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24. Enter STD in the comment
type field.
25. Click on the magnifying glass
next to the Comment ID field.
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You should now see a list of
standard comments to select
from. The most commonly used
comment types are:
D&V
ENT
VENDOR
(You should take time to explore
all the comments to see which is
most useful for your order.)
If you would like to create your
own comment to make the
process easier, please contact
Jonathan Hale
Jonathan.hale@csueatbay.edu
26. For this tutorial please select
D&V.
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You will not be able to enter
information in the standard
comments box on the return
screen, this screen is only used
for selecting comments, not
adding/editing them.
27. Click OK once you have the
correct comments you would like
to use for this order.
(We will edit this information in
the next step.)
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28. You can now edit or add to
the header comments field.
Begin by enter your name and
contact information.
Then the Account, DeptID, Fund,
and any other budgeting
information.
Finally enter all your vendor
details, try to include as much
information as possible, Quote
number, Telephone numbers,
and Email address are more
important than the vendors
address. You also need to list a
on-campus delivery location for
our Receiving staff.
29. Check all three boxes at the
bottom of the Header
Comments field.
Send to vendor – Information in
this field will be printed on the
actual po and the vendor can
view any special instructions.
Shown at Receipt – Central
Receiving can review the delivery
details to make sure the items
are delivered to the correct
location.
Shown at Voucher – Accounts
Payable staff can view any
discount or payment notes the
Buyer or end-user listed.
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30. Click the Attach button to
upload the quote/proposal you
were given by the vendor.
31. Click the Browse button to
retrieve the document.
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Select the document you would
like to upload and click open.
Next Click the Upload Button.
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You should now see your
document title listed as an
attachment.
Next, click OK.
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We can now begin entering our
line information.
31. Enter your description in the
description field, PO quantity,
Unit of Measurement, and
category code for this first line
item.
(demo category lookup)
32. Click on the Line Comments
caption bubble next to the
amount field, and enter any line
comments.
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Line comments are specific
to the line item, and should
usually list specifications for
the line.
Notice this page is
identical to the Header
Comments page we used
earlier in the tutorial. When
you are finished entering all
line comments click OK to
return to the main page.
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33. Click on the Schedule
Expansion Arrow to the
left of the Item field. Line
Schedules are used to
determine the price and
amount of the line.
Notice that the Date and
the Ship To information
defaulted in from the
purchase order default
page.
34. Enter the unit price of
the item you are requesting
to purchase in the price
field.
Click the refresh button at
the bottom of the screen.
You will notice the amount
field has now been
populated.
(PO Qty x Unit Price =
Amount)
35. Next, click on the Cash
Register Icon to the right
of the Distributed By drop
down.
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36. If the line item
requires sales tax to be
added, select CSUEB as
the Tax Destination and
then select Sales Tax
Appl.
(Shipping, Ewaste,
Installation and other
services usually do not
require sales tax.)
We use an 8.75% sales
tax at CSUEB
Click OK.
32 | P a g e
37. Click the Distribution
Expansion Arrow Icon to
the left of the Due Date
field under the Schedules
Header to expand the
distribution line.
Again you will notice that
the line Distributions have
defaulted to what we
entered under the PO
Defaults page.
If all the information is
correct we now have
enough information to
save our order.
38. Click the save button
at the bottom of the screen
to save your work and to
generate a purchase order
number.
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Notice that under PO ID
the word Next has been
replaced with a purchase
order number:
20000001042
!!!WRITE THE PO
NUMBER DOWN!!!
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39. To add a second
line to the order click
on the + sign at the
far right of the line.
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40. A popup box will
appear asking how many
lines you would like to
add to the purchase
order. I would suggest
entering one line at time.
(explain the multi line
save glitch)
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41. Follow the steps 3140 to continue adding
additional lines to the po.
Making sure to save the
order after each line.
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Now that we have entered
and saved all our line(s),
we need to approve the
order so it can then be
assigned to a Buyer.
Notice the current status
is open.
42. Click the Green
Check Mark Approve PO
Icon near the top right of
the screen to change the
PO status from Open to
Approved.
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43. The PO Status should
now list Approved.
44. Check the box under
Hold from further
processing.
45. Final Step – Click the
save button at the bottom
of the screen.
You have now created
and approved a purchase
order. Please continue to
learn how to print a hard
copy of your order.
39 | P a g e
Print purchase order
1. Click the Purchasing
Link in the left
navigation panel.
2. Click the Purchase
Order link.
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3. Click the Review PO
link.
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4. Click the Print PO
link.
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You will now need to
create a print po run
control ID.
5. Click the Add a New
Value Tab.
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6. Enter the following
run control ID in the
Run Control ID Field
PO_Print_First
Name_Last_Name
You need to enter an
underscore in place of
spaces or the system
will error out.
45 | P a g e
7. Configure your Print
screen to match the
image to the right.
8. Enter the PO
Number for the order
you would like to print in
the PO ID field.
9. After you enter your
PO Number click the
Run button at the top
right of the page.
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10. On the next screen
click OK
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You will now be
returned to the main
purchase order print
screen.
11. Click the process
monitor link near the
top right side of the
page.
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12. Click the Refresh
Button near the top
right of the screen until
the Distribution
Status changes from
pending to success.
13. Click the Details
link to the far right.
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14. Click on the View
Log/Trace link.
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15. Click on the .PDF
link (middle) to retrieve
your PO in pdf format.
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16. You should now
be able to view the
purchase order we
just created.
!!!SAVE THIS COPY
FOR YOUR FILES!!!
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