Limited Purchase Orders

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Limited Purchase Orders - Creating

Distribution

Director of Procurement Services

PO Administrator

PO Purchaser^*

PO Requester^*

Related Procedures

Limited Purchase Orders - Issuing

Ownership

The Director of Procurement Services is responsible for ensuring this document is necessary, reflects actual practice, and supports University policy.

Integrated System Purchasing
N ® Purchasing : Purchase Orders ® Purchase Orders
Purchase Orders

Purchase Order Header

1. Enter Purchase Order Header information in the Region.

PO, Rev (LPO Number)

The LPO number will be generated by the Integrated System when you save your work, and it will appear in the PO, Rev field.

Type

Standard Purchase Order will default. Do not change.

Created

Current date will default.

Supplier (Required)

Select vendor from the list of values

Vendor must be in the vendor file. If vendor is not in the file, it must be added. See procedure for Adding Vendors.

Recently added Vendor note: If vendor has recently been added, and their eVA status is not known, you will be warned by the note below. Please ensure vendor is fully aware off all implications of eVA terms and conditions.

eVA vendor note: If vendor you selected does not accept the eVA terms, you will be warned by the note below. At that time you may select another vendor or proceed with the vendor you chose.

Site (Required)

If there is only one site for the vendor (supplier), that site will default; otherwise, choose supplier site from the list of values.

Contact

Will default from the vendor file if a contact is listed.

Ship-To (Required)

Choose from the list of values.

Bill-To

Will default to Accounts Payable, as the address to which vendors must send invoices.

Currency

Will default to USD (U.S. Dollars).

Buyer

Will default to user's name.
Users are defined as Buyers for LPO entries.

Status

Is system-generated and will remain "Incomplete" until the LPO is approved.

Total

Generated automatically by the Integrated System.

Description

Enter a description of the LPO.
This comment is for internal use only and does not appear on the Purchase Order.
You can enter up to 240 characters.

2. Click in the flexfield in the field to the right of the [Total] field. The following PO Headers dialog box below will appear.

If the vendor you selected on the LPO header is a Contract vendor or a DMBE-certified Minority/Woman vendor the correct information will default to the Vendor Diversity Confirmation field. Generally, this field does not need to be updated.

If the vendor is neither a Contract nor a DMBE-certified Minority/Woman owned firm then the field will be blank, and you should select the option that describes how you met the requirement to solicit a DMBE-certified Woman-owned or Minority-owned vendor prior to making a purchase.

Open the Vendor Diversity Confirmation LOV list on the first line (where it says “Click here” above). You will see four confirmations to choose from. The first and third confirmation will default when you select the vendor. If the field is blank select one of the other two options.

Select the option that describes how you met the requirement to solicit a DMBE-certified Woman-owned or Minority-owned vendor prior to making a purchase:

Select “DMBE Minority or Woman Quote is on file” if the vendor you used is a non-contract vendor that is not DMBE-certified as Minority- or Woman-owned and you have properly documented in your files the DMBE M/W quote you received for this purchase.
Select “No DMBE Minority or Woman Vendor is available” if the vendor used was not a DMBE-Certified M/W vendor, AND you have ascertained that no such vendor was available for the commodity required.

Note: If none of these options is true, then you have not followed the procedure for soliciting a DMBE-certified Woman-owned or Minority-owned vendor prior to making a purchase. You should do so before proceeding with the purchase. This procedure is subject to audit.

After making your selection, click OK in the Vendor Diversity Confirmation LOV list box shown above.

Click [OK] in the PO Headers dialog box.

3. SAVE your work.

Purchase Order: Lines Tab

4. Enter information about the goods or services you are purchasing in the Items tab.

Num (line number)

Line number will be system-generated by the Integrated System.

Type

Accept default of LPO<$5000.

Item

Skip this field. (Used only for internal requisitions.)

Rev (Revision)

Skip this field. (Used for revised items on internal requisitions.)

Category (Required)

Choose the generic category for your purchase from the list of values.
This category does not link to expenditure type.

Description (Required)

Enter a description of what you are purchasing.
Enter as much detail as desired (up to 240 characters.)
Use the Editor to create multiple entries

UOM (Unit of Measure)

Unit of Measure defaults as "Dollar" for limited purchase orders and cannot be changed with the LPO line type.

Quantity (Required)

Enter the total cost of your order.

Price

Will default to "1" (for one dollar) and cannot be changed with the LPO line type.

Promised (promised date)

Use calendar from the list of values to choose promised date, if appropriate.
This is not a required field.

Need-By (date needed)

Use calendar from the list of values to choose a need-by date, if appropriate.
This is not a required field.

Supplier Item

Enter the vendor's catalog number, if appropriate.
This is not a required field.

Amount (Total dollar value of order)

Will default based on information entered in Quantity fields.

5. If this LPO is for a standing order, maintenance or Equipment Trust Fund order, click in the descriptive flexfield (at the end of the line.)

Use the Reference Number field for any number significant to you and/or for your ETF number
Enter the Start and End dates. You must enter the dates in the correct format DD-MON-YY (i.e., 13-APR-01) as the calendar feature is not available.
SCHEV Number field will be used solely by Property Accounting (do not enter information into this field).
NIGP Item Code will be used solely by Procurement Services and other selected buyers (do not enter information into this field).

* The Price Reference and the Reference Documents Alternative Regions are not used at the University.

Purchase Order: "More" Tab

6. Enter note to vendor (supplier), as desired (not required).

This note prints on the Purchase Order.

7. Click on the [Shipments] Button at the bottom right of the form.

Purchase Order: Shipments Tab

No additional information needs to be entered. Necessary information will default from the body of the purchase order.

The status alternative region (in the Shipments region) will display information on quantity ordered, received, canceled, and billed.

Purchase Order: Distributions

8. Click on the [Distributions] button at the bottom right of the form.

9. Enter PTAEO information from the list of values for each field (Project, Task, Award, Expenditure Type, and Organization.) (Required)

10. Enter today’s date in the expenditure date field using the calendar from the list of values.

Do not enter a future date.
The Integrated System validates that the selected Project, Task, and Award are available for the entered date.
The Integrated System validates that the Expenditure Type is appropriate for the Award.
Account Description fields will automatically populate when you save your work.

11. Charge more than one PTAEO, if appropriate, by changing the amount in the Quantity field, and entering another distribution line.

12. Save your work.

13. Click on the [Approve...] button (found on the Purchase Order Header screen) to approve the LPO.

If forwarding to another individual for approval, goto task 14. Otherwise, goto task 15.

14. Select the Forward checkbox.

If you forward the purchase order you must ensure that the person to whom you are forwarding has approval authority.

Your name will default in the Forward From field.
Your approval Hierarchy will default in Approval Path
Highlight the name in the Forward To field and select [DELETE] on your keyboard
Enter the Last name, [TAB] and select the name of the approver you wish to forward the PO to.
You may enter a note in the Note field

15. Click on the [OK] button to approve or to approve and forward.

16. Click on the [OK] button.

17. Close all forms.

Effective: 05/02/06

Revision: 8 05/02/06 dhw