Purchase Orders - Using Auto Create

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Distribution

Director of Procurement Services

PO Administrator

PO Buyer Manager

PO Buyer^*

Related Procedures

Purchase Orders - AutoCreating

Ownership

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

Integrated System Purchasing
N ® Purchasing : AutoCreate
Find Requisition Lines

1. Find the Requisition Lines for which you want to create Purchase Orders.

Enter the search criteria to restrict your search.

Choose your name from the list of values for the Buyer field, and no other search criteria, to see all of the requisition lines assigned to you.

2. Click on the [Find] button.

Create will default for the Action field.

Standard PO will default for the Document Type field.

3. For the Grouping field, select Requisition from the drop-down list.

Selecting "Requisition" for multiple line requisitions will place items on the purchase order in the same order they appear on the requisition.

4. Select the requisition line(s) for which you want to AutoCreate a purchase order by checking the box(s) to the left of the line(s).

You may use a folder to view the requisition fields in a different manner.

5. Click on the [Automatic] button to create a standard purchase order.

6. Enter the name of the vendor to receive the purchase order in the Supplier field.

If the originator suggested a vendor, the name of that vendor will appear in the Supplier field as the default. You may accept the vendor that the department recommended, enter a different vendor, or delete the vendor field to select the vendor at a later time.
If the originator did not suggest a vendor, the PO Buyer may either select a vendor by choosing from the list of values for the Supplier field (press Ctrl and "L") or leave the field blank and select a vendor later.

7. Click on the [Create] button.

The Purchase Order that was created will open.

8. Make any required changes to purchase order.

Specify the vendor and site if you have not already done so.
Verify that the Ship-To field contains a valid delivery location code.
Add a description in the description field in the header (not required).
Verify that the correct line type is chosen.
Verify that the pricing information is correct.
Enter a need-by date to specify when the goods must be delivered.
Add a note to Supplier if necessary, by adding a comment in either:

the Description field on each line
the Note to Supplier field on each line
the Note to Supplier field (which is available from the [Terms] button.)

Select the appropriate transaction nature value to specify the purchasing method used (e.g., Sole Source, IFB, RFP)

The Transaction nature field can be found in the "More" Alternative Region.

Click into the descriptive flexfield to enter a reference number (such as contract number) and add a standing order or maintenance order Start Date and End Date if appropriate.
Verify the PTAEO by clicking on the [Shipments] button, and then the [Distributions] button.
Document any work completed on this purchase order by clicking on the icon

9. Enter Vendor Diversity Confirmation in the flexfield to the right of the Total field.

10. Click on the [Terms] button to verify that correct payment terms, freight terms, and FOB have defaulted. Check the "Confirming Order" checkbox if this is a confirming order.

11. Click on [Approve] button.

Once the purchase order is approved it is impossible to change the vendor. Should you wish to issue the purchase order to another vendor, you must cancel the original purchase order and issue a new purchase order to the other vendor. However, it is possible to change the vendor site on an approved purchase order.

12. Select Submit for Approval or Forward checkbox, if forwarding to another individual for approval.

If you forward the purchase order to another individual for approval, select the Forward checkbox and:

Your name will default in the Forward From field.
Select from the list of values to enter the name in the Forward To field.
Note who you forwarded the purchase order to and why in the Note field.

13. Click on the [OK] button.

If you forwarded your PO for additional approval, it has now been routed and the PO no longer appears in the PO form.

If you approved the PO, the PO remains in the PO form and now has a status of “Approved, Reserved”.

Effective: 07/22/09

Revision: 5 dhw

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