Entering a Purchase Order (Formerly DPO) - DO NOT USE SAFARI

Transcription

1 Entering a Purchase Order (Formerly DPO) - DO NOT USE SAFARI Select the Finance Tab at the top right of the screen. Select Purchase Orders from menu list on the left side of page. Select or to start a Purchase Order. 8/2/2016 1

2 GENERAL 1. Tab 3 times to automatically populate the default fields. Fields marked with arrows are required. 2. Field descriptions are found below. Fields in bold below must be manually entered. PO Number - Auto default (Do not modify) Vendor No. - REQUIRED - Enter vendor # if known. If you do not know vendor #, see * note on page 3. Buy-from Vendor Name - Auto default. IMPORTANT: DO NOT TYPE IN THIS FIELD. Buy-from Vendor Name 2 - Leave blank Buy-from City - Auto default Buy-from State - Auto default Posting Date - Auto default Order Date - Auto default Document Date - Auto default Requested For - Auto default Deliver-to-Address - Deliver-to-Address - Auto default but can be changed if needed by either typing in Department/School # or clicking on. Vendor Invoice No. - Leave blank Posting Description - REQUIRED - General description of what is being ordered. 8/2/2016 2

3 * Vendor No. Vendor Name is entered by Vendor No. The process to look up the Vendor by Name is as follows: a. Click on to bring up the Vendor List. b. Click on the name column and select the filter. This field is case sensitive. Vendor names are in all-caps and Employee names are mixed-case. Enter part of the vendor name in all caps and use the asterisk (*) at the end as a wildcard to help locate the vendor. Click Ok. Single click on Vendor No. in blue to select the vendor. For Employees, you will want to enter their last name in mixed case with an asterisk at the beginning of the last name. You can also use sign before the vendor name to disregard case. 8/2/2016 3

4 3. Attach supporting documents by clicking on the pick list next to File Attachments on the right side of the screen and selecting Import from the pop-up menu. Click on Browse or Choose File, select the file to be attached and click open. This is where you will attach Swam documentation and price quotes. Import each file separately by repeating these steps. Maximum file size is 3MB. OR 4. Scroll down to the Lines section of the page. 8/2/2016 4

5 LINES 5. Enter the following information in the lines section: a. Select a line by clicking in the box under Fund No. b. Then select the Functions Tab from the top blue menu bar under Lines. Now select Insert Account String. c. Enter the Fund No., Department Code and any other fields to help narrow your choices. To see a range of accounts, you can enter in the G/L Account No. field. For multiple specific accounts you can enter Single click the account string to insert that code onto the requisition. This page will also show the available account balance. To view the full account description, click on the account number and click the View Account Definition icon at the top of the screen. 8/2/2016 5

6 d. Vendor Item No. Enter vendor item number if you have one. e. Description (Max. 50 characters) - This field autofills from the G/L account selected, however it MUST BE CHANGED to match the description of what is being ordered. f. Description 2 (Max. 50 characters) - This field is optional. g. Comment - Click on the Line tab on the top menu bar then click on comments. Enter SWAM number or indicate if using a Non SWAM vendor. h. Quantity - Enter quantity being ordered. If you are entering a dollar based PO (Blanket PO) you will enter the dollar amount here instead. i. Direct Unit Cost - Enter dollar amount for item. If you are entering a dollar based PO (Blanket PO) you will enter the number 1 here. Note: For the shipping line on the Purchase Order, you will enter the dollar amount for Quantity and the number 1 for Direct Unit cost. Arrow down to enter next line - This will automatically copy the budget code from the line above. Correct as needed. Note: To delete a line select the beside the status box and select delete line. 6. Click the Submit icon at the top of the page to submit Purchase Order for approval. If you do not see Submit, click on the Home tab. If you close the PO by x ing out or selecting close at the bottom of the screen, this only closes the PO. You may close a PO at any time and come back later to complete and submit for approval. 8/2/2016 6

7 7. After submitting for approval and before closing the window, review the Status of the PO. In the lines section, the status should show Approval, which means Approval Pending. If the status shows New that means the PO was never submitted for approval. Once the PO has been submitted, the approver will receive an notifying them that the PO is waiting to be approved. Note: A line cannot be edited once it has been submitted for approval. If it is necessary to change a line, the line must be cancelled, then deleted. A new line may then be entered. To cancel a line, click on the line that needs to be cancelled. Select the Line tab at the top of the screen, then click Cancel Line and select Yes to confirm cancellation. The Delete Line option is found at the top of the menu under Manage tab. Click on line you would like to delete, then click Delete Line and select Yes to confirm. Make the necessary corrections, then resubmit for approval. If your PO is disapproved, you will receive an . The disapprover will have indicated the reason for disapproval. To make the correction, select Purchase Orders from the menu list on the left side of the page and open the appropriate PO by clicking on the PO Number. Reset PO approvals by selecting the Workflow tab at the top of the screen. Select lines that have been disapproved, one at a time, then select Reset Approvals. Make your corrections, then resubmit for approval. 8/2/2016 7

8 Checking the status of your PO To check the status of your PO, open the PO and scroll to the lines section. The Status column will show one of the following: New = You have not submitted PO for approval. Approval Pending = Waiting on approvals. Encumbered = Approved by Finance Dept. You can check the progress of approvals by clicking on the number in the No. of Approvals column on the PO line. Find the line where the Decision column is blank. In the Action Required By column, mouse over HAMPTO to view the name of the person next in workflow who needs to approve the PO. You will receive an once your PO is approved by the Finance Department. You can now place your order. 8/2/2016 8

9 Printing your approved Purchase Order You have the option to print to PDF, however it will not have a signature. If the Vendor requires a signature, you will need to print the PO and have your Supervisor sign it. To print your PO select the Print icon on the top ribbon. Select options you want printed on your PO. See below for suggested selections. Select Send to at the bottom of the page and select PDF Document, then click Ok. This will download the PDF file to the downloads folder. 8/2/2016 9