How to Enter a Purchase Order Change Order

Transcription

1 Module: Purchasing Topic: Purchase Orders How to Enter Purchase Order Change Orders Munis Version 11.3 How to Enter a Purchase Order Change Order Objective This document provides step-by-step instruction on how to make changes to Purchase Orders using the Purchase Order Change Orders program. It is intended for a MUNIS user who is responsible for modifying Purchase Orders. Overview The Purchase Order Change Orders program enables a MUNIS user to maintain Purchase Orders after they have been converted and posted from a Requisition. Prerequisites Before you can successfully use this feature, you must ensure that the necessary settings and codes are in place. If settings and codes are not set up, or not set up correctly, you may need to contact your Munis system administrator or department manager to have them updated or added into the Munis system. User must have access to Purchase Order Change Orders on their Menu At least one system Role assigned to the user must grant access to Update own Open POs If a user needs to be able to perform Change Orders to POs other than their own, the data access for Maintain Others' POs within as assigned Role s purchasing module permissions must grant them access to do so.

2 Procedure 1. Open Tyler Menu 2. Open the Purchase Order Change Order program. Financials > Purchasing > Purchase Order Processing > Purchase Order Change Orders Page 2 of 12

3 3. On the ribbon, click Search and enter search parameters and click Accept to locate an existing Purchase Order. If you leave search parameters blank, it will pull up all Purchase Orders within your viewing access. Use the arrows on the bottom of the screen to change between purchase orders. (Note: You can also select the Browse option to see a full list of all Purchase Orders with in your search parameters and viewing access.) 4. Choose the Purchase Order that you would like to make changes to and remain on that purchase order. (Note: If you are selecting a purchase order from the Browse List you must highlight the purchase order you would like to change and click Accept purchase order.) to open the screen for that 5. Purchase Order Header Changes: To change any of the Header information on an existing Purchase Order, click Update Make changes to any of the fields that appear on the Main or Terms/Miscellaneous where you are able to place your cursor. REMEMBER TO USE YOUR TAB KEY! (Note: Before any changes are made, notice that the status of the Change Order is N-None.) Page 3 of 12

4 6. After all, if any, changes have been made to the Header information of the Purchase Order, click Accept to save the changes. (Note: The status of the Change Order is now C-Created.) 7. Purchase Order Detail Changes: To change the Detail of the Purchase Order, click Line Detail in the Menu portion of the Ribbon. Page 4 of 12

5 8. Click Update on the ribbon to make changes to any of the items on the Purchase Order, or if yo u wish to add items to the Purchase Order, click Add. 9. Provide a reason for performing the change(s) that will post to the GL Journal Entry. Page 5 of 12

6 10. Enter the new information for updated quantities, unit price, freight, discount, etc., that applies to the item being changed. 11. In the Detail information make all necessary changes. *Note*: Only enter the new order amounts rather than inputting negatives. The CURRENT column displays what is currently on order and the NEW column displays what the new order will be for that item after the record is approved and posted. 12. When the cursor arrives to the Account input section of the item, the Amount charged to that account will update automatically based on the new amounts specified in the Pricing section. You can leave the GL account specified per the original Purchase Order, or you can update and/or split the GL Account and charges. a) Account charges per original order b) Add additional accounts to charge to and split cost 13. Click Accept to save changes. Then, click Return to go back to the Header of the PO Change Order. Page 6 of 12

7 14. Before Releasing, IT IS REQUIRED THAT YOU PUT A REASON FOR YOUR CHANGE ORDER UNDER GENERAL NOTES: Select the Main tab of the PO Change Order and Click General Notes A Notes box will pop-up Type a reason for the PO Change Order in the box and 15. Click Accept to save changes. Then, click Return to go back to the Header of the PO Change Order. 16. You can now attach any required documentation by clicking the Attachments Button in the Munis Ribbon. The Document Mappings box will pop up. Page 7 of 12

8 16. Choose PO Attachment and Click View Documents. TCM will open. 17. On the TCM Ribbon Click New ; 18. You can now IMPORT or SCAN (if your scanner is available) documentation in to TCM a.) IMPORT: Click Import. This will be allow you to browse your computer documents and select the appropriate file. Once selected click Open. YOUR FILE IS ATTACHED TO TCM! There are additional tools in TCM that can be used to add notes and highlights, etc. However, use of these is not required. b.) SCAN: Click Scan. This will bring up the Select a Scanner Box. Select the appropriate scanner from the list and click Scan. Follow the instructions from your scanner software- once complete: YOUR FILE IS ATTACHED TO TCM! There are additional tools in TCM that can be used to add notes and highlights, etc. However, use of these is not required. 19. Click Save and Close Viewer to return to your requisition. Page 8 of 12

9 20. When ready to accept the changes and send the changes through the Workflow approval process, click Release in the Menu portion of the ribbon. NOTE: The next time that the Purchase Order is opened in this program and until the changes are Posted, the Originator or the Approver will notice that there is a second record for the same exact Purchase Order number. This feature allows the Approver to see what has been modified from the original Purchase Order. Page 9 of 12

10 21. Depending on the Purchasing module permissions and restrictions assigned to you, there are additional actions that may be performed from the Menu portion of the ribbon. Additional Menu Actions Cancel PO: Cancel an open Purchase Order and all Line Items on the Purchase Order with open amounts Close PO: Close an open Purchase Order that has been fully liquidated and has no open amounts Purchase Orders outstanding create Encumbrances that are posted to the 2016 fiscal year. Closing or Canceling (if a balance remains) a Purchase Order should be entered with a 2016 Year, Period 13 and 6/30/16 date to adjust the encumbrance in the correct period. Budget Transfers should use a 2016 Year and Period 12 to modify the balance in fiscal year Re-Open PO: Grants the ability to open a Purchase Order with a C-Closed status. Performing this action only changes the status of the Purchase Order to 8-Printed. Each Line Item on the Purchase Order that you wish to Re-Open, must be restored within Line Detail. Mass Cancel PO: Performs a mass cancelation to all open Purchase Orders that were returned in the Find set. Mass Close PO: Performs a mass closure of all open Purchase Orders that have been fully liquidated and were returned in the Find set. Cancel by GL: Performs a mass cancelation by defining specific criteria as to which GL segments that you wish to cancel those open Purchase Orders containing that criterion Page 10 of 12

11 Workflow Once the PO Change Order has been released into workflow. You can view where it is by Clicking Approvers at the bottom of the PO Change Order. You will be prompted to choose current POM approvers (this will show you where the current PO Change Order is) or All POM Approvers (this will show you all approvers for approvals prior to this PO Change Order). Page 11 of 12

12 Below is a screen shot of the workflow for a PO Change Order. It shows each step and approver in the process, when the PO Change Order arrives in each queue, where the PO Change Order currently resides in workflow, and keeps record of who approves and when the approval takes place. Results Once the Purchase Order Change Order has been Approved, it will be Posted and Printed by Procurement. Status Change The following are valid status values for PO Change Order approvals: 1 - Rejected 2 - Created without the general ledger detail complete 4 - Allocated (The expense accounts have been completely entered and the purchase order is ready for posting.) 5 - Released 6 - Posted 8 - Printed 9 - Carry forward purchase order 10-Canceled 0 - Closed Page 12 of 12