9. CREATING PURCHASE ORDERS ONLINE

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1 9. CREATING PURCHASE ORDERS ONLINE Overview: This document will demonstrate how to create purchase orders online in PeopleSoft 8.9. A PO consists of four basic components: header, line(s), schedule(s), and distribution(s). Each PO has one header, which can have multiple lines. Each line can have multiple schedules and each schedule can have multiple distributions. The header for a PO contains information that pertains to the entire PO, such as vendor and buyer details. PO lines contain item information and require schedules and distributions to be setup for each item. A PO schedule specifies when and where the line items should be delivered. The distribution defines internal information for the schedule, such as how accounts and departments should be charged for the purchase and how much of the total price each department should pay. 1: Enter Header Information Navigation: Purchasing > Purchase Orders > Express Purchase Orders The Add a New Value tab on the Purchase Order page (Figure 1) is displayed. Figure 1 Select a Business Unit and leave PO ID as NEXT to let the system assign the next available ID. Click 9-PO 8.9 Enter PO's Online (FINAL) 1

2 The PO Form page should be displayed (Figure 2). Fields that are marked with an asterisk are required and must be populated. Populate/evaluate the following fields: Figure 2 PO Date Accept the defaulted value or enter a new one. This is the date used for currency conversions and price calculation if the price date is defined as the PO date. Vendor Field is required. Each PO can only have one vendor. Selecting a vendor defaults such information as vendor order location, price location, primary buyer, and payment terms from the vendor setup onto the PO. Buyer select yourself as the Buyer. PO Status Field indicates the status of the entire PO. The value in this display-only field is populated based on the Buyer value. Doc Tol Status Field indicates the document tolerance status of the PO. Document tolerance is the variance in percentage or amounts between related procurement documents. For online POs, the system automatically updates this field. 9-PO 8.9 Enter PO's Online (FINAL) 2

3 - Click to view Vendor Details (Figure 3) Figure 3 Location Select a different location for the PO, if necessary. Terms Payment terms for the vendor location. Basis Dt Type Date the system uses as the term basis date for scheduling payment and determining early payment discounts. Address Address for this location. To view the address, click on the Address Details link. Contact Contact person for the vendor. Click on the Contact Details link to view the contact address details. Salesperson Salesperson for the vendor. Click on the Salesperson Details link to view salesperson address details. Click to return to the Express PO page (Figure 2). 9-PO 8.9 Enter PO's Online (FINAL) 3

4 - click to review Header details (Figure 4). Figure 4 PO Type Field is for informational purposes only, but must be populated. PO Ref Optional field you can use to enter any additional information regarding the PO. Billing Location Location code that designates the billing address. Click the Billing Address link to view the address. Tax Exempt Indicate if the PO is exempt from sales and use taxes. If selected, enter a tax exempt ID that will appear on the PO. Letter of Credit ID Value defaults to the PO voucher pages. Hold from Further Processing Select to prevent the PO from being approved or dispatched until the box is unchecked again. You can continue to modify the PO. Dispatch If box is checked, PO will be available for dispatching once it is approved. Uncheck the box to override this default. Method Dispatch method. Click to return to the Express PO page. 9-PO 8.9 Enter PO's Online (FINAL) 4

5 Next, click. The Purchase Order Defaults page (Figure 5) can be used to apply information/changes to the entire PO. The fields/information contained on this page is a summary of various PO steps and will be covered at the appropriate step in the PO creation process. Figure 5 It is important, however, to discuss the following items: Default Select to treat the values entered on this page as part of the default hierarchy. The system first searches the default values configured/setup in the system for each PO field. If it does not find this information in the default setup, the system uses the information on this page. If default values already exist, the system uses those default values and ignores the values on this page. Override Select to override the existing default information for this PO with the values on this page. All default values entered on this page are used to override the default values configured/setup in the system. You can return to this page at any time in the PO process to make changes to the header defaults information Click. If you make any changes on the header Defaults page the Retrofit field changes to all page will appear. 9-PO 8.9 Enter PO's Online (FINAL) 5