Purchase Orders Training
Agenda Overview Creation & Setup Items Vendors Addresses Accounting Attachments Internal Communication Vendor Notification Change Order Periscope Holdings, Inc. 2
Overview
Overview What is a Purchase Order? Purchase Order documents (POs) in Buy A&M allow users to communicate any agreement with a vendor to provide goods and/or services. The type of PO will determine whether the agreement is for a one-time purchase, a term contract, or an order against a term contract. POs are completed by indicating the type of PO and the vendor, and adding the Items that represent the good/services to be provided. For one-time purchases, the shipping and billing address(es), and accounting information must also be designated. Periscope Holdings, Inc. 4
Overview Purchase Order Types Purchase Order Type Open Market Release Blanket Contract Description Open Market POs support the one-time purchase of off-contract commodities/services. Standard Open Market POs can only be created by BP users, either from scratch, by converting Requisitions or Bids, or by cloning previous POs. Direct Open Market POs can only be created by DA users with the Department Buyer role designation. Direct Open Market POs are automatically created when a Direct Open Market Requisition is approved. Direct Open Market POs are sent to the vendor by the user that created the corresponding Requisition, and are not routed through procurement. Release POs support the purchase of on-contract commodities/services. Standard Release POs can only be created by BP users converting an approved Standard Release Requisition. Direct Release POs are automatically created when a Direct Release Requisition is approved. Direct Release POs are sent to the vendor by the user that created the corresponding Requisition, and are not routed through procurement. Blanket POs capture term contract agreements and allow for the processing of Release Requisitions against them for the life of the contract. BP users set the term of the Blanket PO and can limit which Organizations and Departments are able to process Releases off of the Blanket PO as well as how much each can spend. Like Blankets, Contract POs capture term contract agreements and allow for the processing of Release Requisitions against them for the life of the contract. However, Contract POs require users to associate every Item on the contract with an 11-digit NIGP Commodity Code. Contracts must also be associated with a Catalog. Periscope Holdings, Inc. 5
Overview PO Documents Document Type Purchase Order (PO) Change Order Receipt Purpose Send orders to vendors Setup and manage term contracts Manage change orders and contract amendments Access via Purchase Order Record receipt, return and cancellation of ordered goods/services Access via Purchase Order Created By Basic Purchasing Department Access (optional change orders only) Basic Purchasing Department Access (optional) Basic Purchasing Periscope Holdings, Inc. 6
Overview PO Statuses Status Code Status Name Meaning Available Actions Actions Permitted By 3PI In Progress The initial status of new documents. The document is still being completed by the creator. Edit Submit for Approval Clone (creates a new copy of the document) Cancel All BP users 3PRA 3PRT 3PRS Ready for Approval Returned Ready to Send The document has been submitted for approval and is travelling down an approval path. The document was disapproved by an approver. The document has been approved and is ready to be sent to a vendor or vendors. Approval/Disapproval Edit (accounting and commodity code information only) Clone Cancel Reopen (returns document to In Progress status) Clone Cancel Change Order Send to vendor Clone Cancel Current approver All BP users All BP users DA users (only their own Direct Releases and Direct Open Markets) Periscope Holdings, Inc. 7
PO Statuses continued Status Code Sent The document has been sent to the vendor. Change Order Receive Clone Cancel All BP users DA users (can only Receive against POs from their Dept/Loc) 3PPR Partial Receipt A portion of the ordered goods/services have been received. Change Order Receive Clone All BP users 3PCR Complete Receipt All of the ordered goods/services have been received. Change Order Receive Clone All BP users 3PC Cancelled The document has been cancelled. Clone All BP users Periscope Holdings, Inc. 8
Creation & Setup
Creation & Setup Logging In Periscope Holdings, Inc. 10
Creation & Setup Basic Purchasing Role Periscope Holdings, Inc. 11
Creation & Setup Converting Requisitions Periscope Holdings, Inc. 12
Creation & Setup Converting Open Market Requisitions Periscope Holdings, Inc. 13
Creation & Setup Converting Open Market Requisitions (cont.) Periscope Holdings, Inc. 14
Creation & Setup Converting Requisitions (cont.) Periscope Holdings, Inc. 15
Creation & Setup Cloning Requisitions & POs Periscope Holdings, Inc. 16
Creation & Setup Cloning Requisitions & POs (cont.) Periscope Holdings, Inc. 17
Creation & Setup Cloning Requisitions & POs (cont.) Periscope Holdings, Inc. 18
Creation & Setup Create New Periscope Holdings, Inc. 19
Creation & Setup Award Bid Periscope Holdings, Inc. 20
Creation & Setup Award Bid (cont.) Periscope Holdings, Inc. 21
Creation & Setup Setup Overview Periscope Holdings, Inc. 22
Creation & Setup General Tab Periscope Holdings, Inc. 23
Creation & Setup General Tab Standard Fields Field Description* Purchaser Receipt Method PO Type Department / Location* P-card Enabled Type Code Print Format* Alternate ID Required Date Control Code Retainage % Contact Instructions Tax Rate Description Short description of the PO.100 character limit. The Basic Purchasing user that owns the document. The Quantity Receipt Method means that users will only be able to receive ordered Items by the quantity that was delivered. This is the preferred method for commodities. The Dollar Receipt Method means that users will only be able to receive ordered Items by an invoiced dollar amount. This is the preferred method for services. Note that the receipt method can also be set by individual Item on the order. The type of Purchase Order that is being created. The business units that are placing the order. Generally, these are the units that originally requested the Items. These will automatically transfer from cloned and converted documents, as well as awarded Bids. Selecting this check box signals your intent to utilize a P-card to pay for this order. Not currently used for one-time purchases. The format of the PO that will print when selecting the Print button on the Summary tab. This can be changed while the PO is in any status. Any information input into this field will be overwritten with data from AFIS. The date by which you require delivery of all of the goods/services being ordered. Note that providing a required date may increase freight costs if special delivery is required. The Control Code field enables agencies to identify the purchase order by an alternate number. Control Code is NOT a search field available when using the Advanced Search feature. Optional fields for recording various purchase order terms. Contact instructions for vendors and customers regarding the purchase order. If selected, the tax rate will automatically be applied to all Items on the contract when ordered. Periscope Holdings, Inc. 24
Creation & Setup General Tab Fields (cont.) Field USAS Document Type User Ref / Ref 4 RPA Receive Date PCC Code USAS Document Type User Ref RPA Receive Date PCC Code Description LDT Codes 1-6 LDT Codes 1-6 Receipt Method PO Type Print Format* Alternate ID Promised Date Days ARO / Retainage % / Discount % Quantity / Dollars PO Type Specified The format of the PO that will print when selecting the Print button on the Summary tab. This can be changed while the PO is in any status. DO NOT USE. Any information input into this field will be overwritten with data from FAMIS. The date the vendor has promised to deliver all of the goods/services being ordered. If PO Items have been solicited, this date will carry over from the awarded vendor s Quote to their resulting PO. Optional fields for recording various purchase order terms. Periscope Holdings, Inc. 25
Creation & Setup Tabs to Skip Periscope Holdings, Inc. 26
Items
Items Items Tab w/ No Items Periscope Holdings, Inc. 28
Items Open Market PO Item Search Periscope Holdings, Inc. 29
Items Open Market PO Item Search (cont.) Periscope Holdings, Inc. 30
Items Open Market PO Item Search (cont.) Periscope Holdings, Inc. 31
Items Open Market PO Item Search (cont.) Periscope Holdings, Inc. 32
Items Open Market PO Item Search (cont.) Periscope Holdings, Inc. 33
Items Adding New Open Market Items Periscope Holdings, Inc. 34
Items Adding New Open Market Items: Standard Fields Field Print Sequence* Item Type* Description* Receipt Method Quantity* Unit Cost* UOM* Discount % Total Discount Amount NIGP Class* NIGP Class-Item* Commodity Code Tax Rate Freight Manufacturer / Brand / Model / Make / Pckg Description The order the items will appear to vendors. The default sequence is the order that the items are added to the document. Can be either Normal or Narrative. Normal items can be ordered while Narrative items cannot. Narrative items only permit you to enter a Description and a Print Sequence. The definition of the good or service being ordered. For Narrative items, the Description can be instructions or other information. The Quantity Receipt Method means that users will only be able to receive this Item by the quantity that was delivered. This is the preferred method for commodities. The Dollar Receipt Method means that users will only be able to receive this Item by an invoiced dollar amount. This is the preferred method for services. Note that the Receipt Method can also be set for all Items on the General Tab. The total number of the item being ordered. The cost of one unit of the item. The unit of measure for the item. The standard discount percentage for each unit of the item. Negative numbers entered here signify a markup. You cannot enter both a Discount % and Total Discount Amount. The dollar discount for each unit of the item. Negative numbers entered here signify a markup. You cannot enter both a Discount % and Total Discount Amount. The 3-digit NIGP Class code for the item. You can either type in the code, select a code from the dropdown, or use the eyeglass icon to conduct a keyword search for the appropriate code. The 2-digit NIGP Class-item code for the item. The 11-digit NIGP Detail code for the item. Use the Lookup Commodity Code button to search for the appropriate code. This is an optional field. Most agencies will not use this field. The tax rate that should be applied to this item. This is an optional field. The estimated freight charges associated with ordering the desired quantity of the item. The specific product details. These fields are optional. Periscope Holdings, Inc. 35
Items Adding New Open Market Items: Commodity Codes Periscope Holdings, Inc. 36
Items Adding New Open Market Items: Custom Fields Periscope Holdings, Inc. 37
Items Items Tab w/ Items Periscope Holdings, Inc. 38
Items Detail Screen: Open Market PO Items Periscope Holdings, Inc. 39
Items Detail Screen: Release PO Items Periscope Holdings, Inc. 40
Items Release PO Item Search \Periscope Holdings, Inc. 41
Items Release PO Items w/o Unit Pricing Periscope Holdings, Inc. 42
Items Release PO Items w/o Unit Pricing Periscope Holdings, Inc. 43
Items Release PO Items Tab Periscope Holdings, Inc. 44
Items Item-Level Tabs Periscope Holdings, Inc. 45
Vendors
Vendors Vendors Tab Periscope Holdings, Inc. 47
Vendors Open Market PO Vendor Search Periscope Holdings, Inc. 48
Vendors Open Market PO Vendor Search (cont.) Periscope Holdings, Inc. 49
Vendors Release PO Vendor Search. Periscope Holdings, Inc. 50
Vendors PO Terms Periscope Holdings, Inc. 51
Vendors Vendor Addresses Periscope Holdings, Inc. 52
Vendors Vendor Subcontractors Periscope Holdings, Inc. 53
Vendors Vendor Subcontractors (cont.) Periscope Holdings, Inc. 54
Vendors Vendor Subcontractors (cont.) Periscope Holdings, Inc. 55
Addresses
Addresses Overview Periscope Holdings, Inc. 57
Addresses Header-level Tab Periscope Holdings, Inc. 58
Addresses Items-level Tab Buy A&M Online 2013. Periscope Holdings, Inc. 59
Accounting
Accounting Overview Periscope Holdings, Inc. 61
Accounting Header-level Tab Periscope Holdings, Inc. 62
Accounting Header-level Tab (cont.) Periscope Holdings, Inc. 63
Periscope Holdings, Inc. 64
Accounting Items-level Tab Buy A&M Online 2013. Periscope Holdings, Inc. 65
Accounting Items-level Tab (cont.) Periscope Holdings, Inc. 66
Attachments
Attachments Attachments Tab Periscope Holdings, Inc. 68
Attachments Attaching Files Periscope Holdings, Inc. 69
Attachments Downloading Attachments Periscope Holdings, Inc. 70
Attachments Deleting Files Periscope Holdings, Inc. 71
Internal Communication
Internal Communication Notes Tab Periscope Holdings, Inc. 73
Internal Communication Item-Level Notes Tab Periscope Holdings, Inc. 74
Internal Communication Reminders Tab Periscope Holdings, Inc. 75
Approval
Purchase Order Summary Tab Periscope Holdings, Inc. 77
Submit for Approval Periscope Holdings, Inc. 78
Periscope Holdings, Inc. 79
Vendor Notification
Vendor Notification Vendor Notification Periscope Holdings, Inc. 81
Blanket POs
Master Blanket Purchase Orders Periscope Holdings, Inc. 83
Master Blanket PO Release Types Release Type Description Direct Release All Releases upon Approval will be converted to Release PO documents and automatically sent to the Vendor. Standard Release All Releases upon Approval will require a Basic Purchasing user to convert to PO and send to the Vendor. RPA Release RPA Release- The release will automatically be in Complete Receipt status and will prompt the user to create an invoice as well. Periscope Holdings, Inc. 84
Master Blanket PO Control Tab Periscope Holdings, Inc. 85
Change Orders
Change Orders Finding Your PO Periscope Holdings, Inc. 87
Change Orders Creation Periscope Holdings, Inc. 88
Change Orders Editable Tabs Periscope Holdings, Inc. 89
Change Orders Summary Tab Periscope Holdings, Inc. 90
Change Orders Applying a Change Order Periscope Holdings, Inc. 91
Change Orders Vendor Acknowledgement Periscope Holdings, Inc. 92