AutoCreating a Standard Purchase Order

 

Purpose

Use this procedure to create a purchase order from a requisition.

Trigger

Perform this procedure when a requisition appears in the queue

Prerequisites

You have access to WVU Buyer

·         A requisition has been created and forwarded to a buyer.

Menu Path

Use the following menu path(s) to begin this task:

·         Select WVU Buyer and then AutoCreate.

Helpful Hints

None

·         xxx

·         xxx

Procedure

1.       Start the task using the menu path.

Navigator – WVU Buyer

 

2.       Click .

3.       Click .

Find Requisition Lines

 

4.       Click  .

AutoCreate Documents

 

5.       Review the category, description, amount, etc., for accuracy.

6.       Click the checkbox  to the left of the requisition number.  The selected row becomes blue.

7.       Keep the default Document Type Standard PO.

Document Type

 

8.       Click  .

New Document

 

9.       Click  .

Note

 

10.     Click OK.

Purchase Order Summary to Purchase Orders

 

11.     Copy the purchase order number in the PO, Rev field with a Control C command.

12.     To requery and verify that the DFF information has traveled to the purchase order from the requisition, select ViewèQuery By ExampleèEnter.  The purchase order is cleared from the screen.

13.     Paste the purchase order number into the PO, Rev field with a Control V command.

14.     Select ViewèQuery By ExampleèRun.  The screen is refreshed.

Purchase Order Summary to Purchase Orders

 

15.     Verify that the DFF information is visible.

    The header DFF is to the right of the Total field.  The Lines DFF is the last column on the right of each Purchase Order Line.

Descriptive Flexfields

 

Purchase Order Summary to Purchase Orders

 

16.     To see if an attachment has been associated with the document, look at the paper clip icon in the toolbar while clicking in the header and in all purchase order lines.  If an attachment has been created, a piece of paper will be attached to the paper clip icon. 

Attachment Icon

 

    If the piece of paper appears while the cursor is in the header, then the attachment is associated with the entire purchase order.  If the piece of paper appears while the cursor is in a line, then the attachment is associated with the line only.

Oracle Applications

 

Attachment Screen

 

17.     Review the attachment and then return to the main screen by clicking the  in the upper right corner.

Purchase Order Summary to Purchase Orders

 

18.     Click  to copy the Ship-To location into the purchase order header.

Shipments

 

19.     Highlight the address in the Ship-To field with a Control C command and exit this screen by clicking the  in the upper right corner.

Purchase Order Summary to Purchase Orders

 

20.     Click in the Ship-To field and paste the address using a Control V command.

Purchase Order Summary to Purchase Orders

 

21.     Click the DFF in the header.  This is to the right of the Total  .

Header DFF

 

22.     Complete the following fields:

Field Name

R/O/C

Description

BUYER CODE/INITIALS

R

The buyer’s initials.

Example:         HD

Select Logo to Print

R

The logo that will appear on the Purchase Order.

Example:         WV

    The requisition preparer may have already completed this field.

 

23.     Click  .

24.     Perform one of the following:

If

Go To

If the purchase Type is Equipment

Step 25

If the purchase Type is Goods

Step 28

If the purchase Type is Architect/Engineering

Step 31

If the purchase Type is Construction

Step 34

If the purchase Type is HazMat

Step 37

If the purchase Type is Maintenance Services

Step 40

If the purchase Type is Rental

Step 43

If the purchase Type is 48 Service Agreement, Lease Purchase, Repairs, or Services

Step 46

 

25.     Tab to the end of the purchase order line to verify the DFF has been completed.

PO Lines: Type Equipment

 

26.     Click .

27.     Go to step 48.

28.     Tab to the end of the purchase order line to verify the DFF has been completed.

PO Lines: Type Goods

 

29.     Click .

30.     Go to step 48.

31.     Tab to the end of the purchase order line to verify the DFF has been completed.

PO LInes: Type Architect/Engineering

 

32.     Click .

33.     Go to step 48.

34.     Tab to the end of the purchase order line to verify the DFF has been completed.

Requisition Lines: Type Construction

 

35.     Click .

36.     Go to step 48.

37.     Tab to the end of the purchase order line to verify the DFF has been completed.

Requisition Lines Type Hazmat

 

38.     Click .

39.     Go to step 48.

40.     Tab to the end of the purchase order line to verify the DFF has been completed.

Requisition Lines Type Maintenance Services

 

41.     Click .

42.     Go to step 48.

43.     Tab to the end of the purchase order line to verify the DFF has been completed.

Requisition Lines Type Rental

 

44.     Click .

45.     Go to step 48.

46.     Tab to the end of the purchase order line to verify the DFF has been completed.

Requisition Lines Fiscal Year

 

47.     Click .

48.     Click .

 

Shipments

 

49.     Verify that the ship-to site and quantity have defaulted into the Shipments screen.

50.     Click .

Distributions screen

 

51.     Verify that the correct amounts have populated the Quantity fields.

52.     Tab to the Charge Account field.

53.     Click the Edit icon to view the account numbers and their descriptions .

54.     Verify that the Line Item is correct.

Charge Account

 

55.     Perform one of the following:

If

Go To

The Project segment contains a number beginning with a ‘1’

Step 56

The Project segment contains 99999999

Step 58

 

56.     Click  .

Distributions

 

57.     Verify that the POETA segments, Date field, and quantity have all been completed.

58.     Perform one of the following:

If

Go To

If the items were purchased on a higher education or statewide contract

Step 59

If the items were not purchased with a higher education or statewide contract

Step 62

59.     Tab to the DFF to enter Payment Authorization information if the items/services were purchased with a contract.

PO Distributions

 

60.     Complete the following fields:

Field Name

R/O/C

Description

SWC, GSA, Other, NO

R

The contract number should be written in upper case letters and should not contain hyphens or dashes.

Example:         U01WORK5

Payment Authorization

R

The code needed for invoice information.

Example:         CB

61.     Click .

62.     Click  in the upper right corner to exit the Distributions screen.

63.     Click .in the upper right corner to exit the Shipments screen.

64.     Click the Save icon  in the toolbar.

65.     Click   .

Approve Document

66.     Click .

    This creates an Obligation Encumbrance in the General Ledger.

67.     Perform one of the following:

If

Go To

You are allowed to approve the purchase order because the dollar amount is under your approval limit

Step 68

You are required to submit the purchase order for further approval(s) because the dollar amount of this purchase order is above your approval limit.

Step 73

68.     Click .

Note

 

69.     Click .

Note

70.     Click .

Note

71.     Click .

72.     You have completed this task.

73.     Click  .

Approve Document

 

    The default approver’s name populates the Forward To field.

74.     Click  .

Note

 

75.     Click  .

Note

 

76.     You have completed this task.

Result

You have created a purchase order.  You have either approved it, or sent it the next approval level.

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