Viewing Purchase Orders

Transcription

1 Viewing Purchase Orders PURPOSE Use this procedure to view details about a purchase order, including whether it has been sent to the vendor, whether items have been received, and how much has been paid to the vendor for the purchase. T RIGGER Perform this procedure when you need to know details about a purchase order. AS SIS T AN CE If you need assistance, please report your issue to the Self Service Desk: -desk/selfservice P R OC EDURE From the Home Page 1. Under the Main Menu, click on the WVU AP/PO Inquiry folder (you may also view POs from WVU Requestor or WVU Approver responsibilities). 2. Click on View Purchase Orders (or Purchase Orders Summary). The Find Purchase Orders screen will open in a new window. 1

2 3. Perform one of the following: If You know the purchase order number You know only the requisition number Then Enter it in the Number field. Example: Click on the Related Documents tab, and enter the requisition number in the Requisition field To view the purchase orders that match your search, click the Find button. 5. Review the following fields: Approval status Order Date Supplier Amount Matched Amount Buyer The Approval Status field shows the status of the Purchase Order. Example: Approved Approved means the Purchase Order has been approved and sent to the supplier. Incomplete means the buyer has begun the purchase order but has not completed it. Requires Reapproval means the purchase order is on hold until all approvals have been completed. Based on the dollar amount and the account charged, these additional approvals may need to come from within WVU, from WV state offices, or from the Research Corporation. The Order Date field contains the date the purchase order was created. This is not necessarily the same date the purchase order was sent to the supplier. Example: 06-NOV-2013 The Supplier fields contains the name of the supplier or vendor who was sent the purchase order. Example: DELL MARKETING The total price. Example: 39, The total amount paid to the supplier. Example: 39, The name of the buyer assigned to the purchase. Example: Trainer, Alex M. 2

3 6. Click Inquire on the menu at the top of the screen. 7. Click View Action History to display actions that have been taken on this PO. The top line in the Action History screen shows the most recent activity. If the action is Approved, then the PO was sent to the supplier on that date. 8. Exit the screen showing activity by clicking on the X in the upper right corner. 9. Click the Lines button to see each line of the PO. 3

4 10. Review the following fields: Line Category Quantity Price Amount Buyer Supplier The line number. The category of the purchase. Example: COMPUTER EQUIP., SOFTWARE, SUPLS & SERV. The full description that will appear on the purchase order. Example: Manipulator heater cable, AMD connector (Order Code K7812) The quantity of items ordered. The price of each item. Example: 4270 The total price. (The quantity multiplied by the price.) Example: 4270 The name of the buyer who created the purchase order. Example: Ridgway, Charles R. The name of the supplier that was sent the purchase order. Example: DELL MARKETING LP 11. To see shipping information for a selected line of the PO, click the Shipments button. 12. Review the following fields: Quantity Quantity Due Quantity Received The total amount for this line of the purchase order. The number of items remaining to be received. This quantity is based on the online receiving record in MAP, in which departmental users record the receipt of items and/or services. Example: 0 (if all items have been received) The number of items whose receipt was recorded online by a departmental user. 4

5 Quantity Billed Quantity Cancelled The number of items for which WVU has completed an invoice. The number of items cancelled after the purchase order was created. Example: 0 The Quantity Accepted and Quantity Rejected fields are not used by WVU. 13. To view the account(s) paying for this line of the purchase, click the Distributions button. 14. Review the following field: Charge Account The General Ledger account number charged for the purchase The Charge Account field shows the GL account number, even if the account number originally entered by the preparer in the Requisition was a POETA number. 15. To see all segments of the account number, click in the Charge Account field to select it, then click the Edit Field button (pencil icon) on the toolbar. 5

6 If this purchase was charged to a POETA account, you can see which POETA Expenditure Organization or Task was charged for the purchase. 16. Click the OK button to exit the Accounting Flexfield screen. 17. To add POETA fields to the Distributions window, select Folder Show Field 18. Click Expenditure Organization. 19. Click the OK button. 20. Select Folder Show Field 21. Click Task. 22. Click OK. If the Task and Expenditure Organization fields are blank, then the purchase was not charged to a POETA number (it was charged to a General Ledger account). 23. You have completed this task. 6