AutoCreate a Purchase Order - Process Help (R12)

Use these instructions to create a purchase order (PO) from an online requisition in the business applications.

Prerequisites

1. A requisition must exist in the business applications.
2. The requisition must be approved.

To AutoCreate a Purchase Order

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select Autocreate to open the Find Requisition Lines form.
2. Enter the following fields on the Find Requisition Lines form:

1. Field Name	Required (R) or Optional (O)	Description
   Requisition	O	The requisition number.

   Note: The Buyer field may default as your name. If so, click Clear.

1. Click Find to open the AutoCreate Documents form.
2. Check the box next to the requisition you need to AutoCreate.
3. Enter the following fields on the AutoCreate Documents form:

   Field Name	Required (R) or Optional (O)	Description
   Action	R	Indicates whether you are creating the purchase order or adding to an existing purchase order. This places requisition lines into a purchase order during the autocreate function.
   Document Type	R	This indicates the type of document being created. For example: Standard PO.

4. Click Automatic to open the New Document form.
5. Enter the following fields on the New Document form:

   Field Name	Required (R) or Optional (O)	Description
   Supplier	R	The name of the business or individual providing goods or services. The supplier name cannot be changed once the purchase order is approved. Select from a List of Values.
   Supplier Site	R	The unique campus location number assigned to a supplier used by that site.

6. Click Create to open the AutoCreate to Purchase Orders form.
7. Review and/or modify the following fields on the AutoCreate to Purchase Orders form (the fields flood from the requisition and supplier file).

   Field Name	Required (R) or Optional (O)	Description
   Type	R	The type of purchase order.
   Supplier	R	The name of the business or individual providing goods or services. The supplier name cannot be changed once the purchase order is approved
   Site	R	The supplier site name.
   Ship-To	R	The ship-to location to which the vendor should send the goods. This defaults from what is entered in the Locations Only list of values.
   Bill-To	R	The location responsible for paying the invoice and to which the vendor should send the invoice. This field defaults from the supplier file.
   Buyer	R	The name of the buyer who has signing authority for the purchase order. The buyer's signature prints on the purchase order if the electronic signature was set up. If the person creating the purchase order does not have signing authority, this field should be changed to a buyer that has signing authority.
   Description	O	A general description of the items to be purchased.
   [ ]	O	A descriptive field to enter custom data to the Research Foundation business applications. It's also called a descriptive flexfield (DFF), and in some cases a DFF opens a custom form for data entry. PO Destination field: This field is NOT used by the Research Foundation. Attention field: Enter the name of the person to whom the items should be sent. This information prints on the purchase order under the ship-to address. Campus Use field: This text field is for internal campus use. This information prints on the purchase order. Bids and Proposals Requirements: Note:This field is required for any PO over $50,000. Please Select from list of values.

   Note: The information entered in the Lines and More tabs will print on the purchase order. You may need to use the horizontal scroll bar to view all fields.

   Field Name	Required (R) or Optional (O)	Description
   Lines Tab
   Type	R	This indicates the line type of the item to be requested. For example: Goods, Amount Based
   Category	R	The category of the items being purchased. You must enter both a major and minor category for the purchase order item.
   Description	R	A general description of the items to be purchased.
   UOM	R	The Unit of Measure (UOM) of the item to be requested. If entering an amount-based line item. This field defaults to dollars.
   Quantity	R	The number of items to be purchased.
   Price	R	The price of the item to be requested. If entering an amount-based line item, this field defaults to 1 and can't be changed.
   More Tab
   Note To Supplier	O	A note from the Research Foundation to the supplier.
   Hazard	O	A value indicating whether the items are composed of hazardous material. For example: Corrosives

8. Click Terms to open the Terms and Conditions form.
9. Enter the following fields on the Terms and Conditions form:

   Field Name	Required (R) or Optional (O)	Description
   Confirming Order	O	This indicates if an order was confirmed. If you check this box, "Confirmation, Do Not Duplicate” will print on the purchase order.
   Supplier Note	O	A note from the Research Foundation to the supplier. This information will print in the header information on the purchase order.
   Receiver Note	O	A note from the buyer to the receiver.

10. Select the X in the top right corner to return to the AutoCreate to Purchase Orders form.
11. Click Shipments to open the Shipments form.
12. Click Distributions to open the Distributions form.
13. Review and/or modify the following fields on the Distributions form:

    Note: You may need to use the horizontal scroll bar to view all fields.

    Field Name	Required (R) or Optional (O)	Description
    Project Tab
    Project	R	The project number to which the item will be billed.
    Task	R	The task number to which the item will be billed.
    Award	R	The award number to which the item will be billed.
    Expenditure Type	R	The expenditure type.
    Expenditure Org	R	The expenditure organization.
    Expenditure Date	R	The expenditure date.
    Quantity	R	The quantity of the item to be distributed to the Project, Award, Task or Organization Expenditure (PTAEO).

14. If you have made any changes select File > Save.

    Note: You'll see a message on the bottom of your screen that your transaction is complete and your records were applied and saved.

15. Select the X in the top right corner to return to the Shipments form.
16. Select the X in the top right corner to return to the AutoCreate to Purchase Orders form.
17. To review another line item on the purchase order, repeat steps above.
18. To approve the purchase order, click Approve.
19. Enter the following fields on the Approve Document form:

    Field Name	Required (R) or Optional (O)	Description
    Reserve	R	Check this box to encumber the funds.
    Submit for Approval	R	Check this box to submit your purchase order for approval. The system automatically selects this field.

20. Click OK.
21. Decision Box – you will receive one of the two messages:
    1. "Your Budgetary Control action completed successfully" – PO approved
    2. "Your Budgetary Control action completed with Exceptions" – PO did not approve, click on Details to find out why
22. Click OK to return to the AutoCreate to Purchase Orders form.
23. Select File > Close Form.