Create a Purchase Order - Process Help (R12)

Use these instructions to create a purchase order without a requisition in the business applications.

Prerequisites

• Ensure that a purchase requisition doesn't already exist in the business application.
• You must be set up as a buyer.

To Create 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 Purchase Orders > Purchase Orders to open the Purchase Orders form.

   Note: Preferences can assist in entering multiple Purchase order lines where the distributions are all the same. It is important to remember that these preferences stay in effect for all purchase orders until they are cleared or until the user exits Oracle.

   • If you choose to enter Preferences proceed to step 2.
   • If you are not using preferences proceed to step 5.

2. Select Tools>Preferences to open the Purchase order Preferences form.

   Field Name	Required (R) or Optional (O)	Description
   Main Tab
   Need-By	O	Select the need by date from the calendar
   GL Date	O	Today's date which is used to determine the accounting period for the transaction in the general ledger.
   Location	O	Ship-to location to which the supplier should send the goods. This field is used for the actual delivery address. Select from a list of values.
   Requestor	O	The person from the Research Foundation requesting the items. Select from the list of values.
   Project Information Tab
   Project	O	The project number to which the item will be charged.
   Task	O	The task number to which the item will be charged.
   Award Number	O	The award number to which the item will be charged.
   Expenditure Type	O	The expenditure type
   Expenditure Organization	O	The expenditure Organization
   Item date	O	The Expenditure Date

3. Click Apply
4. Select File<Close form
5. Enter the following fields on the Purchase Orders form:

   Field Name	Required (R) or Optional (O)	Description
   Operating Unit	R	Auto-populated field of Operating Unit: The Research Foundation for SUNY.
   Type	R	The type of purchase order. Select from a List of Values: Standard Purchase Order defaults in Blanket Purchase Agreement
   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.
   Site	R	The supplier site name can be changed.
   Ship-To	R	The ship-to location to which the vendor should send the goods. This field defaults from the supplier file. Field can be changed.
   Bill-To	R	The bill-to location to which the vendor should send the invoice. This field defaults from the supplier file but can be changed.
   Buyer	O	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. Note: Signature only prints if signature has been submitted to Customer Services.
   Description	O	A general description of the items to be purchased.
   [ ]	R	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.

6. The PO Headers form will open.
7. Enter the following fields on the PO Headers form:

   Field Name	Required (R) or Optional (O)	Description
   PO Destination	O	Determines whether the purchase order is printed or faxed to the supplier.
   Attention:	O	The person to whom the items should be sent. This information prints on the purchase order under the ship-to address.
   Campus Use:	O	This text field is for internal campus use. This information prints on the purchase order.
   Bids and Proposals Requirements	O	Note: This field is required for any PO over $50,000. Please select from the list of values

8. Click OK to return to the Purchase Orders form.
9. Enter the following fields on the Purchase Orders form:

   Note: The information you enter in the Lines tab 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 You should use amount-based line items for services and goods-based line items when buying an item(s) for a certain dollar amount.
   Category	R	The category of the items being purchased. Select from a List of Values. You must enter both a major and minor category for the purchase order item. For Example: SUP Office Supplies
   Description	R	A general description of the items to be purchased.
   UOM	R	The unit of measure (UOM) of the item to be requested.
   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

10. Click Terms to open the Terms and Conditions form.
11. 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.

12. Select the X in the top right corner to return to the Purchase Orders form.

    Note: If you used preferences from step 2 you can proceed to step 17.

13. Click Shipments to open the Shipments form.
14. Enter the following fields on the Shipments form:

    Field Name	Required (R) or Optional (O)	Description
    Shipments Tab
    Ship-To	O	The final delivery destination of the items. This field defaults from the header of the purchase order. This information prints on the purchase order if it is different than the purchase order header information.
    More Tab
    Receipt Close Tolerance (%)	O	We do not use this function at Central Office. This field floods in 100%.
    Invoice Match Option	O	Complete this field if you need to perform online receiving. The method by which to match an invoice for verification. The Research Foundation only uses purchase orders and this is the default value for this field.

15. Click Distributions to open the Distributions form.
16. Enter 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
    Destination Tab
    Requestor	O	The person from the Research Foundation requesting the items.
    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 code.
    Expenditure Date	R	The expenditure date.
    Quantity	O	The quantity of the item to be distributed to the Project, Award, Task or Organization Expenditure (PTAEO).

17. Select File > Save.
18. Select the X in the top right corner to return to the Shipments form.
19. Select the X in the top right corner to return to the Purchase Orders form.
20. To add another line item to the purchase order, repeat steps 9- 16.
21. To approve the purchase order, click Approve.
22. Enter the following fields on the Approve Document form:

    Field Name	Required (R) or Optional (O)	Description
    Reserve	R	Check this box to reserve the funds in Oracle.
    Submit for Approval	R	This box is automatically checked to submit your purchase order for approval.

23. Click OK.
24. 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.
25. Click OK to return to the Purchase Orders form.