Modify a Purchase Order - Process Help (R12)

Use these instructions to modify a purchase order (PO).

Prerequisites

1. The PO must exist in the business applications.

To Modify 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 Order Summary to open the Find Purchase Orders form.
2. Enter the following field on the Find 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.
   Number	R	The number of the purchase order that you need to modify or cancel.

3. Click Find to open the Purchase Order Headers form.
4. Place your cursor on the purchase order you need to modify.
5. Click Open to open the Purchase Order Summary to Purchase Orders form.
6. If the purchase order is incomplete
   1. Enter the following fields on the Purchase Order Summary to Purchase Orders form

      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. Select from a List of Values.
      Site	R	A unique name identifying the supplier's address or site.
      Ship-To	R	The location to which the vendor should send the goods. This field defaults from the supplier file but 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	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. The system automatically enters the information from the blanket purchase projection in this field.
      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. If entering an amount-based line item, this field defaults to dollars and can't be changed.
      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. This information will print on the purchase order under the Description.
      Hazard	O	A value indicating whether the items are composed of hazardous material. Select from a List of Values. For example: Corrosives

   2. Click Terms to open the Terms and Conditions form.
   3. Enter the following fields on the Terms and Conditions form:

      Field Name	Required (R) or Optional (O)	Description
      Supplier Note	O	A note from the Research Foundation to the supplier. This information will print in the header information on the purchase order.
      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.

   4. Select the X in the top right corner to return to the Purchase Order Summary to Purchase Orders form.
   5. Click Shipments to open the Shipments form.
   6. Click Distributions to open the Distributions form.
   7. Enter the following fields on the Distributions form:

      Field Name	Required (R) or Optional (O)	Description
      Project Tab
      Project	R	The project number to which the item will be billed.
      Task	R	he 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. For example SUP Office Supplies.
      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 and Organization Expenditure (PTAEO). Select File > Save to save the changes. Select the X in the top right corner to return to the Shipments form. Select the X in the top right corner to return to the Purchase Order Summary to Purchase Orders form. Click the Descriptive Flexfield ( [ ] ) to open the Purchase Order Headers form. Enter the following fields on the Purchase Order Headers form: Field Name Required (R) or Optional (O) Description 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 is required on all PO's over $20,000. Please select from the list of values. Click OK to return to the Purchase Order Summary to Purchase Orders form. To add another line item to the purchase order, go back to step 6. To approve the purchase order, click Approve to open the Approve Document form. 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. This box will automatically be checked. Submit for Approval R Check this box to submit your document for approval. The system automatically selects this field. Decision Box – you will receive one of the two messages: "Your Budgetary Control action completed successfully" – PO approved "Your Budgetary Control action completed with Exceptions" – PO did not approve, click on Details to find out why Click OK to return to the Purchase Order Summary to Purchase Orders form.

7. If the purchase order is approved and you are adding an item to the purchase order

   Note: You cannot change the name of a supplier once the PO has been approved.

   1. To unreserve the purchase order, click Tools to open the drop down menu. From the list, select Unreserve
   2. A Unreserve box will open showing you the Unreserve Date. Click OK.
   3. Decision Box – you will receive one of the two messages:

      "Your Budgetary Control action completed successfully" – PO unreserved

      "Your Budgetary Control action completed with Exceptions" – PO did not unreserve, click on Details to find out why

   4. Click OK to return to the Purchase Order Summary to Purchase Orders form.
   5. Enter the following fields on the Purchase Order Summary to Purchase Orders form:

      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. If entering an amount-based line item, this field defaults to dollars and can't be changed
      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. This information will print on the purchase order under the Description.
      Hazard		O	A value indicating whether the items are composed of hazardous material. For example: Corrosives

   6. Click Terms to open the Terms and Conditions form.
   7. Enter the following fields on the Terms and Conditions form:

      Field Name	Required (R) or Optional (O)	Description
      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.
      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.

   8. Select the X in the top right corner to return to the Purchase Order Summary to Purchase Orders form.
   9. Click Shipments to open the Shipments form.
   10. Click Distributions to open the Distributions form.
   11. Enter the following fields on the Distributions form:

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

   12. Select File > Save to save the changes.
   13. Select the X in the top right corner to return to the Shipments form.
   14. Select File > Close Form to return to the Purchase Order Summary to Purchase Orders form.
   15. To add another line item to the purchase order, repeat steps A through K.
   16. To approve the purchase order, click Approve to open the Approve Document form.
   17. 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 document for approval. The system automatically selects this field.

   18. Decision Box – you will receive one of the two messages:

       "Your Budgetary Control action completed successfully" – PO unreserved

       "Your Budgetary Control action completed with Exceptions" – PO did not unreserve, click on Details to find out why

   19. Click OK to return to the Purchase Order Summary to Purchase Orders form.

8. If the purchase order is approved and you are modifying the dollar amount or amount of goods for an item or removing an item entirely

   Note: You cannot change the quantity to less than the quantity billed.

   1. Click Tools to open the drop down menu. Click Unreserve.
   2. Decision Box – you will receive one of the two messages:

      "Your Budgetary Control action completed successfully" – PO unreserved

      "Your Budgetary Control action completed with Exceptions" – PO did not unreserve, click on Details to find out why

   3. Click OK to return to the Purchase Order Summary to Purchase Orders form.
   4. Enter the following fields on the Purchase Order Summary to Purchase Orders form:

      Field Name	Required (R) or Optional (O)	Description
      Lines Tab
      Quantity	R	The number of items to be purchased.
      Price	R	The price of the item to be requested.

   5. Click Shipments to open the Shipments form.
   6. Click Distributions to open the Distributions form.
   7. Enter the following fields on the Distributions form.

      Field Name	Required (R) or Optional (O)	Description
      Distributions Tab
      GL Date	R	The date of the transaction.

   8. Select File > Save to save your changes.
   9. Select the X in the top right corner to return to the Purchase Order Summary to Purchase Orders form.
   10. To approve the purchase order, click Approve to open the Approve Document form.
   11. 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 document for approval. The system automatically selects this field.

   12. Decision Box – you will receive one of the two messages:

       "Your Budgetary Control action completed successfully" – PO unreserved

       "Your Budgetary Control action completed with Exceptions" – PO did not unreserve, click on Details to find out why

   13. Click OK to return to the Purchase Order Summary to Purchase Orders form.