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Contents |
Purchase Order Groups allow you to assign users, approval levels, approvers, and starting purchase order number for the group by Fiscal Year.
Using Purchase Order Groups is optional. Purchase Order Groups allow a district to establish one series of Purchase Order numbers for the whole district or to assign different series of Purchase Orders to different groups (for example, each school can have different series of Purchase Order numbers Sunny Elementary = 123 and Simple High = 452, etc.).
To use Purchase Order Groups it must be activated in PaC Financials Purchase Order Configuration. See WESPaC Financial Management Purchase Order Configuration User’s Guide.
If you choose not to use Purchase Order Groups, a default group is created by the system. You need not add users to the default group as all purchase order users have access to the default group.
Whether you are using PO Groups or not, you need to add fiscal years to begin processing.
If approvals are to be used, set up approval levels and the approval users who will have approval rights.
Purchase Order Groups use the first three-digits of the purchase order number to identify the group, whether you enter a single digit or multiple digits.
Adding Purchase Order Group Codes
Menu Path: Financial Mngmnt / SEtup / p.o. Req Grps. / Grp. Setup
On the left-hand side of the Group Codes/Users screen, to the right of the Available PO Groups list, click the Add button. The Group Code Data Entry screen opens.
Enter a three-digit numeric Group Code value. This number becomes the first three positions of the purchase order number.
NOTE: If not using Purchase Order Groups, the Default Group number is 1000. No other PO Groups may be added and the Add button is desensitized.
Enter the Code Description. The code description should specifically identify the Group Code. The description can be up to 20 characters in length.
For example, if Group Codes are based upon the location or department number, the Code Description can be the location or department name.
If Approvals are to be used, enter the number of Approvals Req that will be needed (up to nine). This number will be the number of levels of approval required before a requisition becomes a purchase order.
If the Approvals Req field is greater than "0", the Approval Descriptions frame is sensitized. The number of fields sensitized corresponds with the number of required approvals.
Auto approvals can be set up. See WESPaC Financial Management Auto Approval Rules User’s Guide.
Enter the Approval Descriptions for each level of approval.
This description may be the title of the user or department that will approve the requisitions (for example, Principal, Purchasing Department, Business Manager, and etc).
Click the OK button to return to the Group Codes/Users screen. The Group displays in the Available PO Groups list.
Menu Path: Financial Mngmnt / SEtup / p.o. Req Grps. / Grp Setup
On the left-hand side of the Group Codes/Users screen, from the Available PO Groups list, highlight the Group Code you want to change.
Click the Edit button. The Group Code Data Entry screen opens.
Update the available fields as needed. You cannot update the Group Code. If you need to represent the group code already in use on a requisition/purchase order differently, add a new one.
NOTE: If you reduce the number of approvals required in the Approvals Req field, the system removes the last approval on the list.
When your changes are complete, click the OK button to return to the Group Codes/Users screen.
Deleting Purchase Order Groups
Menu Path: Financial Mngmnt / SEtup / p.o. Req Grps. / Grp Setup
Purchase Order Groups cannot be deleted if purchase orders or requisitions exist using the referenced group.
On the left-hand side of the Group Codes/Users screen, from the Available PO Groups listing, highlight the Group Code you want to delete.
Click the Delete button.
Version 01.04.07.0 &endash; 010230 PL 051204