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Beginning purchase order numbers must be established before beginning the requisition or purchase order entry process.
Purchase Order numbers can be established for more than one fiscal year.
Adding Fiscal Year Start Numbers
Menu Path: Financial Mngmnt / SEtup / p.o. Req Grps. / Grp Setup
Fiscal year starting numbers must be established whether you are using PO Groups or not.
Not Using PO Groups
To prevent issuing of Req/PO’s to future year, do not add the fiscal year to the group.
On the right-hand side of the Group Codes/Users screen click the +Year button. The Fiscal Year Selection screen opens.
Highlight the Fiscal Year for which to add purchase order numbers.
Click the Select button. The Add/Update Starting PO Numbers For Group screen opens.
Enter the PO Start Number.
Click the OK button to return to the Group Codes/Users screen.
Using PO Groups
To prevent issuing of Req/PO’s to future year, do not add the fiscal year to the group.
On the left-hand side of the Group Codes/Users screen, from the Available PO Groups list, highlight the PO Group code to which you want to add Fiscal Year Start Numbers.
On the right-hand side of the Group Codes/Users screen click the +Year button. The Fiscal Year Selection screen opens.
Highlight the Fiscal Year for which to add purchase order numbers.
Click the Select button. The Add/Update Starting PO Numbers For Group screen opens.
The first three-digits of the PO Start Number are assigned from the PO Group Code. If the PO Group Code is less than three-digits, the system zero fills.
For example, if the PO Group code is 21, the system creates Group Code 021. When the PO Start Number is created the starting purchase order number is "0210000000". Subsequent purchase orders start with the next number 0210000001, and etc. If the PO Group code is 211, the system creates Group Code 211. The first purchase order number created is 2110000000. Subsequent purchase orders start with the next number 2110000001, and etc.
As needed, enter the remaining seven digits of the PO Start Number.
Click the OK button to return to the Group Codes/Users screen.
Editing Fiscal Year Start Numbers
Starting purchase order numbers can be changed.
WARNING: Caution should be used when changing the starting purchase order number during a fiscal year. Purchase order numbers must be unique within a fiscal year and therefore cannot be duplicated within the same year.
Menu Path: Financial Mngmnt / SEtup / p.o. Req Grps. / Grp Setup
On the Group Codes/Users screen, from the Available PO Groups listing, highlight the Purchase Order Group Code for which you want to change the starting purchase order number.
From the Fiscal Year Start Number list, highlight the Year you want to edit.
Click the Edit Year button. The Add/Update Starting PO Numbers For Group screen opens.
Change the PO Start Number as needed.
Click the OK button to return to the Group Codes/Users screen.
Delete Fiscal Year Start Numbers
When deleting Fiscal Year Start numbers, it also deletes the Fiscal Year record.
Existing POs do not get deleted if the Fiscal Year is deleted. Starting Purchase Order Numbers may be deleted.
WARNING: Caution should be used when deleting starting numbers. The system does not prevent you from deleting Fiscal Year Start Numbers even if purchase orders already exist.
Menu Path: Financial Mngmnt / SEtup / p.o. Req Grps. / Grp Setup
If a future fiscal year record was created, it can be deleted to prevent use.
On the Group Codes/Users screen, from the Available PO Groups list, highlight the PO Group Code from which you want to delete fiscal year starting numbers.
From the Fiscal Year Start Number list, highlight the Year you want to delete.
Click the Delete Year button.
A Question screen opens asking if you want to delete the starting P.O. for year.
Click the Yes button to return to the Group Codes/Users screen.
Version 01.04.07.0 &endash; 010230 PL 051204