Adding Purchase Orders

3 YMA & YDA Layout | Detail Line Information | Account Distribution Information | Edit Layout: YMA, YDA |

Entering Purchase Order Master Information

Each purchase order is assigned a Layout code that determines how the requisition’s accounting is processed. As the Layout changes, the procedures necessary to complete the entry of a purchase order can change.

The Layout identifies whether the purchase order contains detail items and describes the accounting allocation. The first letter of each part combines into the layout.

A YMA Layout indicates you are entering detail items, distributing the accounting proportionately to the entire order (master) and allocating the dollars by amount.

A YDA Layout indicates you are entering detail items, distributing the accounting proportionately by detail line item and allocating the dollars by amount. Each line item may have different and/or several account numbers.

1. On the Purchase Order Master Information screen, enter a Description (60 characters).

The Description is used to enter a general or summary description of the type of goods being ordered (office supplies, maintenance, and etc.). The detailed description of the individual item is entered later.

The field can contain both letters and numbers. This description becomes the invoice description and is printed on checks and all check reports.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

Requisition and purchase order numbers are the same. The requisition becomes a purchase order. The same number is used so the software can track the history for that order.

2. The Number field is populated from the Generate PO/Req # screen. It cannot be changed.

Duplicate purchase order numbers are not permitted within the same fiscal year. If the Fiscal Year is included in the PO number, be careful when overriding.

3. The Status field is updated by the system.

• Batch &endash; Batch purchase orders are purchase orders that have been entered but have NOT been updated to the Account Master. (Account Master = GL)

• Open &endash; After the purchase order has been updated, the status is changed to Open. Open status purchase orders are shown in the Account Master. (Updated = Posted)

• History &endash; When the purchase order is liquidated, the status will be changed to History. Purchase orders are liquidated when the invoice is paid and updated or when either the Open PO Update or Open PO Liquidation Close utility is run. For more information see the WESPaC Financial Management - Purchase Order Updates and/or WESPaC Financial Management - Purchase Order Liquidation User’s Guides.

4. The Origin field is set by the system. It is Budgetary for YMA and YDA purchase orders.

5. The default Liquidation status is Liquidation Pending. Do not change. The status is changed by the system as the purchase order moves through processing. (No label is associated with this drop down list.)

6. Using the Layout drop down list, select YMA or YDA.

HINT: Click the Layout button for more information on Layout definitions.

WARNING: You may not change the Layout once you have moved off the Purchase Order Master Information screen.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

7. At this time Project is not used by Washington schools.

8. Select the Vendor to which the order will be sent. Required.

• Begin typing the Vendor’s name in the Name or Alphakey EEL. Select the vendor from the list that appears.

• Click the Vendor button. The Vendor Master Information screen opens.

NOTE: For more information about the Vendor Master Information screen, see the WESPaC Finance Vendor Master User’s Guide. *See security exceptions for more information on securing data on this screen.

1. Highlight the Vendor Key of the vendor you want to use.

2. Click the Select button to return to the Purchase Order Entry screen.

As the vendors display, the vendor’s order from address information appears in the Vendor Order From Address field.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

9. The Contact is populated from the Contact information contained in the selected vendor's record.

NOTE: If a Contact is required, edit the vendors’ information from the Vendor Master record. It is not updateable on the purchase order. See WESPaC Financial Management - Vendor Master Information User’s Guide.

10. Enter a Batch #. Required.

You can use a batch number for each group of requisitions you enter. This batch number can be used to refer to the group when you want to look up information, and will be used when you want to create a purchase order. The batch number accepts up to eight alpha or numeric characters and can be a combination of both.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

11. The Date field defaults to the current date but can be changed. (Hint: Ctrl-T enters current date into any date field.)

12. The Fiscal Year comes from the Generate PO/Req # screen. It cannot be changed.

13. The Due Date field defaults to the current date but can be changed.

The due date is the date you anticipate you will pay for the items ordered. The date entered appears on the invoice when you are ready to pay for the items, but it can be changed.

14. Select the Ship To. This is where the goods are to be delivered. It is a required field.

• Begin typing the name in the Name or Alphakey EEL. Select from the list that appears.

•  Click the Ship To button. The Name List screen opens.

1. From the All Names list, highlight the Name Key you want to use.

2. Click the Select button to return to the Requisition Entry screen.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

15. Enter Attn information. Optional.

This field can be used to enter the name, department, or any note to indicate to whom the order should be delivered. This field is limited to 32 characters.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

16. Enter Ship Via information. Optional.

Enter the name of the company you want used to ship the order, or any other note you wish. The field is 15 characters in length.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

17. Enter a Ship Date to tell the vendor when you want the order shipped. Required. Must contain a valid date. Default is the current date. Enter today's date if you want the order shipped as soon as possible.

NOTE: You can establish a user default in Data Retention on Add. See WESPaC Financial Management - Requisition & Purchasing Misc Functions.

18. The default Tax Rate value to be applied is brought from Purchase Orders Configuration but can be changed. See WESPaC Financial Management Purchase Orders Configuration for more information.

19. The default Other charges value to be applied is brought from Purchase Orders Configuration, but can be changed. See WESPaC Financial Management Purchase Orders Configuration for more information.

If you want the Other charges value:

• calculated on a percentage basis, click the option button immediately to the right of the label Other. Enter the percentage value. The Amount field is desensitized.

• calculated by amount, click the option button immediately to the right of the % symbol. Enter a dollar amount. The Percent field is desensitized.

20. The Subtotal is system calculated. It is calculated after all items have been entered. It displays the subtotal amount of all detail line items in the requisition before tax and other charges.

21. The Total Amount is system calculated. It is calculated after all items have been entered. It displays the total amount of all items in the requisition and includes tax and other charges.

22. Click the Add button to begin detail line item entry.

NOTE: The Add button is not available until all required fields have been completed.

The Purchase Order Detail Line Information screen opens.

Entering Purchase Order Detail Line Information

NOTE: In YMA layout, all detail line items can be entered first. Account distribution is applied proportionately to all items. In YDA layout each line item may have a different account distribution.

1. Before you begin entry, review the Type. To change the Type, use the drop down list and select the Type. The default is Merchandise.

• Use Merchandise to enter detail for merchandise you are purchasing.

• Use Narrative to enter non-merchandise notes to the Vendor. You may select the text for the narrative from the Purchase Order Narratives screen by clicking on the Narrative button. See the WESPaC Finance Setup Codes User’s Guide for more information on PO Narratives.

If you are adding a Narrative line, the Quantity, Unit/Measure, Unit Cost, and Total Amount fields are not displayed.

NOTE: You may not change the Type once you have moved off the Requisition Detail Line Information screen.

2. Line # is the reference number for the detail line item. This line number does not appear on the printed requisition. (This is similar to the WISE transaction number.)

You may enter a different line number by clicking in the line number field and typing the number you want to use. You can insert lines between existing lines. To do so, enter new line numbers by typing over the number displayed (for example, 101, 102, and etc.).

3. If you are using PO Catalogs, the Catalog button and EEL display. It is not a required field. It allows you to access catalog information for the vendor, if it exists.

PO Catalogs can be built on the fly as requisitions are entered, or from Vendor Maintenance via an import or manual entry. For more information on building a Vendor’s catalog, see the WESPaC Financial Management - Vendor Master Information User’s Guide.

NOTE: The Catalog field displays only if the Use PO Catalog check box is checked in Purchase Orders Configuration.

• In the Catalog EEL, begin typing the Catalog Item number. Select from the list that displays.

• Click on the Catalog button to view a list of all Catalog items for the vendor.

The Catalog Item List screen opens:

1. From the Catalog Items list, highlight the item.

2. Click the Select button to return to the Requisition Detail Line Information screen.

If available, the Desc, Unit/Measure, and Unit Cost fields will be completed for you.

4. In the Line Desc field, enter the description of the item being ordered. This may be the vendor's item description, manufacturer’s number, etc.

5. Enter the Quantity of the item to be purchased.

6. Enter the Unit/Measure. For example, each, carton, or box. Enter up to eight characters in this field.

7. Enter the Unit Cost. This is the price per unit.

8. The Extended Cost is system calculated . It is the calculation of the Quantity times the Unit Cost. It does not include tax.

If only the total cost of all items is known, you can enter the amount in the Extended Cost field. This does not break out to the Unit cost.

9. By default the line item is Taxable. This identifies the line item is to be subject to tax. If the item is not to be taxed, click the check box to remove the check so that the item will not have tax calculated.

NOTE: The View button allows you to view the tax and other charges that are calculated by the system after the OK has been clicked.

The tax and other charges are not adjusted immediately. You must return to the Purchase Order Master Information screen before the tax and other charges are calculated.

10. At this point in the entry process, you have two options:

For YMA or YDA:

1. On the Purchase Order Detail Line Information screen, click the Add button to add account distributions. The Account number entry screen opens.

For YMA only:

1. On the Purchase Order Detail Line Information screen, click the Add & Again button to continue entering line items before you enter account distributions. Repeat Steps 1 through 9.

Entering Purchase Order Account Distribution Information

1. On the Account number entry screen enter the account dimensions you want to use.

2. Click the OK button.

Optionally click the Acct button and highlight the account you want to use from the Available Accounts list. Click the Select button.

TIP: Enter the Fund, Type and GL Account prior to clicking the Acct button. This limits the list of accounts that display.

The Purchase Order Account Distribution screen opens.

3. Percent default is 100%. You may enter a different percentage to be allocated to the account.

If you allocate less than 100%, the Amount is updated based upon the percentage indicated.

4. The Amount default is the total cost. You may enter a different amount to be allocated to the selected account.

In YMA it is the total extended cost of all line items. In YDA it is the total extended cost of the single line item.

If you allocate less than the total cost, the Percent is updated based upon the amount indicated.

In YMA, the Master Amount, Accounting, and Balance is updated as distributions are allocated. In YDA, the Detail Amount, Accounting, and Balance are updated as distributions are allocated.

5. If you want to split the item between different accounts, enter the percent or amount to be allocated to the first account.

1. Click the OK button to return to the Purchase Order Detail Line Information screen.

2. Click the Add button to enter another account.

3. Select another account. Continue in this manner until the amount is fully distributed.

6. At the top of the Purchase Order Detail Line Information and Purchase Order Account Distribution screens, the system displays the calculated Master or Detail Amount, Accounting, and Balance fields.

• Detail Amount equals the total amount of the line item.

• Master Amount equals the total amount of the purchase order.

• Accounting equals the amount that has been distributed.

• Balance is the difference between the Master/Detail Amount and the Accounting amount.

When Balance equals zero, all dollars have been distributed.

When you are finished entering detail items and the total amount for the purchase order has been assigned to one or more accounts, you see a summary of the accounting.

NOTE: The Asset Dtl button allows you to identify the line item as an item to be tracked as a Fixed Asset. For more information see the WESPaC Finance Fixed Asset User’s Guide.

7. Click the OK button.

If you are verifying funds, the Available Funds screen displays. This may be a warning or it may stop the use of the account selected. See WESPaC Financial Management Purchase Order Configuration User’s Guide for more information.

• If stopped when funds are not available, click the OK button and select a different account.

• If warned that funds are not available, click either Yes to use the selected account or No to select a different account.

8. The Purchase Order Detail Line Information screen displays.

You can continue to add line items by using the Add & Again function. This opens a new Purchase Order Detail Line Information screen.

9. If entry is complete for the requisition, click the OK button.

10. As you exit the requisition entry process, on the Purchase Order Master Information screen, notice that the Subtotal, Tax (if applicable), Other, and Total Amount fields have been completed by the system.

If the purchase order amount does not match the total amount entered for all accounts, the program will alert you. You cannot end the account detail entry process if the amounts are not in balance.

11. Click the OK button.

Version 01.04.07.0 &endash; 010232 PL 051904

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