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Contents |
Entering Purchase Order Master Information
An NMA layout purchase order is an accounting only purchase order.
If you are using NMA layout, you do not enter detail line items, but enter a total amount and account distribution only.
On the Purchase Master Information screen, enter a Description (60 characters).
The Description is used to enter a general or summary description of the type of goods ordered.
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 PO numbers are the same, and the requisition becomes a PO. The same number is used so the software can track the history for that order.
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.
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 a 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 is 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.
The Origin field is updated by the system. It is Budgetary for NMA purchase orders.
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.)
Using the Layout drop down list, select NMA.
HINT: Click the Layout button for more information on Layouts definitions.
WARNING: You cannot 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.
At this time Project is not used by Washington schools.
Select the Vendor from which the materials were received or you will pay. Required.
Begin typing the Vendor’s name in the Name or Alphakey EEL. Select the vendor from the list that appears.
Click on 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.
Highlight the Vendor Key of the vendor you want to use.
Click the Select button to return to the Purchase Order Entry screen.
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.
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.
Enter a Batch #. It is a required field.
You can use a batch number for each group of purchase orders 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.
The Date field defaults to the current date but can be changed. (Hint: Ctrl-T enters current date into any date field.)
The Fiscal Year comes from the Generate PO/Req # screen. It cannot be changed.
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.
Since the purchase order will not be sent to the vendor, the Ship To, Ship Via, and Ship Date fields are not available.
NOTE: The Ship To Address information field may be populated if the field is established as a default or to be retained from the last entry in the Data Retention on Add settings.
The Tax and Other fields are not available.
In the Subtotal field, enter the full amount owed to the vendor including tax and other charges
The Total Amount is a system calculated field.
Click the Add button to begin account distribution entry. The Account Number Entry screen opens.
Entering Purchase Order Account Distribution Information
On the Account Number Entry screen enter the account dimensions you want to use.
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.
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.
The Amount default is the total cost. You may enter a different amount to be allocated to the selected account.
If you allocate less than the total amount, the Percent is updated based upon the amount indicated.
The Master Amount, Accounting, and Balance are updated as distributions are allocated.
NOTE: If you want to split the item between different accounts, enter the percent or amount to be allocated to the first account.
Click the OK button to return to the Purchase Order Master Information screen.
Click the Add button to enter another account.
Select another account. Continue in this manner until the amount is fully distributed.
At the top of the Purchase Order Account Distribution screen, the system displays the calculated Master Amount, Accounting, and Balance fields.
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 Amount and the Accounting amount.
When Balance equals zero, all dollars have been distributed.
When the purchase order amounts have been assigned to one or more accounts, you will 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.
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, Verify Funds 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.
The Purchase Order Master Information screen opens.
To add additional account distributions, click Add and repeat Steps 1 through 6.
When entry is complete, click the OK button to save and exit the requisition.
Version 01.04.07.0 &endash; 010232 PL 051904