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When requests to purchase are submitted for the same items from the same vendor on a repetitive basis, you can use the Reoccurring Entry purchase order option. This option allows you to create a template purchase order for the same vendor and for the same items.
As long as the required fields are completed, you may create a reoccurring entry with as much or as little information as needed.
Reoccurring purchase orders are entered in a similar manner as regular purchase orders. Some fields are required and are noted in this documentation. Other fields may be updated once the reoccurring purchase order is generated into a Batch status purchase order.
The Ranges button on the Reoccurring Purchase Orders screen gives you access to the PO User Parameters screen.
This screen establishes default settings, by user, to use when accessing reoccurring purchase orders.
Only Reoccurring purchase orders can be viewed. You cannot see regular requisitions or purchase orders.
On the Reoccurring Purchase Orders screen, click the Ranges button. The PO User Parameters screen opens.
From the Sequence By drop down list, select the sequence in which you want the reoccurring purchase orders to display. Your options are:
Vendor
Number
From the Initial Browse Position drop down list, select the position in which you want the reoccurring purchase orders to display. Your options are:
First
Last
The list changes the display order, based on the Sequence By. For example, if Sequence By is set to Vendor and Initial Browse Position is set to First, the list of Reoccurring purchase orders sorts in alphabetical order by vendor.
The Display frame is disabled. Only Reoccurring Entries are displayed.
As needed, enter low and high Number range. Purchase Orders within this range are displayed provided they meet the other selection criteria.
As needed, enter low and high Amount range. Purchase Orders within this range are displayed provided they meet the other selection criteria.
As needed, enter low and high Batch Nbr range. Purchase Orders within this range are displayed provided they meet the other selection criteria.
As needed, enter low and high Date range. Purchase Orders within this range are displayed provided they meet the other selection criteria.
As needed, enter low and high Vendor key range. Purchase Orders within this range are displayed provided they meet the other selection criteria.
As needed, enter low and high Entered By range. Purchase Orders within this range are displayed provided they meet the other selection criteria.
From the Selection Parameters frame
Select from the Printed drop down list whether to view reoccurring purchase orders that have already been printed (Yes), have not been printed (No), or All reoccurring purchase orders regardless of whether they have been printed or not.
Select from the Liquidation Status drop down list whether to view purchase orders with a liquidation status of Partial, Closed, Full received, or All.
Select from the Source drop down list whether to view reoccurring purchase orders that are Budgetary, Payroll, Inventory, or All.
Use the All Years/Year check box to select the reoccurring purchase orders fiscal years that you want to display.
If unchecked you must select a specific fiscal year. Only reoccurring purchase orders for the selected fiscal year are displayed.
Click the OK button.
Options are available on the Reoccurring Purchase Orders screen. They include:
Options provide additional default settings, and other miscellaneous functions within the Purchasing module.
On the Reoccurring Purchase Orders screen, click the ? button.
Select from the following options:
The Data Retention on Add feature allows the user to establish default field settings. These defaults are used to complete the respective field during the reoccurring purchase order entry process. These fields can be set to fill with the data from the last order entered or with preset default information. The settings established here are shared in with the regular requisition and purchase order entry function.
NOTE: All fields for data retention are tied to the user’s security login and can therefore be set differently for each individual user.
You have two methods to set a field for retention:
Click the Retain check box next to the corresponding field to retain. With just the Retain box checked, the system completes the information for the corresponding field from the last reoccurring purchase order entered.
Uncheck the Retain check box next to the corresponding field for which to set a default value. Set a Default Value for a field if you want the same value entered on the corresponding field every time you enter an order
If neither is selected, the corresponding fields on the order are blank.
For example, set neither the Retain nor Default Value for Vendor if the Vendor changes with each order. If you use the same Ship To for all orders, set a Default Value. If you want to have the Ship Date retained from order to order during the day, check the Retain check box next to Ship Date.
Use the Lookup buttons to search for the corresponding value you want to assign to the field.
When the Data Retention on Add settings are established, click the OK button.
The Encumbered Detail option allows you to view the history of the encumbrances on a reoccurring purchase order. Information is tracked by account used on the purchase order regarding the purchase order’s total amount, the amount encumbered, the amounts liquidated and the encumbrance balance. Also displayed are the Post Date and Time, the Source of the transaction, the Transaction amount, Description, Account Number, and Invoice Number (if available).
On the Reoccurring Purchase Orders screen, from the Current list of items meeting ranges by Number list, highlight a reoccurring purchase order.
Click the ? button.
Select Encumbered Detail. The Encumbered Detail screen opens.
Across the top of the screen, information about the selected reoccurring purchase order displays including its description, its status and the encumbered balance.
The screen is split into two lists to allow you to view and track detail information for different accounts within the same purchase order.
NOTE: You can move the columns as needed, however, they will return to the system defaults after you exit the screen. This works the same way as moving columns on an Excel spreadsheet.
The Accounts for this Purchase Order list displays the account summary information by account number.
The Detail Encumbrance Activity list displays the detail for the account highlighted in the Accounts for this Purchase Order list.
The Invoices option allows you to view any invoices that have been entered or paid on a reoccurring purchase order. Information is tracked regarding the invoice’s number, description, date, status, the amount of the invoice and its check type.
To view an invoice displayed, highlight the invoice and click the View button.
The PO Print History option allows you to view the history of printings of a reoccurring purchase order. Information is tracked regarding who printed, the date and time printed and the status of the purchase order at the time it was printed.
View Batch/Updates in Progress
The View Batch/Updates in Progress option allows you to view batch updates that are currently being processed. This might be used in conjunction with the Change Lock Status option if you are having a problem updating a batch of purchase orders that were generated from a reoccurring purchase order.
The Change Lock Status option allows you to remove batch locks that are created due to improperly exiting the PO/Requisition process (i.e. system lock, power failure, etc.) The locks occur to notify the user of a problem within their system and/or processing. Locks will prevent users from updating transactions that fall within the sources and batch ranges indicated on this screen. See WESPaC Change Lock Status User’s Reference Guide for more information.
A Note is used to record internal information. Notes can be added or viewed in several areas.
Notes will not print. For example, a Note can be added to a reoccurring purchase order, but the Note detail will not print on the purchase order.
A Note can serve as a helpful reminder to you or it can be a useful tool in communicating information to others.
See WESPaC Notes User’s Reference Guide for more information.
Adding a Reoccurring Purchase Order Template
Menu Path: Financial Mngmnt / PUrchasing / Recur eNtr
On the Reoccurring Purchase Orders screen, click the Add button. The Reoccurring Entry Master Information screen opens.
Reoccurring purchase orders are entered in the same way as regular purchase orders.
When you create a reoccurring purchase order, you must enter information in several required fields but may leave other non-required fields blank. You enter your detail and accounting information in a separate window.
If you have set up default values on the Data Retention on Add screen for the requisition or purchase order applications, these defaults are also used during the entry of the reoccurring purchase order entry process.
On the Reoccurring Entry Master Information screen, the following fields are required, all others are optional:
The next available reoccurring purchase order Number is system assigned.
Reoccurring purchase order numbers start at 0000000001 and continue sequentially incrementing by 1. When the reoccurring purchase order is generated into a regular purchase order, the system assigns a new unique purchase order number.
The Status field is completed by the system and is set to Reoccurring status.
The Origin field is updated by the system. It is Budgetary for YMA, YDA, and NMA purchase orders. It is Inventory for YDQ orders if Inventory Type PO is set to Yes; otherwise it is Budgetary.
The default Liquidation status is Liquidation Pending. Do not change. This status is changed by the system as the purchase order moves through processing.
Select the Layout for the reoccurring purchase order. Options are YDA, YMA, YDQ, and 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 or after the reoccurring purchase order is used to generate a new purchase order.
Select the Vendor to which the order will be sent.
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.
Highlight the Vendor key of the vendor you want to use.
Click the Select button to return to the Purchase Order Master Information 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.
The Fiscal Year defaults in as the current year. It cannot be changed.
The fields above are the only required fields on the Reoccurring Entry Master Information screen.
Click the Add button:
The Reoccurring Entry Detail Line Information screen opens if you are using all Layouts except NMA.
If you are not entering detail line information (PO Layout = N/M/A), the Reoccurring Purchase Order Account Information screen opens.
You may enter as much or as little detail as needed. The only requirement for the Reoccurring Entry Detail Line Information screen is that it exists and has an account distribution associated with it.
To the left of the Account Distribution list, click the Add button. The Account number entry screen opens.
Enter the individual account dimensions.
Click the OK button. Optionally click the Acct button and highlight the account description to use from the Available Accounts list. Click the Select button.
The Reoccurring Entry Account Distribution screen opens.
The default Percent is 0% if no detail information was entered, otherwise it is 100%. You may enter a different percentage to be allocated to the selected account.
The Amount default is the total cost. You may enter a different amount to be allocated to the selected account.
Click the OK button to return to the Reoccurring Entry Detail Line Information screen.
If you are verifying funds on purchase orders the Available Funds screen may open if funds are not available for the selected account
An account distribution code is required for each line item; the amount to be distributed is not.
Click the OK button again to return to the Reoccurring Entry Master Information screen.
Click the OK button to save the entire Reoccurring purchase order template.
Generating a Purchase Order from Reoccurring PO Template
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Reoccurring purchase order templates can be used repeatedly to create new purchase orders. When the new purchase order is generated from the template, you can, if necessary, complete the entry of information that was not included on the reoccurring purchase order template.
Once complete you can print it to send to the vendor, or enter the information to encumber the appropriate funds without printing.
Menu Path: Financial Mngmnt / PUrchasing / Purchase Orders
From the Purchase Order Entry screen, click the Add button.
The Generate PO/Req # screen opens.
Not Using PO Groups
From the Fiscal Year list, highlight the Fiscal Year to which you want to add the purchase order.
Audit Issue: Gaps in PO numbers may be an audit issue. If possible, void or reuse a number rather than deleting. Inventory also uses PO numbers.
NOTE: The next PO Number is assigned on this screen. You may override it by clicking in the Override box and then updating the PO Number field. 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. The PO Number field is a 10-digit field.
Click the OK button. The Purchase Order Master Information screen opens.
Using PO Groups
From the P.O. Groups list, highlight the Group to which you want to add the purchase order. Only the PO Groups you are assigned to display.
Audit Issue: Gaps in PO numbers may be an audit issue. If possible, void or reuse a number rather than deleting. Inventory also uses PO numbers.
NOTE: The next PO Number is assigned on this screen. You may override it by clicking in the Override box and then updating the PO Number field. Duplicate purchase order numbers are not permitted within the same fiscal year. When PO Groups are being used, the first three digits indicate the PO Group number. If the Fiscal Year is included in the PO number, be careful when overriding. The PO Number field is a 10-digit field.
Click the OK button. The Purchase Order Master Information screen opens.
Click the Options (?) button.
Select Select Reoccurring Entry. The Reoccurring Entry order master information screen opens.
From the PO/Requisitions list, highlight the Reoccurring Purchase Order template to use to generate the new purchase order.
Click the Select button.
A Question screen opens asking if you want to apply the reoccurring entry information to the new purchase order.
Click the Yes button. The template’s information populates the appropriate fields on the new purchase order.
Modify the purchase order as needed.
Click the OK button when complete.
The new purchase order is a Batch status purchase order.
Version 01.04.07.0 – 010223 PL 052604