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Overview


Purchase Orders are typically used to set aside funds to purchase large items. These are not a means of paying an invoice already received. To pay invoices already received please see Requisitions section.

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Department Administration
Department Administration
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Warning

All purchase orders must be submitted digitally beginning 1/1/19

Purchase Order Access

Purchase Orders can be accessed through the following path:

My Slice>Financials/Supply Chain>eProcurement>Requisition

The below instructions are for submitting a purchase order for non catalog items (i.e. Special Requests).

Additional resources can be found on the purchasing website.

Step-by-step guide

Info
titleRequired Field

Red text indicates a required field


  1. Select Special Requests from the list on the left side of the screen
    1. The special requests screen will now open. 
    2. Each time this screen is completed it is considered to be 1 line of your purchase order. If you have multiple items that need to be ordered you must complete this screen for each item to be ordered. 
  2. Fields to be completed:
    1. Under Header Item Details
      1. Item Description- please provide a brief description of the line item to be purchased.
      2. Price- unit price of the item to be purchased.
      3. Quantity- how many of the item to be purchased.
      4. Category- use the search feature to find the appropriate category. You can search using keywords.
      5. Unit of measure- use the search feature to find the appropriate unit of measure.
    2. Under Header Supplier
      1. Supplier ID- use the search feature to find the appropriate Supplier information.
      2. Suppler Name- should auto-fill based on Supplier ID results, if it does not you can use the search feature to find the correct supplier.
      3. Supplier Item ID- this can usually be found on the vendor quote or website. 
    3. Under Header Manufacturer
      1. Mfg ID- ID tag indicating the manufacturer of the item to be purchased. Can be found using the search feature.  
      2. Mfg Item ID- this can usually be found on the vendor quote or website. 
  3. Additional Information
    1. In this text box you can add whatever additional information you believe is necessary.
  4. Press Add to Cart
    1. This adds the current completed boxes as a line to the cart. Repeat steps 1-4 as needed to add all necessary lines to the cart.
    2. Once all lines are added to the cart proceed to step 5.
  5. Press Checkout
    1.  The Checkout-Review and Submit screen opens.
      1. A chart string must be assigned to each line item. This can be accomplished in 1 of 2 ways.
        1. Assigning a chart string can be done in bulk (to all lines) through requisition settings. 
          1. Click requisition settings  towards the top right of the page.
          2. Under Distribution Defaults header and then under accounting defaults enter the Fund, Dept, Program, and MyCode, Project, Activity, and Bud Ref if necessary.
            1. If needed you can split the chart string in this section by adding an additional line and adjusting the percent allocation at the beginning of the chartfields section.
        2. Assigning a chart string can be done by individual line on the Checkout- Review and Submit page.
          1. Select the drop down arrow to the left of line 1.
          2. Under Accounting Lines select the chartfields 2 box.
            1. Enter the Fund, Dept, Program, and MyCode, Project, Activity, and Bud Ref if necessary.
            2. If needed you can split the chart string in this section by adding an additional line and adjusting the percent allocation at the beginning of the chartfields section.
            3. Repeat until all lines are assigned a chart string.
      2. Ship to Location must be changed as needed
        1. Select the ship to location for your PO.
        2. Select Edit for All Lines in order to change the shipping information.
          1. Use the search feature to change the Ship To Location.
      3. If available add a copy of the quote to the purchase order.
        1. Select add comment on the right hand side of a line item.
        2. Add a brief comment (must be added in order to attach a document).
        3. Select attach.
          1. attached document must be a PDF.
          2. browse your computer for the document and attach as needed.
  6. Final Review 
    1. review the Purchase Order to ensure completeness and accuracy.
    2. Attach a copy of the Add quote and add any additional comments as needed under the Requisition Comments or under Approval Justification.
  7. Select Save & Submit 


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