PURCHASE ORDER INQUIRY

The user may need additional information on a purchase order identified through a budget inquiry, a budget report, etc..  PeopleSoft provides purchase order inquiry through the following:

Navigation:

Purchasing à Purchase Orders à Review PO Information à Purchase Orders

 

Enter the Business Unit (SALIS or SUFND).

The user can enter information into any number of the shaded fields above to narrow the search.  If the actual PO number is known, enter such in the Purchase Order field. 

Use the “drop down boxes” , the lookup icons  or the calendar icons  to help develop your search criteria.

Select .

Once you locate the purchase order, the following page appears.

 

 

Vendor Details provides vendor name and address information.

Header Details provides further detail on the PO Header.

Matching lists the match rule.  

All RTV provides information on any items Returned To Vendor (RTV).

Line Details identifies the matching used (e.g., 2-way).

Document Status lists any corresponding vouchers and payments related to the PO.  The link directs the user to the PO Document Status page.
 


Since multiple lines could exist for a purchase order, it would be necessary to select a particular line using the Select checkbox.  It would be from that selected line that all other linked information would follow. 

Schedule Details provides matching and receiving parameters. 

Ship To Comments/Address is self-explanatory.

Value Adjustment lists any price adjustments.

Sched Sales/Use Tax provides sales and use tax information.  Should not apply.

Miscellaneous Charges lists any applicable miscellaneous charges (e.g., set-up fees).  

Schedule Freight provides information on the freight terms.

Distribution provides accounting detail regarding charged departments/projects, accounts, etc. 


The Distributions link produces the following:

Since purchase order lines can have multiple distributions (i.e., who is being charged), it is necessary to select a distribution line before selecting any of the links at the bottom of the above screen.

Distribution Details provides

Projects and Asset Information provide interfaced information from 2 PeopleSoft modules – Projects and Asset Management – that we are not implementing at this time.

Req Detail lists corresponding requisition information.  This will be applicable once we implement electronic requisitioning (probably during FY05.)

Sales/Use Tax Information and VAT Detail are not applicable since the University is exempt from sales tax and this country does not have a Value-Added Tax (VAT).

Select  for additional information on the budget date and currency.  (Not very applicable.)

 

ACTIVITY SUMMARY

The Activity Summary page summarizes the activity on the purchase order and provides direct links to the Voucher Inquiry page and the Matching page.

Navigation:

Purchasing à Purchase Orders à Review PO Information à Activity Summary

 

 

Complete Business Unit and Purchase Order (or any other search criteria).

Select .


The following page appears:

Item Description provides a more detailed description of  what is being purchased.

The Invoice link directs the user to the Voucher Inquiry page.

The Matching link directs the user to the Matching page.  This page appears:

 

 

 

Voucher Inquiry is discussed in more detail later in this document.


PO
ACCOUNTING ENTRIES

For any particular voucher, the user could inquire on the different accounting entries posted.

Navigation:

Purchasing à Purchase Orders à Review PO Information à PO Accounting Entries

 

 

Complete the PO ID and Commitment Control Ledger Group (CC_DEPT) and select the  icon to start the search.  Accounting Entries will then appear indicating the department and commitment control budgets charged.

Trans_Type:  PO_POENC is the purchase order encumbrance transaction that was created when the PO was approved and posted.  REVERSAL is the transaction reversing the encumbrance; this occurs either if the PO was cancelled/deleted or if the PO was vouchered and paid.

Select  or  to reveal additional details of the transactions.  An Amount link appears (out of view on the right of the above screen print) that directs the user to Commitment Accounting Activity Log.


Selecting the Amount link produces the following Commitment Control Activity Log (as discussed previously) page:

 

Select the  tab and transaction amounts replace the Budget Period and Year.

Select  and all information appears from both of the tabs.

Select  and the user is directed to the Budget Inquiry page. 

Select  to drilldown into the Purchase Order line detail.

DOCUMENT STATUS

For any particular purchase order, the user could inquire on its status (e.g., posted).

Navigation:

Purchasing à Purchase Orders à Review PO Information à Document Status

 

 

Complete Business Unit and Purchase Order (or any other search criteria).

Select .

The following page appears:

 

 

The information listed on this page provides much of the same information found on the Purchase Order Inquiry page and PO Accounting Entries page.

The PO ID link pulls up the Purchase Order Inquiry page. 

The DOC ID link directs the user to the Voucher Inquiry page (for DOC ID 00400061) and the Payment Inquiry page (for DOC_ID 0000000053)

Select  on the Voucher Document Type and the user is directed to the Voucher Document Status page (in a new window).  This is discussed further in the Voucher Inquiry Document Status section.  Select  on the Payment Document Type and the user is directed to the Payment Document Status page (in a new window).  This is discussed further in the Voucher Inquiry Document Status section.

Select  for an Accounting Entries link to the Voucher Accounting Entries page (in a new window).  See the Voucher Inquiry - Voucher Accounting Entries section.  A Match Manager link appears.  See the Voucher Inquiry – Match Manager section.

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