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CREATING A PURCHASE ORDER

 

PeopleSoft Menu
Purchasing
Purchase Orders
Maintain Purchase Orders
Add New Value
Add

Vendor Lookup – choose vendor in search list

Buyer Lookup – choose your ID in search

Details – (blue hyperlink) – select the proper location – if this PO is for a service

    for an individual – you should select Location # 999 – most others will                           select # 000

            Description – detailed description of items/service

o       If PO is for individual items that will be received by Central Receiving or will need to be matched to an invoice  – each item# and description must be listed on a separate line – including shipping

o       If PO is for a service – description of service performed as you would have written on old SUF check request

o       If PO is for an employee reimbursement – enter type of reimbursement such as “Baltimore event reimbursement” “Office supply reimbursement” etc…

            PO Qty

            UOM Lookup (ex. EA (each) CS (case))

            Category Lookup

o       “GEN 2WAY” – use for service invoices, reimbursements, and any items that will not be received by Central Receiving

o       “GEN 3WAY” – use for items that will be received by Central Receiving

o       “SHIPPING” – Use for adding shipping costs onto the PO

Default (relates to the ENTIRE PO) (blue hyperlink)

o       Check and change the following if necessary (only if it affects the PO copy to the vendor – otherwise not necessary to change defaults):

o       Ship to

o       Ship Via

o       Freight Terms

§         PU – University Employee Will Pickup item from Vendor

§         NA – Not applicable

§         DS – FOB Destination

o       Distribution (if all lines will be distributed to the same Department and Account)

o       Enter SpeedChart (as shown below – after you select the number – then it automatically fills in the information – see second example)

o       Enter the Account # to be charged

            Header Comments (if any) (blue hyperlink)

o       Enter any comments that need to be made regarding the entire PO

o       You must indicate who needs to see the comment by checking the appropriate boxes :

o       Send to Vendor (Must be selected to show on the printed PO)

o       Shown at Receipt

o       Shown at Voucher

o       Hit OK button

            Line Comments (if any) (blue hyperlink)

o       Enter any comments that need to be made regarding specific line items in the PO

o       You must indicate who needs to see the comment by checking the appropriate boxes :

o       Send to Vendor (must be selected to show on the Printed PO)

o       Shown at Receipt

o       Shown at Voucher

o       Hit OK button

            To Add additional lines (if any) Hit Yellow (+…) button

                        Indicate number of additional lines

                        Will need to enter a new line to add any shipping costs expected

           

Complete the following for each additional line

                        Description

                        PO Qty

                        UOM Lookup

                        Category Lookup

                        Line Comments (if any)

Schedule Folder Tab at the top

Make sure you are on the correct line when you click this folder tab – you will need to go to this tab for each line item that you enter

            Enter Price

            Click on Distributions (use for individual line distribution)

            Always select “Distribute by:”  AMOUNT (it defaults to Quantity)

Enter Speed Chart Dept Number – Your PS Department ID #

                        Or hit the lookup button and select correct Department from list 

It will automatically update the Dept/Fund/Program after you select the

SpeedChart

Account Lookup – Expenses start with a number 5 – enter a 5 then hit lookup to

            speed the lookup process

Add as many distribution lines as you need to allocate to different departments or  

            accounts by line. Hit Yellow (+…) button

            Click Okay button

      Click on PO Form Tab at the top

Click on Save

 

Let Budget Administrator know that PO is ready for approval and budget

Checking – make sure to tell them the PO# so that it is quicker for them to

 Open

 

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