PURCHASE ORDER INQUIRY

The “Budget Transaction Detail” Report lists purchase orders.  The user may need additional information on the purchase order.  PeopleSoft provides purchase order inquiry through the following:

Navigation:

Purchasing à Purchase Orders à Review PO Information à Purchase Orders

Enter the Business Unit (SUFND).

The user can enter information into any number of the shaded fields above.  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 in your search.

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 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 more detail on what is being purchased.

Invoice link directs the user to the Voucher Inquiry page.

Matching link directs the user to the Matching page.

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_EX) and select  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 that directs the user to Commitment Accounting Activity Log Lines that provides further drill down into the Budget Inquiry.

DOCUMENT STATUS

For any particular purchase order, the user could inquire on its status.

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 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. 

Select  and the user will see an Accounting Entries link that directs the user to the Voucher Accounting Entries page.

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