Adding or Updating a Request for a Purchase Order

Entering Purchase Order Header Information

  1. For new requests, click the Add Request for PO link on the top right of the Main Menu page.

  2. For entered requests, click the Update link to the right of the PO Request summary information.

  3. Enter a Request Summary. The request summary is used to produce summary reports.

    Attention: This field is required.

  4. Enter a Request Creation date.

  5. Enter a Request Need By date. The Need By is the requested delivery date for the items you will be ordering.

  6. Click the icon to view a menu of your budget organizations and their relevant account numbers. Click the Account Number you would like to use. Click the Select & Close link to enter the account number into the Request Header.

    Note: Click the icon to erase the Account Number entry.
    Note: Click the icon to view a snapshot of the account including the Current Balance of funds available.

  7. If there is one Deliver to Location for the entire request, select the Deliver to Location from the menu.

    Note: Click eraser if multiple.

  8. Enter the Room Number/Department to Deliver to. If there is one Deliver to Person for the entire request, select the Deliver to Person from the menu.

    Note: Click eraser if multiple.

  9. Click the icon to view a menu of current Vendors. Click the Letter link corresponding to the first letter of the vendor name. Click the Vendor you would like to use. Click the Select & Close link to enter the Vendor information into the Request Header.

    Note: Selecting from the list of Vendors.

  10. (Optional) If the Suggested Vendor is not available, you may enter the Vendor Information in the appropriate fields.

    Note: Entering your own Vendor. Either the Vendor Mummer or the Vendor Information is required.

  11. Click the Add Record or Save Changes button to continue.

    Note: If you are adding a Request, then you will see the Add Record button. If you are updating a Request, then you will see the Save Changes button.

 

Entering Purchase Order Line Item Information

  1. Enter the Catalog #. (If applicable)

  2. Enter the Description.

    Attention: This field is Required.

  3. Enter the Quantity. (Required)

    Attention: This field is Required.

  4. Enter the Unit. (Required)

    Attention: This field is Required.

  5. Enter the Unit Price. (Required)

    Attention: This field is Required.

  6. Select a Purchasing Category. (Required)

    Attention: This field is Required.

    Note: This is a new field added to provide item grouping functionality for order analysis.

 

  1. Click the icon to view a menu of locations. Select the Deliver to Location from the menu and click the Save and Close link.

  2. Fill in the Room Number/Department (Rm/Dept), whichever is applicable.

  3. Click the icon to view a menu of people. Select the Deliver to Person from the menu and click the Save and Close link.

  4. Click the Distributions link to open a pop-up window to select accounts.

  5. Click the icon to view a menu of your budget organizations and their relevant account numbers. Click the Account Number you would like to use. Click the Select & Close link to enter the account number into the line item.

  6. Enter the Quantity that you want to charge to that account.

  7. Click the Add Line link to add another Account Distribution line for the item.

  8. Click the Save and Close link to save the Account Numbers.

 

  1. Click the "Save and Add Another Line" button to continue entering line items.

  2. When you have completed entering line items, click the Review Printable Request button to view the Requisition.

  3. Review the Requisition and select the VP that is needs to approve the request.

  4. Click the "Submit this Request for Approval" button.

 

Related Items

Business e-Services Overview

Navigating Business e-Services