Optional Fields on a Purchase Order (Central Admin)


Kuali Financial System allows purchasing users to place orders with vendors or to create internal documents for payment purposes using a Purchase Order.

 

This tutorial will cover several of the optional fields on the Purchase Order.


Steps:

  1. This document contains 17 tabs; we will be reviewing 11 of the main tabs you will need to complete a Purchase Order document.

     

    This tutorial will cover the Document Overview, Delivery, Vendor, Stipulations, Payment Info, Additional Institutional Info, Quote, Account Summary, View Related Documents, View Payment History and General Ledger Pending Entries tabs on the Purchase Order.

    Step 1
  2. To open the Document Overview tab, click the show button.

    Step 2
  3. The Organization Document Number field is used by departments or other campus units to track and report on purchases.

     

    The field is also used by ORA/ORAA for tracking and reporting on Subawards.

     

    For the College Park Department of Procurement & Supply campus users have been told that this field will not be changed by Procurement if a value has been populated by the department.

    Step 3
  4. The Receiving Required flag can be set by a purchasing user while a PO is 'in process'. If the field is checked, a Line Item Receiving document must be processed with sufficient quantities received before a payment will route to the fiscal officer.  This value can be changed on a PO Amendment, but should only be changed before any payments have been made.

    Step 4
  5. To make Receiving Required click the Receiving Required checkbox.

     

    Note:  Make sure the requesting department (customer) is aware that Receiving is Required for this order to ensure they will complete the required Line Item Receiving document when the products are received.  Line Item Receiving can only be used with Quantity line items.

    Step 5
  6. Receiving Required Business Process for UMCP Department of Procurement and Supply

     

    Required for radioactive materials, explosives, firearms, ammunition and hazardous chemicals.

     

    Other sensitive items identified at the discretion of the ordering department and/or unit.

     

    Business Process approved per Jim Stirling 10/04/2013.

    Step 6
  7. The Purchase Order can be re-assigned to any Contract Manager at any time the document is 'in process'.

     

    Click the magnifying glass button to search for a Contract Manager.

     

    Note:  Contract Managers are advised to confirm any re-assignments with a manager or supervisor before making this change.

    Step 7
  8. To search for all available Contract Managers click the search button.

    Step 8
  9. In this example, click the return value link for Patricia Butner to select that Contract Manager.

    Step 9
  10. The Contract Manager has now been changed.  This feature can be used to re-assign Purchase Orders as needed. 

    Step 10
  11. The Purchase Order can be assigned to any user at any time the document is 'in process'.  Purchasing users can use this feature to assign POs to their back-up or another Purchasing Processor if they are going to be out of the office for an extended period of time.

     

    Click the magnifying glass button to search for a user.

     

    Note:  Contract Managers are advised to confirm any assignments with a manager or supervisor before making this change.

    Step 11
  12. For this tutorial enter "underwood" in the Last Name field, or press the [Enter] button on your keyboard to continue.

    Step 12
  13. To complete the search click the search button.

    Step 13
  14. In this example, click the return value link next to vunder to select Vickie Underwood to select that user.

    Step 14
  15. The Purchase Order has now been Assigned To User Vickie Underwood. 

     

    The Assigned To User feature allows a user to take ownership of an in-process document.  Users can then easily find documents they are working on using the Custom Document Search for Purchase Orders on the Main Menu.

    Step 15
  16. Select the Purchase Order Confirmed Indicator box to indicate that this PO is being created after the purchase has been made. This field may be used to track instances in which users did not properly create a requisition before making a purchase, i.e. After the Fact Purchase Orders. In this case, the PO is being processed as a confirming order only to enter the transaction into KFS for payment purposes.

     

    Refer to the tutorial After the Fact and Emergency POs for information about processing an After the Fact PO.

    Step 16
  17. Click the Purchase Order Confirmed Indicator checkbox.

    Step 17
  18. The next few Reporting Information fields currently exist in FRS. 

    Step 18
  19. MBE Goal % is the percent for the MBE Goal established for this Purchase Order.

     

    For this tutorial enter "25.25" in the MBE Goal % field, or press the [Enter] button on your keyboard to continue.

     

    Note:  In KFS the MBE Goal % can be set up to two decimal places.

    Step 19
  20. The IDIQ indicator should be used to mark Purchase Orders for Indefinite Delivery Indefinite Quantity contracts and long term orders.

     

    Click the IDIQ checkbox.

    Step 20
  21. The Small Business Reserve Designated indicator should be used to mark Purchase Orders for solicitations that were designated as Small Business Reserve.

     

    Click the Small Business Reserve Designated checkbox.

    Step 21
  22. Start Date is used for internal reference only.  This field will not print on the Purchase Order.

     

    For this tutorial enter "9/01/13" in the Start Date field, or press the [Enter] button on your keyboard to continue.

    Step 22
  23. End Date is used for internal reference only.  This field will not print on the Purchase Order.

     

    For this tutorial enter "8/31/14" in the End Date field, or press the [Enter] button on your keyboard to continue.

     

    Note:  The End Date may be used to track and provide reports for expiring Purchase Orders.

    Step 23
  24. To close the Document Overview tab, click the hide button.

    Step 24
  25. To open the Delivery tab, click the show button.

    Step 25
  26. If the department left the Address 2 field blank the purchasing user can use this field as needed.

     

    For this tutorial enter "Attn: Bhanu Sood" in the Address 2 field, or press the [Enter] button on your keyboard to continue.

    Step 26
  27. Date Required defaults to the date required from the requisition if one was entered. The user can change or enter a date on which delivery is required or select the date from the calendar.

     

    For this tutorial enter "09/01/13" in the Date Required field, or press the [Enter] button on your keyboard to continue.

    Step 27
  28.  If a date required has been specified, then a Date Required Reason must be entered.  Select the appropriate date required reason from the list.

     

    Click the Date Required Reason drop-down arrow.

    Step 28
  29. In this example, select the Quoted Delivery option from the Delivery Instructions drop-down menu.

    Step 29
  30. Delivery Instructions will print on the Purchase Order.  Enter text describing any special delivery instructions for the item(s).

     

    For this tutorial enter "Vendor must notify department 48 hours prior to delivery." in the Delivery Instructions field, or press the [Enter] button on your keyboard to continue.

    Step 30
  31. To close the Delivery tab, click the hide button.

    Step 31
  32. To open the Vendor tab, click the show button.

    Step 32
  33. The Customer # field allows users to reference to a number provided by a Vendor for an account.  If applicable end users will enter this number on the Requisition and it will automatically populate on the Purchase Order.

    Step 33
  34. The Notes to Vendor field will print on the Purchase Order.  This field is used to include any text you want the Vendor to see on the printed PO.

     

    For this tutorial enter "Reference quote # 1101A." in the Notes To Vendor field, or press the [Enter] button on your keyboard to continue.

    Step 34
  35. Payment Terms are optional.  If applicable to the order click the Payment Terms drop-down arrow.

    Step 35
  36. For this tutorial, select the Net 30 Days option from the Payment Terms drop-down menu.

     

    Note:  If the PO uses a Vendor Contract this field will automatically populate if the Payment Terms are set on the Vendor Contract.

    Step 36
  37. The Shipping Title is optional; if applicable to the order click the Shipping Title drop-down arrow.

    Step 37
  38. For this tutorial, select the FOB DESTINATION option from the Shipping Title drop-down menu.

     

    Note:  If the PO uses a Vendor Contract this field will automatically populate if there is a Shipping Title set on the Vendor Contract.

    Step 38
  39. The Shipping Payment Terms field is optional, if applicable to the order click the Shipping Payment Terms drop-down arrow.

    Step 39
  40. For this tutorial, select the INST PAYS, PART OF PO ("PREPAID AND ADD") option from the Shipping Payment Terms drop-down menu.

     

    Note:  If the PO uses a Vendor Contract this field will automatically populate if there is a Shipping Title set on the Vendor Contract.

    Step 40
  41. Contacts

    If a Vendor has been selected the Contacts magnifying glass can be used to search for a point of contact for the Vendor such as Inside Sales or Technical Support.

     

    The lookup is simply for convenience and allows the user to view the contacts list for the selected Vendor.  It does not provide a return value link and a contact cannot be added to the PO.

    Step 41
  42. The Alternate Vendor for Non-Primary Vendor Payment feature is used when a purchasing user needs to give accounts payable the option to pay one vendor or another.  Examples include third-party receivables, escrow accounts for construction payments, or novation's.

     

    To search for an Alternate Vendor click the magnifying glass button.

    Step 42
  43. In this example, enter "*instrument*" in the Vendor Name field, or press the [Enter] button on your keyboard to continue.

    Step 43
  44. To complete the search click the search button.

    Step 44
  45. For this tutorial select the Vendor CH Instruments Inc by clicking the return value link.

    Step 45
  46. To close the Vendor tab, click the hide button.

    Step 46
  47. To open the Stipulations tab, click the show button.

    Step 47
  48. The Stipulations field will print on the Purchase Order.  This field is used to include any text related to terms and conditions, start and end dates, attachments or other requirements that affect this PO.  Stipulations are all the terms and conditions you want the Vendor to see on the printed PO.

     

    Note:  KFS has several options configured.  In addition to searching for available options, the user can also free form type or copy and paste into this field at any time.

    Step 48
  49. To search for a configured Stipulation click the magnifying glass button.

    Step 49
  50. To search for all of the available configured Stipulations click the search button.

    Step 50
  51. The search returns all available Stipulations

     

    For this tutorial click the return value link next to the After the Fact PO Stipulation.

    Step 51
  52. To add the Stipulation click the add button.

    Step 52
  53. To close the Stipulation tab, click the hide button.

    Step 53
  54. To open the Payment Info tab, click the show button.

    Step 54
  55. The Payment Info tab is for information purposes only.

     

    The Billing Address will print on the Purchase Order.  Purchasing users need to be aware of this to ensure that the correct billing address is printed on the PO.  Delegated AP units such as Dining Services, Facilities Management, and Freight all have unique billing addresses for the remittance of invoices.  Billing Address is tied to the delivery address selected.  If the Billing Address needs to be changed the user needs to change the campus that was selected in the Delivery tab.  Dining Services and Facilities Management each have a unique delivery campus that must be used for all of their orders.

     

    Recurring Payments are not being used by the University of Maryland.

    Step 55
  56. To close the Payment Info tab, click the hide button.

    Step 56
  57. To open the Additional Institutional Info tab, click the show button.

    Step 57
  58. If there is a technical or other point of contact end users will indicate that in the Contact Name field.  If this information was entered on the Requisition it will automatically populate on the Purchase Order.  Purchasing users can add or change the Contact Name.

     

    To search for a Contact Name click the magnifying glass button.

    Step 58
  59. For this tutorial enter "sood" in the Last Name field, or press the [Enter] button on your keyboard to continue.

    Step 59
  60. To complete the search click the search button.

    Step 60
  61. For this tutorial click the return value link next to bpsood to select Bhanu Sood as the point of contact.

    Step 61
  62. The PO Total Cannot Exceed field indicates a total dollar amount that the associated PO should not exceed.  This information is typically entered on the Requisition and indicates to the purchasing user that the order cannot exceed the specified dollar amount.

     

    For this tutorial enter "100000.00" in the PO Total Cannot Exceed field, or press the [Enter] button on your keyboard to continue.

     

    Note:  This field is generally used by the Requisition initiator.

    Step 62
  63. To close the Additional Institutional Info tab, click the hide button.

    Step 63
  64. To open the Quote tab, click the show button.

    Step 64
  65. The Quote tab has not been configured for KFS Go-Live.  This feature is scheduled to be configured for Revision 2 which will take place after go live.  Refer to the tutorial Changing Status on a Purchase Order for more information on the limited use of this tab to change the Purchase Order Doc Status on a PO.

    Step 65
  66. To close the Quote tab, click the hide button.

    Step 66
  67. To open the Account Summary tab, click the show button.

    Step 67
  68. The Account Summary tab is for information purposes only.  This tab summarizes the accounting information from the Items tab.

    Step 68
  69. To close the Account Summary tab, click the hide button.

    Step 69
  70. To open the View Related Documents tab, click the show button.

    Step 70
  71. The View Related Documents tab displays information about all related documents for a Purchase Order.

     

    This tab will display information about Purchasing/AP documents that are related to this document.  Within each document type the documents are listed in order, with the most recent first.

     

    The Doc # that is underlined is a link and the purchasing user can click on that link to open and view the related document.

    Step 71
  72. To close the View Related Documents tab, click the hide button.

    Step 72
  73. To open the View Payment History tab, click the show button.

    Step 73
  74. The View Payment History tab is for information purposes only.  This tab lists all payment request(s) issued against the Purchase Order.

    Step 74
  75. To close the View Payment History tab, click the hide button.

    Step 75
  76. To open the General Ledger Pending Entries tab, click the show button.

    Step 76
  77. The General Ledger Pending Entries tab shows G/L Pending Ledger entries that are generated after the PO document is submitted.   These entries include the applicable encumbrances, dis-encumbrances, or re-encumbrances for the transaction and the appropriate offsetting entry.  After the nightly batch jobs run to post the G/L entries, these pending entries no longer display here.

    Step 77
  78. To close the General Ledger Pending Entries tab, click the hide button.

    Step 78
  79. For more information on the remaining tabs refer to the following tutorials:

    - Reviewing the Notes and Attachments Tab

    - Reviewing the Ad-Hoc Recipients Tab

    - Reviewing the Route Log Tab

    Step 79

You have successfully completed the tutorial Optional Fields on a Purchase Order.

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