For a purchase request type “P” and “C” the funds are pre-encumbered when the record is saved and encumbered when the purchase request is fully approved and becomes a PO. For a purchase request type “B” the funds are pre-encumbered only after it is fully approved.
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Once you receive the pdf copy of the purchase order you will then need to email or mail the purchase order to the vendor. You can use the PEIQ screen to view vendor emails and addresses.
The Purchase Order will be attached to the email that is sent to the creator after the purchase request is approved. Also the purchase order will be attached to the original purchase request within the system and can be viewed on the POIQ or POUPPR screen as an attachment.
No, however you can use the vendor lookup and search by name to find the vendor ID. Additionally, the vendor name will display when using the POIQ or the PEIQ screen. It is also possible to search by vendor name within these screens which will then display purchasing information with a link to the record.
$0-$1,500: One (1) quote is required$1,501-$3,500: Two (2) valid quotes are required$3,501-$30,000: Three (3) valid quotes are required$30,000+: The PR Form with necessary support is required
Yes, a purchase request can be entered with a “TBD” vendor. However, this will not be processed into a PO until a vendor is selected.
Any Purchase Request with a "TBD" Vendor that is approved by the department will be sent to the Procurement Office as a Solicitation (Request for Quote, Request for Proposal, or Invitation to Bid)
Use the screen POIQ to search for the purchase order, then view the “Receiving” section. This will display all receiving details related to that purchase order.
In the POIQ screen you can search for that purchase order and view the “Distributed Invoices” or “Not Distributed Invoices” to view all invoices entered against this purchase order.
Yes, there are two options. You can go into the POUPPR screen and view who the next approver is and ask them to reject the purchase request or you make changes in the POUPPR screen and this will restart workflow completely.
Yes, a purchase order can only be changed by creating a change order after it is fully approved.
To create a change order the following requirements must be met:The PO must exist with a status of PO (purchase order) or PP (partial pay).The PO cannot be in Contract Management (CMUPCM).The PO cannot be “active” in the change order process.
Yes, this can be accomplished through a change order. When on the POUPCO screen enter the PO# you would like to close and select the “Type” as CX (Cancel/Close), save, and approve.
PR NumberPO NumberStatusPO TypePay by AmountAccount TermsQty Received