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1. When are funds encumbered?

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.

2. How do I get the purchase order to the vendor?

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.

3. How can I view the actual Purchase Order that is sent to the vendor?

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.

4. When searching on the Purchase Request (POUPPR) screen, can I search by Vendor Name or can the Vendor Name be displayed in the search results?

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.

5. What are the attachment requirements for purchase orders?

$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

6. Is it possible to enter a purchase request without knowing the vendor?

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)

7. How can I see if a purchase order has been received?

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.

8. How do I know if my purchase order has been matched to an invoice?

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.

9. I want to make a change to my purchase request after I have approved it, however the purchase request has not been fully approved yet. Is this possible?

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.

10. Can I change a purchase order after it is fully approved?

Yes, a purchase order can only be changed by creating a change order after it is fully approved.

11. Why can’t I create a change order?

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.

12. Can I close or cancel a purchase order without receiving or paying against it?

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.

13. What items cannot be changed through a Change Order?

PR Number
PO Number
Status
PO Type
Pay by Amount
Account Terms
Qty Received