Placing and Changing Orders QR
Contents
1. current fiscal year J Invoiced or Matched To check whether receiving invoicing or matching has occurred select Purchasing gt Purchase Orders gt Review PO Information Activity Summary The values under Receipt Invoice and Matched show receiving invoicing and matching activity for the current line The Open and Active lines of a dispatched PO in the current fiscal year can be changed through a Change Order To change a line 1 Select Purchasing gt Purchase Orders gt Maintain Purchase Orders from the menu 2 Select the Find an Existing Value tab enter search criteria to access the purchase order you wish to change PeopleSoft Financials Rel 8 4 3 Click the Header Details link to open the PO Header Details page verify the dispatch method in the Method field and click OK 4 On the PO Form page click Chng Hdr 5 Inthe Lines area of the PO Form page select Kf the checkbox for the Line you wish to change 6 Click hetresh to activate the Line Details link and then click the Line Details link Click Chng Line and click OK In the Lines area of the PO Form page make any necessary changes to the line item s Description PO Qb and or UOM field values 9 To change an item s price click the Schedule tab click Chng Schd 4 and change the item s price in the Price field 10 Repeat steps 5 through 8 for each item in the pur chase order that you wish to change 11 On the PO Form2. page click the Header Com ments link to open the Header Comments page 12 Select M the Send to Vendor checkbox enter a summary of the changes you made to the purchase order in the Comments field and click OK 13 Click E save to save the modified purchase order 14 Click Approve PO enter comments for the approver of this changed PO in the Comments save to route the purchase order Before canceling a dispatched PO consider the following e If invoicing and or matching has occurred for any of the line items in the PO the PO cannot be can celed You may instead cancel the line items on the PO that have yet to be invoiced and matched e If line items of the dispatched PO have been Received in the system the Receiver can be can celed to allow for the cancellation of the entire PO Refer to Canceling a Receiver or Receiver Line in the Purchasing Department User Manual for more information Important To send a notice of cancellation to the vendor click Chng Header and then click E save on the Purchase Order Header Details page rae canceling the PO To cancel an entire purchase order 1 Select Purchasing gt Purchase Orders gt Reconcile POs gt Reconciliation Workbench from the menu 2 Enter anew Workbench ID on the Add a New Value page or search for an existing ID using the Find an Existing Value search 3 Enter the purchase order ID of the PO you want to cancel in the
3. Pla cing Orders in PeopleSoft The ordering process in PS Financials involves Step 1 Creating and submitting either a requisition or purchase order detailing the items and or services you wish to order and from whom Step 2 Initiating the approval process and entering the order into the workflow for final approval and processing Step 3 Initiating payment to the vendor or vendors by acknowledging in the system the receipt of the order Through a Requisition Orders placed through a requisition have no dollar amount restrictions and can include items and or services from multiple vendors 1 Select Purchasing gt Requisitions gt Maintain Requi sitions Click __Aat_ to start a new requisition 3 Click the Header Defaults link enter the ordering and charging defaults that apply to the entire req uisition and click OK to return to the Form page 4 Inthe Lines area enter the details for the first item you want to order Click Add to add data entry lines for ordering additional items if necessary 5 Click lal Save to save the requisition and generate a requisition number for your order 6 Print the requisition as described next column 7 Click Approve and enter comments for the approver in the Comments field lal Save to save the requisition and enter the requisition into the purchasing workflow for approval and processing Through an Express Purchase Order Orders placed through a purc
4. Purchase Order field and click Search 4 Select M the checkbox for the PO you want to cancel and click _ ancel_ 5 When canceling a PO that was sourced from a req uisition on rare occasion you may want it to be reordered and a new PO generated If so select M the Re Source Requisition checkbox 6 When prompted to proceed click Yes Note If the PO you want to cancel is not listed in the Qualified list the PO cannot be canceled Verify that all qualifications for canceling a PO have been met as introduced in Verifying Dispatched and Line Item Status Verifying Fiscal Year and Line Received Invoiced or Matched sections of this quick reference card 7 Click Yes when prompted to Continue to Cancel POs the purchase order is canceled Placing and Changing Orders Quick Reference 06 07
5. approval of the order select Approve nom the Approval Action drop down list and click E save To print the purchase order click the Go to Purchase Order link and continue with steps 3 through 7 above Budget checking follows the approval process Users with budget checking authority can initiate budget checking by returning to the Form page for requisitions and POs or the main page for Express POs and clicking the Budget Check 4 button Placing and Changing Orders Quick Reference 06 07 Changing Orders in PeopleSof Once a purchase order is dispatched any changes or cancellations to the order must be made through a formal request known as a Change Order Change Orders can only be submitted to change or cancel e Open or Active line items e ofa purchase order in the current fiscal year e with a status of Dispatched The following sections summarize how to verify each of these Change Order requirements ched and Line Item Status Select Purchasing gt Purchase Orders gt Maintain Purchase Orders The PO Status field on the PO Form page indicates the current status of the PO To determine whether the line items you wish to change or cancel through a Change Order are open or active review the Status field values for each of the line items in the Lines area of the PO Form page On the PO Form page click the Header Details link The Acctg Date field indicates whether the PO falls within the
6. gt Shipments gt Maintain Receipts page To print a requisition select Purchasing gt Requisitions gt Maintain Requisitions and then 1 Select the Find an Existing Value tab enter search criteria to access the requisition you wish to print 2 Click the Print Requisition link at the bottom of the Form page 3 Click ets until the Status for the requisition changes to Posted or Complete 4 To display the report click the Description link 5 From the browser window select File Print or click the Print toolbar button To print a purchase order select Purchasing gt Purchase Orders gt Maintain Purchase Orders and then 1 Search for an existing PO using the Find an Exist ing Value search 2 Click on any link in the line for the desired PO 3 Click on the Princeton PO Print link at the bottom of the PO Form page 4 Inthe new window click _Retesh_ until the Status for the PO changes to Posted or Complete 5 Click the View link to open the Report Detail 6 Click the PDF file in the list of generated files 7 From the browser window select File Print or m the Worklist and Users with oa authority use the Worklist to review and access orders that require their approval To open the Worklist select Worklist gt Worklist Details from the menu Click Summary View to view a condensed version of the Worklist To review a requisition or PO click the order s link To indicate
7. hase order must be less than 1000 5000 if all catalog items and can only include items and or services from a single vendor 1 Select Purchasing gt Purchase Orders gt Express Purchase Orders PeopleSoft Financials Rel 8 4 2 Click Aad to start a new PO 3 Inthe Vendor and ID fields enter or use Lookup to select the vendor from which you are ordering items and or services 4 Inthe Buyer field enter the buyer s name or select the buyer s name using the Lookup amp feature 5 Click the Defaults link enter the defaults that apply to the entire PO and click OK to return to the main Express PO page 6 Inthe Lines area enter the details for the first item you want to order 7 Inthe Schedule area enter the price for the item in the Price field 8 To order an additional item click Add and add an additional data entry line and repeat steps 6 and 7 Note If this is a confirming purchase order mark it Confirming Order Do not duplicate and click Send to Vendor on the Header Comments page to instruct vendors not to duplicate the order l l save to save the purchase order 10 Click Approve PO to initiate the approval pro cess and enter the PO into the purchasing work flow for approval and processing an Order When an order is delivered its receipt must be acknowledged in the system to initiate payment to the vendor or vendors Orders are received on the Purchasing
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