OLE Purchase Order Data Elements
Contents
1. OLE Purchase Order Data Elements Project Dollar bject lookup Obi Optional Enter the project code or search for it from the Project lookup Opti rg Ref Id the Line Account System default data value 100 Actions Add or delete lines as appropriate Additional Charges section This section can be repeated for the following additional charges e Freight e Shipping Handling e Full Order Discount Trade In Item Type Display only Describes the type of miscellaneous item freight or shipping and handling being defined in this line Description Required if the extended cost has been entered Enter text describing the additional charges item line xtended Cost Required Enter the dollar amount for this item line D p Tax Amount isplay only Automatically calculated based on responses in other fields Total Amount Display only Automatically calculated based on responses in other fields Displays the total of the requisition after taxes and fees Accounting Lines section for each type of Additional Charge hart Required Select the chart code from the Chart list Account Number Required Enter the account number or search for it from the Account lookup Sub Account Optional Enter the sub account number or search for it from the Sub Account lookup Object Required Enter the object code or search for it from the Object Code lookup Sub Object Optional Enter the sub object code or2. Display only The date the payment request was requested for processing by Pre Disbursement Processor Paid Display only Displays yes if the payment has been disbursed Displays no if the payment has not been disbursed OS U gt Go D O 3 Q X 2 m zo x lt X 3 3 z O D me 2 5 Oo I oh 2 j O O SQ O M Display only The credit memo number defined in KFS Vendor CM Display only The credit memo number defined by vendor PREQ Display only The payment request number 5 O Display only The purchase order number Display only The credit memo status Display only Displays yes if the credit memo is on hold Displays Hold no if it is not on hold Vendor Name Display only The vendor name Customer Display only The customer number Display only The credit memo amount Display only The Accounts Payable approved date that is the date the Accounts Payable review group approved the credit memo Display only The date the credit memo was requested for processing by Pre Disbursement Processor Display only Displays true if a payment has been disbursed to which this credit memo was applied Displays false if it has not yet Paid been included in a payment Seq Display only Assigns a number to the entry in sequential order 2 U gt gt O D w uv 3 D U gt OQ Q mD A x lt oj gt Z m R D D D O 49 3 amp 2 S D O N
3. o at D D m D Cc gt Q 3 Q O m U O 5 D o D O Q D O D m D 3 D T Fiscal Year Display only Identifies the fiscal year of the debit or credit Chart Display only Identifies the chart to which the pending entry is assigned Display only Identifies the account number to which the pending entry is assigned Display only Identifies the sub account if one exists to which the pending entry is assigned Object Display only Identifies the object code of the item being ordered Sub Object Display only Identifies the sub object code of the item being ordered if one exists Project Display only Identifies the project code if one exists to which the PO is assigned Doc Type Code Display only Identifies the document type code of the document When working with POs this value will almost always be PO Balance Type Display only Identifies the different balances actuals budget encumbrances etc recorded in KFS to facilitate reporting and financial queries U gt 5 8 O D gt O gt O r O Cc gt to O lt lt j Type Display only Categorizes object codes into general categories identifying income expenses assets liabilities fund balance or transfers Amount Display only Indicates the amount charged to each account on the PO D C Display only Indicates whether the entry is a debit D or credit C to the account D
4. search for it from the Sub Object lookup Project Optional Enter the project code or search for it from the Project lookup rg Ref Id Optional Enter the appropriate data for the transactions the Line Account System default data value 100 Add or delete lines as appropriate otal Prior to Tax Display only Displays a total of all current item lines and additiona NAS Q Jfa g Y S oii pm n 4 O O mD OLE Purchase Order Data Elements Po chargeslines Internal Purchasing Limit Display only Displays the dollar amount above which a PO will route to the Internal Purchasing route level if a purchasing processor who is not a contract manager submits the order Payment Info section Type of Recurring Payment Optional Select the proper recurring payment schedule from the list Examples include Fixed Schedule Fixed Amount Fixed Schedule Variable Amount and Variable Schedule Variable Amount Required if Type of Recurring Payment has been selected Enter dates indicating the time period during which the order is active or search for the dates from the calendar Recurring Payment Amount Optional If a recurring payment type of fixed schedule or fixed amount has been selected complete the remaining fields in this section Amount Optional Enter the dollar amount of the recurring payment First Payment Date Optional Enter the date on which the first recur
5. O gt D o D O Q D O D m D 3 D T using the lookup Shipping Address Presented Required Defaults to the indicator selected on the requisition to Vendor Vendor Required and Display only The vendor s name is automatically updated from the Vendor record Vendor Display only The KFS generated identifying number assigned to this vendor Address 1 Required The default address is the PO address defined as the default for the campus This field is editable Address 2 Optional The default address is the PO address defined as the default for the campus This field is editable Attention Optional If the attention line on the PO address is present this information will be populated although this field is always editable Required Enter the city associated with this vendor address Required Select the state from the State list or search for it from the lookup State may be required under certain circumstances such as when entering a U S address State Optional Non U S vendor addresses may include a province Enter the province here This field should always be used for Canadian vendors Enter the postal code for this address Postal code may be required under certain circumstances such as when entering a U S address Country Required Select a country from the Country list or search for it from the lookup amp Required Select the reason that this vendor was selected to fill t
6. OLE Purchase Order Data Elements The following table lists and describes each data field on the OLE Purchase Order eDoc Data fields that have not been altered or added by the OLE project have definitions provided by the KFS user manual The KFS User Manual describes the Purchase Order eDoc at http testdrive kfs kuali org kfs ptd static help default htm turl _WordDocuments 2F purchaseorder htm PurchaseOrder OOSOSOSSC S S SC S s s S S SCSCS Document Header pompleted automaticaly Status Also Known as Route Status The current location of the document in its routing path Initiator An OLE user role for a person who creates initiates or authors a new document for routing Any Kuali user may initiate most of the document types however an Initiator may be required to belong to a Role for certain restricted document types for example Journal Voucher Purchase Order An identifying number assigned to this PO The PO number may be used for queries specific to the Purchasing AP module of the KFS This number differs from the Doc Nbr entry which identifies the PO as a unique document for general KFS and Workflow queries Purchase Order Status A status that indicates where the PO is in the Purchasing AP process This indicator is similar to the status a document receives in Workflow but it is specific to the purchasing process Examples of PO status include In Process Awaiting Purchas
7. Requestor is different than the selector you may use the Requestor lookup to find the requesting individual s name or create a new Requestor ategory Optional Select the Category assigned to the requested item ormat Optional Select the Format of the requested item em Price Source Optional Select the Price Source of the requested item equest Source Optional Select the Request Source of the requested item Optional Identifies a vendor item identifier if one has been provided by a vendor Notes ee eee ote Type Optional Select a Note Type to identify the note Requestor Note Optional Free text note to include additional information about the requested item Add or delete lines as appropriate After a line has been added it is moved to the Current Items section where the details may be viewed or modified by opening the item using the show button hart Required Select the chart code from the Chart list Account Number Required Enter the account number or search for it from the Account lookup S Sub Account Optional Enter the sub account number or search for it from the Sub Account lookup Object Required Enter the object code or search for it from the Object Code lookup ub Object Optional Enter the sub object code or search for it from the Sub U OI gt D Z lt Dl gt TO gt gt OTIO gt Cc 3 5 O O Q g op s J N D 3 3 Ba T D 3 0 rq x O O mD
8. asily find documents they are working on Use Tax Indicator Display only if the ENABLE SALES TAX IND parameter is set to Y otherwise this field does not display at all Indicates whether or not sales or use tax applies to this PO Order Type Identifies the type of order possible values could be one time standing subscription System default data value is Firm Fixed Funding Source Display only The funding source for the PO derived from the requisition Payment Request Positive Optional The DEFAULT POS APPRVL LMT parameter Approval Required determines the dollar limit at which payment requests must receive positive approval from a fiscal officer If selected this field overrides the parameter and requires positive approval on the payment request regardless of the total of the payment Previous Purchase Order Optional Identifies the previous PO number associated with this purchase order This field is typically used to identify the converted PO number from a legacy purchasing system Purchase Order Confirmed Optional Select this 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 In this case the PO is being processed only to enter the transaction into the KFS Requisition Source Display only Indicates whether the requisition that created this PO was input direc
9. ata in Building May be entered manually if you clicked the building not found button State Display only Automatically populated from data in Building May be entered manually you clicked the building not found button Display only Automatically populated from data in Building May be entered manually if you clicked the building not found button Display only Automatically populated from data in Building May be entered manually you clicked the building not found button Required This entry defaults to the user s name on the requisition The User lookup can be used if the name needs to be changed Optional This entry defaults to the phone number from the requisition Email Optional This entry defaults to the email address from the requisition Optional Defaults to the date required from the requisition Change or enter a date on which delivery is required or use the date from the calendar i Optional If a date required has been specified select the appropriate date required reason from the list Delivery Instructions Optional Enter text describing any special delivery instructions for the item s Display only after the PO has been approved Defaults to the central receiving address from the requisition May be changed by Ww D O O U O O U O Ww 2 v D O Q F C D 5 5 g 2 lt D D D D 5 5 D D zm lt lt O Co ro D D o 2 Q Q OQ D D P5 p N D o Q U O O m U
10. es Account Summary 2 Chart Account Number Sub Account Object Sub Object Project Org Ref Id BL 1024700 5028 3 Items of Account Summary 2 Item Description Amount Freight flatbed for Globe Account Summary 3 Chart Account Number Sub Account Object Sub Object Project Org Ref Id BL 1024700 7000 Items of Account Summary 3 Item Description Amount Item 1 Telescopes 20 400 00 Item 2 Control panel 43 589 00 Item 3 Rotating Globe 22 343 00 iew Related Documents Tab Date Display only The date the related document was created re ae The user who created the related document P The entry Kuali System User means the document was automatically created by the system View Payment History Payment Requests saton Invoice Display only The invoice number PO Pisplay only The purchase order number 11 Display only The payment request number OLE Purchase Order Data Elements PREQ Status Display only The payment request status Display only Displays yes if the payment request in on hold Displays no if the payment request is not on hold Hold Req Canc Display only Displays true if the payment request has been canceled Displays false if the payment request has not been canceled Vendor Name Display only The vendor name Customer Display only The customer number Display only The payment request amount Pay Date Display only The date to make payment on this payment request
11. his purchase order from the Vendor Choice list lt U U O D O g E 5 n Z Q a lt 2 D e O Q D ay Q O D O O Acquisition Unit s Vendor Optional Enter or look up a customer number that identifies your Account Vendor Info institution or department for this vendor s reference Customer services search for it from the Contact lookup Payment Terms Optional Select the payment terms from the Payment Terms list OLE Purchase Order Data Elements Shipping Title Optional Select the shipping title from the Shipping Title list Shipping Payment Terms Optional Select the shipping payment terms from the Shipping Payment Terms list Contacts Optional If the vendor has multiple contacts select the appropriate contact for this PO Supplier Diversity Display only The information appears if the selected vendor has been assigned a supplier diversity type Alternate Vendor for Non Optional Used any time a purchasing needs to give accounts Primary Vendor Payment payable the option to pay one vendor or another Examples include third party receivables or escrow accounts for construction payments To search for a vendor use the lookup To remove an alternate vendor click remove alternate vendor Note Text Required Enter text to be viewed by the vendor of this PO or search for pre defined text from the lookup Actions Click _ 244 to add new text Titles Tab Add Item Current Items secti
12. ing Approval Out for Quote and Closed Financial Document Detail Section Year Required The default is the current fiscal year and this field isn t editable until the ALLOW ENCUMBER NEXT FY DAYS parameter has been met If the FY is set to the future then funds will not be encumbered until that next fiscal year This field automatically defaults to the current fiscal year Total Amount Display only The total PO amount Purchase Order Detail section Chart Org Required Automatically completed based on the requisition s chart organization May be changed manually by clicking the lookup gt Receiving Required Optional This flag can be set by a Purchasing Processor while a PO is in process If the field is checked manually the system will not use receiving thresholds to determine whether receiving is OLE Purchase Order Data Elements required 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 After the PO is approved this value cannot be changed Contract Manager Display only The name of the contract manager for this PO If the PO status is In Process Waiting for Vendor or Waiting on Department the Contract Manager lookup may be used to change the contract manager Assigned to User Allows a user to take ownership of an in process document Users can then e
13. isplay only The time and date when the attachment or note was posted Display only The full name of the user who has added the notes or attachments ote Text Required Enter comments Attached File Optional Select the file to attach by clicking Browse and using the standard Choose File dialog box Click Cancel to clear the file name you have selected Click _2 4_ to add a note otification Recipient Ad Hoc Recipients Tab a erson Requests section S list The choices are APPROVE ACKNOWLEDGE and FYI ID or select it from the lookup Click 2 to add an ad hoc request to a person gt D gt Z Z S UH Z O O c o o m gt olo e O O z sl 5 5 o S v N a2 a oq 6S 3 Q O o rr e v g 3 0 ol gt 3 er n 3 OLE Purchase Order Data Elements Ad Hoc Group Requests section Required when routing the document to a group Enter a group name or select it from the lookup q Action Requested The action one needs to take on a document also the type of action that is requested by an Action Request Z Namespace Code Code for the group selected in Name Name Enter the group name or use the Lookup icon S to search for the appropriate group name Actions Click _844_ to add a an ad hoc request to a group Route Log Tab S D identify this document type in Workflow An OLE user role for a person who creates initiates or authors a new document for routi
14. mer number PUR_VNDR_CUST_ NBR_T VNDR_CUST_NBR This data can be changed for the specific title Must identify the type of discount amount or If the vendor record does not have a Currency Type noted other than the default system currency aka US dollar then the discount should populate the Discount field Foreign Discount Type Choose for Amount or for Percentage Foreign Discount Amt Foreign Discount Amount is a calculated value in the foreign currency Foreign Unit Cost Calculated foreign cost per unit for the item or service on this OLE Purchase Order Data Elements line Calculation is the Foreign List Price less Foreign Discount amount Exchange Rate Currency conversion rate populates from the Currency rate column in the Currency Type maintenance table which is populated each night into system as Batch from bank files The rate will populate when user clicks action button Calculate on conversion tab Optionally when currency tab opens currency rate may auto populate This may be updated up until the Requisition is approved After that point it may no longer be modified USD Unit Cost Cost converted to the system s default currency type exchange rate Bib Info Title Title of the bibliographic item being requested Must be entered via the Bib Editor S5 Author of the bibliographic item being requested Must be entered via the Bib Editor SS Defaults to the selector s user name If the
15. ng oute Status The workflow status of a document in the course of its routing Node s The current route node of the document that is the current step that the document is on on its route path Route nodes are also referred to as route levels Created The time and date that the document was created ast Modified The time and date that the document was modified last ast Approved The time and date that the last action was taken on this document Finalized The time and date that the document reached Final Canceled Ee Disapproved status ActionsTakensection S O a baon n eae NO OOO O O O O section is pending their approval 4S5 A CICIO say Requested of Displays the name of the user or group responsible for the pending action Time Date o O Annotation o O Detail section _ _ o O Priority The priority assigned to this workflow request If multiple requests are generated at the same workflow node the system generates requests with low priority numbers before requests with higher priority numbers 4 Z O OLE Purchase Order Data Elements Approval Policy A value indicating whether members of a role receiving this request must each take action to fulfill the request or if only a single role member must take action A true false indicator specifying whether a user must take action on this document even if he or she has acted on it previously If True then the
16. on After the line has been added the system assigns a number to it This item may be moved up or down in the sequence of lines by using the arrow buttons Current Items Item Item Line Type Item 1 Qty 7 1 t Required Select the type of item being specified on this line such as Qty or No Qty The default is Qty Required if Item Type is Qty Enter the quantity of the item in this field No quantity should be entered when the Item Type is No Qty This is the number of individual pieces that must be accounted for upon payment receipt of a requisitioned item Not used when Item Type is No Qty OM Required if the Item Type value is Qty Enter the UOM unit of measure or use the lookup to find the UOM Description Concatenated data values from the related bibliographic description Item Type Quantity No of Parts D j E m D C i OLE Purchase Order Data Elements ist Price Basic price of an item before any discounts are taken Discount provided by the vendor customer number organization combination Automatically populated from the Vendor customer number table based on the selected vendor and customer number Discount Can be modified for a specific title If the vendor record has a Vendor currency noted other than the default system currency aka US dollar then the Vendor discount will populate the Foreign Discount field isco
17. ring payment should be made or search for the date from the calendar This date is used to determine subsequent payments based on the frequency For example if the frequency is monthly and the first payment date is 01 01 2010 the subsequent payments occur on the first of the month Frequency Optional Select a number to indicate how often recurring payments should be made Initial amp Final Payment Optional Enter the amount of the initial and final payments if those Amount amounts differ from the amount in the Amount field above Initial amp Final Payment Date Optional Enter the dates on which the initial and final payments are to be made if those dates differ from the date in the First Payment Date field Or search for the dates from the calendar ES Billing Address section Address Display only The address to which vendor invoices are to be mailed This address is based on the campus specified for delivery on the Delivery tab Additional Institutional Info tab Method of PO Transmission Required From the list select the PO transmission method that should be used to send the related PO to the vendor Choices Include Print and No Print Cost Source Required This field indicates how the pricing on the PO was determined Select the appropriate cost source from the list OLE Purchase Order Data Elements Contact Name Optional Enter the name of the person to be contacted if Purchasing or
18. ss 1 Required Enter the first line of the address for the selected vendor Address 2 Optional Enter the second line of the address for the selected vendor City Required Enter the city associated with this vendor address State Required Select the state from the State list This entry may be required under certain circumstances such as when entering a US address Required Enter the postal code for this address This entry may be required under certain circumstances such as when entering a US address D U O O O Cc a el o Sj O O O J O lt c Q O O O 4D J Q D O D O OLE Purchase Order Data Elements Country Required Select a country from the Country list Vendor Display only The KFS generated identifying number assigned to this vendor Vendor Phone Number Optional Enter the selected vendor s phone number Vendor Fax Number Optional Enter the selected vendor s fax number Attention Optional Enter the name of the individual or department to which the PO should be sent Account Summary Tab Click _ efresh account summary to reload the page and view all the fiscal years accounting lines and dollar amounts for this requisition Account Summary v hide Account Summary Account Summary 1 Chart Account Number Sub Account Object Sub Object Project Org Ref Id Org Doc Amt BL 1024700 5028 85 00 Items of Account Summary 1 Item Description Amount Shipping and Handling shipping charg
19. tly or created in some other way such as B2B Waiting on Additional Info Optional If the PO is In Process and additional information is required select the Vendor or Department radio button depending on whom additional information is needed from and then click the save button to change the PO status to Waiting for Department or Waiting for Vendor The system requires an explanatory note to complete the status update The PO cannot be routed for approval until the status of the PO is In Process Selecting the None radio button and the save button updates the status of the PO to In Process OLE Purchase Order Data Elements Delivery Tab Delivery Campus Required Defaults to the delivery campus that was selected on the requisition Search for another campus by clicking the lookup button Required Search for the building to which goods should be delivered from the building lookup Only buildings that correspond with the delivery campus will be displayed Selection of a building automatically completes the Address City State and Postal Code fields Address 1 Required display only automatically populated from data in Building May be entered manually if you clicked the building not found button Address 2 Optional Entered manually if an additional line of address is needed Room Required Enter the room number to which delivery should be made Display only Automatically populated from d
20. unt Type Choose for Amount or for Percentage Unit Cost Calculated cost per unit for the item on this line Calculation is the List Price less Discount amount Extended Cost Display only If a Quantity and unit cost have been provided OLE automatically calculates the extended cost for this line UOM x Unit Cost Tax Amount Display only If the ENABLE SALES TAX IND is N this column will not be displayed If sales tax is turned on the amount that displays here is automatically calculated based the delivery address Cost Tax Amount Otherwise it will be the Extended Cost Route to Requestor Optional Yes No indicator as to whether not requestor should be notified when item has been purchased System default data value shall be No Public View Optional Indicates whether or not a bibliographic description shall be exposed to users prior to purchase receipt Default is Yes Currency Type Display only Identifies the associated vendor s currency as identified on the vendor record that is identified in the Link to Vendor Supplier Foreign List Price Basic foreign price of an item before any discounts are taken Foreign Discount Foreign discount provided by the vendor customer number organization combination when the vendor record has a Currency Type different from the system default currency Should be automatically populated from the Vendor customer number table based on the selected vendor and custo
21. user must take another action If False then the previous action will automatically fulfill this request equested of Annotation Message that is generated based on the KIM responsibilities being referenced by Workflow og Action Message Section J 15
22. vendor if the order is an APO has questions about the order or search for it from the Person lookup amp Contact Phone Optional Enter the phone number of the person specified in the Contact Name field Contact Email Optional Enter the email address of the person specified in the Contact Name field PO Total Cannot Exceed Optional This information is typically entered on the requisition and indicates to Purchasing that the order has a limited amount of resources Required The name of the person who requested the goods or services This field may be changed by entering a new name or searching for it from the Person lookup Requestor Phone Required Enter the phone number of the person specified in the Requestor Name field Requestor Email Required Enter the email address of the person specified in the Requestor Name field Sensitive Data Display only This displays the currently assigned sensitive data entries created using the sensitive data button at the bottom of the document Quote tab Quote Init Date Display only Defaults to the current date Required Enter the date on which the quote is due Defaults to ten days from the current date Required Select the quote type from the list Notes to Vendor Required Enter information the vendor needs in order to quote Vendor Name Required Enter the vendor name associated with this quote or use the Vendor lookup to search for a vendor Addre
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