Purchase Order Entry - Staffcentral

Raising Purchase Orders
When you wish to make a purchase from your budget area it will be necessary for you to
complete a Purchase Order within eFinancials.
This will provide you with an order that can be sent / faxed to your supplier. As soon as the
Purchase Order is confirmed your budget will be debited with the value of the purchase order as
a commitment (to spend).
The system will store this information in the system until you have received the
purchased product or service. On receipt of the goods / service the supplier a Goods
Receipt Note (GRN) should be raised (See how to: goods receipt notes (.pdf)).
Once the invoice is received the Order and GRN numbers should be written on the Invoice, and
this should be passed to the Payments Department for payments.
You can find Purchase Ordering in eFinancials:
Purchase Order Entry
The Order Tab
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1) PO Type. This is a 2-digit code in the form AB, which relates to the area of the University
that you are creating the Purchase Order for. (example BS = Business Services, LR =
Learning Resources)
2) Description. This field requires you to put in some information regarding the order. This is
normally what or who the order is for (example Train tickets for Steve, Speakers for
Conference)
3) Authoriser. This is the staff code in the form AB12, who is the person that you will be getting
to authorise the Purchase Order when completed.
4) Sub-Ledger. This is the ledger in which the order will be recorded. This is automatically
populated with P01.
5) Supplier. This is where you input the code in the form ABC123 for your chosen supplier. In
this field it may help to use the Fastfind button and search for the supplier. Should you be
unable to find the code it may need to be added by emailing the eFin Helpdesk.
6) Budget Area. This is the area that you wish to charge the Purchase Order to. Each area
has a different code. You will only be able to access the specific area(s) designated to you
by your manager. (example B10U = Finance, C20U = Student Services)
7) Job. This is the specific Job Code that the Purchase Order relates to. This will be in the form
A1234.
8) Delivery date. This defaults to today’s date but you can change this to the expected delivery
date if needed.
9) Reference. This is a compulsory field. We recommend that you add the Originator and
Authoriser codes in this field.
10) Invoice Address. Leaving this blank will give you the default address associated with your
budget area. If a different invoicing address is required this field is used, you can use Fastfind
to give you a list of all the possibilities.
11) Del add. Leaving this blank will give you the default address associated with your budget
area. Delivery Address field is only used when you wish the goods to be delivered to a
different address than would be set up as standard, you can use Fastfind to give you a list of
all the possibilities.
12) Site. This field is used if the Supplier has more than one address. A large company such as
British Telecom or the BBC may have many different addresses. Should the standard
address be incorrect but the right supplier you may need to input a site code here. You can
use the Fastfind button to help search for possible addresses.
These are the basic fields that can be entered on an order. Once you are happy with the
information added click on APPLY and the Order field will show your new order number.
There are additional details that can be added, which are found in different guides, being:
Sending an Order Electronically
Adding Order or Line Text

The Lines Tab
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13) Product. This is a code that describes exactly what the line on the purchase order is for. A
list of all available codes can be found on StaffCentral. Codes are in the form AB123. You
can use the Fastfind button the help search for the most appropriate code. ( example TC001
= Staff Ferry Travel, MM001 = Wood)
14) Budget Area. This code relates to the budget area supplied on the Order front-page (6). It
should not be changed unless adding an additional line that is not to be allocated to the
Budget Area on the order front page.
15) Account. This field is automatically populated and related to the Product Code used.
16) Job. This field will again filter from the order front-page (7). It should not be changed unless
adding an additional line that is not to be allocated to the Job Code on the order front page.
17) The Lines. This is where the information regarding what you want to purchase finally gets
input. You can put in as many lines as you wish, once a line is complete you can use the
down arrow on the keyboard to move you to the next line.
The sections are as follows:
Product & Description These fills in automatically from the above product box (13).
Quantity
This is how many items in total you want to purchase.
Cost
This is the Nett cost (before tax) of the product.
Disc
This is the % discount (if any) that you receive from the
supplier. (example 15.00 = 15% discount)
Nett Value
Gives value after any discounts are applied.
Vat
This need be filled in by a code representing the tax status of
the item to be purchased (normally PT = Standard 20%, PX =
Exempt 0%, PZ = Zero Rated 0%)

18) Apply. Pressing this button will apply all the information you have entered in the lines. You
need to do this before you can add…..
19) Line Text. Each line should have some text accompanying the order describing exactly what
it is that you wish to purchase. This information will be printed on the Purchase Order. See
Adding Order or Line Text for further information.
The order is now complete. Review your entries to ensure that the information is correct then click
on the ORDER tab to return to the front screen.
The final step is to add the order into the Authorisers Workflow. This is a list of outstanding
actions allocated to a member of staff within eFinancials that they can review and deal with
accordingly:
i. Click on the Workflow Button on the Toolbar:
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Ensure the ‘A new Purchase Order for confirmation’ is highlighted, then click on OK.
The authoriser will automatically receive an email stating that he / she has an outstanding
purchase order to be confirmed, as well as receiving a notification in their Workflow Events
screen.
Once the order has been confirmed you can press the print button on the Purchase Order screen
and print the Order ready to send to the company in question (you can send the order
electronically, for information on how to do this refer to Sending an Order Electronically.