Purchase Order Entry - Staffcentral

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