Purchase Order Inquiry Screen Objective Procedure Field Descriptions

Purchase Order Inquiry Screen
Objective
The Purchase Order Inquiry Screen is used to view the purchase orders after the
requisitions have been converted to POs.
Access to the records will be restricted to those purchase orders expensed to those
accounts to which the user has permission.
Procedure
To access the Purchase Order Inquiry Screen:
1. Select Departmental Functions.
2. Select Purchase Order Inquiry.
Field Descriptions
Dept/Loc
Fiscal year
The code that corresponds with the
department or location that is responsible
for the purchase order.
The fiscal year for which the purchase
order applies.
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Period
PO number
General commodity
General description
GL effect
Entry
Needed by
Expire
Change
Status
Buyer
Receiving
Invoices
The period of the fiscal year for the
purchase order.
The number identifying the purchase
order.
Typically, this is not used.
A general description for the order. This
can be used when searching for purchase
orders.
Indicates when the transactions affect the
account balances.
The date the purchase order was created.
This is the date by which the items are
needed. This is for informational purposes
only.
The date the purchase order expires. This
is the date after which the purchase order
no longer encumbers funds or should be
withdrawn from the vendor. This will be
done automatically by the system. This
date will print on the purchase order.
The date the purchase order was last
changed.
The status of the purchase order.
The User ID of the requisition/purchase
order creator.
When this folder is yellow, clicking on it will
display the receiving information for the
purchase order.
When this folder is yellow, clicking on it will
display the invoices for the purchase
order.
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Notes
Vendor
Committed
Name
PO Mailing
Remit
Ship to
Reference
Item Details
Line
Ordered Amount
Liquidated
Balance
GL Account (1 st )
This button displays any notes for the PO.
The vendor number associated with the
vendor for the PO.
This is not used.
The name of the vendor.
This is vendor’s address.
This is the vendor’s address to which
payments are to be sent.
The code indicating where the item should
be sent.
The name that will be referenced on the
vendor’s shipping document.
The line number of the PO detail.
The dollar amount for the items being
ordered.
The amount that has been liquidated for
the line item.
The difference between the ordered
amount and the liquidated amount.
The first account number of the distribution
of order expense.
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Functions
GL Find
Detail Find
Audits
Activity
Approvals
Line Detail
GL Allocations
GL Summary
Searches the purchase orders by account
number.
Searches the purchase orders by PO
details.
Lists the changes and entries to the PO.
Displays the activity for the PO.
Displays the approvals for the PO.
Displays the line item detail for the current
purchase order.
Displays a list of the account distribution of
the requisition line item. By doubleclicking
on an account number, the Line
Detail screen will be displayed.
Displays the total account allocations for
the purchase order.
Common Tasks
To View a List of Purchase Orders:
1. Display the Purchase Order Inquiry screen.
2. Click the Find button.
3. Enter the desired search criteria in the appropriate field. For the description field,
use the wildcard (*) to select records with common information by keying the
information preceded and/or followed by an asterisk, as appropriate. For
example, to see a list of all of the records with a description that begins with T,
key T* in the General Description field. To see a list of all orders with
descriptions that end with an S, key *S. To list all of those orders where HS
appears somewhere in the description, key *HS* in the General Description field.
To see all of the orders, leave all of the fields blank.
4. Press Enter or click the Accept button.
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5. Click the Browse button to see the list.
Double-click an item on the list to display the details.
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