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• Enter standard and planned purchase orders as well as blanket and contract purchase agreements

Note: You can also receive blanket purchase agreement lines electronically from your suppliers through the Purchasing Documents Open Interface. See: Receiving Price/Sales Catalog Information Electronically.

• Enter purchase orders from paper requisitions or without a requisition

• Take approval actions on individual purchase orders and agreements on-line

If you want to place on-line requisitions onto a new or existing purchase order, use the AutoCreate Documents window. See: Autocreate Documents Overview.

   To enter purchase order headers:

1. Navigate to the Purchase Orders window from the menu:

• by selecting the New PO button in the Find Purchase Orders window or any of its results windows

• by selecting the Open button in any of the Find Purchase Order results windows

• by selecting the Open button and then double-clicking the Open Documents icon in the Notifications Summary window when the current line is a purchase order

• if the PO: Display the AutoCreated Document profile option is set to Yes, Purchasing opens the Purchase Orders window when you have completed AutoCreation of a purchase order. See: Profile Options in Purchasing.

The upper part of the Purchase Orders window has the following display-only fields:

Created - The system date is displayed as the creation date.

Status - Possible order status values are: Incomplete - The order has not been approved. Approved - You have approved the order. You can print it and receive items against it. Requires Reapproval - You approved the order and then made changes that require you to reapprove it.

Total - For standard and planned purchase orders, Purchasing displays the current Total order amount.

Amount Agreed - For blanket and contract purchase agreements only, Purchasing displays the agreed-to amount for the agreement. The amount Released value should not exceed the Amount Agreed.

Released - For blanket and contract purchase agreements only, Purchasing displays the current total amount Released. The amount released is 0.00 until you create releases against the blanket purchase agreement or reference the contract on a standard purchase order.

Currency - Purchasing displays the functional currency. This is overridden by supplier currency information.

2. Enter a unique Purchase Order number. The Revision is displayed to the right of the number. If you chose automatic purchase order number generation in your Purchasing Options, the cursor does not enter this field and the number is generated when you save your work.

3. Choose the purchase order Type: Standard Purchase Order, Planned Purchase Order, Blanket Purchase Agreement, Contract Purchase Agreement. See: Purchase Order Types.

Attention: The names of the above purchase order types can be modified in the Document Types window. See: Defining Document Types.

4. Enter the name of the Supplier for this purchase order. To approve a purchase order, you must provide a supplier.

Attention: You cannot change the supplier once you approve the purchase order. The purchase order becomes a legal document when you approve it. To change the supplier after you approve a purchase order, you must cancel the existing purchase order and create a new one for the other supplier.

5. Enter the Site of the supplier you want to use for your purchase order. If the supplier you choose has only one site, it is defaulted into this field. Before you can approve a purchase order, you must provide a site. Once the purchase order is approved, you can change the supplier site only if the PO: Change Supplier Site profile option is set to Yes. If you change the supplier site, the revision will be incremented, and will require reapproval. You cannot enter the supplier site until you have entered a supplier.

You can optionally enter the name of the Contact at the supplier site. If the supplier you choose has only one contact name, it is defaulted into this field. You cannot enter a contact until you have entered a supplier site.

6. Enter the Ship To and Bill To locations for the purchase order. If you entered a supplier and supplier site, the Ship To and Bill To defaults reflect the locations you assigned to the supplier or supplier site. You can accept these values or change them to other locations. See: Purchase Order Defaulting Rules

7. If the Enforce Buyer Name option in your Purchasing Options is set to Yes, your name is displayed as the Buyer, and you cannot change this value. Otherwise, you can enter the name of any buyer. See: Defining Control Options.

8. For blanket and contract purchase agreements only, enter the total Amount Agreed. This is the amount you have agreed to spend with the supplier.

9. Enter a Description of the purchase order. These comments are for internal use only and do not print on the purchase order. You can enter up to 240 characters. If you want to add unlimited notes, use the Attachments feature. See: Attaching Notes to Purchasing Documents.

10. For standard and planned purchase orders and blanket purchase agreements, enter line information for the header you have just created. See: Entering Purchase Order Line Information.

   To open the Supplier Item Catalog:

• Select the Catalog button to open the Supplier Item Catalog. See: Supplier Item Catalog Overview.

   To enter currency information:

• Select the Currency button to open the Purchase Order Currency window. See: Entering Currency Information.

   To enter terms and conditions information:

• Select the Terms button to open the Purchase Order Details window. See: Entering Purchase Order Details Information.

   To enter shipment information:

• Select the Shipments button to open the Purchase Order Shipments window. See: Entering Purchase Order Shipments.

   To enter price break information:

• For blanket purchase agreements, you can select the Price Break button to open the Price Breaks window. See: Entering Purchase Agreement Price Break Information.

   To take approval actions:

• Select the Approval button to open the Approve Documents window. See: Submitting a Document for Approval.

   To check funds:

• Select Check Funds on the Special menu.

   To enter notification controls:

• Select Notification Control on the Special menu (For planned purchase orders, contract purchase agreements, and blanket purchase agreements). See: Entering Purchase Order Notification Controls.

   To enter or view acceptances:

• Select Acceptances on the Special menu to open the Acceptances window. See: Entering and Viewing Purchase Order Acceptances

   To view action history:

• Select View Action History on the Special menu to open the Action History window. See: Viewing Action History.

   To enter purchase order preferences:

• Select Preferences on the Special menu. See: Entering Purchase Order Preferences

   To reaccess a purchase order quickly:

• Choose Place on Navigator from the Action menu. Choose the Documents alternative region in the Navigator to later access the purchase order more quickly. See also: Using the Navigator's Documents Region.

Note: Once you place a document in the Navigator, it is the first thing you see in the Navigator the next time you log into Purchasing. Choose Functions to return to the Purchasing menu.

See Also

Entering Purchase Order Lines