Only POs in the New Active state can be issued. The Active status means that the PO contains order items. You can issue individual POs while editing them in the Purchase Order Details window or multiple POs from the Purchase Order window.
Purchase orders that caused vendor thresholds to be exceeded cannot be issued until verbal or written quote information or a sealed bid has been entered.
If budget checking has been turned on in Purchasing Configuration, and the budget has been exceeded, a message is displayed when attempting to issue the affected POs.
When issuing more than one PO that exceeds budget, the error message will provide the option to treat all the POs in the same manner — either to issue them all or not issue any of them. You may still choose to issue selected POs that are over budget without issuing them all.
Only users with Purchasing Administrator security access can override and issue the purchase orders.
When a PO is issued:
Funds are encumbered, and any funds reserved on an associated purchase requisition are released.
You can only modify it with a change order.
It becomes available in Order Receipt and Accounts Payable.
Issuing POs to eCommerce vendors
Issuing a PO to an eCommerce vendor will transmit the cXML document to the vendor, instead of printing out the PO.
The success or failure of the transmission will be displayed in the Purchase Order grid.
If the transmission fails, you can re-transmit the PO.
Click here for information on using the Amazon eCommerce vendor.
Select Purchase Order from the Purchasing menu. The Purchase Order window opens.
If needed, select the vendor to shorten the list and make it easier to locate the POs. You can enter the vendor name in the Quick Search field or use the pinned Ordering Vendor filter.
Check the box(es) for the New Active PO(s), and click Issue Purchase Order. You're asked to confirm the action.
Click Yes. As long as there are no restrictions, the POs are issued, and the Result window opens.
Click Close when you're finished reviewing the results, and the Print Purchase Order window opens displaying the settings designated in Purchasing Configuration and the number of POs you've selected for printing. Note: Click Cancel if you don't want to print the POs at this point.
The Copy Type pull-down list defaults to print all copies. If you don't want to print all copies, select the copy to print.
Make any other desired changes to the print settings.
Click OK, and the system generates the PDF file.
Navigate to the location to save the PDF, and click Save. The PDF is saved to the selected location.
After the PDF is saved, you're returned to the Print Purchase Order window with a notification that the POs printed successfully.
Click Cancel to return to the Purchase Order window.
Return to Purchase Order Overview
Return to Purchasing Overview
Version
4.1 © 2020 - Harris School Solutions - All rights reserved