How to Create Purchase Order (PO) from a Requisition

 

General Considerations

•Purchase orders created from a requisition in the Buyer's in Basket are created in Detail Mode.

•Purchase order numbers are system generated (as set up in the Purchasing Settings).

•The  Allow Over Budget POs setting determines if over budget requisitions can be processed into a purchase orders. When over budget POs are not allowed, the over budget flag must be removed before the requisition can be turned into a PO.

•The purchase order creation process is auto-batched. 

•When a buyer creates a purchase order, the system opens a ‘Buyer Batch’. The journal entries reverse the requisition pre-commitments and create the corresponding journal entries for the purchase order commitments.

•When a buyer works on behalf of another buyer, the journal entries will be written to the executing buyer’s batch code.

 

Use the following steps to create a Purchase Order:

 

          1. Click on the Business tab, click Purchasing, and select Buyer's in Basket. All the requisitions for the current user will be retrieved and displayed in the grid.

 

Note: The requisitions that require buyer's attention will be displayed in red. Click on the Message hyperlink in the Validation column to view the message.

 

          2.           

If

Then

The requisition is displayed in the grid

1. Proceed to Step 3.

The requisition is NOT displayed in the grid and to Search by Requisition Number

1. In the Search by section, select the Requisition # radio button.

 

Note: The Buyer radio button (selected by default) will be deselected. The search will be performed in all buyer's in baskets, based on user security permissions.

 

2. Enter the Requisition #.

 

Note: Only part of the requisition number may be entered. The search may return multiple requisitions.

 

3. If applicable, click on the Custom Filter drop-down menu to select an option to refine the search.

 

4. Click on the Search button. All requisitions that the search parameters will be retrieved and displayed in the grid.

 

5.  Proceed to Step 3.

The requisition is NOT displayed in the grid and to Access Another Buyer's In-Basket

1. Click on the Buyer drop down list and select a buyer.

 

2. If applicable, click on the Custom Filter drop-down menu to select an option to refine the search.

 

3. Click on the Search button. All requisitions of the search parameters will be retrieved and displayed in the grid.

 

4. Proceed to Step 3.

 

3. Click on the Action drop-down menu beside the corresponding requisition and select Create PO.

 

 

4. In the New Purchase Order from Requisition screen, review the information and ensure all mandatory fields are filled.

 

If

Then

All information is correct

1. Click on the Save button.

 

2. Proceed to Step 5.

Information is incomplete or needs to be modified

1. Make the necessary changes and enter a note. For step by step instructions, refer to How to Modify a PO for more information on this process.

 

2. Click on the Save button.

 

3. Proceed to Step 5.

 

 

5. If applicable, in the PO Print- Single PO section, click on the Available Templates drop-down menu to select an alternative option.

 

 

6. In the Delivery Method section, select one of the following buttons: Print (Hard Copy), Email or Fax.

 

Note: Click on the Cancel Print button to cancel the PO Print process.

 

7. If Print is selected, click on the downloaded .pdf file (bottom left corner) to view.

 

          

 

Note: The options to Save (Download) and/or Print are available. 

 

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