PO> Purchase Orders

Commit a Purchase Orders Batch

 

Summary

 

After the batch has been created, purchase orders have been created and purchase order line items have been added to all of the purchase orders, generate the reports and commit the batch to complete the purchase orders.

 

Once the Purchase Orders batch is committed, the purchase order can only be modified using the Change Orders process (PO> Change Orders).

 

Related Links

 

Click here for information on creating a Purchase Orders batch.

Click here for information on creating a PO.

Click here for information on creating a standard PO line item.

Click here for information on creating a contract line item.

 

Step by Step

 

1     Create a Purchase Orders batch, create a PO and then add PO line items to the POs.

 

2     Print a Proof List Report. 

 

  • The Proof List Report displays all of the purchase order line items generated in the Purchase Orders batch.
  • Open the Proof List window (PO> Purchase Orders> Proof List).
  • Select a Report Type from the drop-down menu.
    • The Standard report will display all of the purchase order line items in the batch grouped by purchase order number. The report will include the Ship Location, Line Item Description, PO Number, Vendor Number, Vendor Name, PO Date, Account Number and Account Description. The report will also provide the Amount and Quantity for each line item as well as Amount and Quantity report totals.
      • The Ship Location column will display the shipping location attached to each purchase order. This is an optional field on the purchase order.
        • The shipping location is entered into the Shipping Location field when entering purchase orders (PO> Purchase Orders> Purchase Orders> Shipping Location field).
        • Shipping locations are created and maintained using the Location Maintenance window (SS> Maintenance> Location). Click here for information on location maintenance.
      • The Line Item Description will display the purchase order line item descriptions entered into the Description field on the PO Line Item window.
      • The PO Date column will display the date on the purchase order, not the date attached to the purchase order line item.
      • The Amount column will include the line item base amount and any tax or shipping.
      • The Quantity column will display the unit quantity on the purchase order line item. If the purchase order line item is a contract amount, the quantity will be zero.
    • The Work Order Detail report replaces the Account Description column displayed in the Standard report with the Work Order Number, Reference Number and Activity Type for each PO line item. The rest of the information included in the report is identical to the Standard version.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

3     Generate the work flows. This is an optional step. 

 

  • The Generate Work Flows step applies if only certain employees are allowed to commit a Purchase Orders batch. For example, if you are a department clerk, but only the department head is allowed to actually commit a Purchase Orders batch, then run the Generate Work Flows step to notify the department head that a Purchase Orders batch is ready to be committed. If you do not use work flows, skip to the Commit step and commit the batch.
  • Select Generate Work Flows on the palette. This will open an information window asking you to confirm your selection. Press ENTER or click the OK button to generate the work flows. This will create a job on the Jobs Viewer window. Once the job is complete, the work flow will be created.
  • Work flows are created and maintained on the Work Flow Maintenance window (SS> Work Flow> Work Flow Templates). Click here for information on Work Flows.

 

4     Review the work flows. This step is only required when using work flows. 

 

  • The Review Work Flows step is used to view the Purchase Orders batch before it is committed and is used in conjunction with the Generate Work Flows step. For example, a department clerk runs the Generate Work Flows step to notify the department head that the Purchase Orders batch is ready to be approved. The department head receives an email that the batch is ready to be committed, so they review the Purchase Orders proof lists and statements and then commit the batch.
  • Open the Review Work Flows window to review the Purchase Orders in the batch (PO> Purchase Orders> Review Work Flows).
  • The Review Work Flows window displays the work flow generated by the Generate Work Flows step (PO> Purchase Orders> Generate Work Flows).
  • The Status column displays the status of the work flow. If the work flow is waiting to be approved, the Status will be New.
  • The Author column displays the department clerk that created the work flow (this is the employee that ran the Generate Work Flows step). If the Purchase Orders batch is rejected, this is the employee that will receive the notification email that the batch has been rejected.
  • The type of work flow generated during the Generate Work Flows step determines what needs to be done to the Purchase Orders before the batch can be committed.
    • If the work flow is set up as an action step on your role (SS> Work Flow> Work Flow Templates), you will have to approve or reject the Purchase Orders in the batch before you can commit the batch.
    • If the work flow is set up as an information step on your role (SS> Work Flow> Work Flow Templates), the commit step will be enabled and the batch will be ready to commit. When the work flow is set up as an information step, skip the Review Work Flows step and commit the Purchase Orders batch.
  • If you have to approve or reject the Purchase Orders batch, highlight the work flow in the Review Work Flows window and press ENTER. This will open the specified Purchase Order reports and statements for approval.

 

5     Print the Budget Proof List Report. 

 

  • The Budget Proof List Report displays the purchase order line items in the batch and their effect on the budgets and encumbrances of the GL accounts attached to them. The budget and encumbered amounts will not display on the Chart of Accounts Maintenance window until the purchase orders have been committed.
    • Once the Purchase Orders batch has been committed, you can view the encumbered amount and budget of the GL accounts attached to the purchase order line items using the Balance tab of the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Balance tab).
  • Open the Budget Proof List window (PO> Purchase Orders> Budget Proof List).
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.
  • Each purchase order line item will display separately on the report, even if there are multiple line items on the same PO that use the same GL account.
  • The Quantity column will display the number of units on the purchase order line item. If the PO line item is a contract amount, the Quantity column will display a zero.
  • The GL Account column displays the GL account attached to each PO line item in the batch.
  • The Description column displays the description of the GL account and the description of the purchase order line item.
  • The Amount column displays the total amount of the purchase order line item. The Amount field will not include shipping or tax on the purchase order line item. Those amounts will be broken out separately.
  • The Outstanding Amount column displays any amount that has not yet been invoiced on the purchase order line item. This field will display $0.00 if the line item is closed.
  • The Budget column will display the budget amount before all of the purchase order line items in the batch were applied. This is the current budget. This is the budget amount plus any budget adjustments created using the Budget Adjustments process (GL> Budget Adjustments).
  • The Activity column displays the year to date activity on the GL account. You can view the activity broken down by fiscal period using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Balance tab).
  • The Encumbered column displays amount encumbered on the GL account. The purchase orders in the batch are included in the encumbered amount that displays in this column.
  • The Remaining Budget column displays the available budget amount less all of the PO line items in the batch. The available budget is the budget less the committed transactions.
    • The budget amount is not reduced when purchase orders are committed. The budget will only be affected when the purchase order is invoiced (AP> Invoices).
    • If there is more than one purchase order line item on a GL account, the Remaining Budget column will display the same amount on each PO line item that debits the GL account because the Remaining Budget column displays the available budget less all of the PO line items on that GL account in the batch.
    • You can view the remaining budget on a GL account using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Balance tab> Available field). Click here for information on the Chart of Accounts Maintenance window.

 

6     Print the purchase orders. 

 

  • The Statements step of the Purchase Orders process is used to generate a printed version of the purchase orders.
  • Open the Statement window (PO> Purchase Orders> Statements).
  • The Statements can be printed in two formats: summary and detail. The only difference between the summary and detail format is the information that displays on each purchase order line item.
    • The detail format displays the purchase order line item number, quantity, unit type (U/M column), line item description, product code, GL account, unit price and amount.
    • The summary format displays the product code, quantity, line item description, unit price and amount.
  • The Additional Signature Required Over fields are used to add additional signature lines to purchase order statements.
    • These fields can be used to require additional signatures on purchase orders that exceed an agency-specified value. For example, "$10,000.00" could be entered in the first field and an additional signature line will print on the statement and display "AUTHORIZED SIGNATURE OVER $10,000.00" below the signature line. If needed, "$25,000.00" could then be entered in the second field to allow for the next level of required signature.
    • These additional signature lines will not be automatically populated with a signature. These are meant to require an additional level of physical authorization.
    • If these fields are left blank, the statement will print with the standard "AUTHORIZED SIGNATURE" displayed under a single signature line. The signature specified in the SS> Utilities> Setup> Signature field will automatically populate above that signature line.
  • Check the Display Department toggle to display the department at the top of the generated purchase order.
  • Check the Display Item toggle to include the PO Item ID and Description for each PO line item group included in the statements.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.
  • Each of the purchase orders in the batch will generate on a separate printed purchase order.
  • The date that displays in the Date column is the value in the Date field on the Purchase Order window (PO> Purchase Orders> Date field).
  • The date that displays in the Required Delivery Date column is the value in the Expected Date field on the Purchase Order window (PO> Purchase Orders> Expected Date field).

 

7     Send the electronic purchase orders. 

 

  • The Send Electronic POs step is used to generate and send emails to any vendors in the batch that are set up to receive electronic POs. These vendors will receive an email with an attached PDF of the purchase order.
  • Open the Send Electronic POs window (PO> Purchase Orders> Send Electronic POs).
  • Click the Notification Template field label to select an email template for the electronic POs. This will open the Email Template Selection window.
  • Click the Confirm icon to send the electronic POs.

 

8     Commit the Purchase Orders batch. 

 

  • Once all of the reports have been generated, you can commit the purchase orders in the batch. Once the purchase orders have been committed, you can only modify them using the Change Orders process (PO> Change Orders).
  • Open the Commit window (PO> Purchase Orders> Commit) and commit the batch.
  • Open the Balance tab of the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Balance tab) if you would like to view the encumbered amount and budget balance of the GL accounts attached to the purchase order lines items.