PO> Purchase Orders

Create a Purchase Orders Batch

Summary

The Purchase Orders palette in the Purchase Orders module is used to create purchase orders. If you would like to modify an existing purchase order, use the Change Orders process (PO> Change Orders).

Step by Step

1 Create a new Purchase Orders batch.

Select the Purchase Orders palette in PO> Purchase Orders. This will expand the Purchase Orders palette and display the steps of the Purchase Orders process.
Select New from the Purchase Orders batch number drop-down menu to create a new batch. This will open the New Batch window.

If there are open batches in the Purchase Orders process, you can create a new batch without affecting the open batches.

Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The batch month and batch year do not affect the fiscal year of the purchase orders.

The fiscal year of the purchase orders determines the fiscal year the encumbrance will be recorded. The fiscal year of the purchase orders in the batch is set during the Setting step (PO> Purchase Orders> Settings).

Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.

You can also manually create a new batch by entering a Batch Number and clicking the Confirm icon .

Highlight the batch in the batch number drop-down menu on the Purchase Orders palette and press DELETE to delete a batch. Any uncommitted purchase orders in the batch will be deleted.

2 Set the fiscal year of the purchase orders that will be created in the batch.

Open the Settings window (PO> Purchase Orders> Settings).
The Settings window is used to select the fiscal year of the purchase orders created in the batch.
Enter the fiscal year of the purchase orders in the Fiscal Year field.

The fiscal year of the purchase orders determines the fiscal year the encumbrances will be recorded. For example, if you enter 2019 in this field, the encumbrances created by the purchase order line items will be posted to the 2019 chart of accounts.

You can view the encumbered amount of a GL account using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Balance tab> Encumbered field).

The fiscal year of a purchase order also determines which fiscal year the purchase order can be invoiced using the AP Invoices process (AP> Invoices). For example, if you enter 2019 in the Fiscal Year field, you can only invoice the purchase order in fiscal year 2019. If you would like to invoice a purchase order set up in 2019 in fiscal year 2020, roll the purchase order into fiscal year 2020 using the Roll Over Purchase Orders process (PO> Roll Over POs).

Click here for information on rolling a purchase order into the next fiscal year.

Click the Save icon when complete.