Entering a Purchase Order Direct Lesson


In this lesson you will learn how to enter a purchase order direct.


Steps:

  1. End User MUST know the document type (listed) to enter a Commodity or Service Purchase Order  (OP, ZO, Z8, ZP, or O9)

     

    The screens shown in this work instruction may not reflect what the end-user will see.

    Step 1
  2. Click the State of Nebraska link.

    Step 2
  3. Click the Purchasing - Agencies link.

    Step 3
  4. Click the Purchase Orders - Agency link.

    Step 4
  5. Click the Work with Purchase Order link.

    Step 5
  6. Click the Add button.

    Step 6
  7. Enter Header Information for this Purchase Order

    Step 7
  8. Supplier

     

    The Address Book number of the vendor from whom you will purchase the goods

     

    o Primarily "V" search type Address Book records.

     

    NOTE:  This should NEVER be an "E" or "FD" search type Address Book record.

    Step 8
  9. Enter the desired information into the Supplier field. Enter "500020".

    Step 9
  10. Click in the Ship To field.

    Step 10
  11. Ship To - Address to which the goods are to be delivered or the location where services are to be performed

     

    o If multiple locations, A/B # 559783 (FACILITY, MULTIPLE ADDRESSES) can be used

     

    o The Ship To number will automatically populate the Send Invoice To field.

     

    o Primarily "F" search type Address Book records.

     

    Enter the desired information into the Ship To field. Enter "678925".

    Step 11
  12. Invoice To - the address the Vendor will send their invoice to

     

    o Automatically populates but can be overridden

     

    o Primarily "S" search type Address Book records if the invoice will not be sent to the "Ship To" address.

    Step 12
  13. Click in the Buyer Number field.

    Step 13
  14. Buyer Number - Individual who is primarily responsible for this document at the AGENCY

     

    Optional – enter the Search Type  “B” address book number of the responsible buyer for the Purchase Order.

     

    Enter the desired information into the Buyer Number field. Enter "576663".

    Step 14
  15. Click in the Business Unit field.

    Step 15
  16. Business Unit - BU accountable for the Purchase Order.

     

    Enter the desired information into the Business Unit field. Enter "65025009".

    Step 16
  17. Entered Date - Current date will automatically populate.

    Step 17
  18. Requested Date - The date when you want the purchase order to be filled or delivered.

     

    If not filled in, current date will automatically populate.

    Step 18
  19. Prom Del Date - The date the supplier promised to deliver this order.

     

    The system uses this date in conjunction with the receipt date to evaluate supplier performance.

     

    Enter the desired information into the Prom Del Date field. Enter "4/30/2010".

    Step 19
  20. Cancel Date - DO NOT ENTER A CANCEL DATE

    Step 20
  21. An Order Number has three components:

    o Order Number - system assigned

    o Order Type - defined by user at time of entry

    o Order Fund - automatically assigned based on Business Unit

     

    Order Type - the second field of the Order Number

     

    Note: It is mandatory to enter an Order Type (Document Type).

     

    The following order types are specific to Purchase Orders that can be created Directly through this process:

     

    o OP - Commodity

    o ZO - Direct Purchase Authority Order

    o Z8 - Service PO (2-way Voucher Match)

    o ZP - Stock Commodity Purchase Order

    o O9 - Services

      

    If there is a contract, you MUST generate an O9 from the Service Contract.

    Step 21
  22. Click in the Order Number|Order Type field.

    Step 22
  23. Enter the appropriate Order Type  into the Order Number|Order Type field.

     

     Enter "OP".

    Step 23
  24. Click the Additional Properties tab.

    Step 24
  25. Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document Contact

    Step 25
  26. Step 26
  27. Document Description

     

    o Highly Recommend

     

    o Populate for a commodity or service purchase order, this field can be used for free form text.  Populate with data that describes the goods/services being procured.  This information will print on reports. 

     

    o This field can hold up to 30 alpha/numeric characters

     

    Click in the Document Description field.

     

    Enter the desired information into the Document Description field. Enter "THIS IS AN EXAMPLE".

    Step 27
  28. Click in the Document Location field.

    Step 28
  29. Document Location

     

    o Mandatory

     

    o Identifies the facility where a commodity or service requisition was established, this field can be pulled from the address book.

     

    o This must be a Address Book Search Type of “F” - facility

     

    Enter the desired information into the Document Location field. Enter "678925".

    Step 29
  30. Click in the Document Contact field.

    Step 30
  31. Document Contact

     

    o Mandatory

     

    o Identifies the primary person responsible for the commodity or service requisition.  This field can be pulled from the address book.

     

    o This must be an Address Book Search Type of “B, E, N, or X”.

     

    Enter the desired information into the Document Contact field. Enter "100386".

    Step 31
  32. Enter Detail Lines for this Purchase Order

    Step 32
  33. Click in the Inventory Number field.

    Step 33
  34. NIGP Number/Inventory Number NIGP/Inventory Number

     

    o NIGP Number/Inventory Number – represents the NIGP commodity code for items to be purchased.  All applicable 5-digit codes for Services will be > 90000.  All Commodity Codes will be <90000.  This field will not print on the purchasing documents.

     

    o 3-Digit NIGP – Will populate from the NIGP Number/Inventory Number;  this is the three-digit prefix to a commodity code

     

    o NIGP Sub – Will populate from the NIGP Number/Inventory Number;  this is the two-digit commodity code suffix

     

    3-Digit NIGP and NIGP Sub automatically populate from the data entered in the NIGP Number/Inventory Number field but can be overridden.

     

    Enter the desired information into the Inventory Number field. Enter "92000".

    Step 34
  35. Click in the Quantity Ordered field.

    Step 35
  36. Quantity Ordered - Enter the quantity of the item that you require.

     

    Enter the desired information into the Quantity Ordered field. Enter "125".

    Step 36
  37. Click in the Tr. UoM field.

    Step 37
  38. Tr. UoM - Transaction Unit of Measure.  System defaults to EA; override this with the appropriate unit of measure if necessary.  Other options can be found using the visual assist.

     

    Enter the desired information into the Tr. UoM field. Enter "$".

    Step 38
  39. Click in the Unit Cost field.

    Step 39
  40. Unit Cost – the estimated cost per unit.

     

    Enter the desired information into the Unit Cost field. Enter "1".

    Step 40
  41. Extended Cost – The system will automatically populate this field based on the Quantity Ordered and Unit Cost fields.

    Step 41
  42. Pu. UoM - Purchase Unit of Measure.  Defaults to the same Unit of Measure in the Tr. UoM field.

     

    Pu. UoM must equal Tr. UoM or an error will occur.

    Step 42
  43. Click in the Description 1 field.

    Step 43
  44. Description 1 – This is free text – will print on all purchasing documents; enter descriptive data pertaining to the specific detail line.  System will capitalize the text. 

     

    Enter the desired information into the Description 1 field. Enter "THIS IS LINE 1 DESCRIPTION 1".

    Step 44
  45. Click in the Description 2 field.

    Step 45
  46. Description 2 – This is free text – will print on purchasing documents; enter descriptive data that you want to appear in NIS. System will capitalize the text.

     

    Enter the desired information into the Decription 2 field. Enter "THIS IS LINE 1 DESCRIPTION 2".

    Step 46
  47. Click in the Account Number field.

    Step 47
  48. Account Number – valid business unit and object account from the Chart of Accounts.

     

    Enter the desired information into the Account Number field. Enter "65025009.531100".

    Step 48
  49. The following fields populate based on the Account Number:

     

    Cost Center

    Obj Acct

    Sub

    SBL Type

    Subledger

    Step 49
  50. Business Unit - Automatically populates from the Business Unit on the Order Header.  This can be revised on the detail line.

    Step 50
  51. Ln Ty – Line Type

     

    Enter the appropriate Line Type for your order.

     

    o J - Non-Inventory or Non-Stock Item; Represents "G/L Account Number," it indicates that a purchase is going to be made against a specific account and that funds will be drawn from that Business Unit and Object Account

     

    o S - Inventory; Represents the item being order is purchased good or raw material for stock.

     

    o N - Non-Stock Item; Represents a good that is used to manufacture a Finished Inventory item.  But not counted in Inventory

     

    o T - Text Line; indicates that text will be included on this line, but there will not be any funds/accounts associated with this line.

     

    o X - Outside Operations; Do Not use for this process

     

    Enter the desired information into the Ln Ty field. Enter "J".

    Step 51
  52. Dev Request - Deviation Request for Commodities and Services:

     

    o Exception Orders

    o Emergency Purchases

    o Direct Purchase Authority, DPA

    o Statewide Contract Use

    o Deviation Process

    Step 52
  53. Report Code 4 – Used ONLY for Purchasing for Inventory

     

    Identifies Master Planning Family

    Step 53
  54. Other fields on a detail line may be required by your Agency.  Fill these as required.

    Step 54
  55. Line Attachments -

     

    Line Attachments: Text (to Detail Lines) if desired. (Please refer to the work instructions to Enter Attachments to Detail Lines)

     

    Line Attachments:  OLE (to Detail Lines) if desired.  (Please refer to the work instructions to Enter Attachments to Detail Lines)

    Step 55
  56. Add as many detail lines as necessary to the Purchase Order

     

    Use the down arrow on the keyboard to move the cursor to the next line if required. 

     

    Remember: You must enter data in the 3-Digit NIGP field for all additional lines.

     

    The new Order Number and Or Ty (OP) will appear on the Order Detail Tab and should be noted if you wish to do more work with them or facilitate searches later.

    Step 56
  57. Click Order Detail tab to view Order.

     

    Click the Order Detail tab.

    Step 57
  58. Click OK to return to the Work with Purchase Order – Order Detail screen.

     

    You may enter a new PO or Close out of the application.

     

    Click the OK button.

    Step 58
  59. Click the Cancel button.

    Step 59
  60. Click the Close button.

    Step 60

You have successfully completed this lesson.

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