In this lesson you will learn how to enter a purchase order direct.
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
Click the State of Nebraska link.Step 2
Click the Purchasing - Agencies link.Step 3
Click the Purchase Orders - Agency link.Step 4
Click the Work with Purchase Order link.Step 5
Click the Add button.Step 6
Enter Header Information for this Purchase OrderStep 7
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
Enter the desired information into the Supplier field. Enter "500020".Step 9
Click in the Ship To field.Step 10
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
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
Click in the Buyer Number field.Step 13
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
Click in the Business Unit field.Step 15
Business Unit - BU accountable for the Purchase Order.
Enter the desired information into the Business Unit field. Enter "65025009".Step 16
Entered Date - Current date will automatically populate.Step 17
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
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
Cancel Date - DO NOT ENTER A CANCEL DATEStep 20
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
Click in the Order Number|Order Type field.Step 22
Enter the appropriate Order Type into the Order Number|Order Type field.
Enter "OP".Step 23
Click the Additional Properties tab.Step 24
Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document ContactStep 25
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
Click in the Document Location field.Step 28
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
Click in the Document Contact field.Step 30
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
Enter Detail Lines for this Purchase OrderStep 32
Click in the Inventory Number field.Step 33
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
Click in the Quantity Ordered field.Step 35
Quantity Ordered - Enter the quantity of the item that you require.
Enter the desired information into the Quantity Ordered field. Enter "125".Step 36
Click in the Tr. UoM field.Step 37
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
Click in the Unit Cost field.Step 39
Unit Cost – the estimated cost per unit.
Enter the desired information into the Unit Cost field. Enter "1".Step 40
Extended Cost – The system will automatically populate this field based on the Quantity Ordered and Unit Cost fields.Step 41
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
Click in the Description 1 field.Step 43
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
Click in the Description 2 field.Step 45
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
Click in the Account Number field.Step 47
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
The following fields populate based on the Account Number:
Business Unit - Automatically populates from the Business Unit on the Order Header. This can be revised on the detail line.Step 50
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
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 ProcessStep 52
Report Code 4 – Used ONLY for Purchasing for Inventory
Identifies Master Planning FamilyStep 53
Other fields on a detail line may be required by your Agency. Fill these as required.Step 54
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
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
Click Order Detail tab to view Order.
Click the Order Detail tab.Step 57
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
Click the Cancel button.Step 59
Click the Close button.Step 60
You have successfully completed this lesson.
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