In this lesson you will learn how to generate a Purchase Order from an existing Service Contract.
Click the State of Nebraska link.Step 1
Click the Purchasing - Agencies link.Step 2
Click the Purchase Orders - Agency link.Step 3
Click the Service Purchase Order - Agency link.Step 4
Click the Generate Service PO - Agency link.Step 5
Click the Gen Service PO (O9) from Contract (O4) link.Step 6
Enter the order number in the Order Number field, to minimize the search.
Enter "42304" into the Order Number field.Step 7
Click the Find button.Step 8
Click the check box of the desired Order Number and Detail Line on the grid.Step 9
Click the Row button.Step 10
Click the Order Release menu.Step 11
Review the following fields on the Header and make changes if needed.
Business Unit – a valid Business Unit for your agency
Supplier – Leave this value – it reflects the vendor that received the contract award.
Buyer –you can populate with the address book record for the individual in your agency who will be responsible for the Purchase Order
Ship To – change to reflect a delivery location for your agency
Note: The Send Invoice To field cannot be changed when generating a Service Contract from a Requisition. When finished generating the Service Contract, the agency will need to revise the document.Step 12
Click in the Release Qty field.Step 13
Release Qty field will populate with the quantity of the contract. Change this quantity to the number of items to order on Purchase Order
Note: If quantity is not changed, there will be no more units of this item to be released to subsequent PO's and you will be ordering a large quantity of this item.
In this lesson enter "1" into the Release Qty field.Step 14
Press [Tab].Step 15
Do not change the Release Amt field. This will automatically calculate when Release Qty field is updated.Step 16
Click the Detail Information tab.Step 17
Review the Account Number field. Change to a valid Account Number for your agency if necessary.
In this lesson we are not going to change this field.Step 18
Click the Dates tab.Step 19
Review the Requested field. Enter the date you want to receive the order. This field automatically populates with the requested date from the contract.
In this lesson enter "6/1/2010" into the Requested field.Step 20
Click in the Promised Delivery field.Step 21
In the Promised Delivery field enter the day you expect the order to be received. This field automatically populates with the current date. This must be changed for accurate reporting.
In this lesson enter "6/1/2010" into the Promised Delivery field.Step 22
The G/L Date field defaults from the G/L Date from the contract.
In this lesson we will not be changing this date.Step 23
Click in the Cancel Date field.Step 24
The Cancel Date field will automatically default to the Cancel date of the contract. To alleviate encumbrance issues this date must be removed.
Press [Delete].Step 25
When you are finished click the OK button.Step 26
If multiple rows were chosen, the Order Release window refreshes with the next item. Repeat the previous steps for each Inventory Number that you wish to include on the Service Contract.
In this lesson we are only including the one row.Step 27
If you want to review the contract before it is generated follow these steps. Note: We are not going to review the contract in this lesson. These steps are for informational purposes only.
Click Form, Review Order. The Gen PO (O9 or Z8) from Service Contract (O4) - Suppliers Selected window appears.
Choose the order(s) to review prior to generation.
Click Row, Details. The Gen PO (O9 or Z8) from Service Contract (O4) - Items Selected for Order window appears.
When you are finished reviewing click Cancel.
If you do not wish to review the contract skip to the next step.Step 28
Click the check box of the Order Number in the Detail Line.Step 29
Click the Form button.Step 30
Click the Generate Order(s) menu.Step 31
The new Order Number and Or Ty (Order Type) will appear and should be recorded for future use.Step 32
The newly generated purchase order will need to be revised.
Click the Row button.Step 33
Click the Open Order Inquiry menu.Step 34
Choose the document by clicking the check box in the detail line.Step 35
Click the Row button.Step 36
Click the Header Revision menu.Step 37
Send Invoice To
Delete the information from this field and press the tab key. The correct Send Invoice To address book number will default. This can be overridden with another address book number if needed.
In this lesson we are not going to change this number.Step 38
Click in the Cancel Date field.Step 39
Cancel Date - remove the cancel date.
Press [Delete].Step 40
Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document ContactStep 41
Click the Category Codes tab.Step 42
Category CodesStep 43
Click in the New/Renew field.Step 44
Click in the Funding field.Step 45
If American Recovery & Reinvestment Act (ARRA) funds are being used for this purchase enter "AR" into the Funding field.Step 46
Press [Tab].Step 47
When you are finished updating the Header click the Form button.Step 48
Click the Header To Detail menu.Step 49
Click the Populate menu.
This will make all relevant changes made to the Header appear in the Detail Line as well.
POPULATE HEADER TO DETAIL will appear on the Order Detail tab showing the information from the Header populated to the Detail Line. If you forgot to populate from the Header to the Detail Line you will need to manually update the Detail Line.Step 50
Click the OK button.Step 51
Click the OK button.Step 52
A Warning Error - Event Still in Process will occur. This is okay.
Click the OK button.Step 53
Enter the desired information into the field. Enter
Since you made changes to the Purchase Order you will need to document what changes you made.Step 56
Click the OK button.Step 57
Click the Close button.Step 58
Click the Close button.Step 59
Click the Close button.Step 60
You have successfully completed this lesson.
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