Generating a PO (O9) from an Existing Service Contract (O4) Lesson

In this lesson you will learn how to generate a Purchase Order from an existing Service Contract.


  1. Click the State of Nebraska link.

    Step 1
  2. Click the Purchasing - Agencies link.

    Step 2
  3. Click the Purchase Orders - Agency link.

    Step 3
  4. Click the Service Purchase Order - Agency link.

    Step 4
  5. Click the Generate Service PO - Agency link.

    Step 5
  6. Click the Gen Service PO (O9) from Contract (O4) link.

    Step 6
  7. Enter the order number in the Order Number field, to minimize the search. 


    Enter "42304" into the Order Number field.

    Step 7
  8. Click the Find button.

    Step 8
  9. Click the check box of the desired Order Number and Detail Line on the grid.

    Step 9
  10. Click the Row button.

    Step 10
  11. 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
  13. Click in the Release Qty field.

    Step 13
  14. Release Information


    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
  15. Press [Tab].

    Step 15
  16. Do not change the Release Amt field.  This will automatically calculate when Release Qty field is updated.

    Step 16
  17. Click the Detail Information tab.

    Step 17
  18. Detail Information


    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
  19. Click the Dates tab.

    Step 19
  20. Dates


    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
  21. Click in the Promised Delivery field.

    Step 21
  22. 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
  23. 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
  24. Click in the Cancel Date field.

    Step 24
  25. 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
  26. When you are finished click the OK button.

    Step 26
  27. 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
  28. 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
  29. Click the check box of the Order Number in the Detail Line.

    Step 29
  30. Click the Form button.

    Step 30
  31. Click the Generate Order(s) menu.

    Step 31
  32. The new Order Number and Or Ty (Order Type) will appear and should be recorded for future use.

    Step 32
  33. The newly generated purchase order will need to be revised.


    Click the Row button.

    Step 33
  34. Click the Open Order Inquiry menu.

    Step 34
  35. Choose the document by clicking the check box in the detail line.

    Step 35
  36. Click the Row button.

    Step 36
  37. Click the Header Revision menu.

    Step 37
  38. 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
  39. Click in the Cancel Date field.

    Step 39
  40. Cancel Date - remove the cancel date.


    Press [Delete].

    Step 40
  41. Data on the Additional Properties tab provides information about the document: Document Description, Document Location, and Document Contact

    Step 41
  42. Click the Category Codes tab.

    Step 42
  43. Category Codes

    Step 43
  44. Click in the New/Renew field.

    Step 44
  45. Click in the Funding field.

    Step 45
  46. If American Recovery & Reinvestment Act (ARRA) funds are being used for this purchase enter "AR" into the Funding field.

    Step 46
  47. Press [Tab].

    Step 47
  48. When you are finished updating the Header click the Form button.

    Step 48
  49. Click the Header To Detail menu.

    Step 49
  50. 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
  51. Click the OK button.

    Step 51
  52. Click the OK button.

    Step 52
  53. A Warning Error - Event Still in Process will occur.  This is okay.


    Click the OK button.

    Step 53
  54. Enter the desired information into the field. Enter

     a valid value
     "Purchase Order from a Contract"

    Step 54
  55. Step 55
  56. Since you made changes to the Purchase Order you will need to document what changes you made.   

    Step 56
  57. Click the OK button.

    Step 57
  58. Click the Close button.

    Step 58
  59. Click the Close button.

    Step 59
  60. Click the Close button.

    Step 60

You have successfully completed this lesson.

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