The following steps/screenshots show an example of Generating a Commodity PO (OG) from a Commodity Contract (OC). The steps are the same for generating any type of Purchase Order from a Commodity Contract.
Steps:
Click the State of Nebraska link.
Step 1Click the Purchasing - Agencies link.
Step 2Click the Purchase Orders - Agency link.
Step 3Click the Commodity Purchase Order - Agency link.
Step 4Click the Generate Commodity PO - Agency link.
Step 5Click the Gen Comm PO (OG) from Contract (OC) link.
Step 6Enter any known information in the header or Query by Example (QBE) line to minimize the search. For example, in the "Description" QBE field, you can enter a search text using " * " wild cards at the beginning and the end of the text to search for specific contracts.
Step 7Click in the Order Number field.
Step 8Enter the desired information into the Order Number field. Enter "10859".
Step 9To populate the grid with all available detail lines on the Contract, click the Find button.
Step 10Choose the row(s) in the grid reflecting the detail lines from which you want to generate a Purchase Order.
Click the Row:6 option.
Step 11Click the Row button.
Step 12Click the Order Release menu.
Step 13Header Information
Review and update the following fields on the Header as required:
o Supplier - update with vendor
o Branch/Plant - Note: 9002 is not a valid Branch/Plant for a Purchase Order; this will result in an Error
o Buyer
o Ship To
Note: Changes made to the order release will be reflected on the generated Purchase Order. They do not change the Contract.
Step 14Click in the Branch/Plant field.
Step 15Enter the desired information into the Branch/Plant field. Enter "65025009".
Step 16Click in the Buyer field.
Step 17Enter the desired information into the Buyer field. Enter "100378".
Step 18Click in the Ship To field.
Step 19Enter the desired information into the Ship To field. Enter "678925".
Step 20Release Information
Release Qty - Quantity for Purchase Order will populate – change this quantity. 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.
Release Amt is calculated using Release Quantity and Unit Cost
Step 21Enter the desired information into the Release Qty field. Enter "5".
Step 22Press [Tab].
Step 23Click the Detail Information tab.
Step 24Detail Information
Inventory Number - autopopulates from Requsition.
Description 01 - Autopopulates from Requisition. Update as necessary
Account Number - Update with a valid Account Number for your agency
Step 25Click in the Account Number field.
Step 26Enter the desired information into the Account Number field. Enter "65025009.554900".
Step 27Click the Dates tab.
Step 28Dates
Requested - Update as necessary
Promised Delivery - Update as necessary
Note: Changes made to the Cancel Date from this screen do not update the Purchase Order. Additional steps are included in this training manual.
Step 29Enter the desired information into the Requested field. Enter "7/1/2010".
Step 30Press [Tab].
Step 31Enter the desired information into the Promised Delivery field. Enter "7/1/2010".
Step 32Click the OK button.
Note: If multiple rows were chosen, the Order Release window refreshes with the next item. Repeat Steps for each detail line that you wish to include on the Purchase Order.
Step 33Click the Form button.
Step 34Click the Generate Order(s) menu.
Step 35The new Order Number and Or Ty (Order Type) will appear and should be recorded.
Step 36The newly generated purchase order will need to be revised to update the Send Invoice To field and remove the Cancel Date.
Step 37If the existing commodity contract has a $ UOM (Unit of Measure), if desired revise the purchase order to change the UOM to EA (Each) and correct the Qty (Quantity) and Unit Cost. (Ex: Release Qty=1500, UOM= $, Unit Cost=1)
Step 38Click the Row button.
Step 39Click the Open Order Inquiry menu.
Step 40Choose the row(s) in the grid reflecting the detail lines from which you want to generate a Purchase Order.
Click the Row:1 option.
Step 41Click the Row button.
Step 42Click the Header Revision menu.
Step 43Click in the Send Invoice To field.
Step 44Send 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.
Press [Delete].
Step 45Click in the Cancel Date field.
Step 46Cancel Date - remove the cancel date.
Press [Delete].
Step 47Click the Form button.
Step 48Click the Header To Detail menu.
Step 49Click the Populate menu.
Step 50Click the OK button.
Step 51Verify Header changes populated to detail lines and revised as needed.
Add additional lines pending the agency’s rules and regulations.
Step 52Click the OK button.
Step 53Warning Error notifies that "Event still in Process." This is okay.
Click the OK button.
Step 54Click the Close button.
Step 55Click the Close button.
Step 56Click the Close button.
Step 57