Generating a Purchase Order (OG) from a Commodity Contract (OC) Lesson


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:

  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 Commodity Purchase Order - Agency link.

    Step 4

  5. Click the Generate Commodity PO - Agency link.

    Step 5

  6. Click the Gen Comm PO (OG) from Contract (OC) link.

    Step 6

  7. Enter 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 7

  8. Click in the Order Number field.

    Step 8

  9. Enter the desired information into the Order Number field. Enter "10859".

    Step 9

  10. To populate the grid with all available detail lines on the Contract, click the Find button.

    Step 10

  11. Choose 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 11

  12. Click the Row button.

    Step 12

  13. Click the Order Release menu.

    Step 13

  14. Header 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 14

  15. Click in the Branch/Plant field.

    Step 15

  16. Enter the desired information into the Branch/Plant field. Enter "65025009".

    Step 16

  17. Click in the Buyer field.

    Step 17

  18. Enter the desired information into the Buyer field. Enter "100378".

    Step 18

  19. Click in the Ship To field.

    Step 19

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

    Step 20

  21. Release 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 21

  22. Enter the desired information into the Release Qty field. Enter "5".

    Step 22

  23. Press [Tab].

    Step 23

  24. Click the Detail Information tab.

    Step 24

  25. Detail 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 25

  26. Click in the Account Number field.

    Step 26

  27. Enter the desired information into the Account Number field. Enter "65025009.554900".

    Step 27

  28. Click the Dates tab.

    Step 28

  29. Dates

     

    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 29

  30. Enter the desired information into the Requested field. Enter "7/1/2010".

    Step 30

  31. Press [Tab].

    Step 31

  32. Enter the desired information into the Promised Delivery field. Enter "7/1/2010".

    Step 32

  33. Click 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 33

  34. Click the Form button.

    Step 34

  35. Click the Generate Order(s) menu.

    Step 35

  36. The new Order Number and Or Ty (Order Type) will appear and should be recorded.

    Step 36

  37. The newly generated purchase order will need to be revised to update the Send Invoice To field and remove the Cancel Date.

    Step 37

  38. If 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 38

  39. Click the Row button.

    Step 39

  40. Click the Open Order Inquiry menu.

    Step 40

  41. Choose 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 41

  42. Click the Row button.

    Step 42

  43. Click the Header Revision menu.

    Step 43

  44. Click in the Send Invoice To field.

    Step 44

  45. 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.

     

    Press [Delete].

    Step 45

  46. Click in the Cancel Date field.

    Step 46

  47. Cancel Date - remove the cancel date.

     

    Press [Delete].

    Step 47

  48. Click the Form button.

    Step 48

  49. Click the Header To Detail menu.

    Step 49

  50. Click the Populate menu.

    Step 50

  51. Click the OK button.

    Step 51

  52. Verify Header changes populated to detail lines and revised as needed.

     

    Add additional lines pending the agency’s rules and regulations.

    Step 52

  53. Click the OK button.

    Step 53

  54. Warning Error notifies that "Event still in Process."  This is okay.

     

    Click the OK button.

    Step 54

  55. Click the Close button.

    Step 55

  56. Click the Close button.

    Step 56

  57. Click the Close button.

    Step 57

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