FF.001.2 Purchase Order Processing/Review

User Acceptance Test Overview

PeopleSoft Purchase Orders are designed to contain the final information that will be used to make place an order with a Supplier. Purchase Orders are more complex than Requisitions, and creators or managers of Purchase Order entries must understand how the data contained in those entries is collected, entered and used by the PeopleSoft system. A Purchase Order’s final goal is to be sent to a Supplier. Like with Requisitions, Purchase Orders must complete several steps before reaching that goal.

The information below is intended to provide colleges guidance on performing a User Acceptance Test on this business process. The business process shown in the flow diagrams below may be only part of what is needed to complete an end-to-end test of a full business cycle.

To use this UAT guide first review the business process flow diagram below, which outlines the various steps to complete the test activities. Note that the business process flow diagram has distinct places where one can start testing this process, noted by a green 'Start' circle. Use the diagram, following the arrows to each step that must be executed. Use the Quick Reference Guide (QRGs) links, also below, to find the instructions on how to execute each step. The Quick Reference Guides are numbered to match each box on the flow diagram to assistant testers with following the flow of the business process. Once testing is complete for each box on the flow diagram, click the link in the Next Step (Tier 2) in the High Level UAT Framework section to access the next UAT Guide.

Self-Pace Training Materials (Advanced Prep)

To prepare yourself in advance for the richest testing experience below are required Canvas Courses. Successful course completion is a prerequisite to participate in all UAT activities.

  • PU100 Purchasing - Requisitions
  • PU101 Purchasing - Purchase Orders
  • PU102 Purchasing - Receipts and Maintenance

To register for these required courses visit the ctcLink Training Registration Page.

 Additional Resources

Instructor-Led Training Materials and Recordings

Training Session Recordings

Links to Quick Reference Guides - Steps in the Test Process

Create Purchase Order:

Search or Reopen Purchase Order:

*If Purchase Order REQUIRES approval please refer to FF.001.1.3 above for steps to follow.

*If Purchase Order does NOT require approval please refer to FF.001.2.5 or FF.001.2.6 above for steps to follow.

Closing a Purchase Order:

Minimum Test Case (Data) Scenarios:

  •  FF.001.2.1 Create Purchase Order:
    • Create PO by copying Requisiton
    • Create PO by copying PO
    • Create PO from Add/Update Page
    • Once PO is created, Budget Pre-check, then Submit Req for approval
    • Create PO with Asset Info
    • Create a PO with a Reimbursable Grant
    • Create Amount only (Blanket) PO
  • FF.001.2.2 Perform Purchase Order Budget Pre-Check
    • On Add/Update POs page click on the Budget Pre-Check icon
  • FF.001.2.3 Submit Purchase Order for Approval
    • On Add/Update POs page click on Submit for Approval icon.
  • FF.001.2.4 Process PO Approvals
    • Approver Denies PO and enters comments for Buyer to see
    • Approver Approvers PO
    • Approve using Notification flag
    • Approve using Homepage Approval Tile
    • •Approve using Nav Bar Approval Tile
  • FF.001.2.5 Perform PO Budget Check
    • Budget Check PO Ad-Hoc
    • Run Budget Check Batch Process
  • FF.001.2.6 Dispatch Purchase Order
    • Dispatch Via Email
    • Dispath via Print method
    • Dispatch using Batch process
    • Dispatch AD-HOC
  • FF.001.2.7 Search for an Existing Purchase Order
    • Search for a Purchase Order using an existing PO ID.
  • FF.001.2.8 Review Purchase Order Information
    • Review a Purchase Order using an existing PO ID.
  • FF.001.2.9 Reopen Purchase Order
    • Reopen a Close Purchase Order.
  • FF.001.2.10 Update Existing Purchase Order
    • Update an Existing PO ID.
  • FF.001.2.11 Close Purchase Order
    • Close multiple PO at once using workbench
    • Close PO using Close PO Page
  • FF.001.2.1 Create Purchase Order:
    • Error Condition: Enter invalid chartfield combo and run Pre-Budget Check.
      • Expected Behavior: Pre-Budget Check results in error.
    • Error Condition: Try to create PO using different buyer
      • Expected Behavior: Other buyers should not be accessible (unless access to all buyers)
  • FF.001.2.2 Perform Purchase Order Budget Pre-Check
    • Error Condition: Process a PO Budget Pre-Check with an invalid account combination.
      • Expected Behavior: PO will error out with a non-existing budget values message.
  • FF.001.2.3 Submit Purchase Order for Approval
    • Error Condition: Submit a PO ID that is not in Open Status.
      • Expected Behavior: Submit for Approval icon is not found because it is only available in PO with an Open Status.
  • FF.001.2.4 Process PO Approvals
    • Error Condition: Approver is missing correct Approval role.
      • Expected Behavior: Approver will not receive the Approver notification.
    • Error Condition: Approvers profile is missing email ID.
      • Expected Behavior: Approver will not receive the Approval email notification.
  • FF.001.2.5 Perform PO Budget Check
    • Error Condition: Perform Budget Check on a PO before performing Budget Pre-Check.
      • Expected Behavior: Budget check process does not run
  • FF.001.2.6 Dispatch Purchase Order
    • Error Condition: Dispatch unapproved PO.
      • Expected Behavior: Not able to dispatch
  • FF.001.2.7 Search for an Existing Purchase Order
    • Error Condition: Search for closed PO.
      • Expected Behavior: PO should not be found.
  • FF.001.2.8 Review Purchase Order Information
    • Error Condition: Search for a Closed/Cancelled PO from add/update page
      • Expected Behavior: PO will not be found
  • FF.001.2.9 Re-Open Purchase Orders
    • Error Condition: Search for PO that are still in open status.
      • Expected Behavior: PO should not be found.
  • FF.001.2.10 Update Purchase Orders
    • Error Condition: Search for a Closed/Cancelled PO from add/update page
      • Expected Behavior: PO will not be foundand wont be able to update closed PO
  • FF.001.2.11 Close Purchase Order
    • Error Condition: Close PO that is not fully sourced into a voucher
      • Expected Behavior: PO will not close, error will show PO is not fully sourced (use Buyers workbench to test this)

Previous Step (Tier 2) in the High Level UAT Framework:

Next Step (Tier 2) in the High Level UAT Framework:

Links to User Acceptance Test 'How To' Information:

Overview of User Acceptance Testing

Security Matrix Mapping Information

The information below provides those completing the Security Matrix Mapping templates with the Menus, Pages and Role names needed to execute the User Acceptance Testing relevant to  this UAT guide.

FF.001.2.1 Create Purchase Order:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Add/Update POs
ROLENAME: ZZ Purchase Order Entry

FF.001.2.2 Perform Purchase Order Budget Pre-Check:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Add/Update POs
ROLENAME: ZZ Purchasing Approval

FF.001.2.3 Submit Purchase Order for Approval

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Add/Update POs
ROLENAME: ZZ Purchasing Approval

FF.001.2.4 Process PO Approvals:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Approve POs
ROLENAME: ZZ Purchasing Approval

FF.001.2.5 Perform PO Budget Check:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Budget check
ROLENAME: ZZ Purchase Order Processing

FF.001.2.6 Dispatch Purchase Order:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Dispatch POs
ROLENAME: ZZ Purchase Order Processing

FF.001.2.11 Close Purchase Order:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Reconcile POs  Close Purchase Orders
ROLENAME: ZZ Purchase Order Processing

FF.001.2.7 Search for an Existing Purchase Order:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Review PO Information  Purchase Orders
ROLENAME: ZZ Purchase Order Processing

FF.001.2.8 Review Purchase Order Information:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Review PO Information  Purchase Orders
ROLENAME: ZZ Purchase Order Processing

FF.001.2.9 Re-Open Purchase Orders:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Reconcile POs  Reopen POs
ROLENAME: ZZ Purchase Order Processing

FF.001.2.10 Update Existing Purchase Orders:

MENU: NavBar  Navigator  Purchasing  Purchase Orders  Add/Update POs
ROLENAME: ZZ Purchase Order Entry

PDF Version of Flow Diagram for Printing

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