9.2 Creating an Express Purchase Order Using a Procurement Card

Purpose:  Create an express PO using a p-card in ctcLink.

Audience:  Finance staff

You must have at least one of these local college managed security roles:

  • ZD Purchasing Inquiry
  • ZZ Purchase Order Entry

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Use the Express Purchase Order: Purchase Order page to enter or change purchase order information. The PO Date field automatically displays the current system date. You can override the purchase order date. This appears on the purchase order and is the date used for price calculation if the price date is defined as the purchase order date.

Creating an Express Purchase Order Using a Procurement Card

Navigation:  Purchasing > Purchase Orders > Add/Update Express POs

  1. The Express Purchase Order search page displays. From the search page, enter the Business Unit.
  2. Select the Add button.  The Express Purchase Order page will display.
Express Purchase Order search page
  1. Use the Express Purchase Order page to enter or change purchase order information.
  2. The PO Date field automatically displays the current system date. You can override the purchase order date. This appears on the purchase order and is the date used for price calculation if the price date is defined as the purchase order date.
  3. Enter the Supplier ID.
  4. Verify the correct supplier location is selected.

Note: The corresponding supplier and location should have "Use Procurement Card" in Procurement setup.

  1. Enter the Buyer information.  
  2. Select the Refresh button to display the Use Procurement Card link.
  3. Select the Use Procurement Card link.  The Procurement Card Information page will display.
Express Purchase Order page
  1. Use the Procurement Card Information page to:
    • review the existing procurement card information,
    • add or update the procurement card information,
    • or override the existing procurement card with another one.
  2. The Card Number, Card Type, and Expiration Date fields display the procurement card information that will be used for payment on this purchase order.  If no card is assigned no values appear in this group box.  
  3. Use the Card Number list to select the procurement card or supplier card that you want to use for the payment method on this purchase order. The card numbers that are available for selection are related to the buyer who has the rights to use a procurement card on a purchase order and the supplier cards related to the supplier and location. After you select a new card number it will override the existing card number.
  4. In the Card Number list, select the Don't use Procurement Card option if you do not want to use a procurement card as the payment method on this purchase order.
  5. Select the OK button.  The Express Purchase Order page will display.
Procurement Card Information pagelet
  1. From the Express Purchase Order page, select the Header Details link.  The PO Header Details page will display.
Header Details link
  1. Use the PO Header Details page to:
    • Enter purchase order header details,
    • enter rules for the entire order,
    • enter procurement card options,
    • and hold the purchase order from further processing.
  2. Use the Dispatch Option list to select the procurement card dispatch option if you are using the procurement card functionality.
  3. Select the Dispatch Option list.  The list of options will display.
  4. From the Dispatch Option page, the list of available options are:
    • Charge to Card on File: Select this option to have “Charge to credit card” print in the header portion of the PO Dispatch/Print SQR report (POPO005).
    • Contact Buyer: Select this option to have the buyer's name and phone number print in the header portion of the PO Dispatch/Print report. For example, “*Please contact John Smith 925-694-3863 for payment information.”
    • Contact Cardholder: Select this option to have the card holder's name and phone number print in the header portion of the PO Dispatch/Print report. For example, “*Please contact John Smith 925-694-3863 for payment information.”
    • Include Masked Card Info:  Select this option to have the masked card number, card type, and expiration date appear in the header portion of the PO Dispatch/Print report.
    • No Reference: Select this option to have no procurement card information print on the PO Dispatch/Print report.""Retain the default value.  
  5. The Contact Name and Contact Phone field are only available if you select a dispatch option of Contact Buyer or Contact Cardholder. If you select Contact Buyer the buyers name and phone number appear.  If you select Contact Cardholder the cardholders name and phone number appear.  
  6. Use the Instructions field to enter additional procurement card instructions if you so choose.
  7. Select the OK button.  The Express Purchase Order page will display.
PO Header Details page
  1. From the Express Purchase Order page, enter the desired information into the Item field located in the subsection:  Lines.
  2. Enter the PO Qty.
  3. Select the arrow sign to expand the Schedule tab.  The Schedules subsection will display.
Express Purchase Order Lines subsection
  1. Enter the Price details.
  2. Select the arrow sign to expand the Distribution tab. The Distributions subsection displays.
Distribution tab
  1. Enter the distribution details on the Chartfield tab.
  2. Select the Save button.
Chartfields entries
  1. The process to create an express purchase order using a procurement card for payment is now complete.
  2. End of procedure.

Video Tutorial

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