Creating Purchase Orders Online

Purpose:  Use this document as a reference for creating a Purchase Order (PO) online in ctcLink.

Audience:  Buyer's / Finance - Purchasing

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

  • ZD Accounts Payable Inquiry
  • ZD Purchasing Inquiry
  • ZZ Purchase Order Entry
  • ZZ Purchasing Approval

You must also set these User Preference Definitions:

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

ctcLink Asset Management can interface with other ctcLink products to exchange information efficiently. For example, you can use Purchasing to create a Purchase Order for an asset and later add the asset from the existing Purchase Order and receipt.

Creating a Purchase Order Online

Navigation:  Purchasing > Purchase Orders > Add/Update POs

To Create a PO using a Withholding Supplier, first follow the following steps:

  1. Run 1099 Suppliers Query to find a Withholding Supplier to use on a Purchase Order
    • Navigate to Reporting Tools > Query > Query Manager
    • Enter Query Name: CTC_AP_1099_SUPPLIERS
    • Click Search
    • Click on “HTML” link (New Window will open)
    • Enter: Supplier Status: Approved
      Location: Enter your Business Unit Location
    • Click View Results
    • Search for a supplier where Withholding = “Y”
    • Note down Supplier ID (ex: V000015200)
  2. Use Withholding Supplier when creating a Purchase Order.
  1. The Add a New Value tab of the Purchase Order search page displays. If it did not default, enter or select the appropriate business unit in the Business Unit field. Let the PO ID default to NEXT.
  2. Select the Add button.
  3. The Maintain Purchase Order - Purchase Order page displays. Depending upon setup, the Buyer maybe configured and auto populate. If not, enter or lookup the Buyer.
  • Use the Purchase Order page to enter or change purchase information.
  • The PO Status field displays the status of the entire purchase order. Values include; Initial, Open, Pending Approval, Approved, Dispatched, Canceled, and Complete.
  • The PO Date field automatically defaults to 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.
  • Buyer field will default based on the User Preferences.
Lookup buyer
  1. Enter or lookup Supplier or Supplier ID.
  2. Select Supplier Details hyperlink to ensure you have selected the correct supplier location. The Supplier Details window opens. Enter or lookup your college local *Location, i.e. WAXXX whereas XXX your local college business unit.
  3. Enter or lookup the *Address and *Contact information to add the supplier's address and contact information. The contact will include email details, if entered, which will appear on the PO dispatch and in the header if printed.
  4. Select the OK button to close the PO Supplier Information window and return to Maintain Purchase Order page.

Note:  The Supplier Location and Address selected in the PO header is for Procurement purposes and does not copy over when a PO Voucher is created. Instead the Location and Address information defaults from the Supplier Information settings. Notify AP staff if the voucher payment should be routed to a remittance address other than the default - or if the remittance address needs to be updated for the Supplier. (This would be updated in the Supplier’s Location information tab, Payables Options, in the Remitting Address field).

Enter Supplier and add supplier Information

*NOTE - If the Supplier ID or Short Supplier Name is not known, use the Supplier Search hyperlink to enter additional search criteria. If the Supplier ID or Short Name are available, proceed to Step 14.

  1. Select the Supplier Search hyperlink next to the PO Date in the Header section. The Supplier Search page displays. Enter the appropriate supplier search criteria into the various Search Criteria fields to locate the supplier. (Most often it is the Name.)
  2. Select the Search button. Search Results are displayed in the grid. Be sure to look at the row controls because there can be multiple rows, more than initially displayed. If multiple Supplier locations populate, select the View All button to review all results.
  3. Select the Sel checkbox for the line of the appropriate supplier. Select the OK button to return to the Maintain Purchase Order main page.
Supplier Search feature
  1. Select the Header Details link. The PO Header Details window displays.
  2. Use the PO Type field to enter the type of purchase order that you are creating.  This value, with the exception of Kanban, is not used in purchase order processing, but can be used for informational purposes.
  3. The Billing Location field displays the location code that designates the billing address displays.
  4. Select the Tax Exempt option if the purchase order is exempt from sales and use taxes. If this selection is marked, the Tax ID maybe required to be entered or auto-populate in Supplier setup.
  5. Use the Currency Code field to enter the currency to use on the purchase order displays.
  6. You can override the default dispatch method by selecting EDX, Fax, Phone, Email, or Print.
  7. The date in the Accounting Date field determines the open period or allowable open date range for budget checking a purchase order when you are using commitment control. If the purchase order's accounting date falls before or after the open period date range, the system provides a message to prevent or warn you from running budget checking.
  8. Select the OK button to close the PO Header Details window and return to the Add/Update POs page.
PO Header Details
  1. Select PO Defaults link. The Purchase Order Defaults window displays.  Use it to override the defaults set at the business unit, buyer, or supplier level and set defaults when none exist.
  2. If you make changes or add values to the defaults on this page, when you exit the page, you are prompted with the Retrofit field changes to all existing PO line, schedule, and distribution page.
  3. If you select the PO Default option, the new default value that you enter on this page is assigned to the given field if no other value is assigned from prior defaults.
  4. If you select the Override option, the new value that you enter on this page overrides any value that is assigned from prior defaults. Only non-blank values are assigned.
  5. Enter the ChartField information in the Distributions (Account, Operating Unit, Fund or Appropriation, Department, Class, and State Purpose).
  6. Select the OK button to close the PO Defaults window and return to the Add/Update PO page.

Note: If the PO item is an Asset, you would need to select the Asset Information tab and complete the AM Unit, Cost Type and the Profile ID fields as well;

  1. Enter or select the appropriate business unit in the AM Unit field.
  2. Enter or select the appropriate asset profile in the Profile ID field.
  3. Select the Cost Type.
  4. Select the OK button.
  • AM Unit = Business Unit
  • Profile ID: Use the lookup tool to search for the Profile ID. The Profile ID contains default values for the Asset Class, Type, Subtype, and Threshold ID. It also determines, when this is a capital asset, the useful life of the asset for depreciation purposes. For non-capital assets, the Profile ID should always end with “-SA” to indicate that this is a non-capital asset.
  • The Capitalize checkbox will be automatically checked when a Profile ID is entered.
  • The Cost Type is how PeopleSoft recognizes the proper template for creating the Accounting lines in Asset Management.
    • G = Governmental, Fund 997, a governmental asset will process a debit to depreciation amortization expense and a credit to allowance for depreciation.
    • P = Proprietary Funds, if not Fund 997.
PO Defaults window
  1. The Add/Update POs - Maintain Purchase Order displays. Select Add ShipTo Comments link. The PO ShipTo Comments window displays. Enter Comments. Optional to select the Attach link to add associated documents as needed.
  2. Select the OK button to close the PO Header Comments window and return to the Add/Update POs page.
Add ShipTo Comments
  1. In the Lines section, on the Details tab enter or look up valid field values for:
    1. The Description field.
    2. The PO Qty field.
    3. The UOM (unit of measure) field.
    4. The Price field.
  2. The Due Date defers to the current date. To change, select the Ship To/Due Date tab and enter a different due date.
  3. Select the Save button to save all changes and generate the PO ID number.
Enter Line Details and Information

MATCHING: The user can set matching tolerance in the PO Line’s schedule on the Matching tab. This will allow for an over/under price tolerance when matching to a voucher. Note: Fill out all of the amounts and percentages fields leaving a value blank equates to zero tolerance.

From the Lines tab, select the Schedules icon. The Maintain Purchase Order Schedule page displays. Select the Matching tab and update as needed. Select Save to save changes. Select the Return to Main Page link to return to the Add/Update Maintain Purchase Order main page.

Matching options

RECEIVING: Use the Receiving tab if a receipt is required (for three way matching) or not. Especially for services where a receipt would not normally be entered.

Receiving options

AMOUNT ONLY: Select the Attributes tab to select the Amount Only check box if needed. A message window will display to confirm PO Qtry will be for an amount only line. Select YES to continue. Select No or Cancel to return.

Amount only option
  1. Select Save to save any changes made. Note the PO ID number.
  2. Select the Budget Pre-Check icon (paper with glasses). The Budget Status will change from 'Not Chk'd' to 'Pro Valid'.
  3. Select the Submit for Approval icon (box with checkmark). The PO Status will change from 'Open' to 'Pending'.
PO Number is created

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View Tutorial via Panopto

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