Utilities: Procure to Pay Process

Purpose: Use this document as a reference for how to create a Purchase Order for Utilities and pay for them.

Audience: All Procurement and Accounts Payable staff.

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
  • ZZ Voucher Approval
  • ZZ Voucher Entry
  • ZZ_AP_MANAGER
  • ZZ_AP_SPECIALIST

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.

Energy utility (electric, natural gas, propane, and steam) costs have been increasing steadily across most areas of the state, and there’s concern and need to track utility unit of measure consumption and cost data so that the colleges and State Board may develop a better understanding of how to mitigate against increasing costs.

We have added consumption unit of measure fields - Kilowatt Hours, Therms, gallons, etc. to the utility cost records. Consumption metrics are commonly included on utility bills and may therefore be recorded for analytical and planning purposes.

Unit of Measure (UoM) fields are now available to record the utility usage data along with the associated expense for electrical, gas, steam, water, and sold waste utility accounts.

Colleges have the capacity to define and set all relevant accounts and the associated UoM (note that some electrical accounts for signs and light poles do not include consumption data and may be treated differently).

We also want to clarify:

  • That the UOM should be appropriate to the specific utility account, and not ‘EA’.
  • That past journal entries may be updated with missing consumption data as needed.

This new requirement will allow college and the State Board to generate analytical reports to track energy consumption and the rising costs.

Expand or collapse content Utilities Purchase Order

Navigation: Purchasing > Purchase Orders > Add/Update POs

For creating a Purchase Order, please follow the Creating Purchase Order Online QRG for processing steps. The steps below begin after you have entered the Header fields (Supplier ID, Location, etc.).

  1. Select the Header Details hyperlink within the Header section, the PO Header Details window displays.
    1. Within the PO Details section, enter or search for the PO Type of BLA (Blanket PO).
    2. Select the OK button to return to the Purchase Order page.
Purchase Order page is in the background with the Header Details hyperlink highlighted. The PO Header Details window is in the middleground with the PO Type field highlighted. The Look Up PO Type window is in the foreground with the PO Type BLA (Blanket PO) highlighted.
  1. Within the Lines section:
    1. Detail Tab:
      1. Select the search icon for the Item field and select the appropriate Item ID for Utilities. You can search by the description "Utilities."
      2. Enter the PO Qty of 1.
      3. Enter or search for the appropriate UOM.
      4. Enter the Price. If it is an annual PO, enter the full budgeted amount.
Lines section with the Details tab, Item field, PO Qty field, UOM field, and Price field highlighted.
  1. On the Receiving tab, the Receiving Required field defaults to Do Not for all utilities.
  2. On the Attributes tab, select the Amount Only checkbox for all utilities.
    1. A warning message will display. Select the Yes button to continue.
  3. On the Ship To/Due Date tab, depending on your business practice, set the Due Date to 06/30/xxxx OR leave blank.
  4. Select the Schedule icon, the Schedules page displays.
Lines section with the Scheule icon highlighted.
  1. Within the Details tab on the Schedule page:
    1. Select the Sched Sales/Use Tax icon, the Sales/Use Tax Information for Schedule 1 window displays. Verify the correct Tax information and select the OK button.
    2. Select the Distributions/Chartfields icon, the Distributions for Schedule 1 window displays. Enter the appropriate chartstring information for your Business Unit and select the OK button.
Schedules page displays in the background with the Distributions/Chartfields icon highlighted. The Distributions for Schedule 1 window displays in the foreground and the chartstring fields are all highlighted.
  1. Select the Return to Main Page hyperlink to complete the PO processing per your business practice.
Category CodeAccountDescriptionItem ID
6935060010Utilities: General693-00
6945060020Utilities: Water/Sewer694-00
6955060030
Utilities: Electric
695-00
6965060040Utilities: Natural Gas
696-00
6975060050Utilities: Steam
697-00
6985060060Utilities: Trash/Recycle/Hazardous Waste
698-00
Item IDItem ID DescriptionAvailable UOM
693-00Utilities: General
  • CCF - 100 Cubic Feet
  • KWH - Kilowatt Hours
  • MLB - Thousand Pounds
  • STD - Standard Cost Dollars
  • THM - Therms
  • YD3 - Cubic Yard
694-00Utilities: Water/Sewer
  • CCF - 100 Cubic Feet
  • GAL - Gallon US Liquid Measure
  • STD - Standard Cost Dollars
695-00Utilities: Electric
  • KWH - Kilowatt Hours
  • STD - Standard Cost Dollars
696-00Utilities: Natural Gas
  • CCF - 100 Cubic Feet
  • STD - Standard Cost Dollars
  • THM - Therms
697-00Utilities: Steam
  • CCF - 100 Cubic Feet
  • GAL - Gallon US Liquid Measure
  • MLB - Thousand Pounds
  • STD - Standard Cost Dollars
698-00Utilities: Trash/Recycle/Hazardous Waste
  • STD - Standard Cost Dollars
  • TON - Tons
  • YD3 - Cubic Yard
Expand or collapse content Utilities Voucher

Navigation:  Accounts Payable > Vouchers > Add/Update > Regular Entry

  1. The Voucher Add a New Value page displays.
    1. Enter the Business Unit.
    2. Enter the Voucher Style = "Regular Voucher".
    3. Enter the PO Business Unit.
    4. Enter the PO Number.
    5. Select the Add button and the Regular Entry page displays.
Regular Entry page on the Invoice Information tab.
  1. The PO information will copy over on the Voucher Header and Invoice lines.
    1. Enter the Invoice No.
    2. Enter the Invoice Date.
    3. Update the Location, as necessary.
    4. Add the invoice copy in attachments by selecting the Attachments hyperlink.
    5. Within the Invoice Total:
      1. Enter the Sales Tax amount, as necessary.
      2. Update the Total amount to be paid based on the invoice.
Regular Entry page on the Invoice Information tab. The Invoice No., Invoice Date, Location, and Invoice Total fields are all highlighted.
  1. Within the Invoice Lines section, remove the Quantity and Unit Price. Update the Line Amount.
    1. Within the Distribution Lines section on the GL Chart tab, enter the Quantity (total electricity consumption for the month).
    2. Select the Statistics Tab and review the Merchandise Amt and Quantity.
Invoice Lines section with the Quantity, Unit Price, and Line Amount fields highlighted. Within the Distribution Lines section on the GL Chart tab, the Quantity Field is highlighted.
  1. Select the Save button.
    1. A Warning Message will appear since the PO Quantity and Unit Price have been changed. Select the OK button.
  2. Run the Budget Check and Matching process on the Voucher.
  3. Review the PO Encumbrance balance. The encumbrance is reduced by the amount invoiced in the voucher.
Maintain Purchase Order page with the Amount Summary section highlighted.

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