9.2 Creating a Purchase Order for an Asset

Purpose: Use this document as a reference for creating a purchase order for an asset in ctcLink.

Audience: Financial Asset Manager, Facilities Asset Manager

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 or 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. 

See also the QRG in the Purchasing manual titled Creating Purchase Orders Online.

Creating a Purchase Order for an Asset

Navigation:  Purchasing > Purchase Orders > Add/Update POs

  1. The Purchase Order search page displays. Select the Add a New Value tab.
  2. Enter Business Unit.
  3. Unless your business processes tell you differently, leave “NEXT” in the PO ID field.
  4. Select Add.
  5. The Purchase Order page displays. Enter Supplier ID.
  6. If you need to, you can change the Buyer in the Buyer field. If you do change the buyer, you will get a warning message, “that doing so will change the default ShipTo ID, etc. continue to retrofit the default values?” Select OK to continue.
Purchase Order page
  1. Enter valid field values for:
    1. Item.
    2. PO Qty.
    3. UOM.
    4. Price.
  2. Select the Schedule icon.
Purchase Order page
  1. The Schedules page displays. Ensure that ship-to locations are correct, due dates, comments, sales/use tax, miscellaneous charges, price adjustments, and multiple distributions per schedule within a purchase order line.
  2. Select the Distributions/ChartFields icon.
Schedules page
  1. The Distributions page displays. Select the Asset Information tab.
Distributions page
  1. The Asset Information tab displays.  Use it to identify the business unit and the profile ID.
  2. Enter the AM Unit.
  3. Enter the Profile ID.
  4. Select OK.
Asset Information tab
  1. Select Save. Select Return to Main Page.
Schedules page
  1. The updated Schedules page displays. Note that PO ID has been assigned.
updated Schedules page
  1. After the PO is budget-checked and approved, the Dispatch button will become active and you can use it to print, email, fax, etc. the PO.
Purchase Order page
  1. Process complete.


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