9.2 Adding a Blanket PO for the New Fiscal Year

Purpose:  Use this document as a reference for creating a blanket purchase order for the next fiscal year prior to the current fiscal year end close in ctcLink.

Audience:  Finance/Buyers.

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.

The new fiscal year period must be open and a budget set up for the Blanket PO to pass budget checking.

Creating a Blanket Purchase Order for the New Fiscal Year

Navigation:  NavBar > Navigator > Purchasing > Purchase Orders > Add/Update POs

  1. The Purchase Order search page displays. Select Add a New Value tab.
  2. Enter or select the appropriate Business Unit.
  3. Keep the PO ID as 'NEXT'.
  4. Select Add.
Add a New Value tab
  1. The Maintain Purchase Order - Purchase Order page displays.
  2. The PO Date defaults to the current date. Update the PO Date to be within the new Fiscal Year.
  3. Enter or lookup the Supplier information.
  4. Enter or lookup the Buyer information.
  5. Select the Header Details hyperlink.

If the Supplier ID or Short Supplier Name is not known, use the Supplier Search hyperlink to enter additional search criteria.

Maintain PO page Header section

A message displays, 'Warning -- date out of range.' Click OK.

warning message
  1. The PO Header Details window displays.
    1. Select the Tax Exempt box if the PO is exempt from sales and use taxes.
  2. Confirm or update the Accounting Date to be also in the new Fiscal Year.
  3. Select OK.
select OK on PO Header Details pagelet
  1. The Maintain Purchase Order page displays.
  2. In the Header Details section, select the PO Defaults hyperlink.
  3. The Purchase Order Defaults window opens. Use it to override the defaults set at the Business Unit, Buyer, or Supplier level and sets defaults when none exist.
  4. Select the Override radio button (so the Budget Date overrides as 07/01/2021). The new value that you enter on this page overrides any value that is assigned prior defaults. Only non-blank values are assigned.
  5. Select OK.
PO Defaults pagelet override radio button

If you make changes or add values to the Purchase Order Defaults page, when you exit the page, you are prompted with the Retrofit field changes to all existing PO line, schedule, and distribution page.

  1. The PO Default Retrofit window opens.
  2. Check the Apply to All Distribs box to update the Budget Date on all the distribution lines.
  3. Select OK.
Apply to all distribs column
  1. The Maintain Purchase Order page displays.
  2. In the Header Details section, select the Supplier Details hyperlink.
  3. The Supplier Details window opens. Enter the appropriate information:
    1. Enter or select the Business Unit Location ID.
    2. Enter or select the Address number.
    3. Enter or select the Contact.
    4. Enter or select the Salesperson.
  4. Select OK.
Maintain Purchase Order page
  1. In the Lines section on the Details tab, enter the desired Line details, such as:
    1. Enter or select the purchase order item in the Item field.
    2. Enter the item quantity in the PO Qty field.
    3. Enter or select the item unit of measure in the UOM field.
    4. Enter the cost of the asset in the Price field.
    5. Optional to use the comment bubble icon to add notes.
Maintain Purchase Order page
  1. On the Attributes tab, select the check box Amount Only for the Blanket PO.
  2. A message displays. Select Yes or No depending upon your specific Purchase Order details.
Message pagelet
  1. Select the Receiving tab.
  2. Blanket PO's usually have Receiving Required as marked "Do Not" (optional).  
Receiving tab in Lines section
  1. In the Lines section on the Details tab, select the Schedule button to navigate to Schedules and view the Accounting Distribution icon.
Details link in the lines section
  1. The Schedules window displays. Use this page to specify ship-to locations, quantities, due dates, comments, sales/use tax, miscellaneous charges, price adjustments, and multiple distributions per schedule within a purchase order line.
    1. On the Shipment tab, update the Due Date or Original Promise Date.
shipment tab in lines section
  1. On the Matching tab, select "Don't Match" (optional).
Matching tab in lines section
  1. From the Details tab, select the Distributions/ChartFields icon to navigate to Accounting Distribution.
Schedule page
  1. Use the Distributions for Schedule 1 pagelet to define ChartFields for each purchase order item.
    1. Enter or select the operating unit in the Oper Unit field.
    2. Enter or select the appropriate department in the Dept field.
    3. Enter or select the appropriate class in the Class field.
    4. Enter or select the appropriate fund in the Fund field.
    5. Enter or select the appropriate purpose in the State Purpose field.

Note: If the PO item is an asset, you would need to click the Asset Information tab and complete the AM Unit 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. Click the OK button.
  1. Select the OK button to return to the Schedules page. Then select Return to main page link to return to Maintain Purchase Order screen.
Distributions for Schedule 1 page
  1. The Maintain Purchase Order page displays.
  2. Select Save. Note the PO ID number has been created.
  3. Continue with the next steps:
    1. Select the Budget Pre-Check icon (spreadsheet with glasses) or Budget Check icon (spreadsheet with magnifying glass).
    2. Submit PO for Approval (green check box).
    3. If the PO is active, you can use the Dispatch icon (if available) to print/email/fax.
new PO ID assigned
  1. Process complete.

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