Business Rules
• All required fields must be completed before the PO document can be submitted for approval.
• Unit of Measure must be completed if Item Type is Qty.
• The Description field on the Item tab must be completed.
• The PO generates encumbrances when Contract Manager is assigned. Encumbrances are updated as changes are made to the Purchase Order. Encumbrances are created on the accounts and object codes entered in the item sections and the appropriate offset object code(s).
• Expired and inactive contracts cannot be used on Purchase Orders.
• Non-Capital Assets are not allowed on the Capital Asset tab.
• If a debarred vendor is used on a Purchase Order, a warning will be presented to the user and a justification for using the vendor will be required if used.
• An APO document may be created only under certain conditions, as specified in the business rules set up by the institution. Examples of conditions that might prevent an APO from being created are:
o The requisition total is greater than the APO limit.
o The requisition total is not greater than zero.
o The requisition contains an item that is marked as restricted.
o The vendor was not selected from the vendor database.
o An error occurred while retrieving the vendor from the database.
o The selected vendor is marked as restricted or debarred.
o The vendor contract selected is expired.
o The requisition has no contract selected, but a contract exists for the selected vendor.
o The requisition's payment type is marked as recurring (Payment Info tab).
o The PO Total Cannot Exceed amount has been entered (Additional Institutional Info tab).
o The requisition contains alternate vendor names.
o The requisition is set to encumber during the next fiscal year (chosen from Year in the Document Overview tab) and approval is not within the APO allowed date range. The date range is determined by the ALLOW APO NEXT FY DAYS parameter.
o The vendor is a B2B vendor and the requisition source is not B2B.
o The requisition contains a trade-in.
o The requisition contains a full order discount.
o The requisition contains a capital asset line item(s).
o The requisition contains accounting strings with an object level in the KFS-PURAPPURCHASING_ACCOUNTS_PAYABLE_OBJECT_LEVELS parameter (currently set to CAP).
• Purchase Order numbers will be masked to all users until the Purchase Order is Open, unless the user is authorized to view the Purchase Order number before it’s Open. The Purchase Order number will not be masked when the Purchase Order is amended or closed.
• The following rules apply for allowable accounts to be charged on a PO. These are the same rules used for the REQS and PREQ. The specific codes for these rules may be specified via parameters.
o Only expense (EE, ES or EX object types) or asset (AS object type) object codes are allowed. Asset object codes must be in the INV or OASS object level.
o Object codes in the consolidations of Compensation (CMPN), Financial Aid (SCHL), Reserves (RSRX) and Assessments Expenditures (ASEX) are not allowed.
o Object codes in the levels of Depreciation (DEPR), Indirect Cost Expense (ICOE), Valuations and Adjustments (VADJ) and Taxes (TAX) are not allowed.
o Object codes with a sub-type code for Transfers (TN) are allowed.
Routing