Purchase Orders

When you select Purchase Orders from the Main Menu, the system displays the Document Lookup screen. Although you may use the Document Lookup screen to search for any type of e-doc, it initially displays fields that are especially helpful in searching for purchase orders.

Purchase Orders Document Lookup screens:

Title

Description

Type

To search for purchase orders, use the default entry of PO. To search for another type of e-doc, enter the appropriate type code or use the lookup †to find it.

Note: If you change the Type entry and move the cursor to another field, the system displays fields appropriate to the type of e-doc you have specified.

Initiator

To search for purchase orders initiated by a particular user, enter the personís username (principal name) or use the lookup †to find it.

Document/Notification ID

To search for a purchase order based on its unique document number, enter the number.

Date Created From

To search for purchase orders created during a particular period of time, enter the first date in the desired range of dates. You may also use the calendar icon Description: _cal†to select the date. The default is todayís date.

Date Created To

To search for purchase orders created during a particular period of time, enter the last date in the desired range of dates. You may also use the calendar icon Description: _cal†to select the date.

Document Description

To search for purchase orders containing a particular description, enter the description.

Organization Document Number

To search for purchase orders containing a particular organization document number, enter the number.

Note: This number is typically used to identify a related record in another campus system (for example, a customer relationship management system, an order processing system, etc.).† When used in this way, the entry ties a KFS cash control e-doc to a record in the non-Kuali application.

Purchase Order #

To search for a purchase order based on its PO number, enter the appropriate number.

Requisition #

To search for purchase orders associated with a particular requisition, enter the appropriate requisition number.

Vendor #

To search for purchase orders for a particular vendor, enter the appropriate vendor number or use the lookup †to find it.

Purchase Order Chart Code

To search for purchase orders affecting accounts in a particular chart, enter the appropriate chart code or use the lookup †to find it.

Purchase Order Organization Code

To search for purchase orders affecting accounts in a particular organization, enter the appropriate organization code or use the lookup †to find it.

Requestor Name

To search for purchase orders requested by a particular person, enter the appropriate personís name.

Assigned To User

To search for purchase orders assigned to a particular person, enter the appropriate personís name.

Delivery Campus

To search for purchase orders associated with a particular delivery campus, enter the appropriate campus code or use the lookup †to find it.

Contract Manager

To search for purchase orders associated with a particular contract manager, enter the appropriate code or use the lookup †to find it.

Previous Purchase Order #

To search for purchase orders associated with a particular previous PO, enter the appropriate previous PO number.

Purchase Order Last Transmit Date From

To search for purchase orders last transmitted to the vendor during a particular period of time, enter the first date in the desired range of dates. You may also use the calendar icon Description: _cal†to select the date. The default is todayís date.

Purchase Order Last Transmit Date To

To search for purchase orders last transmitted to the vendor during a particular period of time, enter the last date in the desired range of dates. You may also use the calendar icon Description: _cal†to select the date.

Date Required From

To search for purchase orders whose goods or services are required during a particular period of time, enter the first date in the desired range of dates. You may also use the calendar icon Description: _cal†to select the date. The default is todayís date.

Date Required To

To search for purchase orders whose goods or services are required during a particular period of time, enter the last date in the desired range of dates. You may also use the calendar icon Description: _cal†to select the date.

Date Required Reason

To search for purchase orders whose fulfillment is required for a specific reason, select the appropriate reason from the list or use the lookup †to find it.

Receiving Required

To search for purchase orders based on whether or not receiving is required, click Yes, No, or Both .

Payment Request Positive Approval Required

To search for purchase orders based on whether or not positive approval is required before a payment request for the goods or services can be fulfilled, click Yes, No, or Both.

Purchase Order
Status

To search for purchase orders based on their status, select the appropriate status from the list.

Return Current Documents Only

To search for purchase orders based on whether or not they are current, click Yes, No, or Both.

Chart Code

To search for purchase orders associated with a particular chart, select the appropriate chart from the list or use the lookup †to find it.

Account Number

To search for purchase orders based on the account affected, enter the appropriate account number or use the lookup †to find it.

Organization Code

To search for purchase orders based on the organization affected, enter the appropriate organization code or use the lookup †to find it.

Ledger Document Type

Total Amount

To search for purchase orders based on the total amount, enter the amount.

Search Result Type

To view the retrieved e-docs in their entirety, click Document Specific Data. To retrieve only the routing status, date created, and route log for these e-docs, click Workflow Data .

Name this search (optional)

To save this set of search criteria for later use, enter a name for it.

Note: In many fields you may use special characters to search on a partial entry. For information about using special characters to search, see Data Entry Tips.

Note: For information about using features and options that are common to all types of custom document searches and working with the search results, see Performing Custom Document Searches.

After you select a specific purchase order from the search results, the system displays it in view-only mode.

Note: For information about the fields on a purchase order, see Document Layout under Purchase Order.

More:

Receiving