Title: OUPO Summary View Document ID: PO0020

Transcription

1 Title: OUPO Summary View Document ID: PO0020 Replaces: Purchase Order Inquiry, PO400 Date Modified: 08/07/2014 Purpose: This procedure details steps to search for and view a specific purchase order. This procedure can be used to find: Approval date of the purchase order Information the supplier received for the purchase order Account distribution associated with each line item Notes to Receiving on campus providing specific directions for delivery of goods Invoices received and amounts paid on each invoice, by line item and total. There are three methods to view Purchase Order information. Oracle Purchase Order Inquiry provides the ability to drilldown into Purchase Order Lines, Purchase Order Shipments, and Distributions (cost center/s charged). Refer to the Purchase Order Inquiry document. The OUPO Summary View (this document) is a web based system displaying Purchase Order Information in a table format with drilldown capability to view invoices associated with the Purchase Order, cost center, matched amount, and Purchase Order status by line. You can also view Purchase Order information using the BobcatBUY system (only purchases made using BobcatBUY). BobcatBUY displays requisition information, approval workflow information, dates the requisition was created, turned into a purchase order, purchase order was sent to the Supplier, the invoice was received and paid, and attachments of scanned paper invoices. View BobcatBUY For Questions Contact: Finance Customer Care at financecustomercare@ohio.edu or ATTN: FOR TIPS ON NAVIGATION AND COMMONLY USED FIELDS, ACCESS THE ORACLE NAVIGATION DOCUMENT. Table of Contents NAVIGATE TO THE PURCHASE ORDER SUMMARY WINDOW... 2 FIND A PURCHASE ORDER... 2 SEARCH BY PURCHASE ORDER NUMBER... 2 SEARCH IN THE ABSENCE OF THE PURCHASE ORDER NUMBER... 2 COMBINATION OF SEARCH CRITERIA... 4 VIEW PURCHASE ORDER SUMMARY RESULTS... 5 VIEW PURCHASE ORDER DETAIL... 7 VIEW PURCHASE ORDER DETAIL WITHOUT ACCOUNT INFORMATION... 7 VIEW PURCHASE ORDER DETAIL WITH ACCOUNT INFORMATION... 8 VIEW PURCHASE ORDER INVOICE VIEW THE INVOICE... 10

2 OUPO Summary View Document ID: PO0020 NAVIGATE TO THE PURCHASE ORDER SUMMARY WINDOW 1. Click OUFMS View Only. 2. Click OUPO Summary View. FIND A PURCHASE ORDER Search by Purchase Order Number If the purchase order number is available, in the PO Number field, enter the Purchase Order Number that you would like to search for and click the Query button. IF YOU KNOW THE PO NUMBER, NO OTHER SEARCH CRITERIA IS REQUIRED. Search in the Absence of the Purchase Order Number If you do not know the Purchase Order Number, you may enter additional search criteria to narrow your search. NOTE: These fields are not case sensitive. Press the Tab key to advance to the next field. REMINDER: The % symbol is a wildcard. A wildcard refers to a character that can be substituted for zero or more characters in a string. If you know a portion of the information that you would like to search for, you may enter the % before and/or after the search criteria. Page 2

3 Document ID: PO0020 OUPO Summary View Search Other Fields in the Absence of the Purchase Order Number PO Number PO Prefix RQ Number Field Name Line Item Desc Approval Date Between And In the PO Number field, enter the Purchase Order Number. Example: Enter the desired Purchase Order Prefix: OU General OUP Plant OU9% State Funded Enter % before and/or after part of the paper Requisition Number; this is only for a paper Requisition. Example: % Enter % before and/or after part of the Line Item. Example: %Carrying Case% Click to navigate the calendar or enter the Approval From date in DD-MON-YYYY format. Click to navigate the calendar or enter the Approval To date in DD-MON-YYYY format. Buyer Enter the Buyer s Last Name followed by a %. Example: Burkett% Supplier Enter % before and/or after part of the Supplier s Name. Example: Equibrand% Requestor Enter the Requestor s Last Name followed by a %. Example: Whan% Prevailing Wage If the Purchase Order includes Prevailing Wage, enter a % Click Query. Page 3

4 OUPO Summary View Document ID: PO0020 Combination of Search Criteria The following screenshot provides examples of a variety of search criteria (one or a combination) you might enter to yield the same search results. REMINDER: If you know the PO number, no other search criteria is required. Page 4

5 Document ID: PO0020 OUPO Summary View VIEW PURCHASE ORDER SUMMARY RESULTS This is an example of searching for a range of Purchase Orders prepared by Chad Burkett within a specific approval date range. Page 5

6 OUPO Summary View Document ID: PO0020 Column Show Acct. PO Number RQ Number AP/Recv Note PO Prefix Oracle Attachment Approval Date Status Status Action Date Status Reason Buyer Supplier Supplier Address Ship To Attn Ship To Location Freight on Board (FOB) Supplier Note Prevailing Wage P/C By Requestor To view accounting information, click the Show Account checkbox and click the corresponding Purchase Order Number link. Click the Purchase Order Number link to view purchase order details. The Requisition Number; this is only for a paper Requisition. A note to either AP or Receiving with delivery instructions Characters preceding the Purchase Order Number: OU General OUP Plant OU9% State Funded Indicates if there is an attachment The date the Purchase Order was approved Any additional action taken on an approved Purchase Order. Examples: Approve, Close, Close for Receiving, Close for Invoice, Freeze, Finally Close, Hold, etc. The date of the action taken in the Status field Notes related to the action taken in the Status field The buyer who entered the Purchase Order The supplier the goods/services were purchased from The supplier s address The person receiving the goods/services The delivery address Indicates how the order will be delivered A note to the supplier Indicates if there is prevailing wage How the buyer confirmed pricing for the order The Requestor listed on the Requisition; this person receives notification the purchase order was issued. Page 6

7 Document ID: PO0020 OUPO Summary View VIEW PURCHASE ORDER DETAIL View Purchase Order Detail without Account Information 1. To view the Purchase Order detail without account information, in the PO Number column, click the Purchase Order Number link. Column Line Line Item Desc QTY UOM Unit Price AMT Supplier Note Cancelled Reason for Cancel The Purchase Order line number The description of the item for the line The quantity of items purchased for the line Unit of measure The price per unit for the line item The total line item amount A note to the supplier Indicates if the line item has been cancelled The reason for the cancellation, if the line item has been cancelled 2. When you are finished viewing the Purchase Order detail, click the Collapse link. 3. To begin a new search, click the Reset button. Page 7

8 OUPO Summary View Document ID: PO0020 View Purchase Order Detail with Account Information 1. To view the Purchase Order detail with account information, in the Show Account column, click the checkbox for the appropriate line. 2. In the PO Number column, click the Purchase Order Number link for the corresponding purchase order. 3. If you click the Show Account checkbox, the PO Number link displays additional accounting information. Page 8

9 Document ID: PO0020 OUPO Summary View Column Line Line Item Desc QTY UOM Unit Price AMT Supplier Note Closure Status Matched Charge Account GL Date Organization Natural Account Cancelled Reason for Cancel The Purchase Order line number The description of the line item The quantity of line items purchased Unit of measure The price per unit for the line item The total line item amount A note to the supplier Closure status for the line item The amount of the Purchase Order that has currently been matched to an Invoice; this is the amount paid The account number the line item was charged to The date the Purchase Order was created for the Requisition and transferred to the General Ledger as an encumbrance The Organization segment and its description The Natural Account segment and its description Indicates if the line item has been cancelled If the line item has been cancelled, the reason for the cancellation 4. When you are finished viewing the Purchase Order detail, click the Collapse link. 5. To begin a new search, click the Reset button. Page 9

10 OUPO Summary View Document ID: PO0020 VIEW PURCHASE ORDER INVOICE View the Invoice 1. To view the Invoice, in the PO Number column, click the Invoice link for the appropriate purchase order. NOTE: There may be more than one Invoice for a single Purchase Order. Column Invoice # Total Amt Payment Date PO Line Amt Charged Account Charged The supplier s invoice number The total amount for the supplier invoice The date the invoice was paid The Purchase Order line number The description of the line item The amount charged for the line item The account number the line item was charged to 2. To close the invoice and return to the Purchase Order Summary view, click the Invoice window s Close button. 3. To begin a new search, click the Reset button. Page 10