Accounts Payable Support Document

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8. PO/Requisition Menu: 1. Add/Edit Purchase Orders

Table of Contents


Add/Edit Purchase Orders

The "General" tab

The "Items/Accounts" tab

Blanket Order


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Click on "8. PO / Requisition Menu" from the Main Menu and the following window will appear:

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Click on "1. Add/Edit Purchase Orders" from the PO/Requisition Menu and the following window will appear:


Add/Edit Purchase Orders

The "General" tab

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  1. PO Number: To create a new Purchase Order, enter the PO Number next to "(Next:)" and then choose a Vendor.
  2. To Edit a previously existing Purchase Order, enter the PO Number, or click "Find" and select from there.
  3. Vendor: If you create a new Purchase Order, you will have to choose a vendor before you may continue.
  4. Name: Enter the name of the person this Purchase Order is for.
  5. Address 1/2: Enter the address where this Purchase Order should be sent.
  6. City: Enter the City.
  7. State: Enter the State.
  8. Zip: Enter the Zip Code.
  9. Order Date: Enter the date that this Purchase Order was ordered.
  10. Request Date: Enter the date that this Purchase Order was requested.
  11. FOB: Enter the freight on board value.
  12. Req By: Enter who requested the purchase.
  13. Ship Via: Enter the preferred carrier.
  14. Req Dept: Enter the requesting department.
  15. Freight: Enter the carrier if delivery must be by truck.
  16. Terms: Enter the billing terms.
  17. Budget Year: Enter the budget year for this order.
  18. Fund: Enter the fund this purchase is to be paid from.
  19. Dept: Enter the department this purchase is to be paid from.
  20. Account: Enter the account this purchase is to be paid from.
  21. Purchase: Enter the purchasing agent code.
  22. Remarks: Enter any remarks to note about this purchase order.

The "Items/Accounts" tab

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  1. Blanket Order: If you check this box off, the screen will change. Refer to the section below for more information.
  2. Item: Enter the item number ordered.
  3. Description: Enter the description of the item.
  4. Units: The number of units being bought.
  5. Price: The price per unit for this Purchase Order.
  6. Extended: The total price for this Purchase Order.
  7. Account: The General Ledger fund account that this Purchase Order will be paid out of.
  8. Enc: Enter a "Y" in this column to have the amount encumbered in the General Ledger, enter a "N" in this column to NOT have the amount encumbered in the General Ledger.
  9. Add: Click "Add" to add a new item to the list, and fill in the appropriate information.
  10. Delete: Click "Delete" to delete a selected item from the list.
  11. Save: Click this button to Save this Purchase Order.
  12. Save & Receive: Click this button to Save and Receive this Purchase Order.
  13. Save & Receive & Invoice: Click this button to Save, Receive, and Invoice this Purchase Order.
  14. Cancel: Click "Cancel" to cancel and return to the previous screen.
  15. Void: When editing Purchase Orders, you may click this button to Void the Purchase Order you are working on.

Blanket Order

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  1. Blanket Order: Check this box when the Purchase Order is used for tracking dollars committed with out item quantities.
  2. Item: Enter the item number ordered.
  3. Description: Enter the description of the item.
  4. Amount: Enter the total amount committed to the reference account being used on this line.
  5. Account: The General Ledger fund account that this Purchase Order will be paid out of.
  6. Enc: Enter a "Y" in this column to have the amount encumbered in the General Ledger, enter a "N" in this column to NOT have the amount encumbered in the General Ledger.
  7. Add: Click "Add" to add a new item to the list, and fill in the appropriate information.
  8. Delete: Click "Delete" to delete a selected item from the list.
  9. Save: Click this button to Save this Purchase Order.
  10. Save & Receive: Click this button to Save and Receive this Purchase Order.
  11. Save & Receive & Invoice: Click this button to Save, Receive, and Invoice this Purchase Order.
  12. Cancel: Click "Cancel" to cancel and return to the previous screen.


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