Use the Purchase Orders window to:
Enter standard and planned purchase orders as well as blanket and contract purchase agreements
Note: You can also receive blanket purchase agreement lines electronically from your suppliers through the Purchasing Documents Open Interface. See: Receiving Price/Sales Catalog Information Electronically.
Enter purchase orders from paper requisitions or without a requisition
Take approval actions on individual purchase orders and agreements on-line
If you want to create a release against a planned purchase order or a blanket purchase agreement, use the Enter Releases window. See: Entering Release Headers.
If you want to place on-line requisitions onto a new or existing purchase order, use the AutoCreate Documents window. See: Autocreate Documents Overview.
To enter purchase order headers:
Navigate to the Purchase Orders window:
by selecting the New PO button in the Find Purchase Orders window or any of its results windows
by selecting the Open button in any of the Find Purchase Order results windows
by selecting the Open button and then double-clicking the Open Documents icon in the Notifications Summary window when the current line is a purchase order
if the PO: Display the AutoCreated Document profile option is set to Yes, Purchasing opens the Purchase Orders window when you have completed AutoCreation of a purchase order. See: Profile Options in Purchasing.
Select the Operating Unit for this purchase order.
The upper part of the Purchase Orders window has the following display-only fields:
Created - The system date is displayed as the creation date.
Status - Possible order status values are: Incomplete - The order has not been approved. Approved - You have approved the order. You can print it and receive items against it. Requires Reapproval - You approved the order and then made changes that require you to reapprove it.
Total - For standard and planned purchase orders, Purchasing displays the current Total order amount.
Amount Agreed - For blanket and contract purchase agreements only, Purchasing displays the agreed-to amount for the agreement. The amount Released value should not exceed the Amount Agreed. (Note also that if you change the Amount Limit in the Terms and Conditions window, the Amount Agreed should be equal to or less than the Amount Limit.)
Released - For blanket and contract purchase agreements only, Purchasing displays the current total amount Released. The amount released is 0.00 until you create releases against the blanket purchase agreement or reference the contract on a standard purchase order.
Currency - Purchasing displays the functional currency. This is overridden by supplier currency information.
P-Card - Purchasing displays a procurement card number if the purchase order was created from an iProcurement requisition that used a corporate credit card for the purchase. This field displays if the profile option PO: Use P-Cards in Purchasing is set to Yes. Only the last four digits are displayed. Procurement cards can be used for items with a Destination Type of Expense, for documents that do not contain a Project number, and for standard purchase orders or releases only.
Select the Operating Unit for this purchase order.
Enter a unique Purchase Order number. The Revision is displayed to the right of the number. If you chose automatic purchase order number generation in your Purchasing Options, the cursor does not enter this field and the number is generated when you save your work.
Choose the purchase order Type: Standard Purchase Order, Planned Purchase Order, Blanket Purchase Agreement, Contract Purchase Agreement. See: Purchase Order Types.
Attention: The names of the above purchase order types can be modified in the Document Types window. See: Defining Document Types.
Enter the name of the Supplier for this purchase order. To approve a purchase order, you must provide a supplier.
Attention: You cannot change the supplier once you approve the purchase order. The purchase order becomes a legal document when you approve it. To change the supplier after you approve a purchase order, you must cancel the existing purchase order and create a new one for the other supplier.
Enter the Site of the supplier you want to use for your purchase order. If the supplier you choose has only one site, it is defaulted into this field. Before you can approve a purchase order, you must provide a site. Once the purchase order is approved, you can change the supplier site only if the PO: Change Supplier Site profile option is set to Yes. And only sites with the same currency as the previous site can be used. If you change the supplier site, the revision will be incremented, and will require reapproval. You cannot enter the supplier site until you have entered a supplier.
You can optionally enter the name of the Contact at the supplier site. If the supplier you choose has only one contact name, it is defaulted into this field. You cannot enter a contact until you have entered a supplier site.
Enter the Ship To and Bill To locations for the purchase order. If you entered a supplier and supplier site, the Ship To and Bill To defaults reflect the locations you assigned to the supplier or supplier site. You can accept these values or change them to other locations. See: Purchase Order Defaulting Rules
If the Enforce Buyer Name option in your Purchasing Options is set to Yes, your name is displayed as the Buyer, and you cannot change this value. Otherwise, you can enter the name of any buyer. See: Defining Control Options.
For blanket and contract purchase agreements only, enter the total Amount Agreed. This is the amount you have agreed to spend with the supplier.
Enter a Description of the purchase order. These comments are for internal use only and do not print on the purchase order. You can enter up to 240 characters. If you want to add unlimited notes, use the Attachments feature. See: Attaching Notes to Purchasing Documents.
For blanket or contract purchase agreements, check the Global box to indicate that this is a global agreement that can be assigned to other operating units. This checkbox cannot be deselected once you have saved the document. See: Entering Purchase Agreement Information.
For standard and planned purchase orders and blanket purchase agreements, enter line information for the header you have just created. See: Entering Purchase Order Line Information.
To open the Supplier Item Catalog:
Select the Catalog button to open the Supplier Item Catalog. See: Overview of the Supplier Item Catalog.
To enter currency information:
Select the Currency button to open the Purchase Order Currency window. See: Entering Currency Information.
To enter additional purchase order details information:
Select the Terms button to open the Terms and Conditions window. See: Entering Purchase Order Details Information.
To enter shipment information:
Select the Shipments button to open the Purchase Order Shipments window. See: Entering Purchase Order Shipments.
To enter price break information:
For blanket purchase agreements, you can select the Price Break button to open the Price Breaks window. See: Entering Purchase Agreement Price Break Information.
To take approval actions:
Select the Approval button to open the Approve Documents window. See: Submitting a Document for Approval.
To disable Payment on Receipt for the purchase order:
Select the Terms button. In the Pay On field, choose Null to disable Payment on Receipt for this document. Choose Receipt to enable Payment on Receipt. The Pay On field is disabled if the supplier site is not a Payment on Receipt site. See: Entering Purchase Order Details Information.
To enter purchase order preferences:
Select Preferences on the Tools menu. See: Entering Purchase Order Preferences
To enter notification controls:
Select Notification Control on the Tools menu (For planned purchase orders, contract purchase agreements, and blanket purchase agreements). See: Entering Purchase Order Notification Controls.
To check funds:
Select Check Funds on the Tools menu. See: Online Funds Availability Checking
To enter or view acceptances:
Select Acceptances on the Tools menu to open the Acceptances window. See: Entering and Viewing Purchase Order Acceptances
To copy a purchasing document:
Select Copy Document from the Tools menu. See: Copying Purchase Orders:
To renegotiate a blanket purchase agreement in Oracle Sourcing:
Select Create Buyer's Auction or Create Sourcing RFQ from the Tools menu.
To release encumbered funds:
If budgetary controls are enabled you can release encumbered funds for your purchase order. See: Online Funds Availability Checking
Select Unreserve from the Tools menu.
Enter the Unreserve Date.
Check Use Document GL Date to Unreserve to use the document's distribution GL dates for the funds reversal instead of the unreserve date.
Click OK to reverse the the funds reservation on this document.
To cancel the purchase order:
You can cancel the entire approved purchase order by selecting Cancel from the Tools menu. See: Document Control Options
Note: If you cancel a line of an approved purchase order from this window, the status of the purchase order will be Requires Reapproval.
To view action history:
Select View Action History on the Inquire menu to open the Action History window. See: Viewing Action History.
To view the formatted purchase order:
Select View Document on the Inquire menu to see the purchase order in the format that will be communicated to the supplier.
To view acquisition cost:
Select Acquisition Cost from the Actions menu to view the acquisition cost associated withpurchase order lines and shipments summarized by cost factor.
To view taxes:
Select Manage Tax from the Actions menu to view and manage the tax for the purchase order. See: Tax Information in Purchasing.
To reaccess a purchase order quickly:
Choose Place on Navigator from the File menu. Choose the Documents tabbed region in the Navigator to later access the purchase order more quickly. See also: Using the Navigator's Documents Region.
Note: Once you place a document in the Navigator, it is the first thing you see in the Navigator the next time you log into Purchasing. Choose Functions to return to the Purchasing menu.