Use the Releases window to enter, edit, and approve releases against blanket purchase agreements or planned purchase orders.
To enter release headers:
Navigate to the Releases window from the menu or by clicking New Release in the Find Purchase Orders window.
Select the Operating Unit for the release.
Enter the PO number for the release you want to create. The list of values displays all blanket and planned purchase order numbers that have been approved, the document type, status, supplier, buyer, and effectivity date range (global agreements are not available for releases). When you select a purchase order, Purchasing displays the Supplier, Site, and Currency for that order. Purchasing also displays the Status of the release and the current Total amount of the release.
Note: Purchasing displays a P-Card number if the purchase order used one. A procurement card purchase order is created from a 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 of the procurement card 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.
Purchasing displays the next Release number available. Until you have saved your release, you can change the release number to any number that does not already exist.
When a release or purchase order is created, the system verifies that the total released amount is within the BPA header-level Agreed Amount limit. If it is not, then the system displays an error message, and asks you whether you wish to correct the difference or continue. Additionally, at the line level, the system verifies if the released line amount is within the BPA line level Agreed Amount limit. If it is not, the system displays an error message, and asks whether you wish to correct the difference or continue. Thus, if the release (purchase order) amount is not within the Agreed Amount limit, you cannot proceed until the amount is corrected at the document or line level.
If the Enforce Buyer Name option in the Purchasing Options window 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.
Enter release shipment line information in the Shipments tabbed region. See: Entering Purchase Order Shipments
To take approval actions:
Select the Approve button to open the Approve Documents window. See: Submitting a Document for Approval.
To enter receiving control information:
Select the Receiving Controls button to open the Receiving Controls window. See: Entering Purchase Order Receiving Controls.
To enter release distribution information:
Select the Distributions button to open the Distributions window. See: Entering Release Distributions.
To view blanket purchase agreement information:
Select the Agreement button to view blanket agreement information for the release. See: Entering Purchase Order Details Information.
To enter and view acceptances:
Select Acceptances on the Tools menu to open the Acceptances window. See: Entering and Viewing Purchase Order Acceptances.
To view supplier details:
Select View Supplier Address from the Tools menu to view the complete supplier name and address for the release.
If budgetary controls are enabled you can unreserve encumbered funds for your release. See: Online Funds Availability Checking
To release encumbered funds:
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 release:
You can cancel an approved release by selecting Cancel from the Tools menu. See: Document Control Options
To view action history:
Select View Action History on the Tools menu to open the Action History window. See: Viewing Action History.
To enter preferences:
Select Preferences on the Tools menu. See: Entering Purchase Order Preferences