Inactivate Button: The inactivate button becomes available only when you are amending a PO. If while amending a PO you would like to deactivate a line item, click the inactivate button associated with that item. For more information about how to amend the PO, see Purchase Order Amend.
When processing an amendment to a PO, you may deactivate item lines that are no longer valid. To do so, select the Inactivate check box next to the appropriate items. When the amendment is approved, these items are no longer valid for this PO.
Click to add a line. The system will move it to the Current Items section.
To add an item, you must follow the same procedure described in Working in the Titles Tab on the Requisition section (First add the bibliographic record, fill in the purchasing information, then click add).
Click to delete a line.
Click to view the additional details (notes, accounting lines, payment history).
Additional Charges Section
The Additional Charges tab allows lines for predetermined charges to be included on the payment request. This tab is divided into four charge lines, each representing a different type of charge, each with its own accounting lines, and a series of options through which the amounts added in this section can be prorated to the existing line items in
the Current Items sub tab. The four Additional Charges lines are Freight, Shipping and Handling, Full Order Discount, and Trade In.
Additional Charges section definition
Title Description
Item Type Display-only. Describes the type of miscellaneous item ('Freight' or 'Shipping and Handling') being defined in this line.
Description Required if the extended cost has been entered. Enter a text description describing the additional charges item line.
Extended Cost Required. Enter the dollar amount for this item line.
Total Amount Display-only. Automatically calculated based on responses in other fields. Displays the total of the requisition after fees.
Totals Section
Totals section definition
Title Description
Grand Total Display-only. Displays a total of all current item lines and additional charges lines.
Internal Purchasing Limit
Display-only. Displays the dollar amount of the maximum purchasing limit, above which a PO will route for approval.
Creating Accounting Distributions in the Titles Section
Accounting distributions for item lines may be created individually, or a single accounting distribution may be copied to all line items on the requisition. A valid account string contains a chart, an account, and an object code.
The account must be active and the expiration date has not expired. The object code must valid. Valid object codes are active codes in the object code table and are not included in the OBJECT CONSOLIDATION parameter.
To create accounting distributions for individual item lines, follow these steps.
1. Click add in the Actions column to add the item line.
2. In the Current Items section, click the button for the line to which you want to add an accounting distribution.
3. In the Item Accounting Lines section, click the button.
4. Complete the accounting line and indicate a percent of this item line that should be charged to this accounting line. If there is only one accounting line for this item, the percent must be 100.
5. Click to add the accounting line.
6. If the item needs to be distributed to more than one accounting line, repeat steps 4 and 5. The sum of all accounting lines must equal 100 percent when you finish the distribution.
If the account chosen has sufficient funds checking and the threshold is reached, you may be blocked from using the account or you may receive a warning (depending on the chosen notification on the account) when the document is saved and the Fiscal Officer will be notified when the document is submitted.
This process may also be followed to add accounting distribution lines for items in the Additional Charges section. Open the Accounting Line Items section for that miscellaneous line item and follow steps 4-6 above.
Line item accounting can create considerable repetitive data entry. OLE allows you to load the information to all the line items rather than entering the information to each line item separately. The steps below describe how to distribute this information. This process distributes accounts only to line items that have no accounts added. It does not replace accounts that have been set up for individual line items.
1. Click to add the item line.
2. In the Add Item section, click the button.
The system opens a new Accounting Lines section.
3. Enter the accounting line and indicate the percent of this item line that is to be distributed to the items on this requisition. If there is a single accounting line for these items, the percent must be 100.
The system validates values as you enter the information.
4. Click to add the accounting line.
5. If the items need to be distributed to more than one accounting line, repeat steps 3 and 4. The accounting lines distribution should total 100%.
6. Click the button to apply this distribution to all item lines that do not yet have an accounting line distribution specified.
The system displays the top of the document and the message 'The accounts were successfully distributed to all items'.
Removing Accounts from all Item Lines
If line items have accounts set up and those accounts need to be modified, then the individual accounting lines may be modified by following the steps for creating an accounting distribution for an individual item line discussed in the previous section. However, if it is more efficient to remove all the accounts, use the steps for creating an accounting distribution for multiple line items to recreate the accounting for the line items.
Follow these steps to remove all accounts.
1. Click .
2. Click in response to the question 'Are you sure you want to remove the accounts from ALL items?'
All the accounting lines are removed.