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Viewing Purchase Orders

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P R O C E D U R E

From the Home Page

1.

Under the Main Menu, click on the WVU AP/PO Inquiry folder (you may also view POs

from WVU Requestor or WVU Approver responsibilities).

2.

Click on View Purchase Orders (or Purchase Orders Summary). The Find Purchase Orders screen will open in a

new window.

PU R P O S E

Use this procedure to view details about a purchase order, including whether it has been sent to the vendor, whether items have been received, and how much has been paid to the vendor for the purchase.

TR I G G E R AS S I S T AN C E

Perform this procedure when you need to know details about a purchase order.

If you need assistance, please report your issue to the Self Service Desk:

 http://it.wvu.edu/support/service -desk/selfservice

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3.

Perform one of the following:

4.

To view the purchase orders that match your search, click the Find button.

5.

Review the following fields:

If Then

You know the purchase order number Enter it in the Number field.

Example: 50077934

You know only the requisition number

Click on the Related Documents tab, and enter the requisition number in the Requisition field.

Example: 10093779

Field Name Description

Approval status

The Approval Status field shows the status of the Purchase Order.

Example: Approved

 ”Approved” means the Purchase Order has been approved and sent to the supplier.

 “Incomplete” means the buyer has begun the purchase order but has not completed it.

 “Requires Reapproval” means the purchase order is on hold until all approvals have been completed.

Based on the dollar amount and the account charged, these additional approvals may need to come from within WVU, from WV state offices, or from the Research Corporation.

Order Date

The Order Date field contains the date the purchase order was created. This is not necessarily the same date the purchase order was sent to the supplier.

Example: 06-NOV-2013

Supplier

The Supplier fields contains the name of the supplier or vendor who was sent the purchase order.

Example: DELL MARKETING

Amount The total price.

Example: 39,780.00

Matched Amount The total amount paid to the supplier.

Example: 39,780.00

Buyer The name of the buyer assigned to the purchase.

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6.

Click Inquire on the menu at the top of the screen.

7.

Click View Action History to display actions that have been taken on this PO.

8.

Exit the screen showing activity by clicking on the “X” in the upper right corner.

9.

Click the Lines button to see each line of the PO.

The top line in the Action History screen shows the most recent activity. If the action is

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10. Review the following fields:

11. To see shipping information for a selected line of the PO, click the Shipments button.

12. Review the following fields:

Field Name Description

Line The line number.

Example: 1

Category The category of the purchase.

Example: COMPUTER EQUIP., SOFTWARE, SUPLS & SERV.

Description The full description that will appear on the purchase order.

Example: Manipulator heater cable, AMD connector (Order Code K7812)

Quantity The quantity of items ordered.

Example: 1

Price The price of each item.

Example: 4270

Amount The total price. (The quantity multiplied by the price.)

Example: 4270

Buyer The name of the buyer who created the purchase order.

Example: Ridgway, Charles R.

Supplier The name of the supplier that was sent the purchase order.

Example: DELL MARKETING LP

Field Name Description

Quantity The total amount for this line of the purchase order.

Example: 1

Quantity Due

The number of items remaining to be received. This quantity is based on the online receiving record in MAP, in which departmental users record the receipt of items and/or services.

Example: 0 (if all items have been received)

Quantity Received The number of items whose receipt was recorded online by a departmental user.

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13. To view the account(s) paying for this line of the purchase, click the Distributions button.

14. Review the following field:

15. To see all segments of the account number, click in the Charge Account field to select it, then click the Edit

Field… button (pencil icon) on the toolbar.

Quantity Billed The number of items for which WVU has completed an invoice.

Example: 1

Quantity Cancelled The number of items cancelled after the purchase order was created.

Example: 0

Field Name Description

Charge Account

The General Ledger account number charged for the purchase.

Example: 11.953010001.11100458.5410101.403.99999999

The Quantity Accepted and Quantity Rejected fields are not used by WVU.

The Charge Account field shows the GL account number, even if the account number originally entered by the preparer in the Requisition was a POETA number.

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16. Click the OK button to exit the Accounting Flexfield screen.

17. To add POETA fields to the Distributions window, select Folder

Show Field…

18. Click Expenditure Organization.

19. Click the OK button.

20. Select Folder

Show Field…

21. Click Task.

22. Click OK.

23. You have completed this task.

If this purchase was charged to a POETA account, you can see which POETA Expenditure Organization or Task was charged for the purchase.

If the Task and Expenditure Organization fields are blank, then the purchase was not charged to a POETA number (it was charged to a General Ledger account).

References

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