University

When requisitions are approved, they are immediately transferred to the Update Pending PO's queue. From Update Pending PO's, items can be updated with new pricing information, quantities, and supplier information, and PO numbers can be assigned to them.

Items on the pending list that have *STOCK* listed in the Req. # field are items that were generated from the Stock Requisitions process.

• Use the filters to select the pending purchase orders you wish to modify.
• The approved requisitions are listed under the supplier, and the suppliers are listed alphabetically by name.
• Each item ordered on a requisition will be listed separately under its requisition number.
• Use the icons in the 'Action' column to perform functions on either individual requisitions or on the supplier itself.

Modifying the Requisition

To modify the items on the requisition, click on the magnifying glass next to its number. This will display the screen below, allowing you to remove items, modify their cost, quantity, or date expected. If you make a change to an item, be sure to click the floppy disk icon to update the line item, or the change will not take place.

Clicking 'Assign PO#' will take you to the screen below where you can assign a PO and even change the supplier from which the items will be purchased.

NOTE: This is also the screen that will display if you click the PO icon next to the Req.# from the Pending PO Center.

• Select a different supplier than the supplier initially selected or assign a supplier to items that did not have a supplier by clicking the lookup icon next to the supplier box and selecting the supplier from the available list. To change the supplier, you must also assign the PO#.
• Proceed with Assigning a PO number to the lines that are checked. If there are lines that you don't want to assign a PO for at this time, uncheck them before proceeding with this step.
• There are 2 options for Assigning a PO. If you keep the word AUTO in the PO# field, the system will auto-assign it a number. You can also type in your own PO number (maximum of 10 characters) to the items.
• Click on 'Assign PO# to Checked Lines' button and the next screen to display will show the items with the PO# field filled in.
• Cancel the operation.

Modifying the Pending PO by Supplier

From the Pending PO main screen, click on the PO icon next to the Supplier ID. The following screen appears:

• There are 2 options for Assigning a PO. If you keep the word AUTO in the PO# field, the system will auto-assign it a number. You can also type in your own PO number (maximum of 10 characters) to the items.
• Click on 'Assign PO# to Checked Lines' button and the next screen to display will show the items with the PO# field filled in.

Once the Pending PO has been assigned a PO# it is transferred to the PO Center. The PO's are listed in alphabetical order by Supplier. You can use the filters to find a particular Supplier by ID or name or a specific PO. The default date range is 2 months prior to today.