The Purchase Order Changes program provides you with the ability to modify the amounts that have been distributed to any of the general ledger codes currently on the purchase order. This means that specific balances could be zeroed or adjusted downward while others are adjusted upward. You may also add additional GL distributions to the purchase order during the change process. Any changes made in dollar values on the distribution lines of the purchase order will result in appropriate entries in the journal entry file to provide the audit trail for changes in the commitment information.
Note: Purchase orders cannot be changed in a period prior to the last period used for the purchase order.
Screen 1 (Common to Summary And Detail Purchase Orders)
Note: Field number 1 Vendor # and field number 3 PO # cannot be changed.
Note: It is also possible to make a mass GL change using the Modify menu option. If you Modify the GL Reference you will be prompted to enter the current GL and the new GL. All GL's on the PO will be changed to the new GL. This option is consistent with regular PO changes to the GL in that inventoried items cannot have modifications and the tax codes assigned to the item are not automatically updated. This must be done manually if necessary.
Summary Purchase Order changes (Screen 2)
Detailed Purchase Order changes (screen 2)
Note: If field #10 in the POM master profile is set to 'N', modifications to the buyer code, stock description and the purchase measure will not be updated in the stock file.
Note: It is also possible to make a mass GL change using the Modify GL Reference menu option. If you choose the Modify GL Reference you will be prompted to enter the current GL and the new GL. All GL's on the PO will be changed to the new GL. This option is consistent with regular PO changes to the GL in that inventoried items cannot have modifications and the tax codes assigned to the item are not automatically updated. This must be done manually if necessary.
Note: You can modify tax codes assigned to line items and mass replace them. Select Modify Tax to search and replace the existing tax codes assigned to line items.
Note: The price cannot be changed if the stock item has a contract price and the BAS user profile, Page 4 Restrict price change for CP stock item is set to 'Yes'.
Modification Screen - Detailed Purchase Order changes
Modification Screen - Multiple Distribution changes
PO Printing selection
PO Printing Selection
The final screen when processing a PO thru PO Entry, Changes, or Copy, or thru POM Buyer Processing provides multiple printing options to be selected for each PO, as well as to allow the method of printing to default to the printing option that was last selected by the user. The default can be different on a user by user basis and is dependent on the option last selected by the user.
To print a PO, select the output option you want to use. You can be sure of the option that will be used because the option will be highlighted (text, ex. Register, will be a different color).
To bypass printing, choose the option Bypass Printing.This option will NOT send the PO to the register.
Upon initial entry into this screen, the On-line option will be the option that the cursor is on. To select this option, press <Next>. If this is the only option required, accept by pressing <Next>. This will begin printing the PO online. The next PO that is entered, will default to Online, pressing next or <Enter> to accept is all that would be required.
Upon initial entry into this screen, the On-line option will be the option that the cursor is on. To select the Register option, use your mouse and check off Register. If this is the only option required, choose <Next>. This will send the PO to the register. The next PO entered will default to Register , pressing next or <Enter> is all that would be required.
Note:
Fax and email require additional licenses. If your district does not have a license, selecting these options will display an informational message, indicating these options are not available. A different option would have to be selected.
If using 'document distribution services' (DDS), multiple overlay files can be defined, based on buyer code. The default overlay files are in the following menus.
For email: 'Global Email Profile
For printing: 'Printer Forms Overlay Profile'
A different overlay by buyer code would need to be defined in the 'Buyer Code' database in POM
If a buyer does not have an overlay file defined, the default overlay will be used. If an invalid buyer code or a blank buyer code is defined in the PO, the default overlay will also be used.
If FAX option is selected the following will display:
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Bypass Email/Fax to exit . The PO will not be faxed or printed.
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Send to fax the PO.
Note: See additional fax information under Purchase Order Entry which discusses how local and long distance numbers are handled by the fax routines.