Purchase Orders

Purchase Orders

Description

Purchase Order Lookup is a CIS application that allows the user to search for information about Purchase Orders.

Navigation to Purchase Order Lookup

  • Log in to CIS
  • Financial & Business Services pagelet
  • TRANSACTION DETAIL SEARCH
  • Purchase Order Lookup

Definitions

Clicking on links in Purchase Order Lookup can take you to other Financial Applications in CIS such as Journal Detail Search, Vendor Search or Voucher Lookup. Help Information is available for each of these applications:

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FBS Training

Other Resources

The Financial & Business Services Index and Glossary has information about Purchase Order Lookup.

The following FBS web pages and documents help explain various aspects of Purchase Order Lookup:

Please visit the University Regulations Library for Rule R3-100D: Small Purchases and Expedited Procurement

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Purchase Order Information Lookup

Purchase Order Lookup is used to find purchase orders. Search Criteria:

  • Purchasing Business Unit: Select the appropriate Business Unit from the drop down box:
    • 01-University of Utah
    • 27-Scholarships/Fellowships

Combined with:

  • Number – Input either the Purchase Order Number or the requisition number and select the correct radio button.

-OR-

  • Name – Input either the Vendor name or the Requestor name and select the correct radio button.
  • Purchase Order Status: Select the appropriate status from the drop down box:
    • All
    • Pending
    • Dispatched
    • Canceled
    • Complete

Purchase Order Selection List

The Purchase Order Selection list is the result of the Purchase Order Lookup. It is a table that contains the following columns:

  • PO ID – this provides a link to the Purchase Order Information Detail for this purchase order using the PO ID.
  • Voucher History – this provides a link to PO Voucher History.
  • Vendor Name – The name of the Vendor is in this column.
  • Vendor ID – The ID assigned to the Vendor.
  • PO Date – The date the PO was created.
  • PO Total Amount – The total of all the lines combined.
  • Requisition ID – Note: Requisition ID numbers containing the letter “P” represent Proof Requisitions.
  • Requester ID – The name of the department making the request.
  • Status
    • Approved
    • Complete
    • Dispatched
    • Pending

Purchase Order Information Detail

The Purchase Order Information Detail contains detailed information about individual Purchase Orders. The following information is contained:

  • Vendor Name – The name of the Vendor is listed here.
  • Vendor ID -The ID assigned to the Vendor is listed and links to the Vendor Details for this vendor.
  • PO ID – The ID number assigned to this purchase order.
  • PO Date -The date the PO was created.
  • PO Total Amt – The total of all the lines combined.
  • Requisition ID – Note: Requisition ID numbers containing the letter “P” represent Proof Requisitions.
  • Requester ID – The name of the department making the request.
  • Status
    • Approved
    • Complete
    • Dispatched
    • Pending
  • Buyer – The buyer’s name is listed here with a link to the Campus Directory Search.
  • PO Type –
    • General
    • Long Term
    • Blanket
    • Lease
  • Accounting Date
  • Due Date
  • Freight Terms (FOB Pt)
    • Origin
    • Origin, Freight Prepay & Add
    • Destination
    • N/A
  • Payment Terms
    • Net 10 days
    • Net 30 days
    • Pay Next Cycle
    • Purchasing Card
    • N/A
  • Receipt Status
    • Fully Received
    • PO Not Received
  • Ship To – The location code and the building for the shipping location are listed here.
  • Location – The location code and address for the shipping location are listed here.
  • Requester Info – The name, phone number, department and link to the Campus Directory Search.
  • PO Header Comments – Text field for comments related to the purchase order.

Detail is available for each line of the Purchase Order:

  • PO Line – Line number.
  • Quantity – Number of items.
  • UOM – Unit of Measure.
  • Unit Amt – The cost of each unit.
  • Ext Amt – The amount factoring in quantity, UOM and Unit Amt.
  • Item Description – Text field describing the item.
  • Distribution – Sequential line number for distributions related to the PO Line number
  • Bus-Unit – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped…more
  • Org – The OrgID is the second chart field value listed in the string, is (5) characters long…more
  • Fund – The Fund identifies the source of funds…more
  • Activity – Activity is the fourth chart field value…more
  • Project – Project is the fifth value in the chart field string…more
  • Account – Account is the sixth value in the chart field string…more
  • A/U – Allowable/Unallowable is the seventh value in the chart field…more
  • Fiscal Yr – July 1 through June 30 is the University Fiscal Year.
  • Distribution Amt – Amount distributed.

Links are available to Get Vouchers and PO Voucher History

PO Voucher History

PO Voucher History is a table which details the history of the table. The criteria at the top of the table is:

  • BU – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped…more
  • PO# – The number assigned to the Purchase Order.
  • Type –
    • General
    • Long Term
    • Blanket
    • Lease
  • Status
    • Approved
    • Complete
    • Dispatched
    • Pending
  • Accounting Date – Date Purchase Order Created.
  • Budget Check – Budget Check Status
    • Not Checked
    • Error
    • Valid Budget Check

The following information is provided in the table:

  • PO
    • LN – Line #
    • SCH – Scheduled date
    • DST – Distribution Line #
  • PO Amounts
    • Encumbered – Original Purchase Order Amount.
    • Liquidated – Amount that has been paid against the Purchase Order.
    • Remaining – Amount still remaining. (Encumbered minus Liquidated)
  • Voucherd Amount – Encumbered minus Remaining.
  • Chartfields
    • BU – The Business Unit (BU) is the highest level at which transactions and processing rules can be grouped…more
    • Org – The OrgID is the second chart field value listed in the string, is (5) characters long…more
    • Fund – The Fund identifies the source of funds…more
    • Activity – Activity is the fourth chart field value…more
    • Project – Project is the fifth value in the chart field string…more
    • Account – Account is the sixth value in the chart field string…more
    • A/U – Allowable/Unallowable is the seventh value in the chart field…more
    • Due Date – Date Purchase Order is due