Revised:  10/15/2015

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Reviewing the Purchase Order Inquiry Page

After OAKS sources the requisition to a purchase order, best practice is to review the PO information. Use the Purchase Order Inquiry page to review POs.

 

At the end of this topic, you will be able to locate a PO and use the PO Inquiry page and review:

• Header Details
• Line Items
• Shipping Information
• Accounting Information
• Asset Information

 

 

In this example, you want to navigate to the PO Inquiry page and review the PO information.

 

Step-by-step

•  Main Menu > Purchasing > Purchase Orders > Review PO Information > Purchase Orders.

 

 

1. Use the Purchase Order Inquiry page fields to locate specific POs.
2. Click the Search button.

 

3. Use the Purchase Order Inquiry page to review information about the PO such as status, amount, and accounting details.
4. The Business Unit displays the agency that owns this PO.
5. The PO Status explains the condition of the PO.
6.  A "Dispatched" purchase order has been sent to the supplier.
7.  A “Completed” purchase order has been closed.

6. The Budget Status tells you if there are enough budget funds to cover this cost.
7.  A "Valid" Budget Status means the funds are adequate for this PO.

7. The PO Date is the date OAKS created the purchase order.
8. The Receipt field tells you whether the items you ordered have been received. "Not Recvd" means that you have not received the items.
9. Use the Header Details link to view additional detailed information about your purchase order.

• PO Details
• • Supplier - The seller from where the goods or services are purchased
  • PO Date - The date OAKS created the PO
  • Billing Location - The location where the invoice is sent
  • Budget Status - Whether or not the PO passed budget check
  • Origin - How the PO was entered into OAKS. If the PO is sourced from a requisition that was entered into OAKS, the original is "ONL." If the requisition is entered in an external system and the PO is interfaced into OAKS, then the origin will be the three-letter agency code instead of "ONL."
• Process Control Options
• • Dispatch - Whether or not the PO is dispatched.
  • Method - How the PO is dispatched.

10. Click the Return button to go back to the Purchase Order Inquiry page.
11. Click the Document Status link to view documents that are associated with this PO. This will open a new tab or window in your browser.

 

 

12. Review the associated documents. Each document is a link that can be clicked in order to view specific document details.

13. Close the Document Status tab to return to the Purchase Order Inquiry page.

14. Use the Line Details icon  to see the details of the item ordered.

 

 

15. Click the Return button to go back to the Purchase Order Inquiry page.

16. Use the Schedule icon   for line 1 item to review shipping information.

 

 

17. To check the accounting information for the purchase order, click the Distributions/ChartFields icon.

 

 

18. Click the Return button to return to the Purchase Order Inquiry page.

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