Purchase Order FAQs

I entered a Purchase Order and completed each page. The system displays a message that the commodity and accounting information are not equal, and I cannot complete the Purchase Order.

Return to the commodity page and review all entered items and costs. Then go to the accounting page and check the commodity costs against what the accounting states. If different, make the changes needed to bring them into balance, save changes in each record and move to the next record. When you reach the balancing page, complete the document.

I tried to create a Purchase Order using the copy function on the first page. The system does not allow me to page down and default the prior document and data.

You need to exit the new document and check if the document you want to copy from has been approved. The document you are copying from must be approved for you to be able to copy it to a new document. Enter 'FOIDOCH' into the direct access field to check for approval on the previous purchase order.

I tried to create a new Purchase order, and entered the vendor of choice, but the order address I need is not available in the system.

If you are positive of the address, or have been given a new address by the vendor, call the Accounts Payable Office (962-3664) or the Purchasing Office (962-3368) to give them the new address. It can be quickly added to the system for your use.

You may also FAX the information to 962-3849 with the vendor and new address information. We will add the address for you as soon as possible.

I created a Purchase Order and completed the document. I tried to print the Purchase Order, but the system will not print it.

A Purchase Order cannot be printed until the document is completed, approved, and posted.

Enter 'FOIDOCH' in the direct access field to check for approval of the Purchase Order. Query the document number. If the letter 'C' is beside the document number, the Purchase Order is completed but not approved. If the letter 'A' displays after the document number, the Purchase Order is approved. There is no code to indicate a document has been 'posted', but the posting process is automated and runs every 3 to 5 minutes. A Purchase Order can be printed after this time period.

 

If you have additional questions about creating, deleting, adjusting or paying Purchase Orders, please contact Brett Timm in the Purchasing Office at 962-3368.