Steps
to Complete Batch Options for Purchase OrdersNote: The instructions below are for converting multiple requisitions each to a separate purchase order.
From the Accounts Payable screen, select the Data Entry menu and then Purchase Orders.
Select the desired batch of purchase orders into which to convert requisitions by double-clicking on the desired batch description, or if needed, create a new batch.
Steps
to Complete Batch Options for Purchase Orders
Select the Requisitions menu and then Select Requisitions for Multiple Purchase Orders.
The Select Requisitions for Multiple Purchase Orders screen will appear listing all the outstanding requisitions (those that have been approved but not yet converted to purchase orders).
Note: If the user is assigned to one or more ship to addresses and/or vendor groups in the User Security option, only the requisitions tied to one of the designated ship to addresses and/or vendor groups appear.
Select the requisitions to convert to purchase orders by clicking the box for the Selected column to the left of each desired Requisition Number. A checkmark will appear in the box if the requisition is selected. To select all the requisitions listed on the screen, click the Select All button located at the top of the screen. If desired, change the filters to modify the requisitions displayed here.
Click the Execute button to convert the selected requisitions to purchase orders.
A message will appear in the status bar stating the number of requisitions successfully converted to purchase orders and the number that failed, along with the requisition numbers of those that failed, if applicable.
Note: If there were requisitions that failed, complete the Select Requisitions for Single Purchase Order option at this time to convert the failed requisitions individually in order to enter valid data for the applicable fields.
If needed, make any changes to the purchase orders. If desired, the detail lines can be combined together on a purchase order in order to merge similar line items.
Steps
to Correct a Purchase Order
Once all the desired requisitions have been converted to purchase orders, print a listing and post the batch. If desired, the purchase orders can also be emailed by completing the Email Purchase Orders option.
Tip: Print the Purchase Order Listing-Detail or Purchase Order Listing-Summary from the Reports menu to view a listing of all purchase orders in the selected batch. Print the Standard Purchase Order Form report (or other custom purchase order format setup defined for your school district) from the Reports menu to print the actual purchase order forms.