Steps to Complete Batch OptionsSelect 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 batch description or clicking on the batch once and then clicking the Select button, or if needed, create a new batch.
Steps to Complete Batch Options
The Purchase Orders screen will appear for the purchase order batch.
To convert one or more requisitions to a single purchase order, complete the following:
To convert the requisition(s) to a new purchase order, click the Add New button (and click OK when prompted) to initialize the screen for a new entry; otherwise, to convert the requisition(s) to an existing purchase order already entered in the batch, click the Find button for the PO Number field to select the correct one.
Click the Select Requisitions button.
When prompted, select For Single Purchase Order and click the Select button.
Note: If a purchase order was displayed on the screen prior to clicking the Select Requisitions button, a message will appear prompting to add the converted requisitions to the existing purchase order; click OK to add the requisitions to the existing purchase order displayed on the screen, or to convert the requisitions to a new purchase order, click Cancel, click the Add New button (and click OK when prompted), and then click the Select Requisitions button again.
The Select Requisitions screen will appear listing all the outstanding requisitions (those that have been approved but not yet converted to purchase orders).
Note: If converting requisitions to an existing purchase order, only the outstanding requisitions that are for the same vendor as the existing purchase order appear, but the filters can be changed, if desired. If the user is assigned to one or more ship to address and/or vendor groups (in the User Security option within the School Accounting System), only the requisitions tied to the designated ship to addresses and/or vendor groups appear.
Select the requisition(s) to convert to the purchase order by clicking the box in the first column located 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 box located in the first column at the top of the screen (to the left of the Primary or Requisition Number column heading). If desired, change the filters to modify the requisitions displayed here.
Only if converting requisitions to a new purchase order, select the Primary field (column) for the requisition from which to use the Header Information on the purchase order if multiple requisitions are chosen to be converted. A checkmark will appear in the box under the Primary column if the field is selected. If only one requisition is selected to be converted, the Primary field does not have to be completed as the information from the selected requisition will automatically be used on the purchase order.
Note: If the Primary field is not selected for a requisition when converting multiple requisitions to a purchase order, the fields in the Header Information will use the defaults (if applicable) or will be blank, other than the PO Amount field which will reflect the total amount of the selected requisitions. The Primary field (column) is not applicable (and does not appear) if converting requisitions to an existing purchase order.
Click the Select button to convert the selected requisition(s) to a purchase order.
Continue entering the purchase order as normal; if desired, if multiple requisitions were converted to the purchase order, the detail lines can be combined together on the purchase order in order to merge similar line items.
Steps to Enter Purchase Orders
After all the desired changes have been made to the purchase order, click the Save button.
To convert multiple requisitions each to a separate purchase order, complete the following:
Click the Select Requisitions button.
When prompted, select For Multiple Purchase Orders and click the Select button.
The Select Requisitions 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 address and/or vendor groups (in the User Security option within the School Accounting System), only the requisitions tied to the designated ship to addresses and/or vendor groups appear.
Select the requisitions to convert to purchase orders by clicking the box in the first column located 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 box located in the first column at the top of the screen (to the left of the Requisition Number column heading). If desired, change the filters to modify the requisitions displayed here.
Click the Select button to convert the selected requisitions to purchase orders.
A message will appear stating the number of requisitions successfully converted to purchase orders; click OK.
Note: If there were requisitions that failed, complete Step 4 (above) 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
6. Once all the desired requisitions have been converted to purchase orders, print a listing (if the user has rights to do so) and then inform the Business Office to post the purchase order batch. If desired, the purchase orders can also be emailed by completing the Email Purchase Orders option within the School Accounting System.
Tip: Print the Purchase Order Listing-Detail or Purchase Order Listing-Summary 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) to print the actual purchase order forms.