Import a Purchase Order


Once purchase order items are received in Purchasing along with an invoice, the invoice can be entered into Payment Services. When the invoice is ready for fiscal coding and cost distribution, the purchase order items can be imported from the Purchasing application into the Distribute screen and the cost distribution rows will be automatically entered with the fiscal coding and cost distribution for each item from the Purchasing application.

You can also split imported purchase order line items if the purchase order was created with a quantity unit of one, but the purchase order amount will be invoiced and paid incrementally.

Each agency can set up different users for each step of entering invoices, authorizing, and entering fiscal coding and cost distribution in Payment Services. In most agencies, the authorization step is not even required. Therefore, the general steps and screens in Payment Services are described below.

Import a Purchase Order Into Payment Services

1. Enter a new invoice for the items received from a purchase order.

2. Be sure the Total Amount on the Invoice screen matches the amount of the received items (not necessarily the entire purchase order amount).

3. If available, enter the purchase order number (PO #) on the Invoice screen. If the PO number is not available to enter, the Fiscal Coder can search for it on the Distribute screen.

Figure 1 - New invoice

purchase order number highlighted on the invoice screen 

4. If you use the Document # field, be sure to enter a different number than the purchase order number.

5. Click Save & Continue or Save & Clear.

6. Authorize the invoice if your agency does not automatically authorize them. The invoice should be ready for fiscal coding and cost distribution.

Import the Purchase Order

Importing the Purchase Order is done by the Fiscal Coder.

1. Select the invoice from the Status screen to open it on the Distribute screen

2. If the purchase order number was entered on the Invoice screen, the purchase order number is displayed next to the PO# field.

Figure 2 - Purchase order number

purchase order number asterisk button highlighted 

a. Click the asterisk next to PO#.

b. The purchase order items will be displayed in the Purchase Order Look Up dialogue box.

Figure 3 - PO Items example

purchase order items listed in the look up window 

c. Check the check boxes to select the purchase order items that are on the invoice. (Items that have not been received will not have a check box.)

d. Click Import.

3. If the PO number was not entered on the Invoice screen:

a. Click the asterisk next to PO#.

b. If you know the purchase order number, enter it in the PO# field of the Look Up screen, and then click Find.

Figure 4 - Purchase Order Look Up

purchase order look up window 

c. If you do not know the purchase order number to enter, click the asterisk next to PO# on the Look Up screen. A list of purchase orders will be displayed.

Figure 5 - List of POs

list of purchase order numbers 

d. Click the Purchase Order number that you need.

d. Check the check boxes to select the purchase order items that correspond to the invoice.

e. Click Import.

4. The items will be entered as rows on the Distribute screen. If a purchase order line item has a separate freight charge line item, it will be imported as a separate row.

Figure 6 - Imported purchase order

list of purchase order items on the distribute screen

5. The original amount from the Invoice screen will remain on the first row. Click Del to delete this row.

6. The fiscal coding should be imported from the purchase order, but if necessary, complete any of the fiscal coding required.

7. Click Distribute Cost Complete.

Complete the invoice approval according to your agency’s process.

Cost Distribution Amount and the Invoice Total Amount

The Distributed Amt and the Total Amt must match. If they do not, the Distribute Cost Complete button will not be available. You can change the Total Amount on the Invoice screen if it was entered incorrectly. You can make a change to the amounts on the Distribute screen if they do not match the actual invoice from the vendor. Be sure you enter what the vendor actually charges because this is what will be paid to the vendor.

Figure 7 - Matching Amounts

total amount and distributed amount highlighted