Using the Purchase Order Line Item Menu

Introduction

Purchasers can see purchase orders that are in the process of being created (i.e., “draft”) and ones that have been ordered. They can also see requisitions and requisition items that are in a ‘ready for purchasing’ status. The line item menu differs for these. The actions available on the line item menu will apply only to that line item, not to the entire purchase order.

Menu item descriptions

  • Reject Line Item. Line item is removed from the PO tab and sent back to the requester. The requester can make changes to line item and re-submit it to the process.
  • Cancel Line Item. The line item cannot be ordered. It cannot be changed or resubmitted by the requester. The line may stay on a Requisition or Purchase Order with a status of “Cancelled”.
  • Split Line Item. Split a line item that may need to be purchased by separate item numbers or descriptions. For example, a single line item for a computer may need to be purchased in separate line items as a computer, monitor, keyboard, etc.
  • Edit Vendor Bids. Used to record which vendors have bid on the line item, if applicable.
  • View History. Shows the approval history for the requisition item.
  • Edit Description. Update the description field.
  • Edit Ship-To Address. Select a shipping address.
  • Edit Bill-To Address. Select a billing address.

Purchase order in process (draft)

1. From the Purchasing main menu, select Purchase Orders.

2. Select the PO Status tab.

3. For a purchase order that is in the process of being created (i.e., “draft”), click Select.

4. On the PO screen, click Menu next to a line item.

Figure 1 – PO in process menu
the line item menu of a new purchase order 

Purchase order that has been ordered

1. From the Purchasing main menu, select Purchase Orders.

2. Select the PO Status tab.

3. For a purchase order that has been ordered and some items have been received (the status is ‘Some items received’)

  • Click Menu next to an item with a status of Received

Figure 2 - PO item received menu

the line item menu for an item with a status of some items received 

  • Click Menu next to an item with a status of Ordered

Figure 3 - PO item ordered menu

the line item menu for an item with a status of ordered 

Requisition ready for purchasing

1. From the Purchasing main menu, select Purchase Orders.

2. Select the Req Status tab.

3. Click Select next to a requisition with a status of Ready for Purchasing.

4. Click Menu next to an item.

Figure 4 - PO requisition item menu

 the line item menu for a a requisition item with a status of ready for purchasing