PO Creating a PO against a Procurement Contract


Concept

Purpose: Demonstrate how to create a PO for items on procurement contract in FI$Cal.

 

Scenario: A procurement contract was previously created for your department in FI$Cal, and you now wish to order against that contract. Use the Copy From field to copy contract details to the PO, then proceed to update, save, and submit for approval.

 

Summary Role: PO Buyer


Steps:

  1. Begin by navigating to the Manage Purchase Orders page.

     

    Click the Main Menu button.

    Step 1

  2. Click the eProcurement menu.

    Step 2

  3. Click the Buyer Center menu.

    Step 3

  4. Click the Manage Purchase Orders menu.

    Step 4

  5. The Manage Purchase Orders page is displayed. This page allows you to search for POs that exist within your business unit. It is also used to create a new PO.

    Step 5

  6. Click the Add New PO link.

    Step 6

  7. The Find an Existing Value and Add a New Value tabs are usually shown together in FI$CAL. The Find an Existing Value tab is used to enter criteria to search for existing information in FI$CAL. The Add a New Value tab is used to enter new information in FI$CAL.

     

    For this scenario, the Add a New Value tab will be used.

    Step 7

  8. The Business Unit is the Department requesting the items. This field begins with your department based on your Buyer ID. Notice you cannot modify the field, unless you are assigned to multiple departments.

    Step 8

  9. The PO ID field is defaulted to the value NEXT. The field will update to the next available numeral in your business unit after you save the PO.

    Step 9

  10. Click the Add button.

    Step 10

  11. Use the Purchase Order page to enter or update any information about the PO.

     

    In FI$Cal, a PO is required to encumber funds for the goods/services listed on a procurement contract. Once a contract has been created, you can copy the contract information to the PO, which will maintain the relationship between the two.

     

    When creating a PO against a contract, the dollar amount encumbered by the PO will be reflected on the procurement contract page.

    Step 11

  12. Begin the process of copying a procurement contract by using the Copy From field.

    Step 12

  13. Click the Copy From list.

    Step 13

  14. Click the Contract list item.

    Step 14

  15. The Copy Purchase Order from Contract page allows you to search for and select the desired procurement contract. You can then copy the details of the procurement contract to the purchase order.

    Step 15

  16. Use any desired search criteria fields to help you narrow the results when searching for a contract.

    Step 16

  17. If necessary, use the Advanced Contract Search link to access a more robust search page to locate the desired contract.

    Step 17

  18. Click the Advanced Contract Search link.

    Step 18

  19. The LPA/Departmental Contract page displays. This page provides additional search criteria to use when locating a contract in FI$Cal.

     

    Using this page, you will be able to find your department's contracts, as well as LPAs created by DGS.

    Step 19

  20. When clicking certain links, FI$Cal will open new browser tabs.

     

    When you are finished conducting your search, close this newly opened tab and return to the Add/Update POs page to select the desired contract.

    Step 20

  21. Click the Close Tab button on the New LPA Search Page tab.

    Step 21

  22. Once you have located the contract in FI$Cal, select the contract from this page by using the Contract ID field.

     

    You will then be able to choose which line items to copy to the PO.

    Step 22

  23. Click the Look up Contract ID button.

    Step 23

  24. You can use the search criteria on the Look Up Contract ID page to help refine the search results.

    Step 24

  25. Enter the desired information into the Contract ID field.

     

    Enter "00000000000000000000614".

     

    Step 25

  26. Click the Look Up button.

    Step 26

  27. Click the 0000000000000000000061488 link.

    Step 27

  28. Click the Search button.

    Step 28

  29. All of the contract line items are now shown in the Select Contract section.

     

    Notice that in this scenario, this contract only contains one line item. In other scenarios, there may be multiple line items shown here for those other contracts. To understand which line item you need to select, you would scroll over and review the additional column details of that line item.

    Step 29

  30. Use the Select option to choose the appropriate contract line items and populate the PO page with that information.

     

    Click the Select option

    Step 30

  31. Click the OK button.

    Step 31

  32. The contract information is now copied onto the Purchase Order page.

    Step 32

  33. You can see that by copying from the procurement contract, important information such as the Vendor, Acquisition Type and Method, and Line details have been generated for you.

    Step 33

  34. When procuring from an LPA, the LPA Contract ID field displays which master contract you have copied from and are procuring against.

    Step 34

  35. Click the Vertical Scrollbar.

    Step 35

  36. If you had copied multiple line items from the contract to this PO, they would all be shown in the Lines section.

    Step 36

  37. All links displayed in the Header section are still available for you to use for adding additional information. You could now proceed as you would have when creating a PO by any other method, such as direct entry.

    Step 37

  38. Click the CAR Reportable list.

    Step 38

  39. Click the No list item.

    Step 39

  40. Click the Vertical Scrollbar.

    Step 40

  41. Once you have reviewed and updated the necessary PO information, such as comments or attachments, you are ready to save and submit your PO for approval.

    Step 41

  42. Click the Save button.

    Step 42

  43. Click the Vertical Scrollbar.

    Step 43

  44. Notice that by saving the PO, a unique PO ID is generated.

    Step 44

  45. After reviewing and confirming that the PO is ready to enter the approval workflow, it may now be submitted.

     

    Click the Submit for Approval object.

    Step 45

  46. The PO Status has been updated to "Pend Appr" (Pending Approval) and the checkbox button disappears.

    Step 46

You have successfully completed the "Creating a PO against a procurement contract" topic.

 

Key Takeaways:

- To order goods/services from a procurement contract in FI$Cal, you must create a PO

- Use the Copy From feature to copy procurement contract details to the PO page

- After updating the PO as necessary, save it and submit it for approval

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