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Gadsden State Community College

Financial Services

Current Purchase Order Information


OUTSTANDING PURCHASE ORDER REPORT

    The Purchasing Agent sends an Outstanding Purchase Order Report to all Budget Managers each month.  This report provides details of all outstanding purchase orders that are charged to the Budget Managers budget(s).


CURRENT PURCHASE ORDER INFORMATION ON THE COMPUTER

    Current purchase order information can also be accessed by using screen PU01 on the mainframe computer system.  Sign onto the mainframe computer system, enter PU01 and press ENTER/CTRL.  The following screen is displayed:


10/05/99  GSCC PURCHASING SYSTEM 

              PROGRAM MENU: 
1 (OR PF6)  = VENDOR DISPLAY 
2 (OR PF7)  = REQUISITION/PO INQUIRY AND UPDATE 
3 (OR PF8)  = BUDGET DISPLAY 
4 (OR PF9)  = DISPLAY REQUISITIONS/PO"S FOR 
A SELECTED ACCOUNT NUMBER 
5           = CHANGE STATUS 

              OPTION: 

 ENTER OPTION NUMBER AND PRESS ENTER OR PRESS PF KEY 

The two options which provide current purchase order information are as follows:


OPTION 2 (OR PF7)  = REQUISITION/PO INQUIRY AND UPDATE

    The Requisition/PO Inquiry and Update option is used to enter requisitions and to inquire about existing requisitions and purchase orders.  When option 2 is entered, the following screen is displayed:

 05/08/2000                    PURCHASING SYSTEM           REQ/PO INQ-UPDT 

         DOCUMENT #:    53896   p 



 ENTER DOCUMENT NUMBER   -  PRESS ENTER. 
PRESS PF12 TO ADD NEW REQUISITION AND ASSIGN A NEW REQUISITION NUMBER

 

    At this point, a requisition number can be entered to access information concerning that requisition.

    To inquire about a purchase order number, enter the purchase order number, the cursor automatically tabs to another field.  In this field enter "P" and press ENTER/CTRL.

    Once the ENTER/CTRL key is pressed, the following screen is displayed:

05/08/2000                    PURCHASING SYSTEM           REQ/PO INQ-UPDT 

         REQUISITION #:              0102795 
ACCOUNT #:                   1100062010641    FINANCIAL SERVICES 
VENDOR #:                      00537            MAC PAPERS, INC. 
SHIP TO - NAME:            DONICE SNOW 
ADDRESS LINE 1:           ROOM 106 ALLEN HALL 
ADDRESS LINE 2:           1001 GEORGE WALLACE 
GADSDEN STATE COMMUNITY COLL 
GADSDEN AL   35999 
STATUS:                            P 
PURCHASE ORDER #:    53896     PO DATE   05/05/2000 
AMOUNT:                        232.96 
AMOUNT PD:                        .00     PD DATE   00/00/0000 
AMOUNT PYBL:                   .00 
PART/COMP CD: 

 ENTER INFORMATION ABOVE AND PRESS ENTER. 
PA2 = MENU SCREEN, PF1 = ENTER ANOTHER DOCUMENT #, PF2 = UPDATE ITEM INFO, 
PF3 = SELECT VENDOR, PF4 = SELECT ACCOUNT NUMBER. 


 

HELPFUL INFORMATION ON THIS SCREEN:

Field Name
Information

STATUS

A purchase order's status may be one of the following:
 
"I" - The document is a requisition.  It has not been updated to a purchase order. 
The day a requisition has been entered, it is in "I" status. 
The following day, it should be updated to "P" status.  If a requisition
is not updated to "P" status, an error was made when entering the
requisition.
"P" - A purchase order exists.  The purchase order must be approved by the 
Purchasing Agent to remain in "P" status.
"V" - The purchase order is not approved by the Purchasing Agent and is voided.
"C" - The purchase order was cancelled by the Budget Manager request, etc.
AMOUNT The amount is the amount of the purchase order.

AMOUNT PD

The amount of payments that have been made to the vendor using the purchase order.

PD DATE

The last date a check was written to the vendor using the purchase order.

AMT PYBL

The amount of the purchase order minus the amount of payments that have been 
made.  This is the amount of money remaining which can be spent.

PART/COMP CD

One of the following may appear in this field:
 
"F" - The purchase order is currently entered in the Accounts Payable
System for payment.
"P" - A partial payment has been made using the purchase order.
Further payment can be made using the purchase order.
"C" - A complete payment has been made using the purchase order.
No further payments can be made using the purchase order.

The PF2 (or F1) key can be pressed to obtain information concerning the items which were ordered by the purchase order.





OPTION 4 (OR PF9)  = DISPLAY REQUISITIONS/PO’S
FOR A SELECTED ACCOUNT NUMBER

    The Display Requisition/PO’s For A Selected Account Number option is used to view all requisitions and purchase orders for the budget number entered.  When option 4 is entered, the following screen is displayed:



03/24/2000               GSCC PURCHASING SYSTEM           REQ/PO"S FOR ACCT

         ACCOUNT NUMBER :  _ _ _ _ _ _ _ _ _ _   _ _ _

        KEY FUNCTIONS
ENTER = DISPLAY PO"S/REQUISITIONS FOR ACCOUNT NUMBER ENTERED
PA2  = MENU SCREEN
PF1  = DISPLAY ACCOUNT NUMBERS AUTHORIZED FOR OPERATOR
PF5  = DISPLAY ACTIVE PO"S/REQ FOR AN ACCOUNT NUMBER ENTERED

    Enter the budget number and object code to view requisitions and purchase orders for a certain object code.

    Enter the budget number and no object code to view all the requisitions and purchase orders for all the object codes that exist in the budget.

    Once the budget number is enterd, press ENTER/CTRL.  The following screen is displayed:


03/24/2000                          PURCHASING SYSTEM

 ACCOUNT-NUM: 1-100-06-2010   FINANCIAL SERVICES            PAGE 01 OF 12

TYP  NUM      DATE      VENDOR                      S PC    AMT     TOTAL      AMT-P
P   58321   12121995 OBSERVER OFFICE SU   P C     36.46     36.46       36.46
P   58330   01091996 OBSERVER OFFICE SU   P C       7.70       7.70         7.70
P   58332   02071996 OBSERVER OFFICE SU   P C     10.00     19.65       10.00
P   58334   02221996 OBSERVER OFFICE SU   P C     54.24     54.24       57.08
P   58339   02221996 L & N RUBBER STAMP   P C     18.00     18.00       12.25
P   58342   03141996 OBSERVER OFFICE SU   P C     90.96     90.96       88.61
P   58345   04041996 AMSTERDAM PRINTING P C     17.72     35.45       18.04
R  21799   04301996 XEROX CORP                    V         500.00   500.00          .00
P   58349   05161996 OBSERVER OFFICE SU   P C     13.20     13.20       13.20

PRESS PF1 FOR FWD, PF2 FOR BWD, PA1 FOR ANOTHER ACCT NUM, PA2 FOR MENU SCREEN

    This screen provides the current date, budget number and budget name.  This screen does list purchase order and requisition numbers.  Do not place an order using these numbers.  A vendor is to be presented with an approved purchase order when an order is placed.

HELPFUL INFORMATION ON THIS SCREEN:

Field Name
Information

TYP

A documents's type may be one of the following: 
"P" - Document is a purchase order.
"R" - Document is a requisition.

NUM

Document number is provided.

DATE

The date the document was updated (created) on the computer system.

VENDOR

Vendor's name is given to whom the document is assigned.

S

The document status may be one of the following:
"I" - The document is a requisition.  It has not been updated to a purchase 
order. The day a requisition has been entered, it is in "I" status. 
The following day, it should be updated to "P" status. 
If a requisition is not updated to "P" status, an error was made when 
entering the requisition.
"P" - A purchase order exist.  The purchase order must be approved by the 
Purchasing Agent to remain in "P" status.
"V" - The purchase order is not approved by the Purchasing Agent and is voided.
"C" - The purchase order was cancelled by the Budget Manager's request, etc.

PC

Once of the following may appear in this field:
"F" - The purchase order is currently entered in the Accounts Payable
System for payment.
"P" - A partial payment has been made using the purchase order.
Further payment can be made using the purchase order.
"C" - A complete payment has been made using the purchase order.
No further payments can be made using the purchase order.

AMT

Total amount of document charged to this budget.

TOTAL

Total amount of document.

AMT-P

Amount that has been paid from this budget.

  • If the amount in the TOTAL column (8th column) is more than the amount in the AMT column (7th column), the document may be a multiple budget document.  The AMT column shows only the amount that is charged to this budget.  (See the third document given on the sample screen above.)
  • If the amount in the AMT column (7th column) is larger than the amount in the AMT-P column (9th column), partial payments may have been made with the purchase order.  The PC column, 6th column, would verify this.  The document may also be voided, canceled, outstanding or paid complete.  Check the status of the document, column 6.  (See the fifth document given on the sample screen above.)
  • If the amount in the AMT-P column (9th column) is zero (.00), the document has not been paid or has been canceled or voided.  Check the status of the document, column 6.  (See the eighth document given on the sample screen above.)
  • If the amounts in the AMT column (7th column) and the TOTAL column (8th column) is equal, but the amount in the AMT-P column (9th column) is different, there was more or less paid with this budget.  This may occur when the invoice was more or less than the purchase order amount. (See the fourth document given on the sample screen above.)