Of these attributes, only the Departmental Reference may be left blank. Payments against orders are updated to the Purchase Orders database on the basis of payment vouchers processed through the Accounts Payable System. The system will attempt to match payments against orders and update the order record containing the same key, ie. Failure to do so will have an adverse effect on the monthly Purchase Order Statements and the commitment figure in the General Ledger. The amount shown as the outstanding commitments for the department by the system should be correct and current at all times.
Departments are responsible for maintaining the correctness of the information in the system.
Access to the Purchase Orders System can be gained by departments in order to make corrections to existing orders. Order Number Account Number Dept. Once the required selection criteria has been entered, press the PF3 key. The first of any records found with the given selection criteria will be displayed, together with the number of records found with the same selection criteria. If no records with the given selection criteria can be found, a message to this effect will be displayed.