When a purchase order number has been provided to a vendor, but a document was not created, the Purchasing and Receiving Subsystems provide for a rush or emergency request. A confirming order document is optional. The system provides a report online of candidate vendors ranked by price and performance. Institutional selection criteria, such as minority status, can also be included in the ranking. Once a buyer chooses a vendor, a purchase order number is assigned.
Buyers can choose to consolidate numerous individual requests into a single purchase order.
Multiple budgetary accounts can be assigned to each purchase order line item. Descriptive information such as vendor name and address, shipping instructions and special instructions are maintained on tables for automatic inclusion on the purchase order document. Space is also provide for free formed text to be entered by the buyer. The purchase order document can be printed. The encumbrance transaction is posted to the General, Operating and Encumbrance Ledgers online.