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. As activity takes place against a purchase order, the Purchasing and Receiving Subsystems display online goods requested versus goods ordered and the available balance. Change Orders may be processed against an existing purchase order with any element subject to change except the vendor and the original purchase order number. The system maintains the original purchase order and its composite order with all previous change orders being reflected.