Business Rules
• All required fields must be completed before the PO document can be submitted for approval.
• Unit of Measure must be completed if Item Type is 'Qty'.
• The Description field on the Item tab must be completed.
• The PO generates encumbrances when it reaches a workflow status of 'FINAL'. Encumbrances are created on the accounts and object codes entered in the item sections and the appropriate offset object code(s).
• An APO document may be created only under certain conditions, as specified in the business rules set up by the institution. Examples of conditions that might prevent an APO from being created are:
o The requisition total is greater than the APO limit.
o The requisition total is not greater than zero.
o The requisition contains an item that is marked as restricted.
o The vendor was not selected from the vendor database.
o An error occurred while retrieving the vendor from the database.
o The selected vendor is marked as restricted or debarred.
o The vendor contract selected is expired.
o The requisition has no contract selected, but a contract exists for the selected vendor.
o The requisition's payment type is marked as recurring (Payment Info tab).
o The 'PO Total Cannot Exceed' amount has been entered (Additional Institutional Info tab).
o The requisition contains alternate vendor names.
o The requisition is set to encumber during the next fiscal year (chosen from Year in the Document Overview tab) and approval is not within the APO allowed date range. The date range is determined by the 'ALLOW APO NEXT FY DAYS' parameter.
o The vendor is a B2B vendor and the requisition source is not B2B.
o The requisition contains a trade-in.
o The requisition contains a full order discount.
o The requisition contains a capital asset line item(s).
o The requisition contains accounting strings with an object level in the KFS-PURAP:PURCHASING_ACCOUNTS_PAYABLE_OBJECT_LEVELS parameter (currently set to CAP).
• The following rules apply for allowable accounts to be charged on a PO. These are the same rules used for the REQS and PREQ. The specific codes for these rules may be specified via parameters.
o Only expense (EE, ES or EX object types) or asset (AS object type) object codes are allowed. Asset object codes must be in the INV or OASS object level.
o Object codes in the consolidations of Compensation (CMPN), Financial Aid (SCHL), Reserves (RSRX) and Assessments Expenditures (ASEX) are not allowed.
o Object codes in the levels of Depreciation (DEPR), Indirect Cost Expense (ICOE), Valuations and Adjustments (VADJ) and Taxes (TAX) are not allowed.
o Object codes with a sub-type code for Transfers (TN) are allowed.
Routing