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When you select Purchase Orders from the Main Menu, the system displays the Document Lookup screen. Although you may use the Document Lookup screen to search for any type of e-doc, it initially displays fields that are especially helpful in searching for purchase orders.
Purchase Orders Document Lookup screen
Title |
Description |
Type |
To search for purchase orders, use the default entry of PO. To search for another type of e-doc, enter the appropriate type code or use the lookup to find it. If you change the Type entry and move the cursor to another field, the system displays fields appropriate to the type of e-doc you have specified. |
Initiator |
To search for purchase orders initiated by a particular user, enter the person's username (principal name) or use the lookup to find it. |
Document/Notification ID |
To search for a purchase order based on its unique document number, enter the number. |
Date Created From |
To search for purchase orders created during a particular period of time, enter the first date in the desired range of dates. You may also use the calendar icon to select the date. The default is today's date. |
Date Created To |
To search for purchase orders created during a particular period of time, enter the last date in the desired range of dates. You may also use the calendar icon to select the date. |
Document Description |
To search for purchase orders containing a particular description, enter the description. |
Organization Document Number |
To search for purchase orders containing a particular organization document number, enter the number. This number is typically used to identify a related record in another campus system (for example, a customer relationship management system, an order processing system, etc.). When used in this way, the entry ties a KFS cash control e-doc to a record in the non-Kuali application. |
Purchase Order # |
To search for a purchase order based on its PO number, enter the appropriate number. |
To search for purchase orders associated with a particular requisition, enter the appropriate requisition number. | |
Vendor # |
To search for purchase orders for a particular vendor, enter the appropriate vendor number or use the lookup to find it. |
Purchase Order Chart Code |
To search for purchase orders affecting accounts in a particular chart, enter the appropriate chart code or use the lookup to find it. |
Purchase Order Organization Code |
To search for purchase orders affecting accounts in a particular organization, enter the appropriate organization code or use the lookup to find it. |
Requestor Name |
To search for purchase orders requested by a particular person, enter the appropriate person's name. |
Assigned To User |
To search for purchase orders assigned to a particular person, enter the appropriate person's name. |
Delivery Campus |
To search for purchase orders associated with a particular delivery campus, enter the appropriate campus code or use the lookup to find it. |
Contract Manager |
To search for purchase orders associated with a particular contract manager, enter the appropriate code or use the lookup to find it. |
Previous Purchase Order # |
To search for purchase orders associated with a particular previous PO, enter the appropriate previous PO number. |
Purchase Order Last Transmit Date From |
To search for purchase orders last transmitted to the vendor during a particular period of time, enter the first date in the desired range of dates. You may also use the calendar icon to select the date. The default is today's date. |
Purchase Order Last Transmit Date To |
To search for purchase orders last transmitted to the vendor during a particular period of time, enter the last date in the desired range of dates. You may also use the calendar icon to select the date. |
Date Required From |
To search for purchase orders whose goods or services are required during a particular period of time, enter the first date in the desired range of dates. You may also use the calendar icon to select the date. The default is today's date. |
Date Required To |
To search for purchase orders whose goods or services are required during a particular period of time, enter the last date in the desired range of dates. You may also use the calendar icon to select the date. |
Date Required Reason |
To search for purchase orders whose fulfillment is required for a specific reason, select the appropriate reason from the list or use the lookup to find it. |
Receiving Required |
To search for purchase orders based on whether or not receiving is required, click Yes, No, or Both. |
Payment Request Positive Approval Required |
To search for purchase orders based on whether or not positive approval is required before a payment request for the goods or services can be fulfilled, click Yes, No, or Both. |
Purchase Order Status |
To search for purchase orders based on their status, select the appropriate status from the list. |
Return Current Documents Only |
To search for purchase orders based on whether or not they are current, click Yes, No, or Both. |
Chart Code |
To search for purchase orders associated with a particular chart, select the appropriate chart from the list or use the lookup to find it. |
Account Number |
To search for purchase orders based on the account affected, enter the appropriate account number or use the lookup to find it. |
Organization Code |
To search for purchase orders based on the organization affected, enter the appropriate organization code or use the lookup to find it. |
Ledger Document Type |
|
Total Amount |
To search for purchase orders based on the total amount, enter the amount. |
Search Result Type |
To view the retrieved e-docs in their entirety, click Document Specific Data. To retrieve only the routing status, date created, and route log for these e-docs, click Workflow Data. |
Name this search (optional) |
To save this set of search criteria for later use, enter a name for it. |
In many fields you may use special characters to search on a partial entry. For information about using special characters to search, see Data Entry Tips.
For information about using features and options that are common to all types of custom document searches and working with the search results, see Performing Custom Document Searches.
After you select a specific purchase order from the search results, the system displays it in view-only mode.
For information about the fields on a purchase order, see Document Layout under Purchase Order.
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