Recent Changes:  
6.54
-Added notes tab to Enter/Edit Purchase Requisition, Inquire Purchase Requisition, Review/Approve Purchase Order Requisitions, Edit Purchase Orders, and Inquire Purchase Orders
-Added binoculars and red "View Notes" verbiage if notes exist for requisitions or purchase orders that are warnings

SmartFusion Modules

Purchasing Test Plan

SmartFusion Menu Items

Process | Reports | Maintenance | Parameters

Process

• Enter/Edit Purchase Requisitions
• Inquire Purchase Requisitions
• Review/Approve PO Requisitions
• Edit Purchase Orders
• Inquire Purchase Orders
• Print Purchase Orders
• Enter Receipts
• Print Receiving Report
• Cancel Purchase Requisition
• Cancel Purchase Order
• Email Monitor

Reports

• PO Purchase Requisition Status Report
• PO Encumbrance Report
• Purchase Order Audit
• Purchasing Report by Vendor
• PO Master Report by Vendor
• PO Routing Status Report (Enhanced Routing only)

Maintenance

• Reactivate Purchase Order
• Bring POs Forward/Back

Parameters

• Location
• Purchase Order System File
• Enter/Edit Custom Reports
• Enter/Edit Signatures
• Enter/Edit Email Templates
• PO Approval Routing
• Print Custom Forms

Overview

The Purchasing module is designed to interface with the Fund Ledger, Accounts Payable, and Inventory modules.

When an order is entered, it is entered as a purchase requisition. A requisition number is assigned at the time of entry and the requisition status is maintained until it is approved. At the time of approval, a purchase order number is assigned and the purchase order can then be printed.

Several checks are performed when the requisition is entered.

•The system checks the fund ledger to make sure the account number is valid and alerts the operator if the order will cause the account budget to be exceeded.

•The system security file is checked to confirm that the dollar value of the requisition does not exceed the levels that the operator is authorized to enter, and that the operator is authorized to make charges to the specified ledger account number.

The fund ledger is automatically encumbered when the requisition is saved.

All purchase requisitions can be electronically approved based on approval authorizations established in the system security file.

If the Inventory module is installed:

• The inventory master reflects the quantity of items on order. • Purchase order receipts entered for inventory items automatically update inventory balances.

When accounts payable invoices are entered and the purchase order number is referenced on the voucher entry screen, account numbers and the purchase order balance are retrieved from the open purchase order file. This reduces the time required to key invoices and helps make sure the correct account number is charged.

Purchase Order Module Flow

Purchase requisitions pre-encumber the ledger at the time of entry. During this process, budget verification also occurs. Once the purchase requisition is approved and becomes a purchase order, the system automatically changes the pre-encumbrance to an encumbrance.

The purchase order may then be referenced on vouchers in Accounts Payable. When Accounts Payable is posted to ledger, the encumbrance will be relieved and the voucher expense will be posted.

Security Considerations

There are several security features available for use in the PO system.

The system utilizes the user’s account match to determine which accounts may be used on a purchase requisition and what level of dollar amounts may be encumbered to an account.

A user may have access to all accounts or have access restricted to various groups of accounts. An unlimited number of account combinations may be entered. For each account match, you may define the PO Entry, PO Review 1, PO Review 2, and PO Approval levels. The system checks these levels in Enter/Edit Purchase Requisitions and also in Review/Approve Purchase Requisition. You may also designate whether the user may exceed budget.

If PO Date is flagged, the user can edit the default date when entering a purchase requisition.

If Inventory is flagged and your organization uses the Inventory module, the user can access the inventory item number when entering a purchase requisition.

The Cancel PO flag allows a Cancel PO button to appear on the Edit Purchase Order screen so that a PO may be cancelled without using the Cancel Purchase Order menu option.

If the Blanket PO option is checked, a flag appears on the Enter/Edit Purchase Requisition, Inquire Purchase Requisitions, Review/Approve Purchase Requisitions, Edit Purchase Orders and Inquire Purchase Orders screens. Please see the Purchase Order documentation for details on using blanket purchase orders.

If Allow user to copy PO’s is flagged, a button appears on the existing Purchase Order that allows the user to create a new unapproved Purchase Requisition.

If a PO Print Limit is set and the user has rights to print purchase orders, the user can print PO’s only up to the specified dollar amount. If this field is populated with all nines (as in the screenshot above), the user may print a PO for any dollar amount. If it set to zero, the user cannot print PO’s at all.

The Entry Total, Review#1 Total, Review#2 Total, and Approve Total fields restrict the overall purchase requisition total that a user may enter.