Purpose
The purpose of this quick reference guide is to step through the process of manually allocating Purchase Orders as part of the Utilities Package. The intended audience for this document is System Administrators / Standard Users. Now that the Purchase Order and Purchase Order Junction records have been created (as per the instructions given in the QRG Create Purchase Orders and QRG Create Purchase Order Junctions), they can be allocated to Pay Transactions. The Purchase Order allocation can be done via a Scheduled Job, or alternatively, your Org might have the ability to run the process from the Utilities Bar as detailed here. This assists when you need to quickly allocate Purchase Orders to Pay Transactions and can’t wait for the next Scheduled job to complete. This process reviews each Pay Transaction where the ‘Process PO Allocation’ field is populated and attempts to find a suitable Purchase Order Junction based on the configuration of the Purchase Order Junction and related Purchase Order.Steps
Process PO Allocation Manually
To allocate a Purchase Order manually, follow the steps below:-
Click on the App Launcher icon (see Figure 1).
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Select the PO Management Process App (see Figure 2).
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In the Utilities Bar at the bottom left of the screen, select Flow (see Figure 3).
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Select the Yes radio button for either Refresh (to re-query PO Allocations already applied but not Invoiced) or Continue (to Process PO Allocations to Pay Transactions not already allocated) and click Next (see Figure 5).
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The process will run in the background to allocate Purchase Orders in line with the data created (see Figure 6).
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Users can select the Finish button to return the Flow to the initial screen, or select the minimise bar on the Flow to hide it from sitting across some of the screen (see Figure 7).
- Purchase Order: Lookup to the Purchase Order found during the PO Allocation. If this value is NULL, no Purchase Order was found.
- Purchase Order Number: The ‘Purchase Order Number’ field from the related Purchase Order.
- PO Allocation Notes: This will display the results of the PO Allocation. This field will display success and error messages.
- Process PO Allocation*: If a Purchase Order was found, this checkbox will be unchecked and the Pay Transaction will not be processed again. If no Purchase Order record was found, this field will remain checked and processed again the next time the PO Management process is run.
- To be Invoiced?: If a Purchase Order was successfully found, the ‘To be Invoiced?’ field will be set to checked and the Pay Transaction can now be invoiced.