After creation, a Purchase order line (POL) can be sent to a vendor immediately, or it can be Packaged, meaning that it will be collected along with other PO Lines sharing certain values into a grouping called a Purchase Order.
The Purchase Order will be sent overnight, and will include all the individual PO lines and, if sent to the vendor, will list each PO line order separately. In a sense, the PO is structured like an invoice; wherein the PO Lines are the line-items.
Packaging is possible only for groups of purchase order lines that share common values. POL values that have to be in common for Packaging:
POL values that have to be in common for Packaging:
Purchase order lines can go through either Manual packaging or Auto packaging, based upon what steps were taken during their creation:
|Selecting...||...Results in||Details||This can be useful in these kinds of cases|
Save and Continue
with the Manual packaging field CHECKED during POL creation
(located in the PO Line details section on the summary tab)
POLs in Manual packaging, require an operator to pick and choose which POLs to package together into a PO via Acquisitions > Purchase Order > Package
Save and Continue
with the Manual packaging field NOT checked during POL creation
ONLY IF the required values are in common* (see list above), PO lines will be packaged together automatically into a single PO. Packaging will occur as an automated process at a set time each night
Note: If more than one fund is used in a POL, the POL will automatically move to Manual packaging
The PO's will be sent to vendors via Order list letters (in the form of an attachment to an email or EDI)
regardless of whether Manual packaging field is checked
Will initiate an Order list letter to be sent to the vendor immediately.
If you would like to send the order immediately
If you click Save above instead of Save and Continue, it will keep the PO In review. The status of the PO line will be Ready and the PO will be In Review.
To fix this:
For instructions on how to manually add PO lines to an existing PO, see Reviewing Purchase Order lines and Purchase orders.
Your Vendor code and Account will determine whether the Purchase Order will be sent via email or EDI.
For more details, see:
After an order has been sent to the Vendor, the Order status will be:
One-time orders: Sent
One time orders that have been received but not yet invoiced will have the status Waiting for Invoice
Continuous orders: Waiting for Renewal
Continuous orders remain in the status Waiting for Renewal until they are closed.
See POL Statuses for more information.