Guidelines for processing PO Supplements

1. Guidelines for processing PO Supplements Examples of closing PO lines, Internal POs, TRPOs, and increasing PO lines

2. Always start at LLPO to look at the ‘big picture’ of the PO to determine what has happened on the line. You always want to see what was Received, Invoiced, and Expensed. In this example the Rec/Inv/Expensed amounts are equal AND these amounts are GREATER than the extended amount of the line. Therefore, you will go to POIT with an Action of U and change the Status of the line from an O (Open) to a C (Closed) Press ‘enter’ to validate. Also you should include a comment by pressing the PF11key. Press PF10 to submit the transaction. This transaction will route to the buyer on the PO for approval. Once approved, the PO line will be closed. Example of PO Line Example of POIT Process Example of Closing a blanket PO when the Rec/Inv/Exp Amounts are equal AND GREATER than the extended amount of the line.

3. Always start at LLPO to look at the ‘big picture’ of the PO to determine what has happened on the line. You always want to see what was Received, Invoiced, and Expensed. In this example the PO was setup as an ‘invoiced attached ‘and therefore no receiving was required. The InvQtyand ExpQtyare equal, BUT LESS than the Qty ordered. You will go to POIT with an Action of U and update the Qty ordered, from 5.55 to 5.50 (The qty amount invoiced and expensed) Press ‘enter’ to validate. Also you should include a comment by pressing the PF11key. Press PF10 to submit the transaction. This transaction will route to the buyer on the PO for approval. Once approved, the PO line will be closed. Example of PO Line Example of POIT Process Example of Closing a PO line setup by Qtywhere NO Receiving was required, the Invoiced and Expensed are equal, BUT LESS than the Qty ordered.

4. Always start at LLPO to look at the ‘big picture’ of the PO to determine what has happened on the line. You always want to see what was Received, Invoiced, and Expensed. In this example the PO line was setup as a Qty receiving PO line but there are NO amounts in the Rec/Inv/Exp amount fields. (This means that there was no activity at all against the PO.) You will go to POIT with an Action of U and remove the Qty ordered. In this example, the Qty ordered was 1. Press ‘enter’ to validate. Also you should include a comment by pressing the PF11key. Press PF10 to submit the transaction. This transaction will route to the buyer on the PO for approval. Once approved, the PO line will be ‘canceled’. Example of PO Line Example of POIT Process Example of Closing a Regular PO line setup by Qtywhere there are no amounts in the Received/Invoiced/Expensed fields

5. Always start at LLPO to look at the ‘big picture’ of the PO to determine what has happened on the line. You always want to see what was Received, Invoiced, and Expensed. In this example, the Inv and Exp amounts are EQUAL yet the Rec Amtis less. This is due to the fact that use tax was paid on invoices. In this situation, the Rec amount will ALWAYS be less. As long as the Inv and Exp amounts are equal, you do not have to look any further. In this example The PO is a BLANKET. Rule to Remember: If closing a blanket PO, IF the Rec/Inv/Exp amounts are LESS than the Unit Price on the line. You are in a TWO STEP Process. Step 1: You will go to POIT with an Action of U and lower the Unit Price to equal the Invoiced and Expensed Amts. So in this example the unit price is lowered to 5028.56 Press ‘enter’ to validate. Also you should include a comment by pressing the PF11key. Press PF10 to submit the transaction. This transaction will route to the buyer on the PO for approval. Once approved you will then go to POIT again with an Action of U and change the Status from an O to a C. Press ‘enter’ to validate and PF10 to submit. Once approved by your buyer, the PO line will be closed. Example of PO Line Example of POIT Process-Step 1 Example of POIT Process-Step 2 Example of Closing a Blanket PO line where the Rec/Inv/Expensed amounts are LESS than the Unit Price.

6. Always start at LLPO to look at the ‘big picture’ of the PO to determine what has happened on the line. You always want to see what was Received, Invoiced, and Expensed. In this example there is no amounts in the Rec/Inv/Exp fields. In this example The PO line has been setup to do receiving by $. We know this by the $ sign in the UM field. To close this line you will go to POIT with an Action of U and remove the Unit Price amount of 4, 900.00 Press ‘enter’ to validate. Also you should include a comment by pressing the PF11key. Press PF10 to submit the transaction. This transaction will route to the buyer on the PO for approval. Once approved the PO line will be ‘canceled’ Example of PO Line Example of POIT Process Example of Closing a Regular PO line setup with $ receiving where there was no Receiving/Invoicing/Expensing Activity

7. Always start at LLPO to look at the ‘big picture’ of the PO to determine what has happened on the line. You always want to see what was Received, Invoiced, and Expensed. In this example the Invoiced and Expensed Amounts are equal and GREATER than the Received Amt. (This is because these amounts include USE TAX ) The PO line has been setup to do receiving by $. We know this by the $ sign in the UM field. To close this line you will go to POIT with an Action of U and lower the Unit Price to equal the Invoiced and Expensed Amtof 38486.49 Press ‘enter’ to validate. Also you should include a comment by pressing the PF11key. Press PF10 to submit the transaction. This transaction will route to the buyer on the PO for approval. Once approved the PO line will be closed. Example of PO Line Example of POIT Process Example of Closing a Regular PO line Setup with $ Receiving where the Invoiced and Expensed Amounts are equal and GREATER than the Received Amount AND all 3 amounts are LESS than the Unit Price

8. Always start at LLPO to look at the ‘big picture’ of the PO to determine what has happened on the line. You always want to see what was Received, Invoiced, and Expensed. In this example the Invoiced and Expensed Quantities are equal and LESS than the Received Qty. This tells you that there are outstanding receiving entries which has prohibited this line from closing. The PO line has been setup to do receiving by qty. By looking at the Unit Price and looking at the Rec Qty, it appears that the user did receiving by $ instead of qty. To close this line you must first delete the outstanding receiving entry. This can be done by either going to LILP and deleting the receiving entries OR by going to webBASIS to delete the entry. From LILP mark the QRPO entry and press PF2. With an Action of D press ‘enter’ then PF10to delete the entry. Now go to POITwith an Action of U and change the Status from an O to a C. Press ‘enter’ to validate. Also you should include a comment by pressing the PF11key. Press PF10 to submit the transaction. This transaction will route to the buyer on the PO for approval. Once approved the PO line will be closed. Example of PO Line Example of LILP Screen Example of POIT Screen Example of Closing a Regular PO line Setup for Qty Receiving where the Invoiced and Expensed Qtys are equal and LESS than the Received Qty

9. Always start at LLPO to look at the ‘big picture’ of the PO to determine what has happened on the line. You always want to see what was Received, Invoiced, and Expensed. In this example the Received and Invoiced Amounts are equal and GREATER than the Expensed Amount. This is due to the calculation of excess sales/use tax and savings passed on to dept.. This PO happens to be a blanket PO which is always setup for $ receiving. You must also look to see what the extended amount of the line is. In this example the extended amount of the line is less than the Received/Invoiced/Expensed Amount Now go to POIT with an Action of U and change the Status from an O to a C. Press ‘enter’ to validate. Also you should include a comment by pressing the PF11key. Press PF10 to submit the transaction. This transaction will route to the buyer on the PO for approval. Once approved the PO line will be closed. Example of PO Line Example of POIT Screen Example of Closing a PO setup where Receiving is by $ and where the Rec/Inv amounts are equal and GREATER than the Expensed Amount

10. Always start at LLPO to look at the ‘big picture’ of the PO to determine what has happened on the line. You always want to see what was Received, Invoiced, and Expensed. In this example the Received and Invoiced Amounts are all different, BUT the Received Amount is the greatest, so the assumption is that there is an outstanding Receiving Entry. Go to LILP to see if there is an outstanding Receiving Entry. In this example there is NO Outstanding Entry. This is your clue that this PO line has a rounding error. If you attempt to go to POIT to change the Status, you will not be able to. THIS PO LINE MUST BE FIXED BY A PROGRAMMER. CONTACT A BASIS TEAM MEMBER AND REQUEST THE PO LINE TO BE CLOSED. Example of PO Line Example of LILP List Example of Closing a PO setup where Receiving is by $ and where the Received/Invoiced/Expensed Amounts are not equal and there is NO outstanding Receiving or Invoice Entry CONTACT A BASIS TEAM MEMBER. THIS PO LINE WILL HAVE TO BE PROGRAMMATICALLY CLOSED.

11. Internal Purchase Orders do not require Receiving or Invoicing in the same way that other Purchase Orders do. Accounting Entries are uploaded to BASIS from the Internal Vendor. To close an Internal PO you will go to IPO with an Action of U. Change the Status from an O to a C. If there was no expensing against the PO, you would change the Status to an X. Press ‘enter’ to validate and PF10 to submit. The transaction will route to the Internal Vendor for approval. Example of Internal PO Closing Example of Closing an Internal PO

12. To close a Travel Related Purchase Order you will first determine what has happened against the line of the PO. .In this example there has been no Invoicing or Expense Amount, so you will go to TRPO with an Action of U, have your PO number in the PO number field and press ‘enter’. You will remove the Amount of 246.34, press ‘enter’ to validate and PF10 to save. This transaction will route to the Travel Office for approval. Note: If there had been Invoicing an Expensing, you would have lowered the amount down to equal the Invoiced/Expensed Amount. Example of Closing a Travel Related PO Example of Closing a Travel Related Purchase Order

13. If you want to encumber funds against an already established Internal Purchase Order, if you know how much additional funds you want to encumber, you will go to IPO with an Action of U, put the PO number in the PO number field and press ‘enter’. You will look to see what has already expensed against your line or lines. In this example, 599.12 was expensed against the first line and 20, 648.16 has been expensed against the second line. (In order to establish an encumbrance I have to increase each of these lines GREATER than what has expensed. I want to increase line one to 625.00 as I will only probably spend 10.00 in long distance this year. Line 2 I will increase to 21438.00 Press ‘enter’ to validate and PF10 to save. This transaction will route to the cost center approvers with the internal vendor being the final approver. Example of Increasing an Internal PO to Establish an Encumbrance Example of Increasing an Internal PO to Establish an Encumbrance

14. If you have reached your maximum on a blanket PO line and need to create an additional encumbrance you will type POIT in the Command field with an Action of U and press ‘enter’. In the Unit Price field you will increase the amount to the additional amount you want to encumber. Note:The only way the encumbrance is affected is by modifying the Unit Price on a blanket. Once you have made your modification, press ‘enter’ to validate and PF10 to save. Your transaction will route to your cost center approvers with the buyer on the original PO being the final approver. Example of Increasing a Blanket PO to Establish an Encumbrance Example of Increasing a Blanket PO to increase and establish an Encumbrance. This is an ‘exempt’ PO (no bidding required) where the Unit Price may be allowed to be increased greater than a Regular Blanket PO increase per month