Using Complete Other Purchases

1. When you first enter the Other Purchase Orders option a Select An Other Purchase Order window will display the following options:

• EXIT – Select EXIT to leave this option.
• ADD – Select ADD to add a new non-inventory purchase order to the system.
• A list of previously entered Other Purchase Orders with the following fields:
  • PO Number
  • Status - Open, Pending, or Voided non-inventory purchase orders in the system.
  • Buyer ID
  • Open Date
  • Expected Date
  • Vendor ID and name
  • The Other Purchase Order header description if entered

Scroll to the Other Purchase Order to complete and press Enter to confirm selection. See Other Purchase Orders for more information.

2. The details of the Other Purchase Order will appear. Refer to Other Purchase Orders for details about the fields on the screen.

3. Command options will appear: Exit, Complete, and Invoice

• Exit – Select Exit to exit the Complete Other Purchases option without completing the other purchase order. The system will allow you to leave this option and take you back to the first Select an Other Purchase Order window.
• Complete – Select Complete to complete the other purchase order. Proceed to the next step.
• Invoice – Select Invoice to add or edit the vendor's invoice number field in the header section. This field will be required if you have set the Require Invoice Number field to Y (Y=yes) in Purchasing Options.

Note: If an attempt is made to complete an open purchase order (no receipts entered) the message line displays: "Cannot Complete a Zero Purchase Order!"

Command options display: Payment Approval Hold and Ready to Pay

• Payment Approval hold – Select Payment Approval Hold to complete the other purchase order, update the vendor’s open payables balance, and create the voucher to be paid on payment hold. This will prevent the voucher from being selected during the payment selection.
• Ready to Pay – Select Ready to Pay to complete the other purchase order, update the vendor’s open payables balance, create the voucher, and approve it for payment.

A message will appear: "Print Purchase Order? No/Yes" based on the form settings for Completed Purchase Orders (PC) in Purchasing Options.

• Select no to exit without printing the other purchase order.

• Select yes to print the other purchase order. Command options will appear allowing you to print or choose from a set of other print options.

Note: The Ready to Pay option is only available to users with Accounts Payable Security privileges.

Once a purchase order has been completed, it is no longer accessible through this option and can be found in Payables Inquiry and changed in Voucher.

Security Required : Purchasing - Other Complete