CREATING THE PURCHASE ORDER:
- Click Purchasing on the top menu bar.
- Select New Requisition (OR) click on the PO/Req Tab and select New.
- Start typing the vendor ‘s name or number or click the
question mark to select from the vendor lookup list.
- Enter the account number(s), descriptions and amount(s).
- Click Save.
- The Requisition will now be assigned a requisition number.
- The Purchasing Agent can now approve the requisition by clicking on the Purchasing Thumbs Up.
- Authorize the funds for the requisition by clicking the Certify Funds Thumbs Up OR using the requisition authorization tool.
- The Purchase Order is now ready to be paid.
PAYING THE PURCHASE ORDER:
- Click Pay (button at the top): You can select Pay in Full or either of the partial pay options.
Pay in Full: The payment amount will show the balance due.
You can edit individual payment lines if you do not want to pay them in full.
Partial Payment (leave balance open): Fill in the amount to be paid for each line.
Any amount remaining on the PO will show as a Balance Due.
Partial Final Payment (Close balance after payment): Fill in the amount to be paid for each line and any remaining balance will be canceled when the PO is paid.
- Click Submit Payment.
You can bypass the authorization process and use the PO rapid pay tool to approve multiple Purchase Orders.
See Using the Rapid PO Pay Tool
CREATING THE CHECK
Click Checks on the top menu bar.
Select Pending Checks/Create Bills List.
- Select the account from the drop-down list OR click Create Bills List for All Checks & All Funds.
- Select the method and other Options.
- Include prior disbursements (manual checks and bank transfers) by pressing the Add Previous Distribution button.
- Click Print & Save.
- Return to the top bar menu. Click Checks menu and then select Print Check(s) from Recent Bills List.
- Enter the starting check number and the date you want on the checks.
- Click Print Checks.
IMPORTANT
When asked Did the checks print ok? LOOK AT THE CHECKS to determine the correct response.
- If they printed correctly, click Yes.
- When you answer Yes, the checks get recorded in the system.
- If the checks did not print correctly, answering No will give you the opportunity to reprint the checks. When handled this way, the incorrect checks will not appear in your system.
- If there was a problem with the printing, but you answered Yes, the incorrect checks will have to be voided manually (one at a time) and will remain in your system as voided checks.