Fully approved requisitions are able to be converted to purchase orders from within the Purchase Orders option. When converting requisitions to purchase orders, multiple requisitions can be converted each to a separate purchase order; one or more requisitions can be converted to a single (new) purchase order; or one or more requisitions can be converted to an existing purchase order.
How to select (convert) requisitions to purchase orders:
Select the Purchase Orders menu.
Complete the appropriate conversion process:
Complete the steps below to convert multiple requisitions each to a separate purchase order:
On the Purchase Orders screen, click the New button.
At the entry screen, click the Select Requisitions button and select Create Multiple Purchase Orders.
The outstanding requisitions (those that have been approved but not yet converted to purchase orders) display on the Select Requisitions for Multiple Purchase Orders screen. If desired, change the filters to modify the requisitions displayed here.
Note: If the user is assigned to one or more ship to addresses and/or vendor groups (in the User Security option), only the requisitions tied to the designated ship to addresses and/or vendor groups appear.
Select the requisitions to convert to purchase orders.
Click the Save button.
A message briefly appears at the top of the screen listing the purchase order numbers successfully created and/or the requisition numbers that could not be converted to purchase orders.
Make any necessary changes to the purchase orders and save. If needed, refer to Editing a Purchase Order.
Complete the steps below to convert one or more requisitions to a single purchase order:
On the Purchase Orders screen, click the New button.
At the entry screen, click the Select Requisitions button and select Create Single Purchase Order.
The outstanding requisitions (those that have been approved but not yet converted to purchase orders) display on the Select Requisitions for Single Purchase Order screen. If desired, change the filters to modify the requisitions displayed here.
Note: If the user is assigned to one or more ship to addresses and/or vendor groups (in the User Security option), only the requisitions tied to the designated ship to addresses and/or vendor groups appear.
Select the requisition(s) to convert to the purchase order, and select the Primary field for the one requisition from which to use the Header Information on the purchase order if multiple requisitions are chosen to be converted.
Tip: If only one requisition is selected to be converted, the Primary field does not have to be completed as the information from the selected requisition will automatically be used on the purchase order.
Click the Save button.
The newly created purchase order displays on the screen. Make any necessary changes to the purchase order and save. If needed, refer to Editing a Purchase Order.
Complete the steps below to convert one or more requisitions to an existing purchase order:
On the Purchase Order screens, click the More (…) button to the right of the purchase order to edit and select View/Edit, or double-click on the purchase order.
Tip: Only purchase orders with a status of Draft or Ready to Order can be edited.
At the entry screen, click the Select Requisitions button and select Add to Existing Purchase Order.
The outstanding requisitions (those that have been approved but not yet converted to purchase orders) for the vendor designated on the existing purchase order display on the Add Requisitions to Existing Purchase Order screen. If desired, change the filters to modify the requisitions displayed here.
Note: If the user is assigned to one or more ship to addresses and/or vendor groups (in the User Security option), only the requisitions tied to the designated ship to addresses and/or vendor groups appear.
Select the requisitions to convert to the existing purchase order.
Click the Save button.
The updated purchase order displays on the screen. Make any necessary changes to the purchase order and save. If needed, refer to Editing a Purchase Order.
Once all the desired requisitions have been converted to purchase orders, print a listing (if the user has rights to do so) and print the purchase order forms if needed.
Tip: If applicable, when printing a listing, be sure to complete the Batch Description parameter for the appropriate batch.
If the purchase orders are ready for posting by the Business Office, finalize the purchase orders by selecting the applicable ones (those with a status of Draft) on the Purchase Orders screen and clicking the Ready to Order button at the top of the screen.
Inform the Business Office to post the purchase orders, and if needed, email the purchase orders by completing the Email Purchase Orders option within Accounts Payable.