Copying an Existing Purchase Order
Process
This job aid describes the process to copy a Purchase Order (PO).
To copy a Purchase Order, follow the steps below:
Use Global Search by Page Code to open a page
On the Global Search bar, click the drop-down.
Check the Page Code check box:
In the Global Search bar enter: PO
2. Search for a Purchase Order Transaction
Enter a Department Code in the Transaction Dept. field.
Enter the Transaction ID into the ID field for the Purchase Order to copy
Select Search.
3. Copy the Purchase Order
Click the 3-dot menu, located at the far right of the search results blue line for the Purchase Order to be copied and select Copy.
Enter the target transaction's department code in the Transaction Department field.
Enter a Transaction Unit Code if needed.
Enter the Transaction ID prefix into the Document ID field (usually the current fiscal year).
Select Auto Numbering checkbox.
Select Copy Transaction.
4. Header Tab
Update, if necessary, the following fields on the General Information tab in the Header section.
Transaction Name
Transaction Description
Scroll down to the Transaction Defaults section, and update (if applicable):
Terms and Conditions Template (See NOTE below)
NOTE: If you select a new Terms and Condition Template, select Related Actions from the 3 dot menu on the right side of screen by the Attachments button and select Load Terms and Conditions from the menu.
Continue to update (if applicable):
Shipping Location
Shipping Method
Free On Board (value 5)
Delivery Date
Delivery Type, and
Billing Location
Select Related Actions from the 3 dot menu on the right side of screen by the Attachments button and select Ship/Bill To Lines from the menu
Select Save.
Upload attachments if necessary.
Select the Header tab
Click the Attachments Button
Select Upload tab
Choose method of uploading
When finished selecting files,
Click Upload
5. Vendor Tab
Update the following fields on the Vendor section of the Vendor tab.
Vendor/Customer
Toggle the caret to show additional fields
Address ID
Vendor Contact ID
Vendor Contact Name
If Vendor Contact ID is not available, manually enter the Vendor Contact Name and Contact Phone Number.
Select Validate.
6. Commodity Tab
Select the Commodity tab and for each commodity line, update the data in the General Information tab.
Update the CL Description if necessary.
If the commodity Line Type is for an Item, update any of the following fields:
Enter a quantity in the Quantity field
Select a Purchase Unit
Enter a Unit Price
If the commodity Line Type is for Service, update any of the following fields.
Enter an amount in the Contract Amount field
Enter a service date in the Service From and Service To field
Select Recalculate Accounting Lines from the tab level Related Actions menu.
7. Accounting Tab
Select the Accounting tab and in the General Information section update:
Event Type
Line Description
Repeat these steps for each accounting line requiring an update.
Select the COA section in the Accounting tab and update
Fund
Department
Unit
Appr Unit, and
Object
Select Validate.
8. Validate and Save
Validate and Save
