Embedded Files
Process
This job aid describes the process for creating a PO from the Transaction Catalog in CORE.
To create a PO from the Transaction Catalog in CORE, 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. Create a Purchase Order Transaction
Select Create.
Enter a Department Code in the Transaction Dept. field.
Enter a Transaction Unit code if needed.
Enter the transaction ID prefix into the ID field (usually the current fiscal year).
Select the Auto Numbering check box.
Select Continue.
Populate the General Information section on the Header tab.
Enter a Transaction Name.
Enter a Transaction Description.
Populate the Procurement Personnel section on the Header tab.
Enter or select a requestor ID from the pick list.
Click Save. This will populate the other fields with the Requestor's information.
Select a Shipping Location from the pick list in the Transaction Defaults section on the Header tab.
Select a Shipping Method from the pick list.
Select a Free On Board option from the pick list.
Select a Delivery Date.
Select a Delivery Type from the pick list.
Select a Billing Location from the pick list.
Type additional information in the fields as needed.
Click Save.
Select a Terms and Conditions template from the Transaction Defaults section on the Header tab. (Optional)
Select Load Terms and Conditions from the vertical 3 dot menu. This will add the Terms and Conditions to the PO from the template.
On the Vendor tab:
Select a Vendor Customer using the picklist
Select Save to populate the vendor fields.
If you need a different address or contact, you can choose these from the Address ID and Vendor Contact ID picklists
If the Vendor Contact ID is not available or is missing information, manually enter the Vendor Contact Name and/or Vendor Contact Phone.
Click Save.
On the Commodity tab:
Select the insert a new line icon (+).
Enter or select a Commodity Code from the pick list.
Expand the caret:
For Line Type: Item
Select a Line Type: Item
Enter a Quantity.
Select a Purchase Unit.
Enter a Unit Price.
For Line Type: Service
Select a Line Type: Service
Enter a Contract Amount.
Select a Service From date.
Select a Service To date.
Select Use Ship/Bill from Header from the vertical 3 dot menu
Click Save.
Insert additional new lines for commodities as needed.
On the Accounting tab:
Select the insert a new line icon (+).
Expand the caret
In the General Information section:
Enter or select an Event Type from the pick list.
In the COA section:
Enter or select a Fund from the pick list.
Enter or select a Department from the pick list.
Enter or select a Unit from the pick list.
Enter or select an Appr Unit from the pick list.
3. Save and Validate the Transaction
Click Save.
Line Amount populates from the Commodity Line upon saving. Update if needed when there are multiple accounting lines.
Repeat the steps above for each Commodity Line.
Click Validate
Note: the Object will populate from the Commodity Object table (COMMOB). Modify the Object if necessary to another valid object for the commodity based on the COMMOB table.
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