Purpose
The following guide is intended for employee(s) to view and/or complete the following action:
· Answer business questions using the Purchase Order Inquiry Dashboard
Terminology
Purchase Order Line Status:
· Canceled: Indicates that the order line is canceled.
· Closed: Indicates that no further fulfillment activity is expected on the purchase order line.
· Closed for Invoicing: Indicates that no further invoicing activity is expected on the purchase order line.
· Closed for Receiving: Indicates that no further receiving activity is expected on the purchase order line.
· Finally Closed: Indicates that all receiving and invoicing activity on the purchase order line is complete.
· On Hold: Indicates that the receiving and invoicing activity is suspended on the order. These activities can resume after the hold is removed.
· Open: Indicates that the order line is open for receiving and invoicing activities.
· Rejected: Indicates that the order line is rejected by supplier during acknowledgment.
· Organizational Supplier: Custom identifying field within specific procurement groups that helps identify a "Press", "Polsky", and/or "Facilities" supplier.
Potential LOV (List of Values):
· Press
· Polsky
· Facilities
For any combination of the three above, a selection of more than one of the Organizational Supplier identifiers will show up, for example, as "Press-Polsky" or "Press-Facilities-Polsky", among other combinations.
· Smart Form Name: The Smart Form name represents the type of form a user leverages to create a requisition. The purpose of the smart form is to aid in identifying the purpose for specific transactions.
Potential LOV (List of Values):
· Goods- After-the-Fact
· Goods- Non-catalog
· Payment request
· Residential properties
· Services – Non- catalog
· Services – After-the-Fact
· Standing Order
· Subaward
Examples:
· If you are looking to pay someone for services they already performed, ie., a speaker comes to campus and in the contract, you pay them after they talk, you use Payment Request smart form.
· If you are looking to pay another university for services that they have provided against one of your research projects, then you choose the Subaward smart form.
· Standing Order is used for recurring goods or services purchased from a supplier during a specific period of time.
Purchase Order Prefixes:
· CNV: Converted (Non-Subaward) Purchase Order
· SA: Converted (Subaward) Purchase Order
· X: New Purchase Order created in Oracle
Business Questions
Analysis Question
What is the breakdown of POs by status (e.g., how many POs are in the incomplete status)? Transactional Questions
· Display all the Purchase Orders associated with a particular supplier.
· What Purchase Orders were issued during a specific time frame?
· What are the details of the Purchase Order for a specific PO?
· Display all Purchase Orders based on Smart Form ID.
· What specifics pertain to the supplier for a Purchase Order?
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Accessing the Purchase Order Dashboard
1. Input your username and password. Select Login to access your Orbit account.
2. Navigate to the Reports tab on the left side of the screen.
3.
3. Navigate and select the Shared with me folder.
4. Select Procurement Dashboards.
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6. Select Purchase Order Inquiry Dashboard.
7. This is the Purchas Order Inquiry Dashboard, scroll to see the desired business question.
What is the Breakdown of POs by Status? For Example, How Many are Incomplete?
1. Open Purchase Order Inquiry Dashboard and confirm it is in its original state (no filters applied).
2. Scroll down to the # of Purchase Order Lines by Status and Ordered Amount by Line sections. Business question is answered.
Display all the Purchase Orders Associated with a Particular Supplier
1. Open Purchase Order Inquiry Dashboard and confirm it is in its original state (no filters applied).
2. Navigate to the Filters pane in the upper screen and select Supplier.
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4. Search for the desired supplier name and drag or double-click the selected supplier to the Selected item(s) column.
5. Select Ok. Report is showing only the POs with the filtered supplier.
6. On the dashboard, scroll down to the Purchase Order Inquiry Details table to see all POs made by one or many suppliers. Business Question is answered.
Where are the Details for any Purchase Order Accessible?
1. Open Purchase Order Inquiry Dashboard and confirm it is in its original state (no filters applied).
2. Scroll down to the Purchase Order Inquiry Details table at the bottom of the page to see all PO details.
3. (Optional) To see a specific PO, navigate to the Purchase Order Number filter at the top of the page. Apply the PO Number(s) being searched for.
4. Select Ok. Filter will be applied to the dashboard.
5. (Optional) Scroll to the Purchase Order Inquiry Details table at the bottom of the page. The searched for PO details are shown.
What is the Status of the Purchase Order? Has it transitioned to the Invoicing Stage?
1. Open Purchase Order Inquiry Dashboard and confirm it is in its original state (no filters applied).
2. Navigate to the Purchase Order Number filter and input the desired PO number.
3. You can find the status in either the # Of Purchase Order Lines by Status, Ordered Amount by Line Status, or Purchase Order Inquiry Details section of the dashboard.
Display all Purchase Orders Associated with any Smart Form ID
1. Open Purchase Order Inquiry Dashboard and confirm it is in its original state (no filters applied).
2. Navigate to the Smart Form ID filter and select your desired Smart Form ID. Drag your desired Smart Form ID to Selected item(s) or double-click the Smart Form ID.
3. Select Ok. The report filters to the selected Smart Form ID.
4. Scroll down to view all dashboard information regarding the chosen Smart Form ID. Note: view all dashboard information regarding the chosen Smart Form ID. Business question is answered.
What Specifics Pertain to the Supplier for a Purchase Order?
1. Open the Purchase Order Inquiry Dashboard and confirm it is in its original state (no filters applied).
2. Scroll down to the Purchase Order Inquiry Details table. Filter for desired PO.
3. Navigate to the Supplier column. Business question is answered.