Purchase Requisitions, PO Payments, and PO Change

The Purchasing menu allows users to create, submit, and approve Purchase Orders, PO changes, and PO Payments. The transaction forms will look similar to the existing Legacy Financial Portal with a few new features.

New Features

• Enhanced search functionality with additional search options
• Validation messages appear as user is filling out forms
• Terms and Conditions included on the PO Vendor Copy
• PO Change – Original Order section will default to be collapsed
• PO Payment - Equipment Inventory section has been expanded to 20 items

Search PO Documents

Search PO Documents has been enhanced with additional search functionality. On any of the PO listing screens, click on Search to display the search options. Users now have the ability to search for specific values in the column heading, including PO Number, Project #, Vendor Name, FA Staff, PI Name, or Modified Date. Users also have the ability to filter by Document Type and/or Status.  In the Approved PO Documents listing screen, users have the ability to search by Check Date or Check Number, or filter by Payment Type.

Validation Messages

The Financial Portal will flag fields that are required as the user is filling out the form instead of after the user clicks Save or Submit. When the user clicks within a field and does not input the required information, a validation message will display as soon as the user clicks out of the field.

Terms and Conditions Included on the PO Vendor Copy

The following RCUH Terms and Conditions will now be included on the Purchase Order Vendor Copy.

• Attachment 31, General Terms and Conditions Applicable to All Purchase Orders
• Attachment 32a, Terms and Conditions Applicable to Contract/Subcontracts/Purchase Orders (Under Federal Grants)
• Attachment 32b, Federal Provisions Government Subcontract Provisions Incorporated in all Subcontracts/Purchase Orders (Under Federal Prime Contracts)
• Attachment 32c, Federal Provisions Applicable When Subcontractor (Commercial Entity) is in Possession of Government Property Government Subcontract Provisions Incorporated in All Subcontracts/Purchase Orders (Under Cost-Type Prime Cost Reimbursable Contracts)
• Attachment 32d, Federal Provisions Applicable When Subcontractor (Education or Nonprofit) is in Possession of Government Property Government Subcontract Provisions Incorporated in All Subcontracts/Purchase Orders (Under Cost-Type Prime Cost Reimbursable Contracts)

Example of a Purchase Order Vendor Copy with General Terms and Conditions

PO Change – Original Order Section Default to Collapsed

When viewing a Purchase Order Change Form, the Original Order section will be collapsed by default.  Click on the Original Order header to expand the section.

Equipment Inventory Section

For PO Payments, the Equipment Inventory section has been enhanced to allow the input of up to 20 items. Select the desired number of items in the drop-down list.