OPEN Purchase Orders

Method 1: for PowerBudget v5.0 release V or later.


(Use Utilities...User Preferences to check the PowerBudget version) This method is simple and effective. Fill in the relevant Fund, Program, Location, Object and Date and Req # (if applicable). If the PO number is not known yet, then fill in a fictitious number. (There is a Utility for changing the PO number when it becomes known. Choose [F6] Utility...Tools...Change PO number) When the PO number is entered, you will be prompted: OPEN PO? Yes No Choose Yes (Choose No if this is a standard PO) After choosing Yes, you will be prompted: Open PO Vendor Enter the Vendor Name (note that the last Vendor name entered will repeat itself, allowing it to be edited or overwritten) After entering the Vendor's name, you will be prompted: Open PO $ Amount Enter the Amount of the Open PO At this point an OPEN PO has been created. By moving back to the PO field and pressing [F12] or [ALT-B], the OPEN PO Balance will be displayed. You may continue on and fill in an Expended $ and Description if you have any transactions against this OPEN PO at this time. If there are no transactions to perform against the OPEN PO, then you may clear the screen (F10) and proceed with other business. NOTE 1: There are a separate set of tools available to work with OPEN PO's. These tools are available from [F6] Utilities...Tools ...Change PO Number ...Change Open PO $ ...Delete Open Po Change PO Number will present a list of OPEN PO numbers after choosing Open PO's. Highlight and enter on a PO... then enter the New PO number and press [Enter]. This will globally change the PO number. After changing the PO number, you will be prompted to change the Description. NOTE 2: Let's assume you want to place a $10,000 Open PO with a vendor, but split between 2 different accounts. Charging $5000 to one account and $5000 to another account. This scenario can be handled several ways. 1) Physically have 2 PO's, one for each account. This is the cleanest way because the Vendor sends an invoice against a PO and it is charged to an account. If the Vendor sends an invoice against a PO that has 2 accounts, someone has to decide which account is to be charged and this can lead to confusion. However, if you must use a single PO number with multiple accounts for OPEN PO's then do the following: 2) If the Original PO is X1234 then split it in two, using X1234a and X1234b, X1234a will be for $5000 on one account and X1234b will be the other $5000 on the second account. or 3) If the Original PO is X1234 then split it in two, using X1234 and Y1234 and the same logic as above. The balance of each PO can be checked at the Master Form using [F12] Balance. Additionally, By putting the Vendor name in the Description field for each transaction, you may easily print the total Vendor status using [F5] Print...Miscellaneous...Description... PLEASE NOTE that the preceding applies to OPEN PO's ONLY. Regular PO's may be split among as many accounts as required simply by entering the transactions.

Method 2: for PowerBudget v5.0 release U or earlier.


(Use Utilities...User Preferences to check the PowerBudget version) STEP 1. An Open PO starts with the entry of a transaction that has the total amount of the Open PO entered in the ENCUMBERED $ field. For example, Year 97-98 Fund 100 Program 1230000 Location 15500 Object 4523 SubAccount Date 7/1/97 Req # PO # 12345 Expend Encumber 1500 Description Open PO for Vendor This record never needs to be changed after its original entry. STEP 2. ALL other transactions against this OPEN PO will be entered as EXPENDED $ with a corresponding negative amount entered in the ENCUMBERED $ field. For example, the 2nd transaction for this OPEN PO might be: Year 97-98 Fund 100 Program 1230000 Location 15500 Object 4523 SubAccount Date 7/15/97 Req # PO # 12345 Expend 300 Encumber -300 Description Some goods from Vendor All other transactions against OPEN PO 12345 will follow the same pattern... enter a negative amount in the Encumbered field that is the same size as the Expended amount. Using this method will provide a detailed audit trail for each OPEN PO. This method ONLY applies to OPEN PO's, not to regular PO transactions or any other transactions.

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