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How
to Enter Purchase Order
1. In SunSystems main menu to the left of the screen, click on + Purchase Order Entry. 2. Click on the Purchase Order Processing folder. A list of processes will appear in the Type box to the right.  3. Select POE (Purchase Order Entry) by either double clicking on it, or by click on it once and pressing Enter. 4. The Find Form List will appear. Using the up/down arrow keys or the mouse, select POE_JAC (PPARC Purchase Order Entry – Joint Astronomy Centre), click OK or press Enter. 5. The Purchase Order Entry screen will appear, as shown below.  Purchase Order Entry 6. Click on the Supplier Code – enter the appropriate Supplier Code. Click OK or press Enter. The system will automatically fill in the Supplier Code and Supplier Name fields. Note: All suppliers now begin with ‘J’ (ie – SACE, is now JSACE). 7. Supplier Lookup – If supplier code is unknown, type ‘JS’ and the first two letters of the supplier. Click on the (…) box to the right of the field, or press F5. The Find Supplier screen will appear. Using the up/down arrow keys or the mouse, select the correct supplier and either click OK or press Enter. Click OK again, the system will automatically fill in the Supplier Code and Supplier Name fields. 8. The system will generate a Purchase Order Reference, which is shown at the top of the screen. (Sample of this reference is PO/0511/000032 – breakdown of the reference is as follows: PO – Purchase Order, 0511 – Nov 2005, - 000032 – PO number). Write the PO number down for your reference. 9. Click on Ledger Description field – enter a brief description of PO or items being ordered. Press Tab. 10. Account Code – enter the account code to be charged, press Tab. If unsure of Account Code, Click on the (…) box to the right of the field, or press F5. The Find Account screen will appear. Using the up/down arrow keys or the mouse, select the correct account and either click OK or press Enter. 11. Project/Activity Code (PAC Code) – from the drop down box, select the appropriate Project Code to be charged (JG Activity codes are AOJACUF, JJ Activity codes are AOJREQF, and JU Activity codes are AOUREQF), press Tab. *If unsure, select the first one. The system is set up to select the correct PAC Code once the Account Code and Activity Code is entered. This field must be filled in. 12. Site Code – tab through this field to accept the default of ‘J’ (for JAC). 13. Budget Centre Panel (aka Activity Code) – enter the Activity Code to be charged, press Tab. Note: All Activity Codes now begin with ‘J’ (ie – JS800, is now JJS800). 14. Budget Holder – from the drop down box, select the appropriate MBH. *If unsure, select the first one. The system is set up to select the correct one based upon your USER ID, Activity Code, and Account Code entered. 15. Tab through VAT field. 16. Person/Staff/Ctte field – enter your Staff No. (9initials for RCUH or 6initials for PPARC). 17. Tab through WBS field. 18. Authorizer Code – enter JAC. Transaction Currency tab – This is the portion you need to fill in for the body of the PO. 19. Click in Transaction Description for Line 1. 20. Enter the item being ordered, press Tab. You may enter up to 50 characters in this line. 21. Qty – enter the quantity of items being ordered, press Tab. This field must be filled in. 22. UOM – tab through this field. The system will automatically default to EACH. 23. Price – enter the price of each item. The system will automatically calculate the Net Value. Delivery tab 24. Click on (…) button, the Find Address screen will appear.  25. Select the appropriate Address Code. This will be printed in the Deliver To section of the Purchase Order. 26. Click OK or press Enter. 27. Line 1 is now complete. The system will automatically generate the next line. 28. If Purchase Order is complete, go to step 28. 29. If more lines are needed, go back to the Transaction Currency tab and click on the next line. Follow steps 16 – 24 above to complete line. Descriptive
Lines – If a descriptive line is needed, click on the line
number, tab to or click in the Transaction Description field, enter the
description. In the Qty field, enter 1. The UOM field will default to
EACH. The Price field remains at zero. Click OK or press Enter.
To skip a line – Click on the line. Tab to or click in the Qty field and enter 1. Click OK or press Enter. Entering Multiple Activity Codes - Click on the line, and then click on the Budget Centre Panel field above. Enter the appropriate Activity Code to be charged for that item. Next, click on the Transaction Description field of that line. Follow steps 16 – 24 to complete line. Split Activity Codes – If a line or PO needs to be split between 2 or more Activity Codes, enter the first line with the first Activity Code. Skip a few lines at the end of the Purchase order, enter the Activity Codes and the split percentage (ie – J/US800 50/50) in the Transaction Description field. Enter 1 in the Qty field. Leave UOM and Price fields blank. 30. After all lines have been entered and reviewed, click the Release All button at the bottom of the screen. The Purchase Order is now complete and ready to be printed. The following screen shot shows a completed Purchase Order  31. If another Purchase Order needs to be created, click on the New Order button at the bottom of the screen, otherwise click the Exit button. To Place PO on Hold Click on ‘Hold All’ button at the bottom of the screen. To Recall PO Go to POE, then POE_JAC ( in Find Form List screen). Click on the (…) box in the Purchase Order Reference field. Click on the up or down arrows to find PO#, select PO and click Ok, then click OK again.  |