Details Purchase Order is a CMS widget where a staff member requests a purchase order from the staff portal, submits it to the budget managers for approval, records what was received, and attaches files such as quotes and receipts. Schools usually place it on a Request Purchase Order page, next to a Purchase Orders page that holds the Purchase Order List widget.
Setting up the widget requires an account with permission to edit CMS pages. Staff use it while signed in to the staff portal, and each staff member sees only the purchase orders they entered.
Setting up the widget
- Open the staff portal page that will hold the purchase order form, or create a Request Purchase Order page.
- Click Add Widget, then Staff, then Details Purchase Order.
- In its Properties, set Ledger Classification, choose Allowed Selection, and set Button Save Redirect To and Button Delete Redirect To to the Purchase Orders page.
- Save the widget.
On the Purchase Orders page, add the Purchase Order List widget and point its Details Link to the Request Purchase Order page, so the Details link on each row opens the purchase order in this widget.
Requesting a purchase order
- Enter the Order Date, choose the Vendor, and enter a Description.
- On each line, choose the product or account, enter the Qty., and review the Price, which fills from the product and can be changed. Click Add Rows for more lines.
- Optionally, click Select Files to attach a quote or other file.
- Click Save to keep the request as Pending, Save & New to save it and start another, or Save & Submit for Approval to send the line items to the budget managers.
A vendor and at least one line with a quantity are required to save. While the purchase order is Pending, the staff member can change it, cancel it with Cancel Order, or remove it with Delete. For what each status means, see Purchase Order Status. Budget managers approve the line items in Campus, as described in Budget Manager Purchase Order Item Approval.
Working with a submitted purchase order
Once a purchase order is submitted, the form opens read only, with these buttons:
- Edit opens the purchase order for changes while it is Submitted for Approval, Approved, Accepted, or Received. Saving an edited purchase order recalculates its status and sends its line items back to the budget managers for approval.
- Update Received appears when line items can be received. Enter the quantity received on each line and click Update Received. A line received in part is split into a received line and a line for the remainder.
- Upload Files appears when Allow File Upload After Approval is selected. Click Select Files, choose the file, and click Upload Files. The file is saved to the purchase order, and the status and line item approvals stay as they are.
- Cancel Order cancels the purchase order. It is not offered once the purchase order is Completed or Canceled.
Files attached to a purchase order are listed under Uploaded Files on the widget and on the purchase order's Files tab in Campus under Finance > AP > Purchase Order.
Important fields
Ledger Classification: The ledger the purchase orders belong to, and the classification recorded on each line item. The ledger also decides which products and accounts are offered.
Allowed Selection: Product, the default, has staff choose a product on each line. Account has staff choose a general ledger account instead, and requires Default Product If Products Hidden.
Default Product If Products Hidden: The product recorded on each line when Allowed Selection is Account. The widget shows an error until it is set.
Product Filter: A saved filter that limits the products offered on each line. Only products with a default expense account are offered.
Is Description Required: Select it to require a Description before saving. It is cleared by default.
Is Line Item Note Required: Select it to require a Note on every line that has a quantity. It is cleared by default.
Hide File: Select it to hide files on the widget, including Select Files, Uploaded Files and Upload Files. It is cleared by default.
Allow File Upload After Approval: Select it to offer Select Files and the Upload Files button on purchase orders past Pending: Submitted for Approval, Approved, Accepted, Received, and Completed. It is cleared by default. A Pending purchase order takes files through Save, and Declined and Canceled purchase orders do not take files.
Button Save Redirect To: The page to open after Save or Save & Submit for Approval, usually the Purchase Orders page.
Button Delete Redirect To: The page to open after Delete.
Columns: Chooses which line item columns appear, such as Note, Total, Approval and Received.
Note: Upload Files saves only the file. To change the vendor, the description or a line item, use Edit, which sends the line items back for approval when saved.