QUESTION: 

How do you create a New Manual Purchase Order – one that will not be printed? 

 

SchoolFunds Online is designed to print Purchase Orders on plain paper.  However, the user may create and post a manual PO, if necessary. 

 

  • A Purchase Order is a document used for prior approval of an expenditure and to reserve the funds for the expenditure. 
  • A PO is an estimate approximating the final expenditure amount. 
  • When a PO is posted, the PO amount is deducted from an account balance as an Encumbrance. 
  • The PO must be posted before creating the check that pays the PO. 

 

PROCESS:

From PO’s  > New PO

 

Use the Tab key or your mouse to move between fields on the New PO screen. 

 

  1. Enter the PO Date or leave it as the default current date. 
  2. Enter the manual PO Number.  
    • After entering the manual PO number, the system automatically increments the number for the next manual PO entered during the same session. 
    • A notification will appear if you try to save a PO with a duplicate number.   
  3. Enter the name of the person who Requested the PO. 
  4. Enter any Special Notes that should be printed on the PO. 
  5. Type in the Vendor name. 
    • For SAVED vendors – type in the first few letters of the name and a list of possible matches will display below the Vendor name field. 
      • Use the mouse to select the appropriate vendor and click Tab. 
      • The vendor’s address will quick fill (if an address was set up for this vendor). 
    • For NEW vendors – type the vendor name and click Tab. 
      • The message “<Vendor Name> does not exist in your vendor list.  Would you like to add this vendor?   You will not be able to save the PO if you click Cancel”  will be displayed. 
      • Clicking on the OK button will place a check mark in the Quick Vendor Add box on the screen.  This vendor, along with any address information entered on the PO screen, will appear on the PO and will be added to the vendor file when the PO is saved. 
      • If you click on Cancel, you will not be able to save the PO.  
  6. Enter the Discount % or Amount (optional). 
  7. Enter the Shipping and Handling amount (optional). 
  8. Enter (verify) the Sales Tax percentage (if applicable). 
  9. Enter the purchase order Description or reference.  
  10. Enter the Product # (optional). 
  11. Enter the Quantity of items. 
  12. Enter the Unit Price of the items. 
  13. Click the Taxable box, if sales tax should be calculated on this line item. 
  14. Select the Account number.  
    • Type in the first digits or letters of the account that you are posting the PO against. 
    • A list of possible matches will display below the Account field. 
    • Click with the mouse or use the down arrow key and Tab to select the account highlighted. 
  15. The Amount field will calculate from the Quantity and Unit Price information. 
  16. Click the Tab key to open another detail line. 
  17. After entering all PO detail lines, click the Save button to save the PO. 

 

A Purchase Order may have as many detail lines as needed.  

 

Once a PO is saved, it moves into the Unposted Purchase Order Register in the lower portion of the PO screen.  Any saved PO’s that are listed in the Unposted Purchase Order Register may be edited prior to posting the PO.  

 

If your school district requires prior approval, a message will display confirming the PO was saved with a reminder that the PO must be approved prior to posting. 

 

Posting Manual Purchase Orders

Once manual PO’s have been saved and are displayed in the Unposted Purchase Order Register, they are ready to be posted to their accounts.  

 

  1. Navigate to PO’s > Post PO’s
  2. Click in the “Post” column to place a check mark in the box for the PO’s you wish to post. 
  3. The number and amount of PO’s to be posted will appear in the upper right-hand corner. 
  4. Click the Post button.  
  5. A confirmation message will display to indicate that the PO’s have been posted to the accounts. 

 

 

Related Articles

Purchase Order Screen Field Definitions

How to Edit an Unposted Purchase Order

How to Delete an Unposted Purchase Order