QUESTION:

What district permission settings are available for Purchase Orders?

 

District Admins have several options for restricting or allowing user permissions related to Purchase Orders. 

The options on the District Check, PO Settings screen can be changed by a District Administrator at any time.

 

PROCESS: 

From  Admin > District > Check, PO Settings  

 

 

 

Once the desired options have been selected, click the SAVE button at the bottom of the screen.  

 

Prohibit Users From Editing Purchase Orders:

  • Selecting this option will prevent users from using the Edit PO’s function which allows editing of the detail line on an open PO with no payments.  
  • NOTE:  When the Require PO Approval option is selected, users are prohibited from editing purchase orders.

 

Require PO Approval:

  • Selecting this option will require that all purchase orders created in SFO be approved electronically by the principal or designee before printing and posting.   
    • The school user will enter and save each PO.
    • The principal then logs into SFO, goes to PO’s, Approve PO's, and selects the PO to approve.
    • Once approval is completed, the school user will be able to print and post the PO normally.

 

Carry Over POs:

  • Selecting this option will allow users to carry over any outstanding encumbrance into the next fiscal year.
  • All open PO’s will be automatically liquidated with a June 30th date and re-encumbered with the same PO number and a July 1st date.  

 

Prevent Back-Dating POs:

  • This option will prevent users from back-dating a new purchase order.  

 

Offset Purchase Orders To A Designated Aset Account:  

  • Displays a designated asset account to be used for all purchase orders.
  • NOTE:  If you are NOT a new setup, please do NOT select this feature.
  • Designate the Asset Account To Be Used – The complete asset account number must be entered.  


Prohibit Sponsors From Reprinting Purchase Orders in Sponsor Portal:

  • Selecting this option will prevent sponsors from reprinting purchase orders in Sponsor Portal.  

Enable Event Codes and Profit Loss Report on Sponsor Portal

  • Selecting this option will allow the sponsor to enter the event code when creating the purchase order in Sponsor Portal as well as the Profit Loss Report will be available to the sponsor.