Overview

This article explains how to review an existing blanket Purchase Order in School Funds Online and partially liquidate it using Checks. A blanket PO is encumbered for a set amount, then liquidated with multiple checks throughout a school year.


Before you begin


  • This process applies when a blanket Purchase Order has already been created in School Funds Online.
  • Your district may have policies regarding the use of Purchase Orders, so check with your District Administrator if you have questions about using this process.


Steps

Review the blanket Purchase Order

  1. Go to PO's > Review PO's.
  2. Open the blanket Purchase Order you want to review.
  3. Confirm that the PO was posted for a set amount that will be paid over time. For example, a monthly copier rental contract may be posted for the full annual amount, then partially liquidated each month as invoices are paid.

Create a partial payment check for the blanket Purchase Order

  1. Go to Checks > New Check to open a blank check entry screen.
  2. On the first detail line, click the Purchase Order field, enter the PO number, then press Tab.
  3. Review the quick-filled PO information on the check screen. The PO Liq Amount field will display the current encumbered amount of the PO.
  4. Change the PO Liq Amount so it matches the amount you are paying on this check, not the full remaining encumbered amount.
  5. Update the Description if needed so it reflects the specific invoice period or purpose of the payment.
  6. Enter the Invoice #.
  7. Enter the check amount, then select Save.
  8. Select Print to continue through the print and post process.

Print and post the check

  1. On the Print Check screen, verify that the starting check number to print is correct.
  2. Select Preview.
  3. If the preview is correct, select the printer icon to print the check.
  4. After the check is printed, select Post.
  5. Review the confirmation message after posting. The message confirms that the check was posted and that the PO was liquidated for the amount entered.

Review the remaining encumbrance on the Open PO report

  1. Go to Reports > Purchase Orders > Open PO.
  2. Select Generate Report.
  3. Review the report for the PO you just partially liquidated.
  4. Use the report fields as follows:
    • Amount shows the original encumbered amount of the PO.
    • Amount Liq shows what has been liquidated so far on the PO.
    • Balance shows the remaining encumbered balance.

Pay future invoices against the same blanket Purchase Order

  1. When you are ready to pay the next invoice, go to Checks > New Check.
  2. Enter the same PO number in the Purchase Order field and press Tab.
  3. Review the quick-filled PO information. The PO Liq Amount field will now show the updated encumbered balance remaining on the PO.
  4. Change the PO Liq Amount to the amount of the current invoice, then complete the check as usual.
  5. Repeat this process each time you need to partially liquidate the blanket PO during the school year.

Outcome

Your blanket Purchase Order remains open while each invoice is paid with a separate partial liquidation. After each check is posted, the remaining encumbered balance is updated and can be reviewed on the Open PO report.

Troubleshooting

  • The PO Liq Amount is showing the full remaining balance - Change the PO Liq Amount to match only the amount you want to pay on the current check.
  • The remaining balance does not look correct - Run the Open PO report and review the Amount, Amount Liq, and Balance fields for the PO.
  • You are unsure whether your school should use this process - Check with your District Administrator because district policies may affect how Purchase Orders are used.