1. Addressing Common PO Changes
Bryce Ellis
Application Specialist/ Trainer

2. Agenda
Direct Purchase Order Entry
Next
PO Reports

3. Purchase Order Entry
Changes through Direct PO Entry

4. Direct PO Entry – FUENT01A.FMX
FAS  Processing  Order Processing  Direct PO Entry
Advantage – Skips approval process that Requisition Entry/ Approval uses
Can return to program and make changes to current Purchase Orders

5. Direct PO Entry – FUENT01A.FMX
FAS  Processing  Order Processing  Direct PO Entry
Advantage – Skips approval process that Requisition Entry/ Approval uses

6. PO Change From Requisition
FAS  Processing  Order Processing  Direct PO Entry
When requisition approval process is complete and PO has been created, user can use Direct PO Entry to make changes to purchase orders
Will not have to go through approval process again

7. Once Keyed…
Account Inquiry (Drill Down)
Enc Detail Tab

8. PO Payments
PO Payment by Account

9. PO Payment by Account – FPENT03C.FMX
Inquiry can be made on PO
Changes can be made, as well
PO Inquiry
Address Change
Pay, Liquidate,
Clear, or Unmark
Separate Checks
Check Types

10. Payment Request Edit List
$ of the $ paid for this PO

11. Posting Payment
Payment Posting of $485

12. Check Print
Printed Check after posting payment for $485

13. Liquidate Remainder of PO
$120 remains Open after $485 payment

14. Liquidating After Payment
$120 still open after $485 payment made – want to Liquidate
Open Amount

15. Liquidate or Adjust? PO Item Entry
Liquidate PO will liquidate remainder of PO – or LIQ by line item

16. Adjust After Payment
Used to liquidate or re- encumber specific amounts for each accounting distribution
Useful when liquidating or re-encumbering partial amounts instead of the total amount

17. Re-Encumber
Re-encumbering the liquidated amount will leave return the open amount to its original open amount

18. Liquidate
Liquidating the Open amount will set the open amount to 0.00

19. Liquidate Only – FUENT03A.FMX
FAS  Processing  Order Processing; then create a batch
Fully liquidates Purchase Order by batch
Creates Type 15 journal entry transactions when liquidated
Cannot be used to liquidate individual purchase order line items
Use FUENT01A.FMX (Direct PO Entry to make those changes)
IMPORTANT NOTE TO KS, NY, AND NJ CLIENTS: Clients in Kansas, New York, and New Jersey should not use this program to liquidate purchase orders rolled using programs FUROL01A.FMX – Liquidate/Roll POs or FUROL01B.FMX – Roll POs because these states liquidate their purchase order records through the payment process, which uses a different set of transaction drivers and posts to different types of accounts.

20. Liquidate Only – FUENT03A.FMX
Click “Liq PO” after reviewing all the PO information

21. Pay by Line Item – FUENT02A.FMX
Profile key PAY_BY_LINE_ITEM determines Purchase Order – Item Entry
Typically used by organizations using PO Receiving & PO Payments by Line Item
Will update both Order Item Account & PO Accounts Tab

22. FUENT02A.FMX vs. FUENT02B.FMX

23. Reprint POs
Select Reprint POs from “Print Option”

24. Reprint POs
Enter the PO Number in Po No 1, Po No 2, etc. or leave blank to reprint ALL POs with provided parameters

25. PO w/ Changes - Price
Direct PO Entry, Select “Change Order” box (optional)
Tab into the price field and change the price; tab out
Entry will be made to GL
To reprint PO, see *Print PO’s with Changes” listed above

26. PO w/ Changes - Prices Make accounting changes and save
Entry will be made into the GL

27. POs w/ Changes – Quantity
Click Change boxes (optional) on Header & Items
In items, all boxes will have “Change” checked
Entry will be made to GL
To reprint PO, see *Print PO’s with Changes” listed above

28. POs w/ Changes Make accounting changes and save
Entry will be made into the GL
Entry will be made to GL
To reprint PO, see *Print PO’s with Changes” listed above

29. Change Accounting on a PO
Blank out the account number in the PO
Type in or find new account number in drop down
Save to make adjustment in GL
Note: Accounting entries will be made to back out the original entry and add the new entry
Ensure Totals Match

30. Change Accounting on a PO
Add a line with new account
Delete the existing line
Save to make adjustment on GL
Note: Accounting entries will be made to back out the original entry and add the new entry
Ensure Totals Match

31. Change Entire PO to a New Account w/ Partial Payment
Re-Encumber the amount liquidated
Set the account line to $0.00
Key a new accounting line for the new account for the full amount of the PO
If you only want remaining amount to go to a new account
Change accounting line amount to be equal to the Amount Liquidated Value
Key a new accounting line for the remaining amount of the PO

32. Print POs w/ Changes Run Order Edit List once changes have been made
In Print Options, select Change Order,
In PO Print, select “First Time Change Orders”

33. Common PO Problems
Support Solutions

34. Assign PO No by Year
If your organization chooses to generate purchase order numbers based on values identified for each FY, use the Assign PO tab to identify the PO number range to be used for each year

35. PO Overpayments
Organization Master  Encumbrance Tab

36. PO Overpayments
Require Product Class on Order Entry – For Warehouse/ Fixed Asset purposes
Allow PO Overpayment – Yes/ No
Overpayment Type – Dollar or Percent
Overpayment Limit – Amount (Dollar amount or percentage)
Ex. – Allow PO overpayments by 5%

37. PO Receiving – Can’t Receive
Check user’s Receiving Loc Group in AMSEC05A.FMX and Location Groups Master
Ensure location is on User screen and Location is in Location Groups

38. PO Rollover Issues
“Liquidated in last FY, but still shows up as open in new FY”
Liquidate the PO again in new FY
FAS FAS Synchronize Programs  Synchronize Encumbrances FASYN03A.FMX
NOTE: Best to run with one PO at a time

39. Cannot Find PO in PO Programs
Ex. Finance Administrator needs to fully liquidate or adjust PO
Sys. Administrator should turn on “Share Batches” in AMSEC01B.FMX

40. “This PO has Been Paid by Account”
If trying to use PO Payment by Line Item, and you receive this message, switch to FPENT03C.FMX instead of FPENT03S.FMX
PO needs to be paid through PO Payment by Account

41. PO Paid to Wrong Account
Only if paid and posted…
Create Adjusting Journal Entries to make changes

42. Change Vendor Mailing Address
In Direct PO Entry, Select “Change” in the address field
Key the new address and select a type from the LOV
Address change will take place 1 2 3

43. Change Shipping Address
Select “Change Order” in Direct PO Entry and select correct address
Save Changes
Reprint PO with “Print POs with Changes”

44. Change Vendor Check “Change Order” Box
Click in Vendor Number field, delete the vendor number
Click in Vendor Name field, delete the vendor name
Select new vendor from dropdown box
Save and Reprint PO with “Print POs with Changes”

45. PO Reports
Alio/ Alio Intelligence

46. Purchase Order Reports
PO Report by PO Number
Can see Encumbrance, Paid, Liquidated, & Remaining Amounts

47. Purchase Order Reports
PO Summary by PO No

48. Purchase Order Reports
PO report by Account Number
Situation where “I told them not to use this account anymore”

49. Purchase Order Reports
PO report by Vendor
Situation where “I told them not to use this account anymore”

50. Purchase Order Reports
PO Report by Buyer Code

51. Purchase Order Reports
PO Report by Ship Location

52. Purchase Order Reports
PO Summary by PO Number

53. Purchase Order Reports
Print Open Purchase Orders (Journals) - (FUDET01A.REP)
List purchase order amounts based on journal entries (the general ledger). A purchase order displays as open if the journals indicate the encumbrance is still open regardless of what the purchase order tables display (such as po_accounts).

54. Alio Intelligence PO Reports
AI reports available to AI users