After clicking the Create PO button from the Catalog, Order Guide, or Cart tabs, the resulting document can be found on the PO tab.
Accept CO
Allows you to accept the supplier’s request for Change Order. The active PO incorporates the supplier’s changes and is given a suffix of –C001. If using budgeting, the budget is not decremented until the supplier confirms his acceptance of the Change Order.
Add Addt'l Info
Allows you to add additional information to the PO. The button updates an internal purchase order number and tracking number.
Add to cart
Allows you to put items from the existing PO into the Cart as a staging area to create a PO, REQ, RFQ, or Recipe. When used, they are removed from the cart.
Add to OG
Allows you to add items from the existing PO to an order guide. If using inventory, it is good to stage items in the Cart first before creating/adding to an inventory order guide.
Approval Details
Allows you to see the approval process flow as well as who the current approver is.
Attachment
Allows you to include an attachment to a document that can be viewed internally only (within the property) or viewed by the supplier. Those attached to a PO will be sent to the suppler, on-line or via email. Attachments are not included with POs sent as a fax.
Budget Impact (Budget Reserve)
Allows you to view the budget disbursement for the PO. Options are for This PO only, and for any department for which the buyer has security access. Information about the budget, reserve amount, and POs in the approval process is calculated to display a real-time picture of monies available. Within this window is the Budget Reserve feature that allows the user to “artificially” transfer unused budget from one GL account to another.
Buyer Contact
Allows you to view basic information about the buyer associated with the document.
Change GL Acct
Allows you to add/modify GL Account information on a PO after it has been accepted by the supplier with statuses of Accepted by supplier, Fax/email/csv accepted, Fax failed connection not made. This is primarily used for Punchout POs that do not have GL information when created but can be used with other POs as well. Not valid with Storeroom POs or POs with Budget Allocations.
Copy PO
Allows you to copy an existing PO to modify with new information. Various fields are reset to make it a new PO.
Create items
Takes you back to the Catalogs tab with the “Create non-catalog items” button displayed.
Delete PO
Allows you to delete a PO only if the status is one of the following: New, Approval denied, Approved, Approved w/changes, Rejected by Supplier, Buyer cancelled (during receiving), Fax failed.
Header Update
Allows you to update many fields on the PO Header record while the status is New.
History
This feature allows the buyer to see the changes made to the document.
Notes
Allows you to create a note to travel along with the document. Notes will print in the body of the document for on-line and off-line Suppliers via fax and email. If the “Notes viewed internally only” checkbox is selected, the notes will not go to the Supplier.
PO Recall
Allows you to recall a PO from an approver if the status is Approval pending without response from the Approver.
You can recall a PO from a supplier if the status is Submitted with no email notification, or request a recall is the status is Viewed by supplier or Accepted by supplier. If the supplier accepts the PO recall, the PO is marked as Recalled. If budgeting is turned on, budget entries are reversed by creating a budget adjustment to back out original charges. An email is sent to the buyer.
Print / View / Edit
Allows you to view the document and modify the contents while it is in a New status.
Print w/Details
Allows you to view the document and modify the contents while it is in a New status. It also includes the budget impact information and approval information at the end of the form.
Receive
Opens the Receiving entry screen. It allows Receive All, Cancel Remaining and Cancel PO. The receiving clerk can:
Receive all items by clicking on the detail tab “Receive Accept All” checkbox.
Receive a partial shipment by entering the quantity received in the Acpt’d Qty field.
Cancel any remaining quantities by clicking on the detail tab “CXL Remaining Qty” checkbox.
Cancel the entire PO by clicking on the “Cancel PO” button at the top of the entry screen.
Receive Confirm
Expedites complete receiving of a Confirming PO. The PO will be completely received using the entered Received date, Invoice number, Invoice amount, Invoice date.
Note: If for some reason the receipt is only partial, use the regular Receive button.
Receiving History
Allows you to open the Reconciliation Screen for AP reconciliation with the Supplier’s invoice.
Reject CO
Allows you to reject the supplier’s request for Change Order. The active PO reverts back to the original PO. The supplier then has the option of accepting or rejecting the original PO.
Resubmit Apprv
Allows you to resubmit the PO back through the approval process when the status is either Approved or Approved w/Changes changing it to Approval Pending. The buyer cannot edit the PO.
Send Message
Allows you to send an email to the supplier regarding a specific PO.
Submit
Allows you to submit the PO either to the approvals process or, if no approvals are necessary, directly to the supplier (if the user has security rights). If the PO submission method is manual, the buyer must do this step manually after approvals. If the PO submission is automatic, submission will happen automatically after the last approval.
Supp Contact
Allows you to view basic information about the supplier contact.
Transfer
Allows you to transfer (change ownership) the PO to another person. It makes the PO appear on the new person’s PO tab.
Update to New
Allows you to reset a PO status to New. This is only valid for SOTF or OFFLINE suppliers. Confirming POs and POs with Allocations are not available to make New.
Click on the Add Add’l Info button to quickly add information to two specific fields to the PO: Internal PO number and the Tracking number.
Click on the Approval Details button to determine who has the approval during the approval process, for display only.
For Approvals on the Fly, there will be one active entry plus all the previous entries and their statuses (when it was approved and for how much).
For Standard Approvals, there can be several people as a group, waiting for one of them to approve the document, plus all the previous entries.
This feature allows users with the proper security access to create a Budget Reserve. A Budget Reserve allows the user to “artificially” transfer unused budget from one GL account to another. This allows hotel finance to reallocate funds during purchasing operations in a quick and efficient manner, while at the same time, maintaining the accountability and integrity of the original budget numbers.
Only GL accounts that have a negative balance in the current budget period are available to initiate a Budget Reserve against a separate GL Account.
The Budget Reserve field can be found on the 3 Budget Reports:
Budget by PO Report
Budget Status Report
Budget Rollup (Consumed) Report
From either the PO
or the Approval Tab
access the button to launch the Budget Impact
screen.
On the Budget Impact
window, notice that the impact to the selected GL account for the PO’s
balance is negative. Only negative balance GL accounts for the current
budget period may have a Budget Reserve placed on it. If the user
tries to create a reserve against a GL account with a positive End Balance,
the system prompts the user with an error. To access the Budget Reserve
feature first select the Budget Row with the negative balance and click
on the Create Reserve button.
On the Reserve
Account screen enter the GL Code of the GL code to “Artificially Transfer
the balance to – the “To Account”. The system reads the entire
amount of the negative balance, and creates a new “reserve balance” on
a separate GL code that will be subtracted from the calculated Current
Balance for users who subsequently access any PO’s assigned to the “To
Account”. NOTE: No budget is actually ever “moved”.
The Budget Reserve’s purpose is to create the illusion that one account
is lower to cover actual overages in a different account. Select
the Magnifying Glass to access the Zoom to select the “To Account”
On the Reserve Account screen, the “overdrawn” Balance for all rows selected will be added together and defaulted into the New reserved amount field. This amount can be modified. Enter or zoom to select a GL account on which to place this reserve amount. If there is an existing reserve amount, it will be displayed. After the reserve amount has been placed on an account, when the budget impact is next viewed, the Budgeted Amount and Current Balance will be reduced by the reserved amount.
NOTE: No actual budgeted amounts are modified. The Budget Reserve’s purpose is to create the illusion that the budgeted amount is lower for GL Account selected on the Reserve Account screen, to cover actual overages in the GL account(s).
Select the desired
GL code account from
the Zoom window by clicking on the Select button.
NOTE:
the column on the right side of the screen, Reserve amt.
After a GL code account has
a reserve placed against it, the column will display that amount for future reference.
for the remainder of
the current period. If a GL code has multiple reserves placed against
it , the Reserve amt field will display the sum of all reserves placed
against it.
The amount displayed
is
the most recent amount placed
on reserve.
The Reserve Account
screen displays the Budget Reserve information. Any existing reserve
for the GL account selected is displayed in the “Reserve amount” field.
The calculated “New reserve amt” may be edited by the user.
To post the new reserve, select the Submit button.
A confirmation box is displayed upon successful submission of the new Budget Reserve request.
To Print a Budget Report with Budget Reserve data, access the appropriate
report from the Main Menu.
From the Report Parameter Screen select the appropriate columns and
report parameter filters and click “Run”.
Report results will
be displayed.
The Cancel
POReceive
Confirm button provides
a one-step process for completely receiving a Confirming PO.. allows you to cancel a PO upon receiving, provided a cancellation reason is entered.
1. On the PO Tab, select a Confirming
PO
(Confirming PO’s are always visible in Red type) and click the ‘Receive
Confirm’ button.PO with a status
of either Accepted by Supplier or Fax/Email Accepted and click the ‘Receive’Receive button which
will open up the Receiving Screen.
2. On the Receiving Screen, Eenter the dateReceived Date (either
manually, or using the calendar icon) on the Pop-up window and
click the Generate Receipt buttonZoomMagnify Glass icon next to the Cancel Reason Code field.:
:
3. From the window,
select the appropriate Cancellation code.
4. Click the Cancel PO button.
5. When asked whether you want to cancel the PO, click OK.
6. Click OK when you receive the message ‘Processing is done.’
7. Closing the Receiving screen brings you
back to the PO tab. Click ‘Refresh’ and notice
the status of the PO has changed to ‘Buyer
Cancelled’.
8. IMPORTANT:
At this point,
the buyer should contact the supplier to notify them of the cancellation.
The above process does not send out any message to the supplier regarding
the cancellation.
3. The Receiving Record is
displayed and can be printed if desired.
The Change GL Account feature is a security sensitive button that allows specific users to change the GL Account(s) on a Purchase order after the PO has been accepted by the supplier. In making the change a budget adjustment entry is created. It is valid for the following PO statuses:
Accepted by Supplier
Fax/email/CSV accepted
Fax failed connection not made
When changing a GL Account, a budget adjustment entry is created that decrements the original GL Account selected and increments the newly selected GL Account by the same amount and in the same budget period. (It is driven by the required delivery date of the PO.)
Feature Details
On the PO Tab, select a PO in one of the above listed statuses and click Change GL Acct.
When you click the Change GL Acct button the following screen becomes visible.
Click the Magnifying glass under the Department section.
Select your Department, which will then auto-fill within the form.
Click the magnifying glass under the GL Account section to select your GL Account.
If you want only one line corrected then simply click save. If you want to change all the line items then you can click Apply to all PO Lines, then the screen will look like this.
When you are finished, click the save button.
Click OK and you are back to main PO tab. To view your changes, click the Print/ View / Edit button.
Scroll down your PO to the line items and you will see the changes.
The Change Order feature allows the supplier to initiate a change of the buyer’s PO. The supplier may want to change something on the PO like the quantity to provide a price break or use a substitute item, or change the freight.
Buyer sends a PO to the on-line buyer. (This feature is not available to off-line suppliers.)
The supplier receives the PO, but needs to make a change. He clicks on Create CO. A new supplier’s copy of the PO is created with a status of New CO.
The supplier’s filter changes to the CO Awaiting Submission to Buyer filter where COs are waiting to be submitted to the buyer.
The supplier clicks on Edit CO and the Supplier Change Order Screen is opened. (If the supplier changes his mind, he can revert back to the buyer’s original PO when he clicks on Undo CO.)
The supplier makes the necessary changes and saves the CO. Supplier clicks on Submit CO to send his changes to the buyer.
The buyer reviews the proposed changes and makes a decision whether to accept or reject the CO by clicking on Accept CO or Reject CO.
If the CO is accepted, the changed PO becomes the active version with a PO number extension of -C001.
If the CO is rejected, the original PO becomes the active version as if no request was ever made.
The supplier must then respond to the original PO in the normal manner.
After the buyer has submitted the PO to the Supplier, the Supplier responds by submitting a Change Order.
The original PO is marked with a status of Pending CO – Submitted and the font color is changed to red.
The CO PO number is appended with –C001 and the status is Buyer response pending.
Click on Print/View/Edit for the Change Order. Items that have been changed or added to the original PO are indicated with a + (plus) symbol.
After reviewing the proposed changes, the buyer either clicks Accept CO or Reject CO.
Click Accept CO to incorporate the supplier’s proposed changes into the active PO. The PO is appended with –C001 and the status is changed to Accepted – Confirmation Pending. An email notification is sent to the supplier alerting him that the Change Order is accepted and is awaiting his response. The original PO is sent to the Recycle Bin with a status of Replaced by CO. The PO continues in the normal manner.
Click Reject CO and add a note to the supplier of explanation. Click Save. The original PO is restored as the active PO and the proposed CO is sent to the Recycle Bin. The supplier must still respond to the original PO with a status of View by supplier.
This feature allows the buyer to copy an existing PO to modify and create a new PO. Various fields are reset to make it a new PO.
Status is set to New, active, not confirming. The buyer and department defaults from whoever is copying the PO.
The Need By Date and PO Date are set to today.
Various fields specific to a PO are made null, discount, credit card info, notes, attachments.
If there is a default approver, this will be added.
POs with allocations will not copy the allocation records.
POs that are not allowed to be copied:
Punchout POs cannot be copied since the PO must be created on the Punchout Supplier’s site creating a record there and in Birch Street. However, the items from a Punchout PO can be copied to an Inventory Order Guide to track Inventory.
The Supplier must be an active company in order to have the PO copied.
Only catalog items that are currently effective will be copied, expired items will not be copied.
At least valid one item must be able to be copied for the PO to be created.
Note: The email address used is in the source PO. If the Buyer does a Copy PO, it will use the old email address. It doesn’t go back to the location to find the email address again.
It is understood that there are times when a buyer wishes to recall an order due to unforeseen circumstances. Examples may be that an event was canceled or the anticipated number of attendees has significantly increased or decreased, or the buyer simply wants to cancel the order due to product / spec change requirements. The PO Recall feature allows a buyer to recall an order under certain conditions.
This button is only available with security access.
Allows a user to recall a PO from an approver or an adopted supplier only
If Recalled from an Approver, no acceptance is necessary
If Recalled from an adopted supplier, the supplier must accept the recall as part of the recall process
A user may recall a Confirming PO from an approver, only if the status is ‘Approval Pending’
NOTE: This feature does not work with POs for:
Suppliers-on-the-Fly (SOTF),
Off-line suppliers (Fax or email suppliers)
Punchout suppliers
Storeroom POs
From the PO Tab, select a PO with a status of Approval Pending and click the PO Recall button.
The PO is recalled from the Approver and an email notification is sent to the Approver.
The PO is placed in the Recycle Bin with a status of Recalled.
For the Approver, on the Approvals tab, the PO is moved to the Recalled dropdown list.
From the buyer’s PO Tab, select a PO with a status of either:
Submitted
Viewed by Supplier
Accepted by Supplier
Click the PO Recall button.
If the PO has a status of Submitted, the PO is Recalled and available in the Buyer’s Recycle Bin. No notification is sent.
If the PO has a status of Viewed by Supplier or Accepted by Supplier, then an email is sent to the supplier’s email address and/or to their Birch Street Message Inbox (depending on the messaging option selected by the supplier), alerting them that the buyer wishes to recall the PO and asking them to respond to the request accordingly. The supplier is under no obligation to respond to this notification. The buyer can only request a recall once.
The supplier selects the PO from their Supplier PO tab and clicks the Recall Response Button. A window opens where the supplier can accept or reject the recall.
If the supplier selects the Reject PO Recall radio button, the supplier must add a note in the notes window and click Submit. An email is sent to the PO originator’s email address and/or to his Birch Street Message Inbox (depending on the messaging option selected by the buyer) and the note is included in the email and attached to the PO. The PO status does not change and remains in the same status that the PO was in prior to the buyer attempting to recall the PO.
If the supplier selects the Allow PO Recall radio button and clicks the Submit button, the status of the supplier PO is changed to Recalled’. An email is sent to the buyer. The buyer PO’s status is changed to Recalled and it is put in the My Recycle Bin PO’s dropdown list.
NOTE: If Budgeting is used and the PO Status was Accepted by Supplier when the PO was recalled, the charge to the budget is reversed out.
After Recalling the PO, the buyer is free to use the items from the recalled PO to create a new PO. Simply copy the items from the PO in the Recycle Bin to the Cart and create the New PO in the normal manner.
The Receive Confirm button is used to quickly enter receiving information for POs that are marked as received in one shipment with the same information.
Select the Confirming PO (indicated with Yes in the Confirm column and font color in red) with a status of Accepted by supplier. (POs are automatically marked as Accepted by Supplier because it is recording the PO after the fact.)
Click on Receive to open the Receive Confirm window.
Enter the requested information for the entire PO. Click Generate Receipt. Partial shipments should be entered via the Receiving Screen.
With Approvals-on-the-Fly, there may be an occasion when the correct approver was not selected and the buyer wants to resubmit the PO through the approval process again. This button is only available with security access.
Select a PO with the status of Approved or Approved w/Changes and click on Resubmit Apprv.
In the Select Approver window, select the next approver and click OK. The PO will be sent to this person for approval.