Manually creating purchase orders

For more flexibility with the information that is associated with a purchase order, you can create the purchase order manually.
  1. Select Manage Purchase Orders.
  2. Click Create.

    This button is available on the Unreleased, Released, Unapproved, All, and Closed tabs.

  3. On the Main tab, select the company, vendor, and ship to location.
  4. On the Header Details tab, in the Shipping section, specify this information:
    Freight Terms
    Select the freight terms code for the purchase order.
    Ship Terms
    Select the ship terms code for the purchase order.
    Ship Via
    Specify the method of shipment. The default value is from the purchasing vendor.
    Port
    Specify the port where the goods are unloaded.
  5. In the Currency section, specify this information:
    Currency
    Select the transaction currency code.
    Entered Currency Conversion Rate
    Specify the currency conversion rate at the time of purchase order entry.
    Currency Exchange Set Point
    Select when the currency rate has been set for the purchase order.
    Revalue
    Select whether the purchase order is subject to currency revaluation. The default value is from vendor setup in Payables.
  6. In the Issue section, specify this information:
    Purchase Order Issue Method
    Select the method to issue the purchase order to the vendor.
    Revisions Include
    Select the information that is included when a revised purchase order is re-issued.
    Suppress PO Cost
    Select whether to suppress the purchase order cost. The default value is from the PO Type. See the Ariba Connection Setup and User Guide.
  7. In the Terms section, specify this information:
    Term Code
    Select a term code to determine the invoice due and discount dates.
    Comment Code
    Select a previously defined comment that applies to the purchase order.
    Ship To Arrive Date
    Select a ship-to arrive date when calculating the best terms.
    Invoice Method
    Select the method that the vendor uses to invoice the order.
    Use Procurement Card
    Select whether the purchase order is a procurement card.
    Procurement Card Number
    If the purchase order is a procurement card, then select a procurement card number.
  8. In the Global section, specify this information:
    Nature Of Transaction Code
    Select the nature of transaction code.
    Statistical Procedure
    Specify the statistical procedure code.
    Global Document Type
    Select the global document type code.
  9. In the Grant Accounting section, select Subcontractor Purchase Order if the purchase order is a subcontractor purchase order.

    The vendor must be set up as a subcontractor vendor in Grant Accounting.

  10. On the Addresses tab, in the Contacts/Bill To section, specify the address to bill and other contact details.
  11. In the Dropship/Alternate Ship To Address section, specify this information:
    Dropship
    Select this check box if the order is dropshipped to the alternate address specified in this section and the receiving process is not required. Clear this check box if the order is dropshipped to the alternate address and the receiving process is required.
    Use Ship To Location Address
    Select this check box if the order is dropshipped to the ship to location address.
  12. On the Line Defaults tab, in the Options section, specify this information:
    Distribution Account
    Select a distribution account.
    Asset Template
    Select asset template. You must attach a template to define the asset defaults.
    Asset
    Select the asset number.
    Taxable
    Select whether the line is taxable or exempt.
    Tax Code
    Select a tax code.
    Billing Code
    Select a billing code. These billing codes are to the vendor.
  13. In the Source Details section, specify the default values for non-inventory lines.
  14. On the Retainage tab, specify this information:
    First Retainage Percent
    Specify the retainage percent if the percent complete for the purchase order line is less than or equal to Up To Percent Complete. See Retainage.
    Up To Percent Complete
    Specify the percent complete value to determine when to use the first retainage percent or the second retainage percent.
    Second Retainage Percent
    Specify the retainage percent if the percent complete for the purchase order line is greater than Up To Percent Complete.
    Override Percent Complete
    If a value is specified in this field, then it is used in the match process to determine the percent to use for retainage. This value can be specified if the value of the PO is tracking percent complete at the line level.
  15. Click Save.