Creating Subcontractor Purchase Orders

Creating and processing subcontract purchase orders is similar to creating and processing other purchase orders, with the following exceptions:

Because you are subcontracting for services, not products or materials, you create subcontract purchase orders only on Purchase Order Entry (PO20.1). Requisitions cannot create subcontractor purchase orders.
Each line on a subcontractor purchase order must contain activities associated with a single PI, because PI is the trigger for approval through Infor Process Automation
Vendors indicated on a subcontract purchase order are checked to be sure they are valid subcontractors for the grant award(s) on the purchase order.
After a subcontract purchase order is released, the status displays as "needs approval." Once the records are ready for approval, they can be approved through Infor Process Automation, or on Purchase Order Direct Approval (PO24.1).

Before you can process any subcontractor purchase orders, the following setup must be complete:

The subcontractor must be defined as a vendor on Vendor (AP10.1)
The Award field on Activity (AC10.1) must be set to Yes for the posting activity.
The award must be defined in Grant Management with the Principal Investigator (PI) defined on Award Personnel (GM03.1), and the subcontractor vendor set up on Award Subcontractors (GM03.2)

To create subcontractor purchase orders

Access Purchase Order Entry (PO20.1).
To define purchase order header information, click the Header button. Use the following guidelines to enter field values:

Terms

Define the terms for the purchase order agreement.

Currency

Change the currency or currency valuation of the purchase order.

Comment Code

Add a comment code to the purchase order header.

User

Create user-defined fields.

Template

Add a procurement template and accounting unit to the purchase order header.

Intrastat

Add a Nature of Transaction Code (NOTC). The code must be defined in Nature of Transaction Codes (IN07.1).

Grant Management

Select Yes in the Subcontractor Purchase Order field to create a subcontractor purchase order.

You must have completed setup in the Grant Management application to be able to create subcontractor purchase orders.

Note: Requisitions do not create subcontractor purchase orders.

Contacts/Bill To

Add a vendor contact code and level to the purchase order header.

You set up vendors and vendor contacts in the Accounts Payable application.
To apply specific account and activity information to all lines on the purchase order, click the Default button on PO20.1. The Line Defaults (PO20.4) form appears.

Note: To apply account information to all lines on a purchase order, click the Default button option before adding any purchase order lines. Lines added previously will not contain the account defaults.
Add items to purchase order lines from PO20.1.
To add item detail to a specific item, click the More button on the PO line.
To add line detail for the line that you are currently on, select the Line Detail tab on the bottom of PO20.1. Use the following tab guideline.

Line Detail

Add a special order or service type item to a purchase order. For subcontractor POs, you will choose Service (S) in the Type field.

Note: You must enter the item description, type, and account information.

Activity, Asset

Assign an activity to the purchase order line. For a subcontractor PO, select an award posting activity. (Or you can use the Default button at the top of the page to define defaults for all lines.)

Note: Purchase Order system logic will check the activity budget. When the purchase order is released, Purchase Order will create a commitment against the activity.

Tax

Define tax information for the purchase order line.

Pricing

Type the unit cost for the unit of measure that the item is listed in.

Cancel

Type the cancelled quantity of the item.

Misc Details

Assign a strategic ledger account to the purchase order line.
Select the Add form action to save purchase order information.
Select the Release form action to release the purchase order.

Note: Activity commitments are created at the time of release. Releasing the purchase order can invoke a budget exceeded message if the purchase order amount exceeds the budget.