The PO/AP Summary screen provides a rich search and reporting function of expenditure data from the procurement and accounts payable databases. Data is returned at the overall PO level (summary) or detail level (itemizing everything purchased on each order returned). This allows the user to run reports on expenses for a particular time period, purchases by certain requestors, using certain vendors or tracking subcontractor payments. Each order can then be reviewed to see what was purchased including quantity and price as well as what was invoiced on each order including freight charges.
Typically, investigators have given lab managers access to this module to track ordering and expenses for specific grants without having to see the overall financial picture of the project.
Note: Purchase Orders and Accounts Payable transactions that have between $0.01 and $0.49 left unpaid will appear in the Unpaid search with $0 in every column.
Collapsed Search Options
The following fields or criteria can be searched by default on the PO/AP Summary page:
Caption |
Type |
Description |
PO # |
Text |
Entry of purchase order number of an existing order within the selected records |
Vendor |
Text |
Vendor Name on an existing order within the selected records |
Advanced Search Options
When the user navigates to this page, by default the search panel is expanded. The search panel can be collapsed to only show the PO# and Vendor fields to allow for more space in viewing the search results. The ‘Advanced Search Options’ include the following expanded search criteria:
Caption |
Type |
Description |
Account # |
Text |
Account number associated with a category (equipment, travel, etc.) on an existing order within the selected records |
Invoice # |
Text |
Invoice number on an existing order within the selected records
|
Requestor |
Text |
Requestor name on an existing order within the selected records.
|
Transaction Type |
Drop Down List |
Drop Down List box that works with the transaction date search boxes to the right. Users can search on PO Order Date, Invoice Date or Acct (Accounting) Date (date paid by Partners) |
Order View |
Drop Down List |
Search on Order Summary or Order Details. Summary will display a unique listing by purchase order while details display the inventory of items put onto the purchase orders. |
Category |
Drop Down List |
List of budget categories including Equipment, Travel, etc. |
Voucher # |
Text |
The number assigned to a transaction through PeopleSoft. Check requests and travel reimbursements are some transaction that can be searched using this option to return transactions on orders within the selected records. |
Requisition # |
Text |
The number assigned to a transaction through PeopleSoft during the initial procurement process (before it gets a PO number). Special requests are some transaction that can be searched using this option to return transactions on orders within the selected records. |
Transaction Date From/To |
Text or Calendar Control |
Used in conjunction with the transaction type Drop Down List, the user can select transaction types within a certain date range. |
Expense Status |
Drop Down List |
Orders can be filtered to those orders that have been paid and those that have been unpaid. |
Fund # |
Text |
Entry of the fund number |
Order Type |
Drop Down List |
Review of transactions based on type – Purchase Order (PO), Accounts Payable (AP) or both (ALL) |
Icon Search Options:
Sometimes referred to as a search within a search, the following criteria are available by selecting the corresponding icons. Click on the icon and a pop-up window appears with items for selection – Organization (Chief of Service) codes or Principal Investigator names. Once selected, the window will close and the selection criteria displays. Select additional search criteria from the collapsed or advanced search options, and when finished with selections, click the ‘Search’ button on the right to complete the process.
Caption |
Type |
Description |
PI |
|
Search based on an investigator’s agreements for which the logged in user has access |
Org |
|
Search agreements based on the department and unit hierarchy (Chief of Service codes) that a user has access to and for which the agreements have been assigned. Multiple codes can be selected across institutions if necessary. |
Search |
Button |
Performs the search based on all entered search criteria and returns the results to the search results grid section of the page. |
Clear Selections |
Button |
Clears all records that were displayed based on the search criteria and the picker selection. Shows the default view of the page. |
All the information on this page is specific to the search criteria entered by the user.
Caption |
Type |
Description |
Date |
Text |
Displays date of the purchase order |
Type |
Text |
Type of Transaction, either Purchase Order (PO) or Accounts Payable (AP)
PO originated transactions are identified as PO type, and AP transactions – online purchase and check requests are highlighted with AP type. |
Transaction Id# |
Text |
Displays the PO/AP ID number. |
Vendor |
Text |
Displays the Vendor’s Name |
Requestor |
Text |
Displays the Requestor’s name. Requestor name is identified where populated by Purchasing. |
Fund # |
Text |
Displays the PeopleSoft fund number |
Amount |
Link |
Displays the Original PO/AP amounts. Links to PO Details page. |
Expensed To Date |
Link |
Reflects the amount of the Purchase Order that has already hit the General Ledger (GL). Links to PO Details page |
Encumb. Amount |
Text |
Encumbrance amount is the difference between the original amount and the expensed amount. |
Invoice Amount |
Link |
Reflects the received total amount from the invoice. For AP originating transactions, ‘Order Amount’ and ‘Invoice Amount’ amounts will be equal.
Links to PO Details page (this amount will be same as to current Invoice column). This amount will be $0 for a journal entry. |
Ship To |
Text |
Displays the name of the “ship to” contact used for electronic transactions
|
Totals |
Text |
Total line will be displayed on the bottom of the page summing up the financial columns:
|
Reports can be downloaded by clicking on the available download links.
Download to Excel
Download to PDF
The PO/AP Summary page can be accessed from the following pages:
Sub-Modules/Modules
By clicking the PO/AP Summary tab from the following pages:
User Order Summary
Reconcile
From PO/AP Summary, the user can navigate to the following pages:
Sub-Modules
User Order Summary
Reconcile
Links
PO Details page by clicking on the ‘Order Amt’, ‘Expensed To Date’ or, ‘Invoice Amount’