PO/AP Summary

 

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.

PO/AP Summary Screen Shot

PO/AP Summary Search Screen Elements

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.

PO/AP Summary Main Screen Elements

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:

  • Amount

  • Expensed To Date

  • Encumb. Amount

  • Invoice Amount

 

 

PO/AP Summary Export Options

Reports can be downloaded by clicking on the available download links.

 

 

PO/AP Summary Navigation

The PO/AP Summary page can be accessed from the following pages:

 

By clicking the PO/AP Summary tab from the following pages:

 

From PO/AP Summary, the user can navigate to the following pages: