The University of Texas-Pan American
 
Procurement Management
July 28, 2014

 

Purchase Orders

 
Type of Remaining   Encumberance     Action

     Instructions

 

1.  Blanket order remaining balances

 

Send email to:

Oracle-AP@utpa.edu

 

   On email please include the following information:

  1. PO number
  2. Line number
  3. Amount

 

2.  Quantity ordered was partially received on line item     

Example:

  • Quantity Ordered:   3

  • Quantity Received: 1

 

Final Close the Line

Note: The final close action   automatically creates a credit encumbrance in GL

 

  How to Finally Close a Purchase Order

 

3.  Line Item was not received and invoiced

Example:

  • Quantity Ordered:   3

  • Quantity Received: 0

 

Cancel line on purchase order

Note: The Cancel action reverses the encumbrance by creating a negative debit entry in GL.

 

How to Cancel a line on a Purchase Order

 

4.  Entire purchase order was not received and invoiced.

Example:

  • Vendor unable to supply.

  • PO no longer needed.

 

Cancel entire purchase order.

Note: The Cancel action reverses the encumbrance by creating a negative debit entry in GL.

Authorization status remains 'Approved' even if PO is cancelled, but you will see the Cancelled field checked.

 

How to Cancel a Purchase Order

 

5.  Used wrong supplier on Purchase Order

 

Cancel entire purchase order.

Note: The Cancel action reverses the encumberance by creating a negative debit entry in GL.

Authorization status remains as 'Approved' even if PO is cancelled, the cancelled fierld will be checked.

 

How to Cancel a Purchase Order

 

6.  PO is in an 'Incomplete' status and is no longer needed.

 

 

   Delete purchase order.

 

How to Delete a Purchase Order

 

7.  Any type of Travel encumbrance.

 

    Send email to:

    Oracle-AP@utpa.edu

 

On email please include the following information:

  1. PO number

  2. Line number

  3. Amount 

 

8.  Purchase Order status is in  'Requires Re-approval'

 

Submit purchase order for approval. Once approved you can take necessary actions above

 

 

 

 

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