Using the Purchase Order Reconciliation Workbench

This chapter provides an overview of the Purchase Order Reconciliation Workbench and discusses how to manage purchase orders using the Purchase Order Reconciliation Workbench.

Understanding the Purchase Order Reconciliation Workbench

Use the Purchase Order Reconciliation Workbench for these activities:

Update a purchase order.
Reset the approval status of a purchase order.
Approve a purchase order.
Dispatch a purchase order.
Cancel a purchase order.
Close a purchase order.
View a purchase order draft.
Inquire about a purchase order.
Review purchase order summary activity.

You must have the authority to perform the particular activity that you select.

Access the Reconciliation Workbench - Filter Options page prior to accessing the Purchase Order Reconciliation Workbench. Use the Reconciliation Workbench - Filter Options page to enter selection criteria for the purchase orders that you want to display on the Purchase Order Reconciliation Workbench page. To save time and resources, enter some selection criteria to reduce the number of records retrieved, especially in a high-volume environment.

See Also

Creating Purchase Order Lines

Creating Purchase Order Schedules

Creating Purchase Order Distributions

Defining Purchase Order User Authorizations

Managing Purchase Orders Using the Purchase Order Reconciliation Workbench

This section discusses how to:

Select purchase orders.
Use the Purchase Order Reconciliation Workbench.
View purchase order lines.
View purchase order schedules.
View processing results.

Pages Used to Manage Purchase Orders Using the Purchase Order Reconciliation Workbench

Page Name	Object Name	Navigation	Usage
Reconciliation Workbench - Filter Options	PO_RC_WB_SRCH	Purchasing, Purchase Orders, Reconcile POs, Reconciliation Workbench, Reconciliation Workbench - Filter Options	Select attributes to search for purchase orders.
Reconciliation Workbench	PO_RC_WB	Click the Search button on the Reconciliation Workbench - Filter Options page.	Analyze, approve, dispatch, unapprove, cancel, close, and print preview purchase orders.
Document Status Inquiry	PRCR_DOCSTAT_INQ	Click the Doc Status button on the Reconciliation Workbench page. Purchasing, Purchase Orders, Review purchase order Information, Document Status, purchase order Document Status	View your document status.
Reconciliation Workbench - Purchase Order Lines	PO_RC_WB_LN	Click the Lines button for a purchase order on the Reconciliation Workbench page.	View or select the lines associated with the selected purchase order.
Reconciliation Workbench - Purchase Order Schedules	PO_RC_WB_SCHD	Click a line number on the Reconciliation Workbench - Purchase Order Lines page.	View the schedules associated with the selected purchase order.
Reconciliation Workbench - Purchase Order Distributions	PO_RC_WB_DISTRIB	Click a schedule number on the Reconciliation Workbench - Purchase Order Schedules page.	View the distribution associated with the selected purchase order.
Reconciliation Workbench - Purchase Order Receipts	PO_RC_WB_RECV	Click the Receiving button on the Reconciliation Workbench - Purchase Order Schedules page.	View receipts against the selected purchase order.
Maintain Distributions	PO_CF_DTLS	Purchasing, Purchase Orders, Maintain Distributions Click the Maintain Distributions button on the Reconciliation Workbench - Purchase Order Schedules page.	Maintain distributions associated with purchase order schedule. See Creating Purchase Order Distributions.
Activity Summary	ACTIVITY_SUMMARY	Purchasing, Purchase Orders, Review PO Information, Activity Summary	View the activity summary for the reconciliation workbench.
Maintain Purchase Orders - Purchase Order	PO_LINE	Purchasing, Purchase Orders, Add/Update POs, Maintain Purchase Orders - Purchase Order	Maintain purchase orders. See Creating Purchase Order Headers.
Reconciliation Workbench - Processing Results	PO_RC_WB_RSLT	Perform an action on the Reconciliation Workbench and the system displays the processing results.	Review the results after taking action on selected purchase orders.
Reconciliation Workbench - Processing Log	PO_RC_WB_MSG	Click the Log button for an unqualified purchase order on the Reconciliation Workbench - Processing Results page.	View the message text stating why the purchase order was not qualified for processing.

Selecting Purchase Orders

Access the Reconciliation Workbench - Filter Options page.

Search Criteria

Buyer	Select the buyer you want to filter the purchase orders by. If you select a buyer that has the rights to use procurement cards on a purchase order the Card Number field becomes available.
GPO ID (group purchasing organization identification)	Select a group purchasing organization ID.
GPO Contract	Select a group purchasing organization contract number.
Card Number	Select the procurement card number you want to filter purchase orders by. You must select a buyer that has the rights to use procurement cards on a purchase order for card numbers to be available.

Status

Include Closed	Select this check box to select purchase orders that are in a status of closed. The system clears this check box each time the page is accessed.
Pending Appr (pending approved)	Select this check box to select purchase orders that are in a status of pending approved. You can cancel purchase orders that are in a pending approved status.

Encumbrance

Open Encumbrances

If you are using commitment control, click the Open Encumbrances check box to search for purchase orders with open encumbrances.

ChartFields

You can enter multiple ChartField combinations as search criteria. For example, you can search for purchase orders in GL Unit (PeopleSoft general ledger business unit) US001 and Account 50000, as well as US005 and Account 1200.

Click Search, and the system retrieves the selected information that matches the selection criteria and displays it on the Purchase Order Reconciliation Workbench page.

Using the Purchase Order Reconciliation Workbench

Access the Reconciliation Workbench page.

Detail Tab

Purchase Order	Click the purchase order number to access the purchase order inquiry for that purchase order number.
	Click the Document Status button for the selected purchase order to access the purchase order Document Status page for the purchase order in a new window.
	Click the Lines button for the selected purchase order to access the Reconciliation Workbench - Purchase Order Lines page. Using this page you can view the lines associated with the purchase order or select individual lines to process the particular action for. You can cancel or close an individual line on a purchase order.

Other Tab

Select the Other tab.

	Click the Go To PO Activity Summary button for the selected purchase order to access the Activity Summary inquiry page in a new window.
	Click the Edit the PO button to access the Maintain Purchase Orders component in a new window, so that you can edit the purchase order.

Actions

Approve	Click this button to change the status of the selected purchase orders to Approved.
Unapprove	Click this button to change the status of the selected purchase orders to Open. Note. You cannot unapprove dispatched purchase orders.
Cancel	Cancels the selected purchase orders. When you cancel a purchase order that is in a Dispatched status, the status changes to Pend Cncl (pending cancel). When canceling purchase orders, the system does create change orders. Note. If you cancel a purchase order that is associated to a requisition that is pegged, the system will not reopen the requisition quantity or amount.
Close	Closes the selected purchase orders from further processing. You can override unqualified purchase orders and make them available for closing, by selecting the purchase order IDs and clicking the Override button. To give a user the authority to override non-qualified requisitions, click the Override Non-Qualified POs for Close check box on the User Preferences - Procurement: Purchase Order Authorizations page. See Defining Purchase Order User Authorizations.
Dispatch	Dispatches the selected purchase orders, including all lines on the purchase order. Only purchase orders with approved or pending cancel statuses can be dispatched. If commitment control is enabled, the purchase order must also have a valid budget check status before it can be dispatched. Note. Process Request Options must be established for the workbench before you will be able to dispatch the selected purchase orders.
Preview	Previews the selected purchase orders.

Go To Options

Set Filter Options	Click this link to access the Reconciliation Workbench - Filter Options page, and enter selection criteria for a new subset of purchase orders to review, modify, or take action on.
Process Request Options	Click this link to access the Reconciliation Workbench - Process Request Options page. Use this page to define process request options for use by the dispatch process.
Process Monitor	Click this link to access the Process Monitor page, where you can view the status of purchase orders that you submitted to dispatch or preview.
View Processing Results	Click this link to access the Reconciliation Workbench - Processing Results page, where you can view the results of the actions that you have performed.
Save	Click the button to save the search criteria that generated the list of purchase orders on the Reconciliation Workbench page.

See Also

Creating Purchase Order Headers

Creating and Viewing Purchase Order Backorders

Inquiring About Document Status

Viewing Purchase Order Activity Summaries

Viewing Purchase Order Lines

Access the Reconciliation Workbench - Purchase Order Lines page.

You can select or clear purchase order lines, then select the Return to Reconciliation Workbench link to select purchase orders for further processing.

The system enables you to perform the action (close, cancel, and so on) for individual lines associated with the purchase order. For example, you can close individual lines associated with a purchase order or even override the not qualified lines for closing.

Details Tab

Line

Click the line number to access the schedule for the line.

Contract Info Tab (contract information)

Select the Contract Info tab.

GPO ID	Displays the group purchasing organization ID.
GPO Contract Number	Displays the group purchasing organization contract number.

See Also

Using Group Purchasing Organizations

Viewing Purchase Order Schedules

Access the Reconciliation Workbench - Purchase Order Schedules page.

Sched (schedule)

Click a schedule line number to access the associated distribution.

See Also

Creating Purchase Order Distributions

Viewing Processing Results

Access the Reconciliation Workbench - Processing Results page.

The system reviews the documents for the action taken on the Reconciliation Workbench page and determines whether the purchase orders are qualified for that action.

	Click the Override button to move non qualified purchase orders in the Not Qualified group box to be qualified for the action in the Qualified group box. When closing purchase orders, the system displays this button that you can click to override the edits on selected lines that are not qualified if you have the authority to do so. This makes the lines available for closing and moves the lines to the qualified side. To give a user the authority to override non-qualified purchase orders, click the Override Non-Qualified POs for Close check box on the User Preferences - Procurement: Purchase Order Authorizations page. Note. This button will only be available if the user has the authority to override non-qualified purchase orders for close. See Defining Purchase Order User Authorizations.
Re-source Requisition?	When canceling purchase orders that are sourced from requisitions, select this check box to transfer the purchase order quantities to the original requisition. This enables you to source the original requisition again. If you cancel a purchase order that is associated to a requisition that is pegged, the system will not reopen the requisition quantity or amount.
Accounting Date for Action	This date is used to determine the open period or allowable open date range for budget checking a purchase order when you are using commitment control. In addition, whether you are using commitment control or not the system updates the accounting dates with this date for the purchase orders being closed or canceled using the purchase order Reconciliation Workbench.
	Click the Log button to access the log for the selected nonqualified purchase order. The log states why the purchase order was not qualified for the previous processing action.
	Click the Delete Row button to remove qualified purchase orders from being sent for further processing.
Yes	Click this button to proceed with the processing on the qualified purchase orders. The system prompts you to confirm this selection.
Delete	Click this button to cancel the processing.