Buyer's Workbench - Filter Options

PO_RC_WB_SRCH

Purchasing, Purchase Orders, Buyer's Workbench, Buyer's Workbench - Filter Options

Select attributes to search for purchase orders.

Buyer's Workbench

PO_RC_WB

Click the Search button on the Buyer's 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 Buyer's Workbench page.

• Purchasing, Purchase Orders, Review PO Information, Document Status

View the document status.

Buyer's Workbench - Purchase Order Lines

PO_RC_WB_LN

Click the Lines button for a purchase order on the Buyer's Workbench page.

View or select the lines associated with the selected purchase order.

Buyer's Workbench - Purchase Order Schedules

PO_RC_WB_SCHD

Click a line number on the Buyer's Workbench - Purchase Order Lines page.

View the schedules associated with the selected purchase order.

Buyer's Workbench - Purchase Order Distributions

PO_RC_WB_DISTRIB

Click a schedule number on the Buyer's Workbench - Purchase Order Schedules page.

View the distribution associated with the selected purchase order.

Buyer's Workbench - Purchase Order Receipts

PO_RC_WB_RECV

Click the Receiving button on the Buyer's 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 Buyer's 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 Buyer's 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.

Buyer's Workbench - Processing Results

PO_RC_WB_RSLT

Perform an action on the Buyer's Workbench and the system displays the processing results.

Review the results after taking action on selected purchase orders.

Buyer's Workbench - Processing Log

PO_RC_WB_MSG

Click the Log button for an unqualified purchase order on the Buyer's Workbench - Processing Results page.

View the message text stating why the purchase order was not qualified for processing.

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.

Contract SetID

Select a contract setID. When you search based on a setID, the system returns the purchase orders that are in the setID.

Contract ID

Select a specific contact on which to search. If no purchase orders are associated with the contract, the list of values is empty.

Contract Version

Select a specific version of the contract on which to search.

Release Number

Select a contract release number to limit contract information. If the purchase order is tied to a contract, the contract release number is 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.

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.

Open Encumbrances

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

When you use commitment control, the system deducts each type of financial obligation from the budget and tracks it according to obligation type. When you generate a requisition, a pre-encumbrance is created in your budget records by the budget-checking process. When a requisition is sourced to a purchase order, commitment control liquidates the pre-encumbrance from the requisition and establishes an encumbrance for the purchase order.

Purchase Order

Click the purchase order number to access the purchase order inquiry for that purchase order number.

Note. When a purchase order has an authored contract document associated to it, certain changes here could affect the authored document. If you make changes, you should contact the contract specialist or the buyer in case they need to update the document.

Click the Doc Status(doc status) button for the selected purchase order to access the purchase order Document Status page in a new window for the purchase order.

Click the Lines button for the selected purchase order to access the Buyer's 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.

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.

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

Click to cancel 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

Select to close 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

Select to dispatch 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

Select to preview the selected purchase orders.

Budget Check

Click to initiate the Commitment Control Budget Processor process for the selected purchase orders. This button is available if commitment control is enabled for PeopleSoft Purchasing. When you click the Budget Check button, the Processing Results page appears. Use this page to review the selected purchase orders and select to proceed with order processing.

Budget Pre-Check

Click to check the budget only. This button enables you to check whether a budget exists for a purchase order before the amount is committed to the pre-encumbrance or encumbrance and makes it possible to validate documents in work-in-progress mode without affecting budget balances. When performing budget pre-check only processing, the Budget Processor performs all of its budget checking and edits, but does so without committing changes to the ledger or other records. The statuses of Provisionally Valid or Error on the transaction pages indicate whether a budget is available. If you click the button and if the budget check is valid, then the system sets the budget header status for the requisition to Prov Valid. If the budget check is not valid, then the system sets the budget header status to Error with a link to the Exception page.

The button is visible only if the Purchasing check box is selected in Enable Commitment Control section on the Installation Options - Products page and the Purchasing check box is selected in the Enable Budget Pre-check section on Installation Options - Commitment Control page. The button is not visible if the budget status is Valid.

Set filter options

Click to access the Buyer's Workbench - Filter Options page. Enter selection criteria for a new subset of purchase orders to review, modify, or take action on.

Process Request Options

Click to access the Buyer's Workbench - Process Request Options page. Use this page to define process request options for use by the dispatch process.

Process Monitor

Click 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 to access the Buyer's 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 Buyer's Workbench page.

Line

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

GPO ID

Displays the group purchasing organization ID.

GPO Contract Number

Displays the group purchasing organization contract number.

Click the Override button to move nonqualified 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 nonqualified 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 nonqualified 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 action 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 Buyer's 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.