Setting Up and Managing Purchase Orders

To set up purchase orders, use the Maintain Purchase Orders component (LM_PURCHASE_ORDERS).

This topic provides an overview of purchase orders and discusses how to set up and manage purchase orders.

Page Used to Set Up and Manage Purchase Orders

Page Name	Definition Name	Navigation	Usage
Maintain Purchase Orders	LM_PURCHASE_ORDERS	select Enterprise Learning, then select Financial Details, then select Maintain Purchase Orders, then select Maintain Purchase Orders	View information for a customer's current purchase orders, and add new purchase orders.

Understanding Purchase Orders

Purchase orders function as a line of credit for a customer organization. Customers do not pay for purchase orders in advance. Instead, purchase orders represent a commitment from a customer organization to pay for training fees. Purchase orders enable learners to enroll in classes and register for programs that carry charges under the agreement that the customer organization will pay for the learner's training when you bill them. You can use the purchase order number during the invoice process to note that the customer organization previously agreed to pay for the training.

PeopleSoft Enterprise Financials or a third-party financials system handles the actual setup of purchase orders for a customer organization. Enterprise Learning Management tracks the usage of each purchase order after you set up the purchase order in the financials system.

Each customer organization can have multiple purchase orders. You can associate each learner from the customer organization with one or more purchase orders. When a learner uses a purchase order to enroll or register in a class or program, the system deducts funds from the purchase order. After the system deducts funds from a purchase order, you cannot edit or delete the deduction, even when the learner drops the class or program and the balance for the purchase order returns to the full amount.

Enterprise Learning Management provides two reports that enable you to track purchase order usage by customer organization. You can use these reports to bill customer organizations.

Setting Up and Managing Purchase Orders

Use the Maintain Purchase Orders page (LM_PURCHASE_ORDERS) to view information for a customer's current purchase orders, and add new purchase orders.

Navigation

select Enterprise Learning, then select Financial Details, then select Maintain Purchase Orders, then select Maintain Purchase Orders

Image: Maintain Purchase Orders page

This example illustrates the fields and controls on the Maintain Purchase Orders page.

PO Number (purchase order number)

Enter the purchase order number. Purchase order numbers must be unique within a customer organization, but multiple customer organizations can use the same purchase order number.

Date

Enter the purchase date.

Amount

Enter the amount of the purchase order.

Currency

Select the currency that is to be used for the purchase order. This currency must match the currency of a class or program fee for a learner to successfully enroll or register in the class or program.

Expiration Date

Enter the expiration date. A learner cannot use the purchase order after the expiration date.

Balance

Displays the current balance for the purchase order.

ChartField

Displays the ChartField that is associated with the purchase order. Define ChartFields for purchase orders on the Payment Methods page.

Value

Select a ChartField value. The ChartField values that you can select are any values with an active status on the Chartfield Values page.

Owner

Select an owner for the purchase order. The owner can be anyone from the customer organization. Owners of purchase orders must approve any enrollment or registration request for a learner who uses the purchase order when the system requires payment approval to enroll in the class or register in the program. Assign approval types for classes on the Classes - Class Details page. Assign approval types for programs on the Maintain Program - Details page. A learner's enrollment or registration in a class or program is not confirmed until the owner gives payment approval. Payment approval is not required if no owner is assigned to the purchase order or if payment approval is not required to enroll in the class or register in the program. Owners of purchase orders can approve enrollment and registration requests by using the approvals page.