Purchasing and Payables Overview

The Purchasing and Payables module consists of the following sub-modules:

• Purchasing: Purchasing configuration, purchase requisitions, purchase orders, & order receipt

• Accounts Payable: Vendor invoice & payment management

• Capital Assets: Capital assets configuration & asset management

• Vendor: Vendor management & vendor 1099 adjustment

The purchasing & payables process

1. Create a purchase requisition

2. Submit purchase requisition

• PR must have been allocated fully, so funds can be reserved.

• If budget checking has been turned on, and the budget has been exceeded, a message will be displayed when attempting to submit the requisition.

• If the vendor threshold has been exceeded, you must enter verbal or written quote information or a sealed bid.

3. Approve purchase requisition — this action automatically creates a purchase order.

4. Change the PO as needed

5. Combine POs as needed

OR

1. Create a purchase order

THEN

1. Issue the purchase order

• If budget checking has been turned on, and the budget has been exceeded, a message will be displayed when attempting to issue the PO.

• If the vendor threshold has been exceeded, you must enter verbal or written quote information or a sealed bid.

• Funds are encumbered, and any funds reserved on an associated purchase requisition are released.

• The issued PO becomes available in Receiving and Accounts Payable.

2. Enter the vendor invoice when you receive it from the vendors.

3. If you're not auto-receiving POs, create an order receipt or complete a pending order receipt.

4. Receive the order receipt. If you're using the accrual method of accounting, the encumbrance is released, and the expenditure is realized.

5. Submit the invoice for payment.

• If you're not auto-receiving POs, you can submit an invoice if all items have been received — the invoice gets the submitted state and will be available for payment,
  OR if the items haven't been received yet — the invoice gets the pending state and won't be available in Payment Management.

• If you are auto-receiving POs, an order receipt is created and received for the items when you submit the invoice.

6. Create a payment voucher and include invoices on the voucher.

7. Submit the payment voucher for approval.

8. Approve the payment voucher.

• If you are using cash basis accounting, the encumbrance is released, and the expenditure is realized.

• If you're using the accrual method, adjustment transactions resulting from price adjustments made in Vendor Invoice are made in the general ledger.

9. Print and verify warrants.

Return to Purchasing Overview

Return to Receiving Overview

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