Overview
This user guide will assist in creating and issuing a Purchase Order for the request of goods and/or services.
1. Click the Search bar, enter Create Purchase Order, and select the task.
2. Company will default to CP01.
3. Type a supplier name and then select from available options
4. Currency will default to USD.
5. The Document Date will default to today’s date
6. Select Create Blank Purchase Order or Copy Details from Existing Purchase Order.
7. Click OK.
Chatham Required Fields
1. Enter Freight Charges, if applicable.
2. Enter Other Charges, if applicable.
3. Select Due Date as the date you need the PO to be finalized
4. Buyer will default to user but can be changed as appropriate
5. Enter Ship-To Contact
6. Enter the Ship-To Contact Detail as needed
7. Select the Ship-To Address as needed
8. Memo must be added. Please be descriptive.
1. Click the Add button .
2. Enter Item Description.
3. Select the Spend Category, start typing the spend category, hit “enter” and then select the appropriate one. (Refer to list of spend categories.)
4. If it is related to a Temp Restricted Gift or Grant, scroll to the far right and enter that information on the “Additional Worktags” cell. This will populate the default cost center.
5. Enter the Quantity.
6. Select the Unit of Measure (you can type “each”or use the Prompt icon .
7. Enter the Unit Cost.
8. Enter Deliver-To, using the Prompt icon (if different from the contact information).
9. Select the Ship-To Address (if different from the contact information).
10. Select to Ship-To Contact, using the Prompt icon (if different from the contact information).
11. Enter Memo for this specific line item. Again, please be descriptive.
12. If it is for facilities or capital spending, you must select the appropriate Location, using the Prompt icon .
13. Select the Cost Center, using the Prompt icon .
14. The appropriate Fund will default based on the cost center and “Additional Worktags” used
1. If requesting a PO for services, click the Add button on the Services tab.
2. Enter the Item Description.
3. Select the Spend Category, start typing the spend category, hit “enter” and then select the appropriate one. (Refer to list of spend categories.)
4. If it is related to a Temp Restricted Gift or Grant, scroll to the far right and enter that information on the “Additional Worktags” cell. This will populate the default cost center.
5. Update Amount.
6. Select the Cost Center by typing in department key words in the search box.
7. Select Deliver-To, using the Prompt icon .(if different from the contact information).
8. Select the Ship-To Address (if different from the contact information).
9. Select the Ship-To Contact, using the Prompt icon (if different from the contact information).
10. Enter Memo for this specific line item. Again, please be descriptive.
11. If it is for facilities or capital spending, you must select the appropriate Location, using the Prompt icon .
12. Select the Cost Center by typing in department key words in the search box.
13. The appropriate Fund will default based on the cost center and “Additional Worktags” used
Include any supporting Attachments.
Next: This task routes for approval to the relevant group before it is issued.
To check on the status of the Purchase Order, go to Find Purchase Order,
Select Company CP01 and appropriate Supplier, then ‘ok’