A.     In “myPCT Portal”, go to “TOP LINKS” on the right side, scroll down and click on:

B.     This opens up your Anthology “WORKSPACES”.

C.     Click on box labeled “Purchase order preparation”.

D.     Click on box labeled “+New purchase order”:

 1.      Add the vendor’s name.

a.      In Pop-Up Window on the RIGHT: go to the “Vendor account” field and click the drop-down arrow:

c.       Make sure the blue lettering in the drop-down menu says “contains” (if not, use the blue drop-down arrow to change it to “contains”):

d.      In the box, start typing part of the vendor’s name, for example depot, click “Apply”.

i.      It will show you a list of all vendors with the word “depot” in their name.

ii.      Use the gray bar to the right to scroll down to find the vendor you need, highlight it, and then hit enter.

iii.      Verify the vendor’s information that auto fills to make sure you selected the correct vendor.

iv.      Skip to Step 2.

e.      If you do not find the vendor you are looking for, sometimes “less” is better.

i.      First try: “Lowe’s”.

ii.      Second try: “Lowe”.

iii.    If the vendor name still does not come up:

1.      Call or email Accounts Payable: ext. 7369 or 7342, or accountspayable@pct.edu.

2.      If they cannot find the vendor, go to “myPCT Portal” and click on “Forms” at top ribbon. Under General Business/Finance-Related: click on “New Vendor Form” and complete this form. Accounts Payable will receive your request and they will forward new vendor forms to the vendor.

3.      Once they receive the vendor’s completed forms back, they will create a vendor account in Anthology and let you know the vendor’s “account number” so you can create the new purchase order.

4.      Only current vendors (from the past two years) were moved to Anthology from Colleague.

a.      It ALWAYS defaults to “Shipping/Receiving Dept” (even when order is revised).

b.      If your order is NOT being delivered to Shipping/Receiving, use drop-down arrow to select from several other locations, including “Pick Up”, “Electronic Delivery”, “Nothing to be Delivered”.

c.       If a service is being performed on campus, or the vendor is delivering the order directly to campus AND the campus location is not in the drop-down list:

i.      Use the “One College Ave” address and, if applicable, type more location info in the “Delivery name” (white box) shown below.

d.      If the address is not in the drop-down list, click the + sign to the right and add delivery address.

i.      Once a delivery address is added, it will be stored in the drop-down list for future orders.

3.      Add “Project ID”, if applicable:

a.      If your purchase order is tied to a PROJECT, you MUST enter the “Project ID” on this first page. (see How to enter a PO with a PROJECT)

i.  Expand the “General” section and scroll down to “REFERENCES”.

ii.      Start typing your project in this field or use the drop-down arrow to find your Project ID.

iii.      Please Note: If you do NOT add your Project ID on this first page, you will have to delete your purchase order and start over.

4.      Click “OK” at the bottom.

6.      Click on “Header”, you will need to start in the Header section first.

4.      “General” section, three fields:

a.       “Email” field under CONTACT INFORMATION:

i.      Use the drop-down arrow to see all vendor email addresses in the system and select the email address that the purchase order should be emailed to (it may already be pre-filled), or type the vendor email address in this field that the purchase order needs to be emailed to. Only one can be selected:

b. REFERENCE: “Customer reference” field, is only filled in if Procurement Services solicited a bid or quote for the item(s) being ordered.

i.            Only enter the Procurement's “Request for Quote” (RFQ) # or “Request for Bid” (RFB) #, if applicable.

ii.             Do NOT put the vendor’s quote in this field. You will add the vendor's quote information as a “NOTE” (see Section 8 of Header Instructions).

c.    FREIGHT: "Freight included” toggle (you can click this to change from No to Yes).

i.            When to select Freight included Yes:

a. If you have a separate line for freight (even if it is estimated) or if freight is included in the unit prices quoted.

b.   All Procurement RFB/RFQ orders should be marked “Yes”

ii.             When to select Freight included No:

a.   If vendor quote states “PPD & Add” (Pre-paid and Add).

b.   If freight will not be determined until order ships.

c.   If “Nothing to be delivered”, “Electronic delivery”, or “Pick-up”.

i.      Please note, sometimes a vendor will charge us the freight cost from their supplier to their location, even though we are picking up the order.

d. Freight charges can be added to the purchase order (or updated) once we receive the vendor’s order acknowledgement or invoice.

e. Accounts Payable is authorized to pay up to $50 for shipping charges if charge is not listed on purchase order and “Freight included No” is selected.

5.      “Address” section, two fields:

a. Confirm the Delivery “Address” is correct. If it is not correct, click on the icon next to the blue delivery address to change it:

b. Go to the ATTENTION “Attention information” field and add location and name only if the main delivery address is “Shipping/Receiving Dept”. This way, Shipping/Receiving knows where to deliver the order to, when they receive it from the vendor. Example: “Deliver to Laura at DJG 2028”.

6.      “Delivery” section, two fields:

a. Change the “Requested receipt date”.

i.        Take into account lead times from vendor, time it takes for the purchase order to be approved by three departments, shipping time, receiving time, and delivery to the department by S/R.

b.   Add “Delivery terms” from drop-down menu.

i.        “BW” is for Best Way, “PU” is for Pick-Up…etc.

ii.       This field does NOT auto-populate if the “Delivery address” is “Pick-Up” etc.

DEFINITIONS:

1.    “File”: attach vendor quote, artwork, contract etc. to purchase order, select “Browse”, then find and select your document:

a.  The file name will show in “Description” field (and at the left), the file can be reviewed under the “Preview” section too:

b.  Do NOT add any notes in the “General DETAILS Notes” section as this information does not print on the purchase order.

c.  Disregard “Restriction” Internal/External as it does not work.

2.  “Note”: Vendor note to print on purchase order.

a.  In “Description” type “Vendor Note” (or “Artwork” etc.).

b.  In the “General DETAILS Notes” section, type your notes to vendor. Example:

“Pricing and specifications only per Quote #                                        .”

c.   Please note:

·        Only ONE “Note” prints on the purchase order. If you have multiple “notes”

for the vendor, include them all in the one “Note”.

·        If you are copying and pasting from a document, paste into a Word document first, correct any formatting issues, then copy/paste into the “Note”.

3.  “PO Internal Comments”: any internal comments and/or instructions for Procurement.

a.  In “Description” box type “Procurement”.

b.  In the “General DETAILS Notes” box, type your internal comments:

9.        Click the “Save” button and then click the back arrow at top left ribbon.

10.   The “Header” section is now complete.

B.     Lines:

1.      Click on the “Lines” section at the top:

2.      “Purchase order header” section

i. Confirm the “Requested receipt date” and “Freight included Yes/No” are correct. If not, update them here.

3.      “Purchase order lines” section

i.      Go to “Procurement category” column and click on the drop-down arrow:

ii.    Scroll down to find the Procurement category for this line and click on the arrow to the left for another drop-down menu:

iii.  Scroll down and highlight the specific category needed and click on OK:

iv.    Please Note: the Procurement category that you select can NOT have a number to the left of it, i.e., “610 Supplies”. If you select that in error, you will need to “Remove” this line, add a new line with your information, “Update line” and then “Renumber” lines so the vendor does not see the order start with line 2 (because you deleted line 1). There are more detailed instructions in Anthology Teams regarding removing, updating and renumbering lines. However, updating and renumbering lines can only be done in draft mode PRIOR to approvals/confirmation by Procurement.

v.        Tab to “Unit” column. If you know the unit of measure, you can start typing or click on the drop-down arrow for all of the options, then select from the drop-down:

1.      If you select “pack”, please list the “amount per pack” in the description (example: 50/pk).

2.      Please note: if this is a Blanket Purchase Order, enter “BPO” in “Unit” field, the “Quantity” will be the dollar amount and the “Unit Price” will be “1”. There are more detailed instructions in Anthology Teams called “Blanket Purchase Order Guide”.

vi.        Tab to “Quantity” column and enter the quantity to be ordered.

vii.        Tab to “Unit price” column and enter the unit price.

1.      Please note: the system currently only allows for two decimal points. If your quoted prices are more than two decimals, you will need to add a line at the end, Quantity “1” or “- 1”, the Unit price as a positive number (difference between the quote and the PO), and description “Due to system rounding”.

viii.  Tab to “Discount” or Discount percentage column, if applicable.

1.      “Discount” column is for a dollar amount discount.

a.     

b.      Please note: if there is a discount off the whole order, you will need to add a separate line with a Quantity of “- 1” (like viii.1. above, but change the description to state the discount info).

2.      “Discount percentage” is for percentage discount.

a.     

ix.     Tab to “Mode of delivery” (if line is no charge/zero net amount):

1.     

2.      If you do not have the column named “Mode of Delivery”, you will need to add the column by clicking on the three dots to the far right.

4.  Financial Dimensions:

i.  If only ONE financial dimension will be charged and you entered it in the PO Header section, then skip to Section 5, “Line details” below.

ii.   If the purchase order lines will be charged to different financial dimensions:

a.  Click on drop-down arrow next to “Financials” in “Purchase order lines” ribbon:

b.  Select “Distribute amounts” under “ACCOUNTING”:

c.  Click on drop-down arrow under “Ledger account”:

d.  You can either start typing in the “Ledger account” field or at the far right, starting with “Fund” and tab to enter “Department”. It will auto-populate “Division” and “Function”:

e.      Click “Save” at top left and review:

iii.  If this line needs to be charged to more than one financial dimension:

a.  Click on the “+ Split” under “Distributions” and another line will be added:

b.  Change the “Percent” on “Number 1” to what it needs to be.

c.   Change the “Ledger account” on “Number 2” and change the “Percent” to what it needs to be (all lines need to equal 100%).

d.  Click the “Save” button at top left and review:

e.  Click the back arrow at top left ribbon to go back to the purchase order. You may need to scroll down (and expand) to get to each of the sections.

5.  “Line details” section, two fields:

i.   “Text” field: automatically will default to the “Procurement category” name.

a.      Delete the procurement category name and enter the description of the item you are ordering.

ii. “REFERENCE External” field: add the vendor part number.

iii.          Either click on “Save” at top ribbon or “Refresh” so the line’s “Product name” updates.

6.    If you have more items to order, click on “+ Add line” and repeat Step 2 -5 above:

7.      When you are done adding all of your lines, review lines to make sure all fields are accurate: Product name, Procurement category, Unit, Quantity, Unit price, Discount amount/percentage, Net prices, Deliver remainder (needs to equal quantity ordered), Mode of delivery (if zero dollar line), vendor part number in “REFERENCE External”.

8.    Verify that the “Budget check results” column (to the left of “Line number”), does NOT have any Red X’s. If there are Red X’s: you must do a Budget Transfer before the next step (or the purchase order will automatically be rejected at the next step):

9.      Go to the top ribbon and click on the “Workflow” drop-down arrow and then click “Submit”:

10.  You may receive one of the following warning messages:

·         Only Blue = PO was submitted successfully:

·         Yellow = Warning, but you will be able to submit to workflow:

·         Pink/Red = Must fix error(s) before you will be able to submit to workflow:

11.  If submitted successfully, the purchase order will go to the approval workflow and the PO status will be “In Review” instead of “Draft”.

a.   First approval:       Department level,

b.   Second approval: Financial Operations,

c.   Third approval:      Procurement Services.

12.  After the order is submitted, you can click on “Workflow” and then “Workflow history” to see where the order is in the approval workflow.

13.  If you forgot to add an item, you can click on “Workflow” and then click “Recall” to bring the order back to you, PO status “Draft”, then click on “Edit” at top left to update the order and resubmit the purchase order to the “Workflow”.

14.  If you forgot to add an attachment, note, or comment, you can click on “Header” and then add these no matter where the order is in the workflow. You do not need to “Recall” or “Edit” PO.

15.  If you have a “rush” order, submit the order through the “Workflow”, then send an email to the person who it is assigned to approve it in your department (found in the Workflow history), carbon copy Laura and Brigette in FinOps, and Purchasing@pct.edu with “RUSH PO #XXXXXX” in subject line.

16.  Keep track of your orders by viewing the “Approval Status” or “Purchase Order Status”:

a.       At “All purchase orders”:

b.       In a specific purchase order:

Open Order                                               Draft (not in workflow)

Open Order                                               Rejected (did not pass budget check when submitted)

Open Order                                               In Review (in approval workflow)

Open Order                                               Confirmed (Procurement approved/order to vendor)

Open Order:          PO status will remain “Open Order” until all lines have been received. Received:       PO status will remain “Received” until all lines have been invoiced.

Invoiced:                PO status will remain “Invoiced” until all lines or whole PO have been finalized.

Canceled:              PO status will show “Canceled” when the purchase order has been cancelled (Procurement).

Finalized:               PO status will remain “Finalized”

A purchase order can be edited (“request change”) when PO status is Open order, Received, Invoiced or Canceled.

Once the PO status is “Finalized” (onlyFinOpsor Procurement will finalize purchase orders), the purchase order is “dead,” and only notes can be added to finalized orders, you cannot edit anything else.

A Purchase Order is not needed for:

•      Travel (airfare, train, etc.)

•      Enterprise vehicle rental

•      Lodging

•      Meals

•      Conference/Training registrations

•      Membership dues

•      Subscriptions

•      Government fees

•      Tolls

•      Utilities

•      Insurance

•      Legal and Auditing fees

•      Real estate

•      Emergency maintenance