Overview

The Purchase Order module includes one setting to enable purchase orders and three additional settings that control invoice behavior. These Account Settings determine whether invoices post to the ledger, can be cleared, or can be combined. They are commonly used to manage Central Office invoices such as phone bills or pCards.


Before you begin


  • Only a District Administrator can set these options across all bank accounts.
  • Standard users may be able to enable purchase orders for an individual bank account, depending on district policy and permissions.


Steps

  1. From the Main Menu, go to Program Maintenance > Account Settings.
  2. Locate the Purchase Order settings.
  3. Select or clear the applicable options described below.
  4. Click Save.

Purchase order settings

  • Enable Purchase Orders
    • Disabled - The Purchase Order module is hidden from the Main Menu. Standard users cannot access it.
    • Enabled - The Purchase Orders option appears under Main Menu > Expense. This can also be enabled at the bank account level if permitted.
  • Enable Purchase Order Invoice to Ledger - Adds the Invoice option under Main Menu > Expense > Purchase Orders. Invoices entered here post directly to the ledger and encumber funds.
  • Enable Clear Invoices - Allows invoices to be cleared during the purchase order process.
  • Enable Combine Invoices - Allows multiple invoices to be combined into a single invoice for posting to the ledger.

Outcome

Purchase order and invoice behavior is configured according to district policy, ensuring invoices are posted, cleared, or combined appropriately.