PO Transaction Type

The Inactive Line flag can be selected on Modification Draft PO transactions in CGI Advantage. The following general rules apply to this field on transactions of the PO Transaction Type. (Rules that apply only to specific components are listed with the component in the table below):

The Inactive Line flag cannot be set to True on a new line.
When a PO transaction is submitted with an inactive commodity line(s), the Reference Type will be set to Partial, and any referenced Requisition lines are reopened.
Inactive PO Commodity Lines are removed from the Matching Status tables.
Inactive PO Commodity Lines cannot be referenced.
Inactive lines are not copied forward into a target transaction
If all commodity lines on a transaction are inactive, then the transaction will not appear on the Invoicing Search (INSRCH) or Receiving Search (RSCRCH) pages.
Inactive Commodity Lines are not displayed on the Shopper (SHOP) page.
Once a commodity line or component is marked as inactive and the transaction is submitted, it cannot be reversed; instead a new line or component must be entered.
If the Hide Inactive Procurement Lines flag is selected when printing the PO transaction, then only the active lines are printed. If the Hide Inactive Procurement Lines flag is not selected when printing the PO transaction, then the active and inactive lines are printed.
If the Hide Inactive Procurement Lines flag is selected when assembling the PO transaction, then only the active lines are assembled. If the Hide Inactive Procurement Lines flag is not selected when assembling the PO transaction, then the active and inactive lines are assembled. (Refer to the "Assembly Process” topic in this user guide, for more information on the Assembly functionality.)

The Inactive Line flag is included on the following Award Transaction Components:

Transaction Component	Component Specific Rules
Header (hidden on the UI)	This flag is updated by the system if all commodity lines on the Purchase Order have the inactive line flag set to true.
Sub Vendor	None
Terms and Conditions	None
Special Instructions	None
Commodity	A PO Commodity Line cannot be marked as inactive unless there is no outstanding activity against the line, and the line is reduced to zero.
Commodity T&C	If the Inactive Line flag is checked for a Commodity Line, all associated Commodity T&C Lines will automatically be made inactive.
Supporting Transactions	None

Award transactions of the PO Transaction Type, except for the DO which can only reference a Master Agreement transaction, can reference transactions of the following three Transaction Types:

Six Transaction Types can reference the award transactions of the PO Transaction Type:

RC (Receiver)
IN (Invoice)
PE (Performance Evaluation)
PR (Payment Request)
TM (Termination)
PO (Purchase Order - in the case of a roll or lapse)

Purchase Orders can be used to process inventory transactions, as well as non-inventory transactions. In order to process inventory transactions using Purchase Order transactions, you have to enter a valid Warehouse, valid Commodity Code, and Stock Item Suffix (optional) on the Commodity Line. Based on the Warehouse, Commodity Code, and Stock Item Suffix entered, updates are made to the Inventory table in CGI Advantage Inventory Management. Please refer to the "Inventory Tables" topic in the CGI Advantage Inventory Management User Guide for more information.

Upon submitting a Termination (TM) transaction to Final that references a transaction of the CT Transaction Sub Type, a draft version of the CT transaction is created. Upon submitting the TM to Final, the TM transaction Information (Transaction Code, Transaction Dept, Transaction ID) is passed to the Terminated By (Terminated By Transaction Code, Terminated By Transaction Dept, Terminated By Transaction ID) fields in the Reference section on the Header tab of the newly created draft CT transaction. Upon submitting the TM to Final, the system sets the Award Status field on the Header of the newly created draft CT transaction to a value of Terminated. If the Terminated By fields are populated and/or the Award Status field is Terminated, then all commodity and accounting lines must be closed or an error is issued when submitting the newly created CT transaction. If the Award Status is Terminated, then the Terminated By fields must be populated and vice versa.

CGI Advantage Financial users have the ability to designate an order as a recurring payment (RPO) and choose a recurring payment schedule. The Scheduled Invoice Generation Chain Job generates invoice transactions for the recurring amount on the schedule frequency identified. The Matching Manager Chain Job will then match the generated invoice to the order and generate payment request transactions.

Create an RPO transaction and choose a Recurring Payment Type (Reconciling or Non-Reconciling) and choose a Recurring Payment Schedule. Enter a Recurring Payment Amount for each Commodity Line on the RPO Transaction. All Commodity Lines on an RPO transaction follow the same Schedule. Check Description and Special Instructions are available on the Accounting Line of the RPO transaction. These fields allow you to select Special Instructions for the payment and include a Check Description at this point in the process, as the PR transactions will be generated by the system. These fields are inferred on the PR transaction when it references an RPO transaction.

If the Recurring Payment Type is Reconciling, users must periodically reconcile entries on the Scheduled Invoice Generation (SIG) table based on an indicator on the Schedule Sequence. Future invoice transactions are not generated for the referenced Order commodity line until the reconciling entries are made on the SIG table.

The PO Transaction Type contains several delivered Transaction Codes. Each Transaction Code varies based on the event types and functionality that are associated with them.

Transaction Name	Transaction Code	Intended Use	Sub Type
Buysense Purchase Order	POB	A transaction used to interface purchases of goods and services through the Buysense application.	POB
Commodity Based Transaction Lapse	CBDL	This transaction is used to Lapse open encumbrances at year end and can only be generated by the Open Activity Lapse (OAL) chain job. When a year comes to a close, there are many transactions still un-referenced with accounting activity that has not yet reached its final state. The Open Activity Lapse (OAL) chain job lapses the activity in the old year, leaving it up to the sites to re-establish it in the new year manually. The generated CBDL transaction does a zero-dollar reference that is a Final reference. This way the transaction being lapsed remains unmodified, but has the open amount reduced to zero dollars. Please refer to the Open Activity Lapse run sheet in the CGI Advantage Financial - General Accounting Run Sheets guide, for more information.	CBDL
Contract	CT	A more formal type of a PO that typically expands a longer period of time and can be renewed like a Master Agreement. If allowed a Final CT can be modified directly. If direct contract modification is not allowed, then a CMR must be created.	CT
Delivery Order	DO	A contract for purchases made from a Master Agreement.	DO
Express Entry Purchase Order	XPO	An express entry version of the Purchase Order transaction.	XPO
Grant Given	GG	This Transaction Code serves to record the award of a grant to a grantee or sub grantee along with defining each of the grant award lines (for example, commodity lines). Refer to the “PO Transaction Type” topic in the Grantor User Guide for more information.
Maximo Delivery Order	DOM	If Maximo is integrated with Advantage, then the DOM is created when a Purchase Request is created in Maximo that references a contract. The DOM transaction cannot be manually modified or cancelled within CGI Advantage Financial unless related user specific security options are defined to allow such an action. If a user does modify or cancel the Advantage transaction, it is a manual process to update Maximo.	DO
Maximo Purchase Order	POM	This Transaction Code is used when the Commodity being ordered originated in Maximo. The Purchase Order transaction is selected for integration with Maximo if either of the following is true on a Final version of a POM transaction: The POM has a Task Order code with the Source System set to Maximo on the Task Order table. The POM has an External Warehouse code with the Source System set to Maximo on the Warehouse table.	PO
Maximo Service Contract	SCM	This Transaction Code is used if the Service being requested is an External Service and should be integrated with Maximo.	SC
Purchase Order	PO	A contract with a vendor for goods or services.	PO
Proof of Necessity	PON2	Enables Proof of Necessity on Purchase Order transactions.	PO
Recurring Payment Order	RPO	Allows you to record the purchase of items to be paid for using similar, recurring payments to vendors for goods and services such as leases, rents, or health and human services contracts. The Scheduled Invoice Generation Chain Job generates invoice transactions for the recurring amount on the schedule frequency identified. The Matching Manager Chain Job will then match the generated invoice to the order and generate payment request transactions.	PO
Service Contract	SC	A contract for Service Line Types only.	SC

PO Transaction Type

PO Delivered Transaction Codes