Purchase Order (PO) Document Type

The Purchase Order (PO) Document Type is used to set up an agreement (award document) with a vendor for the purchase of goods or services.  The PO Document Type is part of the Award State in the Procurement Life Cycle.

Important Features for the Purchase Order (PO) Document Type:

• Inactive Line Functionality

  The Inactive Line flag can be selected on Modification Draft PO documents in CGI Advantage.  The following general rules apply to this field on documents of the PO Document 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 document 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 document If all commodity lines on a document are inactive, then the document 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 document 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 document, then only the active lines are printed.  If the Hide Inactive Procurement Lines flag is not selected when printing the PO document, then the active and inactive lines are printed. If the Hide Inactive Procurement Lines flag is selected when assembling the PO document, then only the active lines are assembled.  If the Hide Inactive Procurement Lines flag is not selected when assembling the PO document, then the active and inactive lines are assembled.  (Refer to the "Assembly Process” section in this user guide, for more information on the Assembly functionality.) The Inactive Line flag is included on the following Award Document Components: Document 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 Documents None

• Key inputs/outputs of the Purchase Order Documents

  Award documents of the PO Document Type, except for the DO which can only reference a Master Agreement document, can reference documents of the following three Document Types: SO (Solicitation) RQ (Requisition) MA (Master Agreement) Six Document Types can reference the award documents of the PO Document 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 documents, 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" section in the CGI Advantage Inventory Management User Guide for more information.

Related Topic(s):

• The "PO Delivered Document Codes" section provides a list of all Document Codes that are delivered with the PO Document Type.

• For a description of the delivered event types allowed for the PO Document Type, please refer to the General Accounting User Guide, "Procurement Accounting Model" section under "Accounting Model Delivered Configuration."

• The PO Document Type belongs to the Award State.