Frequently Asked Questions by Department Buyers

A:

Purchase Order (PO) Document Status shows the current status of a purchase order. You can also run the “PO Expediting Report” to see the PO status. Go to eProcurement>Purchasing Reports>PO Expediting Report.

A:

Yes. Change order should be created after calling the vendor, informing Requester of the PO changes, confirming chartfield changes with Default Approver is he/she is not the Department Buyer.
Tip: If the PO dispatch method defaults to “EDX” change to “Email” or “Fax” because the “EDX” method is not able to dispatch the change order to the vendor.

A:

No. If new items need to be purchased from P2P catalog, create a new requisition.
Yes, if extra items were shipped by the vendor and your department decides to keep them. Adding these items to the PO serves the purpose of matching the PO, Invoice, and Receipt.

A:

The Change Order received by the vendor will consist of only PO line(s) that had any changes.  The Change Order will NOT list all the PO lines again.
Example 1 (Change PO line): If the PO has five lines and only PO line 2 has a quantity change, the Change Order dispatched to the vendor will list PO line 2 only.
Example 2 (Cancel PO line): If PO line 2 is cancelled, the Change Order dispatched to the vendor will show PO line 2 as cancelled.  The word “Cancel” is printed on Change Order to indicate your intent of cancelling the line (Reminder: contact vendor to make sure items have not shipped before cancelling a PO line).

A:

A customization has been done to show “Change Order” with the PO ID on the top of the Change Order in bold so vendors don’t think they are getting a new order for shipment.

A:

At the top of each hour between 8:00 am and 7:00 pm, change orders will be dispatched to vendors.  PO Dispatch schedule: http://cpbc.ucsf.edu/p2p.

A:

Based on PeopleSoft defined match rules, matching is a comparison of the purchase order, invoice, and receipt.  If all three match, the vendor invoice will be paid.  If they do not match, match exceptions occur and must be resolved before payments are issued to the vendors.

A:

For P2P Special Request purchase orders under $5,000 and without restricted category of goods, the buyer of record is the department buyer. Match exceptions for POs with department buyers as buyer of record are researched and resolved by department buyers.

A:

Run Special Request Match Exceptions Report. Go to eProcurement>Payable
Reports>SpecRequest Match Exception.  This report list outstanding Special Request Match Exception by Buyer ID.