purchasing and distribution services vendor locations, pre- encumbrance/po balances, and additional...
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Purchasing and Distribution Services
Vendor Locations, Pre-Encumbrance/PO Balances, and
Additional Purchasing Information
Purchasing and Distribution Services
Vendor Locations, Pre-Encumbrance/PO Balances, and
Additional Purchasing InformationFAR Meeting – August 12th, 2014
Selecting a Vendor on a RequisitionSelecting a Vendor on a Requisition
• When selecting a vendor in eProcurement, end user must select the “SHARED” vendor location.
• When selecting a vendor in eProcurement, end user must select the “SHARED” vendor location.
These are SPECIFIC to UTEP ONLY
Selecting a Vendor on a RequisitionSelecting a Vendor on a Requisition
• Selecting non “SHARED” vendor location causes payment problems for Disbursements
• If the vendor address desired is not available, used the listed SHARED location to complete the requisition.
• Submit a POC form to Purchasing ([email protected]) to correct the vendor address on the PO.
• Selecting non “SHARED” vendor location causes payment problems for Disbursements
• If the vendor address desired is not available, used the listed SHARED location to complete the requisition.
• Submit a POC form to Purchasing ([email protected]) to correct the vendor address on the PO.
Pre-Encumbrance BalancesPre-Encumbrance Balances
Requisition Pre-Encumbrance Balance• A pre-encumbrance balance is money not used on a PO, i.e. PO is
reduced lower than requisition• End user should monitor requisition balances after PO’s are created
and dispatched. • Remaining Pre-encumbrance can be released by Purchasing, please
send a request to release pre-encumbrance to [email protected]
PO Closing• Remaining balances on PO can be released by Purchasing, please
send a request to close a PO to [email protected]
Requisition Pre-Encumbrance Balance• A pre-encumbrance balance is money not used on a PO, i.e. PO is
reduced lower than requisition• End user should monitor requisition balances after PO’s are created
and dispatched. • Remaining Pre-encumbrance can be released by Purchasing, please
send a request to release pre-encumbrance to [email protected]
PO Closing• Remaining balances on PO can be released by Purchasing, please
send a request to close a PO to [email protected]
Pre-Encumbrance BalancesPre-Encumbrance BalancesMonitor requisition/PO balances using Manage RequisitionMonitor requisition/PO balances using Manage Requisition
Additional Purchasing InformationAdditional Purchasing Information• Desktop Receiving
– Important to issue a receipt for items delivered directly to the department– Avoid delays in Payment, match exception occurs when a receipt is not issued promptly– “How To” on Purchasing website for instructions on issue Desktop Receipt
• Capital Asset Orders– Capital Asset items should reflect the appropriate Account Code for tagging an asset
• Review the category code selected• Review the account code defaulted into the COA
• Desktop Receiving– Important to issue a receipt for items delivered directly to the department– Avoid delays in Payment, match exception occurs when a receipt is not issued promptly– “How To” on Purchasing website for instructions on issue Desktop Receipt
• Capital Asset Orders– Capital Asset items should reflect the appropriate Account Code for tagging an asset
• Review the category code selected• Review the account code defaulted into the COA
Resources:Resources:
• Purchasing Website:
http://www.utsa.edu/purchasing/index.cfm
• Purchasing PeopleSoft Forms:
http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm
• Purchasing PeopleSoft Instructional Guides:
http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm
• Purchasing Website:
http://www.utsa.edu/purchasing/index.cfm
• Purchasing PeopleSoft Forms:
http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm
• Purchasing PeopleSoft Instructional Guides:
http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm
