The Expense Purchase Orders application allows the user to create and manage a Purchase Order from your downstream Vendors and Contractors.

The system will track the Schedule of Values for the Purchase Order. Cost amounts are tracked in the Work Breakdown according to status. 

To access the Expense Purchase Orders application, open the Apps repository. Under the Cost Management suite of applications, click on Expenses. This will launch the Expenses Applications which will include:

• Contracts
• Change Requests
• Change Orders
• Pay Requests
• Purchase Orders
• Purchase Order Change Orders
• Invoices  

Creating a Purchase Order

1. To create a new Purchase, select the Purchase Orders tab.
2. Select New to open a new Purchase Order. Notice a new form on the right side of the screen.
3. Populate the Purchase Order Details such as Date, Description, Requisitioned By, and Charge Code.
4. In the Vendor section, record the Company the Purchase Order was issued to. There are two easy to accomplish this task:
   1. The Company Name drop-down list can be used to search for the Company.
      1. If the desired Company is found, make sure to choose the appropriate Office Name corresponding to the Banner vendor used on the Purchase Order from the available choices.
      2. They will start with Banner followed by an underscore, and then the combination of Banner Address Type Code and Sequence Number. This will populate automatically.
   2. If the Company is not found in the drop-down list, send an email to the Kahua Administrator distribution list with the Name and Banner ID of the Company to be added. That Company record will be brought into Kahua from the Vendor Services Application.
5. To add Purchase Order Change Order line items, navigate to the Items grid in the Items section.
   1. To add multiple line items, enter the number of lines you will need in the space and select Insert.
   2. Select the applicable cost codes and fill out the remaining details regarding this record.
   3. NOTE: The Kahua Activity Code is the same as the FCPWeb Activity Code.
6. To view the Purchase Order Items in further detail, select the More Details icon next to the PO Item number.
   1. This view allows for additional detail on the item, such as the Scope of Work, Notes, and additional Comments.
   2. Use the Previous and Next action buttons to sort through the Items if needed.
   3. Select Done once details have been added.
7. Documents can be attached to the record under the References section. The user can either:
   1. Upload a document saved on their computer.
   2. Add Kahua Doc to reference a document that is stored within Kahua’s File Manager application.
   3. Add Approval Doc which is used anytime a record is being routed for Review or Signature.
8. Once all details have been filled out, select Save/Close.

Approving a Purchase Order

As Purchase Orders will be used as a form of Data Entry, there are no Workflows configured for the application. All Purchase Orders will have to be Set to Approved manually. 

1. Set the status manually by using the Set to button.
2. Select Set to Projected, Set to Pending, Set to Approved, or Set to Approved & Lock.
   1. The selection will determine where the values are on the Work Breakdown.

Purchase Order Action Buttons