Kahua - Purchase Orders

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

The system tracks 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 launches the Expenses Applications, which include:

• Contracts
• Change Orders
• SOV Breakdown
• Pay Requests
• Purchase Orders
• Purchase Order Change Orders
• Invoices
• Compliance Tracking

Creating a Purchase Order

1. To create a new Purchase Order, select the Purchase Orders tab.
2. Select New to open a new Purchase Order. A new form will appear 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 ways to accomplish this:
   1. Use the Company Name dropdown list to search for the company.
      1. If the desired company is found, choose the appropriate Office Name corresponding to the Banner vendor used on the Purchase Order.
      2. These values begin with “Banner,” followed by an underscore and the Banner Address Type Code and Sequence Number. This will populate automatically.
   2. If the company is not found in the dropdown list, email the Kahua Administrator distribution list with the Name and Banner ID. The company will be added from the Vendor Services Application.
5. To add Purchase Order line items, navigate to the Items grid in the Items section.
   1. To add multiple line items, enter the number of lines needed and select Insert.
   2. Select the applicable Activity Codes and fill out the remaining details.
   3. Enter the Quantity, UOM, and Unit Price for each line item. Preferred format: Unit Price = 1, Quantity = dollar amount.
   4. Note: The Kahua Activity Code is the same as the FCPWeb Activity Code.
6. To view Purchase Order items in further detail, select the More Details icon next to the PO Item number.
   1. This view allows additional detail such as Scope of Work, Notes, and Comments.
   2. Use the Previous and Next buttons to navigate through items.
   3. Select Done when details are complete.
7. Documents can be attached under the References section:
   1. Upload a document from your computer.
   2. Add Kahua Doc to reference a document stored in Kahua’s File Manager.
   3. Add Approval Doc for records routed for Review or Signature.
8. Select Save/Close once all details are completed.

Approving a Purchase Order

Because Purchase Orders are used as a form of data entry, no workflows are configured. All Purchase Orders must be set to Approved manually.

1. Set the status manually using the Set to button.
2. Choose Set to Projected, Set to Pending, Set to Approved, or Set to Approved & Lock.
   1. The selection determines where the values appear on the Work Breakdown.

Purchase Order Action Buttons