PURCHASE-ORDER

DWH Archive Name: B__PO

Contains 'header' or one time information for UAF purchase orders. Specific items or 'line' information is contained on the PURCHASE- ORDER-LINE file.

Data Element Definitions for PURCHASE-ORDER (U-73)

Type & Level		Field Name & Attributes	Format & Length		Comp Opt	Index	Field Definition
Primary Identification Data
	1	PO-NO DB=AA CS=PP	P	7.0	F	U	The unique identifier for a purchase order.
	1	PURCHASE-CD DB=AB CS=PP	A	2.0	F		State-mandated code used to identify the purchasing regulations and procurement methods which apply to a purchase order. An order from a minority vendor is indicated by an 'M' as the first character. Valid purchase codes are maintained on the table, PURCHASE-ORDER-CODES.
	1	PO-TYPE DB=AC CS=PP	A	2.0	F		A code that identifies the PO as one of the following types: AP = Advance, CP = Confirming, IN = Internal, IR = Invoice Received, PR = Personal Reimbursement, RE = Regular, TA = Travel Authorization, or TR = Travel Related.
	1	PO-STATUS DB=AD CS=PP	A	1.0	F		A code which indicates the status of a purchase order. Possible values are: P = Purchasing process ongoing and no PO has been issued. O = Open. PO has been issued. C = Closed. Receiving and payments have been completed. X = Canceled.
	1	REQ-NO DB=AM CS=PP	P	6.0	N	D	The unique system identifier for a request to purchase goods or services. This number is system generated during the entry of a requisition. In order to easily distinguish this number from a PO number, it is normally displayed and entered with a leading 'R', for example; R001234.
	1	BID-SOL-NO DB=BA CS=PP	P	6.0	N	D	System generated number which uniquely identifies a bid solicitation. In order to easily distinguish this number from a PO or requisition, it is normally displayed and entered with a leading 'B'; for example: B002344.
	1	CONTRACT-NO DB=BB CS=PP	A	13.0	N		a) Identifier for a contract. Two segments are separated by a slash (/). The first identifies a contract which may or may not have multiple categories or awarded vendors. The segment following the slash is used to identify the category or the vendor. A prefix identifies the type as UA, agency term, or ST, state. b) Identifies a professional services contract number (prefix of PS) or Pre-Audit number (prefix of P). These are not on the Contract file.
	1	PO-BUDGETARY-UNIT-NO DB=AN CS=PP	N	4.0	N		The standard UAF budgetary unit number which identifies the organizational entity that is to be associated with a purchase order.
	1	BLANKET-CD DB=AO CS=PP	A	1.0	N		Identifies whether a travel authorization or a purchase order is valid for multiple purchases over a certain time period. Possible values are: Y = Blanket order N = Not a blanket order (stored on the database as blank)
	1	MOF-NO DB=BC CS=PP	N	6.0	N	D	The "method of finance" number used by Property Accounting to track & identify expenditures, usually for construction projects. This number refers to a document which itemizes and authorizes specific expenses and must appear on the vouchers for those expenses.
	1	CONSTRUCTION-CD DB=BH CS=PP	A	1.0	N		Indicates that a purchase is for construction purposes. Requisitions for construction must be reviewed by a buyer. Possible values are: Y = Yes, requisition is for construction N = No, not for construction (stored on the data base as blank)
	1	GPO-TEXT-ID DB=AW CS=PP	A	16.0	N		Key for accessing general purchase order text. This text is intended to be printed on the PO preceding any item information. It is copied from the requisition, where the departments originally entered it and may be modified by Purchasing on the PO. This text is stored on the UAF-TEXT file.
MU	1	COMMENT DB=CO CS=PP Max Occ=2 HD=__COMMENT	A	72.0	N		DWH Archive Name: B__PO__COMMENT A comment or brief note which may be associated with an entity. This field is maintained in mixed case.
Vendor Data
	1	VENDOR-NO DB=AQ CS=PP	P	6.0	N		Unique system generated identifier for a vendor.
	1	VENDOR-NAME-NO DB=AR CS=PP	P	2.0	N		A system generated number sequentially assigned to identify one of several names by which a vendor is currently known or has been previously known, or is currently doing business or has done business in the past.
	1	VENDOR-ADDR-NO DB=AS CS=PP	P	3.0	N		System generated number sequentially assigned to identify separate addresses for a particular vendor.
	1	CONTACT-NAME DB=BR CS=PP	A	20.0	N		Name of contact in any format. This field is maintained in mixed case.
	1	CONTACT-PHONE-NO DB=BS CS=PP	A	17.0	N		Telephone number of the contact person in the format: '999/999-9999x9999', '999/999-9999' (the extension is optional), or 9999 (if an an on campus extension).
	1	CUSTOMER-ID DB=BY CS=PP	A	16.0	N		Vendor's customer identifier or account number used in transacting business between the vendor and the university (e.g., a credit card number). A vendor may identify different departments within the university as separate customers. When present on the Accounts-Payable record, this value will be printed on the remittance advice.
Tracking Data
	1	DEPT-REF-ID DB=AT CS=PP	A	8.0	N		An optional departmentally assigned identifier available for tracking requisitions and their resulting POs.
	1	DEPT-REP-USER-ID DB=AU CS=UA	A	8.0	N		The Natural user ID of the departmental representative responsible for tracking and following up on problems with a requisition, purchase order, order receipt, invoice, transfer, or journal entry. This is the person to contact regarding the financial transaction.
	1	REQUESTOR-NAME DB=BP CS=PP	A	20.0	N		The name of the person for whom a purchase request is made, who Purchasing should contact regarding questions about the requisition, who the vendor should contact regarding questions about the order, and whose name and phone number will be printed on the PO. This is a required field on a requisition.
	1	REQUESTOR-PHONE-NO DB=BQ CS=PP	A	17.0	N		Complete telephone number of the person requesting a purchase. It is available to Purchasing and the vendor (printed on the PO) so that questions may be asked regarding the requisition or the order. It is stored in either of the following formats: 999/999-9999 or 999/999-9999x9999.
	1	DATE-CLOSE-ANTICIPATED DB=BD CS=PP	D		N		The date by which a purchase order should be closed and all receiving and invoicing activity should be completed. Used to identify orders which remain open longer than anticipated. This value is optional when a requisition is created. If not specified, the system will default a value on the purchase order of 30 days after order date.
PE	1	ACTIVITY-LOG-GROUP DB=CI CS=* Max Occ=10 HD=*** Not Archived (Empty)					DWH Archive Name: B__PO*** Not Archived (Empty) Periodic repeating group which contains activity codes and data related to those codes. Provides a convenient method for Purchasing to establish customized data elements for tracking and monitoring activities which occur after the purchase order has been initiated.
	2	ACTIVITY-CD DB=CJ CS=PP PE=ACTIVITY-LOG-GROUP	A	4.0	N		Code used to identify an activity required for or related to an associated process. May be used for tracking reviews, notices, collection of data, outside approvals, etc. Values and descriptions are maintained on the ACTIVITY table.
	2	DATE-ACTIVITY DB=CK CS=PP PE=ACTIVITY-LOG-GROUP	D		N		Date associated with an activity.
	2	ACTIVITY-BY-USER-ID DB=CL CS=PP PE=ACTIVITY-LOG-GROUP	A	8.0	N		The NATURAL user ID of the person who recorded an activity by entering the associated ACTIVITY-CD.
PE	1	FOLLOW-UP-GROUP DB=CD CS=* Max Occ=2 HD=__FOLLOW_UP_GROUP					DWH Archive Name: B__PO__FOLLOW_UP_GROUP
	2	FOLLOW-UP-CD DB=CE CS=PP PE=FOLLOW-UP-GROUP	A	1.0	N		Identifies need and reason for possible follow-up activity. Values are: = No follow-up required, A = Account assignment based on CCI requires review, P = Potential 1099 payment requires review, L = Potential 1099 payment requires vendor's W9 on record in UPS, O = Other. May be changed to other values to facilitate additional tracking of PO, C = Potentially capital item requires review.
	2	TIME-FOLLOW-UP DB=CF CS=PP PE=FOLLOW-UP-GROUP	T		N		The time at which a follow-up activity (identified by an associated FOLLOW-UP-CD) needs to be initiated. Established by the system based upon the specific requirements of an activity, except for a Code of 'Other', which is set manually.
Delivery Parameters
	1	SHIP-TO-CD DB=AX CS=PP	A	8.0	N		Identifies a ship-to address maintained on the ADDRESS-CODE-TABLE. A line for 'University of Arkansas' is automatically added to these addresses by the system and should not be included within the address.
	1	DATE-DELIVERY DB=BE CS=PP	D		N		Delivery date for an order from a vendor as defined by the DELIVERY-DATE-CD. This value is optional and will be null if no delivery date code is specified.
	1	DELIVERY-DATE-CD DB=BF CS=PP	A	1.0	N		Identifies the meaning of the associated DATE-DELIVERY. Valid values are: D = Desired, delivery by this is requested E = Expected, there are strong reasons to believe that delivery will be made by this date P = Promised, the vendor has commited to this date R = Required, delivery by this date is a condition of acceptance for the order = No delivery date has been specified.
	1	MAX-DELIVERY-DAYS DB=BG CS=PP	P	3.0	N		Maximum number of days allowed for shipment of items ordered measured from the date the PO is issued.
Financial Data
	1	BILLING-ADDR-CD DB=AY CS=PP	A	8.0	N		A code which identifies the University billing address to which vendors are requested to send their invoices. Codes and billing addresses are maintained on the ADDRESS-CODE TABLE. The system automatically creates line 1 as 'University of Arkansas' and therefore this identification should not be included within the address.
	1	LOCAL-TAX-CD DB=AZ CS=PP	A	2.0	N		Identifies a locality in Arkansas and the effective tax rate, including any tax caps. Values are defined on the SALES-USE-TAX-TABLE with associated tax calculation parameters. This code may be entered directly on an invoice or may be carried from the ADDRESS-CODE-TABLE, to the requisition, to the PO, and on to the invoice. The system uses this value to calculate 'use' tax.
	1	DATE-ORDER-EFFECTIVE DB=AE CS=PP	D		F		The earliest encumbrance effective date of any line of a PO. This date is determined when the PO is created and does not change thereafter.
	1	DATE-PO-INEFFECTIVE DB=BO CS=PP	D		N		Date after which a blanket purchase order is no longer valid. Only allowed for blanket purchase orders.
	1	PO-AMT DB=AG CS=PP	P	8.2	N		The sum of the ITEM-EXTENDED- PRICE for all lines of the PO. This total is exclusive of any tax or freight.
	1	PO-FREIGHT-AMT DB=AH CS=PP	P	5.2	N		Amount of freight expense for a purchase order.
	1	PO-TAX-AMT DB=AI CS=PP	P	6.2	N		Amount of sales tax on a purchase order.
	1	PO-MAX-AMT DB=AJ CS=PP	P	8.2	N		The maximum amount to be invoiced against a PO. This amount may not exceed the corresponding (REQ-AMT + REQ-FREIGHT-AMT) * (100 + REQ-TOLERANCE-PCT). A lesser amount may be imposed by Purchasing to ensure that purchasing regulations are followed or to guarantee that a bid price is not exceeded. On travel authorizations, this is a specific amount which is set as the maximum amount to be reimbursed for expenses without having to supplement.
	1	INVOICED-SUM DB=AK CS=PP	P	8.2	N		The sum of the Invoice-Amt of invoices logged without a problem code and referencing a PO. This PO total, less the Invoiced-Tax-Sum, is compared to the PO-Max-Amt to ensure that expenditures against the PO do not exceed the amount authorized. A problem code must be assigned to the invoice before it can be saved if an invoice would result in a violation of this authorized maximum.
	1	INVOICED-TAX-SUM DB=AL CS=PP	P	6.2	N		The sum of the Invoice-Tax-Amt of invoices logged without a problem code and referencing a PO. This amount is used to reduce the Invoiced-Sum before checking against the PO-Max-Amt, since that maximum authorization is exclusive of sales tax. These controls are used to prevent over-payment of a PO.
Purchasing Information
	1	BUYER-USER-ID DB=BI CS=PP	A	8.0	N		The Natural user ID of the responsible buyer for a purchase requisition or bid.
	1	QUOTE-CERTIFIER DB=BJ CS=PP	A	20.0	N		The name of the individual that certifies that the telephone bid quotes provided to purchasing are correct (the person who took the bids over the phone). This name is printed on the PO to reference the quote. Maintained in mixed case.
	1	DATE-QUOTE-TAKEN DB=BK CS=PP	D		N		The date that the telephone quote was actually taken.
	1	SALES-TAX-ID DB=BL CS=PP	A	10.0	N		A sales tax identifier required for all requisitions or purchases made by a tax exempt purchaser and for all purchases for resale which are tax exempt.
MU	1	HANDLING-CD DB=BM CS=PP Max Occ=5 HD=__HANDLING_CD	A	1.0	N		DWH Archive Name: B__PO__HANDLING_CD A code which identifies special handling for a purchase order. F = Form with order C = Check and form with order at time of PO H = Hold check for pick-up by the authorized person P = Print PO in Purchasing (overrides faxing rules) L = future use for local print S = Suppress both print & fax D = Confirming PO, do not duplicate order I = Invoice attached.
	1	PAYMENT-HANDLING-AUTH DB=BN CS=PP	A	25.0	N		The name of an individual who is authorized to pick-up a held check. This designation must be made in conjunction with the PAYMENT-HANDLING-CD.
	1	POH-TEXT-ID DB=AV CS=PP	A	16.0	N		Key for accessing Purchasing's PO text maintained on the UAF-TEXT file. This text is used to document Purchasing's actions and to provide general information with regard to the PO. It is not intended to be printed on the PO.
Travel Related PO Data
	1	TA-NO DB=CP CS=PP	P	7.0	N	D	A system generated number which identifies an authorization or a request for authorization of travel expenses in connection with a particular trip for an individual, or in connection with multiple trips for an individual. The TA-NO is actually the PO-NO created for the authorization to travel. The TA-NO on the Purchase Order file is only populated for 'Travel Related' POs for association with the original Travel Authorization.
Travel Authorization Data
	1	TA-TRAVELER-TYPE DB=CQ CS=PP	A	1.0	N		Identifies the type of traveler for which a Request for Travel Authorization is submitted. Possible types include: E = Employee S = Student G = Guest of the University B = U of A board member T = Group.
	1	TA-DESTINATION DB=CR CS=PP	A	27.0	N		The travel destination for an individual who is requesting authorization for travel or for whom a travel request has been approved.
	1	TA-REGION-CD DB=CS CS=PP	A	1.0	N		Identifies the travel destination associated with a Request for Travel Authorization as: I = In Arkansas (intra-state) O = Outside Arkansas but within the US (inter-state) F = Foreign
	1	TA-DATE-FUNCTION-BEGIN DB=CT CS=PP	D		N		The beginning date of a meeting, conference, training session, or another event which is attended by a traveler.
	1	TA-DATE-FUNCTION-END DB=CU CS=PP	D		N		The ending date of a meeting, conference, training session, or another event which is attended by a traveler.
	1	TA-DATE-OF-DEPARTURE DB=CV CS=PP	D		N		The date a traveler plans to leave on a particular trip, or the first date a blanket travel authrorization is valid.
	1	TA-DATE-OF-RETURN DB=CW CS=PP	D		N		The date a traveler plans to return from a particular trip, or the last date a blanket travel authrorization is valid.
	1	TA-PURPOSE-CD DB=CX CS=PP	A	1.0	N		A code which identifies the purpose for a particular trip. Possible values include: O = Official business E = Education and training seminars C = Conference and conventions
	1	TA-PURPOSE-DESC DB=CY CS=PP	A	25.0	N		A description of the purpose for a particular trip, or when related to a blanket travel authorization, for multiple trips.
	1	TA-SPECIAL-AUTH-CD DB=CZ CS=PP	A	1.0	N		A code which indicates request or approval for increased limits on travel related lodging expenses and the justification for it. Possible values are: = No lodging special, C = Conference hotel, S = Safety, T = Save transportation cost, F = Required facilities, or O = Other (requires extended text).
	1	TA-TRANSPORTATION-CD DB=DA CS=PP	A	1.0	N		A code which indicates the type of transportation which is used for a trip. This does NOT include transportation for which a Purchase Order will be issued, nor does it include taxi. Expenses may be reimbursed for some types of travel. Possible values are: A = Air P = Private Automobile U = University Vehicle G = Guest in Automobile O = Other (including car rental, train, etc.) = Not applicable
	1	TA-TRAVEL-CARD-MAX-AMT DB=CB CS=PP	P	5.2	N		Maximum amount of travel expense authorized for charge to a university Travel Card (T-card) by an employee for specified travel.
	1	TA-MEALS-DAYS DB=DF CS=PP	P	3.0	N		The number of days for which meal reimbursement is being requested for a Travel Authorization.
	1	TA-LODGING-DAYS DB=DG CS=PP	P	3.0	N		The number of days for which lodging reimbursement is being requested for a Travel Authorization.
	1	TA-REIMB-MILES DB=DH CS=PP	P	4.0	N		The number of miles to be driven in a personal vehicle for which reimbursement is being requested for a Travel Authorization.
PE	1	TA-REIMBURSABLE-GROUP DB=DB CS=* Max Occ=7 HD=__TA_REIMBURSABLE_GROUP					DWH Archive Name: B__PO__TA_REIMBURSABLE_GROUP The periodic group containing travel reimburable amounts defined by the following occurrences: 1 = Transportation 2 = Meals 3 = Lodging 4 = Registration 5 = Taxi 6 = Rental 7 = Miscellaneous
	2	TA-REIMBURSABLE-AMT DB=DC CS=PP PE=TA-REIMBURSABLE-GROUP	P	5.2	N		A personal reimbursable amount associated with a travel authorization such as meals, lodging, or transportaion.
Audit and Control Data
	1	OPEN-PO-LINE-COUNT DB=AP CS=PP	P	3.0	N		Count of open PO lines that exist for the PO. Used to determine whether a line being closed/cancelled is the 'last' open line on the PO.
PE	1	UPDATE-HISTORY-GROUP DB=BT CS=* Max Occ=6 HD=__UPDATE_HISTORY_GROUP					DWH Archive Name: B__PO__UPDATE_HISTORY_GROUP The periodic repeating group which identifies the time and user that initially brought a purchase order to the associated status in the Purchasing Dept (identified by PE occurence): 1 - Purchasing process initiated (status P) 2 - PO issued (status O) 3 - PO closed (status C) 4 - PO canceled (status X)
	2	TIME-OF-UPDATE DB=BU CS=UA PE=UPDATE-HISTORY-GROUP	T		N		Date and time that a record or associated item was last updated on the data base.
	2	UPDATED-BY-USER DB=BV CS=UA PE=UPDATE-HISTORY-GROUP	A	8.0	N		The Natural user ID (USER-ID) of the last user to update a record or associated item.
	1	TIME-STAMP DB=AF CS=UA	B	8.0	F		This field is used to uniquely identify each update to a record. Each time a record is updated, this field should be assigned the value of the Natural function *TIMESTMP. Programs should check to see if this field has changed from the time they first read a record until the time they read the record with hold. This will determine if someone else has altered the record.
Super-Descriptors
SP	1	VENDOR-DATE-KEY DB=S1 CS=*	B	8.0	N	D	The super-descriptor composed of the VENDOR-NO and DATE-ORDER-EFFECTIVE. It is used to retrieve orders to a vendor in date sequence.
SP	1	BU-STATUS-DEPT-REF-DATE-KEY DB=S2 CS=*	A	17.0	N	D	The super-descriptor composed of the PO-BUDGETARY-UNIT-NO PO-STATUS, DEPT-REF-ID and DATE-ORDER-EFFECTIVE. This index is used to retrieve POs for a BU, Status and Reference ID (when provided) by Date.
SP	1	STATUS-BU-CLOSE-KEY DB=S3 CS=*	A	9.0	N	D	The super-descriptor composed of PO-STATUS, PO-BUDGETARY-UNIT-NO, and DATE-CLOSE-ANTICIPATED. This index is used to list POs for a budgetary unit in sequence of the date they were/are anticipated to be closed to allow monitoring orders and following up when an order remains open longer than anticipated.
SP	1	FOLLOW-UP-TIME-KEY DB=S4 CS=*	A	8.0	N	D	The super-descriptor composed of FOLLOW-UP-CD and TIME-FOLLOW-UP. This index is used to retrieve and list POs which require some type of follow-up activity on or after the associated time.
SP	1	CONTRACT-DATE-KEY DB=S5 CS=*	A	19.0	N	D	The super-descriptor composed of Contract-No and Date-Order-Effective. This index is used to access Purchase Orders that reference a contract number from a date and in sequence of order effective date.
SP	1	VENDOR-STATUS-BU-DATE-KEY DB=S6 CS=*	A	13.0	N	D	The super-descriptor composed of VENDOR-NO, PO-STATUS, PO-BUDGETARY-UNIT-NO, and DATE-ORDER-EFFECTIVE. This index is used to retrieve POs for a Vendor, Status, and BU by Date.