UPS - PO Supplements

**Important Terms in UPS**
Term	Definition
Closing:	When Expensing HAS OCCURRED against the PO line, and you no longer want the PO line to be open
Canceling:	When NO Expensing has occurred against the PO line, and you no longer want the PO line to be open
Note: The only function applicable to Travel is PODT.

**Common Tasks and How to Carry Them Out in UPS**
Action	Function	Process
To Modify the PO Max	POHT	With an Action of 'U', tab to the PO Max field and increase/descrease appropriately. Upon final approval of the txn the change will be effected. If Increasing the PO Max, the txn will route to all CC reviewers with the Buyer who processed the original PO being the final approver. If decreasing the PO Max, the txn will only route to the Buyer who processed the original PO for approval.
To modify the PO Expiration Date on a Blanket.	POHT	With an Action of 'U', tab to the PO Expiration Date field and modify the date. Upon final approval of the txn the change will be effected. This txn will only route to the Buyer who processed the original PO for approval.
Canceling a PO in which the lines were setup using $$ receiving.	POIT	As long as NO Receiving/Invoicing/Expensing has occurred against the PO line, the line may be canceled. With an Action of 'U' tab to the Unit Price field and remove the amount. ONLY the Unit Price needs to be removed. Press 'enter' to validate. Press the PF11 key and select txn comments. Type the reason you are requesting this line to be canceled. Press PF10 to save comment then PF10 again to save txn. Upon final approval, the PO line will be canceled.(PLEASE NOTE: If attempting to cancel the entire PO, ALL lines MUST be canceled) This txn will only route to the Buyer who processed the original PO for approval.
Closing a BLANKET Purchase Order (Version 1)	POIT	IF the Receiving/Invoicing/Expensing is EQUAL and EQUAL TO or GREATER than the extended amount of the line; (Exception: If USE TAX was paid, the invoiced and expensed amount will be equal, but less than the received amount) with an Action of 'U' tab to the Status field and change the PO line status from an 'O' to a 'C'. Press 'enter' to validate then press PF11 and select txn comments. Type the reason you are requesting the line to be closed. Press PF10 to save comment then PF10 again to save txn. (PLEASE NOTE: ALWAYS enter a comment or the buyer may disapprove the txn) This txn will only route to the Buyer who processed the original PO for approval.
Closing a BLANKET Purchase Order (Version 2)	POIT	IF the Receiving/Invoicing/Expensing is EQUAL and LESS than the extended amount of the line; (Exception: If USE TAX was paid, the invoiced and expensed amount will be equal, but less than the received amount) a TWO STEP Process is required: STEP ONE: Lower the Unit Price EQUAL to the Inv/Exp Amount. Upon final approval of the txn you will then proceed to Step Two. STEP TWO: Change the Status to a 'C'. Press 'enter' to validate then press PF11 and select txn comments. Type the reason you are requesting the line to be closed. Press PF10 to save comment then PF10 again to save txn. This txn will only route to the Buyer who processed the original PO for approval.
Closing a PO Line setup using Quantity Receiving (v. 1)	POIT	IF the Receiving/Invoicing/Expensing is EQUAL and EQUAL TO or GREATER than the quantity ordered on the PO line; Change the Status to a 'C'. Press 'enter' to validate then press PF11 and select txn comments. Type the reason you are requesting the line to be closed. Press PF10 to save comment then press PF10 again to save the txn. This txn will only route to the Buyer who processed the original PO for approval.
Closing a PO Line setup using Quantity Receiving (v. 2)	POIT	IF the Receiving/Invoicing/Expensing is EQUAL (Only Inv/Exp if no receiving required) and LESS than the quantity ordered on the PO line; LOWER the quantity that is in the QTY field to EQUAL the Rec/Inv/Exp qty. Press 'enter' to validate then press PF11 and select txn comments. Type the reason you are requesting the line to be closed. Press PF10 to save comment then press PF10 again to save the txn. This txn will only route to the Buyer who processed the original PO for approval.
Canceling a PO Line setup using Quantity Receiving	POIT	If NO Receiving/Invoicing/Expensing has occurred against a PO line that was setup for qty receiving it may be canceled by removing the quantity amount in the QTY field on the PO line. Once removed, press 'enter' to validate, Press PF11 and select txn comments. Type the reason you are requesting the line to be canceled. Press PF10 to save comment and press PF10 again to save the txn. This txn will only route to the Buyer who processed the original PO for approval.
Closing a PO Line setup using $$ Receiving (v. 1)	POIT	If the Receiving/Invoicing/Expensing is EQUAL (only Inv/Exp if no receiving required) and EQUAL TO or GREATER than the extended amount of the line; (Exception: If USE TAX was paid, the invoiced and expensed amount will be equal, but less than the received amount) with an Action of 'U' tab to the Status field and change the PO line status from an 'O' to a 'C'. Press 'enter' to validate then press PF11 and select txn comments. Type the reason you are requesting the line to be closed. Press PF10 to save comment then PF10 again to save txn. (PLEASE NOTE: ALWAYS enter a comment or the buyer may disapprove the txn) This txn will only route to the Buyer who processed the original PO for approval.
Closing a PO Line setup using $$ Receiving ( v. 2)	POIT	If the Receiving/Invoicing/Expensing is EQUAL and LESS than the extended amount of the line; (Exception: If USE TAX was paid, the invoiced and expensed amount will be equal, but less than the received amount) LOWER the Unit Price EQUAL to the Inv/Exp Amount. Press 'enter' to validate then press PF11 and select txn comments. Type the reason you are requesting the line to be closed. Press PF10 to save comment then PF10 again to save txn. This txn will only route to the Buyer who processed the original PO for approval.
Reopening a PO line	POIT	With an Action of 'U' tab to the Status field and type an 'O'. If you desire to enter a comment press PF11 and select 'comments'. Type your comment, press PF10 to save then PF10 to save the txn. Upon final approval of the txn, the PO line will be open.
Changing the CC distribution on a PO line setup using $ Receiving (v. 1)	POIT / PODT	IF Expensing has occurred on the PO line it will be a TWO STEP PROCESS to change the CC distribution. You must first insure that the UNIT PRICE is EQUAL to or GREATER than the higher of Rec/Inv/Exp Amount. Once the POIT txn is approved, you will then go to PODT and change the CC. From PODT you will not be allowed to remove the CC, but you will be allowed to remove the % or $ amount, then ADD the new CC and % or $ amount. Press 'enter' to validate, then PF10 to save the txn. Upon final approval, the CC will be changed.
Changing the CC distribution on a PO line setup using $ Receiving (v. 2)	PODT	If NO Expensing has occurred against the PO line you will go directly to PODT; tab to the CC that is currently there and type over it with the new CC. Also change the distribution, if applicable, and the Category, if applicable. Press 'enter' to validate; Press PF10 to save the txn.
Changing the CC distribution on a PO line setup using Qty Receiving (v. 1)	PODT	If NO Expensing has occurred against the PO line; from PODT with an Action of 'U' tab to the CC currently displayed and type over it with the new CC. Also change the distribution, if applicable, and the Category, if applicable. Press 'enter' to validate; Press PF10 to save the txn.
Changing the CC distribution on a PO line setup using Qty Receiving (v. 2)	PODT	If Expensing has occurred against the PO line; from PODT with an Action of 'U' tab to the % field and remove the % that is in the field'; tab tab to the first available CC field and enter the new CC you want to add to the PO. Tab to the % and add the appropriate %; tab to the Category field and type the appropriate Category. Press 'enter' to validate; Press PF10 to save txn.