OPEN Purchase Orders



 Method 1: for PowerBudget v5.0 release V or later.


     (Use Utilities...User Preferences to check the PowerBudget version)

     This method is simple and effective. 

     Fill in the relevant Fund, Program, Location, Object and Date
     and Req # (if applicable).

     If the PO number is not known yet, then fill in a fictitious number.
     (There is a Utility for changing the PO number when it becomes known.
      Choose [F6] Utility...Tools...Change PO number)

     When the PO number is entered, you will be prompted:

		OPEN PO? Yes No

		Choose Yes (Choose No if this is a standard PO)

     After choosing Yes, you will be prompted:

		Open PO Vendor

		Enter the Vendor Name (note that the last Vendor name entered
                                       will repeat itself, allowing it to be 
                                       edited or overwritten)


     After entering the Vendor's name, you will be prompted:

		Open PO $ Amount

		Enter the Amount of the Open PO


     At this point an OPEN PO has been created.  By moving back to the PO
     field and pressing [F12] or [ALT-B], the OPEN PO Balance will be displayed.

     You may continue on and fill in an Expended $ and Description if you 
     have any transactions against this OPEN PO at this time.

     If there are no transactions to perform against the OPEN PO, then you 
     may clear the screen (F10) and proceed with other business.

     NOTE 1: There are a separate set of tools available to work with
             OPEN PO's.  These tools are available from
 
           [F6] Utilities...Tools	        ...Change PO Number
                                     		...Change Open PO $
                                     		...Delete Open Po

            Change PO Number will present a list of OPEN PO numbers after
            choosing Open PO's.  Highlight and enter on a PO...
            then enter the New PO number and press [Enter].  This will 
            globally change the PO number.

            After changing the PO number, you will be prompted to change the
            Description.


     NOTE 2:  Let's assume you want to place a $10,000 Open PO with a vendor,
              but split between 2 different accounts.  Charging $5000 to one
              account and $5000 to another account.

              This scenario can be handled several ways.

                1) Physically have 2 PO's, one for each account.  This is
                   the cleanest way because the Vendor sends an invoice
                   against a PO and it is charged to an account.  If the
                   Vendor sends an invoice against a PO that has 2 accounts,
                   someone has to decide which account is to be charged and 
                   this can lead to confusion.

                   However, if you must use a single PO number with multiple 
                   accounts for OPEN PO's then do the following:

               2)  If the Original PO is X1234 then split it in two, using
                   X1234a and X1234b, X1234a will be for $5000 on one account
                   and X1234b will be the other $5000 on the second account.

                   or

               3) If the Original PO is X1234 then split it in two, using
                  X1234 and Y1234 and the same logic as above.

                 
               The balance of each PO can be checked at the Master Form
               using [F12] Balance.

               Additionally,

               By putting the Vendor name in the Description field for each
               transaction, you may easily print the total Vendor status
               using [F5] Print...Miscellaneous...Description... 

        PLEASE NOTE that the preceding applies to OPEN PO's ONLY.
        Regular PO's may be split among as many accounts as required simply
        by entering the transactions.
                                                    


 Method 2: for PowerBudget v5.0 release U or earlier.


     (Use Utilities...User Preferences to check the PowerBudget version)

     STEP 1.

     An Open PO starts with the entry of a transaction that has the total
     amount of the Open PO entered in the ENCUMBERED $ field.

     For example,

            Year      97-98
            Fund      100
         Program      1230000
        Location      15500
          Object      4523
      SubAccount
            Date      7/1/97
           Req #
            PO #      12345
          Expend      
        Encumber      1500
     Description      Open PO for Vendor 

     This record never needs to be changed after its original entry.


     STEP 2.

     ALL other transactions against this OPEN PO will be entered as
     EXPENDED $ with a corresponding negative amount entered in the
     ENCUMBERED $ field.

     For example, the 2nd transaction for this OPEN PO might be:

            Year      97-98
            Fund      100
         Program      1230000
        Location      15500
          Object      4523
      SubAccount
            Date      7/15/97
           Req #
            PO #      12345
          Expend      300
        Encumber      -300
     Description      Some goods from Vendor

     All other transactions against OPEN PO 12345 will follow the same
     pattern... enter a negative amount in the Encumbered field that is the
     same size as the Expended amount.  Using this method will provide
     a detailed audit trail for each OPEN PO.  This method
     ONLY applies to OPEN PO's, not to regular PO transactions  or any
     other transactions.