Reviewing Purchase Order Acknowledgements Using the PeopleSoft Fluid User Interface

This topic discusses how to review both Online and EDX purchase order acknowledgements that are routed to a buyer by various suppliers.

Page Name

Definition Name

Usage

PO Acknowledgements Page

PTPG_NUI_VWR

View the list of POAs that are pending review.

Purchase Order Acknowledgements – Details Page

SCP_POABUY_TRAN_FL

Review suppliers’ response to the purchase orders and proceed with appropriate actions.

POA History page

SCP_POAB_HISTPG_FL

View acknowledgement history of purchase orders.

Use the PO Acknowledgements page (PTPG_NUI_VWR) to view the list of POAs routed to the buyer for review.

Navigation:

Select the PO Acknowledgements tile on the Procurement Operations Fluid Home page.

This example illustrates the fields and controls on the PO Acknowledgements page.

 PO Acknowledgements page

The left pane displays different filters that you can use to narrow down the POA list. By default, the page shows the purchase orders dispatched in the last 90 days. You can modify this setting by accessing the Procurement – PO Acknowledgements menu on the My Preferences page.

For more information about setting up user preferences, see Procurement User Preferences - PO Acknowledgement Page.

Use the Purchase Order Acknowledgements – Details page (SCP_POABUY_TRAN_FL) to review a supplier’s response to the selected purchase order and proceed with appropriate actions.

Navigation:

Select a purchase order on the PO Acknowledgements page.

This example illustrates the fields and controls on the Purchase Order Acknowledgement – Details page. You can find definitions for the fields and controls later on this page.

 Purchase Order Acknowledgement Details page

The header displays the details, such as the PO ID, Supplier name, Supplier Comments, POA response, Acknowledgement Status, Acknowledge Date, and so on.

Field or Control

Description

Related actions icon Related Actions icon

Click this icon to perform the following:

  • Print PO Document – Print the purchase order.

  • PO Business Unit Comments – Post any comments to the supplier.

  • PO Header Comments – Display any purchase order header comments or attachments associated with the selected purchase order. This action is available only when a comment or attachment is added.

  • Buying Organization Comments: View any comments that are associated to the buying organization (PeopleSoft Purchasing Business Unit). This action is available only when a comment is added.

Supplier Comments

Click to view the comments entered by the supplier and also to post any comments to the supplier.

The left pane lists the line items of the purchase order selected. Select an item to view its acknowledgement details.

Field or Control

Description

Edit Filter icon Filter icon

Click to filter the list of purchase order lines based on:

  • Exclude Reviewed Lines

  • Item ID

  • Item Name

  • Supplier Item ID

  • Manufacturer ID

  • Manufacturer’s Item ID

  • UPN Type Code

  • UPN ID

View

Displays the view option as defined on the User Preference page. The Changed Items option indicates that only the line items that have been modified by the supplier are listed. This helps you to directly review the changes and take necessary actions. The All Items option displays all the PO line items.

For more information about setting up user preferences, see Procurement User Preferences - PO Acknowledgement Page.

Change Indicator Change Indicator icon

This icon indicates that the supplier has modified the purchase order values during the acknowledgement process.

The right pane displays the details of the selected purchase order line on the Price & Delivery and Item Information tabs.

If the supplier modifies the purchase order values, an icon appears on the appropriate tab. By default, the focus is set to the tab with modified values. If both the tabs contain modified values, the Price & Delivery tab details are displayed first.

Price & Delivery tab

Field or Control

Description

Filter icon

Select this icon to filter the line items based on:

  • Status

  • PO Ship To

  • POA Ship To

Show Modified Schedules Only

This check box is selected by default so that you can quickly identify the modified schedules and review them. Deselect the check box to view all the schedules.

If the schedules remain unchanged during the acknowledgement process, this check box is automatically cleared and displays all the schedules.

Amount Only

Indicates that the purchase order line is an amount only line or not.

Trigger change order icon

Indicates that the supplier modifications to the PO values trigger a change order process. The tab displays both the original and modified values.

No Trigger icon

Indicates that the supplier modifications to the PO values do not trigger a change order process.

Item Information tab

Select the Item Information tab to view the item details and acknowledgement information.

If the item details are not modified by the supplier, the tab displays all field values. In case of any changes to the item details, only those fields are displayed. Also, you can select or deselect the Show Modified Values Only check box to see the item information as required. The displayed values include Description, Acknowledge Value, PO Value, and Change Indicator.

The appearance of the Change Indicator varies based on the change type. If the supplier modification initiates a change order, it is Changed (CO Trigger), else Changed.

After reviewing the POA details, you can perform the following actions to the line items:

Field or Control

Description

Reviewed

Set the toggle button to Yes after your review is finished. In the left pane, the review status of the line item changes accordingly. When you revisit the page, you can use this button to filter only the line items that are pending review.

Line Actions

Available only for Online POAs. To each line item, you can perform the following actions:

  • Reset Item to PO values – Reset the POA values to the original purchase order values for renegotiating with the supplier.

  • Reject Item – Select this option to remove the item from your purchase order.

Besides the line actions, you can perform the following actions to the POA:

Field or Control

Description

Header Actions

Includes the following:

  • Header information – View additional header details such as EIP Control ID, PO Date, Acknowledge Date, Date Received, Reviewed, Reviewed On, and User ID.

    For EDX POAs, in addition to the above values, the Compare Header section lists the Description, Acknowledge Value, PO value, and Change Indicator wherever applicable.

    The Change Indicator icon next to the Header Actions drop down and the Header Information option indicates any modification to the Compare Header section details.

  • Reset to PO Values – Reset the POA values to the original PO values. You must confirm the action when the message displays. This option is available only for Online POAs.

  • Reject All Lines – Reject the line items for the selected PO. This option is available only for Online POAs.

  • POA History – View the acknowledgement history of the purchase order.

Save for Later

Click this button to save the POA and review it later.

Supplier Review

Click this button to send the POA back to the supplier for review through the Supplier Portal. This button is available only for Online POAs.

Approve

Click the Approve button to stage the POA for further processing, if the modifications are acceptable. Confirm the action in the displayed message.

Note: In the Save & Approve window, set the Run PO Auto-change to Yes to stage the acknowledgement changes and initiate a change order process. Else, set No. However, the approved POA can be further processed for Change order using a batch processes.

Use the POA History page (SCP_POAB_HISTPG_FL ) to view the acknowledgement history of purchase orders. Acknowledgement summary is available for suppliers and buyers separately.

Navigation:

Select the POA History tile on the Procurement Operations Fluid Home page.

This example illustrates the fields and controls on the POA History page.

 POA History page

Select a purchase order to view its acknowledgement summary.

For more information, see Manage PO Acknowledgements - Acknowledgement Summary Page.