Purchase Orders Report

This article covers how to run and interpret the Purchase Orders report on the Purchasing dashboard.

This user guide assumes basic knowledge of Data Warehouse. View the Data Warehouse Basics guides for more information.

What does this report show?

The Purchase Orders report allows you to view and search purchase order information from July 2010 to present.

Accessing the Report

1. Log in to the CSUF Data Warehouse (OBIEE).

2. Click on Dashboards and select Purchasing.

Dashboard select
  1. Click on the Dashboards menu in the CSUF Data Warehouse.
  2. Select Purchasing.

3. Click the Purchase Orders tab on the Purchasing dashboard.

Purchase Orders report select

Report Overview

The Purchase Orders report will show you all purchase orders for your department(s) since July 2010 by default.

When you access the report, your personal settings for the report (page) appear. If you have not set up your personal settings, the system defaults will automatically populate.

Purchase Orders report

Report Filters

The first section of the report contains the available filters. Utilize the filters to narrow down your report results or find specific values.

Leaving a filter blank is equivalent to selecting all available values with values associated with them (e.g., if you leave Department blank, your report will show all purchase orders for all of the departments that you have access to).

Purchase Orders Report Filters
Filter Descriptions
Filter
Description
Purchase Order Date Range
The specific date or range of dates for which you wish to view purchase order information.
PO #
The ID number assigned to the purchase order.
Vendor Name

The name of the vendor/supplier.

Division
The specific campus division(s) for which you wish to view data.
Sub-Division
The specific campus sub-division(s) for which you wish to view data.
Sub-Division/College
The specific campus college(s) for which you wish to view data.
Department/College
The specific department ID(s) for which you wish to view data along with the name associated with the department ID(s).

Report Parameters

Just under the report filters are the report parameters for the report results table.

Purchase Orders Report Parameters

Business Unit will always be FLCMP (Fullerton Campus).

Total Number of Records Retrieved will be the total number of rows in the search results table.

Any other filters that you have selected in the report filters will also appear in this section.

Report Results Table

The second section of the report contains the report results table.

Column Descriptions

Column
Description
PO ID
The ID number assigned to the purchase order.
PO DATE
Date the purchase order was created in CFS by the Procurement Buyer.
PO TYPE

The type of purchase order. Values include:

  • Regular Order
  • Service Order
  • Commodity Blanket
  • Service Blanket
  • Multi-Year
  • Public Works
  • General
  • Standard Agreement
  • Teaching Agreement
VENDOR_NAME
A combination of the Vendor/Supplier ID number and the Vendor/Supplier Name for the purchase.
PO STATUS

The current status of the purchase order. Values include:

  • Approved (PO is approved but not sent to vendor)
  • Dispatched (PO has been sent to vendor)
  • Completed (Merchandise/Service received and Invoice is paid)
  • Pending Cancel (PO is in the process of being cancelled)
  • Cancelled (PO has been cancelled)
LINE NBR
The number of the line on the purchase order. For purchase orders with multiple lines, there will be multiple rows.
DIST LINE STATUS

The status of this line of the purchase order. Statuses include:

  • Open
  • Cancelled
  • Complete
PO LINE DESCRIPTION
Line description entered by the Procurement Buyer. For purchase orders with multiple lines, there will be multiple rows.
PO LINE AMOUNT
Total amount for each line of the purchase order. For purchase orders with multiple lines, there will be multiple rows.
BUYER NAME
The name of the Procurement Buyer who created the purchase order.
RECV STATUS
Indicates whether the merchandise/service has been received or not.
REQ ID
Requisition ID of the requisition associated with the purchase order.

Purchase Order Detail

You can click on the PO ID hyperlink to view more detail about the purchase order.

1. Click on the PO ID to view additional details.

PO ID hyperlink

2. Click on the PO Detail pop-up that appears.

PO Detail pop up

PO Detail Column Descriptions

Column
Description
PO ID
The ID number assigned to the purchase order.
PO TYPE

The type of purchase order. Values include:

  • Regular Order
  • Service Order
  • Commodity Blanket
  • Service Blanket
  • Multi-Year
  • Public Works
  • General
  • Standard Agreement
  • Teaching Agreement

PO STATUS

The current status of the purchase order. Values include:

  • Approved (PO is approved but not sent to vendor)
  • Dispatched (PO has been sent to vendor)
  • Completed (Merchandise/Service received and Invoice is paid)
  • Pending Cancel (PO is in the process of being cancelled)
  • Cancelled (PO has been cancelled)

PO LINE DESCRIPTION
Line description entered by the Procurement Buyer. For purchase orders with multiple lines, there will be multiple rows.
PO QTY
The quantity of the item ordered for each line of the purchase order. For purchase orders with multiple lines, there will be multiple rows.
MERCHANDISE AMOUNT
Total amount for each line of the purchase order before tax is applied. For purchase orders with multiple lines, there will be multiple rows.
FREIGHT AMOUNT
Total amount of shipping costs allocated to each line of the purchase order. For purchase orders with multiple lines, shipping costs may or may not be allocated to each line.
SALES TAX AMOUNT
Total amount of sales tax applied to each line of the purchase order. For purchase orders with multiple lines, there will be multiple rows.
USETAX AMOUNT
The amount of sales tax owed for the merchandise when the vendor does not collect sales tax. This tax is paid to the State of California instead of the vendor.
MISC AMOUNT
Total amount of additional costs, such as handling and env fees, allocated to each line of the purchase order. For purchase orders with multiple lines, additional costs may or may not be allocated to each line.
PO LINE AMOUNT
Total amount for each line of the purchase order with tax, shipping, and all other costs included. For purchase orders with multiple lines, there will be multiple rows.
VENDOR ID
The number associated in the CFS system with the vendor/supplier used for the purchase.
VENDOR NAME
The Vendor/Supplier Name for the purchase.
BUYER NAME
The name of the Procurement Buyer who created the purchase order.
PO DATE
Date the purchase order was created in CFS by the Procurement Buyer.
BUDGET CHECK
Indicates whether the purchase order funds have been encumbered (i.e., funds have been set aside for use and are deducted from available balance for the chartfields on the purchase order).
RECV STATUS
Indicates whether the merchandise/service has been received or not.
ACCOUNT
The Account chartfield code to be billed for the line charges.
ACCOUNT DESCRIPTION
The name associated with the Account chartfield code to be billed for the line charges.
FUND
The Fund chartfield code to be billed for the line charges.
FUND DESCRIPTION
The name associated with the Fund chartfield code to be billed for the line charges.
DEPTID
The Dept ID chartfield code to be billed for the line charges.
DEPT DESCRIPTION
The name associated with the Dept ID chartfield code to be billed for the line charges.
PROGRAM
The Program chartfield code to be billed for the line charges.
PROGRAM DESCRIPTION
The name associated with the Program chartfield code to be billed for the line charges.
CLASS
The Class chartfield code to be billed for the line charges.
CLASS DESCRIPTION
The name associated with the Class chartfield code to be billed for the line charges.
PROJECT
The Project chartfield code to be billed for the line charges.
DESCRIPTION
The name associated with the Project chartfield code to be billed for the line charges.
REQ ID
Requisition ID of the requisition associated with the purchase order.
REQ LINE NUMBER
Line number on the requisition associated with this line number on the purchase order.

Need More Help?

For technical assistance with the Data Warehouse, please contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777.

For questions about getting access to the Data Warehouse or how to use the reports, please contact IT Training at ittraining@fullerton.edu or 657-278-5647.

For questions about purchase requisitions or purchase orders, contact Contracts & Procurement at procurement@fullerton.edu or 657-278-5230.