Req/PO/Voucher Report

This article covers how to run and interpret the Req/PO/Voucher 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 Req/PO/Voucher report combines requisition, purchase order, and voucher information into a single table and allows you to view and search requisition, purchase order, voucher, invoice, and payment information.

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 Req/PO/Voucher tab on the Purchasing dashboard.

Req/PO/Voucher report select

Report Overview

The Req/PO/Voucher report will show you all purchase requisitions, purchase orders, and vouchers that are tied to purchase orders for the department(s) you have access  to from July 2010 to present

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.

Req/PO/Voucher 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 requisitions for all of the departments that you have access to).

Req/PO/Voucher Report Filters
Filter Descriptions
Filter
Description
REQUISITION # The ID number assigned to the purchase requisition.
REQUISITION DATE The specific date or range of dates for which you wish to view purchase requisition information.
PO # The ID number assigned to the purchase order.
PO DATE RANGE The specific date or range of dates for which you wish to view purchase order information.
VOUCHER # The ID number assigned to the voucher.
INVOICE # The ID number assigned to the invoice.
INVOICE DATE RANGE The specific date or range of dates for which you wish to view invoice information.
PAYMENT ID The ID number assigned to the payment.

Report Parameters

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

Req/PO/Voucher Report Parameters

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

Report Results Table

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

Column Descriptions

Column
Description
BUSINESS UNIT The Business Unit to which the transaction was posted. All purchase requisitions are under FLCMP.
REQ ID
The ID number assigned to the requisition.
REQ DATE
Date the purchase order was created in CFS by the Procurement Buyer.
REQ STATUS
The current status of the purchase requisition. Values include:
  • A (Approved)
  • C (Completed)
  • O (Open)
  • X (Cancelled)
PO ID The ID number assigned to the purchase order.
PO DATE Date the requisition was created in CFS by the Requester.
VOUCHER ID The ID number assigned to the voucher.
INVOICE ID The ID number assigned to the invoice.
INVOICE DATE The date of the invoice.
CHECK # The ID number assigned to the check for the payment.
PAYMENT AMOUNT The total amount of the payment.

Additional Detail

You can click on hyperlinks in the Req ID, PO ID, Voucher ID, or Check # columns to view additional details about those items.

1. Click on a hyperlink to view additional details.

2. Click on the detail link pop-up that appears.

Req/PO/Voucher Detail pop up
Req Detail Column Descriptions
Column
Description
REQ ID The ID number assigned to the purchase requisition.
REQ DATE Date the requisition was created in CFS by the Requester.
APPROVAL DATE Date the requisition was approved in CFS by the Approver.
REQ STATUS The current status of the purchase requisition. Values include:
  • A (Approved)
  • C (Completed)
  • O (Open)
  • X (Cancelled)
REQUESTOR Name of the Requester who created the requisition in CFS.
LINE NUMBER The line number of the requisition. For requisitions with multiple lines, there will be multiple rows.
REQ AMOUNT Total amount for each line of the requisition. For requisitions with multiple lines, there will be multiple rows.
REQ LINE DESCRIPTION Line description entered by the Requester when creating the requisition. For requisitions with multiple lines, there will be multiple rows.
QTY The quantity of the item ordered on the line. For requisitions with multiple lines, there will be multiple rows.
PRICE The price of the item ordered on the line. For requisitions with multiple lines, there will be multiple rows.
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 Department ID chartfield code to be billed for the line charges.
DEPARTMENT DESCRIPTION The name associated with the Department 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.
PROJECT DESCRIPTION The name associated with the Project chartfield code to be billed for the line charges.
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.
Voucher Detail Column Descriptions
Column
Description
VOUCHER ID
The ID number assigned to the voucher.
INVOICE ID
The ID number assigned to the invoice.
INVOICE DATE
The date of the invoice.
VOUCHER AMOUNT
The total amount of the voucher.
VENDOR_NAME
A combination of the Vendor/Supplier ID number and the Vendor/Supplier Name for the purchase. For vouchers not related to purchase orders,  this may be the Customer ID/Customer Name.
ACCOUNT
The Account chartfield code to be billed for the charges.
ACCOUNT DESCRIPTION
The name associated with the Account chartfield code to be billed for the charges.
FUND
The Fund chartfield code to be billed for the charges.
FUND DESCRIPTION
The name associated with the Fund chartfield code to be billed for the charges.
DEPTID
The Department ID chartfield code to be billed for the charges.
DEPARTMENT DESCRIPTION
The name associated with the Department ID chartfield code to be billed for the charges.
PROGRAM
The Program chartfield code to be billed for the charges.
PROGRAM DESCRIPTION
The name associated with the Program chartfield code to be billed for the charges.
CLASS
The Class chartfield code to be billed for the charges.
CLASS DESCRIPTION
The name associated with the Class chartfield code to be billed for the charges.
PROJECT
The Project chartfield code to be billed for the charges.
PROJECT DESCRIPTION
The name associated with the Project chartfield code to be billed for the charges.
Check # Detail Column Descriptions
Check # Detail
Column
Description
BUSINESS UNIT The Business Unit to which the transaction was posted. All purchase requisitions are under FLCMP.
VOUCHER ID The ID number assigned to the voucher.
VENDOR NAME The Vendor/Supplier Name for the purchase.
PAYMENT ID The ID number assigned to the payment.
CHECK # The ID number assigned to the check for the payment.
ACCOUNTING DATE The date when the transaction was posted.
PAYMENT AMOUNT The amount of the payment.

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.