About Purchase Order Summary

Use the Purchase Orders page to view all of the purchase orders (POs) for an agency. Agencies upload POs to IPP in XML format using a secure file transfer protocol, such as Secure Transport or Connect:Direct. From the PO, vendors can create invoices in the Collector module.

You must have the Invoice – View permission assigned to one of your roles to view the Purchasing tab.

IPP limits access to POs by your roles, group assignment, and ALC permissions. The Purchase Order Summary page lists all the POs uploaded to the Disburser module.

From the Purchasing tab, the Disburser user can:

Browse for POs by vendor alphabetically and limit results by date range
Close an Open PO
Void an Open PO
Re-Open a Closed PO

Each column on the Purchase order summary page can be sorted from the column heading.

Field Name	Description
ALC (Agency Location Code)	Agency Location Code (ALC) associated with the agency that created the PO The ALC is a unique identifier created by the government, but used by IPP as a specific identifier and assigned to the agency that received the goods or services from a vendor.
Supplier	Name of the vendor supplying goods or services to the agency
Invoiced	Check mark if the purchase order was invoiced or partially invoiced
PO #	Number assigned by the agency to the PO Click the link to view the PO. The paper clip icon before the PO number signifies the PO has an attachment or had an attachment at one time.
Contract #	Contract number associated with the PO. Click the link to view the contract documents
Issued Date	Date the agency approved or issued the PO. This date is not the same as the Creation Date, which represents the date when the PO was created in the agency ERP system.
Terms	Payment terms indicated on the PO.
Status	Status of the PO: Open – Indicates the associated PO is open and can be invoiced Closed – Indicates the specific product or service associated with the PO has been fulfilled and orders can no longer be placed against the associated PO. Void – Indicates the associated PO is in a void status. Exception – Indicates the associated order is in exception status. You must address POs in exception. H icon next to a status Indicates that the PO is on hold and cannot be invoiced.
Amount	Total monetary value of the PO
Action	Available actions include: Close - Close the PO Fix - Manually change status of PO once the exception condition has been resolved Void - Void the PO Hold - Place the PO on hold. POs on hold cannot be invoiced Release - Release the hold Re-open - Re-open the purchase order