PeopleSoft/CMS/ERP Knowledge Base

User guides relating to accessing and using Titan Online/PeopleSoft/CMS/ERP functionality and apps.

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 campus portal and access TitanInsights.

View detailed instructions on accessing TitanInsights.

2. Click Shared folders to access dashboards/reports.

3. Click the Finance folder.

4. Select the Purchasing folder.

5. Select the Purchasing dashboard.

6. Click the Purchase Orders tab.

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.

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 with the default "All" means all available values with values associated with them will be selected (e.g., if you leave Department/College as "All", your report will show all purchase orders for all of the departments that you have access to).

Filter Descriptions

Filter	Description
Purchase Order Date Range Between	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.

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.

Report Column Headers

Under the report parameters are different column headers that you can change to reorganize these columns in the report results table.

Click the column header that you want to change to view or search all available selections.

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_DT	Date the purchase order was created in CFS by the Procurement Buyer.
PO TYPE SDESC	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) Complete (Merchandise/Service received and Invoice is paid) Pending Cancel (PO is in the process of being cancelled) Canceled (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 Closed
PO LINE DESCRIPTION	Line description entered by the Procurement Buyer. 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 PO/merchandise/service has been received, partially received or not received
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.
DEPT ID	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.
PROJECT 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.
PO LINE AMOUNT	Total amount for each line of the purchase order. For purchase orders with multiple lines, there will be multiple rows.

Purchase Order Detail

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

1. Click the PO ID to view additional details.

2. Select PO Detail Drill Report on the pop-up that appears. The PO Detail Report will open in a new tab.

PO Detail Report Column Headers

Under the report parameters are different column headers that you can change to reorganize these columns in the report results table.

Click the column header that you want to change to view or search all available selections.

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) Complete (Merchandise/Service received and Invoice is paid) Pending Cancel (PO is in the process of being cancelled) Canceled (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.
USE TAX 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 PO/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.
PROJECT 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 TitanInsights, please contact the IT Help Desk at [email protected] or 657-278-7777.

For questions about getting access to TitanInsights or how to use the reports, please contact IT Training at [email protected] or 657-278-5647.

For questions about purchase requisitions or purchase orders, contact Contracts & Procurement at [email protected] or 657-278-2411.