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.
1. Log in to the CSUF Data Warehouse (OBIEE).
2. Click on Dashboards and select Purchasing.
- Click on the Dashboards menu in the CSUF Data Warehouse.
- Select Purchasing.
3. Click the Purchase Orders tab on the Purchasing dashboard.
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 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).
| 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.
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:
|
| 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:
|
| 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:
|
| 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.
2. Click on the PO Detail pop-up that appears.
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:
|
| PO STATUS |
The current status of the purchase order. Values include:
|
| 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 [email protected] or 657-278-7777.
For questions about getting access to the Data Warehouse 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 657-278-5230.