Working with Purchase Orders

As an end user in Concur Invoice with the appropriate role, such as Purchase Request User or Purchase Order Processor, you can access the Purchase Order (PO) page to view and manage POs generated from approved purchase requests. This page lists your POs, allowing you to track their status, review details, and perform actions like editing or transmitting.

To access the Purchase Order page, follow these steps:

1. Navigate to the Requests menu on the homepage.
2. Under Purchase Requests, select My Purchase Orders to view POs resulting from your own purchase requests.
3. The page displays a list of POs with details like PO number, vendor, amount, status (e.g., Approved, Transmitted), and actions available based on your role.
4. Use search or filter options (e.g., by date, vendor, or status) to locate specific POs.

If you are an approver or have broader access, other menu options like Approvals, may indirectly lead to PO views. Ensure your user profile has e-mail notifications enabled for PO updates to stay informed without constant logins.

Editing a purchase order typically involves creating a change order, as direct edits to approved POs are limited to maintain audit integrity. This process allows you to add, modify, or delete line items, adjust quantities, prices, or distributions, and resubmit for approval. You need the Purchase Request User, and changes may require re-approval depending on the configuration.

Here's how to edit a PO:

1. Access the PO list by navigating to My Purchase Orders. Change the View to All Orders.
2. Locate the PO you want to edit and select Create Change Order under Actions. This reverts the PO to an unsubmitted purchase request state, marked with a change icon.
3. In the reopened request, add new line items by selecting Add New Item, or edit existing ones (e.g., change quantity, price, or description). You can also delete or distribute costs across departments.
4. Update header details if needed, such as Ship To/Bill To addresses or policy groups.
5. Select Submit to route the change order through the approval workflow again.
6. Once re-approved, a new PO version is generated, and the original is updated or superseded.

Transmitting a Purchase Order sends the approved PO to the vendor, typically via e-mail with a PDF attachment, to authorize the supply of goods or services. This step can be manual or automatic based on company settings and requires the Purchasing Admin role or a specific permission for owners to transmit their own POs.

Follow these steps to transmit a PO:

1. Access the PO by going to My Purchase Orders.
2. Open the desired PO by clicking its name or ID.
3. Review the PO details, including line items, vendor e-mail, and attachments.
4. Click Transmit to send the PO. If automatic transmission is enabled, it may happen upon final approval without manual intervention.

The system emails the vendor a PDF of the PO and updates the status to "Transmitted." You can preview the PO before transmitting by clicking Preview. To retransmit (e.g., if the vendor didn't receive it), reopen the PO and click Transmit again.

If you can't transmit your own POs, check with your administrator to enable the setting. Transmission integrates with invoice matching, ensuring future invoices align with the PO terms.

• Accessing the Purchase Order page involves navigating through the Requests menu in Concur Invoice and selecting the appropriate PO list based on your role.
• Editing a Purchase Order requires creating a change order, which allows you to modify PO details and resubmit for approval, ensuring audit integrity.
• Transmitting a Purchase Order sends the approved PO to the vendor, either manually or automatically, and updates the PO status to Transmitted.