Page 39 - Participant Guide - Unanet GovCon Using Purchasing

LESSON 5 MANAGE AND MONITOR PURCHASING

Learning Objectives

• Recognize the options used to manage and monitor Purchasing processes
o Add Modifications to Purchase Requisitions and Purchase Orders
o Close a Purchase Order
• Analyze Purchasing reports that are critical to ensuring accurate transaction
processing

Introduction
The Managing and Monitoring of Purchasing considers the need for making changes to
existing original PRs and POs as well as Closing out any that are completed.

Lesson 5 Overview Video (for SDL only)

Modifications (Mods)
In order to update or make changes to an Original PR or PO that is in Open status, a
Modification (Mod) is needed to be created. PR and PO Mods allow you to track the
history of contracts from original through subsequent modifications. Common updates
are such things as the period of performance (POP) or labor hours.
• Purchase Requestor can add a Modification to an original PR with Open status
• Purchaser can add a Modification to an original PO with Open status

The Create Mod screen is similar to the Create screen except it has an editable Mod #
field and you cannot edit the Legal Entity. The Mod # starts at 1, and thereafter defaults
to the highest Mod # plus one. An original document cannot have two Mods with the
same number The end status of an "approved" Mod is APPROVED.

Validations

There are various validation checks embedded into the Purchasing process. Some of
the validations will prevent the user from submitting until the issue is resolved.

When creating a PO Modification that involves an amount, a common validation
message will be displayed:

The following errors were detected. This purchasing document cannot be submitted until they have been
corrected.
• For a PO and its mod(s), the sum of the detail line amounts, $xxx, must equal the purchased
amount, $x,xxx.

This will be resolved by allocating the amount of the Modification into the Detail
lines. Once saved, the validation message will disappear.

LESSON 5 MANAGE AND MONITOR PURCHASING
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