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018. Over Procured Purchase Order Extract
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 02/22/17

The University relies on PO Managers to ensure that purchase orders adhere to approved purchase order amounts and are not exceeded beyond authorized transaction levels. Certain PO amounts are established based on estimates and may have final amounts that result in a variance. In these cases a new purchase order is not required. As guidance, if there is a material difference (>$1,000) that exceeds 5% of the originally authorized PO amount, a new Purchase Order should be created for that additional purchase amount.

If there are purchase orders that exceed the guidance amount of $1,000 and 5% that purchase order is considered significantly over-procured. For example, a PO that was approved for $100,000, but has incurred services (or had goods fulfilled) in the amount of $120,000, would be considered significantly over-procured. Freight and Miscellaneous handling charges that are not matched to the purchase order are not counted toward that variance.

The 018.Over Procured Purchase Order Extract allows School and Center Administrators and PO Managers to monitor purchase orders that have been over-procured. The extract will show any purchase order that is over procured, with over procured defined as ‘(Invoice Matched Total minus PO Total)>0’. ‘Invoice Matched Total’ represents only invoice dollars that are matched to a line on a purchase order. It does NOT include items, such as freight, that are not matched to the PO line.

This report is unsecured and can be run from the following responsibilities:

PO Manager
PO Manager (CP)
PO/CO Manager
PO/CO Manager (CP)
Senior BA Reporting


1. PO Creation Date From/To (Required)

Enter the date range for the purchase orders that you will be monitoring. As a general guideline you should look at over procured purchase orders for an entire calendar or fiscal year. The date format for this parameter is DD-MON-YYYY.

2. Buyer

Enter a Buyer’s name if you want to only look at over procured purchase orders for a specific Buyer. Leave this blank if you want to view all Buyers in the CNAC/ORG range.

3. PO Over Procured Amount >=

This is the dollar amount that the PO has been over procured. For example, a PO of $20,000 that has invoices totaling $30,000 matched against it, will display as $10,000 over procured.

4. PO % Over Procured >=

This is the percentage that the PO has been over procured. For example, for a PO total of $20,000 that has invoices totaling $30,000 matched against it, it will display as 50% over procured.

Note: If you enter amounts in both the PO Over Procured Amount and % parameters the report will show only PO’s meeting both criteria.

5. Include Finally Closed PO’s?

This parameter defaults to ‘No’ but can be changed to ‘Yes’ to include over procured POs that are Finally Closed on the report. Generally, Finally Closed POs can be excluded since they can no longer be billed against.

6. CNAC Low/High

Enter the Low/High values for the CNAC (which is based off of the Buyers Home ORG, not the CNAC/ORG charged on the PO).

7. ORG Low/High

Enter the Low/High values for the ORGs to be included for the report. ORG for this parameter is the Buyer’s Home ORG, not the ORG charged on the PO. You can leave the CNAC range blank and just enter a ORG range if you choose.

File Layout:

From left to right, the columns provide the following information:

Column #Column Heading
1Buyer Name
2Buyer E-Mail
3PO Date
4PO Number
5Vendor Number
6PO Status
7Buyer ORG
8Vendor Name
9PO Total
10Matched Total
11Total Over Procured
12% Over Procured
12Last Invoice Created Date
12Last Receipt Date

Viewing the Data in Excel:

1. View the output in your browser and save it as a text file

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Save as File selection

2. Open the file in Excel.

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Text Import Wizard - Step 3

3. Data is available in Excel
Spreadsheet Data

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