018. Over Procured Purchase Order Extract
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 (CP)
PO/CO Manager (CP)
Senior BA Reporting
1. PO Creation Date From/To (Required)
3. PO Over Procured Amount >=
4. PO % 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?
6. CNAC Low/High
7. ORG Low/High
From left to right, the columns provide the following information:
|Column #||Column Heading|
|11||Total Over Procured|
|12||% Over Procured|
|12||Last Invoice Created Date|
|12||Last Receipt Date|
Viewing the Data in Excel:
1. View the output in your browser and save it as a text file
2. Open the file in Excel.
3. Data is available in Excel