State of Kansas
Purchase Order Inquiry Page
Statewide Management, Accounting and Reporting Tool
Date Created:	01/29/2013	
Version:	2.0	
Last Updated Date:	11/6/2020	
SMART Security Role	 Kansas Buyer & Agency Buying Administrator 	
Fluid Navigation: POs & Receiving > Purchase Orders > Review Purchase Orders > Review Purchase Orders OR POs 
Classic Navigation: NavBar > Navigator > Purchasing > Purchase Orders > Review PO Information > Purchase Orders	
Purpose:	To provide information about the Purchase Order Inquiry page, which is a View Only page that provides information about a PO. Changes CANNOT be made on this page.	
NOTE: If the user is not the Buyer on the PO OR if the user is not an Agency Buying Administrator with access to update for the Buyer, and the user tries to access the Add/Update Purchase Order page, SMART will automatically send the user to the Purchase Order Inquiry page for that PO.	
Criteria can be used on the Purchase Order Inquiry – Search page to locate the desired PO.
NOTE: Remove the word NEXT from the PO ID field.		
Header Informaiton	
	
PO Status displays the status of the Purchase Order (PO) in SMART.
NOTE: Canceled and Complete POs can ONLY be viewed on the Inquiry page.	-  Approved – The Buyer has Approved the PO. It is now ready to be budget checked in the hourly batch process.
-  Cancelled – The PO has been Cancelled. Cancellation of a PO can NOT be reversed in SMART. A PO cannot be canceled if a voucher has been associated to it. The cancellation of a PO liquidates the encumbered monies and returns them back to the budget period of the PO.
-  Closed – The PO has been Closed. The closing of a PO liquidates any remaining encumbered monies and returns them back to the budget. The closing of a PO can be performed by the Agency Buying Administrator or by the Monthly Close Process.
-  Dispatched – The PO has been dispatched (sent) to the supplier.
-  Open – The PO has been created by the Auto Sourcing hourly batch process. This batch process creates PO’s in the Purchasing module of SMART from Approved, Valid budget checked requisitions. The PO is now ready to be reviewed, edited (if necessary), and Approved by the Buyer.	
	
Budget Status displays the budget checking status of the PO.	-  Not Chk’d - The PO has not yet been budget checked by the hourly budget checking batch process.
-  Valid - The PO has successfully passed the hourly budget checking batch process.
-  Error - The PO did NOT successfully pass the hourly budget checking batch process. Any errors need to be reviewed and corrected before the PO can be successfully dispatched to the supplier. Click the Error link on the PO to view the error.	
PO Date displays the date the PO was created in the Purchasing module by the Auto Sourcing batch process.		
Supplier Name displays the Supplier Short Name. 
Supplier ID displays the ten digit Supplier ID number assigned to the Supplier. 
Supplier Details link opens the Supplier Details page.		
Buyer displays the name of the agency Buyer to whom the PO is assigned.
NOTE: Users are able to edit and approve only PO’s assigned to them as the Buyer or for other Buyers who they have been given edit access to. 
PO Reference is an optional free text field (30 characters). 		
Header Details link opens the PO Header Details page which displays information such as the agency’s Billing Address.
Header Comments link opens the PO Header Comments page that can contain viewable comments and attachments. 
NOTE: This link will be active only if there are comments entered. This link is NOT active if there are no comments or attachments.		
Change Order link opens a new window with the Change Order Batch page which can be used to search for and view the details of any Change Orders that have been made to the PO.
All RTV (Return To Vendor) link opens the RTV Information provides details of any RTV transactions that have been created against the PO.		
Document Status link opens the PO Document Status page containing a listing of all documents associated with the PO in SMART. For example: Requisitions, Contracts, Bid Events, Vouchers, Receipts, and RTV transactions.
Matching link opens the PO Matching page for viewing the Matching status of the PO.		
Use Procurement Card link will only be available if a procurement card (P-Card) was associated to the PO. Clicking the Use Procurement Card link opens the Procurement Card Information page to view the details of the P-Card that was used as the method of payment on the PO.		
Backorder Status is not being used by the State of Kansas in SMART.
Receipt Status displays the status of Receiving against the:
-  Not Recvd displays when no receipts have been created against the PO.
-  Partially Recvd displays when some receipt(s) have been created against the PO.
-  Fully Recvd displays if receipts have been created for all items on the PO.		
NOTE: Dispatch History & View Printable Version are not on the Purchase Order Inquiry page. 	
Line Informaiton	
Line Details icon opens the Details for Line (#) page to provide specific information about the PO line, including whether it was an Amount Only line and the contract number, if applied.
Line Comments icon will appear empty if there are no comments. If there are comments, there will be lines in the dialog bubble. 	

Schedule Information	
Schedule icon at the far right of the PO line opens the Schedules page which provides the delivery information used, such as the Due Date, the Attention To, and the Ship To Address (envelope icon).	
	
Distributions Information	
Distributions/ChartFields icon at the far right of the Schedule line opens the Distributions for Schedule (#) page that hat tabs that provides the financial information used, such as the ChartFields, Asset Information, Req Detail (requisition the PO was sourced from), and Budget Information, including the Budget Date inherited from the requisition.