PURCHASE ORDER ENTRY
1. Log into MnSCU  
a.
Double click on the MnSCU icon on your desktop  
b.
Type in your User ID and Password, then choose OK  
     
2. Click on Purchasing Control System  
     
3. Click on PO Requisition/PO Menu  
     
4. On the right side of the menu, choose PO Header Information Page 1
     
5. You should now be at a blank PO Header Screen.  
a.
In the lower right hand corner, click on the "Add Record" button. The phrase "New PO" will appear in the PO number box.
b.
Tab once to enter the Vendor Number. If you are unsure of your vendor number, you may use the vendor query option on this screen (refer to page 9 of the AP manual for detail instructions).
c.
Tab to "Percent" or "Dollar" and make your choice for how the cost of the purchase order is to be divided among cost centers. If you are entering a PO for only one cost center, choose the percent option and input 100 in the distribution box.
d.
Tab to CC# and input your 6 digit cost center number if it does not appear automatically.
e.
Tab to Obj Desc and enter the correct object code (refer to page 23 of the AP manual for a list of object codes).
f.
If more than one cost center is being used, select the Add CC button for additional lines.
g.
Click on the small button to the right of the phrase POHeader 2: Gk2 on the bottom of your screen. You will then see a prompt "You have modified this screen, do you want to save?" - select "Yes".
     
6. The next screen is the PO Header Screen (Page 2). Note that your PO has been assigned a number and you should write down the number. You may modify this screen for Additional Address Information such as a vendor contact name. It is important that you input information in the "Instructions to Vendor" box for shipping information. An example would be: Ship to Bookstore, Attn: Manager. Click on Line Item: GK3 and save.
     
7. The next screen takes you to PO Line Item Entry/Maintenance.  
a.
Type the description of the item you are purchasing.  
b.
Tab to Units Ordered, input quantity.  
c.
Tab to Cost/Unit to input price.  
d.
Tab to Unit Measure. The most common term to type in this box is EACH, but you may double click in the box for a complete listing of choices.
e.
Tab and input catalog and model numbers if known.  
f.
In the Delivery Terms box, input your name/department. This needs to be done only on the first line of a multiply line item PO.
g.
To add additional line items, select Add Line Item (GK6).
h.
Click on "Add'l Charges" to input freight costs if known.
i.
If you wish to add a memo for AP personnel such as a fax request, select Memo: GK5. Unless specific instructions are entered, the AP office will forward you the PO at which time you may mail or phone in the order. You may also use the memo section to note changes to the shipping address that may be needed. Click on PO Process: GK1 and save.
     
8.

Last Screen is PO Requisition Process.

 
a.
Select "For Authorization: DE completed"  
     
  ACCEPT to close out purchase order.  

 

The Accounts Payable (AP) PO User's Manual is available from the Intranet (Forms/Accounts Payable). This manual has detailed instructions including images of each screen. Contact your campus business office for additional assistance in purchasing.