When depositing cheques you receive from the Division office, do NOT code it to a Revenue Account. These must be coded to an Expense Account (usually School Fund Expense).

Please review your purchase orders to be received (go to Receive a Purchase Order) to make sure there are not any old POs that should be deleted. Advise Jolie or Haley if you need to delete a posted PO.

How do I delete a purchase order that has been posted?

- Once an order has been posted, only the Division Office can delete it from the system. Posted orders may need to be deleted if they are cancelled by the vendor or if the vendor can't supply the full order (ie: I have ordered 10 items but they only have 8 left. I received 8 but now I need to cancel the remaining 2 on that Po). E-mail your A/P contact(Haley or Crissy) and inform them of the Po# and the reason why it needs to be cancelled.


Can I just enter "as per attached" into the Po system and attach a separate sheet detailing the order?

- NO. Since the system is no longer paper based, you will need to enter the order into the Po system so that the A/P staff can match it to the invoice. There may be times that you can combine items into one line if it makes sense. For example, you are ordering 12 different magazines from one supplier. You do not need to enter each magazine into the Po System but can enter "12 Subscriptions".

I get an error when I try to edit the Unit Cost of one of the items on my PO

- if the Unit Cost you entered is higher than the actual cost that it should be and the system will not let you edit it than please call your A/P person and we will have to fix it from our end as it is not an error in the Po system it is an error in the payables system that we are using at the office here.

I get an error right after I enter an item in my Po and click the save button

- if you know that everything you entered is correct there is a good posibility that what you have entered in the description field is too long and needs to be shortened.

- If you do get an error please call your A/P person (Haley or Crissy) and we can help fix the problem.

Why can't I access the "Received and Unpaid Purchase Orders" report?

- This report has been built for A/P staff use only. Your unpaid purchase orders will appear in the "YTD PO'S Outstanding" column on the Account Summary Report.