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New Purchase Order Report

Learn about the upgraded Financial Link Purchase Order (PO) Report.

The Financial Link Purchase Order (PO) Report has been upgraded! The New PO Report has been recreated in Cognos to provide useful and updated information, as well as a few functionality enhancements. This new report will be available from the Financial Link Ledger and Detail Reports beginning February 5, 2018.

screenshot of FinancialLink navigation showing link to new PO report

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Searching For a Purchase Order

screenshot of new PO header detail

  • New Header Detail Search Functionality
    • Search by Type – Narrow your search results by indicating the type of Purchase Order you are searching for, such as Catering Orders, Subawards, legacy IFIS Orders, or regular Purchase Orders.
    • PO Dollar Range – Narrow your search results if you know the order(s) you are looking for has a total amount within a certain dollar range.

  • New Equipment Detail Search Functionality
    • Fab Number – Narrow your search results for certain equipment orders by using a specific fabrication (FAB) number.

Selecting a PO to Review

screenshot of PO selection

  • Multi-Select Options - When there is more than one result for your search, you have the option to select:

    • Single PO

      screenshot of single PO selection

    • Multiple POs

      screenshot of multiple POs selected

    • All POs

      screenshot of  'select all' link

      screenshot of all POs selected

  • PO Revisions – When a PO has one or more revisions, the revision number will be displayed in the Revisions column, with a revision number of Total indicating the consolidated and most recent version of the full Purchase Order.

    screenshot of PO revision guide

  • Account Code Information – The Account Codes column will display the account code listed on the first line for that particular report. If there is more than one line or account code used on the report, the listed account code will be followed by an ellipsis (…).

    screenshot of account code information display

Modern Report Layout

  • Header Detail
    • Internal Notes are included in the Header Detail

screenshot of header detail with internal notes

 

  •  LIne Detail

screenshot of PO line detail

 

  • UCSD Asset Information
    • All asset information has been consolidated to a single section.
      • UCID Number links to CAMS website
    • Please Note: This link DOES NOT route to UCID report within CAMS
    • If no asset information is applicable or available at the time a report is run, the following message will display: No UC Asset Information Available

screenshot of asset information

 

  • Packing Slip History (NEW!)
    • Packing Slip information from Marketplace has been added to the PO report.
    • If no packing slip information is applicable or available at the time a report is run, the following message will display: No Packing Slip Information Available

screenshot of packing slip history

 

  • Payment History
    • Sorted by most recent payment first.
    • Displays the type of payment the payee received.
    • If no payment information is applicable or available at the time a report is run, the following message will display: No Payment Information Available

screenshot of payment history

 

  • Ledger Transaction History
    • Sorted by most recent ledger transaction first.
    • Associated encumbrance and financial posting for the same transaction condensed to a single line.
    • Invoice Number drills down to Invoice Report
    • PO Number drills down to Operating Ledger Transaction Detail
    • If no ledger information is applicable or available at the time a report is run, the following message will display: No Ledger Information Available

screenshot of ledger transaction history

Enhanced Functionality

Available functionality:

  • View the Supplier Information - Click on the Supplier ID to view the Supplier's fulfillment address.

screenshot of supplier ID

screenshot of supplier detail

 

  • Email the Requisitioner - Do you have a question regarding the Purchase Order? You can click on the Requisitioner’s name to send them an email.

screenshot of requisitioner name as hyperlink

 

  • Email Packing Slip Recipient - Have a question about the shipment being received? You can click on the Packing Slip Recipient's name to send them an email.

screenshot of recipient name as hyperlink in packing slip history

 

Sharing a Report

You still have access to print, download, and share a report in various formats such as PDF and Excel. To select one of these options, locate the Play Button Icon in the upper left corner of Cognos, and select your desired format:

screenshot of  list of format options and play button

  • Run HTML – Re-run the report(s) you are currently viewing
  • Run PDF – Generates a PDF version of the report(s) you are currently viewing
  • Run Excel – Generates an Excel file with formatting of the report(s) you are currently viewing
  • Run Excel data – Generates an Excel file with only the header data of the report(s) you are currently viewing
  • Run CSV – Generates a CSV file with the only the header data of the report(s) you are currently viewing
  • Reset prompts and run – Returns you to the Search Page with the criteria you used to find the report(s) you were just viewing

What about the original PO Report?

The original PO Report available in Financial Link will still be available to use for those that wish to do so. With the launch of the updated Cognos report, we will monitor the usage and integrations to confirm a time when the original report can be expired within the coming months.

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