1. Q: What are the recommendations for blanket purchase orders going forward?  It is realistic to get a new purchase order for every single small item we are trying to purchase?

A: We don’t recommend using Blanket Purchase Orders for the eSettlements. You should enter a single order Purchase Order accurately with a high level of detail. PeopleSoft is an ERP system. The system is designed for detailed information to be entered at the beginning of the Procure to Pay process. Entering detailed information upstream maintains transparency throughout the Procure to Pay Process. You only have to enter key data once upstream. This detailed information flows downstream using the Copy From functionality in PeopleSoft. The problem with Blanket Purchase Orders is that there is no transparency into the goods and services being ordered. This could cause problems during an audit. Detailed Purchase Orders are also required for the FEMA cost recovery process.


2. Q: If a Supplier doesn't invoice against a receipt and time passes, what should departments do?

A: Departments should follow up the Supplier, provide the Receipt ID and request the Supplier to create an eSettlements invoice from the Receipt (Packing Slip). The key advantage of eSettlements is immediate invoice processing. Suppliers upload invoices directly to the SF City Partner site instead of waiting for City staff to process the invoice. Departments shouldn’t hesitate to follow up with Suppliers if there any delays in eSettlements invoices being created from Receipts.


3. Q: If you hire movers and the estimated move cost is $1000 but on moving day they only do $800, will that be able to be paid if the amount doesn't match the PO amount? 

A: A Receipt is an official record of goods or services that the City has received from a Supplier. Enter Receipts for the actual Quantities/Amounts received. In this scenario, a partial Receipt should be created for the $800 in moving services that were actually received. An eSettlements invoice for $800 would be created by the Supplier from the partial Receipt.


4. Q: Does the monthly purchase order close batch close all purchase orders with zero balances?

A: The monthly PO Close batch process will close PO distribution lines if all the criteria are met. Please refer to the Purchase Order Reconciliation “PO Close” Criteria job aid.


5. Q: Where can we find the Account Code in an approved purchase order?

A: Click the Schedule icon on the Maintain Purchase Order or Purchase Order Inquiry page and then click the Distributions/Chartfields icon .


6. Q: Where can we find the PO close/complete date?

A: A PO that has been closed isn’t viewable on the Maintain Purchase Order page (Navigation: Procurement > Purchasing). The PO Status for closed POs is Complete and the Line Status is Closed.


Navigate to: Procurement > Purchasing > Purchase Order Analysis > PO Inquiry

1)    Click the Find an Existing Value tab

2)    Enter the PO ID in the PO ID field

3)    Click Search

4)    Click the Related Links button

5)    Click the Activity Log hyperlink

6)    View User and Date/Time information in the Modified section



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