Create a PO against an existing Purchase Agreement (Framework Order)

Chad Gentry
42 steps
3 minutes

Oracle Cloud

When do I use this transaction? In DASH, you can not pay an invoice against a Purchase Agreement (previously known as a framework order). A separate requisition is required. In order to create this requisition, you must enter a transaction using the Purchase Agreement Order Form. This transaction will create a PO that is automatically approved. It is automatically approved because there is an existing purchase agreement in place. The PO that is created is used to pay invoices from the supplier. Each time an order is placed with the supplier, a Purchase Agreement Order Form must be created, otherwise, the department can't process a payment.

Click "Procurement", if you do not see Procurement, click the ">" for more options.

Click "Purchase Requisitions (New)"

Scroll down to Featured Categories and click "Request Forms"

Select Purchase Agreement Order Form by clicking "Create Request"

Enter the Description for the purchase

Click the "Category" field. Type the category name, description, or select by scrolling through the list.

Click and enter the "Amount"

Click "Agreement"

Tip! Enter the supplier name or the existing purchase agreement number in the "Agreement Field"

For example, type or paste the purchase agreement number/supplier name into the "Agreement Field", then select from the drop down field.

Alert! This is very important. Be sure to select an agreement number and confirm it is in the "Agreement" Field as shown below. If you enter a supplier name in the Supplier field and do not enter an agreement number in the Agreement field, the transaction will not automatically approve. Instead it will go through workflow and be rejected with a note to add the agreement number. The auto-approval is based on the agreement number being present.

Tip! To look up a system-wide agreement, go to Procurement Services website here: <https://procurement.tennessee.edu/purchase-orders/> You will have to enter your NetID and password to access the purchase agreements.

Scroll to the top of the page and click "Add to Cart"

If you need to add another line item, click "Create Another Request". Otherwise, click "View Cart" to proceed and finalize the requisition.

From the "Cart" screen, click Requisition Summary "edit/pencil" icon.

Scroll down to Charge Account and confirm the correct account is selected. If the default Charge Account is correct, you can skip down to Step 36

Tip! If you have saved multiple charge accounts to your Preferences, you can find them by clicking the drop-down in the "Charge Account Nickname" field.

To add a charge account, click the "O" to select "Enter Charge Account Number"

Tip! There are multiple ways to enter a new charge account. See the options below and select the option that works best for you.

Click the "Charge To" field and delete the charge account

Tip! You can copy and paste your charge account into the "Charge To" field or manually enter it.

Enter the Entity number or name and select from the drop-down

Enter the Fund number or name and select from the drop-down

Enter the Department number or name and select from the drop-down

Enter the Account number or name and select from the drop-down

Click "Default Program"

Click "Default Activity"

Click "Default Intercompany"

Click "Default Future"

The new Charge Account is set for this transaction

Tip! Below is another option for entering the transaction.

Click the "square-arrow" icon

Click "Entity" and search by entity number or name

Click "Fund" and search by fund number or name

Click "Department" and search by department number or name

Click "Account" and search by account number or name

Click "Program" and search by program number or name

Click "Activity" and search by activity number or name

Click "InterCo" and search by interco number or name

Click "Future" and search by future number or name

Click "Apply"

The new charge account is set for this transaction

Scroll down and click "Requisition Type"

Click "Purchases made against a negotiated UT contract"

Tip! Always select "Purchases made against a negotiated UT contract" for Purchase Agreement Order Form transactions.

Tip! "Requisition Type" is the only required field on this page.

To change the "Requested Delivery Date" click the "Calendar" icon. The requested delivery date defaults to 7 days from the creation date of the transaction, unless revised.

Click "Update" to save

Tip! To revise the line item, click the "edit/pencil" icon. This is not a required step to complete the transaction. If no change is required (such as splitting the line item into multiple GL codes), skip this step and move to the next.

Click "Submit"

The transaction is available for review under "My Recent Requisitions"

Congratulations! You have successfully submitted a Purchase Agreement Order Form!

Alert! This transaction is not sent to the supplier. To place an order, you must contact the supplier. You can email a copy of this PO to the supplier if they need one for their records, but it is not required.

Tip! The department will use this PO to pay the invoice from the supplier.