How to Check Purchase Order Status

Checking Purchase Order status in UCIBuy+ allows users to see what approvals are pending in the workflow and if the PO has been completed or rejected. Checking Purchase Order status in KFS allows users to see the payment and encumbrance status of the PO.

Procurement Services
18 steps

**READ FIRST:** If issues occur when logging into UCIBuy+, confirm that one of the supported browsers—**Google Chrome, Microsoft Edge, or Mozilla Firefox**—is being used. Ensure employment status with the university is active in UCPath. In the browser settings, allow **pop-ups** and **third-party cookies**. If problems persist, refer to the [**FAQ section on the UC Irvine Procurement website**](https://procurement.uci.edu/ucibuy/faqs.php) for additional guidance.

Navigate to <https://ucibuy.uci.edu/>and enter single-sign on credentials.

UCIBuy+: Checking Requisition Status

If the requisition number is not known, hover over the **Orders** icon, then **My Orders**. Select **My Requisitions**. If requisition number is known, input the number in the **Search (Alt+Q)** bar.

Select the desired **Requisition Number**.

The requisition status appears under the **Summary** section (e.g. **Complete**).

Once the requisition is complete, a PO is automatically created. Scroll down from the requisition status to the **Related Documents** section. Select the **Purchase Order** link to check the status of the PO.

If the requisition is not complete, users can scroll to the **What's next?** section of the summary to view the detailed workflow.

UCIBuy+: Checking PO Status

Select **Orders**.

Select **Search**.

Select **Purchase Orders**.

Select the desired hyperlinked **PO Number**.

Select **Status**.

Under **Summary**, view the status of your purchase order.\ \ Purchase order statuses may include:\ • *Completed\ • Pending\ • Rejected*

KFS: Checking Payments

When a PO is completed in UCIBuy+, a copy is generated in KFS to allow for payment. Payment processes remain in KFS.

Navigate to <https://kfs.oit.uci.edu/kfs/webapp/dashboard/home> and enter single-sign on credentials.

Select **Jump to...Ctrl+K**.

In the search bar, enter the document type (e.g. **Payment Request**). Select **Search Payment Requests**. Users can also search for the KFS **Purchase Order** document. For Purchase Orders, select **Search Purchase Orders**.

In the **Purchase Order #** field, input the UCIBuy+ PO number.

KFS creates a document for every change to a PO. **Retired Version** means the document is not the current version of the PO. Generally, the first listed document is the most current version. The status of the PO document is listed under **Purchase Order Doc Status**. To view the PO details, select the hyperlinked **Document Id** number.

To view the total amount paid against the PO, under the **Items** tab, view the **Amount Paid** column of each line item.