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SNAP : Purchasing and PAL Q & A
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Purchasing and PAL Q & A

Summary: The following questions and answers are meant to provide basic information about PAL and Purchase Order procedures. Be sure to review the Purchasing Main Menu.

With the launch of KFS (Kuali Financial System) in July 2014, instructions given below may change. If you have questions, please e-mail the KFS Support Desk or call (949) 824-7001. KFS Training is available at the UC Learning Center.


Creating

What type of Purchase Order should I use?
How do I place a High Value order?
How do I renew a Blanket order?
Can I copy information from a previous PO to a new Requisition? - See CPY Copy Purchase Order
How do I rent or lease equipment?
Is there a listing of Buyers and their commodities?
Can I split the charges on a Requisition between accounts by percentage? - See U41 - Split Distribution

Checking Status

How do I check the status of my High Value Requisition?
Has my High Value Requisition been assigned to a Buyer?
Have any invoices been paid?


Making Changes

I entered and authorized a requistion and realized I made a mistake. How do I fix it?
How do I request a change to a completed and authorized PO? - See POC - Purchase Order Change
Can I fix a mistake on a completed and authorized PO?- See POC - Purchase Order Change
How do I change Lease and Rental POs?


Distributing Copies

When do I receive a copy of my authorized PO?
Can I get copies of my Low Value Purchase Orders (LVPO)?
Can I FAX a copy of a PO from PAL? - See Fax an Authorized PO (FAX)
Can I view, print and save an image of my High Value POs?


Closing POs

What does it mean when a PO is closed in PAL?
When does a PO close automatically?
Can I close a PO manually?
How do I correct or clear an encumbrance (Lien)?


Vendors

Where can I see a list of vendors?
How do I enter a foreign vendor?
What if the only vendor number on file ends with a 500 or more?




How do I rent or lease equipment?

Submt an online Purchase Requisition.

How do I know if any invoices have been paid?
  • In PAL, check the PO using Purchase Order Inquiry (P19 TXN).
  • Continue hitting 'Enter' until you get to the 'Pending Invoices' and 'Invoice Payments' screens.
  • Contact Accounts Payable at (949) 824-6824 if you need assistance.

I entered and authorized a Requistion and realized I made a mistake. How do I fix it?
  • Call Purchasing at (949) 824-6516 or (949) 824-6668 immediately.
  • E-mail the requested changes to the Buyer.
  • Do not call Office of Information Technology (OIT) or it could get duplicated.

How do I change Lease and Rental POs?

E-mail the appropriate Buyer with the change information.

When do I receive a copy of my authorized PO?

When a Requisition (R) has been turned into a PO and the Status code is authorized (Y), the Buyer will FAX a copy to the person listed in the 'Send PO/Invoice' field of the Requisition.

How do I get copies of my Low Value POs?

Call Offfice of Information Technology (OIT) at (949) 824-2222 if you are having trouble printing or if you need to set up a local printer.

What does it mean when a PO is closed in PAL?

  • The order has been paid in full or has been cancelled and no changes can be made or invoices paid.
  • If you need to open a closed PO to process an outstanding invoice, e-mail the appropriate Buyer.


When does a PO close automatically?

A PO automatically closes when the 'Amount Paid' field is equal to the PO 'Committed Amount' field and all credits and payments are cleared. Fiscal year Blanket POs automatically close after June 30.

Can a PO be closed manually?

A PO be closed manually if it has been completed OR if the order has been cancelled. E-mail the request to the appropriate Buyer if you would like a PO closed manually.

Where can I see a list of vendors?

How do I enter a foreign vendor in PAL?
  • Go to the Vendor Maintenance screen 'P30'
  • Enter Action Code 'A'
  • Enter the address leaving the 'City', 'State' and 'Zip' fields blank
  • Fill in the 'Country' code. Use F4 to locate the code.
  • Fill in the 'Busn' field by selecting from menu options found on F4.
  • Fill in the 'Ethnicity' field. Use F4 to locate the code.
  • Hit 'Enter' to save the Vendor number
  • Change the Action Code to 'C'
  • Type FR in the Tax ID field followed by the first 7 digits of the Vendor number.
  • Type an 'E' in the tax type field and hit 'Enter'.

What do I do if the only vendor number on file in PAL ends with 500 or higher?
  • Go to the Vendor Maintenance screen 'P30'
  • If there is no Buyer code for the Vendor, enter Action Code 'L'
  • Type the Vendor number ending in 500 (or greater) and hit 'Enter'.
  • Change the Action code to 'A' and change the last three digits of the Vendor number to '000'.
  • Make necessary changes to the address or other fields.
  • The Taxpayer ID is required to complete a PO.
  • Hit 'Enter' when done.

Need an expert? For further information contact Purchasing at (949) 824-6516 or a Purchasing Department Buyer.

Notice: Where the information presented in this document or elsewhere on this site is in conflict with University polices, procedures, or applicable collective bargaining agreements, the terms of those University policies, procedures and agreements shall govern.


Author: Barbara Niemand Last published: 2013-05-14