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PURCHASE ORDER MAINTENANCE SYSTEM

PO Maintenance Overview
PO Maintenance Instructions
PO Maintenance Training Information
PO Maintenance Contacts
PO Maintenance Frequently Asked Questions

 

Frequently Asked Questions

How can I add funds to a purchase order?

Select the 'Change a Purchase Order' option in the PO Maintenance screen and fill in the total dollar amount that you wish to add in the 'Amount' field. Please provide additional instructions in the 'Notice to Purchasing' field, including reason for the change and instructions for split account funds distribution.  

How can I add funds to a purchase order when the original has multiple account numbers?

Select the 'Change a Purchase Order' option in the PO Maintenance screen, fill in one of your account numbers in the 'Account Number' field, and fill in the total dollar amount that you wish to add in the 'Amount' field. Please provide additional instructions in the 'Notice to Purchasing' field, including instructions for split account funds distribution.

Note: A maximum of 6 account numbers may be used per purchase order.

Change request example screen

What dollar amount should be filled in under the Amount box? Is this field for the additional dollar amount or the new PO total amount?

The 'Amount' field indicates the amount of money that you wish to add, subtract, or move. You may also include the new PO total amount in the 'Notice to Purchasing' field.

How can I close a purchase order when the original has multiple account numbers?

Select either the 'Cancel Encumbrances' or 'Cancel a Purchase Order' option in the PO Maintenance screen, fill in one of your account numbers in the 'Account Number' field, and fill in the total dollar amount that you wish to cancel in the 'Amount' field. All account encumbrances are cancelled when an order is closed.

What is the difference between Cancel Encumbrances and Cancel a Purchase Order?

Cancel Encumbrances is used to close old purchase orders that are paid in full or paid by coded invoice. Up to ten purchase order numbers may be entered for each account number.

Cancel a Purchase Order is used to cancel a recent order with a vendor. The University will not receive an invoice from the vendor.

For additional information regarding the Purchase Order Maintenance System, please contact Kathleen Frazier or Nancy Rose, Supply Chain Shared Services, 443-997-5600.

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Supply Chain Shared Services
Johns Hopkins University
purchasing@jhu.edu

last updated 7.28.06