PO Summary Dashboard

The PO Summary dashboard page is located on the purchasing tab in the OBI finance dashboards. It allows you to view Purchase Order details and their associated Invoices.

Use PO Summary to view purchase order details and drill into PO lines, invoice information, and payment details on specific purchase orders.

Dashboard Prompts

Several prompt options are available on this dashboard. Select at least one prompt.

Prompt Definitions

Term	Definition
PO Number	Six-digit number assigned by BobcatBUY for each purchase order (PO), or five-digit value assigned by Oracle for capital POs.
Closure Status	The status of the Purchase Order. Open – the PO is open and available for modifications as needed. Closed – the PO is closed but can be reopened to make modifications if necessary. POs in closed status may still have open encumbrances. Finally Closed – the PO is permanently closed, meaning it cannot be reopened and therefore no modifications to the PO can be made. Finance converts closed POs to a finally closed status through an automated process every six months. When POs are finally closed, it relieves all open encumbrances tied to that PO. If you need encumbrances cleared immediately, please email financecustomercare@ohio.edu and they will determine if your PO can be finally closed.
Commodity Code	Standard classification codes for products and services used to detail where money is spent.
PO Type Name	The type of purchase order. PO types include: General, Maintenance, Blanket, Direct Payment, Lease, Contracts, and Construction.
PO Owner/ Requestor	The name of the OHIO employee responsible for requesting the Purchase Order creation.
Active Employee	Use this prompt to check if the PO Owner/Requestor is an active employee. When “No” is selected, all the POs that have Inactive PO Owner/Requestor are listed.
*Include Cancelled POs	* (Asterisk) indicates this is a required field; defaults to No. Use this prompt to include/exclude cancelled POs. Note - Cancelled POs cannot be re-opened. However, closed POs can be re-opened. POs can only be cancelled before they are invoiced where as they can be closed after they are invoiced.*
Supplier Name Contains	Name of the Supplier listed on the invoice. You may enter a partial name, full name, or select a supplier name from the drop-down menu. (This prompt is not case sensitive.) Note: A PO can have 2 addresses, one for the order (where we send the PO) and the other to which we remit payment. Most often, the supplier on a PO is the vendor to which the order was placed.
Supplier #	Number assigned to the Supplier by Oracle.
ORG Parent Level	The parent level (letter) of the Organization hierarchy.
ORG Parent #/Desc	The Organization parent number with description.
Ordered Date Between	The date (range) when the PO was placed.
Entity Source Organization Activity Function	If you would like to search transactions based upon the GL account, select one or more values in these GL segment prompts.
Object	Use this prompt if you would like to search for specific object codes.
Proj # Task # Awd #	If you would like to search transactions based upon the Grants Accounting account, select one or more values in these PTA segment prompts.
Awd Agency	The bill to agency on the Award. For example, Internal Awards are Internal Funding Source.
Awd Type	The source of funding for an award; summarized to the Source segment in the General Ledger.
Awd Category	The type of award (Internal, Sponsored, Cost Share or Capital).
*Include Grants	* (Asterisk) indicates this is a required field; defaults to All. Select All to show both GL and Grants transactions, or select GL Only or Grants Only as appropriate

Dashboard Results/Columns

Default Columns

Shown below are the columns that will appear on the dashboard by default.

Additional Columns

The following additional columns are available for individual users to add to their results as needed. To add any of these columns to your results, right click on the header row, select include column, and select the columns that you would like to add.

Column Definitions

Term	Definition
Supplier Name	See prompts definitions table above
Alternate Supplier Name	“Doing Business As” (DBA) name of the supplier
PO Number	See prompts definitions table above
Requisition Number	Requisition Number from BobcatBuy
Description	PO header description. This description is populated from internal note or external note on the requisition in BobcatBuy.
Ordered Date	See prompts definitions table above
PO Total	Total amount on the PO
PO Filtered Total	PO total based upon filtered criteria selected in the prompts.
Billed Amount	Amount billed on the PO or Invoice matched amount.
Open Encumbrance	Open balance on the PO
Closure Status	See prompts definitions table above
Cancelled	Yes (Y) or No (N) flag to indicate if the PO was cancelled. *Cancelled POs cannot be re-opened. However, closed POs can be re-opened. POs can only be cancelled before they are invoiced where as they can be closed after they are invoiced.
PO Owner/ Requestor	See prompts definitions table above
Active Employee	See prompts definitions table above
Buyer	Procurement staff member responsible for the Purchase Order.
Ship To Attention Ship To Location	To whom and where the order is shipping
Supplier Address	The address listed on the Supplier record for the site selected.
A&E Exception Requested By	The person who requested the exception to use a non-preferred supplier, in accordance with the Affordability and Efficiency mandates.
A&E Exception Reason	Used to track approved exceptions for not using a preferred supplier in accordance with the Affordability and Efficiency mandates. Exception reasons include: Compatibility with Existing Equipment Emergency Significant Price Difference Sole Source Unique Expertise or Situation
Closed Date	The date the purchase order was closed
Supplier #	See prompts definitions table above
One Time Supplier Flag	Yes (Y) or No (N) flag to indicate if the supplier was set up for one-time use
Preferred Supplier	Yes (Y) or No (N) flag to indicate if the supplier is an OHIO preferred supplier
PO Prefix	Preceding letter(s)/number(s) to PO number. ‘OU’ (for operating POs) or ‘OUP’ (for capital POs)
Approval Date	The date the PO was approved
Status	PO approval status (approved, requires reapproval, incomplete, pre-approved)
Status Action Date	The date when the status on the PO was updated. Corresponds to the status column above
Status Reason	Notes that were entered on the PO with the to the last status update to indicate the reason for the status change
Supplier Note	Note to the supplier. Manually entered in Oracle for capital POs
Prevailing Wage	Indicates contractor wage restrictions on the Purchase Order
Price Confirmed By	Ohio Revised Code reference that governs competitive bidding
Date Requisition Received	Requisition submitted date
A&E Justification A&E Justification2	Affordability & Efficiency justifications entered in BobcatBuy
PO Type Name	See prompts definitions table above
OU Supplier Type	Field on supplier record that tracks Independent Contractor, Energy Cap and Food Pro suppliers
EDGE Supplier	Field on supplier record that tracks EDGE suppliers
Minority Owned	Field on supplier record that tracks Minority Owned suppliers
Woman Owned	Field on supplier record that tracks Woman Owned suppliers

Drill Down Options

From the PO Summary Dashboard, you may drill into PO Line Details or Invoice Details by clicking on the PO Number (in blue text). If payments have been made on the invoice, you may also drill from the invoice details to view Payment Details. Each of these drilldown features are explained below.

PO Line Details Drilldown

The main page on the PO Summary Dashboard displays PO header information. To view line level detail on the purchase order, select the PO Line Details option. This will show all items ordered on the PO.

Invoice Details Drilldown

The invoice drilldown page will display all invoices for the selected PO. If the invoice has been paid, you will see an additional drilldown option in blue text in the Inv # column that will allow you to drill into the payment details.

Payment Details Drilldown

Tip: To return to your report from a drilldown page, click the breadcrumbs (blue text) at the bottom left side of the page. For additional OBI navigation tips, please refer to the following material:

OBI Finance & HR Dashboards: OBI General Functionality Quick Reference Guide:
https://www.ohio.edu/sites/default/files/sites/finance/systems/files/obi/OBI_General_Functionality.pdf
OBI Navigation and OBI Reporting Fundamentals courses available through Professional Development Program: https://www.ohio.edu/hr/professional-development/courses

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