2. Do not enter a preferred document number when generating or utilizing the order release applications (Ex. Generating PO from Contract). The system is designed to use a next numbers application which automatically assigns a document number to each new document.

Below are just two examples of where you must not manually enter a preferred order number:

Generating a Service PO (O9) from Contract (O4)

Entering a Service PO (O9) directly

3. As a reminder, it is critical you remember to follow the receipt and reverse receipt processes which are documented in the NIS Procurement Training Manuals (specifically the Reversing Receipts instructions). The receipt and reverse receipt process must be completed per the work instructions before any changes or cancellations are made to the purchase order document.

Ex. You receive and post the receipt batch for purchase order 12345|OP. It is coded to account number 12345678.554900. You realize a mistake was made in the financial coding. You reverse receipt purchase order 12345|OP. You must then post the reverse receipt batch (because the original receipt batch was posted) prior to revising the account number on the purchase order. Similarly, if you did not post the original receipt batch, do not post the reverse receipt batch. However, you still may not revise the account number on the purchase order until after both the original receipt and reverse receipt batches have been deleted.

4. When changing subledgers (structured or unstructured) on a detail line(s) of a purchase order, follow the same steps outlined in Issues 1 and 3 related to changing any part of the account number on a detail line(s) of a purchase order. This includes adding a subledger to a detail line(s) on a purchase order (which was previously blank) after a fiscal year has closed or in the middle of the receiving process.

5. NEVER void an “O” (receipt or reverse receipt) batch without prior communication with the NIS Team.

6. Do not change any part of “O” (receipt or reverse receipt) batch manually via the Journal Entries with Debit/Credit Format application. This includes, but is not limited to, the account number, amounts, purchase order number, etc.

7. When doing a journal entry to correct the Received not Vouchered account (211700), be sure to include:

1) The Purchase Order Number in the Purchase Order field
This field is 8-digits so a 5-digit purchase order number must include 3 leading zeros (example – purchase order #12345 must be 00012345 in a correcting journal entry)

2) The Purchase Order Type in the PO Do Ty field
The document type must be all capital letters (example – document type OP must be OP not Op or op)