Managing your order

How to manage your purchase orders at UW-Madison


This might include checking on the status of your requisition, managing purchase order encumbrances, making changes to your existing purchase order (adding/subtracting funds, changing funding strings).

Your order number

Your requisition number stays with your order through the entire purchasing process. When your requisition has been converted into an official Purchase Order, the number will remain the same.

Please visit the Purchasing Information Inquiry Menu

View documentation about Finding Information about your Purchase Orders (POs) and Requisitions
Instructional documentation with screenshots detailing how to find PO information using the Purchasing System Inquiry and WISDM, including finding Department PDF copies of POs and using the Remaining Encumbrance Status Tool.

Common tasks

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Check the status of your requisition

Use the Purchasing Information Inquiry tool

You can check on things such as where the requisition is at in the process and whether or not the requisition has been released and turned into an official Purchase Order.

  • You’ll need requisition number (and if there’s any other key info they need to complete the form)
  • Select the “Specific Requisition Status Lookup” link and enter the requisition number. The log will show when your requisition was last updated in the requisition generator, when the paper copy was received in Purchasing, where/if the paper copy was further routed for approvals, and once processed will show the detail information from the requisition.

Look up Purchasing Orders and requisitions for your department

Use the Purchasing Information Inquiry tool

Select the “Search Purchase Orders/Requisitions” link and enter your Department ID and/or Project to find orders of interest.

Searching for Requisitions in the External Requisition Generator – In the External Requisition Generator, to find requisitions that have not yet been processed, choose “Click here to search for Requisitions not yet processed by Purchasing Services” near the bottom of your screen. This search can also be used to find any unprocessed CORs for your division and/or department.

Find individual Purchase Orders and associated information (including payments and department PDF copies of POs)

Use the Purchasing Information Inquiry tool

Select the “Specific Purchase Order Lookup” link and enter the Purchase Order number.

Managing Encumbrances

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Check the remaining Encumbrance on your Purchase Order

Use the Purchasing Information Inquiry tool

You can look up your Purchase Order number to see if it has been fully spent or if there is an outstanding/remaining balance.

  • You’ll need the Purchase Order number

Helpful Documentation

Find the Encumbrance Balance and Status (Open or Closed) of a Purchase Order

Use the Purchasing Information Inquiry tool

A tool called the Remaining Encumbrance Status Tool is available through the Purchasing Inquiry to assist in viewing information about your PO’s including encumbrance balance and status.

  1. Select the “Purchasing Information Inquiry” link at the top of the page to launch the main application and login with your NetID and password.
  2. Select the “Remaining Encumbrance Status Tool” link under the “Campus User Tools” section.
  3. Enter the 7 digit PO number and select the “Go” button.
  4. Basic information about your PO, such as the Order Date, End Date, SFS PO Status (open or closed), PO amount (original dollar total on the order), Vendor Name and Number, will be displayed at the top.  Please note that the PO will only have an end date displayed if it is a blanket order or COR, otherwise the end date will appear as “0/0/0”. The grid below the basic information will display the current encumbrance balance as shown in WISDM.  This information can be used to complete the Encumbrance Management Form (linked to the right of the “Go” button).
  5. To view expense information from WISDM, click the “Show Expense transactions from WISDM” button to see payments made on the PO.

View instructions on completing Encumbrance and PO Management Forms (EMF)

Helpful Documentation

 

Making changes to an existing Purchase Order

Change and Cancellation orders are issued to modify existing Purchase Orders (POs) with the submission of an Encumbrance Management Form from the department. If the Change Order results in a dollar amount change to the PO, your encumbrance will be adjusted in the Shared Financial System (SFS) and the change will be viewable in WISDM. Changes to the funding string using the EMF will be made by Accounting and not communicated to the supplier.

Change orders can be issued for:

  • To add or delete an item or items on a Purchase Order.
  • To change the ending dates on a blanket order.
  • To change the description of an item(s).
  • To change price(s) and/or item(s) if the order total changes by $100 or more.
  • Per vendor request with consultation of the user department.
  • To change an order to/from positive approval (to approve invoices prior to payment).

Cancellation orders can be issued for:

  • When the vendor cannot provide product.
  • By request of department when item(s) are no longer required.
  • When funds are no longer available.
  • To change vendors.

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Encumbrance Management Form

To make any types of changes to your PO and encumbrance (including closing POs and changing dollar amounts or funding), you will need to complete the new fillable pdf form. Completed forms should be submitted to the Dean’s office for approval via email and then routed via email from the Dean’s office to Purchasing.

Note: The form will not be able to affect previous transactions, e.g. if a payment was already completed, a non-salary cost transfer must still be completed to transfer funds; however, the form could be used to ensure that future payments are applied correctly.

  • To make changes or to close your POs and encumbrances (including closing non-subaward POs and changing dollar amounts or funding), users will need to complete an Encumbrance and PO Management form.
  • Subaward POs will be automatically closed after the end of the month that the final invoice is processed. If no final invoice is identified, and the subaward ends, the PO finalization process will not auto close the subaward PO. In those exceptional cases, users will need to contact the RSP Post-award accountant to close the PO.  To find the appropriate accountant in Research and Sponsored Programs (RSP) to discuss your project balance, use RSP’s accountant search.
  • Use the Remaining Encumbrance Status Tool in the Purchasing System Inquiry to gather information about your PO’s encumbrance balance, status (open or closed), and expenses from WISDM to assist in completing the form.
  • Completed Encumbrance and PO Management forms should be routed to your Dean or Director’s office as an PDF email attachment for approval.
  • The Dean’s office will forward the completed form to indicated email to complete your changes to the extent possible.
  • Only completed forms received from the Dean’s office will be able to be accepted.
  • Once completed, changes will appear in WISDM the following day.
  • A record indicating that the change was completed may also be logged in the Requisition Inquiry in the same manner that requisitions can be tracked.

View instructions on completing Encumbrance and PO Management Forms (EMF)

Closing Purchase Orders

Purchasing Orders are closed by Business Services on a monthly basis to help better manage open encumbrances displayed in WISDM, reduce the need for manual requests for closure, and to relieve the buildup of POs to be closed at fiscal year end. POs that meet the following criteria will be closed every month:

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Monthly PO Auto-Closing Criteria

Orders with a Purchasing Order End Date

Automatically close 90 days after the end date listed on the purchase order.

  • Note: The funding used on your order may also have a project end date separate from your PO end date.  The close criteria refer to the end date on your PO, however; if your funding has an end date, POs should not be written to exceed that date.
  • A Continuing Order Requisition (COR) will be produced approximately 3 months before the end date to remind the user to recreate the order if necessary

Specific Orders

Automatically close 90 days after the last payment if*:

  • at least 95% liquidated and
  • the balance does not exceed $1000

Orders that do not fit the above monthly closing criteria can be closed via an approved Encumbrance and PO Management form submitted from your Dean’s office to Purchasing Services.

How Does This Affect Campus?

  • The PO Close Process runs on a monthly basis according to the established close criteria listed above and reduces the need to request a PO close.
  • Dean’s Offices and Departments will NOT need to complete the PO and Encumbrance Management form for their POs to be closed according to these criteria, this will happen automatically when Business Services runs the close process monthly.
  • Invoices arriving for payment after a PO is closed will be paid as a Direct Payment referencing the PO number in the Description column.  This means that inquiries in WISDM for invoices against the PO number will NOT show the direct payment. However, queries in WISDM looking for the PO number in the Description field will show the payment.  No one search method for an individual PO will capture both payments. However, both payments will show up if you are viewing a summary report for an entire department or project, or if searching for all payments made from a specific vendor.

*At fiscal year end, a special close for specific orders takes place that will not use the 90 day activity criteria, meaning any specific PO that is at least 95% liquidated and has a balance less than $1000 will be closed.

Training

Sign up for “Processing Requisitions and Managing your PO Encumbrances” on the OHRD website.

Contact

Purchasing Services
Suite 6101, 21 North Park Street
Madison, WI 53715

608-262-1526