* Fin DeptID * AppropID * Account PC Bus Unit (only if agency is using projects) Project (only if agency is using projects) Activity (only if agency is using projects) Source Type (only if agency is using projects) Agcy Cost 1 (only if agency is using projects) There may be SpeedCharts available to populate this transaction. The Asset Information tab should always be checked to record if this is an asset. All agencies have different polices for assets. If the item is not tracked at your agency, you need to remove the AM unit and Profile ID. Click OK when you are done. Step 6: Save, Get Approval, Budget Check and Dispatch the Purchase Order. For more detailed information about these processes, refer to Lesson 1. Save the Purchase Order. Return to the Main Purchase Order page. Click the Save button. After you save the new purchase order, SWIFT will assign a PO ID for it. The PO Status is “Open”. Get Approval. Click the Submit for Approval green checkbox on the header to submit it for approval. SWIFT changes the PO Status from to or if the “Open” “Pend Appr” (Pending Approval) “Approved” includes self-approval. If the agency uses online approvals instead of authorizing a buyers’ security role buyer to self-approve, SWIFT will route the purchase order for review and approval. Budget Check the Purchase Order. The PO Status must be before budget checking. Click the Budget Check icon to run the budget check “Approved” process. When SWIFT completes the Budget Check process, it will change the Budget Status to and the “Valid” purchase order is ready to dispatch. Dispatch the Purchase Order. In order to dispatch a purchase order, the following tasks must be successfully completed. PO Status is “Approved” Budget Status is “Valid” To dispatch a purchase order, click on the Dispatch button. For email dispatch, validate the vendor email address or enter one time address. Click the OK button. Click Yes to wait for the dispatch process to complete. OR, click No to run the dispatch process and continue working.
* Fin DeptID * AppropID * Account PC Bus Unit (only if agency is using projects) Project (only if agency is using projects) Activity (only if agency is using projects) Source Type (only if agency is using projects) Agcy Cost 1 (only if agency is using projects) There may be SpeedCharts available to populate this transaction. The Asset Information tab should always be checked to record if this is an asset. All agencies have different polices for assets. If the item is not tracked at your agency, you need to remove the AM unit and Profile ID. Click OK when you are done. Step 6: Save, Get Approval, Budget Check and Dispatch the Purchase Order. For more detailed information about these processes, refer to Lesson 1. Save the Purchase Order. Return to the Main Purchase Order page. Click the Save button. After you save the new purchase order, SWIFT will assign a PO ID for it. The PO Status is “Open”. Get Approval. Click the Submit for Approval green checkbox on the header to submit it for approval. SWIFT changes the PO Status from “Open” to “Pend Appr” (Pending Approval) or “Approved” if the buyers’ security role includes self-approval. If the agency uses online approvals instead of authorizing a buyer to self-approve, SWIFT will route the purchase order for review and approval. Budget Check the Purchase Order. The PO Status must be “Approved” before budget checking. Click the Budget Check icon to run the budget check process. When SWIFT completes the Budget Check process, it will change the Budget Status to “Valid” and the purchase order is ready to dispatch. Dispatch the Purchase Order. In order to dispatch a purchase order, the following tasks must be successfully completed. PO Status is “Approved” Budget Status is “Valid” To dispatch a purchase order, click on the Dispatch button. For email dispatch, validate the vendor email address or enter one time address. Click the OK button. Click Yes to wait for the dispatch process to complete. OR, click No to run the dispatch process and continue working.