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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

 

Purchase Order Maintenance User Guide
How does it work?

To access Purchase Order Maintenance, go to the eProcurement main menu, click on the Purchase Order Maintenance section of the screen and login with your JHED User ID and Password. Users that do not currently know their JHED login ID and password should connect to the JHED Website and follow the directions for establishing a JHED login ID and password. If you need assistance doing this, call the IT Support Center at 5, 6, 7-HELP (4357).

NOTE:

  • A maximum of 6 account numbers may be used per purchase order.
  • PO Maintenance should be used only for completed purchase orders. Do not use this system if your purchase requisition is in WebReq and the status is Sent to Purchasing, Sent to Cosigner, or Kept. Any changes to purchase requisitions should be completed through the WebReq Manage Requisitions section. More information about modifying requisitions is available in the WebReq User Guide.

ePOM main menu screen

Select one of the following options:

Cancel Encumbrances
Transfer Encumbrances
Change a Purchase Order
Cancel a Purchase Order

Cancel Encumbrances
Select this option 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. Use this option to remove old encumbrances from an account number.

If your PO has multiple accounts, 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 a purchase order is closed.

Cancel encumbrance request screen

Fill in the required fields and submit your maintenance request to Supply Chain Shared Services. You will receive an email confirmation that your request is added to SCSS's list of cancels and changes. When SCSS completes your request, you will be notified via email that the PO cancel encumbrance request is complete.

Return to List

Transfer Encumbrances
Select this option to move funds from an incorrect or closed account to another account. Up to ten purchase order numbers may be entered for each encumbrance transfer.

Transfer encumbrance request screen

Fill in the required fields and submit your maintenance request to Supply Chain Shared Services. You will receive an email confirmation that your request is added to SCSS's list of cancels and changes. When SCSS completes your request, you will be notified via email that the PO transfer encumbrance request is complete.

The PO Maintenance system is used to transfer unpaid PO encumbrances. Funds which are paid must be transferred by generating an Electronic Expenditure Transfer (EB14).

Return to List

Change a Purchase Order
Select this option to add funds to a blanket order, edit/add/delete items on a purchase order, or change the total amount on a PO. Fill in the required fields, including the total dollar amount that you wish to add/subtract in the 'Amount' field. Please provide additional instructions in the 'Notice to Purchasing' field, including reason for the change.

If your PO has multiple accounts, fill in one of your account numbers in the 'Account Number' field, then fill in the total dollar amount that you wish to add/subtract 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.

Change PO request screen

Submit your maintenance request to Supply Chain Shared Services. You will receive an email confirmation that your request is added to SCSS's list of cancels and changes. When SCSS completes your request, you will be notified via email that the PO change request is complete.

Return to List

Cancel a Purchase Order
Select this option to cancel a recent order with a vendor. Cancel a Purchase Order when the University will not receive an invoice from the vendor.

Cancel PO request screen

Fill in the required fields and submit your maintenance request to Supply Chain Shared Services. You will receive an email confirmation that your request is added to SCSS's list of cancels and changes. When SCSS completes your request, you will be notified via email that the PO cancel request is complete.

Return to List

For more information, please contact Ms. Kathleen Frazier, or Ms. 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 12.15.06