Publishers and Depositories can search for purchase orders and view them. If a publisher has elected to not use a depository for all or a portion of the titles offered, the publisher can use the Purchase Order List page to locate the appropriate purchase order and mark the titles on the purchase order as Shipped. Once the material is designated as Shipped, the invoice is automatically created in EMAT pay for the related materials. The example below shows the Vendor Start page for a depository:
The Vendor Start Page for a publisher looks like the example below. To view purchase orders, click Purchase Order List in the Vendor Start Page.
The page that comes up from the Purchase Order List link is the PO search page. This page allows you a great deal of flexibility in searching for purchase orders. The example below shows the page for a publisher. If the vendor was also a depository, a depository number would appear above the Vendor ID number.
County-District: finds all orders for a specific county-district
School Year: finds all orders for a specific school year
PO Status: left blank, finds all orders; otherwise, finds all cancelled, complete, or dispatched orders
PO Number: finds a specific purchase order by number
PO's with outstanding payments: finds purchase orders that have been dispatched but not yet paid
Show "Print" POs only: finds all purchase orders for materials that have been set up to be delivered directly to publishers through EMAT online and not through EDI using a depository
Important: |
Publishers must process Print Only purchase orders manually. EMAT will not pay publishers until the materials are marked Shipped, even for online materials. See Ship Orders. |
For example, below are the results of a search for Print POs. These orders are all partially shipped, which is indicated by a PO Status of Dispatched and an active Ship Items link.
Follow these steps to search for purchase orders:
If you are a publisher, the Vendor ID field defaults to your Vendor ID. If you are a depository, type your Vendor ID into the field, or click the magnifying glass icon and select it from the list.
Select your search criteria. If you want to see a specific purchase order, you can enter the purchase order number. However, make sure that the other purchase order criteria fields are blank so that there are no conflicting criteria.
Click Search.
To view a purchase order, click the PO ID link:
The purchase order appears. Below is an example of a purchase order that has not been shipped or is partially shipped (indicated by a status of Dispatched):
The header of the purchase order contains the following information:
School District: the CDN and name of the school district
Vendor: the name of the publisher
Order ID: the number of the purchase order
Order Status: the status of the order, as follows:
Cancelled: the order is cancelled
Complete: all of the items on the order have been shipped
Dispatched: none or part of the order has been shipped
Order Date: the date the purchase order was created
Requisition ID: the number of the requisition
Requisition Type: the type of requisition
Req. Completed Date: the date the requisition was approved and completed
Req. Shipped Date: the date the materials were requested by the district to be shipped
The Order Details section contains the details of each item on the purchase order. If the purchase order contains several items, they are listed in a series of line items. This section appears when the purchase order is newly created.
Line Status: the status of a purchase order line, either Active or Cancelled
MLC: the item's multi list code (a unique combination of grade and subject)
ISBN: the item's ISBN
Product Title: the title of the product
Quantity Ordered: the quantity of the item ordered by the district
Aids Ordered: the number of teacher aids ordered by the district (Aids also have a unit price of $0.00.)
Unit Price: unit price for the item
Licenses Ordered: the number of students served when the product is a teacher's kit
Qty Shipped: the number shipped of the Quantity Ordered
Licenses Shipped: the total number of student packages shipped from the number of teacher kits ordered
B/O Qty: the quantity of items on back order (This number is reported by depositories through EDI.)
Total TEA Cost: the total of the order paid by TEA
District Owed: the amount of the order the district owes
The Shipping Details section of the purchase order only appears once items have been shipped and the nightly batch process cycle has created the internal EMAT invoice. As the invoice is processed and release for payment, more of the fields are filled with the relevant information:
For each shipment, the following information appears:
BOL Number: number of the Bill of Lading
Quantity Shipped: number of items reported by the depository as back ordered at the time of shipment
B/O Quantity: number of student packages shipped of the teacher kits ordered
Licenses Shipped: number of online item licenses "shipped" (that is, processed through the Ship Orders page)
Unit $: unit cost of the item shipped
Shipped Extended $: quantity shipped times the unit cost of the item
Invoice Status: status of invoice (Ready to Process or Processed)
Shipping Status: indication the item was shipped
Invoice ID: publisher's invoice number
Shipping Date: date of shipment
Payment Processed Date: date invoice was processed into a voucher
Invoice Received Date: date invoice was received by EMAT
Batch#: payment batch job number
TEA Voucher #: number of the TEA voucher
EMAT Voucher #: number of the voucher generated by EMAT
USAS Doc#: number of the document in the Unified Statewide Accounting System (USAS) that issues payments
USAS Pay Date: date the voucherwas paid
USAS Warrant#: number for the USAS warrant (check or online warrant)