When necessary, follow these instructions to review and suppress outstanding purchase order commitments charged to subaward PTAs.
Review and Suppress Subaward Purchase Order Commitments
Before You Start
Obtain the 8-digit purchase order number and follow these steps to suppress outstanding subaward PO commitments. For specific guidance, contact the Office of Research Administration.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
From Oracle Home Page:
- Select SU Inquiry Tools and Forms
- Select Requisition and Purchase Order Query
- Enter your 8-digit PO number in the Purchase Order Number field
- Select Find PO
- Scroll to the bottom of the Purchase Order query screen
- Select Show Commitments
- Scroll up to review the PO Line Detail section. The view now includes commitment data in the Outstanding Commitment column.
A summary by PTA is also shown at the bottom of the page. - View the commitment status for individual PO line items
Outstanding commitments will have a dollar amount and a selection box in the right-hand column. Actual expenditure lines (i.e., processed invoices) will have a zero dollar amount and Fully Matched or Suppressed in the right-hand columns.
Suppress a purchase order commitment when it is determined that certain commitments should not appear in Oracle Business Intelligence (OBI) financial reports.
The Suppress action is not reversible; ensure this is the correct action to take.
- Select the box next to the line(s) to suppress from OBI financial reports
- Select Suppress Selected (at the end of the Outstanding Commitment column)
A warning message will remind you that the suppress action is not reversible. - Select OK to proceed or Cancel
What Happens Next?
- The total remaining commitment is immediately decreased in the Commitment View of the Query at the bottom of the page. The date that you suppressed the commitment and your SUNet ID will be displayed.
- OBI Consolidated Expenditure Reports (CER) will reflect the changes the next day. The commitment will no longer appear on the reports.
- If Accounts Payable later receives an invoice for this Purchase Order, they will be able to process it, and it will be reflected as an actual expenditure if there are sufficient funds on the PO. Suppressing the commitment merely removes it from OBI reports.
- For additional information, refer to Topic Overview: Commitment Management - Purchasing Commitments.
