This page provides instructions for viewing purchase order (PO) commitments using the Requisition and Purchase Order Query tool. A purchase order commitment represents an obligation to pay a vendor for future delivery of goods or services as recorded on POs with PO Authorization: Approved and PO Status: Open.
View Purchase Order Commitments
Before You Start
Obtain the 8-digit purchase order number.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and password
From the Oracle Home Page:
- Select SU Inquiry Tools and Forms
- Select Requisition and Purchase Order Query
- In the Quick Search section, enter your 8-digit PO number in the Purchase Order Number field
- Select Search
- Scroll to the bottom of the PO Details query screen to the Status of Uploaded Invoices Associated with this PO section
- Select Show Commitments to view total commitment amount(s) by PTA
- Scroll up to review the PO Line Detail section. The view now includes commitment data by PO lines in the Outstanding Commitment column.
View the commitment status for individual PO line items
A positive amount in the Outstanding Commitment column with a Close Status of Open indicates an open PO balance that can be invoiced against. Actual expenditure lines (i.e., processed invoices) will have a zero dollar amount and Fully Matched or Suppressed in the right-hand columns.
Manage outstanding PO commitments through the life of the purchase order:
- Monitor future supplier invoices. Refer to Topic Overview: Purchase Order Invoice Processing.
- As needed, submit a change order to add funds to pay the final invoice.
- PTA changes can be made on eligible and active POs using self-service functionality that is available in the Requisition and Purchase Order Query tool.
- Finally Close can be used on eligible POs with previous and/or current invoice activity and relieves all outstanding commitments and permanently prevents any future invoice payments and change orders.
- Cancel PO can be used if (a) goods have not been received, and (b) there are no matched or paid invoices on the PO. Prior to canceling a PO, departments should notify the supplier.
- When necessary, suppress outstanding purchase order commitments charged to subaward PTAs. Refer to How To: Review and Suppress Subaward Purchase Order Commitments.
For additional information, reference Topic Overview: Manage Commitments.
