How to Tell if a Purchase Order Has Been Ordered (written)

Method 1: Using a Preferred Vendor

When you create a PO with a preferred vendor like Corporate Express, Fisher, or VWR, the order is automatically transmitted to the vendor upon final approval. You do not need to do anything to initiate this transmission; it is automatic upon approval.

You know that you are using a preferred vendor when after selecting that vendor for the PO, you see their online catalog.


You select items from their online catalog and upon going to the "Checkout," you are taken back to Sinai Central. You then see the online PO, with the item information filled in for you.

Many purchase orders are approved as soon as they are placed. For example, if a PO is placed by a Departmental Administrator, and the amount is below that required for Finance approval, the PO will often be immediately approved by the system. If a PO that uses a preferred vendor is instantly approved, the order is transmitted to the vendor right away. To cancel the order, you may need to call the vendor.

Method 2: Using a Standard Vendor, Sinai Central Faxes Order

Most vendors in Sinai Central are "standard" vendors. This means that you do not use the vendor's online catalog. Instead, you enter the item information into the online PO form. After a standard PO is approved, its status is READY TO ORDER. This means the PO has not been transmitted to the vendor.

At this point, you can have Sinai Central fax the order for you by selecting FAX from the left-hand menu bar:

This brings up a window titled Fax PO to Vendor:

Sinai Central has the vendor's fax number on file. When you click the SEND FAX button, the system will send the fax to the vendor and update the PO status to ORDERED.

Method 3: Using a Standard Vendor, You Print and Fax Order

When you use a Preferred vendor (method 1), or when you have Sinai Central fax the PO to the vendor (method 2), the system transmits the PO to the vendor. Therefore, the system automatically advanced the PO status from READY TO ORDER to ORDERED. You can also print and fax the PO yourself. If you do, the system has no way of automatically knowing that the order has been transmitted to the vendor. You will need to advance the status of the order yourself.

1. First, print the PO by selecting PRINT from the left-hand menu. This brings up an Adobe Acrobat (.pdf) version of the PO, formatted for printing:
   
   
2. Then, select the printer icon from the toolbar above the PO. This prints the PO.
3. Manually fax the PO to the vendor.
4. Select ORDER from the left-hand menu. The Change PO Status window displays.
5. Select the button labeled You have ordered this P.O. When prompted, confirm your selection. The status of the PO will be updated to ORDERED.