Purchasing/Accounts Payable

The Purchasing and Accounts Payable (PURAP) module allows users to request materials and services, generate and transmit purchase orders, and process invoices and credit memos received from vendors. The requisition, purchase order, payment request, purchase order amendment, and credit memo documents use Kuali Enterprise Workflow for document approval. Encumbrance, expense and liability entries post to the General Ledger as required.

PURAP includes several documents to help your institution manage its procurement processes. Kuali Financials users may initiate Requisition documents to request that orders be placed for goods or services. Fully approved Requisition documents are then processed by departmental staff and then become purchase orders (POs). Under certain conditions (specified by your institution's business rules in the system), fully approved requisitions may become POs automatically without any additional processing.

Each PO is an official request for goods or services to a specified vendor for an agreed-upon cost. After goods are delivered or services rendered, Financials allows for the processing of vendor invoices through the Payment Request document, which applies full or partial payment against a PO. Credits received from vendors may also be processed on a Credit Memo document. Both payments and credit memos may then be applied to outstanding invoices when payment is due.

In order to work efficiently in the system's PURAP screens, you need to understand the basics of the user interface. For information and instructions on logging on and off, navigating, understanding the components of screens, and performing basic operations in the screens, see Overview.