Use Case Specification: Create a Purchase Order

Indiana University

PS: Purchase Order Use Case Specification: Create a Purchase Order

Version 1.4 PS: Purchase Order Version: 1.4 Use Case Specification: Create a Purchase Order Date: September 28, 2003

Revision History Date Version Description Author September 28, 2003 1.0 Create Use Case Marilyn Kisters February 2, 2005 1.1 Technical Review Laura Kress, Heather Stapleton, Rich Pierce, Don Strawser, David Elyea, Trish Smith, Jeff Morris, Allen Easterday, Marilyn Kisters February 3, 2005 1.2 Added Business Rules 3.9 and 3.10 Marilyn Kisters February 8, 2005 1.3 Changed buyer to purchasing contract Marilyn Kisters manager February 8 1.3 Modify alternate flow 2.2.2 and added 2.2.3 Marilyn Kisters May 9, 2005 1.4 Added business rule 3.11 and 3.12 Marilyn Kisters and Laura Kress

ÓIndiana University, 2018 Page 2 PS: Purchase Order Version: 1.4 Use Case Specification: Create a Purchase Order Date: September 28, 2003

Table of Contents

1. Use-Case Name 4 1.1 Brief Description 4

2. Flow of Events 4 2.1 Basic Flow 4 2.2 Alternative Flows 4 2.2.1 The actor attempts to create a purchase order for a requisition or quote that already has a purchase order number assigned. (Line 4) 4 2.2.2 The actor selects the exit button (or selects the close window option in the browser) before the save or route button is selected (Line 3) 4 2.2.3 The actor selects the cancel button (Line 5) 4 2.2.4 The actor selects the option to select a vendor for this purchase order. 5 2.2.5 The actor has selected a vendor with a “Notify Purchasing” indicator on a vendor note. 5 2.2.6 The data entered is invalid (Line 7) 5 2.2.7 The actor selects the route option instead of the save option. 5

3. Business Rules 5 3.1 If the requisition was created against a contract (contract number will be assigned), then the default shipping and payment terms should be brought in from the contract, otherwise carry forward the default shipping and payment terms associated with the vendor. 5 3.2 If the APO indicator on the requisition document is true: 5 3.3 A vendor cannot be selected if their status is “Inactive”, “Sold”, or “Out of Business”. 5 3.4 Do not display the PO number to non-purchasing actors if the status of the PO is not Open or Closed. 5 3.5 If a purchase order is created from a quote, then the vendor that is awarded the order must be on the vendor list of the quote. 5 3.6 A purchase order cannot be created from a special quote. 5 3.7 The actor must select a vendor from the Vendor System or manually enter a vendor’s name and address. 5 3.8 The actor must select a Vendor Choice code. 5 3.9 If the status is changed to “Waiting for Department Info” or “Waiting for Vendor Info” then “Detail concerning status change” note must exist. 5 3.10 If the status is changed from “Waiting for Department Info” or “Waiting for Vendor Info” to “In process” then “Detail concerning status change” note must exist. 5 3.11 If requisition source is not B2B give the actor the option to create notes to vendor, delivery instructions and select the “standard clauses” button. 5 3.12 If the actor selects the “standard clauses” button the system will display all standard clauses and the actor can copy and paste the clause into the notes to vendor or delivery instructions fields. 5

4. Additional Information 6

5. Special Requirements 6

6. Pre-conditions 6

Use Case Specification: Create a Purchase Order

1. Use-Case Name

1.1 Brief Description This use case allows the PSU actor to create a purchase order.

2. Flow of Events

2.1 Basic Flow Actor Actions System Actions 1. Actor selects “create a purchase order” from the UI. 2. The system presents a form with data populated from the approved requisition or quote. 3. The actor fills in the information and selects the “create PO” option. 4. The system validates the information and creates the purchase order. 5. The actor enters various PO information and selects the “save” option. 6. The system validates the information and saves the purchase order.

2.2 Alternative Flows

2.2.1 The actor attempts to create a purchase order for a requisition or quote that already has a purchase order number assigned. (Line 4) Inform the actor that a purchase order number has already been assigned. The system state is unchanged and the use case ends.

2.2.2 The actor selects the exit button (or selects the close window option in the browser) before the save or route button is selected (Line 3) Warn the actor that data has been changed and will not be saved. If the actor selects the OK option the system state is unchanged and the use case ends. If the actor selects the Cancel option return the actor to the requisition.

2.2.3 The actor selects the cancel button (Line 5) Warn the actor that the status will be changed to cancelled. If the actor selects OK the status of the document is changed from “In-Process” to “Cancelled”. . If the actor selects the Cancel option return the actor to the requisition.

2.2.4 The actor selects the option to select a vendor for this purchase order. The Select a Vendor Use Case begins and allows the user to return the vendor name, the default address for the actor’s campus, vendor phone number, fax number, payment terms, and display notify notes if they exist.

2.2.5 The actor has selected a vendor with a “Notify Purchasing” indicator on a vendor note. Display the note in a message that requires the user to select OK before proceeding to Line 4.

2.2.6 The data entered is invalid (Line 7) If the data entered is invalid, the system will return to the data entry form and notify the actor which entries are invalid. The actor will then correct any invalid entries.

2.2.7 The actor selects the route option instead of the save option. The purchase order is saved and the Route a Purchase Order Use Case begins.

3. Business Rules

3.1 If the requisition was created against a contract (contract number will be assigned), then the default shipping and payment terms should be brought in from the contract, otherwise carry forward the default shipping and payment terms associated with the vendor.

3.2 If the APO indicator on the requisition document is true:  Set the po type to APO  Set the vendor choice to “small dollar”  Set the purchasing contract manager to the purchasing contract manager id for chart and org found in the org profile table.

3.3 A vendor cannot be selected if their status is “Inactive”, “Sold”, or “Out of Business”.

3.4 Do not display the PO number to non-purchasing actors if the status of the PO is not Open or Closed.

3.5 If a purchase order is created from a quote, then the vendor that is awarded the order must be on the vendor list of the quote.

3.6 A purchase order cannot be created from a special quote.

3.7 The actor must select a vendor from the Vendor System or manually enter a vendor’s name and address.

3.8 The actor must select a Vendor Choice code.

3.9 If the status is changed to “Waiting for Department Info” or “Waiting for Vendor Info” then “Detail concerning status change” note must exist.

3.10 If the status is changed from “Waiting for Department Info” or “Waiting for Vendor Info” to “In process” then “Detail concerning status change” note must exist.

3.11 If requisition source is not B2B give the actor the option to create notes to vendor, delivery instructions and select the “standard clauses” button.

3.12 If the actor selects the “standard clauses” button the system will display all standard clauses and the actor can copy and paste the clause into the notes to vendor or delivery instructions fields.

4. Additional Information A quote number that is different than the purchase order number indicates that an existing quote is being reused for this particular document. If the quote number is different from the purchase order number, verify that the selected vendor on the PO is the awarded vendor on the quote and that the Pricing Expiration date has not lapsed (this should be a warning). If the selected vendor on the purchase order is not on the vendor list of the referenced quote, do not allow.

5. Special Requirements None

6. Pre-conditions The requisition has been selected from the Requisition Search Screen.

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