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Create an Order Log

The Cardholder, Reconciler, or the assigned Delegate for these roles can create, modify, or delete an Order Log in the P-Card Web Solution™ (P-Card Software). An Order Log must be created for every P-Card Purchase within three (3) business days, according to best businesses practices. Each Order Log must document details of the purchase including business purpose. See OBFS Policies and Procedures Manual, Section 7.6: The University Purchasing Card (P-Card) for documentation requirements. 


  1. Log in to the P-Card Software.

  2. Select Order Log from the P-Card menu.

  3. Click the New Order button.

  4. Write the Order Number (e.g. LN ######) on the receipt. The Order Number is located under the Save Changes On This Order button

    NOTE: Use the TAB key to navigate through the fields.

  5. Update the Ordered field with the purchase date. The Promised, Received, and Dept Ref No fields are optional.

  6. Type the vendor name in the Vendor field.

  7. Click the Find button and the Load icon that corresponds with the vendor’s name in the list, if applicable.

    NOTE: If Vendor has multiple entries in the system, this may "time out" the search request. To bypass the delay, enter the Vendor name and press the TAB key to continue.

  8. Enter the order information:
  • Qty (Quantity) - Keep default as "1" or change to the total number of specific items purchased. 
  • Unit Price - Enter price of each item or total amount of order if Quantity is “1”.
    • Do not use dollar sign ($), comma (,), or more than 2 digits for cents (.53) when entering the Unit Price. Example: $1.50 not $1.495.
    • Enter a minus sign (-) before the dollar amount for a credit order log.
  • Item Amt (Amount) – Auto calculated total of Unit Price times Quantity.
  • Item Description – Details of the commodity or authorized service purchased, including business purpose.
  • FOAP – Allocation/accounting segment for the expense. To make changes: 
    • Click the box button under the No column (next to the Qty).
    • Make the necessary updates to the segments. To verify a segment, click the Find button below the field. An error message will display if the code entered is invalid.
    • The correct Account Code must be entered for the Reconciler to document the Expense Start and End dates.

      • OPTION: To split order cost between accounts, click Add a FOAPAL, allocate total by Amount and complete the remaining segments
        • The amounts may not have more than 2 decimal places in the cents field. Example: $1.50 not $1.495.
        • If an Activity Code is entered in one FOAPAL string, all additional strings must contain an Activity Code.
  • Del (Delete) – Use the X button to delete the corresponding line item, as needed.
  • Comments – Enter additional details or instructions about the expense. If the commodity or authorized service has a specific start date and end date (for example, memberships, subscriptions, conferences), include the Expense Start and End Dates for allocation and auditing purposes.
    • Example: "Annual NAPCP membership for UPAY employee, J Brown, begins 01/10/2010 and ends 12/31/2020."
  • Order Total– Auto calculated total.
  • OPTION: Click the Add a Line Item button and repeat step 8 to itemize details of the order or to allocate expense to multiple C-FOAPALs.

  1. Click the Save Changes on This Order button.

    NOTE: Click the Delete (X) icon to delete an unused or incorrect Order Log, if necessary.

  2. Click New Order to create another Order Log OR select Log Off from the File menu when done. 

    3. Deliver To information Section

    • If order was for another employee, enter information in the fields.
    • If Cardholder information is incorrect, contact UPAY Card Services to update the data.

    Requestor Information Section:


    Update if necessary. 


    Miscellaneous Information Section

    Create a Template

     If orders are placed with a vendor on a regular basis, the Add to Templates function can be used to save the Order Log details to quickly create another one for use.

    • Complete steps 1-8 of Create an Order Log process.
    • Select Yes for Add to Templates?
    • Click the Save Changes On This Item button.

    Use a Template

    • Complete step 1 of Create an Order Log process.
    • Select Templates from the P-Card menu.
      • NOTE: You can also click the Templates button from the P-Card Order Summary screen.
    • Click the Load icon under Add Order.
    • Update the log with the new order details.
    • Click the Save Changes On This Item button.

     

    Please contact UPAY Card Services for additional assistance.


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    Last Updated: May 1, 2019

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