When adding line items to a purchase order or invoice, you may choose to select an AP item, which will save a description and default dimensions. This is useful when the district makes the same purchase multiple times. Instead of looking up the dimensions every time, select an AP item to automatically fill in the saved information.
Examples of AP items include school supplies, non-material goods, and services, including textbooks, sports equipment, software, and rental fees to use outside facilities.
Creating AP Items
All saved AP items can be found at Financials Main > Accounts Payable > Saved AP Items. On this page, you can create new AP items, edit existing ones, or delete unused ones.
To create an AP item:
- Go to Financials Main > Accounts Payable > AP Items
- Default Unit Of Measure
- Taxable status
- Default FD-FUNC-OBJ-RC-P-SF
AP items may also be created when adding line items to a PO or a vendor invoice.
If an AP item is no longer being used but has been used in the past, edit and mark it inactive. Inactive items will not be visible when adding line items to POs and invoices.
Saving Temporary AP Items
When employees make a PO request through the Employee Self-Service Portal, they may select an existing AP item or create their own new item. Any AP item created by an employee remains only on the PO itself; it is not added to the AP Items list to be used in the future.
To make an employee-created AP item available for future use:
- Go to Financials Main > Accounts Payable > Purchase Orders
- Edit the PO
- Edit the line item
- Next to the Temporary Item Description, click add
- Edit the details to match how the AP item should be used for future use