Navigating the Request a New Purchase Order Page in Corpay Complete

The Request a New Purchase Order page is where users create a new purchase order and submit it for approval. 

This article explains the fields, actions, and tabs on the Request a New Purchase Order page:

• Accessing the Request a New Purchase Order Page
• Request a New Purchase Order Page
  • Line Items Tab
  • Expenses Tab

Accessing the Request a New Purchase Order Page

To access the Request a New Purchase Order page:

1. Log in to Corpay Complete.

2. Select the Purchase Orders menu item from the left-side navigation pane.

NOTE: The visibility of pages and information in Corpay Complete is based on user roles and permissions as well as company configuration. As a result, the pages in your left-side navigation pane may be different from the pages in the image above.

3. On the Purchase Orders page, select the Request PO button.

4. The Request a New Purchase Order page will display.

Request a New Purchase Order Page

This section describes the fields, actions, and tabs on the Request a New Purchase Order page. 

NOTE: Visible fields and information on the Request a New Purchase Order page is based on user roles and permissions as well as company configuration. As a result, some fields or information may not be visible, may only be available in a view only format, or may not be required by your company. Follow your company’s policies when entering information on the Request a New Purchase Order page.

The following table describes the fields and actions on the Request a New Purchase Order page.

FIELD	DESCRIPTION
New PO #	The New PO # field is pre-populated with the purchase order (PO) number but can be changed according to company policies.
PO Type	The PO Type drop-down contains the type of PO: Single Vendor Multiple Vendor Expense Reimbursement Corporate Card
Subsidiary	The Subsidiary field contains the subsidiary name.
Vendor/Supplier	The Vendor/Supplier drop-down contains the name of the vendor or supplier for the PO.
Add Vendor	The Add Vendor button opens the New Vendor Details pane. Refer to the Adding a New Vendor from the Request a New Purchase Order Page article for more information.
Company Requestor	The Company Requestor field contains the name of the user that is requesting the PO.
Payment Terms	The Payment Terms drop-down contains information about when the PO must be paid.
Amount	The Amount field automatically populates with the total of all line items and expenses.
Service Start Date	The Service Start Date field contains the date when the service began. Select the date picker  to enter a date in the Service Start Date field.
Service End Date	The Service End Date field contains the date when the service ended. Select the date picker to enter a date in the Service End Date field.
Location	The Location drop-down contains the PO location.
Description	The Description field contains a description of the PO.
Department	The Department field contains the department associated with the PO.
Budget	The Budget field contains the budget that is associated with the PO. To enter a budget, select the Budget field and enter a budget or keyword.
Currency Code	The Currency Code drop-down contains the PO currency code.
Shipping Address	The Shipping Address drop-down contains the PO shipping address.
Date	The Date field pre-populates with the current date. Select the date picker to select a different date.
Receive By	The Receive By field pre-populates with the current date and indicates the date when the PO should be received. Select the date picker to select a different date.
Card Required	The Card Required toggle indicates if the purchase order’s vendor will be paid with a physical or virtual card. Cards are generated in the Corpay Complete Cards module. After PO approval and confirmation of received goods or services, the card payment is sent to the vendor. Card Required toggle enabled  Card Required toggle disabled
Add Attachments	Click the Add Attachments button to add attachments to the PO.

Line Items Tab

To add line items to the PO:

1. Click the + Add Items drop-down.

2. Select the number of line items to add.

3. The PO Line Items – Item [Number] pane(s) will display.

4. Complete each field in the PO Line Items – Item [Number] pane(s) as required by your company.

5. Click the  icon or + Add Items drop-down to add another line item. To delete a line item, click the Delete  icon.

PO Line Items – Item [Number] Pane

The following table describes the fields on the PO Line Items – Item [Number] pane on the Line Items tab.

FIELD	DESCRIPTION
Item Name	The Item Name field contains the name of the line item.
Qty	The Qty field contains the line item quantity.
Unit	The Unit drop-down contains the line item unit.
Unit Price	The Unit Price field contains the unit price for the line item
Tax	The Tax field contains the total tax from the Expenses tab, if any. This field is automatically calculated and cannot be changed on the Line Items tab.
Total	The Total field contains the total of all line items. This field is automatically calculated and cannot be changed on the Line Items tab.
Tax Code	The Tax Code field contains the tax code from the Expenses tab. This field is automatically populated and cannot be changed on the Line Items tab.
Department	The Department drop-down contains the department for the line item.
Location	The Location drop-down contains the location for the line item.
Business Unit	The Business Unit contains the business unit for the line item.
Project	The Project field contains the project associated with the line item.
Additional Details	The Additional Details field contains additional information or details about the line item.
Items Total Amount	The Items Total Amount field automatically calculates the total of all line items.

Expenses Tab

To add expenses to the PO:

1. Click the + Add Debit Account button.

2. The PO Expenses – Debit Accounts pane will display.

3. Complete each field in the PO Expenses – Debit Accounts pane as required by your company.

4. Click the icon or the + Add Debit Account button to add another expense. To delete an expense, click the Delete  icon.

PO Expenses – Debit Accounts Pane

The following table describes the fields and actions on the PO Expenses – Debit Accounts pane on the Expenses tab.

FIELD	DESCRIPTION
Category	The Category field contains the expense category
Tax Code	The Tax Code field contains the tax code for the expense.
Tax	The Tax field is automatically calculated based on the values in the Tax Code and Sub Amount fields.
Sub Amount	The Sub Amount field contains the PO amount before taxes.
Amount	The Amount field is automatically calculated based on the values in the Tax Code, Tax, and Sub Amount fields.
Account	The Account drop-down contains the debit account that will be used for the PO expense.
Department	The Department drop-down contains the department associated with the PO expense.
Location	The Location drop-down contains the location associated with the PO expense.
Business Unit	The Business Unit field contains the business unit for the PO expense.
Project	The Project contains the project associated with the PO expense.
Memo	The Memo field contains additional information or notes about the PO expense.
Expenses Total Amount	The Expenses Total Amount field automatically calculates the total of all expenses.