Certain Purchase Orders (POs), known as Recurring Orders, allow multiple payments over a period of time. In these cases a recurring order Beginning and End date is recorded on the PO in EPIC, alerting Accounts Payable that multiple invoices may be received from the vendor during that period. When the EPIC system is refreshed, any POs with expired end dates are automatically closed.
The Recurring Orders by User Name report allows you to search your department's recurring purchase orders by Recurring Order End Date, allowing you to routinely check for expiring orders and amend end dates as necessary. (Instructions for Amending Purchase Orders)
If you have any questions please contact the support center at 317-274-4357 option 2 (IUPUI) or 812-855-6789 option 4. The support desks are open weekdays from 7:00 a.m. to 5:00 p.m. EST.
Below is an image of the searchable items on this report.
Enter an upcoming date in the ‘On or before recurring order end date’ field. This will return recurring POs with an expired or soon to be expiring end date.
Enter the appropriate Chart and Organization if known. Use the 'Valid Values' button to select the correct entities from a list. Enter the Username of a requestor, fiscal officer, or fiscal officer delegate associated with this PO. You may enter multiple names if need, but be sure to separate each with a comma.
By default, the report only returns currently Open purchase orders that are in danger of being closed due to an expiring end date. If you are interested in POs that have already been closed, enter or select 'Closed' in the PO Status field.
After establishing the search criteria, select the output type, output destination, and other available options.
There are two options for Output Format: HTML or MS Excel. If HTML is selected, the results will appear in a browser window. Alternatively, the MS Excel output will open in Excel, allowing you to save the document to a secure location.
After making your selections, click the Run button.
You will receive an email with a link to the completed report when it is finished running.