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PO Tool 4 - 'Amount Only' Information - Page 1 of 3

This section contains an overview of the ‘Amount Only’ option on Requisitions and Purchase Orders in SMART.

Foundation Information

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When to use the ‘Amount Only’ option on requisitions and/or purchase orders:

  • ‘Amount Only’ determines how the goods/services are to be paid (not how the dollar amount will be distributed across the funding lines)

  • Use ‘Amount Only’ when payments (and vouchers) to the vendor need to be made for a dollar amount NOT a quantity

  • Selecting the ‘Amount Only’ option on requisitions and/or purchase orders allows your agency to make payments to the vendor based on an appropriate dollar amount, NOT on a specific quantity

  • An ‘Amount Only’ PO can be copied into multiple vouchers in SMART, UNTIL the entire dollar amount on the PO has been vouchered.  Once the entire dollar amount has been vouchered in SMART, the PO is fully matched and can NOT be used any more.
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Refer to Service Desk - Solution Article # 569 in the Service Desk for additional information.

Example 1 - Creating a Requisition in SMART using the ‘Amount Only’ option

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Example:  Lease payments may not be the same amount each month; therefore you would want to create an ‘Amount Only’ requisition (which sources to a purchase order) so that your agency can make payments based on a different dollar amount each month.  Keep in mind that the ‘Fund’ and ‘Budget Unit’ must remain the same for each payment in this example.
Flowchart begins:

Step 1:

Navigate to:  
e-Procurement > Create Requisition > Select Requester and click the Add button.

Arrow Icon - User: Please proceed to the next step in the process.

Step 2:
Complete information on the ‘1. Define Requisition’ page (if necessary).

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Step 3.
Complete information on ‘2. Add Items and Services’ page, as desired.

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Step 4.
Navigate to ‘3. Review and Submit’ page.

Arrow Icon - User: Please proceed to the next step in the process.

Step 5:
Select the Line Details button Graphic image of the Line Details button for the Requisition Line.

Arrow Icon - User: Please proceed to the next step in the process.

Step 6:
Select the ‘Amount Only’ checkbox Graphic image of the 'Amount Only' checkbox, selected..

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Step 7:
Click the OK button.

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Step 8:
SMART displays a message.  Select the Yes button on the message screen.
Message Screen:  The quantity will be set to 1 for an amount only line.  The system will reprice the line.  Continue? (10150.238).  The Requisition quantity will be set to 1 for an amount only line, the system will reprice the requisition line for you.  Yes button is highlighted, indicating that the user should click the Yes button.  There is a no button to the right of the Yes button.
Arrow Icon - User: Please proceed to the next step in the process.

Step 9:

Decision:  ‘3. Review & Submit’ page: Is the Requisition complete?

If no - Click the 'Save and Preview' button to save the requisition for future use.  Clicking the Save and Preview button does NOT submit the requisition in to the workflow for Approval.

If yes - Click the 'Save and Submit' button.  The requisition enters the workflow process for Approval.

Graphic icon of a page, indicating a Note within the SMART Training Materials.Note: Once the requisition has been successfully Budget Checked (hourly batch process) and ‘Approved’, then SMART will auto generate and create the Purchase Order in the Purchasing module. The ‘Amount Only’ checkbox will be selected on the PO when it is generated.


End of flowchart.


Continue to Page 2 for PO example.