System Definitions

Form

On HuskyBuy a form is merely an “electronic” version of a paper form, which can be filled out, added to a cart and then submitted. It can have fields that are required and can also have attachments.

Cart

A cart holds details about the items or services that you would like to order. Carts are draft entities; they do not become actual orders until they are submitted and approved. Once the cart has been submitted, it becomes a Purchase Requisition (PR).

Draft Requisition

A shopping cart turns into a draft requisition after the cart has been submitted for Review, and before the order has been placed. This is where things like the shipping address and accounting codes are checked and corrected.

Purchase Requisition

A draft requisition turns into a purchase requisition (PR) once it has been submitted into the workflow. A requisition is the document in HuskyBuy that turns into the Purchase Order (PO).

Purchase Order

Once the requisition is approved, a purchase order number is generated and the purchase order is distributed automatically to the supplier. PO’s will export to KFS to be encumbered.

FOAPAL

FOAPAL is an acronym for Fund, Organization, Account, Program, Activity, and Location. In the simplest terms, a FOAPAL is a set of accounting codes that, together, tell a story about any particular transaction. For UConn, these codes are the Organization code, account number, object code, and commodity codes.

Invoices

Invoices in HuskyBuy have an approval process (or workflow) that will require that the invoice be reviewed/approved. Once an invoice is fully approved and complete, it will be marked as “Paid” and exported to KFS for payment.

Non-PO Line

An invoice line that is not associated to a line of a purchase order in the application. NonPO lines can be entered by AP when a vendor bills them for an extra item.

Receipts

An indication that either goods or services have been received or returned.