Summary

The Purchase Orders window is used to view the purchase orders created in the Purchase Orders process (PO> Purchase Orders). This window allows you to open purchase orders and view all of the line items attached. You can generate a filtered list of purchase orders using Purchase Order List Report (PO> Reports> Purchase Order List).

If you would like to modify a purchase order, use the Change Order process (PO> Change Order). If you would like to create a new purchase order, use the Purchase Orders process (PO> Purchase Orders).

Step by Step

1     View a filtered list of purchase orders.

• Open the Purchase Orders Search window (PO> Purchase Orders Search).
• Enter information into the search criteria section and click the Search button to filter the purchase orders that display in the window.
  • The Status drop-down menu is used to filter the purchase orders by status.
    • The Closed status is used to view closed purchase orders. Purchase order line items are closed as they are invoiced and committed in the Accounts Payable module (AP> Invoices). A purchase order is closed once all of the line items attached to the purchase order are closed. Contract purchase order line items are closed once the contract amount has been invoiced.
  • The Number field is used to filter the purchase orders by the purchase order number.
    • The purchase order number is set when the purchase order is created in the Purchase Orders process (PO> Purchase Orders> Purchase Orders> PO Number field). If the Purchase Order module is set up to auto-number POs (PO> Utilities> Setup> Automatically number purchase orders toggle), the PO Number field will be disabled and POs will be automatically assigned a number when they are created.
  • The Batch Number field is used to filter the purchase orders by batch number.
    • The purchase order batch number is set when the purchase order is created in the Purchase Orders process (PO> Purchase Orders> Create a new batch). Click the field search button to select a batch number from a list.
  • The From Date and To Date fields are used to filter the POs by the purchase order date.
    • The purchase order date is set up when the purchase order is created in the Purchase Orders process (PO> Purchase Orders> Purchase Orders> Date field).You can assign a separate date to the line items on a purchase order, but these are the dates on the purchase order line items, not the purchase order.
  • The Fiscal Year field is used to filter the purchase orders by the fiscal year.
    • The fiscal year of a purchase order is set during the Setting step of the Purchase Orders process (PO> Purchase Orders> Settings> Fiscal Year field).
    • The fiscal year attached to a purchase order determines the fiscal year in which the encumbrance will be recorded. You can view the encumbered amount of a GL account using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Balance tab> Encumbered field).
  • The Requisition Number field is used to filter the purchase orders by the associated requisition number.
  • The Contract Number field is used to filter the purchase orders by the contract number attached to the purchase order.
  • The Vendor Number and Vendor Name fields are used to filter the purchase orders by the Accounts Payable vendor attached to the PO. Click the Vendor Number field search button to select a vendor from a list.
  • The Commodity Code field is used to filter the receipts by the commodity code attached to the purchase order line item being received. Commodity codes are used to compare the prices of AP vendors. For example, you can set up printer paper as a commodity and then track and compare the vendor prices and quantity discounts on printer paper.
  • The Product Code field is used to filter the receipt by the product code attached to the purchase order line item. A product code is generally the code or serial number the vendor uses to reference the product on the purchase order line item. Product codes are entered on purchase order line items when they are created using the Purchase Orders process (PO> Purchase Orders> Purchase Orders> Create a PO line item).
  • The Item ID field is used to filter the purchase orders by the IC module inventory items attached to the PO.
• Click the Search button to filter the purchase orders.

2     View a purchase order.

• Once the search criteria have been specified and the search is complete, the results will display in the data grid below.
• Check the Display Remaining toggle to display the remaining balance and remaining quantity values on the purchase order in the optional Remaining Balance and Remaining Quantity data grid columns. These values will match those displayed on the PO List Report.
  • The Remaining Balance and Remaining Quantity columns will not display any data if the toggle is checked.
  • If this toggle is checked and the Remaining Balance and Remaining Quantity columns are not displayed in the data grid, a message will be displayed directing the user to select those columns in the column chooser drop-down menu.
• Click the Ellipsis button to see the data grid settings or to export the displayed purchase order data.
• Select a purchase order in the data grid and click OPEN to view the information attached to the selected purchase order. This will open the View Purchase Orders screen.
• The Line items tab will display the purchase order line items attached to the PO. Click on a PO line item to view the information attached to it.