Purchase Order List and Search

The Purchase Order module includes a number of predefined filters to make it easy to find records of importance. These predefined filters are listed in the Filter menu at the top of the Purchase Order List.

These filters allow you to create a working list of items to display in the Purchase Order List. For example, selecting the Requested filter would list all requested purchase orders in the result set. You could then scroll through each purchase order, print the purchase order report and/or change the status to Issued, as appropriate.

Some filters are organized into logical groupings of purchase orders. This means that in addition to independent filters for Closed, Denied, and Canceled, there is also a filter for All Closed, which would return purchase orders with all of the above closed status designations. Similarly, the All Open filter returns all purchase orders with the status of Open, Issued, or On-Hold.

The records displayed in the Purchase Order List include identifying information and important visual clues as to the status and approval state of each purchase order. Although configurable by your organization, the list typically shows Purchase Order Status, Approval State, PO #, and Vendor.

List results can be stylized to emphasize records that meet specified criteria. For example, if specified by your organization, all purchase orders that are associated with a particular buyer could be listed in Red Boldface Type.

The most commonly displayed columns are:

• Status: The first column displays a clipboard icon, providing a visual indicator of purchase order status. Each icon shows a clipboard with a small image on the left signifying the current status of the purchase order.

  • Requested: Clipboard with phone: Purchase order was requested, but has not yet been issued.

  • Issued: Clipboard with hammer: Purchase order has been issued and is in progress.

  • On Hold: Clipboard with clock: Purchase order has been placed on hold.

  • Closed: Clipboard with pencil: Purchase order has been completed and is now closed.

  • Denied: Clipboard with red circle: Purchase order was denied. In most cases, this indicates that the request was never issued.

  • Canceled: Clipboard with red x: Purchase order was canceled; In most cases this indicates that the request was originally issued, but later canceled.

• Approval Status: The second column also displays a clipboard icon, providing a visual indicator of approval state for customers that use Purchase Order approvals. Purchase orders requiring/pending approval will show a blue question mark; purchase orders that have been approved will have a check mark; and purchase orders that have been rejected will show a red x. If the purchase order does not require approval, the column is blank.

  Whether or not a particular purchase order requires approval depends on the access rights of the individual initiating the request.

• Purchase Order ID: The Purchase Order ID is automatically generated when a purchase order is created and is unique for each individual purchase order. The Purchase Order ID is incremented each time a new purchase order is generated.

  Depending on the preference set by your organization, the Purchase Order ID may have a prefix indicating the Customer ID. In an organization that includes customer ID as the prefix, sequential Purchase Order IDs for the customer XYZ would look like: XYZ-1435, XYZ-1436. In contrast, for an organization that does not use customer ID as a prefix, Purchase Order IDs would look like: 1435, 1436, 1437, and so on.

  Your organization can determine the initial PO # to be generated during implementation. Also, some organizations use a manually assigned PO, #or Internal PO#, which is entered on the User-Defined sub- tab of the PO Details page.

• Vendor: The vendor for the purchase order.