Viewing Purchase Orders

Transactions > Purchase Orders > Purchase Orders

You can use Purchase Orders to start the purchasing cycle. Use this window to enter, search, edit, and receipt Purchase Orders. You can later convert Purchase Orders to Creditor Invoices to keep the purchases cycle accurate.

To view existing purchase orders:

Enter text in the Search Key field.
Select a Branch from the dropdown list.
Filter by Order status.
Click Search.

Double-click on a row to drill-down and open the order. Or, right-click and select Edit the Selected Order.

The table below details all the fields and functions within this window:

Field	Description
Search Key	This displays only orders whose creditor names have part of the search string in their name in the grid. For example, entering MAR lists Purchase Orders with the word Mart and Market in their names. If you have details about the Purchase Order, such as the Order No, Account No or the Name, enter this information in the Search Key field and click the Search button. This returns a list of Purchase Orders that match the search criteria.
Branch	This filters the grid to display orders that originated at a certain branch only. If <All Branches> is selected this effectively nullifies this filter.
Order Status	Select a checkbox to include a particular type of order in the grid. Unprocessed Orders - Orders that have been entered but have not been processed. Partly Processed Orders - Orders that have been entered but not supplied, partly supplied (dispatched) or fully supplied (dispatched), but not invoiced. Fully Processed Orders - Orders that have been fully supplied (dispatched) and fully invoiced. If the Enable extended Purchase Order statuses Company-level profile setting is enabled, these statuses are also available: Quotations - Orders that have been created as quotations, which have not yet been converted to a full Purchase order Awaiting Authorisation - Orders whose total exceeds the staff member's authorisation limit. These orders must be authorised by a staff member whose authorisation limit is greater that the order total.
	Click this button to show or hide the Purchase Order history section. By default the history grid does not display.
Grid	Displays a list of the service orders as defined by the search and filter criteria. Right clicking on the Grid header opens a generic popup menu. Right-clicking inside the grid opens a specific popup menu. The order items in the grid are colour coded to provide easy identification or the order progress: Current Order: Navy Overdue Order: Maroon Partially Supplied Order: Green Supplied Order: Black
Order No	The order number.
Order Date	The date that the order was processed.
Due date	The expected date to receive the order.
Accno	The creditor account number.
Name	The name of the creditor. This relates to the account number.
Status	The order status: 0 - Not Processed (this has two sub categories, current and overdue), 1 - Partly Processed, 2 - Fully Processed.
Value Ex GST	The combined total of the order, excluding GST.
Confirmed	Indicates that the supplier/creditor has acknowledged the order.
Local value	The combined total of the order, converted to the local currency.
Main Grid Right-click Menu
Edit the selected order	Opens the Order (Entry) window for the selected order. You cannot edit a fully processed order.
Set Status to Fully Processed	Forces the selected order into the Fully Processed status, even if it has not been dispatched or invoiced.
Authorise the Selected Order	Authorises an order with the Awaiting Authorisation status. This status is only available if the Enable extended Purchase Order statuses Company-level profile setting is enabled. Staff members can only authorise an order if the order total does not exceed their authorisation limit.
Convert Quote to Order	Changes a Purchase Order Quote (order with the status Quote) to Not Processed to accept a quote. Note: Quotes are only available if the Enable extended Purchase Order statuses Company-level profile setting is enabled.
Delete	Deletes the order in any status.
Copy Order	Copies the selected order.
View Purchase Order History	This opens the Purchase Order history (which also displays at the bottom of the main Purchase Order window) in a separate window:
History
Whether the Purchase Order history is docked in the main Purchase Order interface or opened as a separate window, the function and behaviour is still the same. The only difference with the docked version is that the menu functions are available from the right-click menu and not on the main toolbar. Note: To aid performance on large databases when scrolling the search grid you may care to minimise (hide) the History panel, as in this mode the history is not queried from the database.
Doc#	A system-generated number
Activity	For example New Order, Order Qty.
Date-Time	The date and time of the activity.
Order No	Purchase Order Number as selected from top grid.
Receipt No	The receipt number of the Purchase Order.
Invoice No	The invoice number of the Purchase Order.
Sales Person	The salesperson for the Purchase Order line activity.
Staff#	The Staff # of the salesperson for the Purchase Order line activity.
Branch	The branch where this sales order was created.
State	The state of the Purchase Order.
Related Rec	Any related records to this Purchase Order.
Link	Displays any documents that have been linked to the Purchase Order, such as PDF invoices or statements.
History Window Right-click Menu
Account	Opens the creditor account details window for the selected history transaction.
Purchase Order	Opens the Purchase Order for the selected history transaction.
Inwards Goods	Opens the inward goods window to enter any details for inward goods.
View Document	This opens a print preview copy of the Purchase Order receipt.
View History	Enables you to swap the filter on the window to a different class for the highlighted line. You can, for example, drill in from a creditors invoice, locate the Purchase Order(s) that it came from and then see what other events may exist for that Purchase Order (like other receipts or invoices where partial shipment has occurred).
Print History	Opens a print ready print preview of the Purchase Order History report for the selected history transaction.

Toolbar

Print: Prints the selected order.
List: This prints the list defined by the search result.
List (Clarity): This prints the list to a clarity preview window.

Delete Order: Clicking this icon marks the order as deleted.
Copy Order: This opens the copy order window, providing options to copy selected components of this order. In the Copy To: fields, the order number is automatically assigned to the next one in the list. Choose the account to copy to, note you can use the ? > Tab shortcut to open the account search window. Choose whether to copy the contents of the Header narratives and/or the Line narratives by selecting the checkboxes.
Email Order: This emails the selected order directly to the associated Creditor as a PDF attachment.

Note: If the Confirm before sending email profile setting is enabled, the email displays before sending, giving you the opportunity to edit it. If the setting is disabled, the email is sent without being displayed.