Getting the most from your purchase order enquiry
Here are some ideas on how to get the most from your purchase order (PO) enquiry.
Search by status
By default, POs with any status are shown in search results. You can choose to only search for POs with certain statuses. The standard statuses are:
Cancelled
Entered
Forced Closed
Invoiced
Manually Closed
Partially Invoiced
Partially Receipted
Partially Shipped
Received
Shipped
Your system might have additional statuses relevant to your business, e.g. Approval Required.
To choose which statuses to include in search, deselect the Select All Statuses checkbox. Then select individual statuses in the table.
Search by transaction type
You can search on any of the PO transaction types. Options are:
Purchase Orders (the default option)
Shipments
Receipts
Invoice
If you have the details of any of the above transactions associated with a purchase order, you can find any of its associated transactions by selecting the relevant Search by option.
Once you select an option other than purchase order, the selection options will change accordingly. The status table only displays options relevant to that type of transaction. The table associated with that transaction will move to be the first tab.
Regardless of which transaction type you choose to start your enquiry from, when you click on a line item, if there are associated transactions for that line, the other transaction type tabs will become highlighted.
Associated transaction types are:
Shipments
PO Receipts
AP Invoices
Cancelled Lines
Linked Sales Orders (if the SO/PO Linking module is in use)
The example below shows that the PO line was included on a shipment. It has been received, but not yet invoiced. Click each tab to see the details. This makes it easier to find the receipt or invoice reference if you don’t already know them.
Search by line type
You can also search by Line Type. The default is All. Options are:
General Ledger
Inventory
Non-stock code
Job Costing
Asset
Once you have selected an option other than All, additional selection options become available.
Save selection criteria
You can save the selection criteria, so you do not have to enter it each time. This is useful in many situations:
If there are certain suppliers where you regularly check for outstanding purchase orders.
If you regularly check the status of outstanding order, e.g. shipped orders.
A combination of the above.
After entering the selection criteria you want to save, enter a Reference and click Save Criteria.
The next time you need to search, select the reference to instantly apply the selection criteria you saved.