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.

Transaction types

Shipments

Receipts

Invoices

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

3. 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.

Line type options

General Ledger

Inventory

Non-Stock Code

Job Costing

Fixed Asset

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.