Purchase Orders Listing page overview

You use the Purchase Orders Listing page to view, create, and receive purchase orders.

The page shows a list of orders based on the search filters you specify in the Purchase Order Search window. The orders appear in the Purchase Orders Listing grid.

The Purchase Orders Listing page provides easy access to the:

Menu that lists application menu items
Page name
Help that provides reference information on user-assistance topics
User menu that lists user-specific menu items
Commands that include:
- Search Orders: Opens the Purchase Order Search window
- Reset Page Template: Restores page to original layout
- Set Page Template: Search page setup parameters
- Collapse All: Collapses any expanded rows.
- Attachments: Upload jpg/bmp/gif/tiff/pdf/rtf/txt files.
- Sticky Notes: Displays any sticky notes associated with the purchase order
- Create Purchase: Creates a new purchase order
- Change Vendor: Changes the purchase order vendor
- Export PDF: Export the Purchase Orders Listing to a PDF document
- Reports: Select a report to view it. See Part Inventory Reports for details.
Data Navigator: Go through pages of orders. When more than one page exists, the navigator displays the page numbers.

For details, see Using the Data Navigator to browse through records.

Purchase Orders Listing grid

The Purchase Orders Listing grid shows a list of orders based on the search criteria you enter in the Purchase Order Search window. You can create a list based on a Purchase order status. This illustration shows a list of orders with the status of Open.

A default list of columns is displayed in the purchase orders listing grid. They include:

Field	Definition
Actions	Command buttons that allow you to complete or close an order
Order No.	Order number
Vendor	Vendor ID that parts and services will be purchased from on this purchase order
Vendor Name	The name of the vendor for this purchase order
Shop	Shop the parts will be received to
PO Type	The type of purchase order.The valid choices are: Standard Credit Blanket Vendor RO
Status	Status of the purchase order. Valid statuses include: Backorder: The purchase order status is Open, but has already had some line items received. Canceled: The purchase order is no longer valid. Closed: The purchase order is read-only. You cannot reopen a closed purchase order, unless it is a vendor repair order purchase order which is processed through the repair order You cannot reopen a closed vendor repair order purchase order if it has been exported to accounting or posted to a closed accounting period. Complete: The purchase order is ready to be closed. The Complete status is only available on a vendor repair order purchase order. Open: The purchase order is still in process. You can add line items to the order. You can change field values, where permitted. Pending: The purchase order is pending approval. The Pending status is only available on a vendor repair order purchase order. Received: All line items on the purchase order have been processed. Receipts are ready to be closed.
Transmit Status*	Status of the purchase order if the vendor is using the eCommerce process. Statuses include: Failed: eCommerce transmission failed Sent: eCommerce transmission sent successfully
Invoice Number	The invoice number connected to the PO, if applicable
Opened	Date the purchase order is opened
Recvd/Closed	Date the purchase order was last received or closed
Total	Purchase order total
Paid	Total paid against purchase order
Terms	Payment terms established for the vendor. Payments terms show how much time you have to pay for the purchase and if there is a discount for early payment. By default, if the purchase order vendor has terms set up on the vendor master record, those terms autofills. The value can be overwritten.
Estimated Delivery	The date of requested delivery for parts and services on the purchase order
Pay Method	The method used to pay for parts and services purchased on this purchase order. By default, if the purchase order vendor has a payment method set up on the vendor master record, that payment method autofills. The value can be overwritten.
Backordered	Indicates if the purchase order has backordered items
Batch No.	If the purchase order is created with a batch, the batch ID displays in this field.
PO Account	Vendor account number field value posted to the purchase order. By default, if the purchase order vendor has an account set up on the vendor master record, that accounts number autofills. The value can be overwritten.
Unit	Indicates the unit a purchase order is associated with
ASN Quantity	Currently not functional

Field

Definition

Actions

Command buttons that allow you to complete or close an order

Order No.

Order number

Vendor

Vendor ID that parts and services will be purchased from on this purchase order

Vendor Name

The name of the vendor for this purchase order

Shop

Shop the parts will be received to

PO Type

The type of purchase order.The valid choices are:

Standard
Credit
Blanket
Vendor RO

Status

Status of the purchase order. Valid statuses include:

Backorder: The purchase order status is Open, but has already had some line items received.
Canceled: The purchase order is no longer valid.
Closed: The purchase order is read-only.
- You cannot reopen a closed purchase order, unless it is a vendor repair order purchase order which is processed through the repair order
- You cannot reopen a closed vendor repair order purchase order if it has been exported to accounting or posted to a closed accounting period.
Complete: The purchase order is ready to be closed. The Complete status is only available on a vendor repair order purchase order.
Open: The purchase order is still in process.
- You can add line items to the order.
- You can change field values, where permitted.
Pending: The purchase order is pending approval. The Pending status is only available on a vendor repair order purchase order.
Received: All line items on the purchase order have been processed. Receipts are ready to be closed.

Transmit Status*

Status of the purchase order if the vendor is using the eCommerce process. Statuses include:

Failed: eCommerce transmission failed
Sent: eCommerce transmission sent successfully

Invoice Number

The invoice number connected to the PO, if applicable

Opened

Date the purchase order is opened

Recvd/Closed

Date the purchase order was last received or closed

Total

Purchase order total

Paid

Total paid against purchase order

Terms

Payment terms established for the vendor. Payments terms show how much time you have to pay for the purchase and if there is a discount for early payment.

By default, if the purchase order vendor has terms set up on the vendor master record, those terms autofills. The value can be overwritten.

Estimated Delivery

The date of requested delivery for parts and services on the purchase order

Pay Method

The method used to pay for parts and services purchased on this purchase order. By default, if the purchase order vendor has a payment method set up on the vendor master record, that payment method autofills. The value can be overwritten.

Backordered

Indicates if the purchase order has backordered items

Batch No.

If the purchase order is created with a batch, the batch ID displays in this field.

PO Account

Vendor account number field value posted to the purchase order. By default, if the purchase order vendor has an account set up on the vendor master record, that accounts number autofills. The value can be overwritten.

Unit

Indicates the unit a purchase order is associated with

ASN Quantity

Currently not functional

Optional Purchase Order Listing columns

These additional columns can be added to the Purchase Order Listing page:

Field	Definition
Unit ID	Displays the table unit ID for the unit associated with the purchase order
Approved Amount	Approved total for the purchase order
Order Id	The table item ID for the purchase order
Vendor RO Number	Vendor repair order number associated with a vendor repair order purchase order
User	Currently not functional
ObjectType	The table object type ID for a purchase order (1300)
ObjectId	System-generated table item ID linking an image back to the purchase order
Approval Level Id	The approval level ID for the approving user for the purchase order
Approval Level Name	Approval level name
Estimated Amount	Currently not functional
Approval Date	Approval date of the purchase order
Approved By	ID of the user who approved the purchase order
Freight Amount	Freight amount for the purchase order
Misc Amount	Miscellaneous amount for the purchase order
Subtotal Amount	Subtotal amount for the purchase order excluding miscellaneous, freight and tax
Sales Tax Amount	Sales tax amount for the purchase order
Company Unit	Indicates if the unit associated with the purchase order is a company unit
Amount Billed	Total of invoices applies against the purchase order
Closed By	ID of the user who closed the purchase order
Created By	ID of the user who created the purchase order
Created On	System date on which the purchase order is created
Epurchase	Designates if the purchase order is using the eCommerce process. Indicators are: N: Purchase order is not using eCommerce Y: Purchase order is using eCommerce
EtransmitId	System-generated eCommerce record ID for the purchase order
Line Count	Total unreceived line items on an Open purchase order. Does not include freight, miscellaneous, and sales tax line items.
Opened By	ID of the user who created the purchase order
Ship Tracking No.	Currently not functional
Ship Via	The default shipping method for the selected vendor
Vendor Account	An account setup by the vendor for the shop to use when purchasing items from them
Ship To Shop	The name of the shop to which the parts for this purchase order should be shipped. The default is the shop for which the purchase order is opened.
Last Open Section	Currently not functional
Last Open Section ID	Currently not functional

Field

Definition

Unit ID

Displays the table unit ID for the unit associated with the purchase order

Approved Amount

Approved total for the purchase order

Order Id

The table item ID for the purchase order

Vendor RO Number

Vendor repair order number associated with a vendor repair order purchase order

User

Currently not functional

ObjectType

The table object type ID for a purchase order (1300)

ObjectId

System-generated table item ID linking an image back to the purchase order

Approval Level Id

The approval level ID for the approving user for the purchase order

Approval Level Name

Approval level name

Estimated Amount

Currently not functional

Approval Date

Approval date of the purchase order

Approved By

ID of the user who approved the purchase order

Freight Amount

Freight amount for the purchase order

Misc Amount

Miscellaneous amount for the purchase order

Subtotal Amount

Subtotal amount for the purchase order excluding miscellaneous, freight and tax

Sales Tax Amount

Sales tax amount for the purchase order

Company Unit

Indicates if the unit associated with the purchase order is a company unit

Amount Billed

Total of invoices applies against the purchase order

Closed By

ID of the user who closed the purchase order

Created By

ID of the user who created the purchase order

Created On

System date on which the purchase order is created

Epurchase

Designates if the purchase order is using the eCommerce process. Indicators are:

N: Purchase order is not using eCommerce
Y: Purchase order is using eCommerce

EtransmitId

System-generated eCommerce record ID for the purchase order

Line Count

Total unreceived line items on an Open purchase order. Does not include freight, miscellaneous, and sales tax line items.

Opened By

ID of the user who created the purchase order

Ship Tracking No.

Currently not functional

Ship Via

The default shipping method for the selected vendor

Vendor Account

An account setup by the vendor for the shop to use when purchasing items from them

Ship To Shop

The name of the shop to which the parts for this purchase order should be shipped. The default is the shop for which the purchase order is opened.

Last Open Section

Currently not functional

Last Open Section ID

Currently not functional

The grid provides features that allow you to view information by expanding and collapsing rows, adding columns, and filtering or sorting data. For example:

Click Expand next to a repair order row to view purchase details such as Receipt Status, totals of all line types and totals of the purchase order.
Click Expand next to a section row to view information in the section’s Lines.

For more information on using grids, see Changing the data display on grids.

Look up a purchase order

You can use the Purchase Orders Listing page to look up purchase orders. You can apply filters to limit which orders appear on the page. From this page, you can view a purchase order, view lines, and receive the purchase order.

Go to Menu > Orders > Purchase Orders Listing. The Purchase Orders Listing page opens.

If needed, apply filters.

Click Search Orders.

The Purchase Order Search section expands.

Enter filter criteria as needed.

Field Definition

Field	Definition
Purchase	Purchase order number Note: By default, an order number contains 12 digits. If your company uses the application option `[Genera]AutoZero-fillOrderNumbers` option, and they have set up shop prefixes, the system replaces leading zeros with the prefix. When you search for a purchase order, enter the prefix and the order number (for example, 1-749) and then press TAB. The system will add the correct number of zeros in this field.
Vendor	Vendor ID
Date Opened	Date range purchase order was opened. Options include: Today Yesterday Week to Date Month to Date Year to Date Custom
Order Type	Type of order. Options include: Blanket Credit Standard Vendor RO
Unit	Unit ID
Shop	Shop ID
From	Start date range
To	End date range
Status	Repair order status. Options include: Canceled Closed Complete Open Pending Received Backordered

Purchase

Purchase order number

Note: By default, an order number contains 12 digits. If your company uses the application option [Genera]AutoZero-fillOrderNumbers option, and they have set up shop prefixes, the system replaces leading zeros with the prefix. When you search for a purchase order, enter the prefix and the order number (for example, 1-749) and then press TAB. The system will add the correct number of zeros in this field.

Vendor

Vendor ID

Date Opened

Date range purchase order was opened. Options include:

Today
Yesterday
Week to Date
Month to Date
Year to Date
Custom

Order Type

Type of order. Options include:

Blanket
Credit
Standard
Vendor RO

Unit

Unit ID

Shop

Shop ID

From

Start date range

End date range

Status

Repair order status. Options include:

Canceled
Closed
Complete
Open
Pending
Received
Backordered

Click Search. The Purchase Order Search section collapses and the results are displayed on the Purchase Orders Listing page.

In the Order field, click the purchase order number that you want to open. The Purchase Order page opens and displays information about that order.