Purchase Order Centre Fields

Overview:

The Purchase Order Centre provides various header-level options, search fields, and grid columns that allow users to manage, filter, and analyze purchase orders efficiently. It acts as a control hub where users can perform bulk actions, monitor order progress, and quickly access key procurement details without opening individual purchase orders.

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Header Level Options

The following options are available under the Options menu in the Purchase Order Centre. These options allow users to perform actions on selected purchase orders.

• Print: Prints the selected purchase order(s). Before generating the report, users can select the required document template from the Select Reporting Template window. If a signature is required, enable the Capture Signature toggle and click Capture Signature to open the Signature window. Enter the signer's name, capture the signature, and click Save. The Purchase Order report is then generated with the captured signature. Each captured signature is also recorded in the Signature tab of the corresponding Purchase Order, where users can view the signature history and reopen the signed report by clicking the Report icon.

  • Users can also select the required label template from the Select Document Template field in the Select Reporting Template window, and then print the Purchase Order labels.
• Add to Email Queue: Adds selected purchase orders to the email queue for later processing.
• Release: Bulk releases the selected purchase orders in Open status for further processing and receiving.
• Close: Closes the selected purchase order(s) and restricts further actions.
• Re-Open: Reopens previously closed/cancelled purchase orders.
• Void: Voids the selected purchase order(s), removing them from the system if no Item Receipts or Bills have been generated against the PO. If Item Receipts or Bills exist, they must be voided first before the purchase order can be voided.
• Batch Updates: Allows bulk updates of Order Type, Default Location, and Memo to selected purchase orders.
• Quick Receive: Performs a quick receiving process by automating intermediate steps such as ASN creation and receiving.
• Dropship: Processes selected purchase orders as dropship orders where items are shipped directly from the vendor to the customer.

Header Level Search Fields

These fields allow users to filter and locate specific purchase order records.

Field	Description
Store	Filters purchase orders based on the selected store.
Search By	Allows users to choose the search criteria (e.g., Purchase Order, Purchase Order Detail).
Status	Filters purchase orders based on their current status (e.g., Open, Closed).
Vendor	Filters records based on the selected vendor.
Order Number	Allows users to search for a specific purchase order using its order number.
Ref Number	Filters purchase orders based on the reference number associated with the order.

Header Level Icons

These features provide quick actions for managing and viewing purchase order records.

• Navigation Controls: Allow users to move between pages within the grid.
• Refresh: Refreshes the purchase order records based on the applied search criteria to display the most recent data.
• Save: Preserves user interface settings such as column preferences for future sessions.
• Search: Allows users to quickly search for purchase orders using entered criteria.
• Advanced Search: Enables users to filter records based on specific conditions by selecting a Column Name, Operator, and Value. For example, users can select Type as the Column Name, choose the appropriate operator, and enter Transfer Purchase Order as the Value to display only Transfer Purchase Orders in the centre.
• Download: Exports purchase order data in formats such as CSV, Excel, or PDF for reporting and analysis.
• Columns: The available columns may vary depending on the selected Search By option (e.g., Purchase Order or Purchase Order Detail), ensuring that only relevant fields are displayed. The Purchase Order Centre displays the following columns to provide visibility into procurement and order tracking details.

Field	Description
Order Number	Displays the unique identifier for the purchase order.
Store	Displays the store associated with the purchase order.
Status	Indicates the current status of the purchase order (e.g., Open, Closed).
Vendor	Displays the vendor from whom goods or services are procured.
Currency	Displays the currency used in the purchase order.
Ref Number	Shows the reference number linked to the purchase order.
Amount	Displays the total value of the purchase order.
Order Date	Indicates the date when the purchase order was created.
Expected Delivery Date	Displays the anticipated delivery date for the order.
Expected Ship Date	Indicates the date when the vendor is expected to ship the order.
Type	Specifies the type of purchase order (e.g., Purchase, Transfer).
Receiving Status	Displays the receiving status of the order (e.g., Pending ASN, Received).
Manufacturer	Displays the manufacturer associated with the item. This value is automatically populated from the Manufacturer defined at the Item level and is shown as a read-only field in the Purchase Order line.
Tags	Displays the Order Tags assigned at the Purchase Order header level. This enables users to identify, filter, and search purchase orders based on predefined tag categories without opening individual records.

Column Sorting

Allows users to sort records in descending or ascending order by clicking the required column name. On the first click, the column is sorted in descending order, indicated by a downward arrow. Clicking the column again sorts the records in ascending order, indicated by an upward arrow. For example, clicking Order Date once displays the latest orders first, while clicking it again displays the earliest orders first.

Right-Click Options

Users can right-click a purchase order in the Purchase Order Centre to quickly access actions for that specific purchase order.

Field	Description
Release	Releases the selected purchase order if it is currently in Open status.
Close	Closes the selected purchase order and prevents further processing.
Re-Open	Reopens a previously closed purchase order.
Void	Voids the selected purchase order, provided no Item Receipts or Bills have been created against it.
Show ASN(s)	Opens the list of Advance Shipment Notices (ASNs) associated with the purchase order.
Create ASN	Creates an Advance Shipment Notice for the selected purchase order.
Show Prepayment(s)	Displays all prepayments recorded against the selected purchase order.
Quick Receive	Performs a quick receiving process by automatically completing the required intermediate receiving steps.
Dropship	Processes the selected purchase order as a dropship order.
Show Activity	Displays the activity history for the selected purchase order.
Edit in New Window	Opens the selected Purchase Order in a new window, allowing users to view or edit the purchase order. This option is available only when the Edit Purchase Order checkbox is enabled in Access Manager, granting the required permission to the user.

FAQs

1. How do I create an ASN from a Purchase Order in the Purchase Order Centre?

• You can create an Advance Shipment Notice (ASN) directly from a Purchase Order either by opening the Purchase Order or by using the shortcut available in the Purchase Order Centre.

Method 1: Create an ASN from the Purchase Order

1. Navigate to Menu → Purchase → Purchase Order → Purchase Order Centre.
2. Locate the required Purchase Order.
3. Double-click the Purchase Order (or click the PO#) to open it.
4. Click Edit in New Window.
5. From the Options menu, select Create ASN.
6. Select the Purchase Order lines you want to receive.
7. Move the selected lines to the ASN Lines section.
8. Click Create ASN.
9. Save the ASN.
10. Proceed to Receive ASN to receive the inventory into the system.

Method 2: Create an ASN directly from the Purchase Order Centre

You can also create an ASN without opening the Purchase Order.

1. Navigate to Menu → Purchase → Purchase Order → Purchase Order Centre.
2. Locate the required Purchase Order.
3. Right-click the Purchase Order.
4. Select Create ASN from the context menu.
5. Complete the ASN creation process by selecting the required Purchase Order lines and saving the ASN.

Important Notes

• The Purchase Order must be in a receivable status (typically Released) before an ASN can be created.
• An ASN is created only for the selected Purchase Order lines.
• After the ASN has been created, navigate to Receive ASN to receive the inventory and continue the receiving process.

FAQ

1. How to Print Multiple Purchase Orders at Once?

A: Select the required Purchase Order records you want to print. From the Options menu, select Print. In the Select Reporting Template window, choose the required document template and proceed to generate the Purchase Order reports for the selected records.