Purchase Order Options
The Purchase Order module offers a variety of options at both the header and detail levels to efficiently manage purchase orders. From processing the orders to performing batch actions on line items, these options help you track and optimize the purchase order and give you control over the purchase process.
Purchase Order Header Level Options
These options are located under the "Options" menu in the top right corner of the page. These options influence the overall attributes and workflow of a purchase order.
Release PO: Releases the purchase order for processing and receiving.
Create ASN: Redirects the user to Create ASN module and initiate the process for receiving inventory in the system.
Record Prepayment: Redirects the user to the interface to record the prepayment for the purchase order.
Quick Receive: This function performs the quick receive function, automating all the intermediate processes such as Create ASN->Receive ASN.
Copy: Offers multiple sub-options for copying the purchase order, such as creating a duplicate, copying to a purchase order, etc.
Create Duplicate: Creates a duplicate of the purchase order.
Copy To Sales Order: Copies the purchase order to a sales order.
Copy Selected Lines To New PO: Copies selected lines from the purchase order to a new purchase order.
Create MO(s) Selected Lines: Creates a manufacturing order for selected item lines. The selected items should be manufacturable to create an MO.
Create MO(s): Creates a manufacturing order for manufacturable items.
Copy To Transfer Sales Order: Copies the purchase order to a transfer sales order.
Copy Selected Lines To TSO: Copies selected lines from the purchase order to a transfer sales order.
Move/Split: Allows moving or splitting line items in order.
Move Selected lines to Existing PO: Moves the selected line items to an existing purchase order.
Move Selected lines to New PO: Moves selected line items to an new purchase order.
Reporting: Provides sub-options for showing wave(s), profitability, linked orders, linked invoices, deposits taken, etc.
Approval: Approves the purchase order for further processing. **This option is based on App Config.
Link Orders: This option allows you to establish a connection between the line items in the purchase order and the line items of one or more sales orders. This linkage enables seamless coordination and tracking between the sales and procurement processes, streamlining order fulfillment and enhancing efficiency.
Add To Email Queue: Places the purchase order in the email queue for sending at a later time.
Convert To Item Receipt: This option allows you to convert all the non-inventory/service items in the order directly to Item Receipt/Bill.
Convert Selected Lines To Item Receipt: This option allows you to convert the selected non-inventory/service items in the order directly to Item Receipt/Bill.
Remove Address Verification Error: Removes any address verification errors for the purchase order.
Cancel: Mark the purchase order as cancelled and restrict any further processing.
Void: Voids the purchase order. Voided orders are deleted permanently from the system.
Close PO: Closes the purchase order and restricts any further processing.
Re-Open PO: Reopens a closed or cancelled purchase order for further processing. **This option needs elevated permissions.
Remember Pricing: Saves the vendor's pricing preferences for the items added to the order.
Purchase Order Line Level Options
The "Options" menu in the Purchase Order Details section offers a variety of options to manage the items, while the "Sort By" option allows you to sort the items in the order as per your needs.
Purchase Order Details Level Options
These options are located under the "Options" menu in the PO Details section of the purchase order.
Batch Discount: Allows applying discounts in bulk to multiple line items.
Batch Unit Cost: Allows updating unit cost for multiple line items at once.
Batch Quantity: Allows adjusting quantities for multiple line items in bulk.
Batch Ship Date: Allows updating the ship date for multiple line items at once.
Batch Delivery Date: Allows updating the delivery date for multiple line items at once.
Batch Close Line(s): Closes the selected line items and restricts any further processing for these items.
Delete Selected Row(s): Deletes the selected line items from the purchase order.
Remember Pricing: Saves the vendor's pricing preferences for the line items.
Batch Apply Custom Price: Provides sub-options for applying custom prices to multiple line items, including standard unit price, standard unit cost, and up to fourteen custom price options.
Recalculate Pricing Rule: This option triggers a recalculation of pricing rules for the line items.
Line‑Level Icons – Purchase Order Module
In the Purchase Order module, the line‑level icons are designed to help users quickly search, find, and add products from various sources without navigating away from the order screen.
1. Quick Add Items
Opens a pop‑up window with advanced search and filtering options (Item#/UPC/Barcode, Description, Season, Category, Group, etc.) to quickly locate and add products to the purchase order.
Clicking the Quick Add Items icon in the Purchase Order line section opens a pop‑up window designed to quickly search, filter, and add products to the purchase order without navigating away from the current screen.
Available Search & Filter Fields:
Item#/UPC/Barcode – Search for products by item number, UPC, or barcode.
Description – Filter items by product description.
Season – Search for items based on seasonal classification.
Category – Filter products by category.
Base Part/Title – Search by base part number or title.
Group – Narrow search results by product group.
Text – Additional free‑text search for flexible matching.
Number – Numeric‑based search field.
Additional Controls:
Multi‑Select List (Dropdown) – Choose multiple filter values at once.
Date – Search or filter items by a specific date.
Select Ship Separately – Mark items to be shipped separately.
2. Last Order Items
Displays items from the most recent purchase order for the selected vendor. Enables quick re‑ordering without manually searching for previously purchased items.
3. Advance Variant Finder
Helps find and add specific item variants based on attributes such as size, color, or material. Useful for configurable products.
4. Kit Finder
Allows adding predefined product kits or bundled SKUs directly to the purchase order. Ensures all kit components are included.
5. Add Item
Standard product search and add functionality from the catalog. Flexible enough to add any product, whether ordered before or not.
Sorting Purchase Order Items
Beside the Options menu in the details section of the purchase order, there is an option to sort the items. To sort the items, click on the "Sort By" option and select how you want to sort the items.
Sorting Options
The sorting options available include:
Item Number: Arrange items either in ascending or descending order based on their item numbers.
Total Price: Sort items based on their total price, helping you quickly identify high-value transactions. (Please note that this sorting option is not available in transfer orders as these orders do not involve pricing.)
Quantity: Arrange items by quantity, aiding inventory management and tracking fulfillment.
Variant Sequence: Sort the items by variant sequence, ensuring a smooth flow in ordering processes involving variants.
Purchase Order Context View Options
Delete: Deletes the item from the purchase order.
Item Details: Opens up the item subform and allows you to view item details.
Inventory Info (Multi Company): If your system is connected to multiple company instances, this option allows you to view the inventory information across all connected companies. Please note that this option will only be available if the "Show Inventory Info (Multi Company)" app config is enabled.
Add Item: Allows you to quickly add new item(s) to the purchase order.
Pricing Levels: Displays the pricing level applied to the item, if applicable.
Apply Custom Price: Provides sub-options for applying custom prices to multiple line items, including standard unit price, standard unit cost, and up to fourteen custom price options.
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