A Purchase Order (aka PO) is a document issued by a buyer committing to pay the seller for specific products or services to be delivered in the future. The advantage to the buyer is the ability to place an order without immediate payment. From the seller’s perspective, it reduces credit risk, since the buyer is obligated to pay once the products or services have been delivered. Each PO has a unique number associated with it that helps both buyer and seller track delivery and payment.
This page lists each unique Purchase Order line item. The purpose of this page is to view, add, edit, remove, and close Purchase Orders.
This list view also contains columns for each Attribute that is set up for the 'AP Purchasing' attribute type. Because these are user defined, they are not included in the default view but can be added a saved layout. AP Purchasing attributes are not included in the help documentation..
Software Version: 2021.07.23 and newer
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| Toolbar Icons | Description |
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| Column Filter Show/Hide |  Toggles between displaying and hiding a filter row in the grid under the column headers. The filter row will be displayed by default if the Quick Column Filter is also implemented in the page. When enabled, this will allow users to type in text to filter by a specific column. |
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| Excel |  Exports the contents of the grid to an Excel file that will automatically download. The contents that export are those that are visible to the user. Therefore, if the user has filtered the view, or excluded columns, only the contents in the grid will be exported. |
| Favorites |   Clicking on the star icon when it is an outline, adds the page to the 'My Shortcuts' tab and fills in the star. Clicking on the star icon when it is filled in (solid color), removes the page from the 'My Shortcuts' tab and returns the icon to an outline.
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| Group By Show/Hide |  Toggles between displaying and hiding a row in the grid above the column headers to enable grouping by one or more column(s). Once displayed, users may drag and drop column headers to group by a specific column. Once the grid is grouped by a column(s), a subtotal footer row will display in the grouping for columns that have a page footer total. |
| Help |  Opens the online WIKI help page for the current page. |
| New |  Opens a new blank record for data entry. |
When clicked, all the Reports that launch from the Print Dialog that are assigned to this page, and that the user has rights to (if Report Data Access is enabled) are displayed. | |
| Quick Column Filter |  Used to filter across all columns in the grid. When the user types text into the Quick Column Filter text box, the grid's Filter Row will be automatically hidden. The text in the Quick Column Filter text box automatically replaces any existing Filter Row filters. The results of the data immediately refresh as you enter text. |
| Refresh |  Re-queries the contents of the grid/page based on the Search Options or the default values for grids that do not support Search Options.
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| Saved Column Layout |  Displays the column layout lookup and related icons. This tool allows users to select a previously saved layout, create a new layout, save changes to a layout, forget/delete a layout and/or assign a saved layout as the default for the page. Once changes are made to the layout, such as columns are added or removed, the user can click the Save Layout icon and save the changes to the column layout. The visibility of the Filter Row is also saved with a saved layout. The new layout can also be set as the default. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific). Default layouts can be removed by clicking the 'Set as Default' button again when the current default layout is selected. Please note that existing saved grid layouts will display the Filter Row as hidden by default. |
| Fields | Description |
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Amount | Identifies the extended amount of the line item based on the ordered quantity. This is a numeric text box that is auto calculated as [Quantity] x [Price]. This can only be updated by changing either the 'Quantity' or 'Price'. This is formatted to 2 decimal places. Database Field: ERPx_APPoLine.ExtendedAmount |
| Currency ID | Identifies the Currency assigned to the transaction. This is required and comes from the 'Currency ID' on the 'Properties' tab of the Purchase Order Record View. This is not editable on the transaction as it comes in from the 'Currency' assigned to the Vendor. The Currency identifies the kind of money used for transactions. For example, if a Customer or Vendor is setup with a Currency of "USD" then all transactions for them are stated in terms of US Dollars and all payments received or made must be in US Dollars. Database Fields: ERPx_MFCurrency.CurrencyID |
| Description | Identifies the header comment/description of the transaction or batch. This is not required and can be edited from the 'Description' on the 'Home' tab of the Purchase Order Record View. This is always editable until the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.Description |
| Distributed To | Identifies how the (extended) amount of the line item was, or will be, applied. Identifies the name of a Project, Employee, Fisherman, Tender or Fisherman Loan. This is not required and is editable until the Purchase Order is 'Closed'. Database Fields: ERPx_APVendor.VendorName, ERPx_MFEmployee.EmployeeName, ERPx_GLProject.ProjectDescription, ERPx_APPoLine.ToDistributionAccountSK |
| Distributed To Type | Identifies the type of distribution based on the selected Distributed To field. This is an auto generated field that is not editable by the user. The options include:
Database Field: ERPX_APPoLine.ToMFDistributionTypeEN |
| Expire By | Identifies the date the Purchase Order will expire.This is required and can be edited from the 'Expire By' date on the 'Home' tab of the Purchase Order Record View. This is always editable until the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.ExpireDate |
| Item Added By | Identifies the name of the user that added the line item to the transaction. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. |
| Item Added | Identifies the Date & Time that the line item was added to the Transaction. This is formatted from the users 'Date Format' preference and is a system assigned value and is never editable by a user. |
| Item Last Updated By | Identifies the name of the user that last updated the line item on the transaction. It is formatted to be the "logged-in" users [User First Name] + [User Last Name]. This is a system assigned value and is never editable by a user. |
| Item Last Updated | Identifies the Last Updated Date & Time of the line item on the Transaction, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. |
| Item Description | Identifies the Description associated with the Item ID assigned to a transaction line, journal line detail or master file record.This is required and can be edited from the 'Description' column of the Items Grid on the 'Home' tab of the Purchase Order Record View. This is always editable until the Purchase Order is 'Closed'. |
| Ordered | Identifies the date of the transaction. This is required and can be edited from the 'Ordered' date on the 'Home' tab of the Purchase Order Record View. This is always editable until the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.PODate |
| Payable Account | Identifies the payable account number for the line item. This is required and is only editable from "Accounts Payable" GL Account, on the Accounts Tab of the Vendor Record View of the assigned Purchase Order's Vendor. Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APVendor,APGLAcctRef |
| Payable Account Description | Identifies the name of the payable account number for the line item.This is only editable by changing the 'Account Description' for the Vendors assigned 'Accounts Payable' from the GL Accounts List View. |
| PO | Identifies the unique Transaction ID for each transaction.Clicking on this link opens the Purchase Order Record View for the selected record. This is a system assigned number that comes from the 'Transaction Class' and is required and is editable by users until the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.PurchaseOrderID |
| Price | Identifies the price of the line item. This is a numeric text box that is required and must be greater than or equal to 0. It is formatted to the Item's 'Price Decimals'. This is editable until the Purchase Order is 'Closed'. Database Field: ERPx_APPoLine.Price |
| Purchase Account | Identifies the GL Account the purchase line will post to. This is not required and is editable from the 'Purchase Account' column of the Items Grid on the Purchase Order Record View.
Database Fields: ERPx_GLAccount.AccountNumber, ERPx_APTransactionLine.AccountSK |
| Purchase Account Description | Identifies the name of the General Ledger account assigned as the purchase account on the line item.This is only editable by changing the 'Account Description' for the line items assigned 'Purchase Account' from the GL Accounts List View. |
| Quantity | Identifies the quantity of the line item being ordered. This is a numeric text box that must be greater than 0. It is formatted to 2 decimal places. This is editable until the Purchase Order is 'Closed'. Database Field: ERPx_APPoLine.OrderedQuantity |
| Status | Identifies the Status of the transaction. This is required and can be edited from the 'Status' on the 'Home' tab of the Purchase Order Record View. Status is used to identify where a transaction, Purchase Order, Price List, BOM, or Master File record is in its life cycle. Records start in a Status of 'New' and progress sequentially through additional statuses until they are 'Posted' or 'Closed'. The list of potential Statuses changes depending on the transaction type. The Statuses that apply to transactions in this List View include: New: This is the default Status for all new Transactions. While in the Status of 'New' transactions are considered open and all editable fields are open for edit, no posting or approval validations are performed, GL Dates are not assigned, and journal entries are not created. If the transaction was moved back from Approved to New, the GL Date will be assigned and a Journal Entry will exist. Released: This status is used to signify that the transaction is ready to be released to production. While in the Status of 'Released', all editable fields are open for edit. Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APPoHeader.TransactionStatusEN |
| Transaction Class | The unique identifier of the Transaction Class. This is required and comes from the 'Transaction Class' on the 'Properties' tab of the Purchase Order Record View. This is not editable. Transaction Classes are used to differentiate transactions within a Transaction Type. For example, Transaction Classes of Fresh and Frozen can be setup for the Transaction Type of 'Sales Order'. Transaction Classes are used in all functional areas throughout the application. Database Fields: ERPx_APTransactionClass.TransactionClassDescription, ERPx_APPoHeader.TransactionClassSK |
| Type | Identifies whether or not more than one AP Invoice can be recorded against the Purchase Order. This is editable until the Purchase Order is 'Closed' and the options include:
This lookup contains all the values in the APPOType Enumeration Class Database Field: ERPx_APPoHeader.TransactionTypeEN |
| UOM | Identifies the unit of measure that the units are stored in (Box, Bag, Case, Each, Tote, etc.) for a line item or on the transaction. This is a single-select lookup and is required and is editable until the Purchase Order is 'Closed'. The lookup contains all 'Active' UOMs A UOM is a quantity used as a standard of measurement. It identifies how much makes up "1" of the measurement. Examples include Bag, Box, Each, Kg, Lb, ext. Database Fields: ERPx_IMUOM.UOMName, ERPx_APPoLine.QuantityUOMSK |
| Vendor Class | Identifies the class that is assigned to the Vendor on the transaction. This is required and comes from the 'Vendor Class' assigned to the 'Vendor' that is selected on the 'Home' tab of the Purchase Order Record View. Because this defaults from the Vendor it is not editable on the transaction. Vendor Classes are used to identify default values that will be applied to new Vendor accounts and to group Vendor accounts together for reporting purposes. Database Field: ERPx_APVendorClass.ClassDescription, ERPx_APPoHeader.VendorSK |
| Vendor ID | Identifies the ID of the Vendor account that is assigned to the transaction. This is required and represents the ID of the 'Vendor' on the 'Home' tab of the Purchase Order Record View. This is only editable by changing the Vendor assigned to the transaction. Vendor IDs are used as a short description and unique identifier for Vendor records. They can be changed at any time to any alphanumeric value. If you do not have an existing strategy for Vendor IDs the 3-3-2 method would be recommended. Database Fields: ERPx_APVendor.VendorID, ERPx_APPoHeader.VendorSK |
| Vendor Name | Identifies the name of the Vendor assigned to the transaction or master file. This is set in the Vendor Record View. This is required and represents the name of the 'Vendor' on the 'Home' tab of the Purchase Order Record View. This is only editable by changing the Vendor assigned to the transaction. Vendor Names are used as a long description for Vendors. Database Fields: ERPx_APVendor.VendorName, ERPx_APPoHeader.VendorSK |
