Purchase Order History Inquiry - previous version
- Tom Williams
- Emma Greenwood
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. The purpose of this page is to show all the Posted, Void, and Replaced Purchase Orders based upon the parameters set in the Inquiry Criteria..
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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| Filter Items | Description |
|---|---|
| Ordered Date | A single-select lookup to identify which 'Date' field will be used. The lookup contains the following values: |
| Search | A non-required text box that defaults to blank and is used to search across multiple fields. When the page is 'Refreshed', the data returned will be limited by what was included in the Search box (in addition to any other Search Options). Refer to this FAQ for advanced search options. The Search field can be used to search across the following fields:
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| Transaction Class | Used to select one or more Transaction Classes. The values in this lookup are listed alphabetically. If there is more than one Transaction Class for the Transaction Type, then the value in the lookup will display as [Transaction Type] - [Transaction Class]. This is a multi-select standard lookup that is not required to return results. It defaults as blank. Transaction Classes are used to categorize transactions within transaction types and assign specific default values and business rules for each. The lookup contains a list of all 'Active' AP Purchase Order Classes |
| Vendor | Used to select one or more Vendors. This is a multi-select standard lookup that is not required to return results. It defaults as blank. A Vendor is a company or person that sells goods or services to your company. They are used in Purchasing and on Brokerage Sales Programs. The lookup contains a list of all 'Active' Vendors. |
| Vendor Class | Used to select one or more Vendor Classes. This is a multi-select standard lookup that is not required to return results. It defaults as blank. 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. The lookup contains a list of all 'Active' AP Vendor Classes. |
Page Detail
| 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. |
| 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. |
| More Actions |
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Opens the Print dialog window, where transaction and/or analysis reports can be downloaded, printed and/or emailed. When clicked, all the Reports assigned to the Functional Area of Purchasing, that launch from the Print Dialog, are assigned to this inquiry, 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 Inquiry Criteria parameters or the default parameters for grids that do not support Inquiry Criteria. |
| Saved Layouts |  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. |
| Search Options |  Toggles between displaying and hiding the Search Options portion of the page. |
| Fields | Description |
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Amt. Ordered | Identifies the sum of the Extended Amounts of all the line items on the Purchase Order. This is a calculated field that is not editable by the user. Database Field: ERPx_APPoHeader.OrderedAmount |
| Amt. Posted | Identifies the sum of the 'Invoiced Amount' of all the line items on the Purchase Order. It represents the dollar amount that has been accounted from on Posted AP Invoices/Credit Memos. This is a calculated field that is not editable by the user. Database Field: ERPx_APPoHeader.InvoicedAmount |
| Amt. Unposted | Identifies the sum of the 'Invoiced Amount' of all the line items on Unposted AP Invoices/Credit Memos. This is a calculated field that is not editable by the user. This field is not stored in the database. |
| Amt. Remaining | Identifies how much of the Purchase Order is still open. It is calculated as: [Amt. Ordered] - [Amt. Posted] - [Amt. Unposted]. This is a calculated field that is not editable by the user. This field is not stored in the database. |
| Created | Identifies the Created Date & Time of the record, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. This field is required. Database Field: ERPx_APPoHeader.CreatedDate |
| Created By | Identifies the name of the user that created the record. 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. This field is required. Database Field: ERPx_APPoHeader.CreatedBy |
| 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. 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 |
| Expire By | Identifies the date the Purchase Order will expire.This is required and defaults from 1 year from the current date, 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 |
| Last Updated | Identifies the Last Updated Date & Time of the Transaction, formatted from the users 'Date Format' preference. This is a system assigned value and is never editable by a user. This field is required. Database Field: ERPx_SOOrderHeader.LastUpdated |
| Last Updated By | Identifies the name of the user that last updated 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. This field is required. Database Field: ERPx_SOOrderHeader.LastUser |
| 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 |
| 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 |
| Status | Identifies the Status of the transaction. This can be edited from the 'Status' on the 'Home' tab of the Invoice/Credit Memo Record View and represents the status of the transaction. This is always editable while the transaction is in a Status of 'New' or 'Approved'. 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 transaction in this List View include: Open: This is the default Status for all new records. While in the Status of 'Open', all editable fields are open for edit. Closed: Used to indicate that the record is no longer open to be used on other transactions. Closed records are only visible from inquiries, not list views. Database Fields: ERPx_APTransactionStatus.StatusName, ERPx_APPoHeader.TransactionStatusEN |
| Transaction Class | The unique identifier of the Transaction Class. This 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 |
| 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 Purcahse 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 |
