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 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

Software Version: 2023.06.30 and newer

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Toolbar Icons	Description
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.
Delete	Deletes the selected record(s). When clicked, users will be prompted with: "Are you sure you want to delete the selected records?". Click "OK" to confirm, or "Cancel" to return without deleting. _{WARNING: Records cannot be recovered once they are deleted!} Note: Users will not be able to delete a Freight Purchase Order record, the message “[PO#] is a Freight Purchase Order and therefore can not be deleted. Freight Purchase Orders can only be closed.” will be displayed when the button is clicked.
Edit	Opens the selected record for editing. If a record is not selected, the page will either not open or will open the first record (depending on how the page was coded).
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. Users must log out and back in before the pages will be visible in the 'My Shortcuts' tab.
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.
Mass Update	Opens the mass update dialog, which allows to mass update the following properties: Status: A single-select lookup that defaults to "(No Change)". Assigns the selected Status to selected/filtered transactions when the 'Apply' icon is clicked. Options 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. 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. PO's cannot be 'Closed' if there are any unposted AP Invoices, Credit Memos or Inventory Receipts else the message "Purchase Orders referenced on unposted transactions cannot be closed. PO#: [PurchaseOrderID] - AP Invoice [TransactionID] PO#: [PurchaseOrderID] - AP Credit Memo [TransactionID] PO#: [PurchaseOrderID] - IM Receipt [TransactionID]
More Actions	Displays a drop down menu of related actions. The list of options includes: IQ: PO Linked Transactions - Opens the "PO Linked Transactions" inquiry showing the Purchase Order and all AP Invoices, AP Credit Memos, and Inventory Receipts associated with it. RV: Purchase Order - opens the Purchase Order Record View in a new tab. RV: Source Transaction - Opens the Transaction that the Freight Purchase Order was automatically created from, such as the Inventory Transfer, Sales Order or Return. This option is only applicable to Freight Purchase Orders, otherwise the message "
New	Allows users to select the type of transaction or record they want to add.
Print	Opens the Print dialog window, where transaction and/or analysis reports can be downloaded, printed and/or emailed. 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. This ONLY re-queries the contents of columns that are currently visible, if you add a new column the contents will be empty until you click 'Refresh' again.
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.
Amt. Ordered	Identifies the sum of the 'Amt. Ordered' of all the line items on the Purchase Order. This is a calculated field that is formatted to 2 decimal places. Database Field: ERPx_APPoHeader.OrderedAmount
AP Amt. Fully Invoiced	Identifies whether the 'Amt. Ordered' for every Purchase Order item has been fully Invoiced. If the 'AP Amt. Remaining' for a Purchase Order item is <= 0, the item is considered "Fully Invoiced" in terms of Amount (cost). If all the Purchase Order items are "Fully Invoiced" in terms of their amounts, then this will display as "Yes" otherwise it will be blank. This allows users to easily determine which PO's have amounts that have not yet been invoiced. This is a calculated field and is not stored in the database.
AP Amt. Posted	Identifies the sum of the extended amounts of all the line item that have been included on "Posted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to 2 decimal places. When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are posted, this value is updated. Database Field: ERPx_APPoHeader.InvoicedAmount
AP Amt. Remaining	Identifies the sum of line item's 'AP Amt. Remaining' values. This is a calculated field and can only be changed by changing either the 'Qty Ordered' or the 'Price' of one or more line items on the Items Grid of the Purchase Order Record View or by entering and/or posting AP Invoices/Credit Memos that are linked to a PO line item. It is calculated as the sum of all line's [Amt. Ordered] - [AP Amt. Posted] - [AP Amt. Unposted] and is formatted to 2 decimal places. This is a calculated field that is not stored in the database.
AP Amt. UnPosted	Identifies the sum of the extended amounts of all the line item that have been included on "UnPosted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to 2 decimal places and is not stored in the database. When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are entered, but not posted, this value is updated.
AP Qty Fully Invoiced	Identifies whether the 'Qty Ordered' for every Purchase Order item has been fully Invoiced. If the 'AP Qty Remaining' for a Purchase Order item is <= 0, the item is considered "Fully Invoiced" in terms of quantity (units or weight). If all the Purchase Order items are "Fully Invoiced" in terms of their quantities, this will display as "Yes" otherwise it will be blank. This allows users to easily determine which PO's have quantities that have not yet been invoiced. This is a calculated field that is formatted to two decimal places and is not stored in the database.
AP Qty Posted	Identifies the sum of the quantities of all the line items that have been included on "Posted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to 2 decimal places. When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are posted, this value is updated. Database Field: ERPx_APPoHeader.InvoicedQty
AP Qty Remaining	Identifies the sum of all the line items that has not yet been accounted for on an AP Invoice/Credit Memo. This is a calculated field and can only be changed by changing the 'Qty Ordered' of one or more line items on the Items Grid of the Purchase Order Record View or by entering and/or posting AP Invoices/Credit Memos that are linked to one or more PO line items. It is calculated as the sum of each line items [Qty Ordered] - [AP Qty Posted] - [AP Qty Unposted] and is formatted to the Item's 'Unit Decimals' or 'Weight Decimals' depending on the Item's UOM. This is formatted to two decimal places and is not stored in the database.
AP Qty UnPosted	Identifies the sum of the quantities of the line items that have been included on "UnPosted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to two decimal places and is not stored in the database.. When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are entered, but not posted, this value is updated.
AP vs IM Posted Qty	Identifies the difference between the quantities accounted for on "Posted" AP Invoices/Credit Memos and "Posted" Inventory Receipts for the line item. This is a calculated field that is formatted to two decimal places and is not stored in the database. It is calculated as [IM Qty Posted] - [AP Qty Posted]. A zero value means there is no difference between the sum of the line items quantities of "Posted" AP Invoices and "Posted" Inventory Receipts. A positive value indicates more Qty has been received than has been paid for. A negative value indicates more Qty has been paid for than has been received. When AP Invoice, AP Credit Memo, and/or Inventory Receipt transactions with line items that reference a Purchase Order are posted, this value is updated.
Buyer	Identifies the person responsible for issuing the Purchase Order. This is not required and can be edited from the 'Buyer' field on the 'Home' tab of the Purchase Order Record View. Database Field: ERPx_APPoHeader.Buyer
Comment	Identifies the header comment/description of the transaction or batch. This is not required and can be edited from the 'Comment' field on the 'Home' tab of the Purchase Order Record View. This is always editable even after the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.Description
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 but is not editable. 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 but is not editable. Database Field: ERPx_APPoHeader.CreatedBy
Currency	Identifies the Currency assigned to the transaction. This is required and comes from the 'Currency' 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, ERPx_APVendor.CurrencySK
Discount Percent	Identifies the Discount % associated with the Payment Terms of the Vendor. This is not editable on the transaction. Database Fields: ERPx_MFPaymentTerms.DiscountPercent, APPOHeader.DiscountPercent
Expire By	Identifies the date the Purchase Order will expire.This is required and can be edited from the 'Expire By' date field on the 'Home' tab of the Purchase Order Record View. This is editable until the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.ExpireDate
IM Qty Fully Received	Identifies whether the 'Qty Ordered' of all the Purchase Order items have been fully Received. If the 'IM Qty Remaining' for a Purchase Order item is <= 0, the item is considered "Fully Received" in terms of quantity (units or weight). If all the Purchase Order items are "Fully Received" in terms of their quantities, this will display as "Yes" otherwise it will be blank. This allows users to easily determine which PO's have quantities that have not yet been received. This is a calculated field and is not stored in the database.
IM Qty Posted	Identifies the sum of the line items that have been included on "Posted" IM Receipts. This is a calculated field that is formatted to two decimal places. When IM Receipts, with line items that reference a Purchase Order are posted, this value is updated. Because non-Inventory Purchase Order Items are not "Received" using an Inventory Receipt transaction, the 'IM Qty Posted' value is updated from posted AP Invoices and Credit Memos that reference the Purchase Order Item. Database Field: ERPx_APPoHeader.ReceivedQty
IM Qty Remaining	Identifies the sum of the quantity of the line items that has not yet been accounted for on Invoice Receipts. This is a calculated field and can only be changed by changing the 'Qty Ordered' of one or more line items on the Items Grid of the Purchase Order Record View or by entering and/or posting Inventory Receipts that are linked to a PO line item. It is the sum of the line items [Qty Ordered] - [IM Qty Posted] - [IM Qty Unposted]. This is formatted to two decimal places. This is a calculated field that is not stored in the database.
IM Qty Unposted	Identifies the sum of the line items that have been included on "UnPosted" IM Receipts. This is a calculated field that is formatted to two decimal places and is not stored in the database. When IM Receipts, with line items that reference a Purchase Order are entered, but not posted, this value is updated. Because non-Inventory Purchase Order Items are not "Received" using an Inventory Receipt transaction, the 'IM Qty UnPosted' value is updated from unposted AP Invoices and Credit Memos that reference the Purchase Order Item.
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_APPoHeader.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_APPoHeader.LastUser
Ordered	Identifies the date of the transaction. This is required and can be edited from the 'Ordered' date field on the 'Home' tab of the Purchase Order Record View. This is editable until the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.PODate
Payment Terms	Identifies the Payment Terms assigned to the transaction. This is required and can be edited from the 'Payment Terms' field on the 'Properties' tab of the Purchase Order Record View. This is editable until the Purchase Order is Closed. The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Payment Terms. Database Fields: ERPx_MFPaymentTerms.PaymentTermName, APPOHeader.PaymentTermSK
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 required, and can be edited from the 'PO #' field on the 'Home' tab of the Purchase Order Record View. This is editable until the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.PurchaseOrderID
PO Type	Identifies whether or not more than one AP Invoice and/or Inventory Receipt can be recorded against the Purchase Order. This is editable until the Purchase Order is 'Closed' and the options include: Single Invoice and Receipt: If this option is selected, the Purchase Order can only be assigned to a single AP Invoice and a single Inventory Receipt transaction. Multiple Invoices and Receipts: If this option is selected, the Purchase Order can be assigned to multiple AP Invoices and multiple Inventory Receipt transactions. Purchase Orders set to this Type must be manually Closed. This lookup contains all the values in the APPOType Enumeration Class. Database Field: ERPx_APPoHeader.POTypeEN
Purchase Contact Name	Identifies the Vendor Contact for Purchases. This is not required and can be edited from the 'Purchase Contact Name' field on the 'Properties' tab of the Purchase Order Record View. This is always editable even after the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.PurchaseContactName
Qty Ordered	Identifies the sum of the 'Qty Ordered' of all the line items on the Purchase Order. This is a calculated field that is formatted to 2 decimal places. The 'Qty Ordered' can be 0.00 but it cannot be negative. This is editable until the Purchase Order is 'Closed'. When AP Invoices and/or Credit Memos are loaded from a PO, the 'Quantity' will default as [Qty Ordered] - [Qty Invoiced]. If this results in a negative amount it will default as 0.00. When IM Receipts are loaded from a PO, the 'Quantity' will default as [Qty Ordered] - [Qty Received]. If this results in a negative amount it will default as 0.00. Database Field: ERPx_APPoHeader.OrderedQty
Receive By	Identifies the date the Purchase Order should be fully received. This is not required and can be edited from the 'Receive By' field on the 'Properties' tab of the Purchase Order Record View. This is editable until the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.ReceiveBy
Reference	Identifies the Reference entered for the transaction. This is not required and can be edited from the 'Reference' field on the 'Home' tab of the Purchase Order Record View. This is always editable even after the Purchase Order is 'Closed'. A Reference number is used to record an additional tracking number that associates this transaction to another system. For example, if a transaction was imported from a 3rd party system this could be used to store the unique identifier from that system's transaction. Database Field: ERPx_APPoHeader.Reference
Requisition #	Identifies the (source) requisition number that the Purchase Order belongs to. This is not required and can be edited from the 'Requisition' field on the 'Home' tab of the Purchase Order Record View. This is always editable until the Purchase Order is 'Closed'. A purchase requisition is a document used to inform department managers, or the purchasing officer, of the decision to purchase so that the purchasing department can start the purchase ordering process. A requisition can have one or more Purchase Orders. Database Field: ERPx_APPoHeader.Requisition
Ship Via	Identifies how the purchase will be shipped. This is not required and can be edited from the 'Ship Via' field on the 'Home' tab of the Purchase Order Record View. This is always editable even after the Purchase Order is 'Closed'. Database Field: ERPx_APPoHeader.ShipVia
Site ID	Identifies the unique Site ID (warehouse ID) of the Site the transaction, shipment, item, or lot is associated with. This is not required and can be edited from the 'Site Name' field on the 'Home' tab of the Purchase Order Record View. This is always editable until the Purchase Order is 'Closed'. Sites represent Plants, Warehouses, Distribution Centers, or virtual objects that are used to store and/or maintain perpetual inventory balances. Database Field: ERPx_MFSite.SiteID, ERPx_APPoHeader.SiteSK
Source Transaction	Displays the Transaction ID of the originating transaction that the Purchase Order was created from. This is not required and will only display a value for Freight Purchase Orders that are automatically created from Inventory Transfers and Sales Orders and Returns. Database Field: ERPx_APPoHeader.SourceTransactionID
Status	Identifies the Status of the transaction. This is required and is always editable. The Statuses that apply to Purchase Orders 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. Closed Purchase Orders are only visible from the Purchase Order History and/or Purchase Order Item History inquiries. Database Fields: ERPx_APPOStatus.StatusName, ERPx_APPoHeader.POStatusSK
Transaction Class ID	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
Vendor Class ID	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 Purchased Order Record View. Because this defaults from the Vendor it is not editable on the transaction. Vendor Class IDs are used as a short description and unique identifier for Vendor Class records. 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

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Purchase Orders List View

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