Purchase Order Lines History Inquiry

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 item on Open, Released and Closed Purchase Orders based upon the parameters set in the Search Filter criteriaThe purpose of this page is to view line items on Purchase Order transactions. 

(lightbulb) This list view also contains columns for each Attribute that is set up for the 'AP Purchasing' and 'Items' attribute types. Because these are user defined, they are not included in the default view but can be added a saved layout. AP Purchasing and Items attributes are not included in the help documentation.

Software Version: 2023.08.31 and newer

Page Header

Filter ItemsDescription
Auto Hide FiltersA non-required text box that defaults as checked and is used to determine if the Search Options should be hidden when the Inquiry runs or is refreshed.
  • When checked, each time the 'Refresh' button is clicked, the search options will be hidden, allowing for more rows of data to be visible on the page. This behavior is ideal for users that have entered their search parameters and want to see the results in full-screen. 
  • When unchecked, the search options will not be hidden when the 'Refresh' button is clicked. This behavior is ideal for users that need to run several searches with different search parameters.

Users can only change the default value of this setting with a custom search in the "Saved Searches" lookup. If you change the default setting but do not save it in a custom search, it will only remain this way while the page is opened.

Refer to this FAQ for advanced search options.

Auto Refresh on OpenA non-required text box that defaults as checked and is used to determine if the inquiry opens with or without data in the grid.
  • When checked, each time the page is opened, the search is run using the default parameters (or a 'Saved Search' if one was set as your default for the page) so the grid will be populated with data .  
  • When unchecked, the search is NOT run when the page opens and no data will be present until the 'Refresh' button is clicked. 

Users can only change the default value of this setting with a custom search in the "Saved Searches" lookup.

Refer to this FAQ for advanced search options.

Include

A lookup to assign one or more conditions you want included in your search. This lookup contains:

  • Open - displays all the Purchase Orders that are in an Open or Released status 
  • Closed - displays all the Purchase Orders that are in a Closed status
Ordered DateA text box to identify the method for selecting a date range, a specific date, or a min/max date.

For help on using this control refer to the FAQ Article /wiki/spaces/HELP/pages/3108732991.

 This is required to return results and defaults with a date range of the past 30 days.
Saved SearchesDisplays the saved searches lookup and related icons. This tool allows users to select previously saved search options, create a new set of search options, save changes to existing search options, forget/delete saved search options and/or assign a saved search option as the default for the page. Once changes are made to the search options, the user can click the Save Options icon and save the changes. Saving search options will also save the preferences for 'Auto Refresh on Open' and 'Auto Hide Filters'. The new search option can also be set as the default.  Default searches can be removed by clicking the 'Set as Default' button again when the current default search is selected.  

Refer to this FAQ for advanced search options.

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: 

  • Comment
  • PO #
  • Vendor ID
  • Vendor Name
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' Transaction 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 IconsDescription
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. 

(lightbulb) 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. 
More Actions

 Displays a drop down menu of related actions. The list of options includes:

  • IQ: PO Linked Lines - Opens an inquiry with all the Purchase Orders, AP Invoices, AP Credit Memos, and Inventory Receipts with this Purchase Order Item assigned.  
  • RV: Transaction: Opens the Purchase Order Record View for the selected transaction.
  • 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 " This is only applicable to Purchase Orders that were auto created from an Order, Return, or Transfer." will be displayed.
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. 

(lightbulb) 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.

Search Options Toggles between displaying and hiding the Search Options portion of the page.

Fields

Description
CheckboxUsed to select one or more records to perform an action, such as Mass Update, More Actions, or Delete.
Amt. Ordered

Identifies the extended amount of the Purchase Order Item. This is required and can only be edited by changing either the 'Qty Ordered' or the 'Price' of a line item on the Items Grid of the Purchase Order Record View. It is calculated as [Qty Ordered] * [Price] and is formatted to 2 decimal places. This is editable until the Purchase Order is 'Closed'.

Database Field: ERPx_APPoLine.ExtendedAmount

AP Amt. Fully invoiced


Identifies whether the 'Amt. Ordered' of the 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) and 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 extended amount of the line item that has been included on "Posted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to 2 decimal places.

(lightbulb) When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are posted, this value is updated.

Database Field: ERPx_APPoLine.InvoicedAmount

AP Amt. Remaining


Identifies the dollar amount of the line item 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 either the 'Qty Ordered' or the 'Price' of a line item on the Items Grid of the Purchase Order Record View or by entering and/or posting AP Invoices/Credit Memos that are linked to this item. It is calculated as [Amt. Ordered] - [AP Amt. Posted] - [AP Amt. Unposted] and is formatted to 2 decimal places. This is editable until the Purchase Order is 'Closed'.

This is a calculated field that is not stored in the database.

AP Qty Fully Invoiced


Identifies whether the 'Qty Ordered' of the 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) and 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 not stored in the database.

AP Qty Posted


Identifies the quantity of the line item that has been included on "Posted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to the Item's 'Unit Decimals' or 'Weight Decimals' depending on the Item's UOM.

(lightbulb) When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are posted, this value is updated.

Database Field: ERPx_APPoLine.InvoicedQty

AP Qty Remaining


Identifies the quantity of the line item 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 a line item on the Items Grid of the Purchase Order Record View or by entering and/or posting AP Invoices/Credit Memos that are linked to this item. It is calculated as [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 a calculated field that is not stored in the database.

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 the Item's 'Unit Decimals' or 'Weight Decimals' depending on the Item's UOM. It is calculated as [IM Qty Posted] - [AP Qty Posted].

  • A zero value means there is no difference between the 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