Purchase ➔ Reports ➔ Purchase order
You can perform some tasks such as retrieving the purchase order, notes, and attachment, and exporting the overview to the Microsoft Excel spreadsheet for the purpose of reporting.
The information in this document is applicable to product update 404 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: The Complete button is available only if you have selected the Purchase units option at Show, and the None option at Group by under the General section at Purchase ? Reports ? Purchase order, and it is enabled only if the selected purchase order has not been completed. For more information, see Generating purchase order reports.
Keep in mind: The Note button is enabled only if a purchase order with notes is selected.
Keep in mind: The Attachment button is enabled only if a purchase order with attached documents is selected.
The overview shows per purchase order information such as the purchase order number, the supplier account number, indication of note and attachment, the purchase order authorization status, the purchase order description, the purchase order date, the ordered quantity, ordered amount in foreign currency, received amount in foreign currency, and other details. You can choose the information to be displayed by customizing the columns.
Note: It is possible that not all the columns in the overview are displayed. You can add or delete columns as required. For more information, see Inserting and deleting columns.
The process flow displays the statuses of the purchase orders by displaying the date the process was completed, and a green check mark at the respective process. The process flow also allows you to process the purchase orders by clicking on the processes. For example, if you want to authorize the selected purchase order, click Authorize.
Note: The process flow can be clicked only if a purchase order is selected from the report, whereby the first column of the report is PO.
A green check mark and a date on this process flow indicate that the selected purchase order has been created on the displayed date.
A green check mark and a date on this process flow indicate that the selected purchase order has been authorized on the displayed date. A red cross indicates that the purchase order has not been authorized. For more information, see Authorizing purchase and RTV orders.
Note: This is displayed only if the authorization is made mandatory as specified in the Purchase settings at System ? General ? Settings.
A green check mark and a date on this process flow indicate that the selected purchase order has been processed (printed) on the displayed date. A red cross indicates that the purchase order has not been processed. For more information, see Printing and processing purchase orders.
A green check mark and a date on this process flow indicate that the items in the selected purchase order have been received on the displayed date. A red cross indicates that the items in the purchase order have not been received. For more information, see Receiving purchase orders.
A green check mark and a date on this process flow indicate that the selected purchase order has been invoiced on the displayed date. A red cross indicates that the purchase order has not been invoiced. For more information, see Creating and maintaining purchase journal entries.
Click this to complete the selected purchase order. Once you have clicked this button, a message "Completed" will be displayed, and the check box for the purchase order in the Completed column in the overview will be selected.
Note: This button is available only if you have selected the Purchase units option at Show, and the None option at Group by under the General section at Purchase ? Reports ? Purchase order, and it is enabled only if the selected purchase order has not been completed. For more information, see Generating purchase order reports.
Click this to view and/or edit the note of the selected purchase order. For more information, see Creating and maintaining notes.
Note: This button is enabled only if a purchase order with notes is selected.
Click this to view the documents that are attached to the selected purchase order. For more information, see Overview of attached documents.
Note: This button is enabled only if a purchase order with attached documents is selected.
Click this to export the report to a Microsoft Excel sheet.
Click this to view and/or edit the selected purchase order. For more information, see Creating and maintaining purchase orders.
Note: This button is enabled only if a purchase order is selected.
Click this to exit.