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Purchase Order Search screen (4.0)

The Purchase Order Search screen has two sections:

  1. Purchase Order Search
  2. Purchase Order List


  • Purchase Order Search screen:

Purchase Order Search screen

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Purchase Order Search section

This section provides the ability to search for existing Purchase Orders.

  • Purchase Order Search screen → Purchase Order Search section:
Expand
titleFields & Controls


Fields & ControlsDescription
Inventory Area

The Inventory Area (Hospital Unit) is a logical, or large physical area, of the Hospital where Inventory may be stored and/or used; such as, Pharmacy, Radiology, Oncology, Large Animal Hospital, etc.

The Inventory Area (Hospital Unit) for which the Purchase Order was prepared; and, the location where the Purchase Order Items were delivered.

Internal #

The 'University Purchase Order Number' is a reference identifier that can be assigned by the system, or by the user, to aid in finding Purchase Orders and Deliveries.

If User-defined, they may not always be unique, so the Vendor, and Purchase Order Date, may be needed for locating a specific Purchase Order.

If the 'Internal #' field is used to find a specific Purchase Order, the entire Purchase Order Number must be used - searching by partial Purchase Order Number is not allowed.

Requisition #

The 'Requisition Number' is a reference identifier that is usually assigned by the Electronic Procurement System when a Purchase Order is received and accepted.

If the 'Requisition #' field is used to find a specific Purchase Order, the entire Requisition Number must be used - searching by partial Requisition Number is not allowed.

E-PO Number

The 'Electronic Purchase Order Number' is a unique Purchase Order Numberassigned by the Electronic Procurement System.

If the 'E-PO Number' field is used to find a specific Purchase Order, the entire Electronic Purchase Order Number must be used - searching by partial Electronic Purchase Order Number is not allowed.

Vendor


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The 'Vendor' field is a smart search that provides the ability to enter part of the Vendor's Name.

As characters are typed, a short list of Vendors will be presented for selection.


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Vendor Smart Search



Product


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The 'Product' field is a smart search that provides the ability to enter the Product Line, Product Sequence Number, Vendor Product Code, Alternate ID, Synonym, and/or part of the VetView Product Name, or the Vendor's Product Name.

As characters are typed, a short list of Products will be presented for selection.


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Product Smart Search



Status


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None, or more, of the 'Purchase Order Statuses' may be selected.

(Refer to the 'Purchase Order Statuses' table below.)


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Purchase Order Status drop-down



PO DateThe 'Purchase Order Date' is the date on which the Purchase Order was Printed/Sent.
Received DateThe 'Received Date' is the date on which the Purchase Order Status transitioned to 'Received'.
Alerts


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A 'Vendor' or 'Purchase Order' Alert may be used as search criteria.

Vendor and Purchase Order alerts are defined via the 'Alert Type Setup' screen, and can be added to a Purchase Order, and/or the Purchase Order Vendor.


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Purchase Order and Vendor Alerts drop-down



Search button

The 'Search' button uses the selected search criteria to populate the 'Purchase Order List' section.

Reset button

The 'Reset' button clears all of the fields in the 'Purchase Order Search' section, and retrieves the new Purchase Order List with no search criteria.


Anchor
Purchase Order Statuses
Purchase Order Statuses

Expand
titlePurchase Order Statuses


StatusDescription
New

This is the initial status of a Purchase Order.

'New' Purchase Orders are created via the 'Product Reorder' screen, or the 'Purchase Order Search' screen.

Purchase Order Itemscan be added to Purchase Orders while it is in the 'New' status.

Sent

When the Purchase Order is sent or printed, the status transitions to 'Sent'.

Incomplete

When 'Receiving' is started, the status transitions to ‘Incomplete’.

Cancelled

When all Purchase Order Items are cancelled, the Purchase Order Status transitions to ‘Cancelled’.

Received

When all Purchase Order Items are Received and/or partially Canceled, the Purchase Order status transitions to ‘Received’.



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Purchase Order List section

  • This section displays a list of Purchase Orders that match the search criteria that was specified in the 'Purchase Order Search' section.
  • The list can be sorted by clicking the header of any of the columns.
  • Purchase Order Search screen → Purchase Order List section:

Purchase Order List section

Expand
titleFields & Controls


Fields & ControlsDescription

New PO button

(Refer to the 'How To Create New Purchase Order' section on the 'Purchase Order Details screen in 4.0' wiki User Guide page.)

View PO button

Hyperlinks
Last Updated
  • The 'Last Update Date' is the date on which the Purchase Order was last updated.
  • The update applies to any of the editable fields on the Purchase Order, including the 'Comments' and 'Delivery' fields, which can be updated while the Purchase Order is in the 'New', 'Sent', or 'Incomplete' status.
By
  • 'Updated By' is the User who made the last update to the Purchase Order.
  • The update applies to any of the editable fields on the Purchase Order, including the 'Comments' and 'Delivery' fields, which can be updated while the Purchase Order is in the 'New', 'Sent', or 'Incomplete' status.

List Page Controls

  • The List Page Controls provide the ability to navigate to the First, Previous, Next, Last, or Specific Page within the list view.
    • First Page List Page Control button - First Page
    • Previous Page List Page Control button - Previous Page
    • Specific Page List Page Control button - Specific Page
    • Next Page List Page Control button - Next Page
    • Last Page List Page Control button - Last Page



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How To...

Expand the following links to learn about specific functionality provided by this screen, tabs, and reports.

Expand
titleCreate a New Purchase Order

Create a New Purchase Order
Anchor
Create a New Purchase Order
Create a New Purchase Order

  • The 'Purchase Order Search' screen is the starting point for creating a New Purchase Order.


To Create a New Purchase Orders:



Expand
titleEdit a Purchase Order

Edit a Purchase Order
Anchor
Edit a Purchase Order
Edit a Purchase Order

  • The 'Purchase Order Search' screen is the starting point for editing a Purchase Order.


To Edit a Purchase Orders:



Expand
titleSearch for Purchase Orders

Search for Purchase Orders
Anchor
Search for Purchase Orders
Search for Purchase Orders

  • The 'Purchase Order Search' screen is the starting point for the Procurement Process.
  • Purchase Orders can be located using general, or specific, search criteria.
    • General Search Criteria:
      • Alerts
      • Inventory Area
      • Received Date
      • Product
      • Purchase Order Date
      • Purchase Order Status
      • Vendor
    • Specific Search Criteria:
      • E-PO Number
      • Requisition Number
      • University Purchase Order Number (Internal #)


To Search for Purchase Orders:



Insert excerpt
Setup & Admin Guides
Setup & Admin Guides
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