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Rick Eggleston

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

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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 SearchImage Modified



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 SearchImage Modified



Status


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Purchase Order Status drop-downImage Modified



PO Date
  • The '
Purchase Order Date' is the date on which the Purchase Order was Printed/Sent.
Received Date
  • The '
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-downImage Modified



Search buttonImage Modified

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

Reset buttonImage Modified

  • 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

This is the initial status of a

Expand
titlePurchase Order Statuses
StatusDescription
New
Include Page
About 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
    Status
    About Purchase Order Status


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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 buttonImage Modified

    (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 buttonImage Modified

    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 ControlsImage Modified

    • 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 buttonImage Modified - First Page
      • Previous Page List Page Control buttonImage Modified - Previous Page
      • Specific Page List Page Control buttonImage Modified - Specific Page
      • Next Page List Page Control buttonImage Modified - Next Page
      • Last Page List Page Control buttonImage Modified - Last Page



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    How To...

    Expand the following links to learn about specific functionality provided by this screen.

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

    Expand
    titleCreate a New Purchase OrderOrders

    Create

    a New

    Purchase

    Order

    Orders
    Anchor
    Create

    a New Purchase Order    		Create a New Purchase Order
    Purchase Orders
    can also be created via the 'Product Reorder' screen.

    To

    Create

    a New

    Purchase Orders

    :
  • Navigate to the 'Purchase Order Search' screen.
    • Click the New PO buttonImage Removed button.
  • The 'Purchase Order Details' screen will open in 'New Purchase Order' mode.
    • (Refer to the 'How To Create New Purchase Order' section on the 'Purchase Order Details screen in 4.0' wiki User Guide page.)   Expand'Purchase Order Search' screen - Create a new purchase orderImage Removed

    Include Page
    Create Purchase Order
    Create Purchase Order


    Expand
    titleEdit a Purchase OrderOrders

    Edit

    a

    Purchase

    Order

    Orders
    Anchor
    Edit

    a

    Purchase

    Order

    Orders
    Edit

    a

    Purchase

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

    To Edit a Purchase Orders:

  • Navigate to the 'Purchase Order Search' screen.
  • Search for, and select, a Purchase Order row.
    1. Click the View PO buttonImage Removed button; OR,
    2. Click the 'Internal #' or  'E-PO #' hyperlink; OR,
    3. Double-click the Purchase Order row. 
    • The 'Purchase Order Details' screen will open.(Refer to the 'How To Create New Purchase Order' section on the 'Purchase Order Details screen in 4.0' wiki User Guide page.)  
    Expand

    'Purchase Order Search' screen - Edit a purchase orderImage Removed

    Expand

    Orders

    Include Page
    Edit Purchase Order
    Edit Purchase Order


    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:

  • Navigate to the 'Purchase Order Search' screen.
  • The 'Inventory Area' field will be pre-populated with the User's 'Default Unit'.
    1. (Refer to the 'How To Edit Purchase Order Defaults' section on the 'Purchase Order Details screen in 4.0' wiki User Guide page.) 
  • Enter the 'Internal #' (University Purchase Order Number), 'Requisition #', or 'E-PO Number' to locate a specific Purchase Order.
    1. The complete number must be used - search by partial number is not allowed.
    • Enter any combination of the search criteria:

    To location Purchase Orders for a specific Vendor, enter the 'Vendor'.  

    Expand
    Section
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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.
    Column
    width40%

    Vendor smart searchImage Removed

    To location Purchase Orders for a specific Product:  

    ExpandEnter the 'Line', 'Seq', and/or 'Description': OR,'Purchase Order Search' screen - 'Product' field - Line Seq DescriptionImage RemovedEnter the 'Line' and/or 'Seq' to filter the 'Description' drop-down list; OR,'Purchase Order Search' screen - 'Product' field - Line Seq to filter DescriptionImage RemovedEnter the Vendor's Product Code or Name; or, Product Alternate ID, or Synonym in the 'Description' field.'Purchase Order Search' screen - 'Product' field - Vendor Code, Alt ID, or SynonymImage Removed

    Product 'Alternate ID' or 'Synonym'

    (Refer to the 'Product Setup' screen → 'Product Details' tab → 'Alternate ID Definitions' section)

    Image Removed

    Vendor's 'Product #' or 'Product Name'

    (Refer to the 'Product Setup' screen → 'Product Details' tab → 'Default Vendor's Product Info' section)

    Image Removed

    To location Purchase Orders for a specific Status, enter one or more Purchase Order Statuses.  

    Expand Section
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    Purchase Order Status drop-downImage Removed

    To location Purchase Orders that were Sent, or Received, on a specific date, or within a date range, enter the range of 'PO Dates' or 'Received Dates'. 

    Expand Section
    Column
    width50%
    • The 'PO Date' refers to the date when the Purchase Order was Sent; or, when the Purchase Order Status transitioned to 'Sent'
    • The 'Received Date' refers to the date when all of the Purchase Order Items were completely Received or Cancelled; or, when the Purchase Order Status transitioned to 'Received' or 'Cancelled'.
    Column
    width50%

    'Purchase Order Search' screen - 'Date' fieldsImage Removed

    To location Purchase Orders that have a Purchase Order Alert, enter an 'Alert'.  Expand Section
    Column
    width60%
    Column
    width40%

    Purchase Order and Vendor Alerts drop-downImage Removed

  • Click the Search buttonImage Removed button to initiate the search.

    • Click the Reset buttonImage Removed button to reset the search criteria.

    Include Page
    Search Purchase Orders
    Search Purchase Orders



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    Setup & Admin Guides
    Setup & Admin Guides
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