Page Comparison

This screen is being updated to reflect version 1.6.1

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A PDF guide to Purchase Order and Inventory Receiving is available for download but this guide is based on version 0.9.7 and thus may not reflect current functionality in the system.

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The search allows you to find existing POs by looking for specific criteria, such as the products on the PO or the date entered, or the status. Thus you can find any outstanding POs quickly to begin working on them.

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Field	Description
Univ. PO Number	If your organization assigns a PO number through an external system used university-wide, you can search for that number using this field.
E-PO Number	If your organization assigns a PO number through an external electronic system, you can search for that number using this field.
Requisition #	Searches for POs using the requisition number if or organization uses those for tracking.
Vendor	Searches for POs by specific vendor. All POs containing that vendor will appear.
Contract	Searches for POs by a vendor's contract.
Product	Searches for POs containing specific products, either by line and sequence, or by a specific keyword.
PO Date	Searches for POs during a specific date range, or based on a before or after date.
Last Update	Searches for POs that were changed during a specific date range, or based on a before/after date
Status	Searches for POs based on the status. Choices between Cancelled, Failed, Incomplete, New, PO Printed, Received, Sent, or Working.
Date Recieved	Searches on POs that are in statuses later than New or Working based on the Date Received, either between, before, or after.
Tags	Searches for POs with specific tags. You can choose to Match One or Match All.

Purchase Order List

The PO list contains all the POs that match your selected search criteria. You can sort all the columns on this list. In the example below, the POs have been sorted by date.

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When the PO loads, details about the selected PO will appear at the top.

Purchase Order Details

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Field	Description
Univ. PO Number	If your university has an external system to assign PO numbers, the assigned number can be entered here.
Requisition Number	If your organization uses requisition numbers, it can be entered here.
E-PO Number	If your organization uses E-PO Numbers, it can be entered here.
Vendor	Select the vendor that this PO will be sent to. If the vendor does not exist yet, click on the Add button to create a new one.
Contract	For existing vendors, select the contract that this PO will use, if any exist.
Comments	Any specific comments about this PO that may be helpful. For example, if there is a product not usually ordered from this vendor, you can explain why. ("Ordering this item because the preferred vendor is backordered." Or "Order of this item was approved by departmental manager.")
Delivery	Instructions to the vendor for delivery.
PO Date	Date the PO was created in VetView, either manually using the New PO button, or from the Product Reorder screen.
Delivery Date	Date that a PO was recieved.
Status	Current status of the PO. A new PO will become Working status the first time it is edited.
Unit	The inventory unit to which this PO will be delivered initially.
Direct Inquiries To	The user in VetView who is responsible for answering questions regarding this PO.
Delivery Contact	The user in VetView who is responsible for accepting the delivery.
Charge Account	If there is a charge account in the system to which this PO should be added, it is listed here.
Line Item Totals	A quick summary of the expected total invoice cost for the PO, and any discrepancies from the actual cost when it is received.

Purchase Order Details List

A list of the items currently on this Purchase order will be displayed, along with the ability to edit the items or add and remove them.

A full PO may look something like this.

If no items have been added yet, you can begin filling in the information.

Note that this screen works best on a minimum of 1920x1080. Smaller screens will display a scroll bar on the bottom to accommodate the large number of columns.

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Field	Description
Product Select	Search for a product by line, sequence, or product name.
Default Vendor	If the selected product has a default vendor, it will appear here.
Sales Qty	The sales quantity for the selected item, e.g. 1 tablet or 1 box.
Sales Unit	The unit to describe the product as it is sold.
Sales to Stock	The ratio for how a product is sold on a patient order versus how it is stocked in the inventory system. 1000 tablets in 1 bottle.
Stock Unit	The unit to describe the product as it is stocked in inventory - one bottle, one case, one pallet.
Stock to Order	The ratio of how a product is stocked in inventory versus how it must be ordered from a vendor. 5 bottles may be sold in a package.
Order Qty	The quantity of the item as it is ordered from the vendor.
Order Unit	The unit to describe the product as it is ordered from the vendor - one cate, one package, 10 bags.
Order Unit Cost	The cost of the individual order unit from the vendor.
Extended Cost	Any additional charges needed for this product as defined under product setup.
Status	The status of the specific product on the purchase order.
Comments	Any comments about this specific product.

Modify the order quantities by changing the values directly in the order Qty column. The costs will update in real time to reflect the changes.

To adjust the current inventory levels, click on the green plus button. To modify the product setup, click on the yellow grid.

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When you have finished working on a PO and it is ready to be submitted, click on Print to load the PO report, Send PO / Mark as Sent to change the status, and the Save button to save any changes.

The first time you Save the PO, it will change from New to Working. A PO will not change to Sent until you click on the Send button. Depending on your university's PO system, this may contact a third party system integrator to process the PO and send to your central procurement (e.g. Rhapsody.)

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Versions Compared

Old Version 6

New Version Current

Key

Purchase Orders

Purchase Order Search

Purchase Order List

PO Product List

PO History

Edit PO

Purchase Order Details

Purchase Order Details List

Send PO / Mark As Sent

Inventory Receiving

Inventory Definition

Post Inventory to System