Purchase Order Search screen in 4.0

Purchase Order Search screen (4.0)

The Purchase Order Search screen has two sections:

Purchase Order Search
Purchase Order List

Purchase Order Search screen:

Purchase Order Search section

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

Purchase Order Search screen → Purchase Order Search section:

Fields & Controls

Fields & Controls	Description
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 Number* assigned 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	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.
Product	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.
Status	None, or more, of the 'Purchase Order Statuses' may be selected. (Refer to the 'Purchase Order Statuses' table below.)
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	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.
	The 'Search' button uses the selected search criteria to populate the 'Purchase Order List' section.
	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.

Purchase Order Statuses

Status	Description
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 Items* can 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’.

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

Fields & Controls

Fields & Controls	Description
	Opens the 'Purchase Order Details' screen in the 'New' mode, to start a new Purchase Order. (Refer to the 'How To Create New Purchase Order' section on the 'Purchase Order Details screen in 4.0' wiki User Guide page.)
	Opens an existing Purchase Order in the 'Purchase Order Details' screen.
Hyperlinks	The 'Internal #' and '*E-PO #' columns are hyperlinked to the corresponding 'Purchase Order Details' screen*.
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.
	The List Page Controls provide the ability to navigate to the First, Previous, Next, Last, or Specific Page within the list view. - First Page - Previous Page - Specific Page - Next Page - Last Page

How To...

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

Create a New Purchase Order

The 'Purchase Order Search' screen is the starting point for creating a New Purchase Order.
New 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 button.
1. The 'Purchase Order Details' screen will open in 'New Purchase Order' mode.
2. (Refer to the 'How To Create New Purchase Order' section on the 'Purchase Order Details screen in 4.0' wiki User Guide page.)
  Click here to expand...

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

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'.
Click here to expand...
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.

To location Purchase Orders for a specific Product:

Click here to expand...

Enter the 'Line', *'Seq', and/or 'Description'*: OR,
Enter the 'Line' and/or 'Seq' to filter the *'Description'* drop-down list; OR,
Enter the Vendor's Product Code or Name; or, Product Alternate ID, or Synonym in the 'Description' field.
Product 'Alternate ID' or 'Synonym' (Refer to the 'Product Setup' screen → 'Product Details' tab → 'Alternate ID Definitions' section)
Vendor's 'Product #' or 'Product Name' (Refer to the 'Product Setup' screen → 'Product Details' tab → 'Default Vendor's Product Info' section)

To location Purchase Orders for a specific Status, enter one or more Purchase Order Statuses.
Click here to expand...
None, or more, of the 'Purchase Order Statuses' may be selected as search criteria.
(Refer to the 'Purchase Order Statuses' table above.)
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'.
Click here to expand...
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'.
To location Purchase Orders that have a Purchase Order Alert, enter an 'Alert'.
Click here to expand...
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.
(Refer to the 'How To Add Comment or Alert' section on the 'Purchase Order Details screen in 4.0' wiki User Guide page.)
Click the button to initiate the search.
Click the button to reset the search criteria.

VetView Wiki

Most recent releases of VetView: Version 5.0.2 and 4.2.8 Hotfix (Released 12/20/2024)