This screen is being updated to reflect version 1.6.1
The purchase order screen has three parts: The PO Search, the PO List, and the product list associated with a PO. You can create new POs or edit existing ones from this list.
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.
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.
If you click on a PO to select it, a list of all the products on the PO will be displayed below in the Product List. You can verify the contents of the PO without loading the entire thing in this way.
If you need to edit a PO that is New or Working, then select the line of the PO you wish to edit. It will be highlighted in blue. Click on the Edit button. Or double click the line of the PO.
When the PO loads, details about the selected PO will appear at the top.
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.
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.
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.)
POs will remain in the status of Sent until you indicate that the shipment has been Received.
To process a received shipment, search for POs in the status of Sent, and then select the line of the PO. Click on Go To Inventory Receiving to begin processing the shipment.
The Inventory Receiving screen will load. Products that were listed in the PO will load on the Inventory Breakdown.
Once all the items have been entered under the Inventory Breakdown, click on the Bos button at the top to process all the inventory updates.