Purchase Order Search screen
- Cathy Allison
- Rick Eggleston (Unlicensed)
Owned by Cathy Allison
Click the 'Navigation' button on the VetView button bar at the top of the screen
Click the 'Purchase Orders' hyperlink.
The availability of menu items is controlled by privileges that are assigned to each user, so the 'Navigation Menu' will not look the same for all users.
Search for Purchase Orders.
Screen
This is the Purchase Order Search screen.
Mockups
Following is a list of mockups for this screen:
Specs
Fields and Controls
The following table lists all of the fields and controls found on this screen. The fields and controls are grouped by their location on the screen; for example, buttons on a 'section' or columns in a 'data grid'. Use the controls at the top of the table to change the sort, grouping, and row height. To see more of the cell content, click on the cell expansion control located at the top-right corner of a selected cell.
Privileges
Definitions
How To...
Create a New Purchase Order
- Navigate to the 'Purchase Order Search' screen.
Click the 'New PO' button.
The 'Purchase Order Details' screen will open.
Refer to the 'Purchase Order Details' screen to complete the purchase order.
Search for Purchase Orders
Navigate to the 'Purchase Order Search' screen.
- Enter search criteria (refer to the 'Purchase Order Search screen' image below).
- Partial values can be entered to retrieve purchase orders based on broad criteria.
- The 'Univ. PO Number', 'E-PO Number', and 'Requisition #' fields accept alphanumeric values.
- The 'Vendor', 'Contract', and 'Requested By' drop-down lists are searchable. As characters are typed, the lists begin to retrieve matching values.
- The Product 'Line', 'Seq'uence Number, and 'Description' are searchable. As characters are typed in the Description drop-down list, the list begins to populate with product names that match. If values are entered into the 'Line' or 'Seq' field, the 'Description' drop-down list will be limited to products that belong to the line number and/or sequence number. Depending on the number of possible products, the 'Description' drop-down list populates more quickly if the 'Line' and/or 'Seq' fields are entered first.
- The 'PO Date', 'Last Updated', and 'Date Received' fields are calendar pickers. The date can be either typed, or if the
(calendar) button is clicked, a calendar will appear from which the date can be selected. - 'Status' is a system-defined list of values that refer to the status of the purchase order as it progresses through the product acquisition process (refer to Inventory and Accounting Definitions - Purchase Order Status):
- New or Working - the initial status.
- Sent or PO Printed - the purchase order has been transmitted electronically, or printed.
- Failed - the purchase order has failed the validation process after it was 'Sent'.
- Incomplete - only some of the items on the purchase order have been received (refer to Inventory and Accounting Definitions - Purchase Order Item Status)
- Received - all items on the purchase order have been received.
- Cancelled - the purchase order was cancelled after it was 'Sent' or 'Printed'.
- 'Tags' is a searchable list of user-defined values that exist for all users and all purchase orders. They are defined, or selected, using the 'Purchase Order Details screen' screen while entering a new purchase order. Any number of tags can be selected as search criteria. The drop-down field can be used to specify 'Match All' or 'Match One' tag while searching. If 'Match All' is selected, only purchase order containing all selected tags will be retrieved; whereas if 'Match One' is selected, purchase orders containing one or more of the selected tags will be retrieved.
- Enter search criteria (refer to the 'Purchase Order Search screen' image below).
Select the purchase order to be viewed or edited.
- Select a row in the 'Purchase Order List' to see a list of the purchase order items in the 'Product List'.
- The list can be sorted by clicking on the column heading for all of the columns - except for the 'Comments' column.
- Clicking the 'Product' hyperlink will navigate to a new tab containing the 'Product Setup Process' screen for the selected product.
- When the cursor is hovered over the
(info dot), a list of the last purchase orders will be displayed.
- Select a row in the 'Purchase Order List' to see a list of the purchase order items in the 'Product List'.
Click the 'Edit' button.
- You can also double-click the row.
- The 'Purchase Order List' displays the purchase orders that match the search criteria.
- The list can be sorted by clicking on any of the column headings - except for the 'Comments' column.
- Clicking the 'Univ. PO #' or 'Vendor' hyperlinks will navigate to a new tab containing the 'Purchase Order Details' screen, or the 'Vendor Information screen' screen, respectively.
Print or Send a Purchase Order
- Print a Purchase Order:
From the 'Purchase Order Details screen' screen, click the
('Print') button to print the purchase order.- When the purchase order preview window is closed, you will be prompted to confirm that the purchase order printed correctly. If the
('Yes') button is clicked, the status of the purchase order will be updated to 'PO Printed'; if the 
('No') button is clicked, the status of the purchase order will remain 'Working' and the purchase order can be edited and printed or sent again.
- Send a Purchase Order:
- From the 'Purchase Order Details screen' screen, click the
('Send E-PO/Mark as Sent') button to send the purchase order.- For colleges that interface with the University procurement system electronically, using this option will transmit the purchase order to the procurement system. The procurement system will typically return a 'Requisition Number' when the purchase order is received successfully; if it fails, a 'Failed' status will be received. When the purchase order is processed, the 'E-PO Number' will be received from the procurement system. The 'Failed' status will update the purchase order status to 'Failed'; in which case, the purchase order can be corrected and re-transmitted.
- From the 'Purchase Order Details screen' screen, click the
Purchase Order Status
Purchase Orders will update to 'PO Printed' or 'Sent' status after they are successfully printed or sent via the interface.