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

This functionality is new as of version 4.0.

The Status of a Purchase Order indicates where it is in the Procurement Process; and, it dictates what functionality is available on the ‘Purchase Order Details’ screen.

Following is a list of the 5 Purchase Order Statuses:

Status	Description
Cancelled	When all Purchase Order Items are cancelled, the Purchase Order Status transitions to ‘Cancelled’. After the Purchase Order reaches this status it is not editable. Refer to Cancel Ordered Quantity.
Incomplete	When 'Receiving' is started, the status transitions to ‘Incomplete’. Refer to Add Delivery.
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. Refer to Create Purchase Order.
Received	When all Purchase Order Items are Received and/or partially Canceled, the Purchase Order Status transitions to ‘Received’. After the Purchase Order reaches this status it is not editable. Refer to: Add Delivery Cancel Ordered Quantity.
Sent	When the Purchase Order is sent or printed, the status transitions to 'Sent'. Refer to Send Purchase Order.

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.

Create Purchase Orders

This functionality is new as of version 4.0.

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.

In order to have access to Create Purchase Orders:

One of the following must apply:

The User is assigned to the Destination Inventory Area (Hospital Unit), and has the 'Purchase Order' Elevated Privilege; OR,
The User is a member of a Security Role that is assigned to the Destination Inventory Area (Hospital Unit), and has the 'Purchase Order' Elevated Privilege.
Refer to:
- About Elevated Privileges
- Configure Inventory Elevated Privilege

To Create a New Purchase Order:

Navigate to the 'Purchase Order Search' screen.
Click the 'New PO' button.
1. The 'Purchase Order Details' screen will open in 'New Purchase Order' mode.
Also refer to:

Edit Purchase Orders

This functionality is new as of version 4.0.

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

In order to have access to Edit Purchase Orders:

One of the following must apply:

The User is assigned to the Destination Inventory Area (Hospital Unit), and has the 'Purchase Order' Elevated Privilege; OR,
The User is a member of a Security Role that is assigned to the Destination Inventory Area (Hospital Unit), and has the 'Purchase Order' Elevated Privilege.
Refer to:
- About Elevated Privileges
- Configure Inventory Elevated Privilege

To Edit a Purchase Orders:

Navigate to the 'Purchase Order Search' screen.
Search for Purchase Orders with Status = ‘New’.
1. Refer to Search Purchase Orders.
Select the row that represents the Purchase Order to be edited.
Click the 'View PO' button; OR,
Click the 'Internal #' or 'E-PO #' hyperlink; OR,
Double-click the row.
The 'Purchase Order Details' screen will open.
1. Refer to How-To Manage Purchase Orders.

Search for Purchase Orders

This functionality is new as of version 4.0.

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 Configure Purchase Order Defaults for User.
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 - searching by partial number is not allowed.
Enter any combination of the search criteria:
1. To location Purchase Orders for a specific Vendor, enter the 'Vendor'.
  1. The 'Vendor' field is a smart search that provides the ability to enter part of the Vendor's Name.
  2. As characters are typed, a short list of Vendors will be presented for selection.
2. To location Purchase Orders for a specific Product:
  1. Enter the Line Number, Sequence Number, and/or Product Description: OR,
  2. Enter the Line Number and/or Sequence Number to filter the 'Description' drop-down list; OR,
  3. In the ‘Description’ field, enter the:
    1. Product Alternate ID or Synonym
      1. Refer to How to Create Alternate IDs for Hospital Products.
    2. Vendor's Product # or Product Name
      1. Refer to the 'Product Setup' screen → 'Product Details' tab → 'Default Vendor's Product Info' section.
3. To location Purchase Orders for a specific Status, enter one or more Purchase Order Status.
  1. None, or more, of the 'Purchase Order Statuses' may be selected as search criteria.
  2. Refer to About Purchase Order Status.
4. 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'.
  1. The 'PO Date' refers to the date when the Purchase Order was Sent; OR, when the Purchase Order Status transitioned to 'Sent'
  2. 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'.
5. To location Purchase Orders that have Alerts, enter an 'Alert'.
  1. Vendor and/or Purchase Order Alerts may be used as search criteria.
  2. Refer to Add Purchase Order Comments & Alerts and Configure Purchase Order Alert Types.
6. Click the ‘Search’ button to initiate the search.
7. Click the ‘Reset’ button to reset the search criteria.

VetView Wiki

Most recent releases of VetView: Version 4.2.5 Hotfix (Released 10/31/2024)