Purchase Order report in 4.0
- Rick Eggleston (Unlicensed)
Purchase Order report (4.0)
The Purchase Order report has two sections:
- Purchase Order Details
- Purchase Order Items
- Purchase Order report:
Purchase Order Details section
This section contains the attributes that pertain to the Purchase Order.
- Purchase Order report → Purchase Order Details section:
| Field / Control | Description |
|---|---|
| Inventory Area | A logical or large physical area of the Hospital where inventory may be stored and used; such as, Pharmacy, Radiology, Oncology, Large Animal Hospital, etc. |
| 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.
|
| Contract | The 'Vendor Contract' field is a smart search that provides the ability to enter part of the Vendor's Contract Name or Number. As characters are typed, a short list of Contracts, that belong to the selected Vendor, 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, Alternate Product ID, Product Synonym, and/or part of the 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' may be applied to the search. Vendor and Purchase Order alerts are defined via the 'Alert Type Setup' screen, and can be added to a Purchase Order, and/or the Vendor that is associated with the Purchase Order.
|
Purchase Order Statuses
| Status | Description |
|---|---|
| New | This is the initial status of a Purchase Order that is created from the 'Product Reorder' screen or 'Purchase Order Details' 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'. After the Purchase Order reaches this status, the only fields that are editable are:
|
| 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’. After the Purchase Order reaches this status it is not editable. |
| Received | When all Purchase Order Items on the Purchase Order are received and/or partially canceled, the Purchase Order status transitions to ‘Received’. After the Purchase Order reaches this status it is not editable. |
| 'Search' button | Using the selected search criteria, populates the 'Purchase Order List' section. |
| '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 Items section
This section displays a list of Purchase Order Items.
- Purchase Order report → Purchase Order List section:
| Field / Control | Description |
|---|---|
| 'New PO' button | Opens the 'Purchase Order Details' screen in the 'New' mode, to start a new Purchase Order. After the required fields are populated, the 'Save' button can be clicked. When the new Purchase Order is saved, the 'Product List' section will appear.
|
| 'View PO' button | 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. |
| Page Controls | The Purchase Order List is retrieved in 'pages'. The Page Controls provide the ability to navigate to the next, previous, first, last, or specific page. |
| Field | Description |
|---|---|
| Vendor | A list of the existing vendors within your system. You can search by vendor name or keyword. |
 (Add Vendor) | Opens a dialog box to add a new vendor to the system. |
| Contract | Once an existing vendor has been selected, you can choose a specific contract with that vendor if one exists. |
| Internal #: | Automatically generated internal PO number, once this PO has been saved. |
| Requisition No: | Automatically generated requisition number, once this PO has been saved. |
| E-PO Number | Automatically generated E-PO number, once this PO has been saved. Only used for vendors set to generate Electronic POs. |
| Comments | Any comments about this specific purchase order. |
| PO Date | The date the PO will be saved as created in the system. Defaults to the current date, but can be set in the future if this PO may take a few days to build. |
| Delivery Date | The date you are requesting the vendor deliver the products by. |
| Status | All POs start out in New status until they have been Sent. The status in this field updates along with the progress of the PO. |
| Unit | The unit on behalf of whom this PO is being generated. |
| Direct Inquiries To | Any questions about this PO should be sent to this VetView User. |
| Charge Account | If the selected unit has an internal charge account, the account that the PO costs should be tracked against. |
| Delivery Contact | The VetView user who should be notified once this PO has been delivered. This may be a different person than the Direct Inquiries To personnel. |
| Delivery | Any additional comments about the delivery. |
| Costs | The estimated cost calculations of the purchase order. |
You can start filling this out, then click on the Save button to create the PO in the system. This PO will save in New status until you indicate that it has been sent.
Add New Vendor
If this PO is for a vendor that is not in your system, you can click on the green plus sign next to the Vendor field to add a new vendor on the fly.
| Field | Description |
|---|---|
| Vendor Name | The name of this vendor as it will be stored in the system. This should be the formal name that the vendor will be paid against. |
| Vendor Code | A short hand code for this vendor, such as an acronym or nickname. |
| Contact Name | The name of the sales associate at the vendor to whom any inquiries about this PO should be addressed at the vendor. |
| Address | The vendor's mailing and/or billing address, |
| Phone | The vendor's phone number. This may also be the phone number directly to the sales associate in charge of your hospital's account. |
| Fax | The vendor's fax number. |
| The vendor's email address. This may also be the email address of the sales associate in charge of your hospital's account. | |
| Comments | Any additional comments about this vendor. |
| Account No | The hospital's internal account number for the vendor. This will become a searchable field on the Vendor Search screen. |
| Accepts Credit Cards? | Indicates that this vendor will take a credit card. If this flag is not turned on, invoices must be paid through checks or alternate means. |
| Electronic POs | Indicates that this vendor accepts E-POs. |
Purchase Order Details
When a PO in New status has all the required details needed to be submitted, this screen will change on Save to show the Product List.
| Field | Description |
|---|---|
| Pick List | Opens a previously saved Inventory Pick List. Use this to check the existing inventory against items known to be needed by the unit, and quickly add those items to reorder. |
| Save as Pick List | Saves the current list of items as a new Inventory Pick List. This can speed up the process of reordering the most commonly used products by the unit. |
| Add Items Below Min Stock Quantity | Automatically fills in any items below the minimum stock quantity for the inventory area. Requires that the Min Stock levels be set under Product Setup. |
| Expand Inventory Details | Adds additional columns to the current item list to display the known Quantity on Hands, the Minimum Quantity, and the Pending Quantity. |
| Collapse Inventory Details | Hides the Qty on Hand, Min Qty, and Pending Qty columns. |
Add Vender's Known Products to PO Product List
The Product column has a search field and drop down menu that contains only the vendor's previously linked products.
You can select a product directly from this list to reorder it.
Link Existing product to Vendor
If the product exists in your system but is not yet associated with the vendor, you can link it to the vendor from this screen.
Click on the green plus sign next to the product search field to open the Add/Link Product to Vendor dialog box.
Choose Link Existing Product to Vendor and search for the Product. Fill out any of the details in Vendor Product Info.
| Field | Description |
|---|---|
Add New Product to VetView via PO Screen
If this is a brand new product that will need to be created in your system, you can use the Add/Link Product to Vendor form to Add New Product and create the product from scratch.
Print Purchase Order
When you have finished adding all the details, you can print a copy of the Purchase Order for records retention.
Purchase Order Tab (List of products)
For POs in Sent or Incomplete status, you can view the list of products requested in the PO, and modify the PO based on the actual status of the items.
Start New Receiving
This option will create a new Delivery tab.
Cancel Remaining Unreceived Items
If the remaining items on an Incomplete PO cannot be delivered, you may cancel them and leave the delivered items on the PO as they are.
You will be asked to confirm this step.
Expand/Collapse Inventory Details
This option is available for users who may be on smaller or larger screens. The button acts as a toggle.
Smaller screens can collapse the inventory details to see fewer columns.
Larger screens can expand the details to see additional columns.
Delivery Tab(s)
Each time Start New Receiving is clicked, a new Delivery tab for that date will appear.
You can add as many deliveries as it takes to receive the entire Purchase Order.
Each Delivery Tab has a place to enter the date, the Received By, and the items that were delivered.
| Field | Description |
|---|---|
Print Stocking Report
This report shows where each item in the PO delivery was ultimately stocked either manually or via Auto Stock.
Upload Packing Slip
Use this option to attach the vender's packing slip to the PO as part of the delivery. This can be any image or PDF file.
The packing slip can then be downloaded by clicking on its name.
Purchase Order Log (History)
This tab displays a running log of changes made against the Purchase Order since it was created.
Add to Log
This button allows you to add a note manually to the log.
You can also add a PO Alert on this tab. PO Alerts are created on the Alert Type Setup Tab.
The Purchase Order Alert becomes a searchable flag on the PO Search Screen.
VetView Wiki
Most recent releases of VetView: Version 4.1.3 Hotfix (Released 2/16/2024)