Search for Purchase Orders

• 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:

1. Navigate to the 'Purchase Order Search' screen.

2. The 'Inventory Area' field will be pre-populated with the User's 'Default Unit'.

   1. Refer to Edit Purchase Order Defaults.

3. 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.

4. 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', 'Seq', and/or 'Description': OR,

         

      2. Enter the 'Line' and/or 'Seq' to filter the 'Description' drop-down list; OR,

         

      3. In the ‘Description’ field, enter the:

         

         1. Product 'Alternate ID' or 'Synonym'

            

            1. Refer to the 'Product Setup' screen → 'Product Details' tab → 'Alternate ID Definitions' section.

         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 the 'Purchase Order Statuses' table above.)

   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 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.