Purchase Order Details screen in 4.0

Purchase Order Details screen

The 'Purchase Order Details' screen has two sections. The second section depends on the Purchase Order Status:

Section 1:
1. 'Purchase Order Details'
Section 2:
1. 'Product List' (Status is 'New')
2. Tabs (Status is not 'New'):
  1. 'Purchase Order'
  2. 'Delivery'
  3. 'Purchase Order Log'

Purchase Order Details screen (Status is 'New'):

Purchase Order Details screen (Status is 'New')

Purchase Order Details screen (Status is not 'New'):

Purchase Order Details screen (Status is not 'New')

Purchase Order Details section

This section contains the attributes that pertain to the Purchase Order.
Purchase Order Details screen → Purchase Order Details section:

Fields & Controls

Fields & Controls	Description
	The 'Back to Search' button returns to the 'Purchase Order Search' screen using the previous search criteria - with the exception of the 'Status' and 'Alerts' fields. If there are unsaved changes on the current Purchase Order, a warning message will appear.
	The 'Print' button opens the 'Purchase Order' report. (Refer to 'Print Purchase Order Report' link in the 'How To Create New Purchase Order' section below)
	The 'Send E-PO/Mark as Sent' button is used when the Purchase Order Items are complete, and the Purchase Order is ready to be printed, or sent via the Electronic Procurement System. After a confirmation message, the Purchase Order Status is transitioned to 'Sent'. Refer to Send Purchase Order.
	The 'Delete PO' button is available once a 'New' *Purchase Orders* is saved. It is only available when the Purchase Order Status is 'New'. After confirmation, the Purchase Order will be deleted, and the 'New Purchase Order Detail' screen will be presented. (Refer to 'Delete Purchase Order' link in the 'How To Create New Purchase Order' section below)
	The 'Save' button is available when the Purchase Order Status is not 'Received' or 'Cancelled'. It is used to save changes to the editable fields in the 'Purchase Order Details' section, 'Purchase Order' tab, or 'Delivery' tab.
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.
(Add Vendor)	The 'Add Vendor' icon is available when the Purchase Order Status is 'New'. It provides access to the 'Add Vendor' dialog, which provides the ability to add a *Vendor* on-the-fly. Care must be taken to avoid adding a duplicate Vendor. (Refer to 'Create New Vendor On-The-Fly' link in the 'How To Create New Purchase Order' section below)
(Vendor Information)	The 'Vendor Information' icon is used to access a popup that displays the primary contact information for the selected *Vendor.* It also provides a hyperlink to the 'Vendor Information' screen.
Contract	The 'Vendor Contract' field is a smart search that provides the ability to enter part of the *Vendor's Contract Name,* or Contract *Number. As characters are typed, a short list of Contracts, that belong to the selected Vendor,* will be presented for selection.
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. (Refer to 'Edit Purchase Order Defaults' link in the 'How To Create New Purchase Order' section below)
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. (Refer to 'Edit Purchase Order Defaults' link in the 'How To Create New Purchase Order' section below)
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. (Refer to 'Edit Purchase Order Defaults' link in the 'How To Create New Purchase Order' section below)
Comments	The '*Comments' field provides the ability to add a short note about the Purchase Order* in general. The Comments note is displayed on the 'Purchase Order' report. Comments and Alerts can also be added to a Purchase Order via the 'Purchase Order Details' screen → 'Purchase Order Log' tab. The 'Comment'* field on the Purchase Order, and the Purchase Order Log Comments, are not the same type of comment.* (Refer to 'Add Comment or Alert' link in the 'How To View Purchase Order Log' section below)
PO Date	The 'Purchase Order Date' is the date on which the *Purchase Order* was Printed/Sent.
Delivery Date	The 'Delivery Date' is the date on which delivery is desired.
Status	None, or more, of the 'Purchase Order Statuses' may be selected as search criteria. (Refer to the 'Purchase Order Statuses' table below.)
Unit	The Hospital Unit (Inventory Area) for which the *Purchase Order* has been prepared; and, to whom the Purchase Order Items will be delivered. The '*Unit' will be automatically populated based on the User's* '*Default Unit' selected via the 'Users Account & Employee Record' screen → 'Hospital Options' tab → 'Hospital Options' section. (Refer to 'Edit Purchase Order Defaults' link in the 'How To Create New Purchase Order' section below*)
Direct Inquires To Charge Account Delivery Contact	These three fields will be automatically populated based on the selected 'Unit', and the *Purchase Order Defaults* that have been defined via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'PO Defaults' subtab. The '*Charge Account' and 'Delivery Contact' will appear on the 'Purchase Order' report. (Refer to 'Edit Purchase Order Defaults' link in the 'How To Create New Purchase Order' section below*)
Delivery	The '*Delivery' field provides the ability to add a short note about the Purchase Order* delivery. The Delivery note is displayed on the 'Purchase Order' report.
(Purchase Order Total)	The 'Purchase Order Totals' icon provides access to the 'Purchase Order Total' popup, which displays the total *'Ordered',* 'Received', and 'Outstanding' amounts. The 'Outstanding' amount is the difference between '*Ordered' and 'Received' amounts. (Refer to 'View Purchase Order Totals' link in the 'How To Create New Purchase Order' section below*)
Costs	The 'Item Total' reflects the total dollar amount of the *Purchase Order Items* that have been Received. The 'Shipping & Handling' field is editable, and provides the ability to capture the amount that was charged for shipping and handling on the invoice. The 'Taxes' field is editable, and provides the ability to capture the amount that was charged for taxes on the invoice. The 'Purchase Order Total' reflects the total dollar amount of the *Purchase Order Items* that have been Received, plus the '*Shipping & Handling' and 'Taxes'. (Refer to 'Add Shipping, Handling, and Tax' link in the 'How To Create New Purchase Order' section below*)

Purchase Order Statuses

Status	Description
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 the 'How To Create New Purchase Order' section below)
Sent	When the *Purchase Order* is sent or printed, the status transitions to 'Sent'. When the Purchase Order is in this status, the '*Start New Receiving' button is available. After the Purchase Order* reaches this status, the only fields that are editable are: '*Comments' 'Delivery' 'Delivery Date' 'Shipping & Handling' 'Taxes' Refer to Send Purchase Order.*
Incomplete	When '*Receiving' is started, the status transitions to ‘Incomplete’. Refer to Receive Inventory Deliveries.*
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.
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 Receive Inventory Deliveries.

Product List section

Limited to 'New' status

This section is only available when the Purchase Order Status is 'New'.

Purchase Order Details screen → Product List section (Status is 'New'):

Fields & Controls

Fields & Controls	Description
	The '*Picklist' button provides access to the 'Add Picklist Items' dialog. In order to access a Picklist* from the 'Purchase Order Details' screen: If the *Picklist* was created using the 'Save as Picklist' button: The *User* who is attempting to access the *Picklist, must be the User* who created the Picklist; and, The Picklist Items must already be linked to the *Purchase Order Vendor. If the Picklist* was created via the 'Product Setup' screen → 'Billing / Inventory Picklist Setup' tab: The '*Picklist Type' must be 'Inventory Pick List'; and, The Picklist Items* must already be linked to the **Purchase Order Vendor**.
	The '*Save as Picklist' button provides the ability to create a Private Picklist* containing the Purchase Order Items that exist at the time the Picklist is saved. Refer to Create Private Picklist On-The-Fly. Picklists created in this manor are 'Private' - the User who created the Picklist will be the only User who can access it. As of VetView 4.0, these Private* Picklists are not editable, and cannot be deleted.*
	The '*Add Items Below Min Stock Qty' button provides the ability to quickly add Products* with Available Inventory Quantities that are equal to, or less than, the 'Minimum Stock Quantity'. Minimum Stock Quantity is assigned to the Product, for each *Inventory Location* that contains Inventory for the Product. Refer to Add Items Below Min Stock.
	The 'Expand Inventory Details' and 'Collapse Inventory Details' button are toggles - when 'Expand Inventory Details' is clicked, it turns into 'Collapse Inventory Details', and visa versa. On the 'Purchase Order Details' screen for a 'New' Purchase Order, 'Inventory Details' refers to the following three columns in the 'Product List' section. When the *Inventory Details* are '*Collapsed', the following columns will be hidden: 'Qty on Hand'* *'Min Qty'* 'Pending Qty'
Item	The 'Item' column displays the *Purchase Order Item Number. This number is assigned as the items are added to the Purchase Order. For easy reference, the Item Number* will remain the same for each Purchase Order Item when displayed on the 'Purchase Order' report, and the 'Delivery' tab.
Line-Seq	The VetView Product Line Number and *Sequence Number. These may be repeated on a Purchase Order, as long as they correspond to different Vendor Product Offerings. (Refer to the 'Add Purchase Order Items' link in the 'How To Create New Purchase Order' section below.)*
Product	The *VetView's Product Name. (Refer to the 'Add Purchase Order Items' link in the 'How To Create New Purchase Order' section below.)*
(Product Details)	The 'Product Details' icon provides access to the 'Product Details' popup, which displays details pertaining to the selected Product: Product Number, Name, and Description Default Sales and Stock Cost Default S:St Ratio Default Vendor Vendor's Name Vendor's Product Number Vendor's Product Name Manufacturer Vendor's Product Order Cost Vendor's Product St:O Ratio
Vendor Product	The Vendor Product Code and *Vendor Product Name* of the selected *VetView Product. For a single VetView Product, a Vendor* may offer variations of the Product to facilitate differences in: Vendor's Product Code Vendor's Product Name Stock Unit Order Unit S:St ratio St:O ratio Unit Cost Manufacturer NDC Number Each Vendor Product* Offering may be used only once on a Purchase Order. An error message will appear if a duplicate is added.*
Qty on Hand	The current inventory quantity for the Hospital Unit (Inventory Area), expressed in *Sales Units. This field is hidden when the 'Collapse Inventory Details' button is clicked.*
Min Qty	The *Minimum Quantity* (also known as '*Par Level') to be held in inventory for the Inventory Location* and Product. This field is hidden when the 'Collapse Inventory Details' button is clicked. (Refer to the 'Edit Minimum Quantity' link in the 'How To Create New Purchase Order' section below.)
Pending Qty	The Ordered Quantity (expressed in *Sales Units), on Purchase Orders* that have not yet been Received. The Purchase Order Status is either 'Incomplete' or 'Sent'. Pending Quantity = Ordered Quantity - Cancelled Quantity - Received Quantity This field is hidden when the 'Collapse Inventory Details' button is clicked.
Sales Qty	A calculated field based on the *'Ordered Qty'* divided by the Vendor's S:St and St:O ratios. (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.)
Ordered Qty	The desired quantity, expressed in the *Vendor's Order Units. (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.)*
Unit Cost	The *Vendor's Cost* per *Order Unit. (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.)*
Total Cost	A calculated field based on the 'Unit Cost' multiplied by the 'Order Qty'.
Comment	A note that may be attached to the Purchase Order Item for future reference. This field is not currently displayed on any other screen or report, but may be available to display on custom reports.
	The Product List Item context menu provides the following options: 'Go To Product Setup' - navigates to the 'Product Info' screen. 'Vendor Product Details' - provides access to the 'Vendor Product Details' dialog. (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.) 'Create Alternate Vendor Product' - provides access to the 'Add / Link Product to Vendor' dialog. Refer to Create Product On-The-Fly. 'View Purchase History' - provides access to the 'Purchase Order History' dialog. (Refer to the 'View Purchase Order History' link in the 'How To Create New Purchase Order' section below.) 'Delete Item' - after confirmation, will delete the current Purchase Order Item row. (Refer to the 'Delete Purchase Order Item' link in the 'How To Create New Purchase Order' section below.)

Purchase Order tab

Limited to 'Cancelled', 'Incomplete', 'Received', or 'Sent' status

This tab is only available when the Purchase Order Status is 'Cancelled', 'Incomplete', 'Received', or 'Sent'.

This tab displays the list of Purchase Order Items on the Purchase Order.
The Purchase Order Item List can be sorted by clicking the header of any of the following columns:
- 'Item'
- 'Product'
- 'Vendor Product'

Purchase Order Details screen → Purchase Order tab:

Fields & Controls

Fields & Controls	Description
	The 'Start New Receiving' button provides the ability to receive Purchase Order Deliveries. After the *Purchase Order* is Sent, it must be Received in order to update the Inventory in the Hospital Unit (Inventory Area). Multiple Deliveries can be Received for each *Purchase Order. Refer to Receive Inventory Deliveries.*
	The 'Cancel Remaining Unreceived Items' button provides the ability to quickly cancel all Purchase Order Item quantities that have not been received. If the remaining unreceived quantity of the *Purchase Order Items* cannot be delivered, they can be 'Cancelled'. (Refer to the 'Cancel Remaining Unreceived Items' link in the 'How To Receive Inventory Deliveries' section below.)
	The 'Expand Inventory Details' and 'Collapse Inventory Details' button are toggles - when 'Expand Inventory Details' is clicked, it turns into 'Collapse Inventory Details', and visa versa. On the 'Purchase Order Details' screen → 'Purchase Order' tab, 'Inventory Details' refers to the following two columns in the 'Purchase Order Item List' section. When the *Inventory Details* are '*Collapsed', the following columns will be hidden: 'Sales Qty'* *'Stock Qty'* (Refer to the 'Expand/Collapse Inventory Details' link in the 'How To Receive Inventory Deliveries' section below.)
Item	The 'Item' column displays the *Purchase Order Item Number. This number is assigned as the items are added to the Purchase Order. For easy reference, the Item Number* will remain the same for each Purchase Order Item when displayed on the 'Purchase Order' report, and the 'Delivery' subtab.
Product	The VetView Product Line Number, *Sequence Number, and Product Name. These may be repeated on a Purchase Order, as long as they correspond to different Vendor Product* Offerings.
Vendor Product	The Vendor's Product Code and *Vendor's Product Name* for the selected *VetView Product. For a single VetView Product, a Vendor* may offer variations of the Product to facilitate differences in: Vendor's Product Code Vendor's Product Name Stock Unit Order Unit S:St ratio St:O ratio Unit Cost Manufacturer NDC Number Each Vendor Product Offering* may be used only once on a Purchase Order.*
Sales Qty	A calculated field. Sales Qty = Ordered Qty / Vendor's S:St ratio / Vendor's St:O ratio (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order* section below.)* This field is hidden when the 'Collapse Inventory Details' button is clicked.
Stock Qty	A calculated field. Stock Qty = Ordered Qty / Vendor's St:O ratio (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order* section below.)* This field is hidden when the 'Collapse Inventory Details' button is clicked.
Ordered Qty	The desired *Quantity* (expressed in the *Vendor's Order Units). (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.)*
Received Qty	The Quantity (expressed in the *Vendor's Order Units) that has been Received* via the 'Delivery' subtab. (Refer to the 'Start New Receiving' link in the 'How To Receive Inventory Deliveries' section below.)
Cancelled Qty	The Quantity (expressed in the *Vendor's Order Units) that has been Cancelled. Refer to Cancel Ordered Quantity.*
Unit Cost	The *Vendor's Cost* per *Order Unit. (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.)*
Total Cost	A calculated field. Total Cost = Unit Cost X Order Qty
Sales Unit Cost	A calculated field. Sales Unit Cost = Unit Cost / Vendor's S:St ratio / Vendor's St:O ratio (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.)
Comment	A note that may be attached to the Purchase Order Item for future reference. This field is not currently displayed on any other screen or report, but may be available for custom reporting.

Delivery tab

Limited to 'Cancelled', 'Incomplete', or 'Received' status

This tab is only available when the Purchase Order Status is 'Cancelled', 'Incomplete', or 'Received'.

This tab displays the list of Purchase Order Items that have been Received.
There can be none, to many, Deliveries per Purchase Order.
If all Purchase Order Items are 'Cancelled', there will be no Delivery.
Purchase Order Details screen → Delivery tab (New):

Purchase Order Details screen → Delivery tab (Completed):

Fields & Controls

Fields & Controls	Description
	The *'Print Stocking Report'* button is available on new and completed *Deliveries, and provides access to the 'Inventory Stocking List' report. Delivery Items* must be saved before they will appear on the report. (Refer to the 'Print Inventory Stocking List Report' link in the 'How To Receive Inventory Deliveries' section below.)
	The *'Add All Items'* button is available on new Deliveries only, and provides the ability to add all of the Purchase Order Items at once. (Refer to the 'Add All Delivery Items' link in the 'How To Receive Inventory Deliveries' section below.)
	The *'Upload Packing Slip'* button is available on new and completed *Deliveries, and provides the ability to upload files (such as Packing Slips* and/or *Invoices), and associate them to the Delivery. (Refer to the 'Upload Packing Slip' link in the 'How To Receive Inventory Deliveries' section below.)*
	The *'Mark Delivery Complete'* button is available on new Deliveries only, and provides the ability to finalize the *Delivery. When completing a Delivery, the Delivery Items* can be: *Auto Stocked:* This option will automatically increase the Inventory for the Product in the default, or selected, Inventory Location. This is the default option as of VetView 4.0. Added to the Stocking List: to be completed in a subsequent step. This functionality is not available in VetView 4.0. (Refer to the 'Complete Delivery' link in the 'How To Receive Inventory Deliveries' section below.)
	The *'Delete Delivery'* button is available on new Deliveries only, and provides the ability to delete the *Delivery, and all Delivery Items. This will not affect the Purchase Order* or Purchase Order Items. (Refer to the 'Delete Delivery' link in the 'How To Receive Inventory Deliveries' section below.)
	The 'Expand Inventory Details' and 'Collapse Inventory Details' button are toggles - when 'Expand Inventory Details' is clicked, it turns into 'Collapse Inventory Details', and visa versa. On the 'Purchase Order Details' screen → 'Delivery' tab, 'Inventory Details' refers to the following two columns in the 'Delivery Item List' section. When the *Inventory Details* are '*Collapsed', the following columns will be hidden: 'Sales Qty'* *'Stock Qty'* (Refer to the 'Expand/Collapse Inventory Details' link in the 'How To Receive Inventory Deliveries' section below.)
Date Delivered	The 'Date Delivered' field will default to the current date when the *'Delivery'* is started. It can be modified until the Delivery is completed.
Received By	The *'Received By'* field will default to the current User when the 'Delivery' is started. It can be modified until the Delivery is completed.
Item	The 'Item' column displays the *Purchase Order Item Number. This number is assigned as the items are added to the Purchase Order. For easy reference, the Item Number* will remain the same for each Purchase Order Item when displayed on the 'Purchase Order' report, and the 'Delivery' subtab.
Product	The VetView Product Line Number, *Sequence Number, and Product Name. The VetView Product* may be repeated on a Purchase Order, as long as they correspond to different Vendor Product Offerings.
(Product Details)	The 'Product Details' icon is only available on completed Deliveries, and provides access to the 'Product Details' popup, which displays details pertaining to the selected Product, and Default Vendor: VetView Product Number ('Code'), Name, and Description Default Sales and Stock Cost Default S:St Ratio Default Vendor Vendor's Name Vendor's Product Number Vendor's Product Name Manufacturer Vendor's Product Order Cost Vendor's Product St:O Ratio (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.)
(Add Product Not On Purchase Order)	The 'Add Product Not On Purchase Order' icon is only available on new Deliveries, and provides access to the full list of Vendor Products, so that a Vendor Product that is not already on the Purchase Order can be added on-the-fly during the Purchase Order Receiving Process. (Refer to the 'Add Product not on Purchase Order' link in the 'How To Receive Inventory Deliveries' section below.)
Vendor Product	The Vendor Product Code and *Vendor Product Name* of the selected *VetView Product. For a single VetView Product, a Vendor* may offer variations of the Product to facilitate differences in the Vendor Product: Product Code Product Name Stock Unit Order Unit S:St ratio St:O ratio Unit Cost Manufacturer NDC Number Each Vendor Product* offering may be used only once on a Purchase Order.* Refer to Create Product On-The-Fly.
Sales Qty	A calculated field. Sales Qty = Ordered Qty / Vendor's S:St ratio / Vendor's St:O ratio (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order* section below.)* This field is hidden when the 'Collapse Inventory Details' button is clicked.
Stock Qty	A calculated field. Stock Qty = Ordered Qty / Vendor's St:O ratio (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order* section below.)* This field is hidden when the 'Collapse Inventory Details' button is clicked.
Ordered Qty	The *Quantity* (expressed in the *Vendor's Order Units) that was ordered. (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.)*
Received Qty	The Quantity (expressed in the *Vendor's Order Units) that has been Received* via the 'Delivery' subtab. (Refer to the 'Start New Receiving' link in the 'How To Receive Inventory Deliveries' section below.)
Unit Cost	The *Vendor's Cost* per *Order Unit. While editing a Delivery, the 'Unit Cost'* can be changed to correct any discrepancy between the Unit Cost when the *Purchase Order* was created, and the final Unit Cost from the Invoice. The Delivery Unit Cost will automatically update the Vendor Product Unit Cost. (Refer to the 'Edit Vendor Product Details' link in the 'How To Create New Purchase Order' section below.)
Total Cost	A calculated field. Total Cost = Unit Cost X Order Qty
Comment	A note that may be attached to the Purchase Order Delivery Item for future reference. This field is not currently displayed on any other screen or report, but may be available for custom reporting.
	The Delivery Item context menu provides the following options: 'Go To Product Setup' - navigates to the 'Product Info' screen. 'View Purchase History' - provides access to the 'Purchase Order History' dialog. (Refer to the 'View Purchase Order History' link in the 'How To Create New Purchase Order' section below.) 'Delete Item' - without confirmation, will delete the selected Delivery Item row. (Refer to the 'Delete Delivery Item' link in the 'How To Create New Purchase Order' section below.)

Purchase Order Log tab

Limited to 'Cancelled', 'Incomplete', 'Received', or 'Sent' status

This tab is only available when the Purchase Order Status is 'Cancelled', 'Incomplete', 'Received', or 'Sent'.

This tab displays the list of Events, Comments, and Alerts, for the Purchase Order.
This tab also provides the ability to add Comments and Alerts to a Purchase Order.
Alerts can be used as search criteria on the 'Purchase Order Search' screen.
Purchase Order Details screen → Purchase Order Log tab:

Fields & Controls

Fields & Controls	Description
	The *'Add'* button provides access to the 'Add Purchase Order Comment / Alert' dialog, which provides the ability to add Comments, and Alerts, to the Purchase Order. (Refer to the 'Add Comment or Alert' link in the 'How To View Purchase Order Log' section below.)
Date	The date on which the Event, Comment, or Alert was captured, or created.
Comments	The Event description, or the Comment that was entered by the User using the 'Add Purchase Order Comment / Alert' dialog. Captured Events can include: When Purchase Order Status changes. When Deliveries are created, deleted, or stocked. When *Purchase Order Items* are cancelled. When the *Unit Cost* of a *Purchase Order Item* is changed.
Alert Type	The 'Type' of Alert. Alert Types are user-defined via the 'Alert Type Setup' screen. Alert Types are assigned one, or more, Alert Categories. *Alert Types* are made available for Purchase Orders by assigning them the 'Purchase Order' Alert Category. (Refer to the 'Configure Alert Types' link in the 'How To View Purchase Order Log' section below.)
Entered By	The Username of the User who was logged in when the *Event* took place, or when the Comment or *Alert* was added.

How To...

Expand the following links to learn about specific functionality provided by this screen.

Create New Purchase Order

Add Picklist Items

Unable to render {include} The included page could not be found.

Add Items Below Minimum Stock Quantity

Add Items Below Min Stock

Unable to render {include} The included page could not be found.

Add Purchase Order Items

Unable to render {include} The included page could not be found.

Add Shipping, Handling, and Tax

Unable to render {include} The included page could not be found.

Create New Product On-The-Fly

Unable to render {include} The included page could not be found.

Create Private Picklist On-The-Fly

Unable to render {include} The included page could not be found.

Create Public Picklist

Create Public Picklist

This functionality is new as of version 4.0.

Inventory Picklists can be used to quickly populate a Purchase Order.

Two types of Inventory Picklists are available:

Private:
1. Created by a User via the 'Purchase Order Details' screen.
2. Available only to the User who created it.
3. As of VetView 4.0, cannot be edited, deleted, or inactivated.
4. Refer to Create Private Picklist On-The-Fly.
Public:
1. Created via the 'Product Setup' screen → 'Billing / Inventory Picklist Setup' tab.
2. Available to all Users.
3. Can be edited, deleted, and inactivated.

To create a Public Picklist:

Inventory Picklists are configured via the ‘Product Setup' screen → ‘Billing / Inventory Picklist' tab. Picklists are either used for ‘Billing’ or ‘Inventory’. Inventory Picklists are either ‘Public’ or ‘Private’, and can be assigned to an Inventory Area (Hospital Unit). As of Version 4.3, they will be editable from within Inventory Management screens.

An Inventory Picklist can be Private or Public.
An Inventory Picklist can be assigned to an Inventory Area (Hospital Unit).
An Inventory Picklist can be assigned to a specific User (Employee).
Picklists can contain one, or more, Picklist Categories.
Picklist Categories contain one, or more, Picklist Items (Products and Services).

To Create an Inventory Picklist:

Navigate to the 'Product Setup' screen → 'Billing / Inventory Picklist Setup' tab.
Select ‘Inventory Picklist’ from the ‘Type’ dropdown list.
1. The other option is ‘Billing Picklist’.
Double-click the row that represents an existing Picklist; OR,
Click the ‘New Picklist' button to create a new Picklist.
The ‘Add / Edit Picklist' dialog will open.
1. Enter a ‘Name' and 'Description’ for the Picklist.
2. Select ‘Inventory Picklist’ as the ‘Type’.
3. Select the ‘Unit’.
  1. To have access to a Picklist, the User (Employee) must be assigned to the Hospital Unit to which the Picklist is associated.
  2. Users (Employees) are assigned to Hospital Units via the ‘Hospital Setup’ screen → ‘Unit Setup’ tab → ‘Assigned Users’ subtab.
4. Select the ‘Employee’.
  1. If the Picklist is not ‘Public’, only this Employee will have access to the Picklist.
5. Select the ‘Public Picklist’ checkbox if the Picklist should be accessed by any User (Employee) that is assigned to the ‘Unit’.
  1. If the Picklist is not ‘Public’, only the Employee, that is assigned to the Picklist, will have access to the Picklist.
  2. To have access to a Picklist, the User (Employee) must be assigned to the Hospital Unit to which the Picklist is associated.
  3. Users (Employees) are assigned to Hospital Units via the ‘Hospital Setup’ screen → ‘Unit Setup’ tab → ‘Assigned Users’ subtab.
6. Select the ‘Editable Picklist’ checkbox if the Picklist should be editable from within the Inventory Management screens. (Available in version 4.3)
7. Click the ‘Save’ button to save the Picklist.
8. Click the ‘Cancel’ button to exit the dialog without saving.
Double-click the row that represents an existing Category; OR,
Click the ‘New Category’ button to create a new Category.
The ‘Add / Edit Picklist Category' dialog will open.
1. Enter the ‘Category’ name and ‘Description’.
2. Click the ‘Save’ button to save the Picklist Category; OR,
3. Click the ‘Cancel’ button to close the dialog without saving.
Double-click the row that represents an existing Item; OR,
Click the ‘New Item’ button to add a new Picklist Item (Product or Service).
The ‘Add / Edit Picklist Item' dialog will open.
1. Select the ‘Product’
2. Enter the ‘Quantity’ as the default quantity for when the Picklist Item is used.
  1. The Quantity can be zero.
  2. If the Product can be sold in fractional units, the Quantity can be specified in fractional units with a precision of 2 decimals.
3. Click the ‘Save’ button to save the Picklist Item.
4. Click the ‘Cancel’ button to close the dialog without saving.
The order in which the Picklist Categories, or the Picklist Items, appear in the Picklist, can be modified using the ‘Up’ and ‘Down’ buttons, or the ‘Sort List’ drop-down menu.

Create Purchase Order

Unable to render {include} The included page could not be found.

Create Vendor On-The-Fly

Create New Vendor On-The-Fly

This functionality is new as of version 4.0.

If a Vendor does not exist when a New Purchase Order is started, the Vendor can be added on-the-fly.

In order to have access to Create a Vendor on-the-fly:

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 Vendor On-The-Fly:

Navigate to the ‘Purchase Order Details' screen.
This functionality is only available for 'New’ Purchase Orders.
Click the green ‘+' (plus) next to the 'Vendor’ drop-down field.
The ‘Add Vendor’ dialog will open.
Specify:
1. Vendor Name - This is displayed on the ‘Purchase Order’ report.
2. Vendor Code - This is displayed on the ‘Purchase Order’ report.
Specify:
1. Account No - This is the identifier assigned by the Vendor to the College. It is displayed on the ‘Purchase Order’ report as the ‘Customer #’.
2. Accepts Credit Cards - This is provided for information only.
3. Electronic POs - If the Vendor accepts Electronic POs, the ‘E-Account No’ is required.
4. E-Account No - If the Vendor accepts Electronic POs, the Account Number used to identify them in the Electronic Procurement System, is required.
Specify:
1. Contact Name - This will be the ‘General’ contact for the new Vendor.
Specify:
1. Address - This will be the Primary Address of the ‘General’ contact for the new Vendor.
2. City
3. State
4. Zip Code
5. Phone - This will be the Primary Phone Number of the ‘General’ contact for the new Vendor.
6. Fax - This will be the Primary Fax Number of the ‘General’ contact for the new Vendor.
7. Email - This will be the Primary Email Address of the ‘General’ contact for the new Vendor.
Comments are optional information only.
Click the ‘Save’ button to save the new Vendor, close the dialog, and return to the 'Purchase Order Details' screen; OR,
Click the ‘Cancel’ button to cancel the operation, close the dialog, and return to the 'Purchase Order Details' screen.
After adding a new Vendor, Products must be added and/or linked to the new Vendor by clicking the green ‘+' (plus) located to the right of the 'Product’ drop-down field.
1. Refer to:
  1. Create Products On-The-Fly
  2. Link Purchase Order Item to Vendor

Delete Purchase Order

This functionality is new as of version 4.0.

While the Purchase Order Status is 'New', the Purchase Order can be deleted.

If the Purchase Order Status is not 'New', Purchase Order Items that were incorrectly entered, or otherwise not received, can be Cancelled.

Refer to Cancel Ordered Quantity.

In order to have access to Delete a Purchase Order:

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 Delete a Purchase Order:

On the 'Purchase Order Details' screen, for a 'New' Purchase Order.
Click the ‘Delete PO’ button.
Confirm the action.

Delete Purchase Order Item

This functionality is new as of version 4.0.

While the Purchase Order Status is 'New', Purchase Order Items can be deleted.

If the Purchase Order Status is not 'New', Purchase Order Items that were incorrectly entered, or otherwise not received, can be Cancelled.

Refer to Cancel Ordered Quantity.

In order to have access to Delete Purchase Order Items:

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 Delete a Purchase Order Item:

On the 'Purchase Order Details' screen, for a 'New' Purchase Order.
Either right-click the item row; OR, click the Hamburger button at the right end of the item row.
Select the 'Delete Item' menu option.
Confirm the action.

Edit Minimum Quantity

Unable to render {include} The included page could not be found.

Edit Purchase Order Defaults

As of version 4.0: Purchase Order Defaults are now defined at the Inventory Area (Hospital Unit) level. Previous to version 4.0, they were defined for the Hospital only.

Purchase Order Defaults affect the population of some of the fields when New Purchase Orders are created.

Purchase Order Default affect the following fields on each New Purchase Order:
- ‘Charge Account’
- 'Delivery Contact'
- 'Direct Inquires To'
- 'Shipping Department', 'Building', and 'Room'
- 'Unit' (Inventory Area)

In order for these fields to be populated automatically on New Purchase Orders:

The following options are required:

For the User who creates the New Purchase Orders, the following options must be configured:
- 'Default Unit'
- 'Shipping Department', 'Building', and 'Room'
- Refer to Configure Purchase Order Defaults for User .

And, one of the following must apply:

The User is assigned to the Inventory Area (Hospital Unit), and has the 'Inventory' elevated privilege; OR,
The User is a member of a Security Role that is assigned to the Inventory Area (Hospital Unit), and has the 'Inventory' elevated privilege.
Refer to:
- Configure Purchase Order Defaults for User .

To Edit the Purchase Order Defaults:

Configure the User’s ‘Default Unit’.
1. Refer to Configure Purchase Order Defaults for User .
Configure the ‘Inventory’ Elevated Privilege.
1. Refer to Configure Inventory Elevated Privilege .
Configure the ‘Purchase Order Defaults’ for the Inventory Area (Hospital Unit):
1. Navigate to the 'Hospital Setup' screen → 'Unit Setup' tab.
  1. Select the Hospital Unit that was entered as the User's 'Default Unit'.
2. Navigate to the 'Inventory' subtab → 'PO Defaults' subtab.
  1. Select the User who will be the contacted for 'Inquiries', and who will receive 'Deliveries'.
    1. The 'Delivery To' will be displayed on the 'Purchase Order' report.
  2. Enter the internal 'Charge Account Number' to be used for inventory purchases for the Inventory Area (Hospital Unit).
  3. Select the 'Purchase Order Number' method.

The Purchase Order Number Methods are:

Manually Assigned: The 'Internal #' (University Purchase Order Number) will be manually entered by the User. If an electronic procurement system is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
Auto Assign University PO Number: The 'Internal #' (University Purchase Order Number) will be system-generated when the Purchase Order is saved. This is the Purchase Order ID of the new Purchase Order record. If an electronic procurement system is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
Auto Assign Requisition Number: The 'Internal #' (University Purchase Order Number) will be disabled. The 'Requisition No' will be system-generated when the Purchase Order is saved. This is the Purchase Order ID of the new Purchase Order record.

Edit Purchase Order Header

This functionality is new as of version 4.0.

The ability to edit the Purchase Order header fields depends on the Purchase Order Status.

In order to have access to Edit the Purchase Order Header:

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

The Purchase Order header (1) can be expanded or collapsed using the 'v' or '^' button (2) in the upper-right corner.

The following table shows the header fields that are editable (Y) for each Purchase Order Status.

Refer to About Purchase Order Status.

Field / Status	New	Sent	Incomplete	Cancelled	Received
Vendor	N	N	N	N	N
Contract	N	N	N	N	N
Internal #	Y¹, N², N³	N	N	N	N
Requisition No	N¹, N², N³	N	N	N	N
E-PO Number	N¹, N², N³	N	N	N	N
PO Date	N	N	N	N	N
Delivery Date	Y	Y	Y	N	N
Status	N	N	N	N	N
Unit	Y	N	N	N	N
Direct Inquires To	Y	Y	Y	N	N
Charge Account	Y	Y	Y	N	N
Delivery Contract	Y	Y	Y	N	N
Item Total Cost	N	N	N	N	N
Shipping & Handling Cost	Y	Y	Y	N	N
Taxes	Y	Y	Y	N	N
Comments	Y	Y	Y	N	N
Delivery	Y	Y	Y	N	N

Notes:

⁽¹⁾Manually Assigned

⁽²⁾Auto Assign University PO Number

⁽³⁾Auto Assign Requisition Number

The ability to edit the following fields depends on the 'Purchase Order Number' option on the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'PO Defaults' subtab:

Internal # (University PO Number)
Requisition No
E-PO Number

Refer to Edit Purchase Order Defaults.

Purchase Order Number Methods:

Manually Assigned:
1. The 'Internal #' (University Purchase Order Number) will be manually entered by the User.
2. If an Electronic Procurement System is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
3. The 'E-PO Number' will be disabled. If an Electronic Procurement System is configured, the 'E-PO Number' will be automatically populated by the electronic procurement interface when the Purchase Order is completed by procurement.
Auto Assign University PO Number:
1. The 'Internal #' (University Purchase Order Number) will be system-generated when the Purchase Order is saved. This is the Purchase Order ID of the new Purchase Order record.
2. If an Electronic Procurement System is configured, the 'Requisition No' will be automatically populated by the electronic procurement interface when the Purchase Order is accepted.
3. The 'E-PO Number' will be disabled. If an Electronic Procurement System is configured, the 'E-PO Number' will be automatically populated by the electronic procurement interface when the Purchase Order is completed by procurement.
Auto Assign Requisition Number:
1. The 'Internal #' (University Purchase Order Number) will be disabled.
2. The 'Requisition No' will be system-generated when the Purchase Order is saved. This is the Purchase Order ID of the new Purchase Order record.
3. The 'E-PO Number' will be disabled. If an Electronic Procurement System is configured, the 'E-PO Number' will be automatically populated by the electronic procurement interface when the Purchase Order is completed by procurement.

The Purchase Order header can be collapsed using the '^' button in the upper-right corner⁴.

To Edit the Purchase Order Header:

Navigate to the ‘Purchase Order Detail’ screen for a New Purchase Order.
Depending on the Purchase Order Number Method (refer to table above), edit the ‘Internal #’ (University Purchase Order Number).
Set the ‘Delivery Date’ to the date on which the delivery is desired.
Set the:
1. ‘Unit’:
  1. The Hospital Unit (Inventory Area) for which the Purchase Order has been prepared; and, to whom the Purchase Order Items will be delivered.
  2. The 'Unit' will be automatically populated based on the User's 'Default Unit' selected via the 'Users Account & Employee Record' screen → 'Hospital Options' tab → 'Hospital Options' section. See Edit Purchase Order Defaults.
2. 'Direct Inquires To', 'Charge Account', and ‘Delivery Contact’:
  1. These three fields will be automatically populated based on the selected 'Unit', and the Purchase Order Defaults that have been defined via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory' subtab → 'PO Defaults' subtab. See Edit Purchase Order Defaults.
  2. The 'Charge Account' and 'Delivery Contact' will appear on the 'Purchase Order' report.
The ‘Shipping & Handling’ and ‘Taxes’ should be entered from the invoice or packing slip when the inventory is received.
1. The 'Item Total' reflects the total dollar amount of the Purchase Order Items that have been Received.
2. The 'Shipping & Handling' field is editable, and provides the ability to capture the amount that was charged for shipping and handling on the invoice.
3. The 'Taxes' field is editable, and provides the ability to capture the amount that was charged for taxes on the invoice.
4. The 'Purchase Order Total' reflects the total dollar amount of the Purchase Order Items that have been Received, plus the 'Shipping & Handling' and 'Taxes'.
5. See Add Shipping & Handling, and Taxes.
Edit the ‘Comments’.
1. The 'Comments' field provides the ability to add a short note about the Purchase Order in general.
2. The Comments note is displayed on the 'Purchase Order' report.
3. Comments and Alerts can also be added to a Purchase Order via the 'Purchase Order Details' screen → 'Purchase Order Log' tab. See Add Purchase Order Comments & Alerts.
4. The 'Comment' field on the Purchase Order, and the Purchase Order Log Comments, are not the same type of comment.
Edit the ‘Delivery’ notes.
1. The 'Delivery' field provides the ability to add a short note about the Purchase Order delivery.
2. The Delivery note is displayed on the 'Purchase Order' report.
Click the ‘Save’ button.

Edit Vendor Product Details

This functionality is new as of version 4.0.

While the Purchase Order Status is 'New', the Vendor Product Details can be viewed from the 'Purchase Order Details' screen → 'Vendor Product Details' dialog.

In order to have access to Edit Vendor Product Details:

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 View and Edit Vendor Product Details for Purchase Order Items:

Navigate to the 'Purchase Order Details' screen for a 'New' Purchase Order.
Select the Purchase Order Item row.
Right-click, or use the Pancake button on the right end of the row, to access the context menu.
Select the ‘Vendor Product Details’ menu option.
1. The ‘Vendor Product Details’ dialog will open.
On the 'Vendor Product Details' dialog:
1. If the Vendor offers multiple versions of the same Product, the 'Vendor Product' drop-down list will display the Vendor Product Offerings.
  1. Vendor Product Offerings are created when any of the following attribute of the Vendor Product are unique:
    1. Contract
    2. Manufacturer
    3. NDC
    4. Order Unit of Measure
    5. Product #
    6. Product Name
    7. S:St Ratio
    8. St:O Ratio
    9. Sales Cost
    10. Stock Unit of Measure
  2. The 'Create Alternate Vendor Product' option is also available to provide the ability to add a unique Vendor Product Offering that does not already exist.
  3. Refer to Create Products On-The-Fly.
2. The following Vendor Product Detail fields make the Vendor Product Offering unique:
  1. 'Product #'
    1. The Vendor’s catalog number.
  2. 'Product Name'
    1. The name by which the Vendor refers to the Product.
  3. 'Manufacturer'
    1. The Manufacturer of the Product as provided by the Vendor.
  4. 'NDC'
    1. The National Drug Code (NDC) that has been assigned to this Product.
    2. Since the NDC includes packaging, each Product Offering from a Vendor, could contain a different NDC.
    3. See About National Drug Codes (NDC).
  5. 'Comments'
    1. This comment is saved with the Vendor Product and is available for reporting; although, it does not currently appear on any other screens or reports.
3. The following Vendor Product Cost fields also make the Vendor Product Offering unique:
  1. Unit Cost
  2. Units of Measure
  3. Ratios
  4. Changes to these fields will immediately affect the Quantity and Cost fields of the Purchase Order Item on 'Purchase Order Details' screen.

Expand/Collapse Inventory Details

Unable to render {include} The included page could not be found.

Link Existing Product and Vendor

Unable to render {include} The included page could not be found.

Print Purchase Order Report

This functionality is new as of version 4.0.

The 'Purchase Order' report can be printed at any time after the Purchase Order has been saved.

To Print the 'Purchase Order' report:

Navigate to the ‘Purchase Order Details’ screen.
Click the ‘Save’ button to save any changes.
Click the ‘Print’ button to produce the 'Purchase Order' report.
1. The 'VetView Purchase Order Report' dialog will open.

Report Dialog Functionality:

Throughout VetView, when a report is executed, the Report dialog provides the ability to preview, print, and export the report.

PDF Report Preview dialog - Document Properties

Button	Name	Description
	Export to Excel	Opens the 'Save As' file dialog to save the report in .xlsx (Excel) format.
	Menu	Opens/closes the left-side panel which displays the individual pages of the report.
	Page	Displays the current page and totals pages. A specific page number can be entered to navigate to any page.
	Zoom	Provides the ability to Zoom In and Zoom Out by clicking the plus or minus button, or entering a specific value from 33% to 100%.
	Fit to Page	Zooms to a size necessary to display the entire report page within the report dialog.
	Rotate	Rotates the page 90 degrees counterclockwise.
	Download	Opens the 'Save As' file dialog to save the report in .pdf (Adobe) format.
	Print	Opens the 'Print' dialog.
	More Actions	Provides additional menu options: Two page view - a toggle that fills the report dialog with two pages of the report, side-by-side. Annotations - a toggle that displays/hides the report annotations. Present - Document properties - displays the document properties.

Throughout VetView, when a report is executed, the Report dialog provides the ability to preview, print, and export the report.

Button	Name	Description
	Export to Excel	Opens the 'Save As' file dialog to save the report in .xlsx (Excel) format.
	Menu	Opens/closes the left-side panel which displays the individual pages of the report.
	Page	Displays the current page and totals pages. A specific page number can be entered to navigate to any page.
	Zoom	Provides the ability to Zoom In and Zoom Out by clicking the plus or minus button, or entering a specific value from 33% to 100%.
	Fit to Page	Zooms to a size necessary to display the entire report page within the report dialog.
	Rotate	Rotates the page 90 degrees counterclockwise.
	Download	Opens the 'Save As' file dialog to save the report in .pdf (Adobe) format.
	Print	Opens the 'Print' dialog.
	More Actions	Provides additional menu options: Two page view - a toggle that fills the report dialog with two pages of the report, side-by-side. Annotations - a toggle that displays/hides the report annotations. Present - Document properties - displays the document properties.

Send Purchase Order

This functionality is new as of version 4.0.

After adding all of the Purchase Order Items, the Purchase Order must be 'Sent'.

In order to have access to Send 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

In order for the Purchase Order to be Sent to the Electronic Procurement System, the Vendor must have an E-PO Interface ID.

If an Electronic Procurement System is not used, the Purchase Order must be ‘Sent’ in order to update the Purchase Order Status to 'Sent'. This process also provides the ability to print the Purchase Order.

Sending the Purchase Order will update the Purchase Order Status to 'Sent'.
- Once the Purchase Order Status is updated to 'Sent', the Purchase Order Items can be Received.
- Refer to Start Delivery.

To Send a Purchase Order:

Navigate to the 'Purchase Order Details' screen for a 'New' Purchase Order.
1. The 'Status' must be 'New'.
2. Finish adding the 'Products', and selecting the 'Vendor Products'.
  1. These fields will not be editable after the Status transitions to 'Sent'.
3. Specify the 'Ordered Qty' which must be greater than 0, and edit the 'Unit Cost' as necessary.
  1. These fields will not be editable after the Status transitions to 'Sent'.
4. Make any necessary changes to the 'Unit', 'Direct Inquiries To', 'Charge Account', or 'Delivery Contact' fields.
  1. These fields will not be editable after the Status transitions to 'Sent'.
5. Click the ‘Send E-PO/Mark as Sent' button.
6. Confirm the action.
When all Purchase Order Items have been added, and the ‘Ordered Qty', 'Unit Cost', and 'Comment' fields have been updated, click the 'Save’ button.
Click the 'Send E-PO/Mark as Sent' button.
Confirm the action.
The 'Purchase Order Details' screen will be in the 'Receiving' mode.
1. The Status will be updated to 'Sent'.
  1. Refer to About Purchase Order Status.
2. The ‘Purchase Order' and ‘Purchase Order Log' tabs, and the 'Start New Receiving’ and 'Cancel Remaining Unreceived Items’ buttons will be available.
3. The 'Received Qty' and 'Cancelled Qty' columns will be visible in the 'Purchase Order Items' list.
  1. The 'Received Qty' column will be populated by the 'Delivery' tabs.
    1. Refer to Start Delivery.
  2. The 'Cancelled Qty' column is editable, and used to cancel the 'Ordered Qty' that is not Received.
    1. Refer to Cancel Ordered Quantity.

View Purchase Order History

Unable to render {include} The included page could not be found.

View Purchase Order Totals

This functionality is new as of version 4.0.

As Purchase Order Items are received the 'Item Total' can be seen at the top of the 'Purchase Order Details' screen.

The 'Shipping & Handling' and 'Taxes' can be entered from the Vendor's invoice.
- These amounts are per Purchase Order, so if multiple invoices are received for a single Purchase Order, the Shipping & Handling, and Taxes must be summed manually.
- Once the Purchase Order Status is 'Received', the 'Shipping & Handling', and 'Taxes' amounts are not editable.

To View Purchase Order Totals:

Navigate to the 'Purchase Order Details' screen.
If the Purchase Order Status is not 'Receive', the 'Shipping & Handling', and 'Taxes' amounts can be modified.
The ‘Item Total' will display the sum of the 'Total Cost’ for Purchase Order Items that have been Received.
Hover over the Info Dot icon to view the Total Cost amounts for 'Order', 'Received', and 'Outstanding' Purchase Order Items.

Receive Inventory Deliveries

Unable to render {include} The included page could not be found.

Add Product not on Purchase Order

Unable to render {include} The included page could not be found.

Add Delivery Item

This functionality is new as of version 4.1.

When receiving a Delivery the Purchase Order Items that are in the Delivery, must be added to the the ‘Purchase Order Details’ screen → 'Delivery' tab.

Purchase Order Items can be added to a Delivery one at a time, by clicking the ‘Add All Items’ button; or, by scanning Barcodes.

Refer to:

In order to have access to Add Delivery Items:

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 Add Individual Items to a Delivery:

Navigate to the 'Purchase Order Details' screen → 'Delivery' tab.
Add individual Delivery Items by doing one of the following:
1. Enter the Product Line and Sequence Number; OR,
2. Select the Purchase Order Item from the 'Description' drop-down list.
If an incomplete Delivery is not available, add one by clicking the ‘Start New Receiving’ button on the 'Purchase Order Details' screen → 'Purchase Order' tab.
1. An incomplete Delivery will not have ‘(Auto Stocked)’ in the tab label.
  1. Refer to Receive Delivery.

Add All Delivery Items

This functionality is new as of version 4.1.

When receiving a Delivery the Purchase Order Items that are in the Delivery, must be added to the the ‘Purchase Order Details’ screen → 'Delivery' tab.

Purchase Order Items can be added to a Delivery one at a time, by clicking the ‘Add All Items’ button; or, by scanning Barcodes.

Refer to:

In order to have access to Add Delivery Items:

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 Add All Items to a Delivery:

Navigate to the 'Purchase Order Details' screen → 'Delivery' tab.
1. Refer to Start Delivery.
Purchase Orders can be Received when the Purchase Order Status is ‘Sent’ or ‘Incomplete’.
Click the ‘Add All Items’ button.
1. Any items already in the list will not be duplicated.
The ‘Received Qty’, for all added items, will be zero.
1. If the ‘Received Qty’ is equal to zero when the ‘Save’ or ‘Mark Delivery Complete’ button is clicked, the item will be removed from the list.
2. A new Delivery can be started for any unreceived items.
Refer to Complete Delivery.

Cancel Ordered Quantity

This functionality is new as of version 4.1.

In order to have access to Cancel the Ordered Quantity:

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

If the Ordered Quantity of a Purchase Order Item cannot be delivered, it can be 'Cancelled'.

To Cancel Ordered Quantities:

Navigate to the 'Purchase Order Details' screen → 'Purchase Order' tab:
In the 'Cancelled Qty' field, enter the quantity to be cancelled.
Click the ‘Save’ button.
The 'Status' of the Purchase Order may be updated.
The rows highlighted in green are Purchase Order Items that have been ‘Received’.

Purchase Order Status Update:

'Cancelled': If all of the Purchase Order Items were ‘Cancelled’, the Status will be updated to 'Cancelled'.
‘Incomplete’: If some of the Purchase Order Items were ‘Received’, and some, but not all, of the remaining items were ‘Cancelled’, the Status will be updated to 'Incomplete'.
'Received': If some of the Purchase Order Items were ‘Received’, and the remaining items were ‘Cancelled’, the Status will be updated to 'Received'.
Also see About Purchase Order Status.

Cancel Remaining Unreceived Items

Unable to render {include} The included page could not be found.

Complete Delivery

This functionality is new as of version 4.0.

After the Purchase Order has been ‘Sent’, the next step in the Purchase Order Process is to ‘Receive’ the Inventory Delivery.

In order to have access to Complete a Delivery:

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

For a single Purchase Order, multiple Deliveries might be received.
‘Deliveries’ represent the different shipments, and can be performed at any time.
After adding a Delivery, it will remain ‘Incomplete’ until all of the quantities are 'Received', or ‘Cancelled’.
When all of the Purchase Order Items have been partially or completely ‘Received’, and/or partially ‘Cancelled’, the Purchase Order Status is updated to ‘Complete’.
If all of the Purchase Order Items are Cancelled, the Purchase Order Status is updated to ‘Cancelled’.

To Complete a Purchase Order Delivery:

Navigate to the ‘Purchase Order Details’ screen → ‘PO Delivery’ tab.
1. Refer to Open Purchase Order.
In order for the ‘PO Delivery’ tab to be available, the Purchase Order Status must be ‘Sent’.
Add the ‘Shipping & Handling’, and ‘Taxes’ from the invoice.
Upload the Packing Slip, or any other documents associated with the Delivery.
Complete the ‘Received Qty’, and ‘Unit Cost’ for each Product.
Add Comments, and any of the applicable Unique Inventory Attributes for each Product.
Click the ‘Mark Delivery Complete’ button to complete the Delivery Process.
The ‘Complete Delivery’ dialog will open.
Select to ‘Auto Stock’ or ‘Add Delivery to Stocking List’.
1. Refer to:
  1. Auto-Stock Delivery Items
  2. Add Delivery to the Stocking List
Click the ‘Complete Delivery’ button to complete the Delivery; OR,
1. The Purchase Order Status will be updated to ‘Received’.
2. The Purchase Order Delivery can not be edited once the Purchase Order Status is updated to ‘Received’.
  1. Refer to About Purchase Order Status
Click the ‘Cancel’ button to cancel the operation and return to the ‘Purchase Order Details’ screen → ‘PO Delivery’ tab.

Delete Delivery

This functionality is new as of version 4.1.

If a Delivery is added by mistake, it can be deleted.

Only Deliveries that have not been Completed, can be deleted.

In order to have access to Delete a Delivery:

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 Delete a Delivery:

Navigate to the 'Purchase Order Details' screen.
Select the 'Delivery' tab that needs to be deleted.
Click the 'Delete Delivery' button.
1. The 'Delivery' tab will be removed.

Delete Delivery Item

This functionality is new as of version 4.0.

Before a Delivery is 'Completed', Delivery Items can be deleted.

Delivery Items can not be deleted once the Delivery has been Completed.

In order to have access to Delete a Delivery Item:

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 Delete a Delivery Item:

Navigate to the 'Purchase Order Details' screen → 'Delivery' tab.
Select the Delivery Item that needs to be deleted.
Either right-click the item row; OR,
Click the Pancake button at the right end of the item row.
Select the 'Delete Item' menu option.

Expand/Collapse Inventory Details

Unable to render {include} The included page could not be found.

Print Inventory Stocking List Report

Unable to render {include} The included page could not be found.

Start New Receiving

Unable to render {include} The included page could not be found.

Upload Packing Slip

This functionality is new as of version 4.0.

When Deliveries are received, the Packing Slip and/or Invoice, can be uploaded for storage with the Delivery.

Multiple files can be uploaded for each Delivery.
The files can be any format, including CSV, GIF, JPG, PDF, TXT, etc.
The files can be downloaded at any time by clicking the file name hyperlink on the 'Purchase Order Detail' screen → 'Delivery' tab.

As of VetView 4.0, these files cannot be deleted from the 'Delivery' tab.

To Upload a Packing Slip or Invoice to the 'Delivery' tab:

Navigate to the 'Purchase Order Detail' screen → 'Delivery' tab.
Click the ‘Upload Packing Slip’ button.
1. The 'Open File' dialog will open.
Locate, and select, the desired file on the local file system.
Click 'Open'.
1. A file name hyperlink will be created above the Delivery Item List.
Click on the hyperlink to download the file.

View Purchase Order Log

This functionality is new as of version 4.0.

A list of Events, Comments, and Alerts for a Purchase Order can be viewed on the ‘Purchase Order Details’ screen → ‘Purchase Order Log’ tab.

To View the Purchase Order Log:

Navigate to the ‘Purchase Order Details' screen → ‘Purchase Order Log’ tab.
Captured Events can include:
- When the Purchase Order Status changed.
- When Deliveries were created, deleted, or stocked.
- When Purchase Order Items were cancelled.
- When the Unit Cost of a Purchase Order Item was changed.
To add a Comment or Alert, refer to Add Purchase Order Comments & Alerts.

VetView Wiki

Most recent releases of VetView: Version 5.0.2 and 4.2.8 Hotfix (Released 12/20/2024)