Active POs

This table is where you will manage all current and active Purchase Orders. As soon as a Purchase Order has been approved and moves to this table, an invoice is able to be raised against it. The PO will go through its own mini lifecycle where individual items on a PO go through the following steps:

• Ordered: Usually indicated by the vendor, to advise the due date
• Shipped: Usually indicated by the vendor
• Delivered: Indicated on site when the order arrives
• Received: Indicated on site once order has been confirmed as satisfactory

Example of functionality in use

The following are the column header descriptions for the “Active Purchase Orders” table:

Field	Description
PO #	This is the unique number that is given to an approved Requisition.
REQ #	This is the unique number given to every raised Requisition – this will be given when a new Requisition is raised.
Date Created	Date that the PO was created on.
PO Approved	The date that the Purchase Order was approved on.
PO Approver	The person who approved the Purchase Order.
Store #	The Store number that relates to the Purchase Order.
Supplier Ref	If you knew the Reference number from a website order and added it in at the “Requisition” stage then it will be present here. This field can also be populated at this point (if the appropriate rights are assigned to the role). This field can also be populated from the "Purchase Order Awaiting Approval" stage as well as the Invoicing Stage.
No. of Items	Total number of line Quantity within the Purchase Order. This refers to a line item – you may have a ‘1’ in the QTY field for a box of 500. If you click on the value within this field – then you will be able to see a summarised breakdown of the total number of items in each stage.
Vendor	The name of the Vendor who the order is with.
Project	This is an optional field when creating a new Requisition. If the Requisition was part of a EAP Project (full Purchasing functionality) - then this field will be autopopulated.
Latest Note	This will show the latest note that has been added to the Purchase Order. This column will also allow you to click on the note and a pop-up will appear showing all the notes for this Purchase Order. Within this popup – you are also able to add further notes by clicking on “Add Note”. NOTE: Please check in the history for the most up to date comment / update / note added to the PO as this will be in chronological order.

No. of Items: If you click on the value within this field – then you will be able to see a summarised breakdown of the total number of items in each stage.

Purchase Order: Ordered

To open up a Purchase Order and progress it through its own mini lifecycle – click on the required Purchase Order no. in the “PO #” column. A screen similar to the below will appear.

Some of the actions that you can carry out here are:

• View history
• Amend Description; Capitalization and Reference Numbers
• Add in Review Date
• Add in “Estimated Freight”: Any value here will automatically be added to the Invoice
• View a summary of where certain things are within the Purchase Order
• Amend “Qty” and “Cost”
• Progress the Purchase Order

Group Action:

Once you have added a tick in the right hand side box – the two greyed out buttons will become available. They are:

• Change Item Status: This will open up the “Group Action” popup where you will add comments and click the Save button. This will in effect order the items.
• Cancel PO Items: By clicking this you will in effect be deleting the group of items.

Single Action:

Click on the item in the “Item” column, this will show all the items singularly for the selection and you can then place the order for a certain number of items, perhaps some are not in stock for example. Once you have made a selection, the “Group Action” and “Change Item Status” buttons will become available.

• Change Item Status: This will open up the “Group Action” popup where you will add comments and click the Save button. This will in effect order the items.
• Group Action: By clicking on this you will be faced with two options, namely: “Cancel PO Items” or “Edit Items”. “Cancel PO Items” will cancel the selected items. “Edit Items” will allow you to edit the following:
  • Cost
  • Required Delivery Date
  • Estimated Delivery Date

Purchase Order: Shipped

This is usually carried out by the Vendor / Supplier. This is where a number of items will be selected and then marked as “Shipped”. The table is exactly as defined in the above section (Purchase Order – Ordered) with the same actions. The only difference now being that when you click on the Change Item Status button – you will now get a popup to say that you are indicating items as shipped.

Some of the actions that you can carry out here are:

• View history
• Amend Description; Capitalization and Reference Numbers
• Add in “Estimated Freight”: Any value here will automatically be added to the Invoice
• View a summary of where certain things are within the Purchase Order
• Amend “Qty”: You are no longer able to amend the “Cost”.

The screenshot below is where you will “progress” orders. You can either:

1. Tick the box on the right hand side to group action items and ultimately move them to a status of “Shipped”
2. Click on the item in the “Item” column – this will show all the items singularly for the selection and you can then mark the item as Shipped for a certain number of items – perhaps some are not in stock for example.

Group Action:

Once you have added a tick in the right hand side box – the two greyed out buttons will become available. They are:

• Change Item Status: This will open up the “Group Action” popup where you will add comments and click the Save button. This will in effect order the items.
• Cancel PO Items: By clicking this you will in effect be deleting the group of items.

Single Action:

Click on the item in the “Item” column and this will show all the items singularly for the selection and you can then Ship the order for a certain number of items – perhaps some are not in stock for example. Once you have made a selection, the “Group Action” and “Change Item Status” buttons will become available:

• Change Item Status – this will open up the “Group Action” popup where you will add comments and click the Save button. This will in effect order the items.
• Group Action – by clicking on this you will be faced with two options, namely: “Cancel PO Items” or “Edit Items”. “Cancel PO Items” will cancel the selected items. “Edit Items” will allow you to edit the following:
  • Required Delivery Date
  • Estimated Delivery Date

You do not need to ship everything as many times the case will be that not all items are in stock. Therefore you may need to click in to the Item to update a set of grouped items individually. The vendor is able to edit the delivery dates too. They are, however, not able to edit the cost within the “Group Action” button. When an item has been shipped – its status will change to “Item Shipped”.

In the below example – you can now see that the Vendor has shipped the majority of items but 3 are still remaining to be shipped. This shows the adaptability of the Application and how all items are not dependent upon one another.

Purchase Order: Delivered

This step is usually undertaken at the site that the items have been shipped to. This is where a number of items will be selected and then marked as “Delivered”. The table is exactly as defined in the above sections (Purchase Order – Ordered AND Purchase Order - Shipped) with the same actions. The only difference now being that when you click on the Change Item Status button, you will now get a popup to say that you are indicating items as delivered and there is a field for you to enter in a “Delivery Note Number”.

Always remember / keep the Delivery Note Number and Purchase Order Number to search for the items to receipt on the “Item Receipt” table.

Some of the actions that you can carry out here are:

• View history
• Amend Description; Capitalization and Reference Numbers
• Add in “Estimated Freight” – any value here will automatically be added to the Invoice
• View a summary of where certain things are within the Purchase Order
• Amend “Qty” – you are no longer able to amend the “Cost”.

The screenshot below is where you will “progress” orders. You can either:

1. Tick the box on the right hand side to group action items and ultimately move them to a status of “Delivered”
2. Click on the item in the “Item” column – this will show all the items singularly for the selection and you can then mark the item as Delivered for a certain number of items – perhaps some are not in stock for example.

Group Action:

Once you have added a tick in the right hand side box – the two greyed out buttons will become available. They are:

• Change Item Status: this will open up the “Group Action” popup where you will add comments and click the Save button. This will in effect order the items.
• Cancel PO Items: by clicking this you will in effect be deleting the group of items.

Single Action:

Click on the item in the “Item” column – this will show all the items singularly for the selection and you can then mark a number of items as Delivered – perhaps some have not arrived. Once you have made a selection – the “Group Action” and “Change Item Status” buttons will become available.

• Change Item Status – this will open up the “Group Action” popup where you will add comments and click the Save button. This will in effect order the items.
• Group Action – by clicking on this you will be faced with two options, namely: “Cancel PO Items” or “Edit Items”. “Cancel PO Items” will cancel the selected items. “Edit Items” will allow you to edit the following:
  • Required Delivery Date
  • Estimated Delivery Date

You do not need to mark everything as delivered as many times the case will be that not all items were delivered at the same time or on the same shipment. Therefore you may need to click in to the Item to update a set of grouped items individually. The site is able to edit the delivery dates too. They are, however, not able to edit the cost within the “Group Action” button. When an item has been Delivered, its status will change to “Item Delivered To Site”.

Configuration of functionality

Ability to edit the "Cost" and "Qty" fields is configurable by role

Other Notes

Vendors should be marking Items as SHIPPED or DELIVERED.

Not everything needs to be Ordered; Shipped or Delivered at the same time if this is the case. Actions on Items can be carried out individually.