Purchase Order Management Window

How to: Use the Purchase Order Management window.

Environment: Comsense Enterprise

In this article:

Understanding the Purchase Order Management Window

The main purpose of the Purchase Order Management window is to:

  • View a list of purchase orders that all meet specific criteria
    • E.g. released purchase orders without confirmation numbers
  • View all the information from multiple purchase orders in one list
  • View the products on a purchase order without opening the purchase order

The Purchase Order Management window allows you to pull lists of purchase orders based on selected criteria. You select the criteria in the Purchase Order Management wizard which automatically begins when you Access Purchase Order Management.

The top pane of the Purchase Order Management window displays each purchase order as a line item. Each line item has all the information found in the Purchase Order window and relevant supplier information.

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Purchase Order Management window; shows the location of the top pane.
Image 1: Purchase Order Pane

The Line Item pane is the lower pane. The Line item pane displays each product line item from the selected purchase order in the top pane. The product line item has all the same fields as the product line items the Purchase Order window.

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Purchase Order Management windowl shows a selected purchase order in the top pane and the product line items in the bottom pane.
Image 2: Selected Purchase Order & Product Line Items Pane

Accessing Purchase Order Management

Enterprise > Inventory/Purchasing > Purchase Order Management

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Enterpise Navigation menu; shows the location of Inventory/Purchasing and Purchase Order Management.
Image 3: Enterprise Left-Hand Navigation Menu

Completing the Purchase Order Management Wizard

You must complete the Purchase Order Management wizard to use the Purchase Order Management window.

Assigning & Unassigning Criteria

Use the steps below in the Purchase Order Management wizard on the Status/Division Selection Page and the Supplier Selection Page.

Adding Criteria to the Assigned Pane

In the Unassigned pane:

  1. Select the required criteria
    • Select multiple in sequence with shift+Click
    • Multiple not in sequence with ctrl+Click
  2. Click Select
    • The selected criteria will move to the Assigned pane
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Purchase Order Management wizard; shows the Status/Division Selection page with selected divisions and the location of the Select button.
Image 4: Selected Unassigned Division & Select Button

Removing Criteria from the Assigned Pane

In the Assigned pane:

  1. Select any unrequired criteria
    • Select multiple in sequence with shift+Click
    • Multiple not in sequence with ctrl+Click
  2. Click Remove
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Purchase Order Management wizard; shows the Status/Division Selection page with selected divisions and the location of the Remove button.
Image 5: Selected Assigned Divisions & Remove Button

To remove all criteria:

  1. Click Remove All
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Purchase Order Management wizard; shows the Status/Division Selection page and the location of the Remove All button.
Image 6: Remove All Button

Status/Division Selection Page

On the Status/Division Selection page, you select the desired status and division criteria. Purchase orders that meet the selected status and division criteria will populate the Purchase Order Management window. The Purchase Order Management wizard automatically:

  • Selects the Open and Released status
  • Assigns all divisions

In the Status pane:

  1. Uncheck any unrequired statuses
  2. Check any required statuses
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Purchase Order Management wizard; shows the Status/Division Selection page and examples of checked and unchecked statuses.
Image 7: Selected & Unselected Statuses
  1. Unassign Any Unrequired Divisions

If you want to include fully received purchase orders:

  1. Check the Include Fully Received checkbox
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Purchase Order Management wizard; shows the Status/Division Selection page and the checked Include Fully Received checkbox.
Image 8: Checked Include Fully Received Checkbox
  1. Click Next

The status and division criteria for the purchase order list are selected.

Supplier Selection Page

On the Supplier Selection page, you select the supplier criteria. Purchase orders from the selected suppliers and meet the status and division criteria will populate the Purchase Order Management window. The Supplier Selection Page automatically selects all suppliers.

Unassign any Unrequired Suppliers and Click Next.

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Purchase Order Management wizard; shows the Supplier Selectiong page and the location of the Remove All button.
Image 9: Remove All Suppliers
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Purchase Order Management wizard; shows the Supplier Selection page with a selected supplier and the location of the Add button.
Image 10: Selected Supplier & Add Button

Using the Purchase Order Management Window

The main functions in the Purchase Order Management window are:

Creating Custom Filters

You can create custom filters for any of the columns in the top pane.

In a filter field:

  1. Click the Down Arrow
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Purchase Order Management window; shows the location of a filter field's down arrow.
Image 11: Filter Field Down Arrow
  1. Click (Custom)
    • The Custom Filter window will open
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Purchase Order Management window; shows the location of (Custom) in the filter field's drop-down list.
Image 12: Custom Filter

In the Condition field drop-down list:

  1. Select the applicable condition
    • E.g. > Greater than, < Less than, etc.
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Custom Filter window; shows the drop-down list of filter conditions.
Image 13: Condition Drop-Down List

In the Value field:

  1. Select the applicable value
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Custom Filter window; shows the Value field drop-down calendar.
Image 14: Value Field Drop-Down Calendar
  1. Click OK

The purchase order list now only shows the purchase orders that meet the custom filter criteria.

Combining Purchase Orders

You can only combine purchase orders if all the purchase orders have:

  • The same supplier
  • Open status
  • Same ship to warehouse

To combine purchase orders, Check the combine checkbox for each purchase order and Click Save

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Purchase Order Management window; shows the location of the Combine checkboxes and the Save button.
Image 15: Checked Combine Purchase Orders Checkbox & Save Button

Exporting Purchase Order Lists

You can export filtered lists to Clipboard, Word, Excel, or PDF. This function is useful for compiling a list of purchase orders for supplier follow-up e.g. filtering and exporting a list of released purchase orders with no confirmation numbers to send to the supplier for follow-up.

In the Purchase Order Management window:

  1. Ensure the list of purchase orders meets the required criteria
  2. Click the Down Arrow on the left column header
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Purchase Order Management window; shows the location of the down arrow.
Image 16: Left Column Header Down Arrow
  1. Hover the mouse over Export
    • The Export menu will expand
  2. Click one of the Export To options
    • E.g. Clipboard, Excel, Word, or PDF
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Purchase Order Management window; shows the pathway to the Export To options.
Image 17: Export to PDF Pathway

*Note: Export to Clipboard only copies the information. You must manually paste the information in a tool such as a word processor or email.

In the File Explorer window:

  1. Select the save location
  2. Enter the file name
  3. Click Save
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File Explorer window; shows the export file name and the location of the Save button.
Image 18: Save PDF File

The purchase order list is now exported.

Opening Purchase Orders

To open one of the purchase orders in the Purchase Order window, Click the Purchase Order Number.

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Purchase Order Management window; shows the location of the purchase order numbers.
Image 19: Clickable Purchase Order Number

Viewing the Total Price of All Listed Purchase Orders

The total cost of all listed purchase orders is in the P.O. Total field below the list of purchase orders.

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Purchase Order Management window; shows the location of the Purchase Order total field.
Image 20: Purchase Order Total Field
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