Purchase Order Grid and Details

Review details and take action on purchase orders from the purchase order grid.

See Documentation Topics:

Purchase Order Management

Purchase Order Configuration - Change Order Settings

Purchase Order Configuration - Auto Close BuyerQuest Purchase Orders

Supplier Access to Purchase Orders

Change, Cancel, or Close a Purchase Order

Purchase Order Emails

Receive Purchase Order

Imported Receipts Grid and Details

Overview

A Purchase Order is created when a Request is submitted and successfully passes through approval.

Depending on configuration, suppliers will be sent their Purchase Orders via cXML, email, or other methods that are associated with third-party partners.

Purchase Order Email

A notification email is sent out to the supplier and the requester when a Purchase Order is created. An example of the Purchase Order notification email is shown below.

Purchase Order Grid

Access Purchase Orders from MY DOCUMENTS in the Main Menu. 

Users with Global Purchase Order Search permission may view Purchase Orders from the grid. See Actions Available on a Purchase Order below for specific actions available.

View status, select a Purchase Order, or take action from the list of Purchase Orders shown in the Grid. 

1. Search Purchase Orders from the search box. You can search any word or search by Purchase Order or Request Number. 
2. Filter using the available categories listed above the grid.
3. Take action on a Purchase Order from the list of ACTIONSavailable. 
   Note

   Available actions depend on the workflow state, user permissions, and system configurations affecting the Purchase Order.
   Please note that for Fully Received Closed Purchase Orders, a Receipt may be Created to return faulty items.
4. View details of a Purchase Order by clicking on a Purchase Order number.

Imported cXML Receipts for BuyerQuest Purchase Orders

Receipts may either be created manually or imported from external systems, but both receiving methods may not be used together. 

When a new cXML Receipt is imported for a BuyerQuest Purchase Order:

1. The cXML Receipt ignores Receiving rules
2. The cXML Receipt updates Line Item / BQ PO status regarding under/over receiving tolerance including previously received/returned items by other receipts.
3. The cXML Receipt updates Previously Received for Line Items in BQ PO based on received cXML.
4. The system ignores the max received quantity for a Line Item - any quantity is acceptable when the Receipt type is Received in cXML.
5. The system ignores the max returned quantity for Line Item - any quantity is acceptable when the Receipt type is Received in cXML.

When a cXML Receipt update is received for a BuyerQuest Purchase Order: 

1. The System updates the data in the existing Imported Receipt with the data from the new cXML Receipt. 
2. The System recalculates Line Item / Previously Received values / and BuyerQuest Purchase Order status of related Purchase Orders based on the new values
3. New History record is captured on the Purchase Order Details page. 

Purchase Order Details

The Purchase Order details page shows the details and available actions as shown below. 

Yellow highlighting indicates a change made to the Purchase Order after it was created. 

1. View Order Information for the Purchase Order.
2. Take action on the Purchase Order from the available options from I want to ...  
   See the description of available actions below. 
3. View Related Records for the Purchase Order, such as Requests, Invoices, ASNs, Receipts, and Credit Memos.
4. Review the Change Summary, which includes Change Order Amounts and recalculations of totals. 
5. When your system is configured to show logical deletion of line items, removed items are flagged as Removed and retained in Purchase Order details.
   See documentation topic: Change, Cancel, or Close a Purchase Order.
6. Credit Card Details are included on the Purchase Order when Credit Card Payment has been specified at checkout for Suppliers configured to allow Credit Card Payment as a Payment Method. 
7. Attachments display when applicable. Comments may be added to the Purchase Order. 
8. History includes Purchase Order creation, updates, and other major events. 
9. Save as PDF if desired. 

Actions Available on a Purchase Order

The following actions are available to perform on a Purchase Order in the grid as well as from the details page:

1. Cancel PO
   The Purchase Order is canceled and a notification is sent to the supplier.
   If a line item from the PO has been received, then the PO cannot be canceled.
   Users with Global Purchase Order Search permission also need Cancel Order permission to Cancel a Purchase Order. 
2. Close PO
   This is equivalent to forcibly closing the Purchase Order, so that no further actions can be performed on it, such as creating a Receipt or Invoice, for example.
   Users with Global Purchase Order Search permission also need Close PO permission to Close a Purchase Order. 
3. Reorder
   The line items in the current Purchase Order are added to the Shopping Cart. If there were items existing in the Shopping Cart, they are retained in addition to the new line items that were added.
   Completion of the Checkout process is necessary to create a new Request.
   Users with Global Purchase Order Search permission also need Reorder Purchase Order permission to Reorder a Purchase Order. 
4. Change PO
   A change order is created. The user is allowed to make changes to the original request but the changes are restricted to the line items related to the supplier of the PO which is being changed.
   Users with Global Purchase Order Search permission also need Change Purchase Order permission to Change Order.
   The allowable changes are determined by configuration settings that are described in the topic: PO Configuration - Change Order Settings.
5. Create Receipt
   Users can create a receipt for a Purchase Order when portions or all of it have been fulfilled. Returns and rejections may also be recorded on a Receipt.
   Users with Global Purchase Order Search permission also need Enable access to Receiving permission to Create Receipt.
   The process of creating receipts is described in detail in the topic Receive Purchase Order.

Purchase Order Status Changes - Receiving and Closing

The Purchase Order History features status updates when a Purchase Order is Auto or Manually Received or Auto or manually Closed 

1. Ordered or Order Confirmed 
   When none of the Purchase Order items have been received. 
2. Partially Received
   The System (auto received) or Receiver (manually received) receives some, but not all, of the items in the Purchase Order. 
3. Fully Received
   The System (auto received) or Receiver (manually received) fully receives the items or the remaining items in the Purchase Order. 
4. Fully Received Closed
   From a status of Partially Received, user receives the remaining items in the Purchase Order, including the tolerance value.
   From a status of Fully Received, user receives more items than specified in the Purchase Order, up to the tolerance value. 
5. Auto Closed
   From a status of Ordered, Partially Received, Fully Received, Auto Received, or Order Confirmed.
   When Purchase Orders are configured to Auto Close when a specified condition is met:
   a. On a date later than the specified Inactive Purchase Order time frame; or
   b. Net total of (OK2Pay Invoice - OK2Pay Credit Memo) associated with the Purchase Order is over the specified Invoice Tolerance Amount.

See Purchase Order Management for more details.