Purchase Order Maintenance functionality allows you to view the PO Details. You can search and filter the list of Purchase Orders by providing a search criteria.
PO Search allows you to:
· Search PO
· Print PO
Following users can access the screen functionality based on their profiles-
· Customer Super Admin, Customer Purchasing Admin, Customer Accounting Admin, Customer Super Buyer, Customer Buyer, Customer Approver, Customer Manager, Customer Superintendent, In house Customer Expeditor and External Customer Expeditor can access this page to view all the details of the po.
Invoking the screen
To go to the screen, click the Purchase Order on the main menu and select Vendor Reply Status
Main Menu > Purchase Order > Vendor Reply Status
Screen layout
Figure Search Vendor Reply Status PO 01
Select criteria to search for the relevant PO
The PO Display search screen shown above allows you to search for the relevant PO and view it on the basis of any of the following criteria. These have been described below in detail.
User may enter values in the following fields before going on to select specific search criteria
Delivery Date textbox
Click the calendar button to the right of the delivery date textbox and select the relevant date.
PO Status dropdown
Purchase Orders with status ‘Transmitted’, ‘Invoiced’, ‘Cancelled’ or ‘Closed’ can be accessed from this screen. Select the relevant PO Status from the PO status dropdown.
Vendor Reply Status dropdown
Vendor Reply Status with status ‘Confirmed’, ‘No Response’ or ‘Rejected’ can be accessed from this screen. Select the relevant Status from the vendor reply status dropdown.
Delivery Port Code textbox
Click the button to the right of the textbox to access the Search Port popup from where you can select the relevant port code or enter a value in the textbox. Maximum length allowed for the field is 5.
The pop up displays all the ‘Active’ ports defined in the system. You can select the port code number from the records displayed by clicking the relevant option button in the Select column, and then clicking OK. The selected port code gets displayed in the port code textbox of the PO Display search screen.
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Related Fields Delivery Port Name Label This indicates the name of the port. It gets populated with the corresponding description if you have chosen a port code from the pop up above. |
To search by PO Number
Enter PO Number in the PO Number textbox. Maximum length allowed for the field is 90.The option button to the left will get selected on its own.
The user can also search for all relevant POs by entering '*' in the PO Number textbox.
In addition, this field also allows 'like search', where in the user can enter the prefix of a PO number followed by a '*' to display all POs starting with given prefix.
The user can also search for all relevant POs in PO Display screen by entering ‘*’ in the textbox. Click the Search button to fetch relevant PO’s in the grid at the bottom of the screen.
To search by a specific Requisition Ship Number
Click the button to the right of the textbox to access the Select Ship popup from where you can select the relevant ship number or enter a value in the textbox. Maximum length allowed for the field is 9.
The pop up displays all the active ships that belong to the customer. You can select the ship number from the records displayed by clicking the relevant option button in the Select column, and then clicking OK. The selected ship number gets displayed in the ship number textbox of the PO Display search screen. The option button to the left will get selected on its own.
Click the Search button to fetch relevant PO in the grid at the bottom of the screen.
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Related Fields Ship Name label This indicates the name of the ship. It gets populated when you select the relevant ship number from the Select Ship popup. Sequence Number From textbox This indicates the Sequence Number From. This field, when entered, further narrows down your search criteria. Maximum length allowed for the field is 9 Sequence Number To textbox This indicates the Sequence Number to. This field, when entered, further narrows down your search criteria. Maximum length allowed for the field is 9 Year textbox This indicates the year. This field, when entered, further narrows down your search criteria. Maximum length allowed for the field is 4
Split Number textbox This indicates the split number. This field, when entered, further narrows down your search criteria. Maximum length allowed for the field is 3 |
To search by a specific Workflow User ID
Click the button to the right of the textbox to access the Select Workflow user popup from where you can select the relevant workflow user ids or enter a value in the textbox. Maximum length allowed for the field is 10.
The pop up displays all the ‘Active’ workflow users that belong to the customer. You can select the workflow user id from the records displayed by clicking the relevant option button in the Select column, and then clicking OK. The selected workflow user id gets displayed in the workflow user id textbox of the PO Display search screen. The option button to the left will get selected on its own.
Click the Search button to fetch relevant PO in the grid at the bottom of the screen.
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Related Fields Workflow User Name label This indicates the name of the workflow user. It gets populated with the corresponding name if you have chosen a workflow user id from the pop up above |
To search by a specific Fleet Code
Select the relevant fleet code from the Fleet Code dropdown list. The option button to the left will get selected on its own.
Click the Search button to fetch relevant PO in the grid at the bottom of the screen.
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Related Fields Fleet Name Dropdown This indicates the name of the fleet. It gets populated with the corresponding description if you have chosen a fleet code from the Fleet Code dropdown above. If Fleet name is selected then Fleet code gets populated corresponding to it. The option button to the left gets selected on its own. |
To search by a specific Vendor ID
Click the button to the right of the textbox to access the Select Vendor popup from where you can select the relevant vendor or enter a value in the textbox. Maximum length allowed for the field is 9
The pop up displays all the ‘Active’ vendors that are associated with the customer. You can select the vendor id from the records displayed by clicking the relevant option button in the Select column, and then clicking OK. The selected vendor gets displayed in the vendor id textbox of the PO Display search screen. The option button to the left will get selected on its own.
Click the Search button to fetch relevant PO in the grid at the bottom of the screen.
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Related Fields Vendor Name label This indicates the name of the vendor. It gets populated with the corresponding name if you have chosen a vendor id from the pop up above |
To search by a specific Vendor Quote Number
Enter vendor quote number in the vendor quote number textbox. The option button to the left will get selected on its own. Maximum length allowed for the field is 25.
Click the Search button to fetch relevant PO in the grid at the bottom of the screen.
To search by Vendor Ready Dates From and To
Select a relevant value from the vendor ready date from and vendor ready date to textboxes. You need to use the calendar buttons to the right of each field to enter data in this textbox
Click the Search button to fetch relevant PO in the grid at the bottom of the screen.
To search by a specific Mode of Transport
Click the button to the right of the textbox to access the Select Mode of Transport popup from where you can select the relevant mode of transport or enter a value in the textbox. Maximum length allowed for the field is 8
The pop up displays all the ‘Active’ mode of transports that belong to the customer. You can select the mode of transport from the records displayed by clicking the relevant option button in the Select column, and then clicking OK. The selected mode of transport gets displayed in the mode of transport textbox of the PO Display search screen. The option button to the left will get selected on its own.
Click the Search button to fetch relevant PO in the grid at the bottom of the screen.
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Related Fields Mode of Transport Name label This indicates the mode of transport name. It gets populated with the corresponding name if you have chosen a mode of transport code from the pop up above |
To search by a specific Object Account
Click the button to the right of the textbox to access the Select Account popup from where you can select the relevant object account or enter a value in the textbox. Maximum length allowed for the field is 6
Click the button to the right of the business unit textbox to access the Select Business Unit popup from where you can select the relevant business unit or enter a value in the textbox. Maximum length allowed for the field is 12
The pop up displays all the ‘Active’ business unit’s that belong to the customer. You can select the business unit from the records displayed by clicking the relevant option button in the Select column, and then clicking OK. The selected business unit gets displayed in the business unit code textbox of the Select Account popup.
Click the search button to fetch relevant objects account in the grid
You can select the object account from the records displayed by clicking the relevant option button in the Select column, and then clicking OK. The selected object account gets displayed in the object account code textbox of the PO Display search screen.
Click the Search button to fetch relevant PO in the grid at the bottom of the screen.
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Related Fields Account Description label This indicates the object account description. It gets populated with the corresponding description if you have chosen an object account from the pop up above. SubLedger ID textboxThis indicates the requisition subledger id. This field, when entered, further narrows down your search criteria. Maximum length allowed for the field is 9 SubLedger Description labelThis indicates the subledger description. It gets populated with the corresponding description if you have chosen a subledger id from the pop up above.
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To initiate a new search
Click the Clear button to clear the screen. You may now enter different criteria for searching.
To print the PO list
Click the Print button at the bottom to print the information grid. A new window will open up as shown below with the data that will be printed.
Figure Print View PO 01
To print the PO list from the Print window
Click the Print button below the grid. The Print modal window will open up to print the screen at the configured printer.
To navigate back to Search PO screen
Click the Cancel button below the grid. The Print screen will close and you will be taken to the Search PO Display screen.
To view the displayed PO
Select the POs by selecting the option button against it. Click the Details button at the bottom of the grid. Purchase Order Details screen will be displayed.