Performing Actions on a Purchase Order

Using the Actions button in the Purchase Order Notebook, you can perform the following PO processing activities:

• issue a PO

• close a PO

• reopen a PO

• preview a PO

• print a working copy

• print the official copy

• change a PO type from a Service to a Regular PO (or from a Regular PO to a Service)

From the Actions button in the Search Window, you can perform these actions and flag items to either be included in or excluded from accrual reporting queries. Your site may have local or remote printers which your system administrator can set up for printing.

Issuing a Purchase Order

When you issue a purchase order, the items, their quantities, and their prices are fixed on the PO. Performing an Issue means you are ready to transmit the PO to the supplier. Any subsequent changes made to the PO must be covered by a Change Order. Under the following conditions, a PO cannot be issued:

• The PO was previously issued.

• The PO is closed.

• The total extended cost for all items does not equal the supplier's minimum order requirements.

Closing a Purchase Order

When you close a purchase order, you are preventing any further updates, including the creation of Change Orders and posting of receipts. Under the following conditions, a PO cannot be closed:

• The PO has been previously closed.

• The PO was never issued.

• The PO was previously marked for deletion.

Reopening a Closed Purchase Order

You have the option of reopening a PO after it has been closed. When you reopen a PO, the PO returns to Issued status. Error messages display if you attempt to reopen a PO that has not been closed or has been marked for deletion.

Using a Custom Purchase Order Print Format

Purchase orders print in the standard format offered with TabWare unless your system administrator has arranged for a special format. It may be a custom format that required special programming, or it may be a special report designed with Crystal Reports software.

Previewing a Purchase Order

You can preview a PO by clicking the Actions button in the Purchase Order Notebook or the Purchase Order Search window. In either case, select Preview from the dropdown list to preview the PO before printing.

Printing a Working Copy of a Purchase Order

Using the PO Search window or the PO Notebook, you can select a PO and print a working copy. The pages printed show Working Copy across the top border. There is no limit to the number of times you can print a working copy.

Printing the Official Copy of a Purchase Order

Select this option when you are ready to send the PO to the supplier. A warning displays if the PO was previously printed as the Official Copy. An error message displays under the following conditions:

• If you attempt to print a PO that is not the most current version. For example, you elect to print the original version of a PO that has a Change Order.

• If you select a PO that has not been issued.

Change Item Type on Purchase Order

If an item type defined as No Item Created is incorrectly classified as a Service item when it should be a Regular item (or a Regular item when it should be a Service item), the buyer can change the PO type and change the item type at the same time by selecting the option Service to Regular PO (or Regular PO to Service) from the Actions button menu. This action is only available if the following is true:

• The purchase order has not been issued.

• None of the lines have receipts.

• All of the lines are temporary item types.

• The release is not against a blanket order. The blanket itself can be converted.

When you select this option, the Convert Purchase Order window opens.

Click the dropdown arrow in the Item Type field and select the type to which you want to convert the purchase order. Click OK. If any cost changes are needed, you can do this on the Line Items tab once the item type has been changed.

Exclude or Include Items, Accrual Reporting

The Purchasing Query Wizard can provide a report of accrued purchasing liabilities. The wizard provides two selections:

• Accrual Based on Quantity Ordered calculates values based on Qty Ordered - Qty Invoiced.

• Accrual Based on Receipts calculates values based on Qty Received - Qty Invoiced.

By default, all purchase orders are included in the accrual reporting. To exclude items from the report, in the PO Search window, click Actions and select Exclude from Accrual Reporting. This sets the exclude_accrual_rept flag to 1 for the line items selected by your search. If you select Include, TabWare sets the flag to 0. The query being used to perform this update must include PO Line as one of the column headings. Having performed this update action, you can then use a query that searches for the values 0 or 1.