Inquiring About Purchase Orders

Use Purchase Order Inquiry to view a list of all open purchase orders, bids, and A/P Items. The Inquiry screen pulls information from the A/P and A/R system to make sure the data is current. You can scan open orders to check on expected receiving date, status, availability, or balance on the order.

In addition, Purchase Order Inquiry works with Inventory Inquiry, the Future Ledger, and the Inventory History Ledger, to provide accurate information.

You can check Orders and Bids connected to the vendor you are inquiring about. In addition, you can view the A/P Items to see if you owe a vendor.

To use the Purchase Order Inquiry screen:

From the Purch menu, select Purchase Order Inquiry to display the Purchase Order Inquiry screen.
Enter the vendor name to display the Open Orders screen.
The following fields display with information populated by the system:

Field	Description
Vendor Name	Vendor who has open purchase order assigned to them. If an asterisk (*) displays highlighted in red, there is more than one address for the displayed vendor.
Contact	First three company contacts for the vendor as listed in Vendor File Maintenance.
Phone #	Phone numbers assigned to the contacts as listed in Vendor File Maintenance.
Order #	An internal order number assigned to the purchase order by the system.
Order ID	A user-defined label attached to the purchase order for more specific identification. An Order ID can be added to any open purchase order. See procedure at the end of this page.
Br	Shipping branch of the purchase order. A branch ID can be up to 4-digits.
Balance	Open balance on the purchase order.
Recv Dt	Expected date that products on the purchase order will be received.
Avail Dt	Date when products, if delayed, will be available for customer purchase.
Sts	Status of the purchase order. This field displays only when viewing open orders or bids. O = Open Y = Direct B = Bids
Via	This field displays only when viewing open orders or bids. Displays a Ship Via if one was entered on the Purchase Order Entry screen.

Use the hot keys to display purchase order information as follows:

Hot Key	Description
Open Orders	View all open purchase orders for this vendor.
A/P Items	Check open invoices due to this vendor.
Bids	Verify open bids from this vendor.
Product	Displays the product field. Enter a product name or ID to add to the open purchase order.
View	Displays the original purchase order in view-only mode.
Delivery	This hot key is not active for purchase orders. Arranges the delivery schedule.
Edit	Opens the purchase order in edit mode.
Cred	Credits the purchase order to the vendor.

Press Esc to save any changes and return to the main menu.

Adding an Order ID on a Purchase Order

You can add an Order ID to help you distinguish between purchase orders without having to worry about purchase order numbers. For example, you may have an outstanding purchase order that you check daily. Instead of scanning for P1355894, you can add an Order ID, such as PSM Outstanding 12/31/01 to quickly identify the order you are seeking. The Order ID is also frequently used when identifying an RMA return number with a particular purchase order.

To add an Order ID on a purchase order:

Display the Purchase Order Inquiry screen (procedure above).
Select the purchase order.
Use the Edit hot key.

The purchase order displays.

Use the Header hot key.
Move the cursor to the Order ID field and enter the brief description.
Press Esc.
Verify the changes on the Order Entry Header Changes screen that displays.
Press Esc to save and return to the purchase order.
Press Esc to save and verify the status screen.
Press Esc to return to the Open Orders screen.

The new ID displays.

Press Esc to clear the screen and return to the main menu.