The Purchase Order Status Window is accessed from the Purchase Orders Window by selecting a Purchase Order and clicking on the Receiving/Status (Rec/Status) button. This window provides a method to enter and edit Purchase Order status information, as well as manually close a Purchase Order. Use this window to enter Acknowledgements, shipping dates, receiving and back-ordered information, etc.
Notice that many fields on this window are disabled as the information is recorded at the time the Purchase Order is created. The fields are described below:
Purchase Order Number (PO#): The unique reference of the Purchase Order.
Ordered: The date of the Purchase Order.
Ship By: The Vendor should be ship the merchandise no later than this date.
Project: The Name of the Project for which the Purchase Order was generated.
Vendor: The Vendor from which the merchandise was ordered.
Certain order tracking information can be entered on this window as well:
Acknowledgement Date (Ack. Date): The Acknowledgement Date is when the Vendor receives and confirms the order. The confirmation may be given verbally or the Vendor may send you a printed Acknowledgement.
Acknowledgement Number (Ack. #): If the Vendor gives you an Acknowledgement or confirmation Number for the order, enter the information here.
Purchase Order (PO) Closed Date: The date upon which the Purchase Order was considered closed by Design Manager. Defaults can be set for how Purchase Orders will be closed in the software on the Company Advanced Options – Purchase Orders Tab. The Purchase Order Closed Date is often recorded automatically by Design Manager.
Close Purchase or Work Order (PO/WO) Manually: Select this option to indicate the Purchase Order as closed without waiting for Design Manager to automatically do so. Design Manager will set the Purchase Order Closed Date to the current system date upon selecting this option.
Notes: You can click the Notes Tab to input any information desired regarding the status of the Purchase Order. The Notes can be printed and can optionally be displayed on a variety of Order Tracking reports. When Notes are present, an asterisk will be displayed next to the tab caption as in "Notes*".
Purchase Order (PO) Component Status Grid: This grid displays all of the order information for each Component on the Purchase Order. This information may be edited on the Edit Order Status Window by clicking on the Edit button to the right of this grid. Clicking on the All button opens the Change All Window which is identical to the Edit Order Status Window, except that all of the fields are blank allowing you to enter new information and update all of the Components simultaneously. The Purchase Order Component Status Grid contains the following columns:
Reference Number (Ref#): The unique Reference Number to identify the Component within the Project.
Description: The Description of the Component on the Purchase Order. You can briefly view the entire Description by hovering your cursor over this column.
Quantity (Qty.): The Quantity of the Component on the Purchase Order.
See the Edit Order Status Window for a description of the remaining columns as much of the information will be recorded on that window.