Home > SI Documentation (v12) > User Guide > Purchase Orders > Purchase Order Explorer > Managing Purchase Orders

Managing Purchase Orders



You can manage Purchase Orders via the Purchase Order Explorer:



Viewing Purchase Orders


By default, all Purchase Orders will display in the Purchase Order Explorer:


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You can filter your Purchase Orders via the Quick Filter button:




You can filter via the column filters:



You can also filter by Vendor and/or date range in the tree on the left side of the Purchase Order Explorer:




You can also export your Purchase Orders list to Excel or to PDF:



Editing Purchase Orders


To edit a Purchase Order, you can double-click in the Purchase Order Explorer grid or you can select the Purchase Order and click the [Edit] button:



You can also select multiple Purchase Orders in the list (use Ctrl and/or Shift on your keyboard) and use the [Mass Update] button to edit multiple Purchase Orders at one time:



Below are the fields available for Mass Update:




You can send a pdf of a Purchase Order report via the Tools tab, Outlook button.




You can also right-click a Purchase Order for this feature.


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This opens a dialog where you can choose which report(s) to attach to your email.


outlook po.jpg

Lock/Unlock Purchase Orders


On the Tools tab you can lock/unlock Purchase Orders and Purchase Order reports:


lock unlock.jpg


When a Purchase Order is locked it can not be edited and when a Purchase Order's reports are locked no reports can be generated for the Purchase Order. Locking can be done manually or it can be done via Workflow Rules.


When a Purchase Order or its reports are locked you will see the lock icon next to the Purchase Order in the Purchase Order Explorer:


lock icons exp.jpg


A user must have permission to lock/unlock Purchase Orders or Purchase Order reports.


Item Receipts


You can mark items on Purchase Orders as "Received" by selecting the Purchase Order in the grid and clicking the [Item Receipt] button:



This will open the New Item Receipt form:



Here you can edit the Qty to Receive column for each Product. If you do not receive a full order you will enter just the quantity received and you can add any Notes to this if you wish.


Note: Use your [Tab] key to quickly go down the list once you click in one of the Qty to Receive fields.



You can also use the [Receive All] or [Receive Selected] buttons if you wish:



When done you can [Save and Close] or you can run a report for this Item Receipt:



Click here for details on the report.


When you Save and Close the Purchase Order Receive it will display in the Receives section of the Purchase Order Explorer:



The next time you open the Project(s) where Purchase Orders have Receives associated with them, you will be prompted whether or not you want to update the Order fields:



Clicking [Yes] will open the following form:



Select the Products you wish to update and click [Next>]:



Select the fields you wish to update and click the [Update] button. If updating the Order Status you must choose an appropriate Order Status by clicking the Manage Order Statuses if you have done this already:


Create QuickBooks Item Receipt


If you use the SI QuickBooks functionality for Purchase Orders, you have the option to create QuickBooks Item Receipts directly from the Receives section fo the Purchase Order Explorer:



You will get a confirmation:



A checkmark will display next to the Receive:


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