You can manage Purchase Orders via the Purchase Order Explorer:
By default, all Purchase Orders will display in the Purchase Order Explorer:
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:
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:
On the Tools tab you can lock/unlock Purchase Orders and Purchase Order reports:
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:
A user must have permission to lock/unlock Purchase Orders or Purchase Order reports.
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:
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:
You can also export your Purchase Orders directly to Excel or to PDF: