Acctivate shows an easy-to-read list of purchase orders by utilizing the left navigation Purchasing menu. The default Filter is set to Open only with the option to create customized filters to be saved for future use.
To begin a search, start typing in the Search by name or details field just below the selected filter. The lookup will begin performing a global search based on what you’re typing to give the best match as results.
For each purchase order shown as a match, the user can quickly see the PO Number in bold letters with the PO status to the right. Below the number, the assigned vendor name is displayed. Purchase Orders with a past due requested dates show the text Overdue in red below the status.
Select the purchase order you wish to review to see more details in the read only window to the right of the list. The PO Number and Vendor Name show above the Edit, Print, Email, and Create buttons.
- Edit: Opens Enter Purchase Order Window in Edit mode for the user to update the order.
- Print: Prints the default PO form.
- Email: Opens the email purchase order window with the default PO form attached as a pdf.
- Create: Menu to create a Receipt session, Invoice, or Business Activity. When using this menu, the related window opens with the PO and Vendor listed for users to enter the pertinent details.
The main body of the ready only purchase order screen shows the Purchase Order and Timeline tabs, as well as Custom for when custom fields exist.
On the right-hand side, users can see Info for the selected PO, such as linked Vendor record, Status with timestamp based on last update, Date Entered, Date Issued. Below the Info section, you can view Shipping Information, such as FOB, Date Requested, and Promised Date.
Purchase Order Tab
The Purchase Order tab shows the Vendor and Ship To addresses, as well as the PO details and any special instructions notated on the footer.
Within the PO details, users can easily see line number, product ID, and description, as well as ordered, approved, received, and outstanding quantity. They’ll also see the price, line amount, and total. Clicking on the hyperlinked Product ID text will open the related product’s read-only window.
The Timeline shows all linked activities related to the purchase order. Users filter on specific types of activities by clicking the Type drop down menu. Additional filtering capability exists in the Look for box next to the Type filter. Begin typing some value to search the timeline for specific information. Acctivate will automatically start populating the data as you type.
Available Type Filters
- Notes and Emails related to or sent from the PO.
- Purchase Invoices created for the selected purchase order.
- Receipts related to the PO.
While viewing the Timeline, moving the mouse over each activity prompts certain actions. Hovering over any activity created in Acctivate which has edit capabilities will show the pencil icon where the activity icon appears. For example, clicking this on a Note opens the related window for the user to modify any header details. Anything appearing to be a hyperlink will open the related read only window. For example, clicking a linked Purchase Invoice number opens the related read only screen.
When utilizing Purchase Order custom fields, you’ll also see a Custom tab. This tab will show all custom field data entered on the Additional Info tab of the Purchase Order.