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Purchase Order Register

Access this report using Reports>Purchase Orders>Purchase Order Register.

Use this report to print purchase order information, which was created using Activities>Purchase Orders>Create/Modify Purchase Orders. This report contains:

Additional items, columns, and filters if any user defined fields were created by the Administrator using Organization>Set Up User Defined Fields. Only user defined fields with a field type of String, Editable Drop-Down List, Non-Editable Drop-Down List, Date, or Yes/No are available in the Items by Page group box and are listed as an available filter. User defined fields with a field type of Currency follow the formatting of the organization's functional currency. The functional currency was determined when the organization was created by the Administrator (File>New Organization>Functional Currency panel).
The Custom Columns feature, which allows you to create report columns that are not provided by the system. These columns can be set up with custom formulas.

Use this tab to assign a report name and determine whether or not to include it on the actual report. The report name can be printed in the header or the footer of the report.

Use this tab to determine what data to include in the report and to define the report layout.

By selecting Available Items, the data is divided onto separate pages. The report starts a new page for each item, and the item is printed in the page header of the report.
By selecting Available Columns, the data that appears in the body of the report is determined.

Column	Description
Purchase Order Number	The number assigned to the purchase order when printing (Activities>Purchase Orders>Create/Modify Purchase Orders>Print).
Reference Number	The temporary number assigned to the purchase order before it is printed.
Document Date	The date assigned to the purchase order.
Purchase Order Status	The purchase order's status: In Process, Ready To Print, Open, Closed, or Void.
Description	The title or description of the purchase order.
Vendor ID	The Vendor ID assigned to the purchase order.
Vendor Name	The name associated with the Vendor ID, which was set up on the Maintain>Accounts Payable>Vendors form.
Vendor PO Address	The vendor's address, city, state or province, and postal code.
Vendor PO Contact	The contact name for the vendor.
Vendor PO Contact Email	The contact's email address.
Vendor PO Contact Phone	The contact's telephone number.
Vendor PO Contact Fax	The contact's fax number.
Receiving Skipped	A designation of Y (Yes) or N (No), depending on if the "Skip Receiving" box was selected on the Create/Modify Purchase Orders form.
Currency	The currency type assigned to the vendor, such as USD, CAD, EUR, GBP, or MXN. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.
Create Encumbrance	A designation of Y (Yes) or N (No), depending on if the "Create Encumbrance" box was selected on the Create/Modify Purchase Order form.
Encumbrance Session ID	If the Create Encumbrance check box was selected on the Create/Modify Purchase Orders form, this is the session ID entered on the Encumbrance Session, after the Purchase Order printed.
Shipping Address Code	The shipping address code assigned to the purchase order, such as "Main" address.
Shipping Address	The address associated with the shipping code.
Billing Address Code	The billing address code assigned to the purchase order, such as "Bill" address.
Billing Address	The address associated with the billing code.
Attention	Any entries added to the Attention box on the PO Information tab.
Buyer	Any buyer names added to the Buyer box on the PO Information tab.
FOB	Any entries added to the Freight on Board box on the PO Information tab.
Shipping Method	The shipping method for the purchase order, such as ground or third day.
Comments	The comments for the purchase order.
Line Number	The number for each line item entered on the Create/Modify Purchase Orders, Item Detail tab.
Category Code	The category code for each line number.
Item Code	The item code for each line item.
Item Code Status	The status of the item code, such as, Active, Inactive, or Discontinued.
Item Description	The description for each line item.
Special Instructions	Any additional information related to the line item.
GL Code-Item Detail	The general ledger code for each line item.
Distribution Code	The distribution code for each line item.
Purchase Unit	The unit of measure for one purchase unit, such as each or case set up on the Maintain>Purchase Orders>Item Codes>Purchase tab.
Quantity Ordered	The quantity ordered for each requested line item entered on the Create/Modify Purchase Orders, Item Detail tab.
Quantity Received	The quantity received for each requested line item (Activities>Purchase Orders>Process Receipts). This column displays a zero when the Skip Receiving check box was selected on the purchase order.
Quantity Cancelled	The quantity canceled for each requested line item (Activities>Purchase Orders>Cancel Items). This column displays a zero when the Skip Receiving check box was selected on the purchase order.
Quantity Adjusted (Net)	The quantity difference between the original quantity and the adjusted quantity for the requested line item. This column displays a zero when the Skip Receiving check box was selected on the purchase order.
Quantity Remaining	The remaining quantity being fulfilled for each requested line item.
Adjusted Quantity	The quantity adjusted for each requested line item (Activities>Purchase Orders>Adjust Receipts). This column displays a zero when the Skip Receiving check box was selected on the purchase order.
Unit Price	The monetary amount (per unit) for each line item on the Create/Modify Purchase Orders, Item Detail tab.
Ordered Amount	The amount ordered for each requested line item, for Purchase Orders that had the Skip Receiving check box selected on the Create/Modify Purchase Orders form.
Cancelled Amount	The amount canceled for each requested line item, for Purchase Orders that had the Skip Receiving check box selected on the Create/Modify Purchase Orders form. This was entered on the Activities>Purchase Orders>Cancel Items form.
Invoiced Amount	The amount invoiced for each requested line item, using the Transactions>Enter Cash Disbursements, Transactions>Accounts Payable>Enter A/P Invoices, or Activities>Check Writing>Write Checks>Start button> Choose Items/Encumbrances form.
Remaining Amount	The amount difference between the Ordered Amount less the Invoiced Amounts and Cancelled Amounts, for Purchase Orders that had the Skip Receiving check box selected on the Create/Modify Purchase Orders form.
Item Total	The total for the each item ordered (Quantity multiplied by Unit Price).
Purchase Order Total	The sum of all items in the purchase order.
Encumbrance Document Amount	The sum of all encumbrance increases and decreases.
Open Encumbrance Balance	The current encumbrance balance amount for posted entries.
Date Required By	The date the order is needed.
Date Promised	The date the order is due.
Date Received	The date the order is received.
Requested For	The person who requested the items.
Requisition Number	The requisition in which the line item is associated.
Requisition Date Submitted	The date the requisition was submitted.
Urgent	A designation of Y (Yes) or N (No), depending on if the requisition is marked as "urgent" (Activities>Electronic Requisitions>Create/Approve Requisitions>Requisition Number tab).
Requested By	The user ID of the person who initially submitted the requisition.
{Segment Name} Code	The code assigned to the segment. The report shows a segment code—01, 201, or 11001, for example. The report prints one column for each segment, such as Fund Code, Grant Code, or GL Code.
{Segment Name} Title	The title associated with each code above. The system displays one column for each of these code types, such as Fund Title, Grant Title, or GL Title.
{Segment Name} Short Title	The short title associated with each code. The system displays one column for each of these code types, such as Fund Short Title, Grant Short Title, or GL Short Title.
{Segment Name} Group Code	The defined group code. The report prints a column for each group code, such as Fund Group Code or Grant Group Code.
{Segment Name} Group Title	The title associated with the group code. The report prints one column for each group segment.
{Segment Name} Group Short Title	The short title for the group title (15 characters or less). The report shows one column for each group segment, such as Fund Group and Grant Group.
Increase	The increase amount for each encumbered line item.
Decrease	The decrease amount for each encumbered line item.
Effective Date	The effective date for each encumbered line item.
Created By	The login name of the person who created the purchase order.
Created At	The workstation name where the person created the purchase order.
Printed By	The first and last name of the user that printed the purchase order.
Last Modified By	The first and last name of the user that last changed or updated the purchase order.
Last Modified Date	The date the purchase order was last changed or updated.
{User Defined Field} - Vendors	This is a vendor type user defined field and its data. There will be a separate column for each field.
{User Defined Field} - Purchase Orders	This is a purchase order type user defined field and its data. There will be a separate column for each field.
{Custom Column}	This is a custom column that you created.

Use this tab to narrow down and more explicitly define the data to include in the report by selecting from the Available Filters.

Use this tab to designate the Group Sets for the report. Groups provide an alternate way of reporting summarized accounting data. Selecting a group code on the report is the same as filtering by group code on the entire report. Any accounts not included in a Group Set will not be included in the report. In order for groups to be applied to the report, the group selected on the Groups tab must also be selected in at least one of the following: Content tab or Filter tab.

Use this tab to change the font and page setup for a report.

Use this tab to secure the active report so that other users cannot save their changes to it. The user that selects the check box, and then saves the report, is the only user that can change or save it later. This check box cannot be cleared by any user other than the user that locked the report.