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Purchase Order Tracking

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

Use this report to print purchase order information, which was created using Activities>Purchase Orders>Create/Modify Purchase Orders. You can track information through the:

Receiving (Activities>Purchase Orders>Process Receipts)
Receipt Adjustment (Activities>Purchase Orders>Adjust Receipts)
Cancel Items (Activities>Purchase Orders>Cancel Items)
Invoice (Transactions>Accounts Payable>Enter A/P Invoices)
Disbursement (Transactions>Enter Cash Disbursements)
Check (Activities>Check Writing>Write Checks)
Encumbrance liquidation (Transactions>Encumbrances>Enter Encumbrance Liquidations)

Additional items, columns, and filters are available 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 on the Content tab. 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).

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).
Purchase Order Date	The date assigned to the purchase order (Activities>Purchase Orders>Create/Modify Purchase Orders).
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.
Type	The PO, Receipt, Invoice, Adjustment, or Cancelled type depending on where the PO is in the related transaction process.
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.
Document Number	The document number that created the purchase order transaction entry, such as receipts, adjustments, invoices, and cancelled items. Each day, the starting document number is 0001 and increments for each transaction entry. Document numbers are created for each item code line number.
Receipt Document Number	The document number that created the purchase order receipt transaction entry displays when a receipt adjustment occurred. Each day, the starting document number is 0001 and increments for each transaction entry. Document numbers are created for each item code line number.
Vendor ID	The Vendor ID assigned to the purchase order (Activities>Purchase Orders>Create/Modify Purchase Orders>PO Information tab).
Vendor Name	The name associated with the Vendor ID.
Currency	The currency type assigned to the customer ID, such as USD, CAD, or EUR. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.
Shipping Address Code	The shipping address code assigned to the purchase order, such as "Main" address.
Billing Address Code	The billing address code assigned to the purchase order, such as "Bill" address.
Buyer	This includes any buyer names added to the Buyer box on the PO Information tab.
Shipping Method	The shipping method for the purchase order, such as ground or third day.
Line Number	The number for each line item (Activities>Purchase Orders>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, which was set up on Maintain>Purchase Orders>Item Codes form.
Item Code Status	The status of the item code, such as, Active, Inactive, or Discontinued.
Item Description	The description for each line item.
Item Location	General information describing the item's location such as Aisle 2 or Shelf B. This was entered on the Maintain>Purchase Orders>Item Codes>Purchase Tab.
Special Instructions	Any additional information related to the line item (Activities>Purchase Orders>Create/Modify Purchase Orders>Item Detail tab).
Purchase Unit	The unit of measure for one purchase unit, such as each or case entered on the Maintain>Purchase Orders>Item Codes>Purchase tab.
Quantity	The number of units for each line item on the Purchase Order, Process Receipt, Adjust Receipts, or Cancel Items form.
Quantity Remaining	The sum of the remaining quantity for each line item (Quantity minus Previous Quantity Received minus Previous Quantity Adjusted/Cancelled).
Previous Quantity Received	The quantity that has been received for each requested line item, entered on the Activities>Purchase Orders>Process Receipts form.
Previous Quantity Adjusted/Cancelled	The quantity that has been cancelled for each requested line item, entered on the Activities>Purchase Orders>Cancel Items form.
Unit Price	The monetary amount (per unit) for each line item, which was set up on Maintain>Purchase Orders>Item Codes form.
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.
Voided Amount	The amount voided 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>Void Purchase Orders form.
Cancelled Amount	The amount cancelled 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.
Adjusted Unit Price	The adjusted unit price for each requested line item, entered on the Activities>Purchase Orders>Adjust Receipts form.
Item Total	The total for the each item ordered (Quantity multiplied by Unit Price) using the Activities>Purchase Orders>Create/Modify Purchase Orders form.
Adjusted Item Total	The adjusted item total, calculated on the Activities>Purchase Orders>Adjust Receipts form.
Purchase Order Total	The sum of all items in the purchase order (Activities>Purchase Orders>Create/Modify Purchase Orders>Item Detail tab).
Encumbrance Document Amount	The sum of all encumbrance increases and decreases.
Date Required By	The date the order is needed (Activities>Purchase Orders>Create/Modify Purchase Orders>Item Detail tab).
Date Promised	The date the order is due (Activities>Purchase Orders>Create/Modify Purchase Orders>Item Detail tab).
Date Received	The date the order was received.
Requested For	The person who requested the items (Activities>Purchase Orders>Create/Modify Purchase Orders>Item Detail tab).
Requisition Number	The requisition in which the line item is associated (Activities>Purchase Orders>Create/Modify Purchase Orders>Item Detail tab).
Requisition Date Submitted	The date the requisition was submitted.
Requested By	The user ID of the person who initially submitted the requisition.
Created By	The first and last name of the user that 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.
Session ID	The session ID assigned to the related document.
Transaction Document Number	The document number assigned to the related transaction document, such as the Encumbrance Document Number.
Document Date	The date of the related document.
Transaction Source	The transaction source assigned to the related document, such as API, CD, CDS, or ENL.
Effective Date	The effective date for the related document.
Document Line Amount	The amount for each line item of the related document.
Document Posted By User	The user who created the related document.
Comments	The comments for the purchase order, entered on the Activities>Purchase Orders>Create/Modify Purchase Orders, Process Receipts, Adjust Receipts, or Cancel Items form.
{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.

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 set up any Available Options for the report.

Options	Description
Summarize Amounts	Select this option to add amounts together and display one line item with the total amount. All document information must be identical for the system to add items together.
Suppress Lines with All Zeros	Select this option so that documents with zero amounts do not print. This eliminates records having zero in all amount columns. If it is not selected, every line prints, even if it has a zero value. This option only works with transaction line type user defined fields with a field type of currency.

Options

Description

Summarize Amounts

Select this option to add amounts together and display one line item with the total amount. All document information must be identical for the system to add items together.

Suppress Lines with All Zeros

Select this option so that documents with zero amounts do not print. This eliminates records having zero in all amount columns. If it is not selected, every line prints, even if it has a zero value.

This option only works with transaction line type user defined fields with a field type of currency.

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.