Purchase Order Inquiry

Purpose: Use the Purchase Order Inquiry screen to search for and review purchase orders assigned to your vendors for fulfillment.

Used for the Supplier Direct Fulfillment module.

Customer or vendor name anonymized? If the vendor or customer data on a purchase order has been anonymized (deleted and replaced with asterisks), the name is displayed as:

*** ***

***

If the vendor data has been anonymized, searching by vendor name is not supported.

A purchase order is eligible to be anonymized only if it is no longer open, and a vendor is eligible to be anonymized only if there are no open purchase orders for the vendor.

See Anonymizing Data for background.

How to display this screen: Select Purchase Order Inquiry from the Home Screen or the Orders drop-down menu.

Note:

Available if Use Vendor Portal is selected at the Tenant screen. Only users with Purchase Order Inquiry authority can display this screen. See the Role Wizard for more information.

How to display purchase orders on this screen: When you first advance to the Purchase Order Inquiry screen, no purchase orders are displayed. Click Search to display purchase orders matching your search criteria or to refresh the purchase orders displayed.

View by purchase order or item: You can use the View Results By option to switch the information displayed:

Purchase Order: displays information about the entire purchase order, such as shipping address. With this view, if the purchase order includes more than one line, the Due Date displayed is based on the first line on the purchase order. This is the default view.

Item: displays information about the line(s) on the purchase order, such as your item number, the vendor’s item number, and the ordered quantity.
Most of the same information is displayed whether you view results by purchase order or by item. The information always displayed includes the purchase order number, the sales order number, and the date when you created the purchase order.

Sort order: The purchase orders are sorted first based on the PO created (entered) date. Within that date, they are sorted by the date and time when the purchase order was submitted to the vendor for fulfillment.

How to view purchase order updates? Click Search to refresh the screen and show current purchase order information.

How many records displayed? The screen displays up to 50 purchase orders or items.

Options at this screen

Option	Procedure
search for purchase orders and display customer and other header-level information	Leave the View Results By option set to Purchase Order. Optionally, you can enter any search criteria at the top of the screen. See below for descriptions. Click Search. The screen displays up to 30 purchase orders.
search for purchase orders, and include item information among the information displayed	Set the View Results By option to Item. Optionally, you can enter any search criteria at the top of the screen. See below for descriptions. Click Search. The screen displays up to 500 lines on purchase orders. Case: The enterable fields on this screen are not case-sensitive for searching; for example, an entry of `po123` matches a purchase order number of `PO123`.
view more information about the purchase order	Click the display icon () next to a purchase order or item to advance to the Purchase Order screen, where you can view information about the purchase order such as: sold-to and ship-to customer names and addresses ship via and shipping instructions order totals and messages lines, including any special handling instructions or item-related messages purchase order line history invoices that include any purchase order lines If the Purchase Order screen is already open in another tab, you advance to that screen, where the previously-selected purchase order is displayed. The information displayed at the Purchase Order screen is related to the purchase order as a whole, regardless of whether you have been reviewing results by item or by purchase order.

Option

Procedure

search for purchase orders and display customer and other header-level information

Leave the View Results By option set to Purchase Order.
Optionally, you can enter any search criteria at the top of the screen. See below for descriptions.
Click Search.

The screen displays up to 30 purchase orders.

search for purchase orders, and include item information among the information displayed

Set the View Results By option to Item.
Optionally, you can enter any search criteria at the top of the screen. See below for descriptions.
Click Search.

The screen displays up to 500 lines on purchase orders.

Case: The enterable fields on this screen are not case-sensitive for searching; for example, an entry of po123 matches a purchase order number of PO123.

view more information about the purchase order

Click the display icon () next to a purchase order or item to advance to the Purchase Order screen, where you can view information about the purchase order such as:

sold-to and ship-to customer names and addresses
ship via and shipping instructions
order totals and messages
lines, including any special handling instructions or item-related messages
purchase order line history

invoices that include any purchase order lines

If the Purchase Order screen is already open in another tab, you advance to that screen, where the previously-selected purchase order is displayed.

The information displayed at the Purchase Order screen is related to the purchase order as a whole, regardless of whether you have been reviewing results by item or by purchase order.

Fields at this screen

Fields	Description
Search fields Optionally, complete any of the fields below before you click Search to display purchase order or items that match your entries.
Organization	See organization. Defaults from the organization associated with the Default Shipping System from your user profile, but you can override this default.
Vendor	Optionally, select a vendor associated with your organization from the drop-down list to display purchase orders assigned to that vendor. The name or description of the vendor is displayed. See Vendors for background. Vendor name anonymized? If the data for a vendor on a purchase order has been anonymized (deleted and replaced with asterisks), searching by the vendor is not supported.See Anonymizing Data for background.
PO Number	Optionally, enter a full or partial number or code identifying the purchase order in the originating system, such as Order Management System or CWDirect, to display purchase orders that start with or match your entry. Can include numbers, letters, spaces, or special characters. Up to 50 positions. Case: If the originating system includes any lowercase letters in the purchase order number, Order Broker converts them to uppercase when creating the purchase order. Not case-sensitive for searching; an entry of `A` or `a` matches an purchase order number of `A12345`.
Order Number	Optionally, enter a full or partial number or code identifying the sales order in the originating system, such as Order Management System or CWDirect, to display purchase orders whose order numbers start with your entry. Up to 30 positions. Not case-sensitive for searching; an entry of `A` or `a` matches an order number of `A12345`.
Date Created	Optionally, enter or select the PO entered date to display purchase orders created on that date. Might not be the same as the date when the sales order was created. Format is based on the settings at the User Profile Configuration screen.
Brand	Optionally, select a brand associated with your organization to display purchase orders for that brand. See the Brands screen in Modern View for background.
Status	Select a status to display purchase orders or lines that are in the selected status. View Results By setting: If the View Results By option is set to Purchase Order, purchase orders that match the selected status are displayed; otherwise, if the View Results By option is set to Item, lines in the selected status are displayed. Possible statuses are: Cancelled: You have cancelled the line or the entire purchase order. Complete (multi-line purchase orders only): The purchase order includes more than one line, and the line statuses include a combination of Cancelled and Shipped; there are no remaining open lines. Held: The vendor has held the line(s) on the purchase order from processing. The vendor might put a line on hold if the vendor cannot fulfill it, and is requesting that you cancel the line. When a line on a purchase order is on hold, it is not eligible for pack slip generation or to be sent to an integrated vendor; or, if the purchase order line was already in process, the line is not eligible for shipment confirmation, and if the vendor uses the void/reprint option, the held line is omitted from the new pack slip. In Process: The vendor has generated pack slips for the entire purchase order or the line, or sent the purchase order to the vendor’s system (and the batch was acknowledged, if required) if it is an integrated vendor. New Order: The vendor has received the purchase order, but has not yet generated pack slips for the entire purchase order or the line; or, in the case of an integrated vendor, the vendor has not yet received the purchase order or required acknowledgment, if required. Open (multi-line purchase orders only): The purchase order includes more than one line, and the line statuses include at least one line that is Held, In Process, or New Order. Shipped: The vendor has confirmed shipment of the entire purchase order or the line. Note: If you switch the View Results By setting, your selection in this field is cleared, because possible line statuses differ from possible purchase order statuses.
Item #	Your item number or code. Optionally, enter a full or partial item code to display purchase orders or items if the items start with or match your entry. For example, if you sell items ABC111 and ABC123, entering ABC1 matches both of these items. Up to 35 positions. Not case-sensitive for searching; an entry of `A` or `a` matches an item number of `A12345`.
Vendor Item #	The vendor’s item number or code. Optionally, enter a full or partial item code to display purchase orders or items if the vendor’s item codes start with or match your entry. For example, if the vendor has item codes XYZ222 and XYZ234, entering XYZ2 matches both of these retailer items. Up to 35 positions. Not case-sensitive for searching; an entry of `A` or `a` matches a vendor item number of `A12345`.
Due Date	Optionally, select a date from the calendar control to display purchase orders or lines whose original due dates match your entry. When searching by: purchase order: select a due date to display purchase orders whose earliest original due date (not revised due date) matches your selection. item: select a due date to display lines whose original due date (not revised due date) matches your selection.
View Results By	Controls whether the information in the Search Result fields includes information about the entire purchase order or the lines on the purchase order. If you set this option to: Purchase Order (default): The information displayed includes: the Brand the Vendor the Customer Ship To, including the name, company name, state/province, postal code, and country the Date Created the earliest Due Date for a line on the purchase order the Order Status Item: The information displayed includes: the Item #, Vendor Item #, and Ordered Units the Date Created the Due Date for the line the Line Status Whether you search by purchase order or by item, the results always display the PO Number, Order Number, and Vendor.
Search Result fields
PO Number	The number or code identifying the purchase order in the originating system, such as Order Management System or CWDirect. Case: If the originating system includes any lowercase letters in the purchase order number, Order Broker converts them to uppercase when creating the purchase order.
Order Number	The number or code identifying the sales order in the originating system, such as Order Management System or CWDirect.
Vendor	The name or description of the vendor assigned to fulfill the purchase order. Up to 40 positions; truncated if it exceeds the allotted space. Vendor anonymized? If the data for a vendor on a purchase order has been anonymized (deleted and replaced with asterisks), the name is displayed as: * * *** See Anonymizing Data for background.
Brand	The name or description of the brand associated with the purchase order. Displayed only when View Results By is set to Purchase Order. Up to 40 positions; truncated if it exceeds the allotted space.
Customer Ship To	Information about the shipping address on the order. Displayed only when View Results By is set to Purchase Order. Includes the first and last name or the company name. Customer anonymized? If the data for a customer ship-to on a purchase order has been anonymized (deleted and replaced with asterisks), the customer name is displayed as: * * *** See Anonymizing Data for background.
Vendor Item #	The vendor’s item number or code. Displayed only when View Results By is set to Item. Hold the pointer over the Vendor Item # to display the vendor’s description of the item.
Item #	Your item number or code. Displayed only when View Results By is set to Item. Hold the pointer over the Item # to display a description of the item.
Date Created	The date when the purchase order was created. Might not be the same as the date when the sales order was created. Format is based on the settings at the User Profile Configuration screen.
Due Date	When View Results By is set to: Purchase Order: the earliest original due date for a line on the purchase order. Item: the original due date for the line. The revised due date, if any, is not displayed. No due date is displayed when you review results by purchase order if the entire purchase order is shipped. Format is based on the settings at the User Profile Configuration screen.
Order Status	The status of the purchase order. Displayed only when View Results By is set to Purchase Order. See the Status, above, for more information.
Line Status	The status of the line on the purchase order. Displayed only when View Results By is set to Item. See the Status, above, for more information.
Ordered Units	The total number of units of the item for the vendor to ship. Displayed only when View Results By is set to Item.
Display	Click the Display icon () to advance to the Purchase Order screen, where you can review the details of the purchase order, such as the sold-to and ship-to address, items, history, and messages.