Purchase Order

Purpose: Use the Purchase Order screen to review detailed information about a purchase order, including:

the sold-to and ship-to addresses
shipping instructions and messages
the lines on the purchase order, including any special handling instructions or line-specific messages
history of activity related to the purchase order, such as processing and shipment, or cancellation, address change, cost change, or due date revision
invoices that include any lines on the purchase order.

Reviewing purchase order information: Open the tab related to the information to be reviewed:

Header tab: order summary information, including the sold-to customer and the shipping address. This tab is open by default. See Header tab: Header summary fields and Header tab: Address fields, below, for more information.

Customer data replaced with asterisks? Customer data, including name, company, address, phone numbers, and email addresses, on closed purchase orders can be replaced with asterisks. Often, the retailer purges this data a specified number of days after the purchase order is shipped or canceled.

Note:
The Purchase Order Information at the top of the screen is always displayed regardless of which tab is open.
Detail tab: the lines on the purchase order. See Detail tab, below, for more information. From this tab, you can also advance to additional windows displaying:
- customization instructions: Browse Detail Customizations window
- messages related to a line: Browse Purchase Order Detail Messages window
- additional details about a line, where you can also put the line on hold or revise the due date if you have the required authority: Display Purchase Order Item or Edit Purchase Order Item window
Invoices tab: information about each invoice that includes any lines from the purchase order. From this tab, you can also advance to the Invoice screen.
History tab: activity that has taken place for the purchase order, See the History tab, below, for more information. From this tab, you can also advance to the Purchase Order History Detail window if there has been an address change request from the retailer.
Messages tab: sales order or gift messages. See the Messages tab, below, for more information.

Note:

When you are on this screen, the information displayed is not automatically refreshed. For example, if you review the information at the Header tab and then click the History tab, any recent activity that has taken place while you were reviewing the Header tab is not displayed at the History tab. To refresh the information on this screen, exit the screen and then select it again from the Purchase Order Inquiry screen.

How to display this screen: Select Display for a purchase order at the Purchase Order Inquiry screen, or select PO Inquiry at the:

Note:

If the Purchase Order screen was already open in another tab when you clicked the edit icon, you advance to this screen with the previous purchase order information displayed.

Generate pack slip? The Generate Pack Slip option is available if there is at least one line on the purchase order in New Order status. Only lines in New Order status are eligible for pack slip generation.

If you select the Generate Pack Slip option, you have an opportunity to confirm your selection before the pack slip is generated for any lines on the purchase order in New Order status. For example, if the purchase order includes one line in New Order status and one line in Held status, the held line is not included on the pack slip.

A PDF icon () appears at the top of the screen once the pack slip generation is complete. Click this icon to advance to the View Printed Pack Slips screen to work with the generated files.

Note:

This option is not implemented if you use the vendor integration.

See Select Purchase Orders for background on the pack slip generation process.

Reprint pack slip? The Reprint Pack Slip option is available to generate a new pack slip if there are any generated, unshipped pack slips for the purchase order (lines in In Process status). You might use this option if the original pack slip is damaged or lost.

Unlike the Void / Reprint Pack Slip screen, this option does not provide the ability to reduce the quantity on a purchase order line or void the line by setting the quantity to zero; instead, it just enables you to reprint the pack slip exactly as before, except that a new batch number is assigned.

If there are multiple generated pack slips for the purchase order, each in a different batch, then the Select Batch window opens when you select the Reprint Pack Slip option; otherwise, the Reprint Pack Slip window opens.

If the purchase order includes lines that are in In Process status and lines that are in New Order status, then the screen displays both the Generate Pack Slip option and the Reprint Pack Slip option.

A PDF icon () appears at the top of the screen once the pack slip generation is complete. Click this icon to advance to the View Printed Pack Slips screen to work with the generated files.

Fields	Description
Purchase Order Information unlabeled area at the top of the screen
Purchase Order Number	The number or code identifying the purchase order in the originating system.
Date Created	The PO entered date provided by the retailer. Might not be the same as the date when the purchase order became available to you through the Vendor Portal.
Sales Order Number	The number or code identifying the sales order in the originating system.
Order Status	Possible statuses are: Cancelled: The retailer has cancelled 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: You have held the line(s) on the purchase order from processing. You might put a line on hold if you cannot fulfill it, and are requesting that the retailer cancel it. When a line on a purchase order is on hold, it is not eligible for pack slip generation; or, if a pack slip has already been generated, the line is not eligible for shipment confirmation, and if you use the void/reprint option, the held line is omitted from the new pack slip. In Process: You have generated pack slips for the entire purchase order, or the purchase order has been sent to the integrated system (and, if necessary, acknowledged) if you use the vendor integration. New Order: You have not yet generated any pack slips for the purchase order, or sent the purchase order to the integrated system if you use the vendor integration. If you use the vendor integration and are configured to require acknowledgment, the purchase order might have been sent but not yet acknowledged. 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: You have confirmed shipment of the entire purchase order.
Brand	The retailer’s brand that is associated with the sales order.
Placed	The code and description of the location originating the sales order. Typically identifies the retailer’s distribution center. Separated by a hyphen (-).
Pending address change request? The screen displays a message in red if there is an address change request pending approval for unshipped items. Use the Purchase Order History Detail window to review the requested change, or use the Purchase Order Change Requests screen to accept or decline the request. Pending cancellation request? The screen displays a message in red if there is a cancellation request pending approval. Use the Purchase Order History Detail window to review the requested change, or use the Purchase Order Change Requests screen to accept or decline the request. Note: This message is no longer displayed if you confirm shipment of the line without accepting or rejecting the cancellation request.
Header tab: Header summary fields
Next Due Date	The earliest due date on any of the lines on the purchase order, regardless of whether the earliest due date has passed. No due date is displayed if all items on the purchase order are shipped or canceled.
Ship Via	The code and description identifying the preferred carrier to use for the purchase order. From the first item on the purchase order. Not updated at shipment, even if you specify a different carrier.
Gift	Set to Y if the sales order is a gift order; in this case, no prices, charges, or totals print on the pack slip.
Buyer	The code and name of the buyer for the purchase order. Each is included only if provided by the retailer. Separated by a hyphen (-).
Shipping Instructions	The general shipping instructions for the order. There may be additional instructions such as customization instructions, gift messages, or order messages at the Browse Detail Customizations window, Browse Purchase Order Detail Messages window, and the Messages tab.
Ship Complete	Set to Y if the purchase order should be shipped in a single shipment. Informational only; does not control pack slip generation.
Total	The purchase order total, including the extended prices of all detail lines. Does not include additional charges, freight, or tax. The currency symbol displayed for the discount amount is based on the Currency specified for the purchase order.
Discount	The discount percentage or discount amount specified by the retailer. Separated by a slash (/). The currency symbol displayed for the discount amount is based on the Currency specified for the purchase order.
Currency	The code identifying the currency on the sales order. Controls the currency symbol displayed for the purchase order.
Header tab: Address fields This tab displays summary information about the order and the sold-to and ship-to names and addresses. Customer data replaced with asterisks? Customer data, including name, company, address, phone numbers, and email addresses, on closed purchase orders can be replaced with asterisks. Often, the retailer purges this data a specified number of days after the purchase order is shipped or canceled.
Sold To	The customer who placed the sales order. Includes: name: prefix (such as Mr. or Dr.), first name, middle name, last name, and suffix (such as Jr. or Esq.) company name first address line apartment, unit, or suite number (prefixed by the label Apt / Unit #:) address line 2 address line 3 address line 4 city, state, postal or zip code, country code daytime phone number (prefixed by the label Day:) evening phone number (prefixed by the label Eve:) email address Note: Not all of the information above might be available for each customer. At a minimum, the customer information must include: first and last name or company first address line city, postal or zip code, and country code
Ship To	The customer to receive the line(s) on the purchase order. Includes the same information as the sold-to customer name and address, listed above.
Detail tab This tab displays information about the line(s) on the purchase order, and includes options to display additional information about the line(s).
Line #	The line number identifying the item on the purchase order.
Item #	Your item number or code. Hold the pointer over the Item # to display the retailer’s item number or code and description.
Item Description	A description of the item. Hold the pointer over the Item Description to display the retailer’s item number or code and description of the item.
Order Qty	The total quantity of the item ordered by the customer.
Shipped Qty	The total confirmed shipment quantity of the item. You can confirm shipment through the Purchase Order Shipping screen or by uploading through the Purchase Order Shipping Upload screen.
Printed Qty	The total quantity of the item that you currently have on a generated pack slip or extracted to your system, but not yet confirmed as shipped.
Cancel Qty	The total quantity of the item that the retailer has cancelled.
Line Status	The current status of the line on the purchase order. Possible statuses are: Cancelled: The retailer has cancelled the line. Held: You have held the line from processing. You might put a line on hold if you cannot fulfill it, and are requesting that the retailer cancel it. When a line on a purchase order is on hold, it is not eligible for pack slip generation; or, if a pack slip has already been generated, the line is not eligible for shipment confirmation, and if you use the void/reprint option, the held line is omitted from the new pack slip. In Process: You have generated a pack slip for the line, or the line has been sent to (and, if necessary, acknowledged by) the integrating system if you use the vendor integration. New Order: You have not yet generated a pack slip for the line, or sent the purchase order to (and, if necessary, received acknowledgment from) the integrating system if you use the vendor integration. Shipped: You have confirmed shipment of the line. Note: The line status is different from the Order Status if the purchase order has more than one line, and the lines have different statuses.
Due Date	The current due date for the line. Can differ from the original due date if you entered a revised due date at the Edit Purchase Order Item window or the Purchase Order Maintenance screen.
Custom	Select the icon () in the Custom column to advance to the Browse Detail Customizations window, where you can review the special handling instructions for the line. Displayed only if there are special handling instructions.
Messages	Select the icon () in the Messages column to advance to the Browse Purchase Order Detail Messages window, where you can review any sales order line messages for the line. Displayed only if there is an order line message.
Display	Select the icon () in the Display column to advance to the Display Purchase Order Item window, where you can review additional details about the line. Note: The link to this window is available only if you have authority to display purchase orders but not to maintain them, or if the line is in Cancelled or Shipped status.
Edit	Select the icon () in the Edit column to advance to the Edit Purchase Order Item window, where you can review additional details about the line, and optionally put the line on hold or revise the due date. Note: The link to this window is available only if you have authority to both display and maintain purchase orders, and if the line is in an New Order, Held, or In Process status.
Invoices tab This tab displays information on any invoices you have created for the items on the purchase order. If you delete an invoice that is in New or Rejected status, it is no longer displayed at this tab. You cannot delete an invoice in any other status. See Invoice Inquiry for more information on invoices.
Line #	The line number included on the invoice.
Item #	Your item number or code identifying the shipped item included in the invoice. Your description of the item is to the right, separated by a hyphen ( - ).
Invoice Number	The invoice number you specified when creating the invoice.
Invoice Date	The date you specified for the invoice.
Invoice Qty	The total quantity of the item included in the shipment and being billed on this invoice.
Invoice Unit Cost	The unit cost you are billing the retailer for the shipment. Multiplied by the Invoice Qty. Changing the unit cost? Optionally, you can use the Edit Invoice Detail window to override this unit cost if the invoice is in New or Rejected status. If the cost you enter exceeds or falls short of the original PO Unit Cost by more than the Unit Cost Threshold percentage specified by the retailer, the invoice detail line will be out-of-balance. For example, if the retailer sets the threshold at 10%, and you change the invoice unit cost by more than 10%, the invoice detail line is out-of-balance. Held invoice? When you submit an invoice that includes any out-of-balance lines, the invoice goes into Held status, and the retailer needs to either approve or reject the invoice. If the invoice’s status is Rejected, you can edit the invoice, including the Invoice Unit Cost, again, and resubmit the invoice; or you can delete the invoice.
Display	Optionally, select the display icon () to advance to the Invoice screen, where you can review details about the invoice.
History tab This tab displays an entry for each activity that occurs related to a purchase order or a line on the purchase order.
Line #	The line number updated by the activity. In the case of purchase order creation, there is a history record for each line on the purchase order.
Item (unlabeled field)	The item updated by the activity. In the case of purchase order creation, there is a history record for each item on the purchase order. The description of the item is to the right.
Quantity	The quantity updated by the activity.
Action Type	Possible action types are described below under Purchase Order History Entries.
Status	The status of the line after the activity took place. See Purchase Order History Entries, below, for details, and see Line Status, below, for a list of possible statuses.
Date / Time	The date and time when the activity took place. The date and time might not be your local date and time, if the retailer uses a server in a different time zone. For example, if your store location is on Eastern Standard time, and the retailer uses a server that is on Pacific time, the date and time displayed might be earlier than the current time in your location.
User	The user who performed the activity. A user of Admin is listed for purchase order creation, address update requests, cancellation requests, and cost changes, and updates that take place through the vendor integration. Otherwise, this is the user ID of the person who performed the action.
Source	Indicates where the activity originated: UI (user interface) = the activity took place at a screen WS (web service) = the activity originated from the retailer or through the vendor integration
Transaction Notes	Additional information about the activity. See Purchase Order History Entries, below, for details and examples.
Details	If the retailer has requested an address change, click the details icon () to advance to the Purchase Order History Detail window, where you can review the details of a shipping address change, including the address before and after the change. This option is displayed only if the address change was: submitted when the line was in New Order status, before you generated the pack slip, so that the address change applied automatically; or, submitted when the line was in In Process or Held status, after you generated the pack slip. In this case, the option is available regardless of whether you accepted or declined the address change. If the retailer requests an address change when the line is in Shipped or Cancelled status, the Vendor Portal automatically rejects the change, and there is no history record displayed here. Accept or decline address change? Use the Purchase Order Change Requests screen to accept or decline address change and cancel requests from the retailer.
Messages tab Note: Message lines are consolidated at this tab, but print on separate lines on the pack slip.
Sales Order	This area displays messages related to the sales order originating the purchase order.
Gift Messages	This area displays gift messages related to the sales order.

The following table presents a summary of purchase order history entries.

Action Type	Created When	Source	Status	Transaction Notes
Simple Process Updates
PO Created	The retailer submits the purchase order to you for fulfillment. A separate history record is created for each line on the purchase order.	WS	New Order	none
PackSlip	You use the Select Purchase Orders screen to generate pack slips for printing (PDF files) or extract to your system (CSV files).	UI	In Process	Indicates the batch ID that includes the pack slip (for example, Batch ID (74)).
PackSlip	If using the vendor integration: the purchase order has been sent to the integrated system.	WS	New Order or In Process	Indicates the batch ID, as above. Status remains New Order until the batch of purchase orders is acknowledged, if the Require Acknowledgement flag is selected; in this case, a separate history entry indicates when the batch is acknowledged.
Shipment	You confirm shipment through the Integrated Shipping screen, the Purchase Order Shipping screen, or the Purchase Order Shipping Upload screen.	UI	Shipped	Indicates the ship date, carrier code, tracking number, weight, and freight rate, for example: `Ship Date: 07/17/2013, Carrier: 50, Tracking #: Track12155, Weight: 2.34, Rate: $ 1.23`
Shipment	The shipment is confirmed through the vendor integration.	WS	Shipped
Cancellation Requests from the Retailer
Cancel	The retailer submits a cancellation request for a line in New Order status.	WS	Cancelled	Automatically Cancelled
Cancel	The retailer submits a cancellation request for a line in In Process or Held status.	WS	unchanged	Cancel Requested
Cancel	You accept a cancel request at the Purchase Order Change Requests screen, or the cancellation applies automatically after the line returned to New Order status after you release a held line at the Edit Purchase Order Item window or the Purchase Order Maintenance screen, or void (but don’t reprint) the pack slip at the Void / Reprint Pack Slip screen. See Purchase Order Shipping for another example in which a cancellation is approved automatically.	UI	Cancelled	Cancellation Approved
Cancel	You decline a cancel request at the Purchase Order Change Requests screen.	UI	unchanged	Cancellation Rejected
Cancel	You confirm shipment of a line with a pending cancellation request.	UI	Shipped	Cancellation Rejected
Cancel Auto Rejected	The retailer sends a cancellation request for a line that is already in Shipped or Canceled status, or if the requested cancel quantity exceeds the current open quantity on the line.	WS	unchanged	Cancel Request Auto Rejected
Address Change Requests from the Retailer
Address Change	The retailer submits an address change request for a purchase order in New Order status.	WS	New Order	Address Change Automatically Applied
Address Change	The retailer submits an address change request for a purchase order in In Process or Held status.	WS	unchanged	Address Change Requested
Address Change	You ship a purchase order with an outstanding address change request. This message is written only for the first item on the shipment.	UI	Shipped	Address Change Auto Rejected
Address Change	You decline an address change at the Purchase Order Change Requests screen.	UI	unchanged	Address Change Rejected
Address Change	You accept an address change at the Purchase Order Change Requests screen, or the address change applies automatically after the line returned to New Order status after you release a held line at the Edit Purchase Order Item window or the Purchase Order Maintenance screen, or void (but don’t reprint) the pack slip at the Void / Reprint Pack Slip screen. See Purchase Order Shipping for another example in which a cancellation is approved automatically.	UI	unchanged	Address Change Approved
If the purchase order is in Open status: A purchase order in Open status can include lines in New Order, Held, Shipped, Cancelled, and In Process status. In this situation, each remaining line is treated separately.
Cost Changes from the Retailer
Cost Change	The retailer submits a cost change for a line on a purchase order to update the unit price.	WS	unchanged	Before $ 8.98 - After $ 9.98 (where $ 8.98 is the previous unit price, and $ 9.98 is the new unit price) The currency symbol displayed is based on the Currency specified for the purchase order.
Additional Changes
Data Removal	Private data is anonymized.	WS	previous status	PII Data Anonymized
Maintenance	You put a line on hold at the Edit Purchase Order Item window or the Purchase Order Maintenance screen.	UI	Held	Held: Backordered (where Backordered is the Reason Description you entered)
Maintenance	You release a line from hold at the Edit Purchase Order Item window or the Purchase Order Maintenance screen.	UI	previous status	Released The Reason Description is not listed here even if you entered one while releasing the line from hold.
Maintenance	You revise the line’s Due Date at the Edit Purchase Order Item window or the Purchase Order Maintenance screen.	UI	unchanged	Maintenance Delay Revised Due Date: 06/28/2013 (where Delay is the Reason Description you entered and 6/28/2013 is the revised due date)
Maintenance	You enter a Reason Description at the Edit Purchase Order Item window or the Purchase Order Maintenance screen without changing the line’s hold status or revising the due date.	UI	unchanged	Maintenance Expected next week (where Expected next week is the Reason Description you entered)
Maintenance	You delete a Reason Description at the Edit Purchase Order Item window or the Purchase Order Maintenance screen for an line that is not held and does not have a revised due date.	UI	unchanged	Maintenance
Pack Slip Reprinted	You use the Void / Reprint Pack Slip screen or the Reprint Pack Slip option at the Purchase Order screen to void and reprint the pack slip.	UI	In Process	Indicates the new batch ID (for example, Batch ID (74)).
Pack Slip Voided	You use the Void / Reprint Pack Slip screen to void but not reprint the pack slip by setting the New Print Qty of all printed lines to 0.	UI	New Order	Indicates the current batch number voided (for example, Batch ID 73)).
Re-opened	You confirm shipment of the entire printed quantity of a line, but there is an additional unprinted quantity because you previously used the Void / Reprint Pack Slip screen to reduce the printed quantity.	UI	New Order