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 Roles 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.

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 Default Organization from your user profile defined through the Users screen, but you can override it.
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 Administration 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 Orchestration 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 Administration 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 from the Users 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 Administration or CWDirect. Case: If the originating system includes any lowercase letters in the purchase order number, Order Orchestration 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 Administration 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 from the Users 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 defined through the Users 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.

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

Used for the Supplier Direct Fulfillment module.

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.

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

See Anonymizing Data for background.

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. 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: Display 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 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 for the purchase order

• Messages tab: sales order or gift messages. See the Messages tab 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.

Note:

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

Fields at this screen

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, such as Order Administration or CWDirect. From the po_no in the CreateDSOrder message. Case: If the originating system includes any lowercase letters in the purchase order number, Order Orchestration converts them to uppercase when creating the purchase order.
Date Created	The PO entered date provided by the retailer. Might not be the same as the date when the originating system submitted the purchase order to Order Orchestration. From the po_entered_date in the CreateDSOrder message. Format is based on the settings at the Users screen.
Sales Order Number	The number or code identifying the sales order in the originating system. From the order_id in the CreateDSOrder message.
Order Status	Possible statuses are: Cancelled: You have 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: 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.
Brand	The name or description of the brand associated with the purchase order. See the Brands screen in Modern View for background. Identified through the brand_cd in the CreateDSOrder message. If the brand name has changed, the name in effect when the purchase order was created is displayed.
Placed	The code and description of the location originating the sales order. From the requesting_location_cd in the CreateDSOrder message. Typically identifies your distribution center. Separated by a hyphen (-).
Vendor	The name or description of the vendor assigned to fulfill the purchase order. Up to 40 positions. The vendor code follows in parentheses. Up to 10 positions. From the vendor_cd in the CreateDSOrder message. 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.
Organization	The name or description of the organization associated with the purchase order. See organization.
	Pending address change request? The screen displays a message in red if there is an address change request submitted to the vendor and pending approval. Use the Purchase Order History Detail window to review the requested change. This message continues to be displayed even if the vendor confirms shipment of the line(s) without accepting or rejecting the address change.
Header tab: Header summary fields	This area displays additional summary information about the order.
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. Blank if the entire purchase order has shipped. Format is based on the settings at the Users screen.
Ship Via	The code and description identifying the preferred shipper to use for the purchase order, separated by a hyphen. From the carrier_cd for the first item in the CreateDSOrder message. Not updated at shipment, even if the vendor specifies a different carrier. If the carrier description has changed, the description in effect when the purchase order was created is displayed.
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. From the gift setting in the CreateDSOrder message.
Buyer	The code and name of the buyer for the purchase order. From the carrier_cd for the first item in the CreateDSOrder message. Separated by a hyphen (-).
Shipping Instructions	The general shipping instructions for the order. From the shipping_instructions in the CreateDSOrder message. CWDirect and Order Administration System include shipping instructions such as DRP SHP ORD#00012025, where 12025 is the sales order number. There may be additional instructions for the purchase order, such as customization instructions, gift messages, or order messages at the Browse Detail Customizations window, Browse Purchase Order Detail Messages window, and Messages tab,
Ship Complete	Set to Y if the purchase order should be shipped in a single shipment. From the ship_complete setting in the CreateDSOrder message. 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, additional freight, tax, or tax on freight. The currency symbol displayed is based on the vendor_currency_cd in the CreateDSOrder message.
Discount	The discount percentage or discount amount specified in the CreateDSOrder message. Zeros are displayed if no discount was specified in the message. Separated by a slash (/). From the discount_percentage and discount_amount in the CreateDSOrder message. 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. From the vendor_currency_cd in the CreateDSOrder message.
Header tab: Address fields	This area displays name and address information about the sold-to and ship-to.
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 Note: If the originating system includes any lowercase letters in the postal code, Order Orchestration converts them to uppercase when creating the purchase order. 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 From the sold_to information in the CreateDSOrder message. Customer anonymized? If the data for a customer sold-to on a purchase order has been anonymized (deleted and replaced with asterisks), the customer name is displayed as asterisks. See Anonymizing Data for background.
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. From the ship_to information in the CreateDSOrder message. 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 asterisks. See Anonymizing Data for background.
Header tab: Sales Order Summary fields
Pay Method	The description of the payment method on the sales order. From the tender_description in the CreateDSOrder message. Set to MULTI PAY if the originating sales order had more than one payment method.
Freight Charges	The freight charges from the sales order. From the freight_amount in the CreateDSOrder message. Rounded to a 2-position decimal.
Additional Charges	The additional freight charges (not the additional charges) from the sales order. From the order_additional_freight_charges in the CreateDSOrder message. Rounded to a 2-position decimal.
Paid Amount	The amount prepaid on the sales order. From the tender_amount in the CreateDSOrder message. Rounded to a 2-position decimal.
Tax on Freight	The tax on freight charges from the sales order. From the freight_tax in the CreateDSOrder message. Rounded to a 2-position decimal.
Tax Charges	The total tax for the items on the purchase order. The total of the amount from the tax for each purchase order detail included in the CreateDSOrder message. Rounded to a 2-position decimal.
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. From the po_line_no in the CreateDSOrder message.
Item #	The item number or code. Hold the pointer over the Item # to display the vendor item number or code and description. From the retailer_item_id in the CreateDSOrder message.
Item Description	A description of the item. Hold the pointer over the Item Description to display your description of the item. From the retailer_item_description in the CreateDSOrder message.
Order Qty	The total quantity of the item ordered by the customer. From the po_qty_ordered in the CreateDSOrder message.
Shipped Qty	The total confirmed shipment quantity of the item.
Printed Qty	The total quantity of the item that the vendor currently has on a generated pack slip or extracted to the vendor’s system, but not yet confirmed as shipped.
Cancel Qty	The total quantity of the item that you have cancelled. Note: CWDirect and Order Administration do not support partial quantity cancellations. Additional information on canceling a partial quantity will be provided by Oracle at a later date.
Line Status	The current status of the line on the purchase order. Possible statuses are: Cancelled: You have cancelled the line. 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. Shipped: The vendor has 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 the vendor has entered a revised due date. Included even if the item has shipped. The original due date is from the po_line_due_date in the CreateDSOrder message.
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. Available 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. Available only if there are order line messages.
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.
Invoices tab	This tab displays information on any invoices the vendor has created for the items on the purchase order. Multiple shipments? If the invoice includes multiple shipments against a single purchase order line, each shipment is listed separately. If the vendor deletes an invoice that is in New or Rejected status, it is no longer displayed at this tab. The vendor 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 #	The item number or code identifying the shipped item included in the invoice. The description of the item is to the right, separated by a hyphen ( - ).
Invoice Number	The invoice number specified by the vendor when creating the invoice.
Invoice Date	The date the vendor specified for the invoice. Format is based on the settings at the Users screen.
Invoice Qty	The total quantity of the item included in the shipment and being billed on this invoice.
Invoice Unit Cost	The vendor’s unit cost for the shipment. Multiplied by the Invoice Qty. Different unit cost? If the vendor specifies an invoice unit cost that exceeds or falls short of the original PO Unit Cost by more than the Unit Cost Threshold you have specified for the vendor, the invoice detail line is out-of-balance. For example, if you set the threshold at 10%, and the vendor changes the invoice unit cost (higher or lower) by more than 10%, the invoice detail line is out-of-balance. Held invoice? When the vendor submits an invoice that includes any out-of-balance lines, the invoice goes into Held status, and you need to either approve or reject the invoice. If you accept the invoice, it posts to the originating system. If you reject the invoice, the vendor can edit the invoice, including the Invoice Unit Cost, again, and resubmit the invoice; or the vendor can delete the invoice. Email notification to vendor: The vendor receives an email notification when you accept or reject an out-of-balance invoice if indicated by the Invoice Balance Notification setting at the Email folder of the Preferences tab of the New Vendor or Edit Vendor screen.
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. See
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 code for 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. From the retailer_item_id in the CreateDSOrder message. 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 for a list of possible statuses.
Date / Time	The date and time when the activity took place. Format is based on the settings at the Users screen.
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. A user of SYSTEM is listed when the customer data on the purchase order is anonymized. Otherwise, this is the user ID of the vendor user 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 a web service message, such as the CreateDSOrder message, or through the vendor integration if this is an integrated vendor; or the purchase order was anonymized, either through the Completed Order Private Data Purge job, or through the ForgetPrivateData web service request.
Transaction Notes	Additional information about the activity. See Purchase Order History Entries for details and examples.
Details	If you have 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 the vendor generated the pack slip or received the purchase order through the vendor integration, so that the address change applied automatically; or, submitted when the line was in In Process or Held status, after the vendor generated the pack slip or received the purchase order through the vendor integration. In this case, the option is available regardless of whether the vendor accepted or declined the address change. If you request an address change when the line is in Shipped or Cancelled status, Order Orchestration automatically rejects the change, and there is no history record displayed here.
Messages tab	Message lines are consolidated at this tab, but print on separate lines on the pack slip. Sales order messages and gift messages are not anonymized when the customer data is anonymized.
Sales Order	This area displays messages related to the sales order originating the purchase order. From the order_message in the CreateDSOrder message.
Gift Messages	This area displays gift messages related to the sales order. From the gift_message in the CreateDSOrder message.

Purchase Order History Entries

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

Action Type	Created When	Source	Status	Transaction Notes
Simple Process Updates
PO Created	You submit the purchase order to Order Orchestration for fulfillment via the CreateDSOrder message. A separate history record is created for each line on the purchase order.	WS	New Order	none
PackSlip	The vendor generates pack slips for printing (PDF files) or extract to the vendor’s system (CSV files).	UI	In Process	Indicates the batch ID that includes the pack slip (for example, Batch ID (74)).
PackSlip	If an integrated vendor: 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	The vendor confirms shipment.	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	An integrated vendor confirms shipment through the integration.	WS	Shipped
Cancellation Requests
Cancel	You submit a cancellation request for a line in New Order status.	WS	Cancelled	Automatically Cancelled
Cancel	You submit a cancellation request for a line in In Process or Held status.	WS	unchanged	Cancel Requested
Cancel	The vendor accepts a cancel request, either at the Purchase Order Change Requests screen or automatically when a line returns to New Order status after the vendor releases the line from hold or voids (but doesn’t reprint) the pack slip.	UI	Cancelled	Cancellation Approved
Cancel	The vendor declines a cancel request.	UI	unchanged	Cancellation Rejected
Cancel Auto Rejected	You send 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
Address Change	You submit an address change request for a purchase order in New Order status.	WS	New Order	Address Change Automatically Applied
Address Change	You submit an address change request for a purchase order in In Process or Held status.	WS	unchanged	Address Change Requested
Address Change	The vendor declines an address change request.	UI	unchanged	Address Change Rejected
Address Change	The vendor accepts an address change request, either at the Purchase Order Change Requests screen or automatically when a line returns to New Order status after the vendor releases the line from hold, ships a partial quantity and returns the line to New Order status, or voids (but doesn’t reprint) the pack slip.	UI	unchanged	Address Change Approved
Address Change	The vendor ships 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
If the purchase order is in Open status: A purchase order in Open status can include lines in New Order, Held, Shipped, Cancelled, In Process status. In this situation, each line remaining line is treated separately.
Cost Changes
Cost Change	You submit 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) Note: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	The vendor puts a line on hold.	UI	Held	Held: Backordered (where Backordered is the Reason Description entered by the vendor)
Maintenance	The vendor releases a line from hold.	UI	previous status	Released Note:The Reason Description is not listed here even if the vendor entered one while releasing the line from hold.
Maintenance	The vendor revises the line’s Due Date.	UI	unchanged	Maintenance Delay Revised Due Date: 06/28/2022 (where Delay is the Reason Description entered by the vendor and 6/28/2022 is the revised due date)
Maintenance	The vendor enters a Reason Description 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 entered by the vendor)
Maintenance	The vendor deletes a Reason Description for an line that is not held and does not have a revised due date.	UI	unchanged	Maintenance
Pack Slip Reprinted	The vendor uses 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	The vendor uses 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	The vendor confirms shipment of the entire printed quantity of a line, but there is an additional unprinted quantity because the vendor previously used the Void/Reprint Pack Slip screen to reduce the printed quantity.	UI	New Order
Data Removal	The customer data for the purchase order was anonymized, either through the Completed Order Private Data Purge job, or through the ForgetPrivateData web service request	WS	unchanged	Private Data Anonymized

Browse Detail Customizations

Purpose: Use the Browse Detail Customizations window to review the special handling instructions for an item on a purchase order. The special handling instructions also print on the pack slip.

Used for the Supplier Direct Fulfillment module.

Information from CWDirect or Order Administration: CWDirect and Order Administration send special handling instructions for drop ship items if the items use a custom special handling format, which includes a definition of each type of instruction (such as monogramming or hemming). If the drop ship items use standard special handling, which consists of free-form text, CWDirect and Order Administration System do not sent this information to Order Orchestration.

How to display this window: Select the icon () in the Custom column at the Detail tab of the Purchase Order screen.

Note:

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

Fields at this window

Field	Description
Line #	The purchase order line number identifying the item receiving the special handling.
Vendor Item #	The vendor’s code or number identifying the item receiving the special handling. The description of the item follows, separated by a hyphen (-).
Retailer Item	The code or number identifying the item in the originating system, such as Order Administration or CWDirect. The description of the item follows, separated by a hyphen (-).
Label	The code identifying the type of special handling instructions, such as monogramming or hemming. Identified as the Label in Order Administration or CWDirect. From the customization_code in the CreateDSOrder message.
Value	The instructions related to the type of special handling, such as the letters to monogram or the length to hem. If the customization message is too wide based on the number of characters and their widths (a W being wider than an i), the message may be truncated on the window. Identified as the Input in Order Administration or CWDirect. From the customization_message in the CreateDSOrder message. The customization label and instructions also print on the pack slip. The pack slip can print a wider customization than the Browse Detail Customizations window can display; however, if the message is too wide it is truncated on the pack slip as well.

Scroll up or down: Click the next arrow () to display the special handling instructions, if any, for the next line on the purchase order. Similarly, click the previous arrow () to display the special handling instructions, if any, for the previous line on the purchase order.

If there are no special handling instructions for the next or previous line, the Label and Value fields displayed are blank.

Browse Purchase Order Detail Messages

Purpose: Use the Display Purchase Order Detail Messages window to review a sales order message related to an item on a purchase order.

Used for the Supplier Direct Fulfillment module.

Information from Order Administration or CWDirect: Order Administration and CWDirect send order line messages for drop ship items if the items if the messages are flagged to print on picks, or on both invoices and picks (although Oracle Retail Order Administration System Cloud Service 15.0 and later, or Order Administration System does not support the invoicing integration). You use the Work with Order Line Messages screen to work with or review these message lines in Order Administration and CWDirect.

How to display this window: Select the icon () in the Messages column at the Detail tab of the Purchase Order screen.

Note:

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

Fields at this window

Field	Description
Line #	The purchase order line number identifying the item.
Vendor Item #	The vendor’s code or number identifying the item. The vendor’s description of the item follows, separated by a hyphen (-).
Item #	The item number or code. The description of the item follows, separated by a hyphen (-).
Sales Order Line Message	A message related to the item on the sales order. From the order_line_message in the CreateDSOrder message.

Scroll up or down: Click the next arrow () to display the sales order message for the next line on the purchase order. Similarly, click the previous arrow () to display the sales order message for the previous line on the purchase order.

If there is no sales order message for the next or previous line, the Sales Order Line Message displayed is blank.

Display Purchase Order Item

Purpose: Use the Display Purchase Order Item window to review additional details about an item on a purchase order.

Used for the Supplier Direct Fulfillment module.

How to display this window: Select the icon () in the Display column at the Detail tab of the Purchase Order screen.

Note:

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

Options at this window

Option	Procedure
review the next item	Click the next icon () to display the next item.
review the previous item	Click the previous icon () to display the previous item.

Fields at this window

Field	Description
Line #	The purchase order line number identifying the item.
Item #	The code or number identifying the item. The description of the item follows, separated by a hyphen (-).
Vendor Item #	The vendor’s item number or code. The vendor’s description of the item follows, separated by a hyphen (-).
Gift Wrap	Set to Y if the item requires gift wrap. From the order_line_gift_wrap setting in the CreateDSOrder message.
Line Status	The current status of the item on the purchase order. Possible statuses are: Cancelled: You have canceled the line. 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. Shipped: The vendor has 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. See the Order Status for more information.
Original Due Date	The due date that was specified for the line. From the po_line_due_date in the CreateDSOrder message. Format is based on the settings from the Users screen.
Revised Due Date	The current due date for the line, if the vendor has entered a different due date. If the vendor has revised the due date more than once, the most recently entered due date is displayed. Format is based on the settings from the Users screen. When the vendor revises the due date, the vendor also needs to enter a Reason Description.
Reason Description	The reason for a change to the line on the purchase order. When the vendor revises the due date, the vendor also needs to enter a reason description. The vendor can also enter a reason description when changing a line’s hold status, or for any other reason.
Ordered Qty	The original ordered quantity of the line. From the po_qty_ordered in the CreateDSOrder message.
Shipped Qty	The total quantity of the line for which the vendor has confirmed shipment.
Cancelled Qty	The total quantity of the line that you have cancelled.
Invoiced Qty	The total quantity that has been included on an invoice. See the Invoices tab at the Purchase Order screen for more information.
Unit of Measure	The unit of measure. From the vendor_uom_code in the CreateDSOrder message. Informational only.
Unit Price	The vendor’s single-unit price for the item. Rounded to 2 decimal positions (for example, a price of $1.3456 is rounded to $1.35). The currency symbol displayed is based on the Currency specified for the purchase order. From the vendor_unit_price in the CreateDSOrder message.
Ext. Price	The extended price for the item, calculated by multiplying the Ordered Qty * the Unit Price. Rounded to 2 decimal positions. The currency symbol displayed is based on the Currency specified for the purchase order.
UPC Code	The item’s UPC code, if any. From the item_upc_cd in the CreateDSOrder message.
EAN Code	The item’s EAN code, if any. From the item_ean_cd in the CreateDSOrder message.
Status Date	The last date and time when the status of the line changed. Format is based on the settings from the Users screen.

Purchase Order History Detail

Purpose: Use the Purchase Order History Detail window to review:

• an address change applied automatically to a line because you submitted the change when the line was in New Order status

• an address change you requested when a line is in In Process or Held status; these address changes do not apply until the vendor accepts them

Used for the Supplier Direct Fulfillment module.

Submitting address changes: The system originating the purchase order, such as Order Administration or CWDirect, can submit an address change through the SetDSAddress Change message.

Automatically rejected? Address change requests are not available for review in this window if they arrive when the line is already in Cancelled or Shipped status. These address change requests are automatically rejected.

Address changes for different lines on the purchase order: Even though the address change request is related to the purchase order header, Order Orchestration evaluates the status of the individual lines on the purchase order when determining whether to apply the change, reject it automatically, or submit it to the vendor for review.

Example: A purchase order is in Open status, with one line in In Process status and one line in Shipped status. The vendor needs to approve or reject the address change for the line in In Process status. The address change is automatically rejected for the line in Shipped status.

What if you submit multiple address changes for the same line? If you submit a second or third address change for the same In Process or Held line before the vendor has accepted or rejected the previously rejected change, Order Orchestration automatically rejects the previous address change. In this situation, when you display the Purchase Order History Detail window, only the name and address information for the most recent address change is displayed.

If you submit multiple address changes for a New Order line before the vendor generates the pack slip, each address change is automatically applied, and is displayed at the Purchase Order History Detail window.

Customer data anonymized? If the customer data on a purchase order has been anonymized (deleted and replaced with asterisks), asterisks are displayed for the Old Ship To and New Ship To customer name, address, phone numbers, and email address:

The address change data is anonymized regardless of whether the address change applies automatically, is accepted by the vendor, or is rejected by the vendor.

See Anonymizing Data for background.

How to display this window: Select the icon () in the Details column at the History tab of the Purchase Order screen. This icon is displayed only if there is an address change request that was received when the line was in New Order, In Process, or Held status.

Note:

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

Window displayed for multiple history records? If the address change was:

• accepted by the vendor = The window is available next to the history record marking both when the address change was requested and when the vendor approved the address change. The status indicated in both windows is Address Change Approved.

• rejected by the vendor = The window is available only next to the history record marking when the address change was requested. The status indicated is Address Change Rejected.

Fields at this window

Field	Description
Action Type	Always set to Address Change.
Date / Time	The date and time when the address change request was received. Format is based on the settings through the Users screen.
Status	The current status of the address change (not the status at the time the history record was created). Possible statuses are: Address Change Requested = You have submitted an address change, the line is in Held or In Process status, and the vendor has not yet accepted or rejected the change. Address Change Automatically Applied = Order Orchestration applied the address change automatically because the purchase order was in New Order status and the vendor had not yet generated a pack slip. Address Change Approved = The vendor has accepted the address change for a Held or In Process line. This status is displayed in this window for both the original history record created when you requested the change, and the history record created when the vendor accepted the change. Address Change Rejected = The vendor has rejected the address change for a Held or In Process line. This status is displayed in this window for both the original history record created when you requested the change, and the history record created when the vendor rejected the change.
User	The user ID of the person who performed the activity: Admin: indicated when: you request an address change an address change is automatically applied to a New Order line an address change is automatically rejected when the vendor confirms shipment a vendor user ID: indicated when the vendor accepts or rejects an address change
Sold To Change	Indicates whether the sold-to address for the purchase order is the same as the shipping address, so you request that both addresses be changed. Possible settings: Yes = update both the sold-to address and the ship-to address No = update the ship-to address only
Source	Indicates where the activity originated. Possible settings: WS (web service) = you submitted the SetDSAddress Change message, or the change is automatically applied or rejected UI (user interface) = the vendor accepted or rejected the change through the Vendor Portal
Old Ship To	The ship-to name and address before applying the change. 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 This information is from the CreateDSOrder message. Note: Not all of the information above might be available for each customer. Replaced with asterisks? If the customer data on a purchase order has been anonymized (deleted and replaced with asterisks), asterisks are displayed for the Old Ship To and New Ship To customer name, address, phone numbers, and email address.
New Ship To	Note: The ship-to name and address with the changes indicated in red. Includes the same name and address fields as the Old Ship To. This information is from the SetDSAddress Change message. Replaced with asterisks? If the customer data on a purchase order has been anonymized (deleted and replaced with asterisks), asterisks are displayed for the Old Ship To and New Ship To customer name, address, phone numbers, and email address.