This article is a part of Purchase Orders and covers reviewing and submitting purchase orders. 


When a purchase order is ready to submit, a reviewer will be able to assess the quantities entered to correct any discrepancies before submitting the order.


TABLE OF CONTENTS


Review a Purchase Order


Once a purchase order is completed, it can be reviewed by clicking into the purchase order from the Orders tab of the Orders page.




When the purchase order opens, navigate to the Vendor Items listing and click the 'Review' tab. Reviewers can search for specific items and even select a view filter for the listing. 





FieldDescription
Search BarThis will search the vendor items listing for the characters entered.
View AllThis will display all items included in this order.
Alerts FilterThis will filter for items that were marked with an alert icon .
Alert Column

This column will display an alert icon if the amount entered fits the criteria listed below; otherwise, an entry that is within normal range will have a circleicon. An alert icon will appear if the quantity fits one of the following criteria:

  • Less than Half - This will display if the entry is half or less of the item entry from the last order. 
  • More than Twice - This will display if the entry is double or more of the item entry from the last order.
ItemThe purchased item. 
Current QtyThis column represents the total quantity of this item currently added/ordered on the purchase order relative to the item's Inventory Unit of Measure.
Unit of Measure

The item's purchased unit of measure.

Each Amt

The cost of the item references the unit of measure and vendor based on the pricing information available. The cost will populate the first available cost as follows:

  1. Contract price on the vendor item record
  2. Price of the vendor item from the last invoice
  3. Vendor item price for the selected location
Prev QtyThe quantity of the item that was ordered for the previous purchase order. 
Prev Each AmtThe last order price for the item.
Inv Qty VarThe difference between the current and previous quantities. 
$ VarianceThe difference between the current and previous price.



Ensure to save the order.



Save and/or Submit the Order


Once the review has been completed, the Reviewer can finalize the process by one of the following options:





FieldDescription
Submitting the Order Without Sending the PO
If the order is entered correctly regardless of the alert icons and ready for invoicing, click the status drop-down selector in the header and select Submit. This will change the PO's status without sending the PO via email to the Vendor
Submitting the Order and Sending the PO
If the order is entered correctly regardless of the alert icons and ready for invoicing, click Submit in the header. This will send an email with the PO to the email address entered on the vendor record.
Saving the OrderClick Save in the header to save the changes made without changing the current status.


Click here to learn how to Invoice Purchase Orders.



Purchase Order Statuses


From when a Purchase Order is initially created to when it is sent, it will be listed as one of the following statuses:

  • Open / In Progress - This means that the Purchase Order is editable and not submitted
  • Submitted- This means that the Purchase Order was either marked as 'Submitted' without being sent or was submitted to the Vendor