Purchase Order List

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polisticon

 

polist

 

Sorting, searching and grouping are available as per other lists in Jim2. Select the column header in the grid, then drag it to the Group By area to group.

 

PO list fields

 

This section explains the field headings in the purchase order list. Refer to Lists for details on sorting, naming, grouping, etc. The headings may not be strictly in this order, and there may be extra columns depending on which version of Jim2 is being used.

 

Field

Explanation

PO#

Purchase order number. If the background colour is yellow, this purchase order is linked to a back order on a job that has created this purchase order.

Status

Purchase order status.

 

Note: Any status coloured green is a current purchase order.

Type

Job type.

Priority

Shows the Priority that has been selected on the purchase order.

Vend#

Vendor card code.

From#

Card code if order is from a different vendor.

Vend Inv#

Vendor invoice number.

Date

Vendor invoice date.

Our Ref#

Our reference number.

Total

Invoice total, including tax.

Due

Date invoice is due for payment.

Ship#

Card code of shipping address.

Back PO#

Back order purchase order number.

Received

Date goods are received. This is the date that appears in the Comment grid of purchase orders when the Status is changed to Received.

Notes

Notes entered on the purchase order.

Orig PO#

Purchase order number if this purchase order relates to a back order.

Freight

Freight charge.

FreightTax

Tax on freight.

Branch

Branch (if applicable).

Sub-Branch

Sub-Branch (if applicable)

Stock Total

Stock price ex tax.

Tax

Amount of tax on the order.

Name

User name. Filter the list by Name to show the person who created the purchase order.

Source

This field relates to Managed Services and Managed Print Services only, where a source type can be selected.

Source Value

This field relates to Managed Services and Managed Print Services only, where a source value can be entered.

Bid Ref#

Enter a bid reference number here if required. Note that this may have been renamed via Tools > Options > Purchase. The character limit is 24.

Active, Received, Finished, Unread Email checkboxes

checkboxtick

Will only return results for what has been ticked.

checkboxempty

Will not return results for anything unticked.

checkboxpartsel

Will return results for either of the above.

 

Due dates

The purchase order list supports due dates at a line level. The Due search criteria will display any purchase order with a matching due date range on the purchase order header or stock line, if set.

 

PO list due date

Date due in PO header

 

stock line date due

Date due on stock line of purchase order

 

Tip

When viewing a purchase from a list, select the arrow in the quick access toolbar for the next/previous purchase order in that list:

 

downarrowexpl

 

Shortcut keys:

Ctrl+. moves to the next object in the list

Ctrl+, Moves to the previous object in the list

 

Purchase/expense order list colours

POlistcolours

 

Background/Text

Colour

Explanation

PO#

Yellow

This indicates the purchase order is linked to a back order on a job that has created the purchase order.

Status

Black

The purchase order is finished.

Green

The purchase order is still in a current state.

Red

Indicates the purchase order is on received and waiting for vendor invoice.

 

Info

Note: When auto creating a purchase order, the Supplier and Price Ex. fields may have an orange background colour. This represents a manual cost and vendor override, either manually at job level or via a promotion.

 

Right click options in the purchase order list

PO list RC

 

Right Click Option

Function

View

View the highlighted purchase/expense.

Edit

Edit the highlighted purchase/expense.

Export Data

Export data from the grid to a spreadsheet file.

Export Grid

Exports the grid to a spreadsheet. This is particularly useful if the grid has more than one header row, as it will export all header rows.

Print

Print the list.

Print Preview

Preview the list to be printed.

Copy Cell

Copy the highlighted cell.

Copy Row

Copy the highlighted row.

Copy All

Copy all, which can then be pasted into a spreadsheet

Show Find panel

Opens the Find panel:

 

findbox

 

Tip

The Find panel will remain in a pinned list but will disappear from an unpinned list on log off.

Grid Columns...

Allows adding more columns. Also allows removal of columns. Select the column to add, then drag it to the position required in the columns within the grid. To remove, click and drag to the Grid Columns... window, or drag down away from the header area.

 

Right click options in the Nav Tree

rc purchase navtree

 

After the top 3 (which are self explanatory), these options mirror what is on the ribbon in the Purchases tab, except for the last tab, which will reset all tabs to default.

 

Further information

Purchases Security

Debtors Purchase Orders

Expenses at a Glance

Purchases at a Glance

Expenses Tab on POs

How Does Cost of Goods work

How PO Status Affects the GL

Purchases/Expenses Status

Purchase/Expense Order Header

Purchase/Expense Order Footer Tabs

Purchase/Expense Comment Grid

Purchase Order Approval Process

Purchase Order Stock Grid

Purchase Order Reports

Purchase/Expense Preview Pane

Purchase List Header

Expense Order Stock Grid

Opening Balance Purchase Order

Add a Negative Expense Order

Add a Purchase Order

Add a Document to an Order

Add an Amount to a PO when Finished at $0

Add an Expense Order

Add Backorder Purchase Order

Add Comments to a Purchase/Expense Order

Add Freight to a Purchase Order

Add Stock to a Purchase Order

Add Vendor Discount

Auto Create a Purchase Order

Create a PO from a Similar PO

Create a PO Template

Create a Purchase Order List

Enter Serial Numbers

Fix Incorrect Pricing after PO Finished

Handle Employee Reimbursements

Handle a Credit for Freight Charged

Link a Job to a Purchase Order

Link Expenses to a Purchase Order

Print a Purchase/Expense Order

Progress Payments on Purchase Orders

Purchase Consignment Stock

Receive Consignment Stock

Receive Stock

Record One Invoice Number on Multiple POs

Record Overseas Purchases, GST, Import Costs

Return to Vendor

Round up Supplier Invoices

Scan Stock into a Purchase Order

Staff Purchases

Unprint Purchase/Expense

Vendor Price Breaks

View or Edit a Purchase/Expense