The purchase/expense order list is a very powerful search function within Jim2. Lists is one of the easiest features to master, and the most practical way of searching for information in Jim2. Users can define their own workload by creating lists that apply to their job function (for example, your purchasing officer can generate a list of all active purchase orders that require attention). Using Jim2 purchase statuses, you can monitor how successfully your procedures or users perform. In relation to purchases, you can track all contact with vendors via the Comment grid, and so on.
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The purchase list can collate information from your purchases, stock and card records in real time for cross reference, and use archived data if required. Jim2 provides for searches on active and received purchases by selecting the Active and/or Received field. You can then monitor current and historic trends in relation to vendors, users, stock and status. |
You can name and pin your purchase lists so that they represent what you are searching for. This helps the user if they have multiple lists running at the same time.
Any back order purchases in the list will be displayed with the PO# field in yellow.
The purchase/expense order list can be generated by running the list based on various search criteria, as determined by the List or Advanced List tabs. You can select the type you need by using the tabs at the bottom of the purchase/expense order list form. The basic list uses the fields shown at the top of the form. The Advanced List adds the fields shown below.
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You will see some letters underlined in the field names within the header, eg. Vend#. Using Alt+ the underlined letter will jump you to the field beside that heading. |
The purchase List tab is the default. Within this screen you can select various combinations of the following fields to generate a purchase order list. The Advanced List adds more search fields.
List Fields |
Explanation |
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PO# |
Filters for the specific purchase/expense order number entered. |
Vend# |
Locate purchase orders for the vendor entered. |
Status |
Enter the status of the purchase order you want to locate. |
Name |
You can select a name, or use logged user. |
Our Ref# |
Search by your specific internal reference number. |
From# |
Locate purchase orders for the supplier (not necessarily the vendor) entered. |
Ship# |
Selects purchase orders being shipped to the particular card file entered. |
Vend Inv# |
Selects purchase orders with the vendor's invoice number entered. |
Type |
Selects quotes with the account manager selected. |
Currency |
This field will only display if you are using Multicurrency. |
Vend Grp |
Select vendor report group if required. |
Branch, SubBranch and GL Dept |
Select branch, sub-branch and GL department if required. |
Active |
Ticked: active purchase/expense records are selected. Unticked: no active records are selected. Solid black box: either/or. |
Received |
Ticked: received purchase/expense records are selected. |
Finished |
Ticked: finished purchase/expense records are selected. |
Unread Email |
Show all purchases with unread emails. |
Advance List Fields Allows you to search by the following criteria, in combination with any of the fields above. Date> |
Search for purchases/expenses that were added on or after the date added here. |
Date< |
Search for purchases/expenses that were added on or before the date added here. |
Due> |
Search for purchases/expenses due on or after the date added here. |
Due< |
Search for purchases/expenses due on or before the date added here. |
Inv Date> |
Search for purchases/expenses that were invoiced on or after the date added here. |
Inv Date< |
Search for purchases/expenses that were invoiced on or before the date added here. |
Linked Job# |
Selects purchase order by linked job number entered. |
Stock# |
Selects purchase by stock code entered. |
Serial# |
Selects purchase by serial number entered. |
Groups |
Selects stock group/s. |
Attributes |
Selects attribute/s. |
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On the right-hand side of the Groups and Attributes fields you will notice OR. If you click this, it will change to &. This affects how you want to use Groups and Attributes within your search. For example, if you want to select two groups and find those POs that are in both groups, use the & option. If you want to search two groups and find anything that is in either of those groups, use the OR option. Double clicking on the words Vend Grp at the beginning of the Vend Grp field will turn the field green to indicate that group selection is inverted. For example, select purchases that are not in these groups. |
Using the above information, Jim2 produces a list in a format that can be sorted by dragging the column header to the top of the list results table. To view or edit any of the purchases or expenses within the list, simply double click or use the F2 function key on any of the fields relating to the purchase or expense you want to display.
There are also additional buttons at the bottom of this form, as explained below:
Button |
Purpose |
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This will add a new PO. |
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This will open a selected PO in edit mode. |
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This will open a selected PO in view mode. |
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This will run the query and display the list using the filters you have selected. |
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This will close the list screen. |
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This will display the total of the POs in the list. This uses an area at the bottom of the list. |
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This will hide the total of the POs in the list and reveal more entries in the screen. |
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To run a quick search through the list you have created, simply start typing text in the field that you want to search on. Using intuitive type, Jim2 will locate the first occurrence of the value that you are typing if it exists in the list. |
Further information: