View Purchases
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George Sutton
Updated : Created :
Page Contents:
Customize the View Purchases page
Create and share alternate grid layouts
View Purchase Orders Tutorial Video
The View Purchases page enables you to view and manage all Purchase Orders that exist in your account, including Costed and Receipted orders.
View Purchases page
To access the View Purchases page, navigate to the Purchases section in the main menu, then select Purchase Orders, View Purchases.
By default, the page will list all open Purchase Orders currently in your account by Order Number (descending).
Header button descriptions
At the top of the View Purchases page, there are three buttons, described below:
- Import: Directs you to the Import/Export Purchases page
- Export: Downloads either a PDF, CSV or XLSX copy of the View Purchases page.
- Add Purchase: Directs you to the Add Purchase Order page, to creates a new Purchase Order.
Filter field descriptions
You can filter the Purchase Orders that populate in the View Purchases page using the filter fields available above the grid layout. Each of the filter fields have been described below:
| Filter field | Description |
|---|---|
| Status | Only Purchase Orders with the selected order Status will populate. The drop-down menu will included any custom statuses created in the System settings, Purchase Order Statuses. |
| Order Number | The free text field will filter Purchase Orders to only show those that include the text advised in a Purchase Order's number. For instance, entering /4 will show all Purchase Orders that include "/4" in their order number. |
| Supplier | The free text field will filter Purchase Orders to only show those that include the text advised in a Supplier's name. |
| Warehouse | Only Purchase Orders that have the selected Warehouse allocated will populate. |
| Supplier Reference | The free text field will filter Purchase Orders to only show those that include the text advised within the Supplier Reference. |
| Sales Order No. | The free text field will filter Purchase Orders to only show those that include the text advised within the connected Sales Order's number. |
| Printed | Only Purchase Orders that either have or haven't been Printed from Unleashed will populate, depending on the Yes or No options available in the drop-down menu. |
Header descriptions
The Headers available in the View Purchases page provide an overview of the Purchase Order that's been created. By default, the Headers available in the grid layout are:
| Header | Description |
|---|---|
| Action Cog | Use the tick boxes from this column to select multiple Purchase Orders from the same page and use the Action Cog in the header to update the ticked Purchase Orders in bulk. |
|
Order No. |
This is the reference number that's been generated or given to the Purchase Order upon it's creation. |
| Order Date | The date the Purchase Order was ordered. |
| Delivery Date | The date the Purchase Order is expected to be delivered (this does not populate the delivery date advised per order line within the order). |
| Supplier Name | The name of the Supplier that Purchase Order's been made for. |
| Supplier Reference | The reference number provided for the Purchase Order from the Supplier (if included). |
| Status | The current status of the Purchase Order. |
| Warehouse | The Warehouse the Purchase Order has been or id due to be receipted in to. |
| Currency | The Supplier's currency code. |
| Total | The total value of your Purchase Order, in your base currency. |
| Action | Click on the Action Cog to choose an action that will only apply to that Purchase Order. |
Using Actions
The current status of a Purchase Order determines what options are available from the Action Cog icon on that Purchase Order
The following options will be available from the action cog based on the order's status:
| Status | Action Cog options | Details |
|---|---|---|
| Unapproved |
|
Users will create Purchase Orders in the status of 'Unapproved' if they do not have the role permission: 'Purchase Order Approvals.' *'Purchase Order Approvals' permission required to Print and Email Unapproved Purchase Orders. |
| Parked |
|
Unapproved and Parked purchase orders do not contribute to the 'On Purchase' QTY of a product. Once a Supplier has confirmed a Purchase Order, change the status to Placed. |
| Placed (Custom Status) |
|
Placed and custom status Purchase Orders do contribute to the 'On Purchase' QTY of a product. |
| Costed |
|
Receipt: Create a receipt for the costed purchase order. |
| Receipted |
|
|
| Complete |
|
Return: Create a Supplier Return for a completed purchase order. |
| Deleted |
|
The bulk Action Cog options available are:
| Action | Description |
|---|---|
|
Select All |
This action ticks all Purchase Orders in the current page. |
| Select None | This action unticks all Purchase Orders in the current page. |
| Approve Orders | When selected, any Unapproved orders will be updated as approved and changed to Parked status. |
| Unapprove Orders | When selected, Parked order will be updated to Unapproved status. |
| Add Shared Cost | Select multiple Purchase Orders in Receipted status or below to apply a single Cost across them all. For more details, see Shared Costs. |
| Change Status | Update the selected Purchase Order's status. |
| Delete | Select if cancelling a Purchase Order that has not been Costed, Receipted or Completed. |
| Complete Orders | Update the Purchase Orders to Complete status, receipting the goods and finalizing any costs included. |
Customize the View Purchases page
Alongside filtering the View Purchases page with the fields available, you can also customize how the Purchase Orders are populated in the grid.
-
Sort By Header: Click on the Header to sort the Purchase Orders in ascending or descending order, based on that header's detail. When selected, the header will show an icon to describe the sorting applied:
- Descending: a down arrow icon will show next to the Header title
- Ascending : an up arrow icon will show next to the Header title
-
Group by Header: Drag and drop the Header in to the grey space above the other headers, to group the Purchase Orders by the top Header details. For instance, if you were to drag and drop the Warehouse header, the View Purchase Order page will consolidate the Purchase Orders into Warehouse groups that can be expanded or minimised for further review.
- Adjust Header columns: Drag the edges of each Header to change the width of each Header's column.
- Move Header columns: Drag and drop a Header along the Header line change it's placement within the grid's layout.
Hidden Columns
There are additional Headers available to include in the View Purchase page's grid, which can be found and added from the Show Toolbar tab's Hidden Column. Drag and drop the header from the Hidden Columns pop-up window, into your grid's layout to populate the column in your grid.
The additional Headers available in Hidden Columns are:
- Comments
- Completed Date
- Costing Sub Total (base currency): Total cost value in the base currency including tax.
- Costing Sub Total : only includes costs from the same Supplier as the Purchase Order, in the Supplier's currency.
- Printed
- Receipted Date
- Related Transaction
- Sub Total: Total value of the Purchase Order in the supplier currency excluding tax. This is a hidden column.
- Sub Total (base currency): Total value of the Purchase Order in the base currency excluding tax.
- Supplier Code
- Total: Total value of the Purchase Order in the supplier default currency excluding costs.
Create and share alternate grid layouts
If you've sorted and grouped your layout into the perfect view, save it for future use or share with other users in your team using the Show Toolbar options:
- In the View Purchases page, select the Show Toolbar on the far right.
- Select New, provide a name for your custom layout and Add.
- Once added, the layout will be saved to your user profile and will be available to select in the Grid Layout drop-down menu.
- To make the layout a default view, tick the Default checkbox.
- To make the layout available for other users to use, tick the Shared check box.
- Make updates and amendments to the layout at any time, just click Save to apply those changes.
- If the layout's no longer needed, select Delete to remove it.
NOTE: Shared layouts cannot be Defaults to another user's profile. If another user wants to use your Shared layout as a Default they just need to follow the below steps:
- In View Products, select Show Toolbar.
- Go to the Grid Layout drop-down menu and select the layout they want to make their default.
- Once the layout's shown, select New.
- Advise a new Grid Layout Name, unique to the user and click Add.
- Select the newly added Grid Layout in the drop-down menu, then tick the Default checkbox.
NOTE: Any changes made to a Shared layout will not apply to any layout another user's saved as their own.