Search and Process Orders

To print this page, click on the icon (at the top left of this page next to the Search icon )  and select Print Page. If you want to save the page then choose Save as PDF.

After you have created a purchase order, the Search/ Process screen is used for all further work on it.

It's important to use the standard procedure when paying for goods placed on an order, to avoid the risk of deducting the value from the budget twice.

To find a purchase order

To find and view details for a purchase order:

 

1. From the Transactions menu choose Expenditure and click the Search / Process tab.

2. You can search for your order by Supplier, Order No, Description, User Order Number, Type, Issue date. Click the Search button to enable the search. 
3. You can order most of the columns by clicking the up or down arrows e.g. to search by Order Number click the up or down arrow in that column.
4. Once you have found your order then you can complete an action on it.
   1. Draft orders can be Edited or Posted (if they have all the required information)
   2. Orders that are Not received, partially received or fully received can be Processed, Completed or Printed/Re-printed 
   3. Orders that are completed can be re-printed
5. The colour codes are as follows:-
   1.  Grey - Draft
   2.  Red unfilled circle - PO Nothing received
   3.  Yellow unfilled Circle - PO partially received but not paid
   4.  Yellow filled circle - PO partially received and sent for payment
   5.  Green unfilled circle - PO fully received but not yet fully sent for payment
   6.   Green filled circle - PO fully received and sent for payment, also completed PO
6. Any order can be copied by selecting the line then clicking the Copy button on the right-hand side 
7. You can view or Edit an order by selecting the line the clicking on the View/Edit button on the left hand side 
8. You can create a new order by clicking the Add button on the right hand side 

To receive an order

1. Find and select the order (see above) and click Process from the action list
2. Under Purchase order lines, select an order line item for which all or part has been received.
3. Click the Actions button, and choose:
   • Receive line if all the order line has been received.
   • Receive part if only part of the order line has been received. Then enter the total quantity you have received so far and click Save.

The Rec'd column is updated and the line marked with a P (processed).

4. Repeat steps 2-3 for any other lines received.

5. You can add files to this order by clicking the paperclip in the top right hand corner of the order. This will open up a window where you can add files, including emails. Either drag and drop them onto the screen or use the Choose File option to browse to the file to attach. Click Close to finish.

To pay an order

1. Find and select the order (see above) and click Process from the action list.

2. Check the Purchase order lines to make sure this order is ready for payment.

3. Click the Pay button.

   A Payments pop-up is displayed, listing the order lines and displaying details of the selected line. 

   Note any warning messages you may need to act on.

4. Complete the Transaction details:

   • Enter a Reference, amend the Date if necessary, and enter a Description for this payment.

   • Enter an Invoice no. 

   • Choose a Payment type from the drop-down list (e.g. Payment request, BACS payment or Create cheque).

5. If you need to amend any values for an order line, edit the appropriate fields.

Note that ticking the 'Pay' header will toggle the Pay amounts to equal 'To pay' or 0.00

6. You can add files to this order by clicking the paperclip in the top right-hand corner of the order. This will open up a window where you can add files, including emails. Either drag and drop them onto the screen or use the Choose File option to browse to the file to attach. Click Close to finish.

7. When you have finished, click Pay.

A green message bar confirms that the posting was successful. 

Payment of an order automatically creates an expenditure transaction.

To make changes to an order

To make changes to an order that has been posted: 

1. Find and select the order (see above) and select Process from the action menu.
2. Make the edits you require:

• If you want to add new lines to the order, click Add and select the required type from the options.
• If you want to edit the order heading details, click Edit. Make the required changes (editable fields are shown in green type) and click Save.
• If you want to edit individual items in the order, select an order line that you want to edit and click the Actions button, and choose the appropriate action:
  • To change the details for the order line, choose Edit line.
    
    • • Make the required changes (editable fields are shown in green type) and click Save.
      • To duplicate the order line, choose Duplicate line and then Yes to confirm.
      • To complete the order line - this removes all outstanding commitments for it (for example, if the ordered item is no longer available and will not be received) - choose Complete line and then Yes to confirm.The £ O/S column is updated and the line marked with a C (complete).
      • To delete the order line, choose Delete line and then Yes to confirm.
    
    Note: If the order has been printed and the Secure orders system setting is "Allow limited editing" (see Options) then the ability to make changes to the order is restricted as follows:
    • Under the Add button, the "Add new line" option will be disabled.
    • Under the Actions button, the "Duplicate line" and "Delete line" options will be disabled.
    • When editing an individual line, the Quantity field will not be editable.

To mark an order as complete

Orders are completed automatically when all lines have been paid. However you may sometimes need to complete an order that has not been fully paid, if outstanding commitments are not going to be honoured (for example, if the ordered items could not be supplied).

Completing an order removes associated outstanding figures from budget records and financial summaries, and prevents further access to the order. A completed order cannot be paid.

1. Find and select the order (see above).
2. Click Complete from the action menu

3. If you are sure you want to complete the order, click OK. 

To print an order

You can print out a purchase order or a summary report of the order status.

1. Find and select the order (see above).
2. Click Print from the action menu
   
   The printed purchase order or a summary report is displayed in the Report viewer.

 

Copy a purchase order

To copy a purchase order

1. Select it by clicking on it
2. Click on the Copy button on the right-hand menu

Import a purchase order

To import a purchase order, select the 'Import' option and follow the instructions in Import Purchase Order (arborfinance.com)