Browsing Purchase Orders

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The Purchase Order browser lets you examine previously created purchase orders. For example, if you want to edit an existing purchase order, you begin by opening the Purchase Order browser.

For general information on browsers, see Browsers and Editors.

To start the Purchase Order browser, select Inventory —> Browse Purchasing from the menu. The browser window contains the following:

Show only: Options in this area determine what type of purchase orders are listed.
- Open: If this is selected, the browser only lists purchase orders which are still open (not yet issued or closed).
- Issued: If this is selected, the browser only lists purchase orders which have been issued.
- Closed: If this is selected, the browser only lists purchase orders that have been closed.
- Voided: If this is selected, the browser only lists purchase orders that have been voided (cancelled).
P/O Number: The identification code of each purchase order.
Summary: Shows the "Summary" field for the purchase orders.

Note: The list of summaries is sorted in alphabetical order, not in the same order as the purchase order numbers. This makes it easier to find a purchase order when you don't know the number but do know the summary. However, sorting in this way means that the "P/O Number" and "Summary" lists are in different orders (one numeric, one alphabetical). Therefore, a particular purchase order number and its associated summary will not usually line up beside each other on the screen.

Edit: Lets you edit the currently selected purchase order. If you click this button, MainBoss opens the standard purchase order editor to let you edit the selected PO.
New: Creates a new purchase order. If you click this button, MainBoss opens the standard purchase order editor to let you create the new PO.

For information about creating or editing purchase orders, see Creating a New Purchase Order.

Clone: Creates a new purchase order based on the currently selected PO. When you click this button, MainBoss will ask if you want the cloned purchase order to contain the items from the original order or just the other information (for example, the vendor, the cost center, the delivery destination, and so on).
If you tell MainBoss to include the items, the Items section of the new purchase order will contain the same items and item quantities as the original purchase order. Otherwise, the Items section will be blank and you will have to add items to the purchase order in the usual way.
Void: This cancels the purchase order that is currently selected in the list.
If you void a purchase order after it has been issued, MainBoss takes note of all the materials that had been ordered on the PO but not yet removed in full. MainBoss then adjusts your inventory's "On Order" records appropriately.
For example, suppose that a particular purchase order includes four tires for a forklift truck; also suppose that one of those tires has been received and three have not. MainBoss considers the three remaining tires to be on order. If you void the purchase order at this point, MainBoss adjusts your inventory records to indicate that those three tires are no longer on order.

Note: Once you specify that goods have been received, they are considered received even if you void the purchase order. If the goods weren't really received after all, you must fix the problem using an appropriate inventory adjustment (as described in Adjustments).

Reactivate: Reverses the effects of Void. This button only appears when you have selected a voided purchase order in the purchase order list.
Reactivating a voided purchase order means that any unreceived items on the purchase order are once again regarded as "on order."
Print: Prints one or more purchase orders. For more information, see Printing Purchase Orders.
Search: Searches for a particular purchase order in the table.
Done: Closes the Purchase Order browser.

For more on purchase orders in general, see Purchase Orders. For more on creating purchase orders, see Creating a New Purchase Order.

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