Viewing Purchase Orders

This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.4.
For the latest version of this help file can be found here.

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The Purchase Orders table lists the purchase orders you have created. This includes draft, issued, and closed purchase orders as well as void (cancelled) ones.

There are also a number of specialized table viewers showing only one type of purchase order. See:

• Viewing Draft Purchase Orders

• Viewing Closed Purchase Orders

The general viewer for all purchase orders contains the following:

View section: Shows the list of current purchase orders.

Number: Click this heading to sort the list by purchase order number. Click again to reverse the order (from ascending to descending or vice versa).

Vendor: Click this heading to sort the list by vendor. Click again to reverse the order.

Summary: Click this heading to sort the list by summary. Click again to reverse the order.

Apply Filter: Lets you set up a filter to select which records should be shown in the table. For more information, see Table Filters.

Details section: Shows basic information about the selected purchase order.

Line Items section: Lists what materials and labor are being ordered on the selected purchase order.

Assignments section: Lists people who have been assigned to the selected purchase order. For more on assignments, see Assignments.

Receiving section: Lists items and labor that have already been received in connection with the selected purchase order.

Receipts section: Lists receipts associated with the selected purchase order. For more on receipts, see Receipts.

Work Orders section: Lists any work orders linked to the selected purchase order.

State History section: Lists when the selected purchase order changed its state. This may include when it was created, issued, closed, and/or voided.

New Purchase Order: Opens a window to create a new purchase order. Fields in the new purchase order will either be blank or assigned default values (as specified in the Defaults for Purchase Orders section).

: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

: Opens a window to let you print your purchase orders. For more information, see Printing Purchase Orders.

ReActivate Purchase Order: Applies to a purchase order that has been closed. The purchase order is put back into the issued state. ReActivate Purchase Order has a drop-down list containing the following:

Issue: Applies to a purchase order that is currently in its draft state. The purchase order is marked as issued.

Issue (With Comment): Same as Issue, but also opens a window where you may record a comment about what you're doing

Close Purchase Order: Applies to a purchase order that has been issued. The purchase order is marked as closed. MainBoss opens a window where you can record a comment and other information.

Close Purchase Order (With Comment): Same as Close Purchase Order, but also opens a window where you may record a comment about what you're doing

Withdraw Purchase Order: Applies to a purchase order that has been issued. The purchase order is put back into the draft state.

Void: Applies to a purchase order that is currently in its draft state. The purchase order is put into the void state (cancelled).

Re-Draft: Applies to a purchase order that has been voided. The purchase order is put back into the draft state.

Note: Issue, Close Purchase Order, Withdraw Purchase Order, ReActivate Purchase Order, Void, and Re-Draft all open a window where you can record comments about what you're doing. This window also lets you set an effective date for the action. For more on recording such information, see Purchase Order State History Records.

: Lets you search through the list of records for a particular record. For more information, see Searching for a Particular Record. The button has an accompanying drop-down list containing the following:

Find Next: Uses the same search condition(s) as your most recent search and finds the next record in the table that matches the condition(s). If the search reaches the end of the table without finding a matching record, it goes to the start of the table and continues the search.

Find Previous: Same as Find Next except that it goes backward in the table. If the search reaches the start of the table without finding a matching record, it goes to the end of the table and continues the search.

Add Purchase Order Comment: Opens a window that allows you to create a state history record for this purchase order. This record has a Comments field where you can enter any comments about this PO. For example, you can use the state history record to provide date-stamped information for other users. For more on purchase order state history records, see Purchase Order State History Records.

: Updates the list to reflect any recent changes.

Defaults for Purchase Orders section: Shows any defaults to be used when creating new purchase orders.

Edit Defaults: Opens a window to let you change the displayed default values.

: Updates the list to reflect any recent changes.

For general information on purchase orders, see Purchase Orders. For more on editing purchase orders, see Editing Purchase Orders. For a description of table viewers in general, see Using Table Viewers.

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