Review and Submit a Purchase Order

Updated on 29 Aug 2024
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This article is a part of Purchase Orders and covers reviewing and submitting purchase orders.

When a purchase order is ready to submit, a reviewer will be able to assess the quantities entered to correct any discrepancies before submitting the order.

Review a Purchase Order

Once a purchase order is completed, it can be reviewed by clicking into the purchase order from the Orders tab of the Orders page.

When the purchase order opens, navigate to the Vendor Items listing and click the 'Review' tab. Reviewers can search for specific items and even select a view filter for the listing.

	Field	Description
1	Search Bar	This will search the vendor items listing for the characters entered.
2	View All	This will display all items included in this order.
3	Alerts Filter	This will filter for items that were marked with an alert icon .
4	Alert Column	This column will display an alert icon if the amount entered fits the criteria listed below; otherwise, an entry that is within normal range will have a circleicon. An alert icon will appear if the quantity fits one of the following criteria: Less than Half - This will display if the entry is half or less of the item entry from the last order. More than Twice - This will display if the entry is double or more of the item entry from the last order.
5	Item	The purchased item.
6	Current Qty	This column represents the total quantity of this item currently added/ordered on the purchase order relative to the item's Inventory Unit of Measure.
7	Unit of Measure	The item's purchased unit of measure. If submitting orders via EDI, ensure that the Unit of Measure is set to Case or Each.
8	Each Amt	The cost of the item references the unit of measure and vendor based on the pricing information available. The cost will populate the first available cost as follows: Contract price on the vendor item record Price of the vendor item from the last invoice Vendor item price for the selected location
9	Prev Qty	The quantity of the item that was ordered for the previous purchase order.
10	Prev Each Amt	The last order price for the item.
11	Inv Qty Var	The difference between the current and previous quantities.
12	$ Variance	The difference between the current and previous price.

Vendor Order Minimums

In Beta

This feature is in beta. Please contact your CSM to learn more.

When vendor order minimums is enabled for an organization, minimum requirements can be set for vendors. When a purchase order is created for a vendor with an assigned order minimum, the minimum dollar amount or item quantity must be met in order to submit the order.

Before moving on to submit, ensure that the order meets any existing vendor order minimum requirements. Users will not be able to submit an order if it does not meet the requirements. Attempting to send will prompt the following message:

Only users with the Override Vendor Order Minimums permission will be able to submit anyway.

Save and/or Submit the Order

Once the review has been completed, the Reviewer can finalize the process by one of the following options:

	Field	Description
	Submitting the Order Without Sending the PO	If the order is entered correctly regardless of the alert icons and ready for invoicing, click the status drop-down selector in the header and select Submit. This will change the PO's status without sending the PO via email to the Vendor
	Submitting the Order and Sending the PO	If the order is entered correctly regardless of the alert icons and ready for invoicing, click Submit in the header. This will send an email with the PO to the email address entered on the vendor record.
	Saving the Order	Click Save in the header to save the changes made without changing the current status.

Click here to learn how to Invoice Purchase Orders.

Purchase Order Statuses

From when a Purchase Order is initially created to when it is sent, it will be listed as one of the following statuses:

Open / In Progress - This means that the Purchase Order is editable and not submitted
Submitted- This means that the Purchase Order was either marked as 'Submitted' without being sent or was submitted to the Vendor

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What's Next

Submit Orders via EDI

Table of contents

Review a Purchase Order
Vendor Order Minimums
Save and/or Submit the Order
Purchase Order Statuses