If you're trying to keep a close eye on the in-and-out flow of your inventory, your PO List is there to help. The PO List helps to track the item orders you have created and the ones you have received.
From the PO List, you can track down a variety of purchase orders using specific search terms. You can select any purchase order and view the details and items from the Details panel on the right; or double-click on the order to edit it. You can even generate lists of purchase orders for printing or exporting.
Searching for Purchase Orders
The Search panel on the PO List's toolbar has the ability to find your search criteria anywhere within the order. For instance, you can locate an order using the vendor's name or the description of an item on the order.
Now, let's say you need to narrow the list down. This can be accomplished by using a combination of predefined Views, Refined Filters and the Search bar.
You'll find your predefined Views list on the left side of the screen. You may open this panel by clicking on the current View shown on the left side of your toolbar.
This list contains both default and custom-created views. To change the list of purchase orders you're currently working with, click on a new View in the panel.
If you need to further refine the list of purchase orders in the current view, you can do so by clicking on the Refine Filters tab at the top of your Details panel on the right side of the screen.
The Refine Filters section allows you to enter more specific criteria in order to narrow your list down to just the orders you wish to work with.
This view will show you all purchase orders with a date that falls within the past 14 days, regardless of their status or activity. This is the default view for the PO List.
Open Purchase Orders
This view will show you all purchase orders that have been created, but have not yet been fully received, regardless of how old the order is.
Now you know how to sort through and search for particular purchase orders, but what can you do with the results once you have them? You can select a purchase order for editing, print the list of orders showing in the list and even export the results to an Excel spreadsheet.
Clicking the Add button on the toolbar will open a menu with options for creating both Purchase Orders and Vendor Credits.
- If changes have been made to an order or credit, or the filters of a View, clicking the Refresh button will ensure you have the latest information available.
- The Export button will turn the current view - with all of its results - into a CSV file, which can be opened by a variety of programs. Primarily, you'll use this button to export the data to an Excel spreadsheet.
- The Print button will print the View and its results in a Landscape format. Only the columns that can be fit onto the printed page will be included, so make sure you narrow down your View to only the necessary information.
- The number of all records being shown in the current view will be displayed at the end of your toolbar. You may not always want specific order details when working in the PO List, but instead, you may want to know how many purchase orders or credits fit your criteria.