Purchase Order Archive

This guide explains how to select search criteria and how to customize the purchase order listing view. The purchase order archive allows tracking of purchase orders using search functions.

You can open the Purchase order archive view by selecting Purchases > Purchase orders > Purchase order archive. The purchase order archive functions as a search engine for tracking specific purchase orders.

Searches can be made using the following options:

• Vendor name
• Purchase order number (searches all purchase orders containing the entered number sequence)
• Comments entered in the delivery information of the purchase order (does not search comments from purchase order rows)
• Delivery date found on purchase order rows
• Purchase order (EUR) amount (does not search by currency amount)
• Product code of products on purchase order rows
• Posting accounts on purchase order rows
• Calculation targets on purchase order rows

Once the desired search criteria have been selected, proceed as follows:

1. Press the Search purchase invoice listing button.
2. Check the number of purchase orders matching the search criteria next to the button. The number is updated every time you perform a new search.

Purchase order list settings

The listing view is updated according to the search criteria. Purchase orders are displayed in the middle of the view based on the status of the purchase order: Procurement proposal, Approved, Sent to vendor, Delivery and invoice connection. The purchase order eventually ends up in the Archived status, which is visible only in the purchase order archive.

You can edit the purchase order list settings as follows:

1. Press the Show columns button (1) and select the desired columns to be included in the view.
2. Limit the view further if necessary with your own selections (2).
3. When the selections are as desired, press the Update selections button (3) so that the selections are updated in the view.

Frequently asked questions

Question: How do I access the purchase order archive?

Answer: Select Purchases > Purchase orders > Purchase order archive.

Question: With which search criteria can I search for purchase orders in the purchase order archive?

Answer: You can search by vendor name, purchase order number, comments entered in the delivery information of the purchase order, delivery date found on purchase order rows, purchase order (EUR) amount, product code of products on purchase order rows, posting accounts on purchase order rows and calculation targets on purchase order rows.

Question: How do I perform a search in the purchase order archive?

Answer: Select the desired search criteria and press the Search purchase invoice listing button. The number of purchase orders matching the search criteria is shown next to the button and is updated every time a new search is made.

Question: How do I edit the purchase order listing view?

Answer: Press the Show columns button and select the desired columns, limit the view if necessary with your own selections and finally press Update selections so that the changes take effect.

Question: Which purchase order statuses can be tracked in the purchase order archive?

Answer: Purchase orders are displayed in the statuses Procurement proposal, Approved, Sent to vendor and Delivery and invoice connection. The final status is Archived, which is visible only in the purchase order archive.

Keywords: purchase orders, purchase order archive

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