Holding and releasing the purchase order

This page allows you to hold the purchase order. Tell me more.

Select the “Hold / Release Purchase Order” link under the “Purchase Order” business component.

The “Hold / Release Purchase Order” page appears.

The system displays the following.

Date Format

The format in which the date fields are displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

Enter the following in the “Search Criteria” group box, to search for the purchase order. Date entry in the following is optional.

Purchase Order #	The number identifying the purchase order (Alphanumeric, 18). You can enter the PO number in full or specify it partially using the “*” character. The system retrieves all the purchase orders with PO numbers similar to the number entered here. Leave this field blank, to retrieve all the POs.
PO Type	Use the drop-down list box to specify the type of PO to be held or released. The various PO types are “General”, “DropShip”, “Express,” “Consignment”,” Exchange”, ”PBH”, “PBH-Exchange”, “Service”, “Adhoc”, “Customer Goods” and “Sample The system retrieves all the POs that are of the type specified here. The system leaves this field blank by default. Leave this field blank, to retrieve all the POs, irrespective of their type.
Expense Type	Use the drop-down list box to specify the expense type of the purchase order. The options available are “Revenue” and “Capital”. The system leaves the field blank by default. The system retrieves the purchase orders with the Expense type that you specify here. Leave the field blank to retrieve purchase orders of all Expense types.
PO Status	Use the drop-down list box to specify the status of the purchase order to be retrieved. The system displays the options, “Open” and “Held”. The system retrieves all the POs that are in the status specified here. The system leaves this field blank by default. Leave this field blank, to retrieve all the POs, irrespective of their status.
PO Date From	The starting date, in the range of purchase order dates, from which the purchase order details must be retrieved (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the purchase orders that are raised later than this date. The system displays the date that is one month prior to the current system date, by default. Leave this field blank, to retrieve all the POs, irrespective of the starting date.

Note: The date entered in the “PO Date From” field must be less than or equal to the date entered in the “PO Date To” field.

PO Date To

The ending date, in the range of purchase order dates, until which the purchase order details must be retrieved (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the purchase orders that are raised earlier than this date. The system displays the current server date by default. Leave this field blank, to retrieve all the POs, irrespective of the ending date.

Note: If the starting and the ending dates are the same, the system retrieves all the POs raised on the specified date.

Supplier #	The code identifying the supplier (Alphanumeric, 45). You can enter the supplier code in full or specify it partially using the “*” character. The system retrieves all the POs raised on supplier numbers similar to the number entered here. Leave this field blank, to retrieve all the POs irrespective of the supplier name.
Part Type	Use the drop-down list box to specify the part type. All the part types defined in the “Create Parts Main Information” activity of the “Part Administration” business component are available for selection. The various part types available are “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”. The system leaves this field blank by default. Leave this field blank, to retrieve all the POs, irrespective of the part type.
Part #/ Mfr. Part #	The part number (Alphanumeric, 40) or the number provided by the manufacturer of the part. You can enter the part number in full or specify it partially using the “*” character. The system retrieves all the purchase orders raised on part numbers similar to the number entered here. Leave this field blank, to retrieve all the POs, irrespective of the part number.
PO Category	Use the drop-down list box to specify the category of the PO to be held or released. All the PO categories irrespective of their status, defined in the “Create Quick Codes” activity, are available for selection. The system retrieves all the POs that belong to the category specified here. The system leaves this field blank by default. Leave this field blank, to retrieve all the POs irrespective of the PO category.
User Status	Use the drop-down list box to specify the user-defined status of the PO. All the “Active” user-defined statuses defined in the “Create Quick Codes” activity are available for selection. The system retrieves all the POs that are in the status entered here. The system leaves this field blank by default. Leave this field blank, to retrieve all the POs irrespective of the user-defined status.
Buyer Group	Use the drop-down list box to select the buyer group to which the buyer is associated. The system sets the field to blank by default. If the “Buyer Control” option is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the Buyer Group drop-down list box will be loaded with all the buyer groups that are in “Active” status and that are mapped to the login user as a buyer group of type “Primary” or “Secondary” and are mapped to the Purchase Order transaction in the “Buyer Group” business component. If the option “Buyer Control” is set as “Not Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the Buyer Group drop-down list box will be loaded with all the buyer groups irrespective mapped with the purchase order transaction. If the option “Buyer Control” is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the system performs the following tasks: If the buyer group drop-down list box is left blank, the system retrieves the purchase orders that have reference to the buyer groups that are available in the drop-down list box along with Purchase Order in which the Buyer Group is blank. If the buyer group is selected, the system retrieves the purchase orders pertaining to the buyer group selected. If the option “Buyer Control” is set as “Not Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the system performs the following tasks: If the buyer group drop-down list box is left blank, the system retrieves all the purchase orders irrespective of whether the buyer group is available in the purchase order or not. If the buyer group is selected, the system retrieves the purchase orders pertaining to the buyer group selected.
Created By	The name of the user who created the PO. (Alphanumeric, 40).
Purchase for	Use the drop-down list box to indicate whether the purchase order must be created for the login organization or for a group company or for the customer. The drop down list box will display the following options for the category 'Purchase Order' in Purchase Option Settings activity under Logistics Common Master: Self, Supplier and Customer, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Allowed" . Self and Supplier, if “Purchase Order on behalf of Supplier” is set as “Allowed” and “Purchase Order on behalf of Customer” is set as “Not Allowed”. Self and Customer, if “Purchase Order on behalf of Customer” is set as “Allowed” and “Purchase Order on behalf of Supplier” is set as “Not Allowed”. However, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Not Allowed", the sole option available will be Self." Self: Indicates the purchase order is intended for the login organization. Supplier: Indicates the purchase order is intended for a supplier that is a group company. Customer: Indicates the purchase order is intended for a customer Note: You must not select Supplier from the drop-down list box: 1) if the PO type is Sample or Customer Goods; 2) if the expense type of the purchase order is Capital. You can select Customer from the drop-down list box if the PO type is ‘General’, ‘Express’ or ‘Exchange’. In the editable field alongside, enter the Trading Partner # to specify the Supplier / Customer.

Click the “Search” pushbutton, to retrieve the details of the PO in the multiline.

The system displays the following in the “Search Results” multiline.

Purchase Order #	The purchase order retrieved by the system.
PO Date	The date on which the purchase order was raised.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Expense Type	Then expense type of the purchase order
PO Status	The status of the purchase order.

Enter the following:

User Status

Use the drop-down list box to specify the user-defined status of the PO. All the “Active” user statuses defined in the “Create Quick Codes” activity are listed for selection. The system retrieves all the POs that are in the user-defined status specified here. Leave this field blank, to retrieve all the POs, irrespective of the user-defined status.

The system displays the following:

Created By	The name of the user who created the PO.
Buyer Group	A unique code that identifies the buyer group to which the buyer is associated.

Enter the following:

Reason

A brief comment, stating the reason for holding or releasing the purchase order (Alphanumeric, 255). Mandatory.

The system displays the following:

Purchase for	Indicates whether the purchase order must be created for the login organization or for a group company or for the customer.
Trading Partner	Displays the concatenation of Trading Partner # and name in the format “Trading Partner # \| Trading Partner Name”.

Check the box in the “Select” column of the multiline, to mark the purchase order for holding or releasing.

Note: Atleast one row must be selected in the multiline.

Click the hyperlinked purchase order number in the multiline, to view the purchase order details.

To hold purchase order

Click the “Hold Purchase Order” pushbutton, to hold the selected purchase order(s).

Note: This action is workflow-enabled. Notification messages can be sent as per the settings you have defined in the "Workflow Management" business component.

Only purchase orders that are in the “Open” status can be put on hold.

The system updates the status of the PO to “Held”. The system stores the login user ID and the server date along with the other details.

To release purchase order

Click the “Release Purchase Order” pushbutton, to release the selected purchase order(s).

Note: This action is workflow-enabled. Notification messages can be sent as per the settings you have defined in the "Workflow Management" business component.

Only purchase orders that are in the “Held” status can be released.

The system updates the status of the PO to “Open”.

Click the “View Purchase Order” link at the bottom of the page to view the purchase order details.

Holding and releasing the purchase order – An overview

This page allows you to hold the purchase order. You can also release the purchase order, which has been put on ‘hold’. Only authorized purchase orders can be put to “Hold”. You can directly enter the purchase order number, if you know the exact number, or you can carry out the search using the purchase order number, date on which the PO was raised, type of purchase order, supplier code and the category of the purchase order.

The system updates the status of the PO to “Held”. Upon releasing the PO, the system updates the status of the PO to “Open”.

What you can do in this page

Hold or release a purchase order

You can hold a purchase order, which is in “Open” status. Subsequently, you can release the purchase order, which is in “Hold” status.

Provide filter criteria in the “Search Criteria” group box, to search for the purchase order that you need to hold or release.
Select the purchase order in the multiline, which you wish to hold or release.
Click the “Hold PO” pushbutton, to hold the selected purchase order.
Click the “Release PO” pushbutton, to release the selected purchase order.