Selecting purchase order for maintaining supplier correspondence details

Selecting purchase order for m aintaining supplier correspondence details

This page allows you to search for a purchase order to which the supplier correspondence details must be attached. Tell me more.

Select the “Maintain Supplier Correspondence” link under the “Purchase Order” business component.

The “Select Purchase Order” page appears.

The system displays the following field.

Date Format

The format in which the date fields must be entered 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 “Direct Entry” group box:

Purchase Order #

The number identifying the purchase order for which supplier correspondence details must be recorded (Alphanumeric, 18).

Select the “Maintain Supplier Correspondence” link displayed alongside to maintain the supplier correspondence details.

To search for a Purchase Order

Enter the following in the “Search Criteria” group box to search for a purchase order. Data entry in the following fields 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 whose numbers are similar to the number entered here. Leave this field blank, to retrieve all the purchase orders.
PO Type	Use the drop-down list box to specify the type of the purchase order. The various types are “General”, “Express”, "PBH", "PBH-Exchange", "Consignment", "Exchange", “DropShip”,"Customer Goods", "Service", "Adhoc" and “Sample”. The system retrieves all the POs of the type specified here. 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 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 on or 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 purchase orders, irrespective of the starting date.

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

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 on or earlier than this date. The system displays the current system date by default.Leave this field blank, to retrieve all the POs, irrespective of the ending 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 containing supplier numbers similar to the number entered here. Leave this field blank, to retrieve all the POs, irrespective of the supplier.
Part Type	Use the drop-down list box to specify the part type. The various part types are “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”. The system retrieves all the POs raised for part type similar to the value entered here. The system leaves the field blank by default.
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 containing part numbers similar to the number entered here. Leave this field blank, to retrieve all the POs, irrespective of the part.
PO Category	Use the drop-down list box to specify the category of the purchase order. All the “Active” categories, defined for the Purchase Order transaction under the “Create Common Category” activity of the “Logistics Common Master” business component are available for selection. The system retrieves all the POs belonging to the category specified here. 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 statuses defined for the Purchase Order document under the “Create User Status” activity of the “Logistics Common Master” business component 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.
PO Status	The status of the purchase order. The various statuses of the purchase order are as follows:
	Open – Indicates that the purchase order is authorized and is open for transactions.
	Partially Amended – Indicates that the “Open” purchase order is under amendment or the purchase order has been taken up for amendment.
	Amended – Indicates that the PO is amended. A purchase order can be amended in the “Amend Purchase Order” activity. The amended PO must be authorized.
	Held – Indicates that the PO is temporarily put on hold. The PO is put on hold in the “Hold / Release Purchase Order” activity.
	Short Closed – Indicates that the purchase order is short closed. A “Short Closed” PO cannot be used for any transactions. A PO can be short closed in the “Short Close Purchase Order” activity.
	NT (Negative Tolerance) closed – Indicates that the PO is closed, based on the negative tolerance percentage specified. For example, you can close a PO with the status “NT Close”, if 98% of the parts are received, and the negative tolerance percentage is set as 2%.
	Closed – Indicates that the PO is closed.
Created By	The name of the user who created the PO. (Alphanumeric, 40).
Buyer Group	Use the drop-down list box to select the buyer group to which the buyer is associated. The system leaves the field to blank by default.

Click the “Search” pushbutton to display the search results.

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	The expense type of the purchase order.
PO Status	The status of the purchase order.
User Status	The user-defined status of the purchase order.
Created By	The name of the user who created the PO.
Buyer Group	The code that identifies the buyer group to which the buyer is associated.

Click the hyperlinked purchase order number in the multiline, to record the supplier correspondence details.

Selecting purchase order for maintaining supplier correspondence details – An overview

This page allows you to search for a purchase order for which the supplier correspondence details must be recorded. You can enter the purchase order number directly or search for it based on the PO number, PO type, PO date, supplier number or part details. The purchase order details, such as the purchase order number, purchase order date, supplier number, supplier date, PO status and user status are displayed in the multiline based on the search criteria.