Help On Order

Help on Order

This page allows you to retrieve the order details for the invoice category selected. The invoice category can be Exchange PO, Loan Order, Purchase Order or Repair Order.

You can carry out the search using the order #, invoice category, order type, ordering point, order currency, expense type, supplier number, supplier name, forward cover, search based on and date range.

The system retrieves all the orders, based on the search criteria entered. On confirmation, the selected order number is transferred to the required page.

Click the lens icon positioned next to the “Order #” field in the multiline in the “Maintain Invoice” page of “Supplier Order Based Invoice” business component.

The “Help on Order” page appears.

Enter the following fields in the “Search Criteria” group box to search for an order number. Data entry in the following fields is optional:

Order #	The number identifying the order based on which the invoice has been created. (Alphanumeric, 40)
Invoice Category	Use the drop-down list box to specify the category of the invoice that you want to retrieve. This can be “Exchange PO”, “Loan Order”, “Purchase Order”, “Repair Order”, “PBH PO”, “PBH Exchange PO” and “Release Slip”. The system retrieves all the orders pending invoicing for the category selected here. The system displays “All” by default.
Order Type	Use the drop-down list box to specify the type of the order which you want to retrieve. The system lists the following options if the value entered in “Invoice Category” drop-down list box is “Purchase Order”: a) General, b) Adhoc, c) Express, d) Service, e) Drop-Ship and f ) ALL. The system lists the following options, if the value entered in “Invoice Category” drop-down list box is “Exchange PO”: a) Exchange and b) ALL The system lists the following options, if the value entered in “Invoice Category” drop-down list box is “Repair Order”: a) Normal, b) Exchange, and c) ALL. The system leaves this field blank if the value entered in “Invoice Category” drop-down list box is “Loan Order”. The system leaves this field blank. If the value entered in “Invoice Category” drop-down list box is “Release Slip”. The system displays “All” by default.
Ordering Point	Use the drop-down list box to specify the organization unit in which the Order document is raised. The system lists all the organization units that are interactiong with the current business component, along with the option “All”. The system sets this field to “All” by default.
Order Currency	Use the drop-down list box to select the code identifying the currency in which the order is made. The system lists all the currencies that are applicable to the login organization unit, along with the option “All”. The system sets this field to “All” by default.
Expense Type	Use the drop-down list box to select the expense type of the order. The system displays the following values: Capital, Revenue and Both.
Supplier #	The code identifying the supplier. (Alphanumeric, 32)
Supplier Name	The name of the supplier. (Alphanumeric, 60)
Forward Cover	Use the drop-down list box to specify whether the order is covered under forward contract or not. Select “Yes” to indicate the order is forward applicable and “No” for the contrary. The system displays “No” by default.
Search Based On	Use the drop-down list box to specify the type of search. The system lists the following options: Order Based – Select this option if you want to carry out an order based search for the orders. The system displays “Order Based” by default.
Date From	The code identifying the order starting from which you wish to retrieve the details (Alphanumeric, 40). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the order codes starting from the value specified here. Ensure that the date entered in this field is earlier than or the same as the date entered in the “To” field.

Note: If no value is entered in the “Date From” field, the system considers 01-01-1900 as the “From” date.

Date To

The code identifying the order till which you wish to retrieve the details (Alphanumeric, 40). ). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the order codes till the value specified here.

The system date is displayed by default.

Search Type

The type of order document to be retrieved. The system lists anyone of the following options:

Invoice – All the purchase orders that are invoiced
Prepayment – All the purchase orders for which the Advance Payable option has been set as YES.

Note: Leave all the fields blank; to retrieve all the part numbers available in the database.

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

Note: The system retrieves invoices other than delivery charges that are in Draft / Matched / Auto Match Failed / Returned Statuses.

The system retrieves the following orders pending for invoicing in descending order of the order number, based on the following logic:

Purchase Order

For 2-way matching - POs that are in “open”, “closed”, and “short closed” statuses and POs pending for invoice.
For 4-way matching - POs with goods receipt in “Inspected” status

Repair Order

ROs that are in “authorized”, “Closed”, and “BER Closed” status.

Loan Order

LOs that are in “Closed” status.

The system displays the following in the “Search Results” multiline, based on the search criteria entered.

Ordering Point	A unique identifier for the invoice.
Order #	The number identifying the order based on which the invoice has been created. The system displays “Multiple” in this field if there is more than one order number for an invoice.
Order Date	The date in which the order was created.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Order Type	The type of the order.
Finance Book	The code identifying the finance book in which the order details have been posted.
Invoice Category	The category to which the order belongs.
Order Currency	The code identifying the currency in which the order has been created.
Expense Type	The expense type of the order.
Forward Cover	Indicates whether the order is covered under forward contract or not..

Check the box in the “Select” column of the multiline to select a part number.
Click the “OK” pushbutton.