How To: Running the Open P/O Summary Report (04-60)

Overview

The selection is used to view or print a summary report of open purchase orders.

Special Notes

  • This report can be viewed on the screen, printed to a laser printer, opened in Excel, or saved to a PDF file. You cannot print it to a spooler.
  • You can sort a report column by clicking on the column heading.
  • You can move a report column by clicking on the column heading and dragging it to the desired location.

Step-by-Step

Click image to enlarge.

  1. In the ‘From P/O #’ field, enter the Purchase Order Number to start the report with. Leave the field blank to begin the report with the first open purchase order on file.
    • If a purchase order that is not on file is entered in this field, the report will start with the next purchase order on file.

  1. In the ‘To P/O #’ field, enter the Purchase Order Number to end the report with. Leave the field blank to end the report with the last purchase order on file.
    • If a purchase order that is not on file is entered in this field, the report will end with the next purchase order on file.

  1. In the ‘From Branch’ and ‘To Branch’ fields, select the branches to include on the report. To include purchase orders from a single branch, select the same branch in both fields. Leave the fields set to ‘All’ to include purchase orders from all branches.
    NOTE: On a POS Terminal, the branch assigned to the terminal in System File Management (30-01) displays in both fields and cannot be changed.
    NOTE: The ‘From Branch’ and ‘To Branch’ drop-down lists display the branches in the order that they are found in the file. The branch you select in the ‘From Branch’ field must come before the branch selected in the ‘To Branch’ field. Additionally, the branch selected in the ‘To Branch’ field must come after the branch selected in the ‘From Branch’ field. If branches are selected in the wrong order, the message, ‘Invalid Date Range,’ appears.

  1. In the ‘From’ field, enter a starting date (MMDDYY) for the report or select it from the calendar. Leave the field blank to start with the first date on file.

  1. In the ‘To’ field, enter an ending date (MMDDYY) for the report or select it from the calendar. Leave the field blank to end with the last date on file.

  1. In the ‘Sort By’ field:
    1. Select ‘P/O’ to sort the report by Purchase Order Number.
    2. Select ‘ShipTo’ to sort the report by the ShipTo Branch.

  1. Click the ‘Refresh’ button.
    • Any time you change the report criteria, you will need to click ‘Refresh’ to update the report results.

  1. The report displays. Click the ‘PO#’ to view additional information about a purchase order.

  1. Click the ‘Print’ button to print a paper or digital copy of the report (optional). At the ‘Select Printer’ prompt, enter the ID of a physical printer, or enter “PDF” to save the report to a PDF file. If printing to PDF, accept or modify the filename and click ‘Ok.’
    IMPORTANT: When printing to PDF, you must have a ‘Purchase Orders’ folder specified in Company PDF/Export Directory (30-04) or By Term PDF/Export Directory (30-05) in order for the PDF to save successfully to your computer.

  1. Click ‘Export’ to open the report in Excel and also save it to your computer (optional).
    IMPORTANT: You must have a ‘Purchase Orders’ folder specified in Company PDF/Export Directory (30-04) or By Term PDF/Export Directory (30-05) in order for the report to open correctly in Excel and successfully save to your computer.
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