Purchase Order List

Originally written by John Hardwick, last updated Jun 28, 2024, on the Swan Retail knowledge base (FRS).

Part of: Purchasing Reports

This audit produces a list of purchase orders and their status – like the ‘find purchase order option’.

• PO events are notes and actions recorded against the purchase order (not order lines). Open events (requiring an action to complete) are shown with a red background.

• The PO status is colour coded. Yellow if outstanding, green if received into stock and blue if delivered to the customer

• Manual PO reference is an optional feature allowing orders with ‘off system IDs’ to be searched for, assuming the ‘off system’ ID is entered into the PO reference within the find purchase order routine.

• PO comments is an optional feature allowing items with ‘search text’ purchase order comments to be searched for. To ignore, set the option to ‘*’.

• There is a prebuilt ‘service’ option designed to allow ‘service PO’s’ to be listed (assuming the service department type ‘service’ into the PO comments when raising the order).

• When showing notes, blue backgrounds indicate closed notes (where all events are selected)

Selection Criteria

Run time choices, user selectable.

• PO Date Raised Range

• Order Type

  • All / Internal / Customer (special order)

• Show

  • Details with options / Details without Options / Summary

• Restricted Purchasing Location(s)

• Supplier / Vendor

• Sales Department Range - level 1 to 3.

• Purchase Order Created By

• Show PO Events

  • Yes / No / Open Only

• Optional Manually Specified PO Pad Reference

• PO Status

  • Sent / Not Sent / Both

• Optional PO Comments Search String

• PO Status

  • All / On Order / GRN’d / Delivered

Print Sequence

As indicated by blue numbered squares in the report example.

1 Supplier / Vendor

2 Purchase Order Number

3 Sales Order

4 Stock / SKU / Option Combination

Report Totals

As indicated by yellow numbered squares in the report example.

1 Supplier / Vendor

2 Group by choice

3 Report

Printed Fields

Fields printed on the report.

• Supplier (Vendor)

• PO Number & Pad Reference

• PO Raised Date

• Required Date

• PO Status

• PO Created by

• Ordering Location

Detailed Mode

• Sales Order Number

• Customer Surname

• SKU

• Range / Collection

• Model Number

• Product Description

• Product Options (where selected)

• Quantity Ordered

• Line Status

• Cost

Notes

• Received Created

• Action

• Note Details

• Created By

• Next Action

• Due Date

• Date Closed

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