Working with Open Orders

Use the Orders tab to access the Open POs page. The default view is the Open POs Summary view. You can also access this view by clicking the Open POs link on the left sidebar. The number of open POs listed depends on how you set your display preferences.

From the Orders tab, you can access the following functionality.

Click a PO number link to access the PO Detail page to view PO details or flip a PO into an invoice.

Click PO Batches to access functionality to download POs in XML file format.

Click Get Status to perform a basic search or view POs by status.

Note: The Blanket POs tab has the same functionality listed above, except there is no BPO Batch functionality. For BPOs, use the PO Batches download.

Permissions

To view the Orders tab, Order Status bar, Get Status, PO Batches, Create Credit Memo, or Create Invoice, the user must have Create/Edit Invoices permission added to the Create/Edit Invoices role. See the Collector Administrator if you do not have these permissions.

Open Orders on Hold

An order with an "H" in the Action Status column means that the agency has placed the order on Hold. The hold flag can indicate that the order is novated. A novation occurs when an agency changes the vendor for an order to another vendor through a PO Upload. The order is placed on hold and the order cannot be invoiced. A PO Hold notification is sent to the vendor.

Add Filters

Use to limit the amount of open purchase orders that appear. IPP saves this search criteria for the duration of the session.

The information in the following table explains the Open Orders page.

Field Name	Description
PO #	A unique number assigned to the PO by the agency
Action Status	Displays a red triangle when a PO is changed. Displays an "H" symbol when the PO is on hold. Displays the printer symbol, if the user printed the PO.
Terms	Payment terms for the PO Payment terms indicate the number of days the net payment is due. It can also include a cash discount percentage and the number of days the cash discount applies. Example payment terms are: • Net 30 • 1% Disc 10 Days, Net 20 Days Note: Depending on your Display Preferences, this column can display Terms, Location (City), or Vendor ID.
Invoice #	If an invoice does not exist for the PO, IPP displays a blank field. If one invoice exists for the PO, IPP displays the invoice number. If more than one invoice exists for the PO, the text Multiple… appears. Click the Multiple… link to display the Related Documents page, which lists all the POs associated invoices and payments.
Agency	The POs creator Click the agency name link to display the Agency Information page.
Amount	The POs total monetary value
Issue Date	The agency’s approval date for the PO

Field Name

Description

PO #

A unique number assigned to the PO by the agency

Action Status

Displays a red triangle when a PO is changed. Displays an "H" symbol when the PO is on hold. Displays the printer symbol, if the user printed the PO.

Terms

Payment terms for the PO

Payment terms indicate the number of days the net payment is due. It can also include a cash discount percentage and the number of days the cash discount applies.

Example payment terms are:

• Net 30

• 1% Disc 10 Days, Net 20 Days

Note: Depending on your Display Preferences, this column can display Terms, Location (City), or Vendor ID.

Invoice #

If an invoice does not exist for the PO, IPP displays a blank field.

If one invoice exists for the PO, IPP displays the invoice number.

If more than one invoice exists for the PO, the text Multiple… appears. Click the Multiple… link to display the Related Documents page, which lists all the POs associated invoices and payments.

Agency

The POs creator

Click the agency name link to display the Agency Information page.

Amount

The POs total monetary value

Issue Date

The agency’s approval date for the PO

Closed POs Page

Open Blanket POs

Creating an Invoice from a PO

Creating a Credit Memo

Downloading PO Batches

Locating a PO with Advanced Search

Setting Display Preferences