Overview

The Purchase Order Manager is a management window in Acctivate that allows users to filter and process batches of purchase orders in one central location. The Purchase Order Manager can be configured to group orders together based on user defined criteria.

The Purchase Order Manager can be accessed by going to Purchasing → Purchase Order Manager or by clicking the PO Manager icon on the Icon bar.

PO Manager Bars

The PO Manager is made up of Bars, which are a collection of Buttons. To view the bars, click the View... button at the top of the PO Manager window. The PO Manager includes a default Purchase Orders bar which includes various buttons depending on the enabled advanced purchasing order statuses.

Custom bars can be created to meet your needs. See Configuring the Manager Windows.

PO Manager Buttons

Once you've selected an PO Manager bar you will see a collection of buttons. A button is a group of POs that meet a specific criterion.

A button can display up to three different pieces of information:

Button name: The button's name will display prominently and provide a description of the POs included in the Button. For example, "Open" which includes all open POs.
Amounts: A dollar amount can be displayed in the bottom left corner of the button. The dollar amount displayed is a sum of an amount field for all the POs included in this button. This amount could refer to one of the following amounts:
- Ordered: The total ordered amount.
- Outstanding: The total amount of the PO lines not received yet.
- Received: The total received amount.
- Invoiced: The total amount of the PO that has been invoiced so far.
PO Count: The number in the bottom right of the button indicates the number of POs that are included in the button.

PO Manager Columns

When viewing a Button columns of data will appear. The PO Manager only shows header level purchase order information and summary date, it does not show any detail/line level information such as Product IDs, descriptions, quantities, etc.

Filtering

While each button is pre-configured to show orders that meet certain criterion, you can use the Filter button to apply additional filtering to a button.

When you click the Filter button, a new window will appear. The bottom of the Filter window will include a description of the current button's configuration. In the Filter window, use the filter editor to add to the existing button filters.

These additional filters will remain in effect until you close the Purchase Order Manager or click the "X" button next to the filter button (when the "X" button is a dark gray it means there are additional filters in place).

Actions

Besides presenting purchase orders for easy review, the Purchase Order Manager allows you to perform various actions on selected POs. Actions include printing forms, emailing forms, changing statuses and more. To perform an action:

Open the Purchase Order Manager.
Select the appropriate Bar and Button.
Check off one or more PO.
Click Action... to view a list of Actions and select one.

Actions

Revert to Entered: Changes the PO status back to Entered, if enabled as an Advanced Purchase Order Status.
Request Quote (RFQ): Changes the PO status to Request for Quote (or reverts to RFQ), if enabled as an Advanced Purchase Order Status.
Request Approval: Changes the PO status to Request Approval (or reverts to Request Approval), if enabled as an Advanced Purchase Order Status.
Approve and Issue: Changes the PO status to Issued.
Print Purchase Orders: Prints the Purchase Order form.
Email Purchase Orders: Creates an email to the email address entered in teh Contact field of the Enter Purchase Order window. The Purchase Order form will be attached as a pdf.
Create Receipt: Creates an inventory receipt for Issued POs. One Receipt session will be created and each PO will have its own transaction.
Create Note: Opens the Note window to allow adding a note. If multiple POs are selected, the same note will be added to all the selected POs.

The action will apply to the selected POs if they are eligible. For example, if you select a range of purchase orders and go to Action...→ Receive POs, an inventory receipt will be created for the purchase orders in an Issued status.

After the action is completed, the selected POs remain selected. This allows you to perform additional actions on the selected POs. However, if the action caused some or all the POs to move to a new button, you must click on that button in order to perform a secondary action. Or to put it another way, actions only apply to the POs selected in the button which is currently being viewed.

You can quickly select a range of POs:

Click on a row in a Purchase Order Manager button.
While holding Shift on your keyboard, click on another row above or below the previously selected row.
All the rows between the two will now be highlighted. Either use Selection...→ Check selection or right-click and choose Check selection to check off the rows.

You can first sort the rows by clicking the column headers. To select all rows, click the checkbox column header or use the Selection...→ Select all.

Button Definitions

The following table contains the definitions of the default Order Manager bars and buttons.

Bar	Button	Definition	Amount
Purchase Orders	Open	Includes all open purchase orders.	The total ordered amount.
Purchase Orders	Entered	Includes purchase orders in an Entered status.	The total ordered amount.
Purchase Orders	Request For Quote	Includes purchase orders in a RFQ status.	The total ordered amount.
Purchase Orders	Pending Approval	Includes purchase orders in a Pending Approval status.	The total ordered amount.
Purchase Orders	Issued	Includes purchase orders in an Issued status.	The total ordered amount.
Purchase Orders	Pending Approval	Includes purchase orders in a Pending Approval status.	The total ordered amount.
Purchase Orders	Special Order	Includes Special Order purchase orders.	The total ordered amount.
Purchase Orders	Drop Ship Order	Includes Drop Ship purchase orders.	The total ordered amount.