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Viewing Order Summary


In this topic you learn how to review the order summary for purchase orders. After completing this topic, you should be able to:

- Search for an order summary

- Manage purchase orders

- View all of the purchase order items and schedules information

- Read the order schedule

- View shipping information on a purchase

Note: You must be signed in to the Supplier Portal in order to view your order summary.

Steps:

  1. To view your order summary you need to navigate to the View Order Summary page. This page is located on the Manage Orders Menu page. Click the Main Menu link, located at the top left of the Supplier Portal homepage, below the Search box.

  2. The Manage Orders menu page opens. There are usually three links on the Manage Orders menu page: Purchase Orders, View Order Summary, and View Receipts. The other topics in this lesson cover how to use the Purchase Orders and View Receipts pages. This topic covers only how to View Order Summary. Click the View Order Summary link.
  3. When you click the View Order Summary link you may see the View Order Summary/Select Vendor page. You will see this page only if your Vendor ID has access to respond to bids for other vendors. If so, this page displays a list of vendors that might have Order Summaries you need to view. If your Vendor ID does not have this access, you will go directly to the View Order Summary/Filter Options page. The View Order Summary/Select Vendor page is a list of all vendors this Vendor ID has access to, arranged in two columns: Vendor Name and Vendor ID. The list is sorted by Vendor ID and you cannot sort by Vendor Name. Also, only the vendor names are clickable links.

  4. The View Order Summary/Filter Options page is used to establish the search criteria to be used when searching for an order summary. At the top of the page the Vendor Name is shown and below that instructions on using the search criteria page. Below this is the Search Criteria section, which contains the following fields that you can use to limit your search:

    The first row has a checkbox called Include PO Data and then a dropdown list called PO Status. The PO Status list is only activated if you click the checkbox for Include PO Data. This selection allows you to filter the orders that appear in the search results based on the status of the underlying purchase order. The options are the following:
    Approved-The purchase order has been approved but not yet sent to the vendor.
    Dispatched-The purchase order has been sent to the vendor.
    Open-The purchase order has not yet entered the approval process.
    Pending Approval/Approved-The purchase order has not yet been approved by the State.

    Note: You can leave the box unchecked to search for all orders regardless of the purchase order status.

    The next row has a checkbox called Include Planned POs and then a dropdown list called Planned Order Status. These work similarly to the row above, however, this function is not used in Minnesota. You should leave the box unchecked.

    Next are two fields, the From Date field and below it the To Date field. Use these to limit the range of dates of the orders that appear in the search results. By default, the To Date field is the current date and the From Date field is one month prior to the current date. You can accept these dates, change either or both, or delete the defaults to search for orders form any date.

    Below the date fields is a field called Item ID. This is the ID assigned by the State. There is a lookup option to help you find valid values for this field. You can leave it blank to search for orders with any Item ID.

    The last field is the Vendor Item ID field. This is the Item ID assigned by the vendor. There is also a lookup option for this field, or you can choose to leave it blank.

    You can use any of these fields in combination to narrow your search results.

    Click the Search button.

  5. Clicking the Search button opens the View Order Summary/Order Schedule page. This page displays the results of your search in a table called Schedules. At the top of the Order Schedule page the Vendor Name is displayed and just below that are the Set filter options link and the Return to Vendor List link. Use the Set filter options link to return to the Filter options page and change your search criteria. Use the Return to Vendor List link to return to the Select Vendor page to select a different vendor and then view order summaries for that vendor.

    The Schedules section is just below these links and contains the following columns:

    Due Date-The date the item or service is due
    Item ID-The Minnesota State item ID. This field may be blank.
    Description-The text description of the item or service
    Quantity-
    Unit of Measure-(column not labeled)
    Business Unit-The Minnesota State unit that initiated the transaction. This may be a State agency or subagency.
    PO Number-The purchase order number associated with the transaction
    Type-The type of transaction being displayed. This will always be PO for purchase order
    Status-The status of the purchase order. Valid values for this column include:
    - Initial - The purchase order has recently been entered and no buyer has been established
    - Open - The purchase order has been created but not yet submitted to the buyer for approval
    - Approved - The purchase order has been approved by the State, but has not yet been sent to the vendor
    - Pending Approval - The purchase order is pending approval by the State
    - Canceled - The purchase order was canceled
    - Complete - The purchase order has been received in the system. No further action is required by the vendor or the State.
    - Dispatched - The purchase order has been sent to the vendor
    The final column in the Schedules section is Ship to, which displays the customer name that the order was or should be shipped to. This name is linked and clicking on it opens the View Order Summary/Shipping Address page. Note: You may need to scroll the section to the right to display the Ship To column. There is a horizontal scrollbar at the bottom of the section.
  6. Clicking the linked Ship To name opens the View Order Summary/Shipping Address page. This page gives the shipping information for the order. At the top the Vendor Name is provided and below that is the Ship To name. Below that is the address information in the following order: Country, Address 1, Address 2, Address 3, City, County, Postal, State. Below the address information is the Telephone Information. The first row contains the telephone and the second row is the fax, with the following format: Int'l Prefix, Phone (Fax), and Ext (phone only).

    Below the telephone information is a link that reads Return to Order Schedules. Click this link to return to the View Order Summary/Order Schedule page.

    Click the Return to Order Schedules link. From the Order Schedules page you can select another order to review, or click one of the links just above the Schedules section. Click the Set filter options link to change your search criteria, or the Return to Vendor List link to select a different vendor and then review order summaries for that vendor.

In this topic you learned how to review the order summary. Having completed this topic, you should now be able to:

- Search for an order summary

- Manage purchase orders

- View all of the purchase order items and schedules information

- Read the order schedule

- View shipping information on a purchase

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