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Viewing Purchase Orders


In this topic you learn how to view purchase orders through the Supplier Portal. After completing this topic, you should be able to:

- Locate a purchase order to view

- Review the information within the purchase order

- Describe the different sections of the purchase order

- Download the purchase order into excel or as a PDF

Note: You must be signed in to the Supplier Portal in order to view purchase orders.


Steps:

  1. In order to view purchase orders you must navigate to the View Purchase Orderpage. This page is accessed from the Manage Order menu page. Access the Manage Orders menu page by clicking the Manage Orders link on the Supplier Portal home page. The Manage Orders link is located in the Menu section of the home page, below the Search box.

  2. Clicking the Manage Orders link from the home page takes you to the Mange Orders menu page. This page usually has three links: Purchase Orders, View Order Summary, and View Receipts. The other topics in this lesson cover how to View Order Summary and View Receipts. This topic covers only how to View Purchase Orders. Click the Purchase Orders link.
  3. When you click the Purchase Orders link you may see the Purchase Orders/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 Purchase Orders you need to view. If your vendor ID does not have this access, you will go directly to the Purchase Orders/Filter Options page. The Purchase Orders/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 Purchase Orders/Filter Options page is used to establish the search criteria to be used when searching for a purchase order. 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:

    Agency Name: The state agency the purchase order came from. This field has a lookup option to help you find the Agency Name. Some Agency Names may be abbreviated.
    From PO ID:
    To PO ID: Use the From PO ID and To PO ID fields to enter a range of values for the PO ID. The search will return any POs within that range. These fields have a lookup option.
    PO's Waiting Acknowledgement: Minnesota is not using PO acknowledgment at this time. This checkbox should be left unselected.
    Item ID: This is the Minnesota Item ID that identifies the product or service on the PO. In some cases there is no Item ID. This may mean the PO includes a special order product or service.
    Vendor Item ID: This is the vendor's internal Item ID. It is included on the PO if it has been supplied to the buyer.
    From Date:
    To Date: Use the From Date and To Date fields to limit the search to a specified date range. By default the To Date shows the current date and the From date shows one month prior to the current date. These can be changed or deleted to search for POs in all dates.
    Buyer: This is the Minnesota State buyer who created the PO. This field has a lookup option to help you find the buyer's name.
    Contract ID: This is the Supplier Contract. You can enter the Contract ID here to display only POs associated with that contract.
    Contract Version:
    Release:

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

    Enter the necessary search variables and click the Search button.

  5. When you click the Search button, the Purchase Orders/Purchase Order List page is displayed. This page displays all Purchase Orders that meet the search criteria. Here you can view the status of a Purchase Order, print a copy of a Purchase Order or download the results to Excel for external use.

    At the top of the Purchase Order List page the Vendor Name is displayed and just below that is a field called POs Returned. This displays the number of purchase orders in the list, i.e., the number of purchase orders that met the search criteria. Just below the Purchase Orders Returned field 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 purchase orders for that vendor.

    To the right of these links are two additional fields, the Default View for Change Orders field and the Orders per page field, which is a dropdown list. The Default View for Change Orders field lets you control what is viewed on the purchase orders when there is a change order associated to the PO. You can choose to view all lines on the purchase order or only the changes. You accomplish this by selecting either all lines or the latest changes only option from the Default View for Change Orders option. The Orders per page field is also a dropdown list that enables you to select how many purchase orders are displayed in the list at once. The default value is 25. You can click the dropdown list to change this setting.

    Below the header information at the top of the page is the section called Purchase Order List. This section contains details about all of the purchase orders that were returned in your search. The first tab is called PO Details. The second is called Header Details. The PO Details tab is described here first. The PO Details tab contains eight columns. You will need to scroll to the right to be able to display all of the columns. The first columns on the left of the tab include:

    Agency Name-The Minnesota agency that issued the purchase order
    Division Name-The division within that agency responsible for the purchase order
    Purchase Order-The Purchase Order ID
    Status-The status of the purchase order. Valid options are Dispatched, Pending, and Canceled.
    Last Dispatched Date/Time-Date and Time of the most recent dispatch of a purchase order. If the purchase order includes a change order, this date and time will be when the change order was dispatched.
    Lines-The number of lines on the purchase order

  6. The remaining columns on the PO Details tab are to the right of the screen. Click the horizontal scrollbar to show them. The remaining named column is Total Amount, which equals the merchandise amount plus any adjusted amount for each purchase order. There is also a column that displays the currency, which should always be United States Dollars (USD). The last column on the right of the PO Details tab contains a button called View PDF. If this button appears in the column for a selected purchase order, you can click it to generate a pdf version of the purchase order. You can then print or save the pdf as a record of that purchase order.

    Note: The View PDF button is only available from the PO Details tab.
  7. There is a second tab in the Purchase Order List section. Click the horizontal scrollbar to move back to the left and display the tabs.

  8. To the right of the PO Details tab is the second tab in the Purchase Order List section. It is called Header Details. Click the Header Details tab.

  9. The Header Details tab displays more information about the purchase orders on the Purchase Order List. The first three columns on the Header Details tab are the same as the first three columns on the PO Details tab: Agency Name, Division Name, and Purchase Order. Click the horizontal scrollbar to move this page to the right and display the additional columns on the Header Details tab:

    PO Business Unit-The PO Business Unit is an internal number used by the State of Minnesota, representing the State agency that generated the purchase order

    Purchase Order Date-The date that the purchase order was created

    Buyer Name-The name of the buyer referenced on the Purchase Order.
    Payment Terms-The payment terms for the purchase order, for example, Net 30.

  10. Below the Purchase Order List section are two checkboxes: Select All and Clear All. They work in conjunction with the list below them called View Selected POs in Downloadable Format. The leftmost column of the Purchase Order List features checkboxes. You can use these to select a purchase order to be included in an Excel file that you can download and save. Use the Select All checkbox to select all purchase orders in the List. Use the Clear all checkbox to clear all checked boxes and start over. When you have selected the purchase orders to download, click the View Selected POs in Downloadable Format button. A new page called Download Purchase Orders opens with the selected purchase orders displayed in a grid. The grid is called Purchase Orders, and has seven tabs: Date/Qty Details, Header Details, Header Comments, Line Details, Line Comments, Schedule details, and Ship To Comments. Each tab has different information about the purchase order. Click the tab to display the information you want to include in the downloadable spreadsheet. Only the columns that appear on the selected tab will be downloaded. When you are ready to download the data, click the Download button at the far right of the section title ribbon. The system will launch Microsoft Excel if you do not already have it open and also open a new browser tab. In the browser will appear a standard Microsoft Office dialog box giving you the option to Open, Save, or Cancel the downloaded file. If you click the Save button you will need to specify a filename and save location. If you click the Open button, the system will open the downloaded material in a new Excel spreadsheet.

    Note: The View Selected POs in Downloadable Format button is not part of the Purchase Order List section, so it can be accessed regardless which tab you are viewing in the List.

  11. Whichever tab you are on, the only clickable link is the purchase order number.

  12. When you click the purchase order number on the Purchase Order List, the Purchase Order Details page opens. At the top of the Purchase Order Details page is the Vendor Name followed by the purchase order header information. The purchase order header includes the following fields: PO Number, Purchase Order Date, PO Status, Last Dispatch, Buyer, Billing Location, and Payment Terms. To the right of these fields is the Purchase Order Total section, which shows the Merchandise Amount, Freight/Tax/Misc, and the Total Amount.

    Below the header information are two sections, Standard BU Comments and Purchase Order Lines. The Standard BU Comments section can be expanded by clicking the Expand section button next to the section name. The expanded section displays the standard terms and conditions, which are the same as those on the purchase order itself.

    Below the Standard BU Comments section is the Purchase Order Lines section. This section contains details about each line of the purchase order. There are four tabs in the Purchase Order Lines section: Line Information, Extension, Line Details, and Contract Info. The first tab is Line Information. It contains the following columns:

    Line-The purchase order line number
    Status-The line status, for example, active, closed, hold, or canceled
    Item ID-The Minnesota Item ID
    Description-A text description of the line item
    Quantity-
    Unit of Measure-This column does not have a header
    Merchandise Amount-The extended price of the line
    Currency-This column does not have a header
  13. The second tab in the Purchase Order Lines section is the Extension tab. Click the Extension tab to view part number information associated to the line. The Line, Status, and Item ID columns are repeated from the Line Information tab. The only other column is Part Number Extension. This field may or may not have any information in it.

  14. The third tab in the Purchase Order Lines section is Line Details. Click the Line Details tab to view manufacturer information associated with the line item. The Line, Status, and Item ID columns are repeated from the Line Information tab. The new columns are:

    Freight/Tax/Misc.-
    Manufacturer ID-
    Description-This is the manufacturer's description of the item
    Manufacturer's Item ID-This is the manufacturer's internal Item ID
    Category ID-

  15. The fourth tab in the Purchase Order Lines section is Contract Info. Click the Contract Info tab to view information related to the contract. Again, the Line Status, and Item ID columns are repeated. The new columns are:

    Contract ID-
    Contract Version-
    Contract Line Nbr-
    Category Line Number-
    Release Number-
  16. Below the Purchase Order Lines section is a section called Invoice List. If there is an invoice linked to the purchase order, you will find information about that invoice here. The Invoice List section includes the following columns:

    Invoice-
    Invoice Date-
    Amount-
    Due Date-
    Appr Stat-This is the Approval Status of the invoice
    Voucher-

    If there are no invoices for this purchase order, a message reading, No Invoices Found appears below the Invoice List section.

  17. When you have finished reviewing the information related to this purchase order, you can click the Return to Purchase Order List link located under the Invoice List section.

  18. From the Purchase Order List you can select another purchase order to review, or click one of the links just above the Purchase Order List 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 purchase orders for that vendor.

Congratulations! You have successfully completed the topic, Viewing Purchase Orders. Having completed this topic, you should now be able to:

- Locate a purchase order to view

- Review the information within the purchase order

- Describe the different sections of the purchase order

- Download the purchase order into excel or as a PDF

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