Purchase document workspaces and enquiries

View Purchase Order

View Purchase Order is an enquiry form.

Open: Purchase Order Processing > Enquiries > View Purchase Order.

View item details

On the Order Details tab, select the order line item that you want to view and select View Item.

If the item type is standard or free text, you can also view:
- Analysis Codes set for the item.
- Invoices for the item.
- Deliveries to see the delivery history for the item, and also to view or add attached documents.
  
  See View delivery or despatch history.
If the item is required to satisfy a customer order, you can view a summary of the linked sales order. From the summary details you can choose to view full details for the sales order.

Note: Invoice, delivery and linked sales order details are applicable for current orders not archived orders.
If the line type is an additional charge type, you can also view the invoice details associated with the charge by selecting Invoices.

Note: When viewing invoice or delivery details for an item, you can also choose to print the information displayed. If the item is batch/serial numbered, you can view the item's receipt and invoice history. This covers details such as the batch/serial numbers and, if applicable, the sell by and use by dates.

View Purchase Orders for Stock Item

View Purchase Orders for Stock Item is an enquiry form.

To view purchase orders for a stock item:

Open: Purchase Order Processing > Enquiries > View Purchase Orders for Stock Item.

Select the item.
The Current Orders tab shows your current orders for the item.
Select the Archived Orders tab to view orders that have been archived.
To view orders with goods or services that have been cancelled, select the Display only orders with cancelled order lines check box. The list is updated accordingly.
Select the order or return you are interested in from those displayed.
Click View.

View Purchase Return

View Purchase Return is an enquiry form.

Open: Purchase Order Processing > Enquiries > View Purchase Return.

You can also view other details related to the return.

Purchase Documents

Purchase Documents is a workspace.

Use this to see information about your purchase documents such as goods received and invoicing details.

You can:

Highlight a purchase order or return and see the details, totals, delivery and invoicing details, analysis codes, and view related notifications if you are using authorisation for your purchase orders.
Open a related workspace with the content already filtered. For example, if you want to view the lines for a specific order, select the order (using the check box) and choose Actions > Purchase Document Line Enquiry. The Purchase Document Line Enquiry workspace opens with the list of lines filtered for the selected order.

Note: This option is not available if you have more than one row selected.
Desktop only - Complete related tasks from the list of Actions, such as viewing an order, amending an order or return, entering a new order or authorising an order.
Sort and filter the list of orders and returns. Use the filter options to see information such as orders relating to a specific supplier, or orders related to a specific analysis code or orders above a certain value.
Find a specific order or return. For example, use the toolbar filter to find an order by document number, supplier or date.
Print a list of the orders or returns that you are interested in.
Export the list of orders or returns that you are interested in to an Excel spreadsheet.
Run related reports.

Purchase Document Lines

Purchase Document Lines is a workspace.

Use this to see a list of all the lines on your purchase orders and returns. You can see information such as the received and invoiced quantity for each line, and related invoices and credit notes.

You can:

Highlight an order or return line and see the line details, requested dates, analysis information, invoice and credit lines, and linked sales order details and totals.
See the traceable details of received items.
Open a related workspace with the content already filtered. For example, if you want to view the order details for a specific line, select the line (using the check box) and choose Actions > Purchase Document Enquiry. The Purchase Document Enquiry workspace opens with the list of orders filtered for the selected line.

Note: This option is not available if you have more than one row selected.
Sort and filter the list of order and return lines. Use the filter options to search for lines such as those related to a specific order, or to a specific product item.
Find a specific order line. For example, use the toolbar filter to find a line by stock item.
Print a list of the document lines that you are interested in.
Export the list of document lines that you are interested in to an Excel spreadsheet.

Purchase Document Status

Purchase Document Status is a workspace.

Use this to see information about outstanding purchase orders and associated order lines. Use this to see the status of your outstanding purchase orders.

The Value Status Pipeline indicator. shows the percentage of the order that has been received and invoiced. If a purchase document has a zero value, no Value Status Pipeline is displayed.

See more information about the Purchase Order Value Status Pipeline indicator

Purchase Order Value Status Pipeline

The indicator is divided into 2 parts: Received Status and Invoiced Status.

Each section is shaded in a different colour. The amount of shading in each section represents the percentage of the total value of the order, which has reached that stage. A line represents 0% and a fully coloured box represents 100%.

You can see the exact percentage for each stage of the order from a tooltip.

The stages of the purchase orders are shown below:

Received Status	Colour
% On order
% Received
Invoiced Status	Colour
% Not Invoiced
% Invoiced but disputed
% Invoiced

If the Received section and the Invoiced section are filled to 100%, the Purchase Order is complete.

The stages of the purchase returns are shown below:

Returned Status	Colour
% Returns entered
% Despatched
Credited Status	Colour
% Not Credited
% Credited but disputed
% Credited

If the Despatched section and the Credited section are filled to 100%, the Purchase Return is complete.

You can:

Highlight a purchase order or return and see order or return lines as well as the details, delivery or return details, associated sales orders and the document's authorisers, if applicable.
Highlight an order line for a selected order and see the line details, requested delivery dates, delivery or despatch details, and invoice or credit note details.
Desktop only - Complete related tasks from the list of Actions, such as receiving goods, entering an invoice or authorising an order.
Sort and filter the list of orders and returns. Use the filter options to see information such as orders relating to a specific supplier, or orders related to a specific analysis code or orders above a certain value.
Find a specific order or return. For example, use the toolbar filter to find an order by document number, customer or value or to find a specific document line.
Print a list of the orders or returns, or lines that you are interested in.
Export the list of orders or returns, or lines that you are interested in to an Excel spreadsheet.
Run related reports.

Purchase Invoices and Credits

Purchase Invoices and Credits is a workspace.

Use this to see information about purchase invoice and credit note lines such as the quantity, total value and associated purchase order or return lines.

You can:

Highlight an invoice or credit note line and see the line details, any disputed invoices and linked purchase order and return lines.
Open a related workspace with the content already filtered. For example, if you want to view the order line associated with the a specific invoice line, select the invoice line (using the check box) and choose Actions > Purchase Document Enquiry. The Purchase Document Enquiry workspace opens with the list of orders filtered for the selected line.

Note: This option is not available if you have more than one row selected.
Sort and filter the list of invoice and credit note lines. Use the filter options to search for lines such as those related to a specific invoice, or to a specific product item.
Find a specific order line. For example, use the toolbar filter to find a line by invoice number, order number, or stock item.
Print a list of the lines that you are interested in.
Export the list of lines that you are interested in to an Excel spreadsheet.

Purchase GRNs

Purchase GRNs is a workspace.

Use this to see information about your goods received notes (GRN The Goods Received Note (GRN) number is assigned to a record when goods or services are confirmed as received. It is also applied to a record when goods are returned to a supplier during the Confirmed Goods Returned activity.s) and associated orders and returns.

You can:

Highlight a GRN and see the GRN details, a list of receipts or despatches for the GRN and associated purchase orders and returns.
Open a related workspace with the content already filtered. For example, if you want to view the supplier details for a GRN, select the GRN (using the check box) and choose Actions > Supplier Account Enquiry. The Supplier Account Enquiry workspace opens with the list of lines filtered for the selected order.

Note: This option is not available if you have more than one row selected.
Sort and filter the list of GRNs. Use the filter options to search for GRNs such as those related to a specific supplier, order number or by a specific date.
Find a specific GRN. For example, use the toolbar filter to find a GRN by number, order number, or supplier.
Print a list of the GRNs that you are interested in.
Export the list of GRNs that you are interested in to an Excel spreadsheet.

My Unauthorised Purchase Orders workspace

My Unauthorised Purchase Orders is a workspace.

Use this to see details of purchase orders that require authorisation and where you are the order taker or order originator.

You can:

Highlight an unauthorised order and see associated order lines and audit events, as well as information about the order such as order details, delivery details, associated notification details and associated sales orders.
Select an order line and see information such as the line details, requested delivery dates, associated invoices and despatches.
Complete related tasks from the list of Actions, such as view or amend an order or change the order status.
Sort and filter the list of orders or order lines. Use the filter options to see information such as orders related to a specific supplier, orders relating to an specific analysis code or orders above a certain value.
Search for a specific order or for a specific order line.
Print a list of the orders or order lines that you are interested in.
Export the list of order or order lines that you are interested in to an Excel spreadsheet.
Run related reports.

Purchase Order Authorisation

Purchase Order Authorisation is a workspace.

Use this to see details of purchase orders that require authorisation and orders that have been authorised. You can use this workspace to authorise your orders.

You can:

Highlight an unauthorised order and see information about the order in the lower right pane, such as order lines, notification details, associated sales orders, and events from the authorisation audit log.
Select an authorised order and see events from the authorisation audit log.
Authorise an order. Choose Actions > Authorise Order.
Desktop only - Complete other related tasks from the list of Actions, such as amend an order or enter an invoice.
Sort and filter the list of orders. Use the filter options to see find information such as orders relating to a specific supplier, orders relating to an specific analysis code or orders above a certain value.
Print a list of the orders that you are interested in.
Export the list of orders that you are interested in to an Excel spreadsheet.
Run related reports.

Purchase Order Notifications

Purchase Order Notifications is a workspace.

Use this to see information about notification messages for all purchase orders that require authorisation. Use this to view the details of the notifications messages and see who the messages have been sent to. It does not include purchase orders that have been authorised.

You can:

Highlight a notification and see details of the notification message.
Authorise an order. Highlight a notification and choose Actions > Authorise Order.
Query an order. Highlight a notification and choose Actions > Query Order.
Desktop only - Complete other related tasks from the list of Actions, such as create a new notification message or amend order status.
Sort and filter the list of orders. Use the filter options to see notifications by due date or by order originator.
Search for a specific notification.
Print a list of the notifications that you are interested in.
Export the list of notifications that you are interested in to an Excel spreadsheet.

Archived Purchase Documents

Archived Purchase Documents is a workspace.

Use this to see information about your archived orders and returns.

Purchase orders and returns can be archived using the Purchase Order Processing > POP Utilities > File Maintenance > Archive POP Orders and Returns option.

You can:

Highlight a purchase order or return and see the details, totals, delivery and invoicing details, analysis codes.
Open a related workspace with the content already filtered. For example, if you want to view the lines for a specific order, select the order (using the check box) and choose Actions > Archived Purchase Document Line Enquiry. The Archived Purchase Document Line Enquiry workspace opens with the list of lines filtered for the selected order.

Note: This option is not available if you have more than one row selected.
Sort and filter the list of orders and returns. Use the filter options to see information such as orders relating to a specific supplier, or orders related to a specific analysis code or orders above a certain value.
Find a specific order or return. For example, use the toolbar filter to find an order by document number, supplier or date.
Print a list of the orders or returns that you are interested in.
Export the list of orders or returns that you are interested in to an Excel spreadsheet.

Archived Purchase Document Lines workspace

Archived Purchase Document Lines is a workspace.

Use this to see information about your archived purchase orders and return lines. Use this to see information such as the received and invoiced quantity for each line, and related invoices and credit notes.

Purchase orders and returns can be archived using the Purchase Order Processing > POP Utilities > File Maintenance > Archive POP Orders and Returns option.

You can:

Highlight an order or return line and see the line details, analysis information, and invoice or credit note lines and receipt or despatch details.
Open a related workspace with the content already filtered. For example, if you want to view the order details for a specific line, select the line (using the check box) and choose Actions > Archived Purchase Document Enquiry. The Archived Purchase Document Enquiry workspace opens with the list of orders filtered for the selected line.

Note: This option is not available if you have more than one row selected.
Sort and filter the list of order and return lines. Use the filter options to search for lines such as those related to a specific order, or to a specific product item.
Find a specific order line. For example, use the toolbar filter to find a line by stock item.
Print a list of the document lines that you are interested in.
Export the list of document lines that you are interested in to an Excel spreadsheet.

Archived Purchase Invoices and Credits

Archived Purchase Invoices and Credits is a workspace.

Use this to see information about archived purchase invoice and credit note lines such as the quantity, total value and associated purchase order or return lines.

Purchase orders and returns can be archived using the Purchase Order Processing > POP Utilities > File Maintenance > Archive POP Orders and Returns option.

You can:

Highlight an invoice or credit note line and see the line details, and linked purchase order and return lines.
Open a related workspace with the content already filtered. For example, if you want to view the order details for a specific invoice line, select the invoice line (using the check box) and choose Actions > Archived Purchase Document Enquiry. The Archived Purchase Document Enquiry workspace opens with the list of orders filtered for the selected line.

Note: This option is not available if you have more than one row selected.
Sort and filter the list of invoice and credit note lines. Use the filter options to search for lines such as those related to a specific invoice, or to a specific product item.
Find a specific order line. For example, use the toolbar filter to find a line by invoice number, order number, or stock item.
Export the list of lines that you are interested in to an Excel spreadsheet.
Run related reports.

Purchase Document List workspace

Note: This is a workspace equivalent to the desktop list in Sage 200.

Use this to see a list of your purchase orders and returns.

You can:

Open a related workspace with the content already filtered. For example, if you want to view the lines for a specific order, select the order (using the check box) and choose Actions > Purchase Document Line Enquiry. The Purchase Document Line Enquiry workspace opens with the list of lines filtered for the selected order.

Note: This option is not available if you have more than one row selected.
Desktop only - Complete related tasks from the list of Actions, such as viewing an order, amending an order or return, entering a new order or authorising an order.
Sort and filter the list of orders and returns. Use the filter options to see information such as orders relating to a specific supplier, orders related to a specific analysis code or orders above a certain value.
Find a specific order or return. For example, use the toolbar filter to find an order by document number, supplier or date.
Print a list of the orders or returns that you are interested in.
Export the list of orders or returns that you are interested in to an Excel spreadsheet.
Run related reports.

Enter Purchase Requisition

Use this to enter purchase requisitions for items that you wish to order.

See Enter a purchase requisition.

My Purchase Requisitions

Use this to check the status of your purchase requisitions, and to amend draft requisitions.

See My Purchase Requisitions workspace.

Purchase Requisition Authorisation

Use this to authorise or reject purchase requisition lines that require your authorisation.

See Authorise purchase requisitions and generate orders.

Use the Purchase Requisition Authorisation workspace

Open: Purchase Order Processing > Purchase Requisition Authorisation in the Self Service web app.

Open: Purchase Order Processing > Purchase Requisitions > Purchase Requisition Authorisation in the Sage 200 desktop.

The requisition lines that are available for you to authorise are displayed.
Select a requisition line to see more details, such as comments from the requester.
To authorise a requisition line, select the line and select Authorise.
To reject a requisition line, select the line and select Reject, and enter a comment for the requester to say why you have rejected their requisition.
To add a comment to a requisition line for the requester, select the line and select Comment.
Sort and filter the list of requisition lines. Use the filter options to restrict what's shown in the list, such as requisitions from a particular person, from a certain supplier, or above a certain value.
Print a list of the requisition lines that you are interested in.
Export the list of requisition lines that you are interested in to an Excel spreadsheet.

My Authorised Purchase Requisitions

Use this to authorise or reject purchase requisition lines that require your authorisation.

See My Authorised Purchase Requisitions workspace.

Open: Purchase Order Processing > My Authorised Purchase Requisitions in the Self Service web app.

Open: Purchase Order Processing > Purchase Requisitions > My Authorised Purchase Requisitions in the Sage 200 desktop.

Select an item from the Authorised Requisition Lines list to display its details.
The Requisition Details panel shows who requested the item and any comments.
Purchase order details for the requisition line are shown in the Requisition Fulfilment Lines panel.