Adaco: Purchase Order Center – Fourth & HotSchedules Customer Success Portal

The Purchase Order Center

Unsurprisingly, the Purchase Order Center is used for working with purchase orders. After a purchase order is created, it must be sent to the corresponding vendor. Purchase orders can be sent to vendors as the final step of purchase order creation, directly from the purchase order details screen.

Structure Type: Property/CP

To access the Purchase Order Center, go to - Purchasing > Purchase Order Center

When the Purchase Order Center is opened, the list of purchase orders is empty.

Use the Search Panel on the left to find the purchase order(s) required
One or several purchase orders can be sent to a vendor at the same time from the Purchase Order Center by using the Transmit button

Fig.1 - List of Purchase Orders

Toolbar

Button	Description
New Order	Select this button to create a new order.
Details	Select a purchase order in the list and use this button to view the details of the selected order.
Transmit	Use this button to send orders to the vendor using one of the predefined transmission interfaces for this vendor.
Print Receiving Document	Select one or several purchase orders in the list and use this button to print the Receiving Document Report for the selected purchase orders.

Fields

Field Name	Description
Order Number	Displays the number of the purchase order.
Vendor Number	Displays the vendor number for the corresponding purchase order.
Vendor Name	Displays the vendor name for the corresponding purchase order.
Outlet Name	Displays the name of the ordering outlet.
Delivery Date	Displays the delivery date for the corresponding purchase order. Note: The delivery date should not be confused with the received date. The delivery date is the planned date of receiving for this purchase order. Even if the delivery date was set to Sept. 29 and the purchase order was actually received on Sept. 28, the "delivery date" in the system will not change.
Created Date	Displays the date when the purchase order was created.
Created By	Displays the name of a person who created the order.
PO Comments	Displays the comments added to the purchase order (if any).
Order Status	Order status can have one of the following values: Untransmitted — any new order gets this status right after it is created Transmit Pending — a purchase order was queued for transmission but has not been transmitted yet (is applicable when the purchase orders are transmitted by a job running on the server, such as EDI, etc.) Transmitted — if a vendor has an order transmission interface and the order was transmitted using this interface, the order gets this status — from statuses 1, 2 Partial — is only applicable for the orders where the flag multiple receiving is set. A multiple-receiving order gets this status after it has been partially received — from statuses 1, 2, or 3 On Hold - if receiving outside of the set tolerance of a product ,and the order still has other products to receive, the PO is shown as "on hold" Received — order gets this status after it has been fully received (a multiple-receiving order gets this status after it has been fully received) — from statuses 1, 2, 3, or 4 Cancelled — in the Purchase Order Center a user can right-click an order and select the option Cancel — this cancels the order if it was created by mistake or the like — from statuses 1 or 2 only Closed — a user can force-close a purchase order at Purchasing > Close Purchase Orders — from any status Note: Purchase orders that are Transmitted, Untransmitted, or Partial are considered "open". To search for open purchase orders, select these three check boxes. Note: If a purchase order has been closed, only a user with correct access permission can re-open it.
Is CP PO	If the corresponding purchase order was created at Central Purchasing, this check box will be selected.
PO Cost	Total amount of the purchase order including rates.
Transmitted Date	Displays the date when the order was transmitted, and the time a response was received from the Vendor's server. With the following exceptions: Email via Outlook or email client installed on PC or Fax, if the email /fax successfully sent system marks the time it was successfully sent. Trade Simple or Punchout orders - the system marks the time the order was successfully sent. For SMTP integration, the order is logged with the time sent to SMTP server. For EDI orders the system will mark that time the job submitted the order to the vendor FTP.
Acknowledgement	Shows if acknowledgement is available for this purchase order.

Toolbar

Fields

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