Purchase Orders > Purchase Order Query

Purchase Order Query

You use this program to view details of purchase orders (including cancelled and completed orders) that have not yet been purged.

You typically use this program to verify purchase order details and to track the status of purchase order for goods ordered. This could be driven internally from a member of staff, or externally in response to a customer request.

This program can be run at any time.

There are no dependencies between this program and any other program.

Toolbar and menu

Field Description
Options  
Preferences Configure options that will determine the level of detail you want to view within the query.
Sequence The default sequence in which you want to view purchase order number information can be defined as a preference.
Purchase Orders by Supplier View purchase order information by entering a supplier code.
By Purchase Order View purchase order information by entering a SYSPRO purchase order number.
By Customer Purchase Order View purchase order information by entering a customer purchase order number.
Query  
GRN Display details of the GRN's for this purchase order (see Browse on GRNs).
Value Value an individual purchase order based on original and outstanding amounts. For foreign currency suppliers you can alternate between viewing order values in local or foreign currency (see Value Purchase Orders).
Graph  
P/order Commitment Graph View a graph of the purchase order commitments for a supplier or range of suppliers over a specified period (see Purchase Order Commitment Graph).
Purchase order Indicate the purchase order number you want to query.

You can select the Browse icon to use the Browse on Purchase Orders program to select the purchase order number you want to query.
Play Multimedia View any multimedia object that has been assigned to the purchase order.
Edit Multimedia Maintain multimedia objects for the purchase order (see Multimedia ).
Notepad Add rich format text to the purchase order (see Notepad Editor).
Supplier Enter a supplier for whom you want to view purchase orders.

You can only access this field if you selected the option: Purchase Orders by Supplier from the Sequence menu.
Customer p/o Enter the customer purchase order number you want to view in the query. Information for the SYSPRO purchase order linked to the customer purchase order is displayed.

This field is only displayed if you selected the option: Customer Purchase Order from the Sequence menu.

Preferences

You use the Preferences option from the Options menu to configure options that determine the level of detail to display in the query.

Field Description
Purchase Order Selection

The options on this tab enable you to indicate the default sequence in which to display purchase order information.

Option Description
  • Order in process (0)
  • Order ready to print (1)
  • Order printed (4)
  • Completed order (9)
  • Cancelled order (*)
 Select the purchases orders you want to view in the query, based on their order status.
Select All Display information for all purchase orders in the query, regardless of the order status.
Deselect All Deselect all order statuses. You would typically use this function before selecting only a few order statuses to view.
Detail Lines Selection

The options on this tab enable you to select the purchase order line types you want to view in the Detail Lines listview of the query.

Option Description
  • Stocked
  • Non-stocked
  • Freight
  • Other charges
  • Comments
  • Tracking notes
  • Completed purchase order lines
 Select the purchase order line types you want to display in the Detail Lines pane of the query.

The following line types can be selected/deselected:
Select All Display all purchase order line types in the query.
Deselect All Deselect all line types. You typically use this function before selecting only a few line types to view.
General

This table enables you to set general preferences relating to the query.

Option Description
Default purchase order query sequence Indicate the default sequence in which you want to query purchase order information.

This preference is only applied after you exit and reload the Purchase Order Query program.
Order View purchase order information by entering a SYSPRO purchase order number.
Supplier View purchase order information by entering a supplier code.
Customer purchase order View purchase order information by entering a customer purchase order number.
Save Preferences Save these preferences against your operator code and use them for future runs of the program until next you change them.
Close Save the preferences for the current run of the program only.

Order Header

This displays information which applies to the entire purchase order. Information included in this pane:

Column Description
Order status See Purchase order Status codes.
Exchange rate fixed flag This indicates whether the exchange rate was fixed at the time the purchase order was entered.
Exchange rate for conversion This indicates the exchange rate currently held in the Browse on Currencies table.
Completed date The order completed date is set by the Purchase Order Purge program when all purchase order lines for a purchase order have been receipted. This indicates the date on which the Purchase Order Purge program was run.
Include in MRP This indicates whether the item is included in the Material Requirements Planning calculation.
Intrastat details  
Nationality This indicates the nationality code for the country in which the account/supplier/customer is located.
[Note]

If the EC Vat system required option is in force (Admin Tax Options), then this field is mandatory.
Delivery terms This indicates the three-character alphanumeric Incoterms code, denoting the terms of delivery.
[Note]

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example, the Delivery term CIP (Carriage and Insurance Paid), indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. Shipping location).
Shipping location You use this field to optionally define the default Shipping location associated with the Delivery terms.

Supplier Information

The information displayed in this section is defined against the supplier (see Supplier Maintenance).

Custom Form

This pane displays details of any custom form data that has been assigned to the purchase order (see Custom Form Entry).

Additional Information

Column Description
Next line number This indicates the next line number that will be used if the purchase order is maintained and a line is added.
Date last printed This indicates the date on which the purchase order was last printed.
Number of times printed This indicates the number of times that the purchase order has been printed excluding the number of times the order was reprinted.
Nationality This indicates the supplier's nationality code if the EC Vat system is required (Tax Options - General tab).
Requisition user If the purchase order was created from a requisition, then this indicates the requisition user who created the purchase order from the requisition.

Details Lines

You will only be able to view purchase order detail lines for those warehouses to which you have been granted access (Operator Maintenance - Security tab - Warehouses).

These are some of the details included in this listview (use the Field Chooser to view all of the available columns):

Column Description
Uom This indicates the unit of measure for the order quantity.
Price uom This indicates the unit of measure for the price.
Requisition

This column displays the requisition number from which the purchase order was created. You can use the smart link to select the Requisition Query program to view the requisition details.

'No' in this column indicates that the purchase order was not created from a requisition.
Vessel Information is displayed in this column if the order line is associated with a LCT shipment.
Vessel name Information is displayed in this column if the order line is associated with a LCT shipment.
Departure date This indicates the departure date of the vessel and is displayed if the order line is associated with a LCT shipment.
ETA This indicates the Estimated Time of Arrival and is displayed if the order line is associated with a LCT shipment.
Route This indicates the route for the shipment and is only displayed if the order line is associated with a LCT shipment.
Route description This indicates the description for the route and is only displayed if the order line is associated with a LCT shipment.
Shipment reference This indicates the reference allocated to the shipment related to the purchase order line and is only displayed if the order line is associated with a LCT shipment.
Asset capex

This indicates the capex item to which the capex requisition line is linked.

This is only displayed if the purchase order was raised from the Asset Capex Items program for a capex requisition line.
Asset capex line This indicates the capex requisition line number for which the purchase order was raised.
Include in MRP This indicates whether the item is included in the Material Requirements Planning calculation.

PO Line Information

The information displayed in this pane relates to the currently highlighted line in the Detail Lines listview and includes the following:

Column Description
P/O line information
Option Description
Stock code
Approved manufacturers Use the Browse on Approved Manufacturers Parts program to view details of approved manufacturers' part numbers linked to SYSPRO stock codes.
GRN Use the Browse on GRNs program to display details of the outstanding GRN's for the purchase order.
History

Use the PO Browse on Order Lines History program to view any receipt history for the highlighted order line.

This hyperlink only applies when the option: Maintain a history of receipts by supplier/stock code is enabled (Purchase Orders Setup - History tab).
Inspection Use the Goods in Inspection for Stock Code program to view inspection transactions processed for stock items defined as requiring inspection (Stock Code Maintenance - Tracking).
Selection key

This indicates the alternate stock code that was entered on the order line obtain the SYSPRO stock code (see Stock Code Interchange).

This is only displayed for stocked order lines.
Selection method

This indicates the type of alternate stock code used on the order line and can be one of the following:

  • SCI - Customer Interchange
  • SSI - Supplier Interchange
  • STA - Approved Manufacturers
  • STM - Matching Stock Codes
  • ST1 - Alternate key 1

This is only displayed for stocked order lines.
Local values
Option Description
Local price This displays the local price directly from the purchase order line. It does not consider an LCT exchange rate to do this calculation.
Local value This is taken from the Value Purchase Orders value program, which calculates the local values by converting the foreign values. It does not consider the LCT exchange rate to do this calculation. Therefore, it ignores any changes made to the exchange rate using the Establish rate option in LCT (Exchange rate).
Local o/s value This is taken from the Value Purchase Orders value program, which calculates the local values by converting the foreign values. It does not consider the LCT exchange rate to do this calculation. Therefore, it ignores any changes made to the exchange rate using the Establish rate option in LCT (Exchange rate).
Sales order details The sales order information is displayed if the purchase order was created from a sales order.
Asset capex details

This information is only displayed if the purchase order was raised from the Asset Capex Items program for a capex requisition line.

Option Description
Asset capex This indicates the capex item to which the capex requisition line is linked.
Asset capex line This indicates the capex requisition line number for which the purchase order was raised.

Detail Line Custom Form

This pane displays details of any custom form data assigned to the currently highlighted purchase order line (see Custom Form Entry).

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.