Recent Vendor Orders

Once a vendor order has been created or a master order has been parsed into one or more vendor orders, they can be found in the Recent Vendor Orders screen accessed from the Purchasing menu. In this screen, each order has one or more processing options that can be selected, depending on the order’s status and the user’s security access. Authorized users can process orders and view uploaded file attachments or payment information for an order.

Orders in this screen are grouped by status. To find a particular order, click on one of the status bins or click the Funnel (Filters) button to access the screen filters. (The screen can be filtered by any column.) {Note}: The number of orders displayed on this screen is based on the "View Transactions for last ____ post cycles" (General) preference defined in Enterprise Manager.

To select which columns will display, click on the drop-down arrow at the right of any column header and select "Columns" from the pop-up menu. The user will be able to select the columns that appear on the screen. Columns can also be dragged and dropped to rearrange the order in which they appear.

Screen Controls:

Search field: Enter the Vendor Name, Reference Number, PO Number, or Invoice Number for the order you want to locate.
Plus: Opens the pop-up for creating a new Vendor Order.
Funnel: Opens the Filters pop-up.
Printer: Exports the list of orders displayed to the selected format.
-><- : Minimizes the Recent Vendor Orders list and displays the Purchasing Overview page.

Screen Columns (default view):

Vendor – The name of the vendor for which the order was created, selected during order creation.
Reference # – Entered/edited during order creation or reconcile.
PO # – Purchase Order number; based on Numbering setup in Enterprise Manager.
Invoice # – Entered by the user during reconcile; from the vendor's invoice.
Order Date – Date the order was created.
Exp. Del. Date – Date the order should be delivered; entered during order creation.
Act. Del. Date – Date the order was received; entered during order reconcile.
Type – "VO" for Vendor Order, "VR" for Vendor Return, or "SR" for Simple Receipt.
Status – New Order, Submitted, Submitted/Not Transmitted, Confirmed Receipt, Awaiting Invoice, Awaiting Invoice/Confirmed Receipt, Confirmed (Terms), Confirm/Alert, Invoice Received, Reconciled, Canceled.

Actions (links available based on order status) – For details about these links, click HERE.

Additional Columns (hidden by default):

Submit User – The user that submitted the order.
Submit Date/Time – Date/Time the order was submitted.
Invoice Date – Entered by the user during reconcile; from the vendor's invoice.
AP Batch # – The batch number of the Accounts Payable export containing the order information.
Invoice Total – The total value of the order, displayed in the location's base currency.
Push Invoice – Displays 'Y' when the order was created via e-invoice import.
Vendor Currency – The base currency for the vendor.
Approval Required – Displays 'Y' if the order requires approval after reconcile.
Approval User – The user that approved the order.
Approval Date – Date/Time the order was approved.
E-Invoice – Displays a green check mark to indicate that an e-invoice was received.
E-Invoice Date/Time – Displays the date and time of the e-invoice.
Reconcile User – The user that reconciled the order.
Reconcile Date/Time – Date/Time the order was reconciled .
Final Reconcile User – The user that final reconciled the order.
Final Reconcile Date/Time – Date/Time the order was final reconciled.
CTX Accept Date/Time – Displays the date and time the vendor accepted the invitation to join Xchange.
CTX Confirmed Receipt User – The User ID for the Xchange user that confirmed receipt of the order.
CTX Confirmed Terms User – The User ID for the Xchange user that confirmed the terms of the order.
CTX Submit Alert – Displays 'Y' if the order was NOT accepted by Xchange; displays 'N' if the order was accepted. {Note}: It takes time to confirm that Xchange received the order so this field should not be used for immediate feedback.
Payment – Will display an icon if payment data has been uploaded for reconciled orders.
File(s) – Will display an icon if one or more files has been attached to the order.

Note: Authorized users can view attached files or payment information by clicking on an icon in the "File(s)" or "Payment" column respectively.