List of Purchase Orders Shown in the Purchase Order Field in Supplier Invoices

We have made some changes to the list of purchase orders that will be shown in the purchase order field in supplier invoices.

The system will still continue to show only approved or finalised purchase orders that are open for the selected supplier but the list of options available will vary depending on your permissions.

User Permissions Not Enabled

If user permissions are not enabled on your site and if Access All Purchase Orders checkbox is not ticked in your profile, then you will see only purchase orders that you have created in the past.

If Access All Purchase Orders checkbox is ticked in your profile, then you will see all the purchase orders in the system.

User Permissions Enabled

If user permissions are enabled, depending on the permissions your profile has, you can see purchase orders as below.

Access All Purchase Orders Permission Enabled

If this permission is enabled, you will see all the purchase orders in the system.

Access Purchase Orders Linked to Expense Categories Permission Enabled

If this permission is enabled, you will see purchase orders linked to categories ticked in the Expense Category permission. The system will use category from the first line of each purchase order to determine which purchase orders are to be shown in the dropdown. For example - if the Access Purchase Orders Linked to Expense Categories permission is ticked and in Expense Category permission, Jims Construction category is ticked, then the system will show all the purchase orders that have Jims Construction as the category in the first line.

If the Access Purchase Orders Linked to Expense Categories permission is ticked and if the Expense Category permission isn't ticked or if the Expense Category permission is ticked but doesn’t have any categories ticked, you will just see purchase orders linked to your default category. Again, the system will use category from the first line of each purchase order to determine which purchase orders are to be shown in the dropdown.

Access All Purchase Orders and Access Purchase Orders Linked to Expense Categories Permissions Enabled

If both the above permissions are enabled, then you will see all the purchase orders in the system because Access All Purchase Orders will take precedence over Access Purchase Orders Linked to Expense Categories permission.

Access All Purchase Orders and Access Purchase Orders Linked to Expense Categories Permissions Not Enabled

If both the above permissions are not enabled, then you will see only purchase orders that you have created in the past.

Copy Purchase Orders Enhancements 

Last year, we released a feature which allows you to copy your past purchase orders and create new ones. Click below to read more about this -

We have now introduced an option to copy any other purchase order created in your database or any other purchase order created for your category rather than just copying your own purchase orders.

Copy Purchase Order Field

When creating a new purchase order, you will see a field called Copy Purchase Order.

This field shows all the purchase orders that you have access to (see below for more information on this). If you choose a supplier, then it only shows purchase orders linked to the selected supplier. 

Note - the system will load the purchase orders as you start typing the PO number. As you enter more characters, the system will refine the search.

The system shows purchase orders in all statuses - Not Submitted, Pending Approval, Approved, Finalised, Rejected and Cancelled and they can be either open or closed purchase orders.

Each purchase order option shows the PO number: Header description: Supplier name (example - 989: Purchase Order: Coles).

You can choose a purchase order and click on Save which copy details from that purchase order and create a new one. As soon as you do this (claim ID is generated), the system will hide the Copy Purchase Order field, so you don't accidentally choose another purchase order and overwrite the details.

List of Purchase Orders Shown in the Copy Purchase Order Field

The list of options available in the Copy Purchase Order field will vary depending on your permissions.

User Permissions Not Enabled

If user permissions are not enabled on your site, then you will see only purchase orders that you have created in the past.

User Permissions Enabled

If user permissions are enabled, depending on the permissions your profile has, you can see purchase orders as below.

Access All Purchase Orders Permission Enabled

If this permission is enabled, you will see all the purchase orders in the system.

Access Purchase Orders Linked to Expense Categories Permission Enabled

If this permission is enabled, you will see purchase orders linked to categories ticked in the Expense Category permission. The system will use category from the first line of each purchase order to determine which purchase orders are to be shown in the dropdown. For example - if the Access Purchase Orders Linked to Expense Categories permission is ticked and in Expense Category permission, Jims Construction category is ticked, then the system will show all the purchase orders that have Jims Construction as the category in the first line.

If the Access Purchase Orders Linked to Expense Categories permission is ticked and if the Expense Category permission isn't ticked or if the Expense Category permission is ticked but doesn’t have any categories ticked, you will just see purchase orders linked to your default category. Again, the system will use category from the first line of each purchase order to determine which purchase orders are to be shown in the dropdown.

Access All Purchase Orders and Access Purchase Orders Linked to Expense Categories Permissions Enabled

If both the above permissions are enabled, then you will see all the purchase orders in the system because Access All Purchase Orders will take precedence over Access Purchase Orders Linked to Expense Categories permission.

Access All Purchase Orders and Access Purchase Orders Linked to Expense Categories Permissions Not Enabled

If both the above permissions are not enabled, then you will see only purchase orders that you have created in the past.

Copied Details

Below are the details that will be copied over from the original purchase order -

Header fields

• Claim category (header category) (if present)
• Supplier
• Claim description
• Delivery details
• Reference
• Amounts On
• Email To
• Email Address (if present)
• Amounts are

Item fields

• Category
• Cost centre
• Project group (if present)
• Project (if present)
• Expense type
• Activity code (if present)
• Description
• Description 2 (if present)
• Custom fields (if present)
• Units (if present)
• Price (if present)
• Item code (if present)
• Gross Amount
• Tax code
• Tax amount
• Splits
• Recipients

Details Not Copied

Below are the details that won't be copied from the original purchase order -

• Claimant name - claimant will be the user who is copying the purchase order.
• Purchase order date - this will be set to the date on which the purchase order is being copied.
• Quote document, notes and supporting documents won't be copied, so the claimant can add new documents and notes.
• With regards to the approval workflow, the system will use the PO workflow linked to your profile (at that point of time).
• With regards to the user permissions, your permissions at the time of copying the PO will still apply. You can still copy a PO linked to categories or cost centres that you don't have access to but those lines will be invalid.
• The above applies for any old data too such as expense types, cost centres, activity codes, etc. For example - at the time of copying, if the expense types chosen in the old PO are inactive, that field will be left blank and those lines will be invalid.
• The new purchase order won't be linked to any supplier invoices, even if the original purchase order is linked to any supplier invoices.

Status

Audit

In claim history of the copied to purchase order, you can see the claim ID of the purchase order which was copied from.

In claim history of the copied from purchase order, you can see the claim ID of the purchase order which was copied to.