Managing purchase orders

In the Mid Tier interface, after the purchase requisition has been priced and approved, it becomes a purchase order and is routed to Purchasing. A purchasing agent submits the purchase order to a supplier for purchase.

Before you begin

Ensure that the purchase requisition is approved. For more information, see Approving, holding and canceling a purchase requisition.

To search for purchase orders

In the Mid Tier interface, as a purchasing agent, you can search for and view purchase orders that are in preparation, on order, partially received, received, or canceled.

1. In Mid Tier, in the navigation pane in Purchasing Console, select Functions > Search Order.
2. In the Search Purchase Order dialog box, specify your search criteria, and click Search.
3. To view a purchase order, select the item from the table, and click View.

To complete a purchase order

In the Mid Tier interface, as a purchasing agent, when you first open a purchase order, you might need to complete some additional fields.

1. In Mid Tier, in Purchasing Console, from the Show list, select Orders to Place.
2. Select the purchase order you want to place, and click View.
3. If necessary, in the Purchase Order form, from the Payment Terms list, change the payment terms.
4. In the Notes to Supplier field, add any notes to the supplier.
5. (Optional) If the tax rate is known, in the Tax Rate field, specify the tax rate. 
6. (Optional) If the shipping and handling amount is known, in the Shipping & Handling field, specify the shipping and handling amount. 
7. Click the Shipping tab.
8. (Optional) If necessary, complete the fields in the Ship to Address and Bill to Address areas.
9. (Optional) If necessary, change the default values in the Freight Terms, Ship Via, and Shipping Options fields.
   The Tracking tab contains read-only information, for example, whether the order can be accessed by using a web service.
10. Click Save.
    
    

To place a purchase order

In the Mid Tier interface, as a purchasing agent, you can send a purchase order to a supplier by email or by web service. You can also send it manually.

1. In Mid Tier, open a purchase order.
2. In the Purchase Order Information form, click Place Order.
3. In the Place Purchase Order dialog box, from the Place Order Using list, select Email, Web Service, or Manual.
   • If you select Web Service, the order becomes accessible to a web service. Another application can use its web service to accept the order.
   • If you select Manual, you must complete a purchase order on paper.
4. If you select Email, complete the remaining fields as follows:
   • Complete the Send To field, and, optionally, the CC and BCC fields with the recipients of the message.
   •  If appropriate, modify the subject line from the default value.
   • Review the message text. If necessary, you can change it.

5. Click Save. 
   On the Purchase Order Information form, the status of the purchase order changes to On Order.

   Important

   You can generate the License Certificate after placing the order for software types of the line items. To generate this certificate, in the Configure Rules form, set the Auto Receive field to Yes. 

To resend a purchase order

In the Mid Tier interface, as a purchasing agent, if you must change a purchase order after you have placed it, resend the order.

1. In Mid Tier, open a placed purchase order.
2. In the Purchase Order Information form, click Resend Order.
3. In the Resend Purchase Order form, repeat steps 2 through 5 in the procedure To place a purchase order.

To cancel a purchase order

1. In Mid Tier, open a purchase order, as described in Searching for purchase orders.
2. In the Purchase Order Information form, click Cancel Order.
3. When prompted to confirm whether to cancel the order, click Yes.
4. In the Cancel Purchase Order dialog box, from the Cancel Order Using list, select Email, Web Service, or Manual.
5. If you select Email, complete the remaining fields as follows:
   1. Enter the recipient's name in the Send To field.
      (Optional) Enter additional recipients' details in the CC and BCC fields.
   2. If appropriate, modify the subject line from the default value.
   3. Review the message text and change it, if needed.
6. Click Save.
   In the Purchase Order Information form, the status of the purchase order changes to Canceled.

To generate a report from Purchasing Console

In the Mid Tier interface, purchasing agents generate purchasing reports from Purchasing Console.

1. In Mid Tier, in the navigation pane in Purchasing Console, select Functions > Reports.
2. In Reports Console, from the Report Name list, select the report you want to run.
3. Categorize the fields you want to search by using the Tier fields, as described in Creating-and-updating-assets.
4. Click Run Report.
5. In the Enter Values dialog box, type new values for the report title and the subtitle.
6. Click OK and Close.
   The report is returned.