Defining views and performing actions on Purchasing

The Purchasing workspace grid enables you to manage your purchase orders and perform various actions, depending on the permissions assigned by the system administrator. Based on the permissions assigned for technicians, you can:

Create and track purchase orders
View purchase order details
Receive ordered items
Link tickets to purchase orders
Email purchase orders
Copy purchase orders
Print purchase orders
Cancel purchase orders
Delete a purchase order

Related topic

Managing Purchasing

Overview of Purchasing workspace grid features

The following table provides information about the Purchasing workspace grid features:

Feature	Description
List views	The list of views enables users to see a list of purchase orders based as follows: All Purchase Orders Closed Purchase Orders Open Purchase Orders You can customize these views and use Save Current View As to create a new custom list view. The list of views also displays the public views that are created by other technicians. You can use Abandon Changes to Current View to undo the changes to the current view. You can also use Manage Views to delete a customized list view. From the list of views, you can select a view to display. For more information, see To create a new view.
Manage columns	You can control which columns are displayed in a list view. You can drag a column to organize them in a sequence and also resize field column width. For more information, see To configure fields displayed in the list view.
Manage formatting	You can define rules to format records based on certain record attributes For example, you can highlight all the records in the open status in green. For more information, see To configure formatting rules.
Manage filters	You can filter the results in the list view by using field values and conditions. For more information, see To filter records.
Refresh the list view	You can configure a custom refresh rate for the view. You can also refresh the list of view manually.
Cancel a purchase order	You can cancel a purchase order from the list view. When you cancel a purchase order, it's status changes from Open to Cancelled.
Copy a purchase order	You can copy a purchase order from the list view.
Delete a purchase order	You can delete purchase orders from the list view. For more information, see Deleting purchase orders.
Export list views	You can export the purchase orders in a list view to CSV or HTML format. Important When you export the purchase order data, the custom formatting is not exported.
Preview records	You can preview a purchase order. From top, bottom, or right, select the location of the preview pane.

Default list views

The following table provides information about the default list views in the Purchasing module:

View	Multimodule	Columns	Group by	Sort by	Filter
(Default view) All Purchase Orders	No	Purchase Order Number Date Ordered Date Closed Status Requestor Vendor Total Cost	Status	Date Ordered (descending)	Inactive equals False
Closed Purchase Orders	No	Purchase Order Number Date Ordered Date Closed Status Requestor Vendor Total Cost	NA	Date Closed (descending)	Inactive equals False AND Status Type equals 'C'
Open Purchase Orders	No	Purchase Order Number Date Ordered Date Required Requestor Vendor Total Cost	NA	Date Ordered (descending)	Inactive equals False AND Status equals 'Open'

Creating or customizing a view

You can customize your list views on the Purchasing dashboard by managing filters and columns, and defining formatting rules. After you customize an out-of-the-box or custom list view, the view icon of a list view changes from a black icon to a blue icon .

To create a new view
Sorting columns within a list view
Grouping column data within a list view
To filter records
To configure fields displayed in the list view
(2023 Release 01) To filter columns within a list view
To configure formatting rules

To create a new view

On the header bar, expand the hamburger menu and select Purchasing.
From the list of views, select a view.
Configure the preferred filters, list view fields, and formatting rules.
From the Views list, select Save Current View As.
1. In the Save Current View As dialog box, in the View Name field, enter an appropriate name for the view.
2. From the Sharing Type list, select a preferred sharing type:
  - Private - View is available only to me
  - Public - View is available to all
3. Click Save.
(Optional) If you do not want to save the changes, from the Views list, select Abandon Changes to Current View.

Important

To be able to configure filters and field columns, and define formatting rules for the customized view, you must save it.

Sorting columns within a list view

On the header bar, expand the hamburger menu and select Help Desk.
From the list of views, select a view.
Click the arrow on the column headers to open the list of column customizing options.
Select Sort Ascending or Sort Descending to sort the column data in ascending or descending order.
You can sort up to three columns on the workspace grid and the sorting rule applied to the first column has precedence. Once the data is sorted as per the first column, the data in the second and third columns is sorted.

Grouping column data within a list view

On the header bar, expand the hamburger menu and select Help Desk.
From the list of views, select a view.
Click the arrow on the column header of the field according to which you want to group the records.
Select Group By This Field.

To turn off data grouping, clear the Show in Groups check box.

To filter records

On the header bar, expand the hamburger menu and select Purchasing.
From the list of views, select a view on which you want to apply the filters.
Click Manage Filters .
In the Manage Filters dialog box, perform the following actions:
1. From the Select a Field list, select a field, such as Date Ordered.
2. From the Select a Condition list, select a condition, such as equals.
  The list of conditions differ based on the the field that you select in the Select a Field list.
3. In the Select/Enter a Value list, either select a value from the list or enter the value that defines the selected field and condition.
4. (Optional) To add another filter, click Add .
5. Repeat the above steps to configure multiple filters.
6. Click Apply.
7. (Optional) To delete a filter, click Delete .
  Note
  
  When applying filter for 2 or more same type of field, you must apply all Or conditions first. The filters work as a straight query and are not grouped together.
  Example
  Assume that you want to see tickets that are assigned to either of the 2 technicians, AUTOSATECH1 and AUTOSATECH2, with Inactive equal to False and Status equal to Open. You must apply the following filters:
  The result is not the same if you apply the following filters:
(Optional) To view the applied filters on a list view, click Filters Applied.

To configure fields displayed in the list view

On the header bar, expand the hamburger menu and select Purchasing.
From the list of views, select a view for which you want to configure the fields.
Click Manage Columns .
In the Manage Columns dialog box, select the fields to be displayed as columns.
Click Apply.

(2023 Release 01) To filter columns within a list view

On the header bar, expand the hamburger menu and select Purchasing.
From the list of views, select a view.
(Optional) Configure the preferred filters, list view fields, and formatting rules. Save the changes.
Click the arrow on the column headers to open the list of column customizing options.
Add or remove filters for each column in the workspace view.
- All the columns, except the Date or Time columns and Boolean columns have the Contains text box. Enter the required field value in the text box to filter the column data.
  To filter the data in columns having numeric field values, you must enter the exact value in the Contains text box.
- The date and time fields have the following filters:
  - Before (selected date)
  - After (selected date)
  - On (selected date)
- The boolean fields have the following filters:
  - Yes
  - No

Important

You cannot save the view after applying the column filters.
After you apply the column filters, you can export the view in HTML or Excel format.

To configure formatting rules

On the header bar, expand the hamburger menu and select Purchasing.
From the list of views, select a view for which you want to format records.
Click Manage Formatting
In the Manage Formatting dialog box, perform the following actions:
1. From the Select a Field list, select a field such as IP Address.
2. From the Select a Condition list, select a condition such as contains.
  The list of conditions differ based on the the field that you select in the Select a Field list.
3. In the Select/Enter a Value list, select or enter a field value such as 101.
4. In the Preview list, select a Background Color, Text Color, and Text Style.
5. To apply the formatting to a single field column, clear the Apply to row check box.
  The Apply to row check box is selected by default, so the same formatting is applied to all field columns on a list view.
6. (Optional) To add another filter, click Add .
7. Repeat the preceding steps to configure multiple formatting rules.
  (2021 Release 02) The order of the formatting rules determines their precedence. If the field value of the first formatting rule is present in multiple records, then the first formatting rule is applied to all those records irrespective of the subsequent formatting rules. If, for the first formatting rule, the Apply to row check box is cleared, then the formatting is applied only to the single field corresponding to that rule and the remaining fields in the row are formatted as per the subsequent rules.
8. Click Apply.
9. (Optional) To delete a rule, click Delete .

Deleting purchase orders

You can choose to delete purchase orders from the workspace.

(2020 Release 01) You can delete multiple purchase orders at once.

Considerations

The following considerations apply to the deletion process:

You must have delete permission to delete purchase orders. If you try to delete a purchase order without permission, a message is displayed to indicate that you cannot delete.
You cannot delete a purchase order that is opened by another user.
When you select and delete multiple purchase orders, then:
- If some selected purchase orders are open, the following message is displayed:
  Purchase Order(s) # 'purchaseOrderID' is/are in use. Your request for this/these records will not be completed. Do you want to continue?
- If all selected purchase orders are open, the following message is displayed:
  Purchase Order(s) # 'purchaseOrderID' is/are in use. Your request for this/these records will not be completed. Release the records to unlock them before attempting again.
Note

Multiple purchase order IDs are separated by a comma, as shown in this example:
Purchase Order(s)# '101,102,103' are in use. Your request for these records will not be completed. Release the records to unlock them before attempting again.
If the deletion of a purchase order fails, a message with the purchase order ID of the failed purchase order is displayed.

To delete a purchase order

On the header bar, expand the hamburger menu and select Purchasing.
Select a purchase order or multiple purchase orders (using Ctrl or Shift key) from the workspace.
Click Delete .
The following message is displayed:
To delete the selected purchase orders, click Yes.
The following message is displayed:
<Purchase Order/Records has/have> been deleted successfully.