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

Overview of Purchasing workspace grid features

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

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
• To configure formatting rules

To create a new view

1. On the header bar, expand the hamburger menu  and select Purchasing.
2. From the list of views, select a view.
3. Configure the preferred filters, list view fields, and formatting rules.
4. 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.
5. (Optional) If you do not want to save the changes, from the Views list, select Abandon Changes to Current View.

Sorting columns within a list view

1. On the header bar, expand the hamburger menu and select Help Desk.
2. From the list of views, select a view.
3. Click the arrow on the column headers to open the list of column customizing options.
4. 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

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

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

To filter records

1. On the header bar, expand the hamburger menu  and select Purchasing.
2. From the list of views, select a view on which you want to apply the filters.
3. Click Manage Filters .
4. 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:

      

5. (Optional) To view the applied filters on a list view, click Filters Applied.

To configure fields displayed in the list view

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

To configure formatting rules

1. On the header bar, expand the hamburger menu  and select Purchasing.
2. From the list of views, select a view for which you want to format records.
3. Click Manage Formatting
4. 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

1. On the header bar, expand the hamburger menu  and select Purchasing.
2. Select a purchase order or multiple purchase orders (using Ctrl or Shift key) from the workspace.

1. Click Delete .
   The following message is displayed:
   

1. To delete the selected purchase orders, click Yes.
   The following message is displayed:
   <Purchase Order/Records has/have> been deleted successfully.