Having previously entered your Selection criteria and clicked to Display, the Order Status list window is displayed.

This window lists the Batched Orders that satisfy the selection criteria that you entered.

This opens a standard Output window, where you can choose the destination for the Purchase Order.

Opens the transaction line detail window. For more information, select the specific batch type from the Table of Contents.

Only available where a Back to Back Sales Order is linked to the current Purchase Order. See Invoices.

Only available where the order requires authorisation and you have the necessary permissions to authorise orders. See below.

A batched Purchase Order must exist which is not currently being edited by another user, or a Purchase Order must be awaiting generation in the Consolidate Requests wizard. Edit allows you to amend Header and/or Detail fields; however, if the order is part processed, you cannot change the Supplier Code.

Only Orders that are not being edited by another user, not flagged as Rollback, and/or not part processed can be deleted.

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Re-opens, or puts focus on, the Batch Selection window.

Click OK to proceed. See Process options. Alternatively, click Cancel to abandon all changes and close the window.

Orders that match the criteria you set in Purchase Order Batch Selection are displayed in the main pane of the window, where various details are shown under column headings. You can re-sort the list by clicking on the column headings. The list allows for multi-selections with SHIFT+Click and/or CTRL+Click.

Additionally there is an unlabelled Process column (by default located between the Value and Order Date columns). Once you have selected the orders you wish to process, the Process button allows you to toggle to YES the orders that you want to process. The upper button (image of 3 lines) toggles selected orders, whereas the lower button (image of a black square) selects all orders.

When the Delivered Quantities and Invoiced Quantities reach or exceed the Ordered Quantities for all items on an Order, the Order is deemed to be complete and will no longer appear in the Batch list.

In the list, there are a number of Indicators that denote transactions of special note:

Clicking the OK button to process the Orders displays an options window where you can confirm follow on actions. Only Orders that are displayed in the list, and have had their selection confirmed (are shown as YES) will be processed.

Purchase Orders that require Purchase Budget Authorisation will be marked with a legend describing required authorisation and will be displayed at the bottom of the window. Click the appropriate toolbar button to proceed. If any Authorisation is Required, a legend to this effect is shown at the bottom of the window; equally, if the Order has been Rejected for Authorisation a legend is shown.

This displays the value of transactions selected in the Batch list.

To authorise an Order / Credit Note you must have the appropriate authority to do so.

On opening the Process Batch list, when there are POP Orders to be authorised, the Orders awaiting authorisation are flagged with an 'A'.

Highlight the transaction in the batch and select the Authorise toolbar function. This then changes the authorisation required flag to No and saves your User ID into the transaction. The type of authorisation done is also saved into the transaction. A message is displayed saying 'authorisation successful'.

If you do not have authority and try to authorise an order, a message will be displayed, saying that you do not have sufficient privileges.

Once the order has been authorised, you are given a message to tell you to print the Purchase Order from POP Order Documents.

An Order that has been authorised, cannot then be Edited. If you need to Edit the Order, you will have to Complete it (as is), and then Duplicate it as a new Order - this can then be Edited in the normal way, but it will then have to be authorised as usual.

If your User Budget has been exceeded and authorisation is required:

For the User Budget authorisation, the authoriser's budget limits are applied.

Example: if USER1 has a monthly limit of £10,000 and USER2 has a monthly limit of £20,000 then when USER1 exceeds his budget, USER2 can authorise USER1's orders until USER1's spend for the month exceeds £20,000.

Only the appropriate authoriser or an individual can authorise the order.

If the Nominal Budget has been exceeded and authorisation is required, then only a User who has the correct privileges set in User records can authorise the Order / Credit note.

If a User is permitted to authorise their own transactions, they can do this through the batch Detail window or when saving the Order.

If the Nominal Budget and User Budget have been exceeded then only a User who has sufficient privileges to authorise both the Budgets can authorise such a transaction.

Only Orders that have arisen through RTP or BTB processes will be shown, as only these can be linked to Customers

When an outstanding Purchase Order is highlighted, you can use the Show Customers toolbar function to display a window listing the SOP details for any Customers waiting for this delivery.

Details shown include Stock Code and Name, Customer Code and Name, Quantity Ordered and Delivered, Phone number and Order No.

For each order detail line the Physical Stock quantity is shown at the bottom of the screen.

Using the information displayed, the user can then either select:

Alternatively, the order can be processed and the Customers can be shown once the delivery has been updated, using the Show Customers toolbar function.

The difference here is that the Physical Stock quantity will have been updated prior to raising the Customer’s delivery note.