How do I Set up Statuses for Purchase Orders?

Summary

This article will explain how to create and assign Statuses for purchase Orders to easily identify what status the individual order are when looking at the Suppliers Account in Purchase Ordering.

More Information

Creating a New Status

In order to be able to create a new Status in a Purchase Order you will need to go to " Purchase Ordering Maintenance Options Add or Edit Statuses". This will bring up a search function for the current Purchase Order Statuses in Platinum.

• First search for the status that you want to create to make sure that it is not already in the system. To do this simply entering the name of the status in the "Filter on:" and press <F2> or click [Search].

If the Status appears in the list you can ignore the steps below, and use the status on the desired Purchase Order. If a question appears saying "No matching items found." you will need to create the order following the next few steps.

• Click on the [OK] button on the "No matching items found." prompt.

• Click on the [Add] or press <F6> to create a new Status.

• In the "Purchase order status:" type a three digit code for the item you wish to add, then press <Enter> e.g. 'ORD'.

• In the "Description" type a description for the new status. e.g. 'Parts Ordered'.

• Click on the [Parameters] tab, to be able to assign a colour to the status text. Click onto the "Foreground:" field and press the <Down Arrow> down to cycle through the different coloured fonts, from numbers 1 to 16.

• Once happy press <Esc>, a question asking "Do you want to accept or ignore any changes made?" Click the [Accept] Button.

Applying a Status to a Order

Now that you have created a new Status you will be able to apply this to a Purchase order. In order to do this you will need to go to; " Purchase Ordering Add or Edit Purchase Order"

• Enter the supplier account code, or search for the supplier. Press<Enter>.
• Select the order to apply the status to.
• Press <F5> to edit the order properties.
• Navigate to the "Stat:" prompt.
• Either type in the 'Status Code' or press <Ctrl+F1> to Search for the 'Status Code' or press <F1> and <Shift+F1> to cycle forwards and backwards through the 'Status Codes'.
• Once the code is chosen, simply press <Esc> to complete the process. Now the Order will be highlighted with a Status.

See Also

• Creating a Purchase Order
• Processing a Purchase Order
• How do I find a supplier?

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Keywords AND Misspellings

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