Purchase Orders File

From Polygon Back Office,

Select Accounts from the main menu, then select Purchase Orders.

Most Recent Records

When this form loads, the transaction list will automatically display a page of the most recently added purchase orders.  Older purchase orders can be viewed by, entering a date in the To and/or From text box (see below).  The number of items which are automatically displayed can be increased or decreased by changing the Auto-Load Transaction Threshold setting in the Polygon POS Management application settings.  See section Polygon POS Management Application Settings > Polygon POS Management > General - Transactional Browse Forms for more information about this setting.  

Filtering by Date

Entering a date in the From text box only will exclude records from before this date.  Entering a date in the To text box only will to exclude records after this date.   Entering both a From date and a To date will display records which are dated within this period.  Leaving the From and To text boxes blank will display a page of the most recently added items (described above).  The To and From date boxes also provide right click pop-up menus for quick access to commonly used date ranges.  See section Navigation > Quick Entry of Commonly Used Dates for more information on this topic.

Filtering by Supplied Status - From the Show list box, select All, Supplied or Not Supplied. This will restrict which quotes are displayed based on their supplied status.

Filtering by Supplier - If you have accessed the purchase orders file from the Accounts menu, the purchase orders list can be filtered by which supplier was specified when the purchase order was created.  To do this click the browse button , then select the desired supplier and click the Select button.

Get Records

Once you have entered your filtering options, click the Get Records button to apply the filters and display the requested data.  

To help manage purchase orders the following options are available:

•New - Loads the Purchase Order Details form which allows you to enter the details of a new Purchase Order;  

•New From - If a new purchase order has similar details to an already entered purchase order, highlight the existing purchase order and click the New From button.  This will open the Purchase Order Details form and fill it with the details from the existing purchase order.  This speeds up data entry because you will only need to change the data in the new purchase order which is different to the data in the existing purchase order;  

•Change - Highlight a purchase order and click Change to modify an existing purchase order.  This loads the Purchase Order Details for this purchase order;  

•Delete - To delete a purchase order, highlight the purchase order you wish to remove and click the Delete button.  This permanently removes the purchase order;  

•Reload List - This button is useful if you have a multi-user license where more than one user can access Polygon Back Office at a time.  Click this button to update the list with any changes made by other users such as newly created or recently deleted items;  

•Print - This button generates a report showing the currently displayed purchase order list.  The report can be printed, saved or converted to CSV format which can be opened with spreadsheet programs.  For more information about reports see Reports.

•Find Item Number - If you know the Item Number of a Purchase Order you can find it quickly by typing some or all of the item number into the Find Item Number text box;  

•Show - Use the Show drop down list to display only Purchase Orders marked as Supplied or Not Supplied.  Select All to view both;  

•Supplier - Clicking the browse button displays a Supplier Pick List form.  Selecting one or more suppliers from this list will limit the purchase order list to those associated with the selected suppliers.  The Supplier field can be quickly cleared by right clicking on it and clicking Reset;

•Sorting - The list of purchase orders can be sorted by any of the list headings by clicking on the heading.  Clicking on the heading a second time will reverse the order of the list.