Topic overview

This article describes the Cockpit: Purchase order documents application. This application is primarily used to query order documents using their basic information, such as purchase order type and order document number. You can use this application to obtain an overview of the purchase order documents entered.

In addition, you can output copies of one or more vouchers from the application.

Definitions of terms

Purchase order

A purchase order is a request to a supplier to perform services or deliver goods at a specified time. A purchase order may contain information about the item, price, quantity, delivery date, terms of payment and delivery, and the delivery address. Purchase orders can be referenced to purchasing RFQs in the system and therefore be part of a voucher references chain.

Purchase order document

A purchase order document is the voucher document for the purchase order. It is used to inform the supplier about the agreements of the purchase order made.

Purchase order change document

A purchase order change document is a voucher document for the purchase order with which information on the changes to an existing order document already sent can be transmitted to the supplier. Purchase order change documents can also relate to purchase order change documents that have already been sent. Just like purchase order documents, they can be output and transmitted to suppliers on different output media.

Application description

You can use the Cockpit: Purchase order documents query application to obtain an overview of all or selected order documents. Further processing options are also available, as the application allows you to:

• Display the voucher references chain for an individual voucher document
• Switch to the Purchase order documents query application via an order document number
• Switch to the Purchase orders application via an order number
• Execute application-related actions

The application consists of a query pane and a work pane.

Query pane

Query fields are stored in the query pane. As a rule, the most important query fields are already available. However, the number of query fields and their placement can vary.

The query pane is the same for all views of the work pane. You can determine which query fields are displayed.

All essential query fields are listed below. If additional fields are added, you will find their description in the help article for the relevant application:

• Purchase order type – in this field, you can select one or more purchase order types as search characteristics
• Purchase order document number – you can use this field to limit the order documents you are looking for using one or more numbers
• Order date – in this field, you can enter a date or time period to limit the searched order documents
• Employee responsible – in this field, you can enter one or more employees as search characteristics for the Employee responsible field of the purchase order document
• Supplier – in this field, you can select one or more suppliers as search characteristics using the corresponding partner numbers
• Delivery recipient – in this field, you can select one or more delivery recipients as search characteristics using the corresponding partner numbers
• Purchasing organization – in this field, you can select one or more organizations as search characteristics for the purchasing organization of the order
• Canceled – in this field, you can specify whether you only want to search for canceled or non-canceled order documents
• Price variant – in this field, you can select the price variant of the order documents you are looking for. You can select one or more of the following values as search characteristics:
  • Priced purchase order document
  • Unpriced purchase order document
• Purchase order document category – in this field, you can select the category of the order documents you are searching for. You can select one or more of the following values as search characteristics:
  • Purchase order document
  • Purchase order change document
• Purchase order document status – in this field, you can select the status(es) of the order documents you are looking for. You can select one, several, or all of the following statuses as search characteristics:
  • General status:
    • Invalid
    • Completed
    • Reorganization started
  • Confirmation on generation:
    • Not confirmed
    • Partially confirmed
    • Confirmed
    • Cancellation confirmed
    • Change recommendation received
    • Partially rejected
    • Rejected
    • Cancellation rejected
    • Confirmed conditions changed
  • Confirmation status:
    • Not confirmed
    • Partially confirmed
    • Confirmed
    • Cancellation confirmed
    • Change recommendation received
    • Partially rejected
    • Rejected
    • Cancellation rejected
    • Confirmed conditions changed
• Order status – in this field, you can select the status(es) of the purchase orders for the order documents you are searching for. You can select one, several, or all of the following statuses as search characteristics:
  • General status:
    • In process
    • Released
    • Blocked
    • Invalid
    • Completed
    • Reorganization started
  • Cancellation status:
    • Not canceled
    • Canceled
  • Purchase order status:
    • Not ordered
    • Ordered
    • Purchase order document canceled
    • Purchase order change document required
  • Confirmation status:
    • Not confirmed
    • Confirmation in progress
    • Partially confirmed
    • Confirmed
    • Cancellation confirmed
    • Change recommendation received
    • Partially rejected
    • Rejected
    • Cancellation rejected
    • Confirmed conditions changed
  • Status of pending confirmation:
    • Outstanding confirmation
    • No outstanding confirmation
  • Status of external delivery:
    • No delivery order in process
    • Delivery order in process
  • Delivery status:
    • Not delivered
    • Delivered in part
    • Delivered in full
  • Invoice status:
    • Non-invoiced
    • Invoiced in part
    • Invoiced in full

There is a further status in multi-site environments:

• Status of inter-company billing:
  • Not cleared internally
  • Cleared internally in part
  • Cleared internally in full
• Creation date – in this field, you can enter as a search characteristic a time or period in which the purchase orders for the purchase order documents you are looking for were entered
• Purchase order number – in this field, you can enter as search characteristics one or more numbers of the purchase orders for the purchase order documents you are looking for
• External voucher – in this field, you can enter as search characteristics one or more numbers of external vouchers stored in the purchase order documents you are looking for.
• External voucher date – in this field, you can enter as a search characteristic a time or a period for the external voucher date of the searched purchase order documents
• Delivery partner – in this field, you can select one or more suppliers as search characteristics for the delivery partner, using the corresponding partner numbers
• Invoicing party – in this field, you can select one or more suppliers as search characteristics for the invoicing party, using the corresponding partner numbers
• Payment terms – in this field, you can select one or more payment terms as search characteristics for the purchase order documents you are looking for
• Payment method – in this field, you can select one or more payment methods as search characteristics for the purchase order documents you are looking for
• Currency –  in this field, you can use one or more selections to specify which currency the searched purchase order documents should contain
• Preferred date – in this field, you can select a date or a time period as a search characteristic for the preferred date of the purchase order documents you are looking for

Work pane

The table available in the work pane displays the queried purchase order documents. You can determine yourself which information is displayed for a document. Several views can be created to view a document in different ways with different information.

Standard view

All the main table columns in this view are described below. If additional columns are added, you will find their description in the help article for the relevant application:

• Purchase order type – the purchase order type is used together with the purchase order document number to identify the order document
• Purchase order document number – the purchase order document number is used together with the purchase order type to identify the order document
• Supplier – it displays the supplier according to the order document
• Supplier name – it displays the name of the supplier according to the order document
• Order date – it displays the date of the order document
• Employee responsible – it displays the responsible employee according to the order document
• Gross amount according to order (voucher curr.) – it displays the gross amount of the order document in the voucher currency
• Gross amount according to order (primary curr.) – it displays the gross amount of the order document in the leading currency
• Net amount according to order (voucher currency) – it displays the net amount of the order document in the voucher currency
• Net amount according to order (primary currency) – it displays the net amount of the order document in the primary currency
• Order status – it displays the status of the order document

[Basic line items] button

The search for basic line items is optionally available as a detailed search. The corresponding fields are explained below.

• Purchase order line item number – it displays the number of the basic line item
• Item – it displays the number of the item according to the basic line item
• Item description – it displays the description of the item according to the basic line item
• Preferred date – it displays the preferred date according to the basic line item
• Ordered quantity – it displays the ordered quantity according to the basic line item
• Status – it displays the status of the basic line item

[Sub-items] button

The search for sub-items is optionally available as a detailed search. The corresponding fields are explained below.

• Sub-item number – it displays the number of the sub-item
• Item – it displays the number of the item according to the sub-item
• Item description – it displays the description of the item according to the sub-item
• Preferred date – it displays the preferred date according to the sub-item
• Ordered quantity – it displays the ordered quantity according to the sub-item
• Status – it displays the status of the sub-item

Extended view

In addition to the fields in the Standard view, the Extended view displays the following columns for the delivery information in the second line and the order information in the third line:

• Delivery recipient – it displays the delivery recipient according to the order document
• Delivery recipient name – it displays the name of the delivery recipient according to the order document
• Delivery partner – it displays the delivery partner according to the order document
• Delivery partner name – it displays the name of the delivery partner according to the order document
• Carrier – it displays the carrier according to the order document
• Carrier name – it displays the name of the carrier according to the order document
• Purchase order number – the purchase order number is used together with the purchase order type to identify the purchase order
• Creation date – it displays the creation date of the purchase order for which the order document was created
• Gross amount according to order (voucher curr.) – it displays the gross amount of the purchase order for which the order document was created in the voucher currency
• Gross amount according to order (primary curr.) – it displays the gross amount of the purchase order for which the order document was created in the primary currency
• Total net amount acc. to PO doc (voucher curr.) – it displays the net amount of the purchase order for which the order document was created in the voucher currency
• Total net amount acc. to PO doc (primary curr.) – it displays the net amount of the purchase order for which the order document was created in the primary currency
• Order status – it displays the status of the purchase order for which the order document was created

Application-related actions

The following application-related action is available in the Cockpit: Purchase order documents application:

• [Output purchase order document copies…]

[Output purchase order document copies…] action

You can use the [Output purchase order document copies…] action under the [Actions] button on the standard toolbar to output a purchase order document as a copy for selected purchase order documents.

Customizing

No settings need to be defined for the Cockpit: Purchase order documents application in the Customizing application.

Business entities

The following business entity is relevant for the Cockpit: Purchase order documents application, which you use, for example, to

• Assign authorizations
• Set up activity definitions
• Import or export data

Purchase order document: com.cisag.app.purchasing.obj.PurchaseOrderCorrespondence

The business entity belongs to the following business entity group: com.cisag.app.purchasing.OrderData

Authorizations

Authorizations can be assigned both using the authorization roles and by assigning an organization. The authorization concept can be found in the technical article Authorizations.

Special capabilities

The following special capabilities exist for the Cockpit: Purchase order documents application, which relate to actions. You can assign authorizations for these capabilities in the Authorization roles application.

• Override voucher document templates: com.cisag.app.general.OverrideDocumentOutputOptions
  This capability allows you to override the output settings defined in the voucher document template in the output dialog when outputting voucher documents.
• Use different e-mail sender: com.cisag.sys.services.output.UseDifferentMailFrom
  You can use this capability to change the sender’s e-mail address in the output dialog during voucher document output.
• Use different fax sender:com.cisag.sys.services.output.UseDifferentFaxSender
  You can use this capability to change the sender’s fax number in the output dialog during voucher document output.

Organizational assignments

Organizational structures are used to control which data is visible, usable, or editable. The Content-based authorizations function must be activated in the Customizing application for this purpose.

The organizational assignments for the Purchase order documents query application apply to the view.

For a person to be able to query order documents:

• The organization assigned to that person must be entered in the Authorizations table in the Purchase order types application
• The person must be granted capabilities for the Purchase order documents business entity using an authorization role

Further information on the Authorizations table and an overview of the content-based authorizations can be found in the Content-based authorizations article.

Special features

There are no special features for the Cockpit: Purchase order documents application.

Authorizations for business partners

The Cockpit: Purchase order documents application is released for business partners of the Supplier category.