Topic overview

The Cockpit: Purchase orders application is primarily used to query purchase orders using their basic information, such as purchase order type and number. This application provides you with an overview of the orders entered. In addition, further actions can be carried out from the application for one or more vouchers, such as setting and removing the deletion marker for reorganization or outputting purchase order documents.

The main general description of cockpit applications, which includes the usual handling of a query and work pane, can be found in the Cockpits article. Information on customizing functions, business entities, and authorizations can be found in the Purchase orders article, which describes the voucher application. The topics that apply specifically to the Cockpit: Purchase orders application are covered below.

Application description

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

• Display the voucher chain for an individual voucher
• Switch via the voucher number to the Purchase orders application for further processing of the voucher
• Set and remove the deletion marker for the reorganization
• 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 saved per view. You can determine which query fields are displayed. To do this, select the desired query fields from the list of fields. The description of the query fields can usually be found in the What’s this help.

For a general description of query fields, see the Cockpits article.

For information on the meaning of the fields, please refer to the explanations in the Purchase orders article.

Detail searches

Furthermore, a detail search can be used in addition to the main search with query fields in the query pane. Detail searches can be combined with the main search so that both the search criteria from the query pane and the search criteria of the detail search can be analyzed as AND link. To combine them, a checkbox is available in the grouping line of the detail search. In order to display corresponding results in the work pane, as well, a button is available carrying the name of the detail search. If this button is activated, another heading line will appear in the work pane, including relevant detailed information.

The following detail searches are available:

• Basic line items
• Sub-items

As a rule, the most important query fields are already available. You can determine which query fields you want to be displayed. To do so, choose the desired query fields from a set of fields. Usually you can find a full description of the query fields in the What’s this help. If required, use the value assistant for the query field.

Work pane

A table is available in the work pane in which the queried purchase orders are displayed. You can determine yourself which information is displayed for a purchase order. To view a purchase order in different ways with different information, several views can be created.

If you have also activated the detail search buttons, the table contains additional heading lines and detailed information.

For a general description of the work pane, see the Cockpits article.

For information on the meaning of individual columns, refer to the explanations in the Purchase orders article.

Application-related actions

The following application-related actions are available in the Cockpit: Purchase orders application:

• [Release purchase orders…]
• [Block purchase orders…]
• [Output priced purchase order documents…]
• [Output unpriced purchase order documents…]
• [Output purchase order changes…]
• [Output confirmation reminders…]
• [Output delivery duns…]
• [Generate delivery orders for external deliveries…]
• [Generate supplier invoices for third-party orders…]

[Release purchase orders…] action

You can release vouchers using the [Release purchase orders…] action under the [Actions] button on the standard toolbar.

When the action is executed, the voucher header and all line items receive the status Released.

[Block purchase orders…] action

If the voucher header does not have the status Completed or Invalid, you can block the entire voucher including all line items.

To do this, execute the [Block purchase orders…] action under the [Actions] button on the standard toolbar for a voucher. The voucher header and all line items will be assigned the Blocked status.

[Output priced purchase order documents…] action

The [Output priced purchase order documents…] action can be used to create a purchase order document with price details and output the corresponding voucher document. The voucher document will show the gross price of each line item.

[Output unpriced purchase order documents…] action

The [Output unpriced purchase order documents…] action can be used to create a purchase order document without price details and output the corresponding voucher document.

[Output purchase order changes…] action

The [Output purchase order changes…] action can be used to create a changed “purchase order document” and output the corresponding voucher document. A purchase order change document tracks the changes to previously created purchase order documents or order changes and displays them. Use the purchase order change document to inform the supplier of changed purchase order line items.

A purchase order change document can only be created for a purchase order if a purchase order document already exists for this order. If this purchase order document includes prices, then all purchase order changes for this order also include prices. If this purchase order document is without price details, then all purchase order changes for this order are also without price details.

In order for a purchase order change document to be generated, no purchase order confirmation must be in process for the respective purchase order. The order must also have the order status Purchase order change document required.

Please also note the description of the corresponding action in the article Purchase orders: Actions.

[Output confirmation reminders…] action

If the Confirmation required parameter is activated for both the last purchase order document and the order and a confirmation is still outstanding for either the purchase order document header or one of the line items of the last purchase order document and the Confirmation until date has expired, a confirmation reminder can be issued for the purchase order.

This always refers to the last purchase order document or purchase order change document and not to any deviating current data of the purchase order.

Please also note the description of the corresponding action in the article Purchase orders: Actions.

[Output delivery duns…] action

For a purchase order, you can use the [Output delivery duns…] action to issue the Delivery dun voucher document. All line items that have not been delivered in full are listed in the delivery dun.

If the action is executed, the number of delivery duns already issued is noted in the purchase order (see the Number of delivery duns field).

[Generate delivery orders for external deliveries…] action

You can use the [Generate delivery orders for external deliveries…] action to create delivery orders of the External delivery category for pickups, external third-party orders or deliveries to an internal location.

Please also note the description of the corresponding action in the article Purchase orders: Actions.

[Generate supplier invoices for third-party orders…] action

With the action [Generate supplier invoices for third-party orders…] action you can generate supplier invoices for external deliveries as part of an external third-party transaction if a supplier credit memo method is used for the supplier.

Please also note the description of the corresponding action in the article Purchase orders: Actions.