General tab

The General tab is where you enter all the general information about the Purchase Order (PO). The information is organized in the following sections:

Upper left unnamed section - specifies the number, date, title and the vendor of the PO.

Categorization section - specifies the type and the category of the PO.

Requester section - specifies the person who requested the purchase and his or her organization. When the Organization or Requester field is filled out, you can open the organization, or requester record correspondingly by clicking its hyperlinked field label.

Untitled section below - displays the owner of the PO, a person who authorized the PO (if the PO is approved), and the source budget of the purchase. When the Owner or Authorized by field is filled out, you can open the owner, or authorizing person record correspondingly by clicking the hyperlinked field label.

Details section - shows the essential information about the purchase, including the required date of purchase, payment terms, shipping contractor, freight terms, date when the purchase was received (typically, this corresponds to the date when the last PO item was received) and the number and date of invoice.

Items sub-tab - contains the list of items included in this Purchase Order and the Module menu that you can use to manage this list:

  • Open - opens the chosen PO item in the separate PO item window.

  • New - shows the menu of workflow actions that creates PO items. The actions are configured by your Alloy Navigator administrator.

  • Delete - removes the selected PO item.

  • Actions - shows the menu of workflow actions for handling existing PO items. The actions are configured by your Alloy Navigator administrator.

Vendor details sub-tab - shows the vendor's details. The information about PO vendor is stored as an organization record. When a Vendor is chosen from the Vendor list in the upper left unnamed section, some fields in this sub-tab are auto-populated with the Vendor's properties and you can open the Vendor's record in a separate window by clicking the hyperlinked field label.

Bill To sub-tab - shows billing details of the PO. The Bill to field displays the chosen Address (stored in the Company Addresses reference table), other fields in this sub-tab are auto-populated with the properties of the Address. When the Bill to Email field is filled out, clicking the field label opens your default e-mail client so that you can easily create a new message to the specified e-mail address.

Ship To sub-tab - shows shipping details of the PO. The Ship to field displays the chosen Address (stored in the Company Addresses reference table), other fields in this sub-tab are auto-populated with the properties of the Address. When the Ship to Email field is filled out, clicking the field label opens your default e-mail client so that you can easily create a new message to the specified e-mail address.

Totals section (displayed only when the Items sub-tab is open) - allows you to view the financial details about the PO, including the shipping price, tax rate, etc.

The General tab may also display various user-defined fields in an additional section if your Alloy Navigator administrator has configured them accordingly. The default name of this section is "Custom Data", although the administrator may have renamed this section.

NOTE: User-defined fields can appear also on the Custom Data tab (this is the default name of the tab; it can be renamed by your Alloy Navigator administrator).