General tab

Updated in 2023.2

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

Sections

• Details section: Shows the essential details on the PO, including the number, date, title, and the vendor (supplier). Here you can also find the PO owner, the person who authorized the PO (if the PO is approved), and the source budget of the purchase. When a reference field, such as the Vendor or Owner, is filled out, you can quickly jump to the corresponding reference record.

• Categorization section: Specifies the type and the category of the PO.

• Requester section: Shows the person who requested the purchase and their organization. When these fields are filled out, you can jump to the corresponding record.

• Shipping section: Specifies the shipping details, including the date required, payment terms, shipping service, freight terms, date received, invoice number, and the invoice date.

Sub-tabs

• Items sub-tab: Contains the list of PO items (or line items) included in this PO and the menu at the top to work with these items. The menu contains these controls :

  • Open: Opens the selected PO item in a separate PO item window.

  • New Item: Shows the menu of workflow actions available for creating PO items. The actions are configured by your Alloy Navigator administrator.

    NOTE: To add a PO item to the Purchase Order, use the Add Line Item action from the Action Bar in the right. This option is available only when the Purchase Order has the "Draft" status.

  • Delete: Removes the selected PO item.

  • Actions: Opens the menu of workflow actions available for handling the selected PO items. The actions are configured by your Alloy Navigator administrator.

  Totals section: Shows the total financial details about the PO items, including the shipping price, tax rate, etc.

• Vendor Details sub-tab: Shows the information about the vendor, such as the phone number and address.

  This tab is automatically populated with the properties of the Organization record selected as the vendor of this PO (see the Vendor field in the Details section). However, you can make changes specific to this PO.

• Bill To sub-tab: Shows the billing details of the PO.

  The Bill to field at the top displays the selected Company Address (a Company Address reference table having the Billing checkbox selected). Other fields are auto-populated with the properties of the Address.

• Ship To sub-tab: Shows shipping details of the PO.

  The Ship to field at the top displays the selected Company Address (a Company Address reference table having the Shipping checkbox selected), other fields in this sub-tab are auto-populated with the properties of the Address.

  TIP: When the Ship to Email field on the Bill To or Ship To sub-tab is filled out, clicking the field label opens your default email client so that you can easily create a new message to the specified address.

Related information:

PO Items

Receiving PO items

Related Information for Administrators:

Workflow Management

Working with user-defined fields