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 ID, status, 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. Click the three-dot menu and choose Open to open the record or Details to preview its details.

• 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 or preview its details using the tree-dot menu.

• 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 :

  • 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.

  • 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 Send email icon opens your default email client so that you can easily create a new message to the specified address.

The General tab may display other sections and fields, including user-defined fields, if your Alloy Navigator administrator has set up a custom detail form for Purchase Orders.

Related information:

PO Items

Receiving PO items