Only Open Orders when Receiving in your Free Purchase Order Software

Bruce works at a Credit Union in Oregon and wants to only see open (unreceived) Purchase Orders when receiving products and services in the Free Version of SpendMap…

“Curious if I missed a way to limit the list of items/purchase orders in receiving to only those that have not yet been received”

Yes, there are two separate features that can help you filter-out already received/closed Purchase Orders during the receiving process, so you can focus your attention on the open/pending orders.

Option 1 – Searching for a PO to Receive

When selecting a PO to receive against, you can search for only open/unreceived orders, using SpendMap’s “extended lookup” (advanced search) feature.

When you first go into the Receiving Utility, where it prompts you to enter or select a PO number, just RIGHT-mouse-click on the [?] button to the right of the PO Number field. That will bring you to the Extended Lookup screen. On that screen, use the Document Status filters at the bottom-right, to limit the search to include only Open POs and Late POs. That will give you a list of everything that has not been received yet.

TIP: you can have multiple filters active at once, so select “Open” in one drop box and “Late” in another.

If you like, you can even combine those “status” filters with the other search fields on the screen.  For example, if you enter a specific supplier on that screen as well, you would see a list of open/unreceived Purchase Orders for that one supplier.

Option 2 – On the Receiving Screen Itself

Once you’ve selected a Purchase Order and you’re actually on the Receiving Screen, it is possible that some of the items on the selected PO may have already been received/closed while other items have not been received and remain open.

You can use the [Show/Hide] button at the bottom of that screen to filter-out the received/closed items, leaving only the open/unreceived items visible.

Note how it says “Showing only items ready for receiving” just below [Show/Hide] button when the filter is active.  Click the button again to remove the filter and display all items again.

 

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