PO - Archive
With PO you can search in your archive for specific PO's. Much like when search invoices, the settings, filters and exports are also available with you purchase order records.
PO Archive
From any screen on Lightyear, go to the 'Archive and Reporting' page from the left hand nav.
Now we want to navigate and change the Doc Type from "All Bills/Credits/Receipts" filter to "Purchase Orders".
Once purchase orders has been selected, you can then click on the search button to show all PO's in the system, no matter what stage they are at in the PO workflow.
Lets take a look at some of the information that is displayed in Panel 1.
We have Departments, Supplier, Created Date, Created by, PO Date, Delivery Date, PO Number, Goods, Tax, Total, Where, Closed and Task. While these headers are all pretty self explanatory, 'Where' will show the location of the PO meaning the tab the PO is currently resting in.
In the above screenshot, Approved shows me that this particular PO is sitting in the Approved tab within the PO page.
You can also search with more granularity using the filter boxes in the 'Search Parameters' section of 'Archive & Reporting'.
1 - PO Date - I can search between two PO dates.
2 - Delivery Date - I can search between two Delivery Dates.
3 - P/Order # (PO Number) - I can bring up a specific PO if I have the PO number.
4 - Prod Code - I want to bring up any PO with this product code on.
5 - Line Desc - I want to bring up any PO with this line description on.
6 - Reference - I want to bring up any PO with this reference on.
7 - PO Amount - Shows me the PO's with the total between my search totals.
8 - Supplier - Only show me PO's for this supplier.
9 - Account - I want to bring up any PO with this account number.
10 - Location - I want to bring up any PO with this location.
11 - Projects - Only show me PO's related to this project.
You can use as many or as little filters as you wish.
PO - Export Report
The Export Report button, allows me to export a CSV, with the details from Panel 1.
The information shown in the above screenshot, in panel one, will be pulled and dropped into a CSV for use in reporting and comparing. You can also edit what information you want shown and hidden in that CSV by customising your choices of header using the 3 dots to the top right.
Your selected headers will show in Panel 1. Note, here I am linked to Xero but according to the accountancy software that you use, the options will differ. These chosen headers, once shown in Panel 1 can be exported from the archive as a mini report also.
View a PO in Archive
Once a PO is selected in Panel 1. You can view it and its details in the "View PO" tab in panel 2.
PO - Audit Trail
The "Activity" option to the right of "View PO" allows you to take a look at the recorded Audit trail for each and every PO. Click Activity to show the record will show everything from the time and date of the PO's creation, to who created it, edited it with the avatar/initials of the user, date and time stamp attached.
Under the Activity Tab, there is also 'Notes', where you can review and add notes to the selected PO (remember - using the "@" symbol when creating a note will allow you to tag a user) and 'Email' which shows you an email preview if your doc was emailed directly into Lightyear.
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