The Orders screen provides users with comprehensive visibility into Purchase Orders (POs) placed between the organization and its suppliers.
Access the Orders Screen
Navigation: Go to the Marketplace module > click Orders.
Default View: The screen defaults to showing orders created in the last 90 days (based on the Period filter).
Searching and Filtering Orders
You can customize your search using various criteria and filters, by selecting Apply Filter:
| Feature | Default Setting / Function | How to Use |
|---|---|---|
| Search Field | Defaults to searching by Order Number. | To search for a specific item, select the dropdown next to Orders > click Items. Related orders will appear with the item listed below the number. |
| Created Date | Defaults to the last 90 days. | Use the dropdown to change the date range. |
| Filters | Accesses advanced filtering options. | Click Filters on the right side. Additional fields include: Supplier, Order Type, Buyer, Receiving, Organization Unit, Order State, Payment Method, etc. |
| Views | Allows filtering by key status conditions. | Filter the list to show only Goods Received Not Invoiced (GRNI) or Commitments orders. |
| Buyer Limitation | Buyers may be restricted to viewing only orders placed by them or users within their designated Organization Unit. | Refer to the user/buyer search filter default help article for changing default settings. |
Sorting and Columns
The available columns on the Orders screen can be used for sorting.
| Headers | Sorting Criteria |
|---|---|
| Order | Numerical order. |
| Receiving | Status of when the receiving action was logged, in Unimarket. |
| Type | Alphabetical (e.g., Blanket Order first). |
| Buyer | Name of the user who submitted the associated requisition. |
| Created | Oldest date first or newest date first. |
| Total |
The subtotal of the order. Note: The Total excludes shipping and tax amounts because the subtotal is used for requisition approval and shipping/tax are only finalized during the Invoicing process. |
If applicable, Has Accepted Invoice, Organization Unit, Work Order, Order State, Payment Method will be visible:
Order States
| Status Type | State | Definition |
|---|---|---|
| Order State | Order - Open | Invoices can still be created against this order. |
| Order State | Order - Closed | Invoices can no longer be created against this order. |
Sample of a PO in an Open State:
Sample of a PO in an Closed State:
Receiving States
| Status Type | State | Definition |
|---|---|---|
| Receiving State | Receiving - Open | Item(s) on the order have not been received; receiving actions can still be taken. |
| Receiving State | Receiving - Closed | No further receiving actions can be made, which may prevent invoice matching. |
| Receiving State | Receiving - Partial | Some, but not all, items on the order have been received. |
Sample of a PO with a Receiving - Open State:
Sample of a PO with a Receiving - Closed State:
Sample of a PO with a Receiving - Partial State:
Available Actions on Orders
The More Actions menu (upper right corner) provides several options (availability may depend on community configuration and user role):
Copy: Copies the Order to your Shopping Cart to begin a new requisition.
Close: Prevents any further receiving, invoicing, or editing against the Order.
Cancel / Edit: (If enabled; Depend on community configuration and user role) Allows cancellation or modification of the order.
Receive All: Allows all products in the order to be received with a single action.
Contract Actions: Create Contract or Link Contract (Available to users with the Create Contract role).
Resend Email: Resends the order confirmation email to both the community and the supplier.
Attaching Documents for Internal View Only
You can attach documents to an order that the supplier cannot view:
Locate the order and click More Actions > select Edit.
Scroll to the bottom under the Order Attachments header.
Upload the document and click Un-share.
Select Save.
Why is the Invoice Number Greyed Out?
If the invoice number in the Created from Invoice field of the PO, is greyed out and there is no blue hyperlink (indicating the invoice is in Unimarket). The invoice number was manually entered once the Retrofit box was checked, on the Checkout screen.