This form is used to locate and retrieve an existing purchase order by way of selecting one or more of the available selection criteria fields.
To access the Purchase order search:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Purchasing option.
The Purchasing form is displayed.
Select the 
icon.
The Purchase ORder Search form is displayed.
This form is divided into four parts that are as follows:
In addition to displaying the form name the Title Bar displays a number of other useful identification criteria and buttons.
The Purchase Order Search dialogue box contains a number of group boxes displaying the following information:
Order Number: If the required order number is known then it may be entered manually in this field and the Open command button selected; the order is then opened.
If an order is highlighted in the Search Results Grid below then the order number is also displayed in this field enabling it to be opened in the same way.
Search criteria Group Box:
Displays a number of selection criteria fields which may be used on their own or in conjunction with each other in order to locate the required purchase order(s).
Account: Purchase Order documents are created against a Purchase Ledger account. If the Purchase Ledger account code is known for the associated order then it may be entered manually in this field and the Open command button selected. Any purchase orders for this supplier account are displayed.
This is a wild card type search field; a partial account code may be entered provided the remaining ??? characters are kept intact.
To locate an account code of C1101 then input of C1 in the first 2 characters of the field followed by 6 question mark(?) characters, would find it, along with any other account codes which have the same first two characters in their account code.
If the first character box is left intact and 110 is entered in the next three positions then the search would select all account codes which have 110 as the second, third and fourth characters of their code.
If any of the question marks are deleted then the system looks for an empty space in that position.
All of the question marks should be left intact to select records regardless of their account code.
Registration: A specific vehicle registration number may be linked to an individual purchase order item line. If this link is made then the
search may be used here to locate purchase order lines linked to the required registration number.
The link to a specific vehicle registration number may only be achieved provided that the selected Purchasing Goods/Service code is set up in Miscellaneous Options with the Regno required checkbox ticked. If this checkbox is not ticked then this field is greyed-out/disabled. Once entered, the appropriate vehicle description is displayed to the right of this field.
This is a wild card type search field; a partial registration number may be entered provided the remaining ??? characters are kept intact e.g. VK03???.
Name Contains: A search can be performed for all documents containing a particular text string within the Invoice Name field for the Purchase Ledger account. This field is not case sensitive. e.g. if trying to locate a purchase order for the supplier Freeport Engineering then either a partial string of free or Free may be entered in this field and be equally successful.
Invoice No.: The purchase order may be linked to a specific invoice number for recharge purposes. If the purchase order line is set to be recharged (via the Recharge Flag) the costs can be charged to a particular invoice.
If this link has been made then the invoice number may be entered here. If the full invoice number is known then this may be entered. This field allows input of just part of the number by operating a question mark mask facility, although the part that is input must be in the correct position.
Agreement status: The purchase order may be searched for dependent upon what is believed to be its current status. As the purchase order is progressed it status changes. The following are current valid statuses:
Open
Finished
Partially-Matched
Matched
Closed
XCancelled
Tip: Each item line created against the purchase order also has a status of its own. These are exactly the same as above, however, there is no Closed status.
Location: The location that has generated the purchase order. The
may be used to display a drop-down list of location codes.
Created by: The
Created from: This is the lower limit for the purchase order creation date. The system uses this date to locate orders where the creation date is on or after this date (up to the To date).
The
To: This is the upper limit for the purchase order creation date. The system locates any purchase order up to and including the date input within this field, as long as the date is greater than the Created From date.
The
Leave both date fields blank to allow selection of records regardless of the date.
COMMAND BUTTONS:
Forwards: Displays purchase order meeting the selection criteria in date order with the oldest created (and time) first.
Backwards: Displays purchase order meeting the selection criteria in date order with the the most recent created date (and time) first.
Reset: Initialises the current selection criteria so that alternative values may be selected.
Open: Opens the currently highlighted purchase order (alternatively, the highlighted purchase order may just be double-clicked).
Cancel: Returns you to the Purchasing form.
Help:Displays online context-sensitive help for the current form using the default browser.
Search Results Grid:
All purchase orders meeting the Selection criteria are displayed within this grid.
The following fields are displayed for summary purposes:
Order: The purchase order number.
S: The purchase order status.
Account Name: The purchase ledger account code for the purchase order.
Created: The date on which the purchase order was created.
Loc: The originating location from which the purchase order is raised..
Value: The total net value of the purchase order.
