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Purchase Orders Master List Overview

The Purchase Order list displays all POs that have been added to the RTA software. This list can be viewed as a whole or viewable for only Open PO Lines to help with managing and making decisions on pending items. The ability to sort and customize columns as well as to export the master list are available.

Refer to Master List Functions TOC for instructions.

Refer to Creating a Purchase Order for instructions to create POs in RTA.

This article will cover the various columns that can appear on the PO Master List as well as actions that can be taken while viewing the list.

Searching the PO Master List

The search bar at the top of the master list will allow the user to search by specific datasets.

Search does not exclude fields and may have multiple results. For example, if a vendor is numbered as 1 and that is also the facility number for the PO the system will return results for POs assigned to Facility 1 as well as any POs for vendor 1.

To search do the following:

Enter the data to search in the search bar
The list will re-display with all the line items that contain a matching result

Note: With the main list toggled to the PO’s option the Search will search not only what you see in the screen but all the data within the Purchase Order as well.

With the Main List toggled to the Open PO Lines option the Search will only query against the limited data presented in the screen.

Refer to Customizing Lists for instructions on using filters.

Columns appearing on the PO Master List

There are a number of columns available for display on the PO Master List. These columns can be sorted and some even be filtered. The description of each is listed below. Users can use the “Column Chooser” option to remove or add columns. Refer to Customizing Master List Columns for instructions on doing so if needed.

Expand to see the list of columns available

Column Title	Purpose
PO Facility	Facility assigned for PO
PO Number	Unique number assigned to PO - Use your own or have RTA create the PO number based contact our support@rtafleet.com for more information on how to allow this feature.
Extension	Extended PO number for use with Blanket POs
Vendor Facility	Facility number where the Vendor is assigned
Vendor Number	Unique identifying number for the vendor
Vendor Abbreviation	Abbreviation used for the vendor as indicated in the vendor file
Vendor Name	Name of the Vendor
PO Date	Date of PO creation in RTA System
Bid Number	Can be added as part of the PO info and is commonly used by City and County fleets to cross reference PO system numbers
Status	Status of the PO
Bill To Facility	Facility selected for where the PO will be billed - Use of multiple facilities contact our support@rtafleet.com for more information on how to allow this feature.
Ship To Facility	Facility selected for where the items purchased on the PO will be shipped - Use of multiple contact our support@rtafleet.com for more information on how to allow this feature.
Buyer	Individual requestor/creator of the PO
F.O.B. Point	Freight On Board Location
Freight Total	Total Freight charges added to the PO
Invoice #	Last Invoice Number associated with the receipt of the PO items from the vendor
Order Total	Total Order Cost for the PO
Due Date	Due Date assigned to the PO
For	Description of the line item
Invoice Date	Date of last invoice received
PO Prefix	If using a PO Prefix, will display here
PO Suffix	If using a PO Suffix, will display here
PO Received Date	Date of final receipt of items
Received Total	Total cost of items received including parts, freight, and taxes
Requisition	Requisition number associated with the PO if the PO was auto-created from a previously existing requisition.
Version	Displays the count version of an approved PO that has been changed. Displays if greater than zero.

PO Statuses

Status Title	Meaning
Open	PO is Open and either awaiting receipt of items, review for closure, or both
Approved	PO is open and has been approved and can be submitted to the vendor - If using PO Approval process
Pending Approval	PO is waiting for approval before submitting to vendor - If using PO Approval process
Denied Approval	PO has been denied and will not be able to be sent to vendor - If using PO Approval process
Closed	PO has been closed due to either receipt of all items ordered or closed by an individual

Searching Only Open PO Lines

Gives a way to see all Open Lines. This allows users to filter by vendor, sort through open lines, and potentially make decisions or see the status of certain lines that remain open.

Using this view on the master list is as easy as a click of the mouse. When viewing the list, click the toggle at the top to switch to the Open PO Lines view and the list will automatically adjust.

When wanting to go back to the full list view, simply change the toggle to PO’s and the list will adjust again.

Actions that can be performed on the PO Master List

There are multiple actions that can be taken from the Parts Master List at the click of a button. Below is a list of actions that can be performed from the list. Detailed instructions for each may be located elsewhere and a link to the appropriate article will be provided.

Adding a Purchase Order to RTA - Refer to Creating a Purchase Order
Customizing columns - Refer to Customizing Master List Columns
Exporting the list to Spreadsheet or PDF - Refer to Exporting a Master List
Viewing Purchase Order Details - Clicking a line item will open up the Purchase Order. Refer to Purchase Order File TOC