RTA Web - 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
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.
Facility assigned for PO
Unique number assigned to PO - Use your own or have RTA create the PO number based on system switch 31 in Parts Parameters on Classic
Extended PO number for use with Blanket POs
Facility number where the Vendor is assigned
Unique identifying number for the vendor
Abbreviation used for the vendor as indicated in the vendor file
Name of the Vendor
Date of PO creation in RTA System
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 of the PO
Bill To Facility
Facility selected for where the PO will be billed - Use of multiple facilities is determined by system switch 26 in Main Parameters on Classic and Facility is set up
Ship To Facility
Facility selected for where the items purchased on the PO will be shipped - Use of multiple facilities is determined by system switch 26 in Main Parameters on Classic and Facility is set up
Individual requestor/creator of the PO
Freight On Board Location
Total Freight charges added to the PO
Last Invoice Number associated with the receipt of the PO items from the vendor
Total Order Cost for the PO
Due Date assigned to the PO
Description of the line item
Date of last invoice received
If using a PO Prefix, will display here - Controlled by system switch 17 in Parts Parameters on Classic
If using a PO Suffix, will display here - Controlled by system switch 18 in Parts Parameters on Classic
PO Received Date
Date of final receipt of items
Total cost of items received including parts, freight, and taxes
Requisition number associated with the PO if the PO was auto-created from a previously existing requisition - Requisitions are not available in Web yet
Displays the count version of an approved PO that has been changed. Displays if greater than zero.
PO is Open and either awaiting receipt of items, review for closure, or both
PO is open and has been approved and can be submitted to the vendor - If using PO Approval process
PO is waiting for approval before submitting to vendor - If using PO Approval process
PO has been denied and will not be able to be sent to vendor - If using PO Approval process
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