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RTA Web - POs (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 can be sorted/adjusted for specific views. 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 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
Press Enter
The list will re-display with all the line items that contain a matching result

Depending on the number of POs in RTA, be sure to check the bottom of the list to see how many items are displaying per page and how many pages there are to view.

Columns appearing on the PO Master List

There are a number of columns available for display on the PO Master List. 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	Column Filter Available
PO Facility	Facility assigned for PO	Yes
PO Number	Unique number assigned to PO (company can use their own or have RTA create the PO number)	No
Extension	Extended PO number for use with Blanket POs	No
Vendor Facility	Facility number where the Vendor is assigned	No
Vendor Number	Unique identifying number for the vendor	No
Vendor Abbreviation	Abbreviation used for the vendor as indicated in the vendor file	No
Vendor Name	Name of the Vendor	No
PO Date	Date of PO creation in RTA System	No
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	No
Status	Status of the PO	Yes
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 Desktop and Facility is set up	No
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 Desktop and Facility is set up
Buyer	Individual requestor/creator of the PO	No
F.O.B. Point	Freight On Board Location	No
Freight Total	Total Freight charges added to the PO	No
Invoice #	Last Invoice Number associated with the receipt of the PO items from the vendor	No
Order Total	Total Order Cost for the PO	No
Due Date	Due Date assigned to the PO	No
For	Description of the line item	No
Invoice Date	Date of last invoice received	No
PO Prefix	If using a PO Prefix, will display here - Controlled by system switch 17 in Parts Parameters on Desktop	No
PO Suffix	If using a PO Suffix, will display here - Controlled by system switch 18 in Parts Parameters on Desktop	No
PO Received Date	Date of final receipt of items	No
Received Total	Total cost of items received including parts, freight, and taxes	No
Requisition	Requisition number associated with the PO if the PO was auto-created from a previously existing requisition	No
Version	Displays the count version of an approved PO that has been changed. Displays if greater than zero.	No

PO Statuses

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

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.

Customizing columns - Refer to Customizing Master List Columns
Exporting the list - Refer to Exporting a Master List
Adding a Part to RTA - Refer to
Viewing Purchase Order Details - Clicking a line item will open up the Purchase Order. Refer to