Purchase Assistant

Related Documents

Order Purchases

Receive Purchases

Reject Purchases

Return Purchases

Printing Labels

Expected Delivery on a PO

Tutorial:

Overview

Parts Status View - Color-Coded Indicators for Parts Status 

Not Ordered – No action has been taken.

Order Requested – Optional status. Indicates the part needs to be ordered.

Ordered (Not Received) – Part has been ordered but not yet received.

Received (Not Invoiced) – Part has arrived onsite but has not been invoiced. Once invoiced, the part will appear in dark blue as Invoiced.

Rejected (Not Returned) – Part is either defective or no longer needed. Rejected parts still onsite appear in this status.

Returned (No Credit Memo) – Part has been picked up by the vendor but no credit memo has been entered. Once the credit memo is keyed, the part will appear in dark blue as Invoiced.

Invoiced – Invoice has been keyed.

Print Options

Print – Prints the current grid view.

Purchases (Report) – Generates a formatted report based on the information displayed on the screen.

Return Documents – Opens a screen to print Return Documents for rejected parts.

Labels – Opens a screen to print part, invoice, or folder labels.

Purchases Worksheet – Prints an organized report of purchase lines from the Work Order. Useful for comparing list prices to the estimating system.

Grid Functionality

Filters – Use the grid to filter by Vendor, Insurance Company, Vehicle Status, and more.

Customize Columns – Right-click the grid and select Column Chooser to add columns. To remove a column, drag it off the grid.

Save Layout – Right-click the grid and select Save My Grid Layout to save your formatting and column changes.

Trn Date Column

Trn (Transaction) Date Column – Displays different dates based on the status of the Purchase Order in the Purchases Assistant:

• Not Ordered (White) – Shows the date the Work Order was created.

• Ordered, Not Received (Yellow) – Blank unless an Expected Delivery Date was set; if so, it displays that date.

• Received, Not Invoiced (Green) – Shows the date the part was received.

• Rejected, Not Returned (Light Blue) / Returned, No Credit Memo (Red) – Shows the date the part was rejected or returned.

• Invoiced (Dark Blue) – Displays the invoice date

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Status Note column

In the Purchase Assistant, each line reflects the current status of a purchase. For example, a single part from the Work Order might go through multiple statuses—such as Received, Rejected, and Reordered.

The Status Note column allows you to enter a unique note for each line while it is in that specific status. Once the status changes (e.g., from Ordered to Received), the previous note will no longer appear.

This setup prevents notes from being duplicated across multiple statuses. If notes were shared, editing one would update or erase it on all related lines.