Accessing Orders & Order History

How to Review Existing Orders

Summary: Learn how to find and review your purchase requisitions.

1. From the home/shop screen, click on My Orders Pending. The list shows requisitions placed in the previous 90 days. For older requisitions use the search features. See Accessing Orders.

2. The Results per page drop-down can be used to adjust how many pending requisitions are displayed per page.

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3. Select the requisition by clicking on the requisition number.

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4. From the tabs, select PR Approvals.
5. The screen will show a process flowchart for requisition approval. A blue swirl indicates that step is in process. A green check in a step shows that the step has been completed successfully.

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How to Find an Order by Purchase Requisition (PR) Number

Summary: Learn how to find your purchase requisition by PR number.

1. From the drop-down menu at the top right corner of your screen, select PR Number.
2. Enter the PR number in the box to the right.
3. Click GO.

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How to Find Orders by Purchase Order (PO) Number

Summary: This page shows how to find and review your purchase orders, by PO number.

1. From the drop-down menu at the top right corner of your screen, select PO Number.
2. Enter the PO number in the box to the right.
3. Click GO.

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How to Access Existing Orders by Supplier or FOAPAL

Summary: Learn how to find and review your purchase orders, by supplier or FOAPAL.

Users are able to search by supplier or by FOAPAL information, for both PR and PO searches. A user can provide only accounting information as search criteria, or use it in conjunction with other search fields (such as a particular user, and/or supplier). The Select from profile values... and Select from All Values... links allow a user to search for account codes the same way they would while creating a requisition.

1. Select history from the top navigation tabs.
2. Select the PR History tab.
3. Select by Requisition from the tabs in the middle of your screen.
4. Click on the Select Supplier button.
5. A new window will appear, prompting you to enter the supplier's name. Enter the name of the supplier. Shoppers can search for the beginning of any word appearing anywhere in the supplier name. Click Search.
6. Place a checkbox in the select field of the supplier for which you are searching.
7. Click Choose Selected Supplier.
8. Check the Filter to use the additional filters in the lower part of the search screen.
9. Choose whether to view only your own orders, orders submitted by you - including those for someone else, or Division Orders.
10. Choose the start and end dates for your search.
11. Enter a FOAPAL to search for only orders placed using specific accounting information.
12. Click the Search button.

Example results:

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How to Search for Orders by Unit

Summary: Learn how to find and review your purchase requisitions, by Unit.

1. Select history from the top navigation tabs.
2. Select the PR History tab.
3. Select by Requisition from the tabs in the middle of your screen.
4. Click the Filter box.
5. Specify start and end dates for the search.
6. Select a division from the PR Departments box on the left side of the screen.
7. Click the to move it to the Only Include PRs from These Divisions box.
8. Click the Search button.

Example search results:

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How to Review Status, Comments, History and Notes for a Requisition

Summary: Learn how to access detailed information for an order, including status, comments, history and notes.

1. Find and view the requisition. See Chapter 5: Accessing Orders.
2. Choose the history tab, then the PR History tab, and then the History subtab.

3. The history of the requisition is shown in chronological order, including approvals and any notes added by Purchasing. You can choose whether to see the most recent comments first by clicking on the words Date/Time at the top of that column. The history of the requisition does not include distribution (such as order sent to supplier.) Distribution information is available in the history of the PO. See Purchase Order Status and Comments.

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Purchase Order Status and Comments

Summary: Learn how to access comments for an order.

1. Find the purchase order. See How to Find Orders by PO Number.
2. Choose the history tab, the PO History subtab, and then the History subtab.
3. The history of the approved purchase order is shown, including whether the order has been sent to the supplier and any comments left by Purchasing. You can choose whether to see the most recent comments first by clicking on the words Date/Time at the top of that column.