Updating Purchase Order Status

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The Update Order Status and Shipping Data program allows you to inquire and update the status and shipping dates of purchase orders. It also allows the entering and updating of other information related to purchasing and importing.

1. To access this program, enter 13 from the Purchasing Menu and press Enter. The Order/Shipping Status Update screen appears.

Note: You can also access the Order/Shipping Status Update screen by pressing F12 from the Order Inquiry and Search program.

The status codes listed are the only ones recognized by the system. Some status codes, such as the number sign for closed orders, are assigned by the system and can not be changed. You may update an order's status code as many times as necessary. For example, the status of a purchase order may change from O to D, to K, to T, to R, before it is closed.

Note: If you do not know the order number, press F21 to display the Order Inquiry and Search program. Once you have located the order, press F12 to return to this program.

3. The Open Order File/Status Update screen appears. Use this screen to view or update the shipping, ETA dates and status of orders.

4. To change the status, ship or ETA dates of all lines on the order, move the cursor to the Update Entire Order field at the bottom of the screen. Enter the new data in the corresponding fields under the status, ship or the ETA date columns. Press Enter.

5. To change the status or ship dates of one of the items listed on this order, move the cursor to the Status field of the corresponding line item and enter the letter of the new status. Press Enter. Repeat for all the line items you want to update.

The status codes that pertain to purchase orders are described in the following table.

Note: Enter a “?” in the Status column to the right of the Update Entire Order field to access a complete listing of all the status codes. If the listing comes up empty, then no status codes have been loaded in the Status Codes Table in the System Settings Menu.

Code	Status
B	Open back order. This status is usually not updated here. Back orders have this status assigned at the time the order is entered.
D	Order has been delayed and will miss the original ship date. This code is usually used for purchase orders and back orders.
J	Purchase order has been rejected by supplier. This status code is for purchase orders and back orders. J is used primarily by EDI when the supplier is automatically updating your system with the status of your purchase orders. Status J indicates the order can not be serviced.
K	Order and ship dates are confirmed. This code is usually used for updating back orders, purchase orders, and holds.
O	Open order. A blank in this field also indicates an open order. This status is assigned automatically when the order is originally entered and no other status is noted.
P	Partially received from supplier, now in-house. Also use this code to indicate that the paperwork has been received but not the goods. This code is generally used for import or large purchase orders that have a long receiving process (more than one day).
R	Received from supplier, now in-house. This code is automatically assigned when back orders are filled using the Pre-Receive and Back Order Fill system. You can also assign this code here.
#	Transaction no longer open. Order was previously received or cancelled. This status code is automatically inserted by the system when an order is cancelled or fully invoiced. This status cannot be changed.

Function Key	Description
F2	Additional data for purchasing and importing. Displays the On-Water Tracking fields. You can update fields individually or you can update the entire order at once through the Upd Entire Ord field. Vessel - Enter the vessel name or other name/code which identifies a single shipment. For example, ABC 11/93 could be entered to indicate the November 1993 shipment from supplier ABC. Assigning a vessel name or code to your incoming shipments and even to the customer back orders placed against these shipments gives you a powerful tool for updating order status and dates. Using option 15 - Update Shipping Data by Vessel Name on the Purchase Orders Menu, you can update all orders related to the vessel in a single entry. B/L Ctnr# - Use this field to enter bill of lading or container numbers. L/C#- Enter the letter of credit number in this field. Notes - Enter short comments, such as 6 pallets, here. These notes and all other fields on this screen can be included in the purchasing spreadsheets available on the Purchasing and Receiving Reports Menu. Port ETA - For imports, enter the estimated time of arrival date to the port of entry. This is in addition to the regular ETA field which represents the date of arrival in your warehouse. Port - For imports, you can enter a three-character abbreviation for the port or city of arrival. Note: Vessel information can be changed via Update Shipping Data By Vessel Name - PUR 15.
F5	To enter notes about the order. These notes will cause the F5 notepad to be highlighted on this program, on the Order Search and Inquiry program, and on all other programs that can display the order notepad.
F6	Displays the Order Change/Cancel program.
F7	Returns to the menu.
F8	Returns to screen 1.
F10	Scroll forward.
F11	Scroll backwards.
F12	Displays a Links between Special Order P.O.s and B.O.s.
F24	When F24 is pressed two drop down menus appear at the top of the screen. The options contained in these menus provide links to other parts of the system.

Updates made to Special Order purchase orders can automatically update the related customer back order.

Note: There are two settings that control this functionality. These settings are in the “Options for Special Orders” screen within the System Wide Settings program.

The following automatic “links” between Special Order purchase orders and back orders may be utilized in the “Update Order Status and Shipping Data” program:

1. When a status code is changed on lines of a Special Order purchase order, that status is automatically updated on the same lines of the related customer back order.

2. When an ETA date is changed on lines of a Special Order purchase order, the ETA is automatically inserted as the ship date on the same lines of the related customer back order.

For example, you update all lines on a Special Order purchase order to status “K” and a new ETA date of 11/15/03. Automatically the status of the related lines on the customer back order will be updated to status K and a line-level ship date of 11/15/03.

The notepad of the customer back order is updated, as well as the notepad of the purchase order.

The following screen shows a Special Order purchase order being updated, in the “Update Order Status and Shipping Data” program:

Lines 10 and 20 of the special order purchase order have their status changed to K, and their ETA dates changed to 10/15/03.

The following screen shows the related customer back order after the PO was updated:

The customer back order was automatically updated. Lines 10 and 20 (which are linked to lines 10 and 20 of the purchase order shown above) were updated to status K. The ship dates were updated to match the ETA dates of the corresponding purchase order lines.

This report can have a significant impact on customer service. The report is triggered automatically by purchase order updates that are made via the Update Order Status and Shipping Data Program. The report prints in two sections. The first section lists each change made to each line of a purchase order, followed by a list of customer’s back order for that item and warehouse. The second section reprints the customer back orders sorted by customer with branch. Each customer back order is noted with a comment explaining how or if the customer back order is impacted by the change on the purchase order. The messages include:

These messages depend on whether the purchase order ETA dates were moved back or moved for-ward. If the ETA date is moved back, and the customer’s ship date is affected, the May Be Delayed message prints. If the ETA date is moved forward and the customer’s ship date is between the May Be Improved message prints. If the ETA date was not changed, but the purchase order status code was changed, then the PO Status Changed message prints. If the purchase order ETA dates change, but the customer’s chip date is not in between the old and new purchase order ETA dates, then the Not In Date Range message prints.

This automatic report is optional based on Control Panel entries. Complete the following steps to activate this report.

Once activated via the above steps, this report runs when you exit the Update Order Status and Shipping Date Program.