Searching and filtering the purchase orders list

The purchase orders list shows all your POs in one place. When you have many orders, you can search and filter to find exactly what you need.

Before you start

• You have permission to view purchase orders (usually available to anyone in procurement or management roles)
• You're on the Purchase Orders list page Open in Usystems

Steps

1. Go to the Purchase Orders list by navigating to Purchasing → Purchase Orders Open in Usystems

2. Search by PO number or vendor name:

   • Look for the search box at the top of the list
   • Type the purchase order code or the vendor's name
   • Press Enter or click the search button
   • The list updates to show matching orders

3. Filter by status (if a filter panel is visible):

   • Look for filter options like Draft, Open, Partial, Received, or Completed
   • Click the status you want to see
   • The list narrows to show only orders in that status

4. Filter by vendor (if available):

   • Use the vendor filter to show only orders from a specific supplier
   • This is helpful if you regularly work with multiple vendors and want to focus on one

5. Filter by date range (if needed):

   • Some views allow you to filter orders created or due on a certain date
   • Choose your start and end dates
   • The list updates accordingly

6. Combine filters:

   • Use search, status, vendor, and date filters together
   • For example: vendor = "ABC Supplies" AND status = "Open"
   • The system shows only orders matching all your criteria

7. Clear filters to reset:

   • Click the "Clear filters" button or "Reset" option if visible
   • The list returns to show all purchase orders

Tips & common mistakes

• Tip: If you're looking for a recently created order, try searching by vendor name first—PO codes can be long or non-obvious
• Tip: Filter by Open status to see all orders currently active with vendors
• Common mistake: Forgetting that Partial orders are neither fully open nor fully received—check your filter carefully if you expect an order to appear but don't see it
• Tip: Use date filters around month-end or quarter-end to review spending commitments