Home > WESPaC Finance > Training User Guides > Financial Management > Purchasing > Purchase Orders > Tabs, Ranges, Options > 2 Tabs
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The Requisition and Purchase Order Entry screens contain several tabs of information that correspond to a highlighted requisition or purchase order.
The requisition/purchase order list can be displayed in PO Number, Vendor, or Entered By order. The list can also be filtered based on the requisition/purchase order Status.
The requisition/purchase order Tabs are primarily used to view information about the selected item.
If the district is using PO Groups, you will only see requisitions/POs for the PO Group(s) to which you are assigned.
The 1&endash;Detail tab displays the line item detail for the highlighted requisition/purchase order. The line number, line description, quantity, unit cost, and amount display for each line item. You can use the 
button to export the line item detail to Excel.
NOTE: The amount displayed in the Purchase Order Master list and the Detail Lines list, may not match. The Purchase Order Master amount includes tax. The Detail Lines amount does not.
The 2&endash;Accounting tab displays the accounting detail for the highlighted requisition/purchase order. This detail includes the Account Distribution for the requisition/purchase order, the Encumbered, Liquidated, Adjusted, and the Remaining amounts. Use the button to export the accounting detail to Excel.
The Balance Remaining area displays amounts for all POs with this PO number.
CAUTION: If PO numbers are re-used, the amount displays for all Pos with the same PO number.
NOTE: In all layouts, the percentage displayed is based on the full amount of the order.
The 3&endash;Invoice tab displays the invoice Number, Description and Date, the Status of the invoice, the Amount, and the invoice’s Chk Type. If the status is still Requisition, there will not be an invoice associated with the order. At the bottom of the screen a calculation of the PO Amount &endash; Total Invoices = PO Balance is displayed.
The button exports the invoice’s information to Excel. Use the View button to view the selected invoice. You cannot change the records here. Go to the invoice where the entry was made.
If Approvals are used, the 4&endash;Approval tab displays the various levels of approval/denial the order has passed, the date it was approved/denied, and the user who approved/denied the requisition. Any notes attached to the approval/denial also display. The Edit button may allow you to edit any existing approval notes. Use the Delete button to remove a denial record.
The 5&endash;Printed tab displays the printing history of the highlighted order. This tab displays who has printed the requisition as well as the date and time it was printed. The button exports the printed history to Excel.
The 6&endash;Receiving tab can be used only with purchase orders. The user has the option to enter receiving information by clicking on the Receive button located on this tab. The 6&endash;Receiving tab also allows you to view/edit receiving records. It displays receiving information associated with the highlighted purchase order.
If a purchase order is in History status, a receiving record cannot be created.
NOTE: Receiving records created here are also available for review from the REceiving application.
Menu Path: Financial Mngmnt / PUrchasing
On the Purchase Order Entry screen, from the Purchase Order Master list, highlight the purchase order to receive.
Click the 6&endash;Receiving tab.
Click the Receive button. The Receiving screen opens.
You have a few options available to you for receiving of items:
From the Line Items for PO listing, click in the Received column. Enter the number of items received.
If there are multiple line items on the order, select the item received and in the Received column enter the number of items received.
If all items have been received for the order, click the Receive All button.
When receiving is complete, click the Apply button. The items entered display in the Received for Today list.
By default, if some items have been received they do not display in the Line Items for PO listing. Check the Show All Detail Items checkbox to view all line items.
You can add a Note to the Received record.
Use a Note to record internal information. Notes will not print.
A Note can serve as a helpful reminder or it can be a useful tool in communicating information to others.
From the Receiving screen, highlight the Received for Today record to which to add the Note.
Click the yellow Note button. The Notes screen opens.
Click the Add button.
Enter the Note text. (Use the F7 button to spell-check the Note.)
Enter or select a Category.
A Category is the name of the folder in which the Note is stored.
If a Category does not exist, type it in the Category field. The system automatically adds it to the Category folder list.
Optionally, check the Protected check box if the note should not be altered by another user.
Click the OK button. The Note (and new Category) is added to the list on the left
NOTE: Once a Note is added, the system changes the color of the Note icon from yellow to green.
Click the Close button to return to the Receiving screen.
You can add an Attachment to the Received record.
An Attachment can be a text document or a scanned document such as a signed packing slip.
From the Receiving screen, highlight the Received for Today record to which to add the Attachment.
Click the yellow PO button. The Attachment Viewer screen opens.
There are multiple ways to add an attachment:
You can scan a packing slip and capture the scanned image as an attachment.
You can attach a text document or a scanned image saved on your desktop.
You can add a link to a web document that contains the information you want to attach to the received record.
Once an attachment is created, it can be manipulated using the zoom and other adjustment buttons.
Click the Close button to return to the Receiving screen.
Click the Close button to return to the Purchase Order Entry screen.
A summary of the received items displays in the Receiving list.
Version 01.04.07.0 &endash; 010232 PL 051904