Filtering and Viewing Purchase Requests, Orders, and Receipts

This article describes how to filter and view different purchase orders, requests, and receipts by their status, vendor, date, and more. If you cannot find a purchase request, order, or receipt, it is likely due to the filters you may have on.

For more help with purchasing in general, see About Purchasing.

Filtering Between Purchase Requests, Orders, and Receipts

There are plenty of different filters to use when viewing purchase requests, orders, and receipts. 

Below is a photo highlighting the main icons you will use to filter between assets: the status change icon (3 grey lines), the search icon, and the funnel icon:

Let's cover how to filter by status first.

Filtering By Status

1.  First, from the left sidebar click Procurement, then Requests/Orders/Receipts (depending on which you would like to filter).
2. At the top left corner select the 3 grey lines.
3. You should now be able to filter by status of the purchase request/order/receipt. The options include:
   • Open
   • Awaiting Approval
   • Converted to Order
   • Approved
   • Canceled or Denied
   • All
   • Complete
   • Voided
   • By Creation/Completion (Today, Last 30 Days, etc)
   • If you are a customer using a Purchasing Interface with SOMAX you may also see Extracted as a Purchase Request status
4. Select the one you would like to filter by. In some cases you may be prompted to enter a date range by which you would like to filter again by. 

Filtering By Form Fields (or other Purchasing Details)

1. From the left sidebar click Procurement and then Requests/Orders/Receipts.
   
2. Click the funnel button at the top left in between "Search" and "Clear"
3. A menu should appear at the right with different form fields to filter by. Enter what you would like. For more help understanding what each form field means, scroll down to the chart at the bottom of this article.
4. Select Apply at the top right of that menu.

Clearing a Filter

1. From the left sidebar click Procurement and then Requests/Orders/Receipts.
   
2. Click Clear to clear all filters, or manually select the x next to each filter you would like to delete.

Viewing Purchase Requests, Orders, and Receipts

While there is only one layout to view purchases with, you can still customize which columns, or form fields, are displayed. 

Editing Which Form Fields are Displayed

1. In the very top right, select the Settings/Wheel icon to choose which form field/column you see. A split view should appear.
2. On the left of the split view is every field possible to display. Check or uncheck whichever ones you would like to add/remove. 
3. On the right of the split view is the option to order your fields. In order to do so, select the fields you would like to move and select Move Up or Move Down until all fields are in the desired order. Moving up will move the column to the left, and vice versa.
4. Select Save at the bottom.

Form Fields