Using the PO Text Search

Menu Path: Purchasing > PO Text Search

The PO Text: <query name> window displays the PO Text Library in the form of a grid. Purchase order text or PO text is textual information that you add to a purchase order. Examples of this text are instructions to a supplier about servicing agreements, contact information of third parties, terms and conditions, and so on.

This library is a collection of text IDs or text codes. You can identify a text ID’s use from its brief description, and each text ID associates with the textual information or content.

Using the PO Text: <query name> window, you can search for and display records of the PO Text Library. From the list of PO texts displayed, you can click a text ID’s hyperlink, or select the required record and click Details in the Contextual Panel to access the PO text module that contains detailed information about the selected PO text record.

The PO Text: <query name> window allows you to search by text ID and description. If you do not enter a value in the fields for text ID and description, the search uses only the selection criteria of the selected query.

To perform a search:

1. Select a Query from the drop-down list and click Search.

   The system displays all the PO texts for the selected query.

2. To search for a specific PO text, perform the following:

3. Enter a full or partial value in the Text ID or the Description field. The value you enter becomes an add-on to the selection criteria built into the selected query. The more complete the information entered, the narrower the resulting search will be.
   a. Click Search.

   It displays a list of PO texts matching the selection criteria. See Generic Components and Troubleshooting - Scenario 2 also.

PO Text Search Screen Grid

In the PO Text: <query name> window, a list of PO texts matching the selection criteria will be displayed in the grid. See Grid Operations for more details about the grid.

Action Bar

In the PO Text: <query name> window, the action bar located at the top of the grid allows you to manage the PO texts. The PO Text: <query name> window remains open when you jump to other windows using the action buttons. The actions buttons are:

• New Text: Opens the PO Text #: window from where you can create a new PO text.
• Sequence Text: Opens the Sequence Text window from where you can change the sequence of PO texts.
• Export: Saves the data present in all columns of the grid to a Microsoft Excel file. The system uses the name of the selected query used to search PO texts for the file name.
• Delete: Opens a popup to delete the selected PO text record.

Contextual Panel

In the PO Text: <query name> window, you can select a record to enable the Contextual Panel located at the right of the window. In the Contextual Panel, click Details to open the PO text module.

Change the Sequence of PO Texts

You can change the sequence in which PO texts appear on all new purchase orders you create in the future from the PO Text: <query name> window. These are the PO texts you’ve created that the system adds automatically to a new purchase order. For more information, see Create a New PO Text later in this chapter.

To change the sequence of a PO text:

1. On the action bar, click Sequence Text.

   The Sequence Text opens in a new tab.

2. Perform one of the following:

   • Click the Initial radio button to display initial PO texts.

   • Click the Final radio button to display final PO texts.

   The system only displays text IDs that are Active.

3. Hover over the equal sign in the New Sequence column, and when the cursor changes to a hand icon, drag to reposition the record as needed.

4. Click the Save button.

Using the PO Text Module

The PO text module consists of the PO text’s details. You can select a record in PO text search grid, and click Details in Contextual Panel to open the PO text module. If selected, PO Text #<text ID>: <text description> window appears.

You can click the hyperlink in the Text ID column,or double-click any grid record to open the PO text module.

The PO text module has the Main tab that contains the Basic Information and Text Content sections. The Delete button on the action bar is also available after you click the Actions button.
You can perform the following actions in the PO text module page:

• Open in New Tab: Click () to open the PO text module page in a new separate tab.
• Close: Click the X button to close the PO text module.

Main Tab

The Main tab consists of the following sections:

Basic Information

Here you can see basic details about the PO text. This section consists of Text ID*, Text Type*, Text Description*, and Active* fields.

The system, by default turns off the Active toggle when creating a new PO text.

Text Content

This section contains the Text Content* field that shows the detailed text of the selected PO text record.

Editing the PO Text Module

Click the Edit button to open the PO text module in edit mode. You can edit the Text Content field in the Text Content section.

If the PO text’s Text ID isn’t linked to any purchase order, then you can edit its Text Type, Text Description fields, and the Active toggle in the Basic Information section. If the Text ID is linked to a purchase order, you can only turn on or turn off the Active toggle.

Inactive PO Text

Turn off the Active toggle to inactivate PO texts that you want to archive and not appear either automatically or manually by selection on a purchase order. The PO Text Library retains inactive PO texts.

If you inactivate a PO text and if its Text ID is linked to a purchase order, a message appears: Text ID <Text ID> is in use on an Item, an Active Supplier or an Open Purchase Order. Are you sure you want to inactivate this text ID? with the following buttons:

• Yes: Click this to inactivate the PO text.
• No: Click this to keep the PO text active.

See Edit for more details.

The fields marked * earlier in the Main tab’s sections represent the mandatory fields during new PO text creation.