Purchase Assistant

The Purchase Assistant dialog box allows you to view and select items, requested line items, and purchased line items. This dialog box is available from Purchase Requisition, Purchase Order, Purchase Receipt and the Voucher Extended view.

From Purchase Requisition or Purchase Order, the Purchase Assistant allows you to search either items from the Items tab to be purchased, requested items from the Requested tab, or purchased items from the Purchased tab. You can select one or more instances from the search results. Selected results that are applied will populate items into the purchase requisition line items or purchase order line items, depending on entry point to the Assistant.

Note: The Purchase Order Purchase Assistant becomes disabled when a Purchase Order is open from final and the same version exists in draft.

How To Use The Purchase Assistant

1. From Purchase Order, click the Purchase Assistant button in the Line Items area.
   The Purchase Assistant is displayed. There are three tabs that display, the Items tab, the Requested tab, and the Purchased tab.
   

   
   From the Items tab, in the Restrictions area:

2. Enter any restrictions. This is optional. For more information on how to enter restrictions, see Restrictions.
3. Click the Run button.
   A list of instances that match the search criteria and any entered restrictions display. Each search replaces the current contents of the Items list.
4. Select one or more line items from the list and then click the Move button on the context tab.
   The selected line items are removed from the list and moved to the Applied Items list.
5. Review the instances on the Applied Items list. To remove an instance from this list, select the line item and then click the Remove button on the context tab. Removed items are not added back to the Items list.

   
   From the Requested tab, in the Restrictions area:

6. Enter any restrictions. This is optional. For more information on how to enter restrictions, see Restrictions.
7. Click the Run button.
   A list of instances that match the search criteria and any entered restrictions display. Each search replaces the current contents of the Requested list.
8. Select one or more line items from the list and then click the Move button on the context tab.
   The selected line items are removed from the list and moved to the Applied Items list.
9. Review the instances on the Applied Items list. To remove an instance from this list, select the line item and then click the Remove button on the context tab. Removed items are not added back to the Requested list.
   
   From the Purchased tab, in the Restrictions area:
10. Enter any restrictions. This is optional. For more information on how to enter restrictions, see Restrictions.
11. Click the Run button.
    A list of instances that match the search criteria and any entered restrictions display. Each search replaces the current contents of the Purchased list.
12. Select one or more line items from the list and then click the Move button on the context tab.
    The selected line items are removed from the list and moved to the Applied Items list.
13. Review the instances on the Applied Items list. To remove an instance from this list, select the line item and then click the Remove button on the context tab. Removed items are not added back to the Purchased list.
    
    When selections above are complete:
14. Click OK.
    The Purchase Assistant is closed. The instances in the Applied Items are used to either: create purchase order line items from the Items list and the Purchased list, or create purchase requisition line items from the Items list and the Requested list, depending on entry point to the Assistant.

Screen Description

Items tab

The Items list includes the search results of active purchase items. Returned items are limited to those that match the search criteria as well as any restrictions. For more information on restrictions, see Restrictions. For a list of available column descriptions, see Items Column Description.

Requested tab

The Requested list includes the search results to view existing lines from other purchase requisitions. Returned items are limited to those that match the search criteria as well as any restrictions. For more information on restrictions, see Restrictions. For a list of available column descriptions, see Requested Column Description.

Purchased tab

The Purchased list includes the search results to view existing lines from other purchase orders. Returned items are limited to those that match the search criteria as well as any restrictions. For more information on restrictions, see Restrictions. For a list of available column descriptions, see Purchased Column Description.

Applied Items

The Applied Items list includes the search results of active purchase items from the Items list, requested items from other purchase requisitions from the Requested list, and purchased items from other purchase orders from the Purchased list. Returned items are limited to those that match the search criteria as well as any restrictions. For a list of available column descriptions, see Applied Items Column Description.