Purchase Order System - Dashboard

My Tasks Grid

The dashboard is the first window you see when logging into the purchase order system. It acts as a homepage for your system. Every system comes with a dashboard, however you can control what appears on it

Versatile, customisable opening dashboard providing an overview of system status

For more information on Dashboard content configuration, click here.

Status Bar

At the top of the dashboard, there is a status bar containing information regarding your user account.

A toolbar containing information regarding your user account on the PO system

The bar includes the following information:

  • User: This shows you the user that you are currently logged in as.
  • Outstanding Tasks: This shows how many outstanding tasks are currently assigned to you.
  • Documents To Index: This is the total number of documents that you have imported into the system but have not yet indexed against an item.
  • Out Of Office: This is the status of your Out Of Office function.
  • Invoices To Export: This is the total number of invoices that have been approved but are not yet exported.
  • Credit Notes To Export: This is the total number of credit notes that have been approved but are not yet exported.

The Invoices & Credit Notes To Export information is only present on systems with the Invoice Processing module enabled.

There is also a search bar on the right hand side of the Status Bar.

A global search bar allowing users to search the whole purchase order system for a specific item or record.

This search bar allows you to search the entire system for items. For example, if you type a purchase order number into this field, the results will consist of any item relating to that purchase order number.

Companies Drop Down

The Dashboard contains a Companies drop down menu, this allows you to switch between your companies on the system. (This is only applicable if you have more than one company set up on the system).

A The PO software accommodates multiple companies, these can be selected via the drop down menu.

For more information on setting up another company, click here

Selecting another company from this list will refresh the dashboard with information relating to the specified company.

Switch between companies on the purchase order software

There is an All Companies option available if you wish to see information relating to both companies within the dashboard.

Outstanding Section

The Outstanding Section contains information relating to outstanding tasks and items within the system. This information is displayed in pie chart format for ease of navigation.

The PO system dashboard features pie charts displaying your outstanding tasks and items.

There are four standard pie charts visible:

  • My Outstanding Tasks: This displays your own outstanding tasks. The chart contains a separate section for each type of task. The sections are colour coded accordingly.
The My Outstanding Tasks chart splits your tasks into each type for easy review.
  • All Outstanding Tasks: This displays the total number of outstanding tasks within the system (not just your own). Again, the sections are colour coded accordingly.
The All Outstanding Tasks chart provides a breakdown of all outstanding tasks in your organisation.
  • Outstanding POs: This displays any outstanding purchase orders along with their relevant status (i.e. Awaiting Approval, Pending Submission or Rejected).
The Outstanding Purchase Orders chart shows all outstanding purchase orders within the system.
  • Outstanding Invoices: This displays any outstanding invoices along with their relevant status (i.e. Awaiting Approval or Rejected).
The Outstanding Invoices chart shows all outstanding invoices within the system.

The Outstanding Invoices Chart is only applicable to systems with the Invoice Processing module enabled.

You can drill down into any section on the charts by simply clicking on the relevant one. This takes you to the relevant grid, from which you can access the desired task or item.

It is important to note, that you are only able to view items for which your user permissions allow. (If you do not have the relevant permissions on your account, you will not be able to view restricted items.) For information on User Permissions, click here.

Budgets Section

For systems with budgets enabled, the dashboard will contain a Budgets section.

The Budgets Section provides key information on the budgets within the PO system.

This section consists of the following:

Budget Totals Chart

This chart displays total budget information for the Company, Department and Project levels.

The Budget Totals chart provides a breakdown of budgets at Company, Departmental and Project level.

The sections on the chart are colour coded and split into; Allocated Total, Used Total and Remaining Total.

You can drill into each section by simply clicking on it. This will display the relevant budgets.

Budget Invoice Totals Chart

This chart displays the total budget invoice information for the Company, Department and Project levels.

The Budget Invoice Totals chart provides a breakdown of budget invoice information at Company, Departmental and Project level.

The sections on this chart are colour coded and split into; Used Total, Invoiced Total and Remaining Total.

The Budget Invoice Totals Chart is only applicable to systems with the Invoice Processing module enabled.

Budgets Watch List

This grid contains information on budgets that have been assigned to the watch list.

The Budgets Watch List allows you to review your most important budgets from the dashboard.

The watch list is for budgets that you would like to see each time you view the dashboard. They are typically budgets that are high use and require regular monitoring.

For information on adding budgets to a watch list, click here.

The watch list grid includes information about each budget such as; name, cost code, nominal code, budget number, name, and relevant values.

Budgets Due To Expire

This grid contains information on budgets that are due to expire within the next 30 days.

The purchase order system allows you to set expiry dates for your budgets for better control over spend.

The grid shows all relevant budget information and values. It also includes the Expiry Date, allowing you to see how long the budget has left to run.

For information on setting a budget expiry date during budget creation, click here

For information on setting a budget expiry date for existing budgets, click here

If a budget is due to expire and you would like to keep it live past the current expiry date, you can simply amend the date or remove it by editing the budget.

Only users with the Budget Admin permission enabled can edit budgets. For information on user permissions, click here.

POs Awaiting Receipt Section

For systems with the Goods Receipting (GR) module enabled, the dashboard will contain a POs Awaiting Receipt section.

You can receive goods against purchase orders from the dashboard within your PO system.

This grid will display any purchase orders that have been issued and are not yet fully receipted. It contains columns detailing the PO Number, Title, Supplier and Status.

POs with a status of "Issued" have not yet had any items receipted. POs with a status of "Received (Part)" have had some items receipted but not all.

You can receipt POs directly from this grid by clicking on Receipt PO at the end of the desired line. This will take you to the Goods Receipting window.

For more information on the Goods Receipting process, click here.

Suppliers Section

The dashboard includes a Supplier Ratings section, this consists of two tables; Top Lowest Rated Suppliers and Top Highest Rated Suppliers.

The PO software allows you to rate each supplier and keep track of their performance.

This section allows you to quickly review which suppliers are performing well and which suppliers are performing poorly.

To view the supplier in more detail along with any applicable comments, simply click on the corresponding row.

For more information on supplier ratings, click here.

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