The PO-14 On-Order report sounds like just an open PO report, but you might not be aware of the various ways it can be used. In addition to showing you POs that are on order, it can also show you orders that you haven’t been invoiced for yet (or you were invoiced but someone forgot to cost the PO), or it can you show returns you’ve sent back where you haven’t received credit for them yet.
As with every report in EPASS you need the appropriate security in order to run it:
One of the key fields on this report that really controls what information it will retrieve is the Show selection. To run the report as an on-order (open POs) report you’ll need to select “On-Order Only”.
Without using any of the other options, On-Order Only would just show you everything currently on order. Since showing everything might be too much you could narrow the report down by using the date range (do you really need to see everything that was ordered today?), or you could use the following options to look at a more specific set of data.
Show only where ETA date has passed: This works together with On-Order Only but will only show where the ETA date has passed, so you can focus on the product that is late. When this option is checked you can also choose to Include blank ETA Dates.
Show only where not confirmed: On the PO Header window there is a Confirmed field. You can use this to enter when you received confirmation from the supplier that they actually received the PO. If you are maintaining the confirmed field, then you could use this check box to find only the POs where you did not receive confirmation. You may want to double check with the supplier if they did receive those orders.
Here is a sample of items on order on the report.
Another way you can use this report is show items that have not yet been costed. These items would not be on order at all; they have actually been received but you just haven’t received the invoice from the supplier yet, or the costs were not entered into EPASS. To run the report for not costed inventory choose the Not Costed Only option.
Supplier Invoice Required to be Costed: This means an item on a PO is not considered “costed” until you have entered the supplier invoice number. This is how a company would normally operate; it’s important to track all supplier invoice numbers especially if you provide warranty service.
Just as important as making sure your POs are being costed is making sure you have received credit for your parts returns, and that the credit invoice was entered on the return PO. You can track this using the PO-14 by selecting Not Costed Only and checking Show only Returns. Now the report will show you everything you sent back to the supplier where you did not yet receive credit (or it was not keyed into EPASS).
You can also run the report for On Order & Not Costed to show items that are still on order AND items that have been received but were not yet costed. Typically they are run separately but there are occasions where you may want to just look for any discrepancies whether it is an on-order issue or something was not costed.
