Transaction lists—Purchasing

This list supports the enhanced lists interface. Learn more about using enhanced lists.

You can view all transactions in one list, or in lists by transaction type. Depending on your subscriptions, permissions, and transaction definition configurations, you can perform several actions from a transaction list.

Subscription

Purchasing

Regional availability

All regions
User type

Business

Employee

Project Manager

Warehouse
Permissions

Purchasing transactions: List, View, Add, Edit, Delete
Restrictions
  • Employee users have the following access to transactions, depending on their permissions:
    • List, View, Add, Edit, and Delete: Can only create, change, and delete transactions with a type of Quote, such as purchase requisitions.
    • List and View: Can only list and view transactions with a type of Quote.
    If Purchasing is configured with the Restrict employee user access to purchase documents enabled, Employee users are limited to only seeing the Quote type transactions that they created.
  • Project Manager users can only List and View transactions.
  • The user must not be excluded from user or user group access rights for the transaction definition.

View a transaction list

You can view all the Purchasing transactions in one list or you can view a list of transactions by transaction type.

If you're an Employee user and your company has restricted Employee User access to purchase documents, you'll see only the purchase requisitions that you created or approved.

View by transaction type:

  • Go to Purchasing > All > Transactions and select the applicable transaction type.

    To view supplies requests, go to Purchasing > All > Supplies Inventory > Workbench. Learn how to process supplies requests.

View all transactions:

  • Go to Purchasing > All > View transactions.

  • Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

  • When you access the list from the top level, you initially only see records created at the top level. To see records created within entities, select Filters and then select Include entity records. Select Apply to update the filter.

If you accessed a list from the top level of a multi-entity shared environment, to view transactions created in all entities select the Include private checkbox.

The most common reason that you do not see this feature is that you're using a custom view.

When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option.

To see the options again, switch back to View All. See Custom views for more information.

If you are using Supplies Inventory, you can refer to the Entity column in the Supplies workbench transaction list to identify where a transaction originated.

To view a transaction, select the Document number link. You can also select More actions > View at the end of the row.

To view a transaction, select View next to the transaction.

Edit a transaction

If you have the appropriate permissions, you can edit most details for a transaction that has a state of Draft, Declined, or Pending.

The following table describes the conditions under which you cannot edit a transaction and gives possible solutions to enable you to edit the transaction:

Condition Possible solution

If the transaction definition Edit policy is set to "No edit".

Change the Edit policy on the transaction definition.

If you have previously printed a document for the transaction and the transaction definition Edit policy is set to prohibit the edit of a transaction after a document has been printed.

Change the Edit policy on the transaction definition.

If the transaction definition has Enable edit of supplier is set to "Never"

This restricts users from changing the supplier in Draft and Pending transactions.

Change the Enable edit of supplier setting on the transaction definition.

If the transaction requires approval and is in the approval cycle (the state of the transaction is Submitted or Partially Approved).

Do one of the following:

  • Delete the transaction and create a new one that contains the modifications.
  • Wait for the transaction to be approved or declined.

You can also check the approval history to see who needs to provide approval and ask that person to decline the transaction to end the approval cycle faster. To find the next approve:

  1. Select Edit or View next to the transaction.
  2. On the History tab, select the Approval history link.

When you edit and resubmit a declined transaction, it enters the approval cycle.

If you edit and resubmit an approved transaction, it enters the approval cycle only if the purchasing approval configuration on the Configure Purchasing page is set to require a new approval cycle if an approved transaction is modified.

If the transaction has been converted to another transaction.

Delete the downstream transaction. For example, if you want to edit a purchase order that has been converted to a PO purchase invoice, delete the PO purchase invoice.

If an actual landed cost has been linked to the transaction.

Delete the transactions that have actual landed costs linked to the transaction. To find the transactions with actual landed costs linked to the transaction:

  1. Go to the History tab on the transaction.
  2. In the Adjustment history section, select the first link where the Transaction name starts with SYS-LC Actuals Adj Incr. The system-generated inventory adjustment transaction that added the actual landed cost to the item valuation appears.
  3. Select the History tab in the system-generated inventory adjustment transaction.
  4. In the Landed cost details section, note the name of the transaction used to enter the actual landed cost (in the Landed cost transaction column).
  5. Repeat steps 2 to 4 to find all the transactions with actual landed costs that are linked to the original purchase.
  6. Delete the transactions with the actual landed costs that you found.

If an inventory adjustment has been linked to the transaction.

Delete the inventory adjustment. To find the inventory adjustments that are linked to the transaction, go to the History tab on the transaction and look in the Adjustment history section.

If the fiscal period is closed.

Open the fiscal period.

If the transaction is shared within a multi-entity company.

Shared transactions can only be edited at the top level.

If you display the transaction list at the entity level, you might see shared transactions. However, these transactions will be listed as "Not owned" by the entity and the Edit option won't appear.

If you have the appropriate permissions, go to the top level to edit the transaction.

If the transaction includes an actual landed cost that's been linked to a source transaction that's now in a closed period.

Open the fiscal period for the source transaction.

If your company is subscribed to the Taxes application and the transaction has been included in a tax return (VAT return or Business Activity Statement) that was prepared and submitted to a government authority using the tax submission process.

Enter an adjusting transaction.

If you edit only the following fields when you update a transaction and select Post, the transaction is saved instead of reposted:

  • Shipping method
  • Item description
  • Custom fields that have unique IDs from the custom fields on the AP supplier invoice

The exception is that if the transaction definition was changed after the last time the transaction was posted, then the system will repost the transaction after the edit.

Delete a transaction

If you created a transaction in error, you can delete the transaction using the Delete function within a transaction list. Deleting a transaction removes the transaction from the system and rolls back all the relevant data in the system to the state it was in before the transaction was created (this includes GL accounts, subledger accounts, and so on).

For receivers and vendor invoices only: If you do not want to delete a receiver or PO purchase invoice for audit purposes or you cannot delete it, see Delete or reverse a Purchasing receipt or Delete or reverse a Purchasing invoice.

The following table describes the conditions under which you cannot delete a transaction and provides possible solutions to enable you to delete the transaction:

Condition Possible solution

If the transaction definition Delete policy is set to No delete.

Change the Delete policy on the transaction definition.

If you have previously printed a document for the transaction and the transaction definition Delete policy is set to prohibit the deletion of a transaction after a document has been printed.

Change the Delete policy on the Transaction definition.

If the transaction has been converted to another transaction.

Delete the downstream transaction. For example, if you want to delete a purchase order but it was already converted to PO purchase invoice, delete the PO purchase invoice.

If an actual landed cost has been linked to the transaction

Delete the transactions that have actual landed costs linked to the transaction. To find the transactions with actual landed costs linked to the transaction:

  1. Go to the History tab on the transaction.
  2. In the Adjustment history section, select the first link where the Transaction name starts with SYS-LC Actuals Adj Incr. The system-generated inventory adjustment transaction that added the actual landed cost to the item valuation appears.
  3. Select the History tab in the system-generated inventory adjustment transaction.
  4. In the Landed cost details section, note the name of the transaction used to enter the actual landed cost (in the Landed cost transaction column).
  5. Repeat steps 2 to 4 to find all the transactions with actual landed costs that are linked to the original purchase.
  6. Delete the transactions with the actual landed costs that you found.

If an inventory adjustment has been linked to the transaction.

Delete the inventory adjustment. To find the inventory adjustments that are linked to the transaction, go to the History tab on the transaction and look in the Adjustment history section.

If the fiscal period is closed.

Open the fiscal period.

If the transaction is shared within a multi-entity company.

Shared transactions can only be deleted at the top level.

If you display the transaction list at the entity level, you might see shared transactions. However, these transactions will be listed as "Not owned" by the entity and the Delete option will not appear.

If you have the appropriate permissions, go to the top level to delete the transaction.

If the transaction includes an actual landed cost that's been linked to a source transaction that's now in a closed period.

Open the fiscal period for the source transaction.

If Inventory Control is configured to not allow negative inventory and deleting a transaction would cause the quantity for an item to go negative.

Consult with your system administrator to determine if enabling negative inventory is the correct option for your company.

To delete one or more transactions:

  1. Open the applicable transaction list and find the transactions to delete.
  2. Select the checkbox next to each transaction.

  3. Select More actions > Delete at the end of the row.

    Depending on your user preferences, the system might prompt you to confirm the deletion.

  1. Open the applicable transaction list and find the transactions to delete.
  2. Select the checkbox in the Delete column next to each transaction.

  3. Select the Delete button.

    Depending on your user preferences, the system might prompt you to confirm the deletion.

Customize a transaction list view

You can customize any transaction list by creating your own view. For example, you can choose to create a view that includes the Date last modified column and the Transaction total column.

  1. At the top of the transaction list, select Manage view and then New.
  2. On the Create new view page, enter a name for your view in the Name field.
  3. Select the columns you want to include in the view.
  4. Select Save.
    The new view displays automatically.
  1. At the top of the transaction list, select Manage views and then Create new view.
  2. On the Create new view page, select the columns you want to be displayed.
  3. Select Save.
  4. Enter a name for your view in the Name field and then select Save.
  5. At the top of the transaction list, select the View field and select your view from the list.

Learn more about customizing views.

What else can I do from a transaction list?

Depending on your subscriptions, permissions, and transaction document configurations, you can perform all or some of the following actions from a transaction list.

  • To add a transaction from a transaction type list, select Create. Learn more about adding transactions.
  • To print or email a document, select More actions > Print or email on the desired transaction line. Learn more about printing or emailing a document.
  • To convert a transaction to another transaction type, select Convert next to the desired transaction, and select the name of the transaction to which you want to convert this transaction. Learn more about converting Purchasing transactions.
  • Learn about converting transactions by line item (Purchasing)
  • To import a list of transactions, select the Import button. Learn more about importing Purchasing transactions.
  • To export a list of transactions, select the Export button and then select the desired output file type (CSV, PDF, and so on).
  • To add a transaction from a transaction type list, select Add. Learn more about adding transactions.
  • To print or email a document, select More actions > Print or email on the desired transaction line. Learn more about printing or emailing a document.
  • To convert a transaction to another transaction type, select Convert next to the desired transaction, and select the name of the transaction to which you want to convert this transaction. Learn more about converting purchasing transactions.
  • To import a list of transactions, select the Import button. Learn more about importing Purchasing transactions.
  • To export a list of transactions, select the Export button and then select the desired output file type (CSV, PDF, and so on).

Column descriptions

Column Description

Type

The type of purchase transaction. For example, a purchase order, PO purchase invoice, and so on.

Document number

The unique transaction identifier.

Reference number

A reference to another document number or other reference text associated with the transaction.

Supplier name

The supplier associated with the transaction.

Txn currency

The currency in which the transaction is expressed. This column is only applicable to multi-currency companies.

Base currency

The functional currency for the transaction. This column is only applicable to multi-entity, multi-currency companies that have multiple base currencies enabled and is only displayed at the top level company.

Date

The transaction date.

State

The workflow status of the transaction. Learn more about transaction states.

List views of transactions provide a one-stop shop for viewing and accessing all transactions of a specific type, for example, AP supplier invoices or invoices. But what about finding transactions that are in a specific state, such as draft, paid, partially paid, and so forth?

There are two easy ways to locate transactions in a specific state:

  • Filter for the transaction state on the fly: In the transaction list view, enter the state in the State column, then select Go. The list displays only those transactions in that state.
  • Create a permanent custom view that filters for the transaction state: Create the view, and set the filter to State = <state>, where <state> equals the state you are seeking, such as Draft, Posted, Paid, Reversed, and so forth. This custom view is always available from the transaction list.