Purchase Orders

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Manage Purchase Orders From Sourcing to Receiving With Connected Procurement Workflows

Aviation purchasing connects vendor pricing, purchase requests, repair services, exchange details, receiving, shipping, files, clauses, approvals, and cost tracking. When those details are disconnected, procurement teams can lose visibility into ordered items, inbound work, and vendor commitments.

Vista-Suite Enterprise gives teams a connected purchase order workflow for creating, cloning, editing, tracking, printing, emailing, returning, shipping, receiving, and reporting on purchase orders while keeping related inventory, vendors, sales orders, repairs, and files close at hand.

Purchase order management in Vista-Suite Enterprise

Purchase Order Workflow and System Navigation

Vista-Suite Enterprise transactions are designed with a variety of features to streamline processing. The clone feature is more than a simple copy. With Vista-Suite Enterprise, you can clone a purchase order by selecting one or more vendors to create new purchase orders for, including multiple new purchase orders at once when needed.

Quickly select from a list of predefined clauses on the purchase order header and individual items without searching through documents or relying on manual entry. Vista-Suite Enterprise provides an organized selection of clauses to support the flexibility required for different business scenarios. Teams can apply the correct terms without rewriting text or risking inconsistencies. This helps keep purchase orders accurate and customized for the situation. Additionally, you can assign more than one clause as your default, manually apply more than one clause at a time, and edit your clauses before use.

Activate editing for all line items' input fields at once, reducing the need to select and save each line individually. This approach allows for faster data entry across lines and item fields by reducing repetitive actions and providing a smoother experience.

Vista-Suite Enterprise provides consolidated views of files attached to the items associated with your purchase orders. This reduces the need to find, select, open, and view files for each record one at a time. This view is also available when emailing transactions, so you can choose which files should be attached to outbound emails.

International businesses transact in multiple currencies, and Vista-Suite Enterprise can support that. But we give you more than just a currency code table. With our integration to online real-time currency tracking services, you can update your exchange rates any time you desire with just a few clicks of the mouse. Currency codes, exchange rates, and rate effective dates are all held against the transactions, so updating your exchange rates won't interfere with your historical data.

Exchange core charges, repair charges, and over-and-above repair charges often need to stay connected to the related part. Vista-Suite Enterprise lets you create charges for part master records, helping preserve visibility into those charges in transaction history. Vista-Suite Enterprise combines the concepts of non-stock transactions and charge transactions into one workflow.

All transactions provide special charge fields in the header for Freight and Miscellaneous costs that will bypass the tax calculations and appear in the totals of the transactions. These are in addition to the traditional line item charge capabilities and are a convenient feature for passing costs onto your customer.

Shipping details, INCO terms, and ECCN characteristics can all be part of the negotiated contract a purchase order represents. Vista-Suite Enterprise keeps these details available in the purchase order workflow so teams can manage procurement, logistics, and export-related information in context.

Line items can display important purchase order information such as tag/certificate number, tag date, tagged by, traceability, and serial number. Details can be populated from the originating transaction record to reduce separate data entry and documentation sharing.

Vista-Suite Enterprise provides flexibility in specifying alternate parts. Users can select alternates from a predefined list of linked part numbers or choose from the master parts catalog to support more options when creating purchase orders. Multiple alternate lines can be added, including linked and unlinked parts.

Include a mix of line items having different transaction types such as outright sale, cost-plus exchange, flat-rate exchange, rental, brokered repair, bench check, overhaul, modification, and inspections, all within a single purchase order. This flexibility reduces the need for separate purchase orders for different transaction types.

Exchange purchase orders can include the core return by date, replacement charge, exchange note, and a list of different part numbers as core options. Exchange line items can be detailed as cost plus or flat rate and show applicable core costs.

Vista-Suite Enterprise allows you to create a purchase order return directly from a purchase order for items that were previously acquired through purchasing. This approach updates inventory levels, supports the financial aspects of credit memos, and maintains an audit trail.

If you are purchasing repair services, whether through an external broker or by requesting repair pricing from your own 145 repair station, the purchase order module is designed to assist that process. Vista-Suite Enterprise can create a receiving event for inbound items directly from a purchase order. From there, you can create work or repair orders, for example, to support your business process.

Launching a shipping event from a purchase order enables your team to manage cores due to vendors or return items for credit. After selecting line items in a purchase order, you can create a logistics order shipping event (LOS) and return to the purchase order to take action on the remaining line items as needed.

Vista-Suite Enterprise supports brokered orders by allowing you to link a purchase order to a sales order, establishing a direct, trackable connection between a customer's request and its fulfillment, especially for non-standard orders. This helps reserve specific items for that customer and supports accuracy across the process.

While some estimated charges appear on the initial purchase order, final charges may be added throughout the process. Receive charges on Vista-Suite Enterprise purchase orders, and allocate charges to specific line items or to the overall order so the actual cost of each item or the entire order is reflected in the corresponding transaction.

Vista-Suite Enterprise includes an audit log system that provides visibility into the date, time, and details of record changes for header and item activities. The audit log system also shows related activity, such as attaching files or creating a note, through secondary audit logs. Primary and secondary audit logs give you a clearer view of what is happening in your transactions.

Productivity and Automation

A row of signal icons accompanies each purchase order, reducing the time needed to determine whether it involves hazmat, approved or disapproved items, or is linked to a shipping or receiving record.

Tracking procurement team transactions can be tricky. With Vista-Suite Enterprise, the system can assign buyers to purchase order transactions based on the user profile, customer account, or part number selected during purchase order creation. Buyer tracking helps keep procurement ownership details connected to the transaction.

Each top-level transaction or record has its own unique URL. That means you can share the link directly to transactions with co-workers, and reports can include embedded hyperlinks so users can open transactions directly. The same hyperlink approach can also support email notifications.

Access related transactions directly from an order or individual line item to improve visibility across connected workflows. This feature allows users to navigate between linked orders, such as other purchase orders, sales orders, vendor quotes, invoices, repairs, work orders, shipping, and receiving, without searching manually. Users can track order progress, verify dependencies, and make informed decisions with a clearer view of associated transactions.

Vista-Suite Enterprise browse grids offer quick visibility to child records. For example, when searching purchase orders, you do not have to open the purchase order to view line items. Click the sub-browse to review the line items from the list view.

Many transactions inside Vista-Suite Enterprise have what we call the "Shazam" feature. This tool lets you select a part-type line item and copy it to a charge-type line item with one click. It references the original line item using the item numbers, so it is clear what the charge is related to. This feature is useful for users who need to create extra charges for exchanges, repairs, or price adjustments.

File attachments are critical, and with Vista-Suite Enterprise, you can attach files to many types of records, including purchase orders. When emailing a purchase order and attaching a file to an outbound email from your local computer, Vista-Suite Enterprise can save those attachments to the purchase order header files area.

Aviation is a document-heavy industry, and transactions frequently require printing multiple types of documents. With Vista-Suite Enterprise, you can select the documents you wish to print and have them attached to your outgoing email. This can reduce the time required to produce documents for your transactions.

When choosing to print or generate a purchase order from the available templates, there is an option to save the purchase order PDF directly to the transaction's files. This supports a reliable record of what was sent at a specific time. While the system can regenerate purchase orders on demand and provide an audit trail of actions, this feature adds flexibility to various procurement workflows.

Vista-Suite Enterprise includes shortcuts to everyday tasks throughout the system. Printing is a good example. Look up the order from the main browse, and you can print default documents without opening the transaction. Action menus offer several features depending on where you are in the system.

Printing or generating a purchase order from the available templates provides access to email messaging capabilities, and the purchase order PDF can be attached. Other files from the order, stock, company, and main library are also available as attachment sources.

With Vista-Suite Enterprise, you can upload and store files like technical manuals, documents, photos, and videos. Company media can be organized into a central file library for easier access. When attaching files to a purchase order, choose files from the main file library, company files, linked order files, inventory files, and files from your computer.

Kanban boards provide a visual way to manage purchase order stages and business process flows. Vista-Suite Enterprise applies this concept to transactions, giving you an interactive board for moving transactions through different statuses. The boards can auto-refresh, filter, and provide drag-and-drop capabilities.

User Experience and Customization

User-defined fields (UDFs) are available throughout Vista-Suite Enterprise. You can create UDFs to track data elements, from notes to selection lists, currency, numbers, or dates. UDFs are presented in a spreadsheet-like fashion to support data entry, and the fields can be pulled into reports for analysis. Colored tabs identify UDF values being filled in partially, entirely, or not at all.

The ability to rearrange and hide columns makes the line item grids fully customizable. Each user can adjust the visible information to their preferences for optimal productivity. This same feature is utilized across the system wherever data tables are present.

Transaction numbering is critical. Numbering can be used to separate transactions for different departments, products or services, and other valuable purposes. If you have a data migration, you may also want migrated data to show original transaction numbers. Vista-Suite Enterprise number logs let you define multiple number logs for transactions. With prefix and postfix options, numbering schemas can be simple or complex, depending on your needs.

User-defined line item category codes can help you segregate line items inside your reports and dashboards so you can quickly report on groups of transactions.

Pinned notes let you create system-wide pins or categories where notes can be created. Each pinned note is date and time stamped and shows the creator of the note. You can also attach files to a note, lock a note, search, filter on notes, and run reports on different pin categories. Some companies use Vista-Suite Enterprise pinned notes to support CRM-style account activity tracking.

Transactions in Vista-Suite Enterprise include an external notes feature that lets you input separate notes meant for the vendor or customer. This gives teams a dedicated area for external communication on transactions while keeping internal notes separate.

Document customization in Vista-Suite Enterprise offers the flexibility to design and edit your own materials. Although the data structure and design tools are made with both beginners and advanced users in mind, our team can design and build custom documents as an additional service.

Purchase Order List View

Signals indicate if the purchase order contains hazmat materials, accepted or rejected items, or is linked to a receiving or shipping event. Among the customizable columns displayed is the overall purchase order disposition, allowing for quick awareness of progress without the need to open the record. A quick-action menu includes options to edit, delete, view files, print docs, or clone the purchase order

Purchase Order List View Expanded

The expanded portion reveals purchase order line items and at-a-glance signals that indicate if an item is a hazardous material or linked to a receiving or shipping event. Among the customizable columns displayed is the item disposition, allowing for quick awareness of progress without the need to open the record.

View A Dedicated List Of Ordered Items

The "Ordered Items List" layout surfaces ordered items and the corresponding purchase orders, reducing the time required to identify ordered items and related details. The quick-action menu enables options to edit the purchase order, print docs, view files, and view item notes.

Purchase Order Kanban Layout

Kanban layouts provide a visual workflow for managing purchase orders, making it easier to track each order's status and reduce the chance of work getting missed.

Purchase Order Transaction Header

Structured header information and tabbed access to additional purchase order details help keep the purchase order workflow organized.

Purchase Order Transaction Lower Data

At the top is an expanded line item where linked orders are displayed. Below is the transaction summary of totals, followed by a reference to the overall cost and profit margin. Also notice the exchange details for the selected line item.

Standard Reports Include:

Purchase Order Request Document: Supports internal approvals and budget control before making a purchase.
Purchase Order Document: Provides suppliers with a structured purchase order that communicates buyer expectations, such as delivery and payment terms, condition requirements, quantities, pricing, and exchange details.
Purchase Order Detail: A detailed breakdown of purchase orders, including item descriptions, quantities, prices, transaction types, fulfillment status, and other descriptive elements.
Purchase Order Status: A report summarizing the status of purchase orders, such as confirmed, created, hold, sent, and closed. Status names can be customized to your own requirements.
Purchase Order Receiving Log: Provides visibility into the status and transaction details of expected purchase order items for procurement and warehouse teams.

Samples:

Purchase Order Request Document

Supports internal approvals and budget control before making a purchase.

Purchase Order Document

Provide suppliers with a well-structured, professional purchase order that clearly communicates buyer expectations, such as precise delivery and payment terms, condition requirements, quantities, pricing, exchange details, etc.

Purchase Order Detail

A detailed breakdown of purchase orders, including item descriptions, quantities, prices, transaction types, fulfillment status, and many other descriptive elements.

Purchase Order Status

A report summarizing the status of purchase orders, such as confirmed, created, hold, sent, and closed, for example. Customize the status names to your own requirements. The report can be tailored to list details such as vendor, buyer, terms, number of items, etc.

Purchase Order Receiving Log

Improve the communication between procurement and warehouse teams by providing visibility into the status and transaction details of expected purchase order items. Proactively address discrepancies and improve planning across your operation.

Software development moves fast, and features evolve over time. While we strive to keep this and other pages accurate, some information may not reflect the most recent changes. For the most current details, we recommend scheduling a live demo at ambryhill.com/demo.

Back to Core Features List

Purchase Orders

Manage Purchase Orders From Sourcing to Receiving With Connected Procurement Workflows

Purchase Order Workflow and System Navigation

Clone Entire Purchase Orders Or Line Items

Header And Item Clauses

Edit Several Items At Once

Consolidated View Of Files

Supports Multi-Currency

Supports Charges For Part Numbers, And Not Just Charge Codes

Separate Charge Fields For Cost Passthrough

Include Freight Information, INCO Terms, And ECCN Details

Line Item Level Traceability, SN, And Tag Details If Desired

Specify Alternate Parts For Line Items

Supports Multiple Transaction Types

Include Important Exchange Transaction Details

Create A Purchase Order Return From A Purchase Order

Create An Inventory Receiving Event From A Purchase Order

Create An Inventory Shipping Event From A Purchase Order

Link To A Sales Order From A Purchase Order

Receive Charges Within A Purchase Order

Header And Detail Audit Logs

Productivity and Automation

Signals Indicate The State Of Each Purchase Order

Automatically Assign A Buyer Name

Transactions Have Unique URLs For Easy Sharing With Co-Workers

View Linked Orders At The Item And Order Level

Embedded Sub-Browses For Easy Visibility Of Items

Shazam A Line Item

Attach Files

Print Multiple Documents With A Single Click

Save Printed Purchase Orders To Purchase Order Files Automatically

Print And Email Right From The Main Browse

Integrated Emailing Capabilities

Attach Files To Outgoing Emails From Multiple Sources

Kanban Boards To Manage Purchase Order Stages And Business Process Flows

User Experience and Customization

User-Defined Fields For Headers And Items

Customizable Browse Grids For Line Items

Customizable Numbering System With Unlimited Number Logs

Categorize Line Items With Category Codes

Internal Pinned Notes

External Notes

Customize Purchase Order Documents To Fit Your Needs