Purchase Order State History Records

This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.2.
For the latest version of this help file can be found here.

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A purchase order may be in a number of states: draft, issued, closed, and void. Whenever a purchase order changes state, MainBoss opens a window where you can record comments and set the effective date of what happened. For example, when you close a purchase order, MainBoss opens a window where you can specify a date that the PO was closed and record any relevant comments. You can also create a state history record by clicking Add Purchase Order Comment in any window where the button appears.

The window that records state information contains the following:

Number: A read-only field identifying the purchase order whose state is changing.

Current State History State: A read-only field telling the current state of the purchase order (before the state changes).

Current State History Status: A read-only field giving the current status of the purchase order. For more on purchase order statuses, see Purchase Order Status Codes.

Effective Date: The date/time when the state changed. By default, MainBoss fills this in with the current date/time. (Note that MainBoss also records the actual date/time on which the state changed—i.e. the date when you're actually filling out this record.)

User Contact: A read-only field identifying the person who created this record.

State: A read-only field identifying the new state of the purchase order (the state the purchase order will enter once you Save & Close this record).

Status: A new status code that you want to assign to this purchase order. Typically, a status code should only be assigned to a purchase order when the purchase order needs attention from someone; otherwise, the status should be blank.

Comments: Any comments you want to record at this time.

Save & Close: Saves the current record and closes the editor window. This changes the state of the purchase order.

Close: Closes the window without changing the state of the purchase order.

For more on purchase orders, see Purchase Orders. For more on editors in general, see Using Editors.

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