Overview
The Purchase Order Details page in SmartGL provides a detailed view of an individual purchase order selected from the Purchase Orders tab.
From this page, you can:
- Review key header information in the Standard Fields section
- View any configured Extended Fields
- Review the associated Line Items
- Enroll or unenroll the purchase order in AP Accruals notification workflows using the Notification Automation toggle
- Navigate to related purchase orders for the same vendor
- Navigate to related bills for the same vendor
These features help support purchase order review, reconciliation, accrual tracking, and vendor-bill matching.
Figure 1. Purchase Order Details page
Navigate to the Purchase Order Details Page
To open the Purchase Order Details page:
- In the top navigation, click Purchase Orders.
- From the Purchase Orders list, click the value in the PO Number column for the purchase order you want to view.
- The Purchase Order Details page opens for the selected purchase order.
At the top of the page, SmartGL displays the selected purchase order number in the breadcrumb (for example, Purchase Order > [PO Number]) along with action controls and links to related records.
Purchase Order Actions
At the top of the Purchase Order Details page, the following actions are available:
- Notification Automation toggle
- Save button
- Vendor link
- Bills link
Figure 2. Purchase Order Details action bar
Notification Automation
Use the Notification Automation toggle to enroll or unenroll the current purchase order in AP Accruals notification workflows.
By default, purchase orders that appear in Auditoria are unenrolled. You explicitly enroll a purchase order by turning the toggle on.
To update notification enrollment from the details page:
- Click the Notification Automation toggle to turn it on or off.
- The Save button becomes active.
- Click Save to apply the change.
Note: The Save button remains inactive until you change the Notification Automation toggle. This prevents unintended updates when no change has been made.
Note: AP Accruals is designed to operate on open purchase orders. Notification enrollment is intended for purchase orders in Open status.
Tip: To enroll or unenroll multiple purchase orders at once, use the Notification control in the Purchase Orders toolbar. For more information, see [Toolbar Actions on the Purchase Orders Page].
Related Navigation
At the top of the Purchase Order Details page, you can navigate to related records using:
- Vendor
- Bills
These quick links help you move directly from a purchase order to other records associated with the same vendor.
Vendor
Click Vendor to open the Purchase Orders tab filtered by the vendor associated with the current purchase order. The filtered view lists all purchase orders for that vendor and displays:
- A results label at the top in the format Showing results for vendor: [Vendor Name]
- A Clear All Filters button to return to the full Purchase Orders list
Figure 3. Purchase Orders tab filtered by vendor from Purchase Order Details
Bills
Click Bills to open the Bills tab filtered by the vendor associated with the current purchase order. The filtered view lists all bills for that vendor and displays:
- A results label at the top in the format Showing results for vendor: [Vendor Name]
- A Clear All Filters button to return to the full Bills list
Figure 4. Bills tab filtered by vendor from Purchase Order Details
PO Details
The PO Details section displays purchase order–level information and is divided into:
- Standard Fields
- Extended Fields
Standard Fields
The Standard Fields section displays key details about the selected purchase order.
Table 1. Standard Fields
| Field | Description |
|---|---|
| Vendor Name | Name of the vendor associated with the purchase order. |
| Entity | Legal entity, company, or business unit to which the purchase order is assigned. |
| Created Date | Date the purchase order record was created. |
| Date | Purchase order date from the source system. |
| Requisition Number | Requisition number linked to the purchase order, if applicable. |
| Purchase Order Number | Unique identifier for the purchase order. |
| Buyer | Person identified as the buyer for the purchase order. |
| Requester | Person who requested the purchase order. |
| Total Amount | Total amount of the purchase order. |
| Status | Current status of the purchase order, such as Open, Draft, Closed, or Canceled. |
| Currency | Transaction currency of the purchase order. |
Note: The fields displayed may vary depending on your SmartGL configuration and source ERP data.
Extended Fields
The Extended Fields section displays any additional purchase order fields configured for your organization.
If no extended fields are configured, SmartGL displays:
- No Extended Fields
Figure 5. Standard and Extended Fields section
Line Items
The Line Items section displays the individual lines associated with the selected purchase order. Each line provides additional transaction detail for review and reconciliation.
Table 2. Line Item Fields
| Field | Description |
|---|---|
| Line Number | Sequential number of the line on the purchase order. |
| Service Period Start | Start date of the service period, if applicable. |
| Type | Line type, such as Goods or Services. Available values depend on the source ERP. |
| Spend Category | Spend category assigned to the line. |
| Cost Center | Cost center assigned to the line. |
| Line Status | Current status of the line, sourced from the ERP (for example, Open). |
| Service Period End | End date of the service period, if applicable. |
| PO Line Description | Description of the item or service on the line. |
| Rate | Unit rate for the line, if applicable. |
| PO Line Amount | Amount for the line. |
| Matched Quantity | Quantity matched to bills against the line, if applicable. |
| Quantity | Quantity ordered on the line. |
| Matched Amount | Amount matched to bills against the line, if applicable. |
| Supplier | Supplier associated with the line. |
Figure 6. Line Items section
Note: If a field on a line item is not applicable or has no value, SmartGL displays -- in that column.