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PO Archive

PO ARCHIVE​

1.1 Overview​

The PO Archive screen is used to find closed purchase orders and mark them as archived. It is available from the Sales module menu as Po Archive.

1.2 Purpose​

This screen helps users:

  • Search closed PO records by PO number/revision and date range
  • Review matching records in a result grid
  • Archive one or more eligible PO records
  • Export the displayed result set to Excel

1.3 Access​

-Navigation: Sales > Po Archive

1.4 Search Section​

The page opens with a search panel and loads closed PO records for selection.

Available Filters​

  • Select PO - Rev No: Dropdown to select a specific PO and Revision Number from the available PO records, displaying the PO Number, Revision Number, and PO Date.
  • From Date: Start date for PO date search
  • To Date: End date for PO date search

Default Values​

  • From Date defaults to the first day of the current month
  • To Date defaults to the last day of the current month

Search Behavior​

  • The screen always searches against records with status CLOSED
  • If a PO is selected from the dropdown, its internal PO ID is used in the search
  • Dates are submitted in system format and filtered by PO date

Buttons​

  • Search: Loads matching closed PO records
  • Clear: Resets the form and clears the selected PO
  • Archive Po: Archives the checked records in the result grid

1.5 Results Grid​

After a successful search, the page shows a result table with the following columns:

  • S.No
  • Check Box
  • Sales Order Number
  • Sales Order Revision
  • Customer
  • Plant
  • Sales Order Date
  • PO Status

Grid Features​

  • A search box is available above the grid for quick filtering
  • Export as Excel is available for users with export access
  • The export file name is generated as PO Archive with .xlsx format

1.6 Archive Process​

To archive records:

  1. Search and display the required closed PO records
  2. Select one or more rows using the checkbox column
  3. Click Archive Po

Archive Rules​

  • Only checked rows are submitted for archive
  • If no row is selected, the screen shows an informational message
  • Records already in ARCHIVED status cannot be selected again
  • Archived rows show a tooltip indicating that the item cannot be modified

Success Behavior​

When archiving succeeds:

  • A success message is shown
  • The closed PO dropdown list is refreshed
  • The current checkbox selection is cleared

1.7 Messages​

Common system messages used on this screen include:

  • Sales Order Retrieved
  • No PO(s) Retrieved for your Input
  • Selected Po's Are Archived Successfully
  • Cannot Submit Archive Po Without Any CheckBoX Marked

1.8 Notes​

  • The screen labels use Sales Order terminology in the result table, even though the page is named PO Archive
  • The screen is designed specifically for closed PO records before they are moved to archived status