Viewing Purchase Orders - Purchase Order List
Viewing Purchase Orders - Filtering
Viewing Purchase Orders - Searching POs
Viewing Purchase Orders - PO History
Viewing Purchase Order Details
Alerts are sent to the user to notify or remind them of action that has or has not been taken. They are to be viewed, and after viewing must be closed.
STEP 1: View Open, Closed or All alerts by selecting the appropriate filter on the alerts page.
STEP 2: Once having viewed and read an Open alert, you must choose the alert by checking the Closed check-box relating to the alert.
STEP 3: Click the CLOSE ALERT button on the Alerts screen to close one alert at a time or click CLOSE ALL button to close all alerts.
NOTE: A list of the various alerts and their definitions can be found towards the bottom of this page.
STEP 4:
CLOSING INDIVIDUAL ALERTS:
Once you have clicked the CLOSE ALERT button on the Alerts screen, a confirmation pop-up message appears.
Click the CLOSE ALERT button. You will be returned to the Alert List screen.
OR
CLOSING ALL ALERTS:
Once you have closed the CLOSE ALL button on the Alerts screen, a confirmation pop-up message appears.
Click the CLOSE ALL button. You will be returned to the Alert List screen.
If you Cancel, the alert(s) will remain open and you will be returned to the Alert List screen.
ALERT DEFINITIONS
Alerts are sent to Suppliers through an automated email to the Alerts screen within the Web PO application. The following chart provides a breakdown of the alerts and the method of communication used to deliver them. "X" denotes the method used to communicate with the user.
| ALERT TYPE | EDI SUPPLIER | NON-EDI SUPPLIER | |||||
|---|---|---|---|---|---|---|---|
| DESCRIPTION | SCREEN | SCREEN | FREQUENCY | TIMING | CLOSE ALERT WHEN | ||
| New PO | X | Once | Hourly | N/A | |||
| Overdue Confirmation - 3 business days | X | X | X | X | Repeat until actioned | Daily | When vendor clicks on Confirm When status changes to Confirmed, Picked-Up, Cancelled, Ready to Ship, Received When user closes alert |
| Revised PO | X | Once | Hourly | N/A | |||
| FF order and Pick-up Overdue 6 business days - Vendor Ready (only send the alert for FCL POs (equipment size 20 or 40) | X | X | X | X | Repeat until actioned | Daily | When status changes to Picked-Up, Cancelled, Received. When user closes alert, alert is closed for that day but is recreated if not Picked-Up, Cancelled or Received. |
| FF Order and Pick-up Overdue 6 business days - Vendor not ready | X | X | X | X | Repeat until actioned | Daily | When status changes to Picked-Up, Cancelled, Ready to Ship, Received When user closes alert, alert is closed for that day but is recreated if not Picked-Up, Cancelled or Received |
| Cancelled PO | X | X | Once | Hourly | When user closes alert | ||
The first action taken as part of the Web PO process is the LCBO's email notification to a Supplier that a PO has been issued. From here, the LCBO seeks a confirmation of the PO from the Supplier. This confirmation process is tracked and documented within the Web PO system. For the Supplier, the first step in the process is to go to the Purchase Order List.
1: Click Purchase Order List in Menu Bar under the Purchase Orders heading on any screen. The Purchase Orders List screen appears, showing a listing of all the POs of a given supplier.
2: To View a Purchase Orders List which exceeds the view on the screen, click either Next, Last or the page number(s) of the screen(s) you wish to view.
3: To Print a Purchase Orders List, click the Print button. Then click the printer icon in the top toolbar. This print action prints all pages contained in the list of orders.
VIEWING PURCHASE ORDER - FILTERING
In viewing POs, users can narrow their search for a specific purchase order(s) on the Purchase Order List. The more refined the search, the quicker the response. On the Purchase Order List screen, there are 7 fields or categories to work within to refine or filter a listing of purchase orders.
NOTE:
PO numbers consist of a 3 digit warehouse prefix, and then a string of 8 digits representing a
PO(e.g.,102 - 00012345). In the future, as the number of POs issued increase, the number of leading zeros found in a PO will decrease.
To Search by PO Option 1:
To search by PO, users can enter the purchase order number into the PO Number field.
Once you have entered the purchase order's warehouse prefix (e.g., 102 - ) plus the next first 4 digits (e.g., 0003),
a drop-down list will appear from which you can scroll-down and select your desired PO.
This list becomes more refined as more digits are entered.
To Search by PO Option 2:
To search by PO, users can enter the 8 digit number following the 3-digit
warehouse prefix into the PO Number field and click.
To Search by Date:
The Order Date (i.e., the date the PO was created) is the default Date Type, when referencing all POs.
Users can also search POs based on either Arrival Date or Ship Date, depending on location of supplier.
NOTE:
Besides Date Type, Canadian sourced POs can also be searched by the Arrival Date -
which is the scheduled arrival date of product at the LCBO warehouse. Regarding all non-Canadian sourced POs,
they can also be referenced by their Ship Date - which is the scheduled date suppliers will ship product.
Date From & Date To:
These fields work together and refer back to the type of date selected in the Date
Type filter. With both these fields, enter either specific dates or select a range in dates from the adjacent
pop-up calendar.
Status: There are 5 different outstanding statuses which enable users to filter and further refine their PO search.
Appointment Number: NOT CURRENTLY IN USE
Port of Exit: Select from drop-down menu either All or a particular Port. Or, you can also enter beginning letters of desired Port into field and options will begin to appear; you can then choose desired Port from drop-down options by clicking desired Port.
Statuses:
Below is a list of the statuses used within LCBO Web PO. The statuses shown in blue are included in the Outstanding status.
| Status | Description |
|---|---|
| New | LCBO submitted a purchase order and the Supplier has not yet viewed it in the portal. Once viewed, status automatically changes to Waiting on Supplier. |
| Revised | LCBO has submitted a purchase order change and the Supplier has not yet viewed it in the portal. Once viewed, automatically changes to whatever the previous status was. |
| Waiting on Supplier | Supplier has opened, but not confirmed the PO. |
| Waiting on LCBO | Supplier has submitted a change request(s) and is waiting for LCBO to accept and reissue or reject. |
| Rejected | LCBO rejected the Supplier change request. |
| Confirmed | Supplier has agreed to quantity of product ordered and all relevant dates. At this point, the Web PO system is waiting for the supplier to indicate that the goods are ready to be shipped. |
| Waiting on LCBO | Supplier has submitted a change request(s) and is waiting for LCBO to accept and re-issue or reject. |
| Cancelled | LBCO has cancelled the order. |
| Ready To Ship | Supplier has advised the Web PO that the goods are ready to be shipped. |
| Picked-up | The PO goods have changed possession from supplier to transporter. |
VIEWING PURCHASE ORDERS - SEARCHING POs
Search Function:
- Users can also search for purchase orders using the Search function. Simply input information into
one or more of the filters and click Search.
If the results of the search are not what was intended, users can reset searched cells and start over by clicking RESET, which will return the user to the default screen.
- Whenever a field or line item is highlighted in pink, this tells the user that the highlighted PO is cancelled.
NOTE: If you come to the Purchase Order List and find that there are no outstanding purchase orders, check your drop-down menus to see if the filter settings are what you want.
VIEWING PURCHASE ORDERS - PO HISTORY
STEP 1: From the Purchase Order List users can view the complete history of any purchase order in the listing by clicking on the PO History box adjacent to the particular purchase order line item.
STEP 2: The PO History screen details the statuses, changes, transactions, etc. in the lifecycle of a given purchase order.
All the details associated with a purchase order are listed and sorted in descending order of transaction date. The PO History screen also provides a purchase order's current status as found in the PO Status field.
STEP 1:Click the PRINT button prints the entire transaction history for the order displayed. This includes all subsequent pages not visible on the screen. When the PO History report appears, click on the printer icon in the top toolbar, to print the history.
VIEWING PURCHASE ORDER DETAILS
STEP 1: From the Purchase Order List screen, mouse over a given PO and the selected PO line item turns green. Click highlighted (greened) line item and PO Details screen for the selected PO appears.
From the PO Details screen the user can perform a number of actions including: CONFIRM a PO , perform PO Change Requests (REQUEST DATE CHANGE, REQUEST QTY CHANGE ) and indicate that PO goods are Ready to Ship.
VIEWING INFORMATION NOT SHOWN ON THE SCREEN
The amount of detail that comes with a purchase order doesn't all fit on a1024 x 768 screen. In order to accommodate all the information, a feature called Collapsing Panels will help negotiate this challenge. On the PO Details screen, notice the two up carets on the left side of each light green header. Clicking on these icons will either collapse or expand the respective sections. An up caret collapses a view and a down caret expands a view.