Overview

The Purchase List provides a consolidated view of purchasing-related records, including package numbers, sales job numbers, purchasers, offer types, bid due dates, and sub-suppliers. Use it to review purchasing activity for jobs, locate records quickly, and arrange the list for your day-to-day purchasing or project follow-up work.

Purchasing officers, project managers, sales representatives, and account managers can use this list when monitoring planned procurement, items to order, tasks, and activities.

Settings

Before working with the list regularly, set up a layout that displays the columns most useful for your role. You can select the standard view, create a personal layout, choose visible columns, and save changes to the current layout.

Open the Purchase List and select Standard Layout when you want to return to the standard list arrangement.

Purchase List
To create a separate arrangement, select Add Layout. Enter a value in Layout name, then select Save.

Use a clear layout name that identifies its purpose, such as “Purchaser Bid Follow-up” or “Job Procurement Review”.

Tip: Create different layouts only when you need different sets of columns or a different list arrangement. A focused layout makes daily follow-up faster.
Select Columns Chooser to choose the columns to display in the list. Use the available column choices to focus the view on the information required for your review, such as package number, sales job number, purchaser, offer type, bid due date, or sub-supplier.
Select Update Current to save changes to the active layout. Select Cancel if you do not want to keep the pending changes.
When a saved layout is no longer required, select Delete Current, then confirm with Delete.

Warning: Deleting the current layout removes that saved layout. Confirm that you are deleting the correct layout before selecting Delete.

Workflow

Open the Purchase List from the purchasing workspace. Review the available list columns to identify the purchasing records relevant to your current work, including package number, sales job number, purchaser, offer type, bid due date, and sub-supplier.

Purchase List
Decide whether you need all available records or a subset for follow-up. Use Search to find records by the information visible in the list, such as a package number, job number, purchaser, or supplier.

Use the list filters All, Planned (BOM), and To Order (MRQ) when you need to focus on the corresponding purchasing work category.
Decide whether your review is related to tasks or activities. Select the appropriate tab:
- Select tasks to review purchasing-related task records.
- Select activities to review purchasing-related activity records.
Decide whether the current list layout supports the decision you need to make. If required, select Columns Chooser and adjust the displayed columns. Select Update Current to retain the updated layout, or select Cancel to discard the changes.
When you need to use the list outside the platform, select Export. Export only the records and columns needed for the intended review or report.

Note: Search and select the relevant list category before exporting so that the exported information is limited to the purchasing records you intend to review.

Activities

Purchase List

The activities tab holds purchasing-related activity records. Use this tab when your work involves monitoring or reviewing activities associated with purchasing packages and sales jobs. The list can show identifying and commercial information, including package number, sales job number, purchaser, offer type, bid due date, and sub-supplier.

Use Search to locate the activity records relevant to a particular job, purchaser, or supplier. The available screen controls do not identify an action that moves records into or out of the Activities tab.

Tasks

The tasks tab holds purchasing-related task records. Use this tab to review task-oriented purchasing work and to compare records using the list information, including package number, sales job number, purchaser, offer type, bid due date, and sub-supplier.

Use Search and the available list categories to narrow the task records displayed. The available screen controls do not identify an action that moves records into or out of the Tasks tab.

Examples

A purchasing officer needs to review procurement work for a sales job before its bid due date.

Open the Purchase List and use Search to enter the sales job number for the job under review.
Select Planned (BOM) to focus on planned purchasing requirements, if the review concerns bill-of-material planning. If the requirement is ready for purchasing follow-up, select To Order (MRQ) instead.
Review the visible package number, purchaser, offer type, bid due date, and sub-supplier information. Confirm that the list includes the expected purchasing package and that the bid due date is visible.
Select activities when the review concerns activity follow-up, or select tasks when the review concerns task-oriented work.
If the bid due date is not visible in the active layout, select Columns Chooser, include the required column, and select Update Current to save the improvement for future reviews.
Select Export when you need to share the filtered list with the project team or retain it for offline review.

Tips

Tip: Use package number and sales job number as your primary search terms when following a specific procurement requirement.

Note: Review the purchaser and bid due date together when prioritising purchasing follow-up work.

Warning: Before selecting Delete Current, make sure that another saved layout is active if you still need the current column arrangement.

Troubleshooting

Symptom	Likely cause	Fix
The list contains too many records to review efficiently.	No search value or list category has been applied.	Use Search and select All, Planned (BOM), or To Order (MRQ) as appropriate.
A required list column is not visible.	The active layout does not include that column.	Select Columns Chooser, update the displayed columns, and select Update Current.
Layout changes are not retained.	The changes were cancelled or not saved to the current layout.	Select Update Current after making the required layout changes.
The wrong saved layout is displayed.	A different layout is active.	Select Standard Layout or choose the required saved layout using the layout controls.