How To

How to use the order line search tool

In some cases, a purchaser will get a requisition for an item they have no idea where to order, which supplier to include in the request for quotation. The purchaser might reach out to senior purchasers for advice, but the chances are that the item has been ordered before in the system, and the system itself might be able to assist the purchaser, by using the “order line” search function. This tool can also be used to find orders based on certain criteria.

How to use the “Order Search” tool?

Click [Purchasing] → [PO] (or [Fleet] → [PO] also an option if in the office system)
Click the [Search] button in the top menu bar.
The following dialog should show up.

Enter the criteria you want to use as a search filter. If only part of the string for any of the fields are entered, use the * (asterisk), in front and at the end (like the grid column filters) to tell the search tool that it should look for details containing the string entered. The tool will search for orders that meet all criteria.
1. “Item” field group: These filter fields apply to the order’s order lines details
2. “Order” field group: These filter fields apply to the order head fields
3. “Component”: Applies to the “component” the order lines are linked to
4. “Units / Unit Groups”: Will limit which vessels order are included in the search. Both individual vessels are available and any defined unit groups.
5. “Order Dates”: Will allow to filter based on some of the key “order history” dates.
The last field group “Show” will affect what details are shown in the result
1. “Orders”: Tick this to see the order head details for the order where the details match. As shown below.

“Order Lines”: If only this is ticked, the result will be a flat list of order lines matching the criteria. If it is combined with the “Orders” check box, the order lines will be

added as a child grid to the individual orders. As shown below.

“Order Inquiries”: This check box will require the “Order line” check box to be ticked in addition. If only “Order line” is ticked the result will be a list of order lines, with the order lines quotation lines added as a child grid. If both “Order” and “Order Line” is ticked the result will be a list of Orders, with the order lines as a child grid, which has the order lines quotation lines as a child grid.

“Free text lines only”: This check box requires either the “Orders” or the “Order line”, or both to be ticked. IF ticked it the result will only show “Free text order lines” matching the criteria entered.

Click [Search] to execute search.

The result will show on a second tab called “Result” in the search form. To modify the search criteria, click the “Search” tab, and modify the search criteria.