PurchaseOrder
IMPORTANT The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will be deactivated.
This entity describes an Autotask Inventory module Purchase Order. Purchase orders allow users to track one or more products ordered and received from Vendor type accounts. Purchase orders must be submitted (Status = Submitted ) before items can be received. Autotask users create and manage purchase orders from the Inventory module.
The PurchaseOrder entity works together with the PurchaseOrderItem and PurchaseOrderReceive entities to track products ordered and received. PurchaseOrderItem describes an item ordered on the associated PurchaseOrder. PurchaseOrderReceive describes the transaction where the quantity of PurchaseOrderItems received (PurchaseOrderItem.QuantityNowReceiving) is debited from PurchaseOrderItem.Quantity, and added to the QuantityOnHand value of the associated InventoryItem entity. For more transaction details, refer to PurchaseOrderReceive.
IMPORTANT The Autotask UI now allows the Quantity to change for purchase order items associated with a PurchaseOrder with status = Received Full and Received Partial. The Receive Purchase Order page is now "Receive/CancelReceipt of Purchase Order." From that page you can now "cancel" the receipt of items for Purchase Orders whose status equals ReceivedFull and ReceivedPartial. This new option will impact the PurchaseOrder and PurchaseOrderItem entities as indicated under Conditions and Requirements.
Entity details
You can also retrieve this information with the Web Services API call The getEntityInfo() SOAP API call.
Entity Name: | PurchaseOrder |
Can Create: | |
Can Update: | |
Can Query: | |
Can Delete: | |
Can Have UDFs: |
Conditions and requirements
General
- To create or update, you must have View and Create permission and Inventory access (site installed module access and security level feature and section access)
- To query, you must have View permission and Inventory access (site installed module access and security level feature and section access)
- A Purchase Order search conducted through the Autotask UI will not recognize Purchase Orders that do not have an associated Purchase Order Item. When working in the Autotask UI, a purchase order item must be associated with a purchase order at the time the purchase order is created. When working with the API, a PurchaseOrder entity is created before any PurchaseOrderItem entities are associated with it. These Purchase Orders, however, are not recognized in the UI as valid Purchase Orders until they are associated with one or more Purchase Order Items.
- You may associate up to 300 items with any one Purchase Order.
Special field attributes
Field | Conditions and Requirements |
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Freight | In multi-currency databases, the provided value is assumed to be in the vendor's currency. |
PurchaseOrderTemplateID |
If PurchaseOrderTemplateID is null in the database, during query, the field will return the associated vendor account's (VendorID) PurchaseOrderTemplateID, if it exists. If no VendorID is associated, or if the VendorID is not associated with a PurchaseOrderTemplateID, then the system default purchase order template ID will return during query. |
ShowTaxCategory | ShowTaxCategory defaults to false. |
Status |
On create(), Status = New On update():
When the current PurchaseOrder status is 'Received Full', and the PurchaseOrderItem.Quantity value for one or more associated PurchaseOrderItems is debited, the PurchaseOrder status is updated as follows:
When the current PurchaseOrder status is 'Received Partial', and the PurchaseOrderItem.Quantity value for one or more associated PurchaseOrderItems is debited, the PurchaseOrder status is updated as follows:
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TaxGroup | In Autotask, Tax Regions have replaced Tax Groups. To preserve existing API code, PurchaseOrder.TaxGroup now passes the TaxRegionID. |
UseItemDescriptionsFrom | If no value is provided for UseItemDescriptionsFrom, the API will use the default value specified in the Autotask Inventory system setting "Default Description to use for purchase order items." |
VendorID | VendorID must reference an active Account of AccountType = Vendor |
VendorInvoiceNumber |
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Field definitions
The following table describes the standard Autotask field objects for this entity.
- To retrieve more detailed information specific to a particular Autotask implementation, use the Web Services API call The getFieldInfo() SOAP API call.
- For information on entity UDFs, use getUDFInfo().
- For String datatypes, the number in parentheses ( ) indicates the maximum number of characters allowed.
- LT indicates Local Term.
For more information about fields marked as picklists, review our Understanding picklists article.
Field Name | Label | Datatype | Read Only | Is Required | Reference Name | Picklist |
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AdditionalVendorInvoiceNumbers | AdditionalVendorInvoiceNumbers | string (8000) | ||||
CancelDateTime | Cancel Date | datetime | ||||
CreateDateTime | Create Date | datetime | ||||
CreatorResourceID | Creator Resource ID | integer | Resource | |||
ExternalPONumber | External Purchase Order Number | string (50) | ||||
Fax | Fax | string (25) | ||||
Freight | Freight Cost | double | ||||
GeneralMemo | General Memo | string (4000) | ||||
id | Order ID | long | ||||
ImpersonatorCreatorResourceID | Impersonator Creator Resource ID | integer | Resource |
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InternalCurrencyFreight | Internal Currency Freight Cost | double | ||||
LatestEstimatedArrivalDate | Latest Estimated Arrival Date | datetime | ||||
PaymentTerm | Payment Term ID | integer | ||||
Phone | Phone | string (25) | ||||
PurchaseForAccountID | Purchase For Account ID | integer | Account | |||
PurchaseOrderTemplateID | Purchase Order Template ID | integer |
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PurchaseOrderNumber |
Purchase Order Number |
string (50) |
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ShippingDate | Expected Ship Date | datetime | ||||
ShippingType | Shipping Type | integer | ShippingType | |||
ShipToAddress1 | Address Line 1 | string (128) | ||||
ShipToAddress2 | Address Line 2 | string (128) | ||||
ShipToCity | City | string (30) | ||||
ShipToName | Addressee Name | string (100) | ||||
ShipToPostalCode | Postal Code | string (10) | ||||
ShipToState | State | string (25) | ||||
ShowEachTaxInGroup | Show Each Tax in Group | boolean | ||||
ShowTaxCategory | Show Tax Category | boolean | ||||
Status | Order Status ID | integer | ||||
SubmitDateTime | Submit Date | datetime | ||||
TaxGroup | Tax Region ID | integer | ||||
UseItemDescriptionsFrom | Use Item Descriptions From | integer | ||||
VendorID | Vendor Account ID | integer | Account | |||
VendorInvoiceNumber | Vendor Invoice Number | string (50) |