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AP Purchase Order List

Posted August 18, 2026

An AP Purchase Order List is the Record List of purchase order records. It is available in these modules:
- Finance > AP > Purchase Order. You need the FinanceAP Full or FinanceAP Read role.
- Finance > Manager POs. You need the FinanceAccountMgr Full or FinanceAccountMgr Read role.

The list shows the purchase orders of the ledger selected at the top of the Finance module. By default it leaves out the purchase orders whose Order Status is Canceled, Completed, or Declined. The include all checkbox adds them.

At Finance > Manager POs, the list shows only the purchase orders whose items are all charged to accounts you manage as a budget manager.

Column explanations:

Entered By is the user who created the purchase order.

Order Status is where the purchase order is in its approval process: Pending, Submitted for Approval, Approved, Declined, Accepted, Received, Completed, or Canceled.

Approved shows how many of the purchase order's items a budget manager has approved, out of all its items.

Received shows how many of the purchase order's items have been marked received, out of all its items.

Vendor is the vendor the purchase order is placed with, followed by the vendor's system identifier in parentheses.

Processed shows Canceled or Completed, followed by the date, once the purchase order has been canceled or completed. It is blank otherwise.

Amount is the sum of each item's price multiplied by its quantity, including items that were declined.

Id is the system identifier assigned to the purchase order.

Below the list, Total Amount adds up the Amount column. It covers every purchase order the search returns, not only the purchase orders on the page you are looking at. If any canceled or declined purchase orders are in the search results, their amount is included towards the Total Amount.

Search fields worth knowing:

Every search field of a Vendor List is also available here, because each purchase order is placed with a vendor.

Fiscal Year and Fiscal Year Int find the purchase orders whose Order Date falls in a fiscal year, by its name and by its number.

Invoice Id finds the purchase orders linked to an AP invoice, by the invoice's system identifier. Invoice Internal Memo and Invoice Vendor Memo find them by a memo entered on the linked invoice.

Order Entered By searches the Entered By column.

Order Id searches the Id column.

Order Is Canceled searches with Yes or No for whether the purchase order has been canceled.

Order Total searches the Amount column.

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AP Purchase Order List

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