Vista Purchase Order Sync | CLUE Learning

Managing purchase orders across two systems can create gaps. Parts teams order in one place, accounting records costs in another, and the link between a repair and its committed cost gets lost in the middle. Vista Purchase Order Sync closes this gap by connecting CLUES's purchasing workflow directly to Viewpoint Vista's Purchase Order module.

Purchase orders approved in CLUE push to Vista so accounting sees committed costs immediately. POs created directly in Vista sync down to CLUE so the parts team knows what is on order without checking two systems. The connection runs in both directions, keeping both platforms current without manual data entry. Learn more about the full CLUE and Vista integration.

Who Is This For?

• Parts and Purchasing Teams use the sync to manage purchase orders from within CLUE while ensuring those orders are automatically visible to accounting in Vista without manual re-entry.
• Accounting Teams use it to see committed costs from CLUE-approved purchase orders land in Vista immediately, so budget tracking and GL posting stay current.
• IT and Integration Administrators configure and maintain the sync parameters that control how PO data flows between the two systems.

What Data Flows?

PO Headers (POHD)

The PO header carries the top-level information for each purchase order:

• PO Number and Company Code (POCo) for multi-company routing
• Vendor number and vendor group
• Description of the purchase such as the supplier name and invoice reference
• Order Date and Expected Date
• Status and Approved flag (Y/N) with ApprovedBy tracking
• Pay Terms and JC Company for cost allocation
• Job and Location when the PO is tied to a specific project

PO Line Items (POIT)

Each line item tracks the specific material being ordered:

• Material number and Vendor Material ID
• Description of the specific item being purchased
• Unit of Measure and Quantity
• Unit Cost and Total Cost
• Tax amount, code, and group
• Equipment link that ties the cost to a specific asset
• Work Order link that ties the cost to the originating work order
• Cost Code and GL Account for Vista job cost and general ledger posting
• Received Units and Back Order tracking

How the Sync Works

CLUE to Vista

When a purchase requisition is approved in CLUE, a PO header is created in Vista's POHD table with the vendor, description, and dates. Each line item writes to Vista's POIT table with material, quantity, cost, and the linked equipment and work order. Accounting sees the committed cost immediately for budget tracking, and the GL account and cost code ensure costs hit the correct ledger entries.

Vista to CLUE

When a PO is created directly in Vista by the purchasing department, it syncs down to CLUE so the parts team can see the order status, quantities, expected dates, and costs without switching systems. Equipment and work order links carry through so costs roll up correctly in CLUE against the right asset and repair record.

Key Behaviors and Limitations

• Vista tables involved are POHD and POIT. POHD handles PO headers and POIT handles line items. Understanding this structure helps when troubleshooting sync issues.
• Multi-company routing uses POCo and JCCo. POCo routes the PO to the correct Vista entity. JCCo routes to the correct job cost company. Both must be configured correctly for multi-entity organizations.
• Equipment and work order links are critical. The Equip field on line items connects costs to specific assets in both systems. The WO and WOItem fields tie PO costs back to the originating work order. Without these links, costs appear in Vista but do not roll up to the asset or work order record in CLUE.
• Tax handling carries through completely. Tax codes, groups, and amounts sync with the PO so that financial reporting in Vista reflects accurate tax figures.
• Receiving is tracked per line item. RecvdUnits tracks what has been received against each line item so back-order quantities are visible in both systems.

Tips

• Always link PO line items to equipment and work orders. Without these links the cost shows in Vista but does not connect to the asset or repair record in CLUE. The link is what makes the data useful on both sides.
• Material numbers must match Vista inventory. If the Material field references an item that does not exist in Vista's inventory, the sync will fail on that line item. Verify material numbers before approving a PO in CLUE.
• Confirm the Approved flag completes on both sides. Vista POs with an Approved status of N may not be visible to all users in Vista. Make sure the approval workflow finishes completely before expecting the PO to be accessible.
• Use the udRequested custom field on POHD to track which POs originated from CLUE requisitions versus those entered directly in Vista. This keeps your purchasing audit trail clean and makes it easier to trace the source of each committed cost.