Purchase Order Details

Overview

The PO Details page is designed for users to manage, review, approve, and process purchase orders (POs). Depending on the user role, the details page provides different views.

Within the details page, users can access various tabs to manage PO information.

• The Actual Items tab reflects the actual items ordered by the user, detailing specific products and quantities to be fulfilled.
• An Attachments tab allows file review to consolidate all related documentation in one place, making it easier to track and manage supporting documents for the PO.
• The Requested Items tab appears only when the PO originates from a Purchase Request (PR) or Request for Proposal (RFP), displaying initial item requests copied directly from the base document.

Additionally, users with the PO Vendor Manager permission can view only the Actual Items and Attachments tabs in the details view.

The PO moves through various statuses, starting as a Draft when first created by a user, then proceeding to New for manager review. Once approved, it enters Enroute for workflow approvals and may reach Synchronization if external resources need syncing. When all steps are complete, the PO is marked as Complete and archived, closing out the process.

Available statuses

• Draft: Only visible to the initiator, this status indicates an incomplete PO that hasn’t yet been submitted.
  • Actions: Save or Send.
• New: Assigned when a user sends the PO. Requires the PO Manager’s review and approval.
  • Actions: Cancel, Save or Send.
• Enroute: Assigned when the PO enters the approval workflow. Approvers and reviewers proceed through designated workflow steps set in the PO module.
  • Actions: Approvers can Approve or Reject a PO.
• Synchronization: Indicates external resource synchronization. Managers can retry sync and check background job logs for issues.
  • Actions: Retry Sync, View Logs.
• Waiting Delivery: PO in this status can be selected for creating a Good Receipt and AP Invoice.
  • Actions: Complete.
• Complete: Final status, marking orders as complete and displaying them in the Archive tab on the dashboard.
  • If a PO based on an RFP is completed, a Sales Order is automatically created on the supplier's side in the Enroute status with identical information from the buyer's PO.
  • Once the Sales Order progresses, if it reaches the Completed status, the PO also becomes Completed.
• Rejected: If the Sales Order is Rejected on supplier's side, the PO is automatically set to Rejected as well.

General Information

• Beneficiary: Is automatically filled with the user’s name, but Purchase Order Managers can select any beneficiary from all users.
• Organization Unit: Selected user's organization unit.
• Vendor: Selected from existing vendors.
• Due Date: Specifies when the items should be received.
• Purpose: Indicates the PO’s purpose.
• Priority: Set as "Normal" or "High," visible on dashboards for urgency.

Document Rows

The Actual Items tab is always visible and allows reviewing of detailed pricing and item information.

The Requested Items tab is visible only when the PO originates from a Purchase Request (PR) or Request for Proposal (RFP).

The Attachments tab lets users and managers add and view relevant files, supporting documentation for the PO.

Actual Items

• Description: Selected existing item (if Allow Item Selection is enabled in settings) or manually added items (if Allow General Item is enabled in settings).
• Quantity: Indicates the selected item quantity.
• Price: Displays the selected item’s cost with its associated currency.
• UoM: Set unit of measure.
• Rate: Automatically shown based on the selected currency.
• Total FC: Total in foreign currency.
• Total LC: Total in local currency.
• Expense Type: Selected from expense types in Expense Types.
• Remarks: Item-related notes or comments.

Requested Items

• Description: Displays requested item.
• Quantity: Displays the set number of each item.
• Expense Type: Displays selected expense type from available types in Expense Types.
• Remarks: Item-related notes or comments.

Attachments

• File Name: Name of the uploaded file.
• Comment: Notes or comments related to the file. Managers and users can upload any document required for the PO.