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Managing purchase orders
Managing purchase orders
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Written by Sara Jaffer
Updated over a week ago

Purchase Order (POs) list

You can view your purchase orders by going to POs using the top navigation bar.

The Purchase Orders screen displays a list of all your purchase orders with the following information:

Column

Description

Sortable?

Reference #

Lists the purchase order number. Clicking the reference # opens the purchase order in view mode. Learn more about viewing purchase orders here.

Y

Default sorting (newest to oldest)

Status

The status of the purchase order. Learn more about purchase order statuses here.

Y

Details

Provides further information on what actions have taken place with the purchase order. Learn more about purchase order badges here.

N

Vendor

The vendor the purchase order is assigned to.

Y

Received/ordered

Total number of units that have been received / total number of units on the purchase order.

Created date

The date the purchase order was created.

Y

Created by

The user who created the purchase order.

Y

Expected date

The date the items on the purchase order are expected to arrive into stock.

Can be edited.

Y

Total

Total monetary value of the purchase order.

Y

Last modified

The date and time the order was last changed

Y

Several actions can be performed in the PO list:

  • At the bottom of the page, click Recommend purchase to be taken to the Purchase screen where you can create new purchase orders.

  • Import orders allows you to create purchase orders by importing a CSV file. Learn more about importing purchase orders here.

  • Selecting one or more rows within the PO list enables the Remove orders button. Click this to remove purchase orders that are no longer required. In the Removed view, these orders can be viewed and restored.

  • Click a PO number to open the purchase order.

Views, filters and searching

There are a number of views available on the PO list to help you identify purchase orders which need attention.

View

Purpose

Fixed filters

Default sorting

All (default)

Lists all purchase orders.

  • None

Reference #

Past due

To identify potential issues or delays.

  • Expected date is earlier than current date

  • Order status is not ‘Canceled’ or ‘Complete’

Expected date

Due this week

To prepare for incoming inventory.

  • Expected date is within the next 7 days (including today)

  • Order status is not ‘Canceled’ or ‘Complete’

Expected date

Email not sent

To identify orders that still need to be placed with the vendor.

  • Order status is ‘Draft’ or ‘Open’

  • Email has not been sent

Reference #

Needs inventory update

To ensure your Shopify inventory levels are accurate.

  • Received inventory hasn’t been synced to Shopify

Reference #

Additionally, you can filter on the following data:

  • Vendor

  • Status

  • Expected date

  • Created date

The search bar at the top of the page also allows you to search for specific purchase orders. You can search on fields such as reference and extra reference, item names and SKUs.

Purchase order badges

In the details column on the order screen, you’ll see a number of badges relating to the purchase order. Badges provide information about the purchase order’s status, contents, sync status, email status, and any warnings.

The badges you can see are:

Status

Email delivery status

Icon

Badge name

Description

Successful

Indicates the purchase order was successfully emailed to the vendor.

Undelivered

Indicates the purchase order was sent to the vendor, but has not been received.

Error

Indicates the purchase order was unable to be sent to the vendor.

Hover over the badge to see more information about the email, such as when and to where it was sent, or an error message if sending wasn’t successful.

Warnings

Icon

Badge name

Description

Past due

Indicates inventory has not been received against the purchase order after the expected date.

Platform sync status

Icon

Badge name

Description

Not synced

Indicates stock has not been updated in Shopify.

Synced

Indicates stock has been updated in Shopify.

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