User Guide: Understanding and Managing Purchase Order Details

This guide explains how to use the Purchase Order (PO) Detail page to view, manage, and track your purchase orders effectively.

1. Viewing Purchase Order Information

When you open a PO Detail page, you'll see the following key information at the top:

• PO Number: The unique identifier for the purchase order.

• Supplier: The name of the supplier. This is often a link to the supplier's details page.

• Order Date: The date the PO was created.

• Expected Delivery Date: The date you expect the supplier to deliver the goods. This is displayed in a readable format (e.g., "June 7th, 2025").

• Store Location: The specific store or location a PO is for. It might show "All Locations" if not specific.

• Total Amount: The total calculated value of the PO.

• Notes / Special Instructions: Any additional notes or instructions related to this PO.

• Current Status: The current stage of the PO in its lifecycle (e.g., Draft, Confirmed, Received, Completed). This is highlighted with a colored chip for easy identification.

2. Key Actions and Statuses

Several action buttons are available at the top right of the page, depending on the PO's current status and your permissions.

Action Buttons Overview:

• Confirm: Marks the PO as confirmed and ready to receive items.

• Revert to Draft: Returns a confirmed PO back to draft status for modifications (only available before receiving starts).

• Send PO: Opens a dialog to email the PO to the supplier. You can send/resend emails at any status without changing the PO status.

• Print: Generates a PDF of the PO for printing or saving.

• Receive Items: Opens a dialog to record received quantities against the PO.

• Return Items: Opens a dialog to return items to the supplier.

• Mark as Complete: Finalizes the PO (available when status is 'Partially Received' or 'Received').

• Edit / Save / Cancel: Buttons to manage the editing mode of the PO.

Understanding PO Statuses and Flow:

The status of a PO dictates what actions can be performed. Here's a detailed breakdown:

1. Draft

The initial state when a PO is created but not yet finalized.

Available Actions:

• Edit all PO details (supplier, dates, notes, location)
• Add, remove, or modify items
• Send email to supplier (creates history entry)
• Confirm PO (transitions to 'Confirmed')
• Cancel PO (transitions to 'Canceled')
• Print or export PO

2. Confirmed

The PO is confirmed and ready to receive items. You're awaiting delivery from the supplier.

Available Actions:

• Receive items (transitions to 'Partial Received' or 'Received')
• Send/resend email to supplier
• Revert to Draft (for modifications before receiving)
• Cancel PO (transitions to 'Canceled')
• Print or export PO

3. Partial Received

Some items have been received, but not all ordered quantities are fulfilled yet.

Available Actions:

• Continue receiving more items
• Return items to supplier (reduces received quantities)
• Mark as Complete (if no more items expected)
• Retry Shopify inventory sync (for failed syncs)
• Print or export PO

Important: Once receiving has started, the PO cannot be canceled. This prevents inventory discrepancies.

4. Received

All ordered quantities have been fulfilled or exceeded. You can still make adjustments before finalizing.

Available Actions:

• Return items to supplier (may change status back to 'Partial Received')
• Mark as Complete (finalizes the PO)
• Retry Shopify inventory sync (for failed syncs)
• Print or export PO

Note: To adjust quantities for a received PO, use the Return Items feature.

5. Completed (Final State)

The PO is finalized and closed. This is a terminal state - no more receiving is allowed.

Available Actions:

• Send emails (for accounting, management, or supplier records)
• Attach files (final invoices, reconciliation documents)
• View receive and return history
• Print or export PO

6. Canceled (Final State)

The PO has been voided and will not be fulfilled.

Available Actions:

• View history and attached files (read-only)
• Print or export PO

Important: You can only cancel a PO from 'Draft' or 'Confirmed' status. Once receiving has started, cancellation is not allowed.

Status Summary Table

PO Status and Incoming Inventory

When a Purchase Order's status is 'Confirmed' or 'Partially Received', the remaining quantity of each item (Ordered Quantity minus Received Quantity) is considered as incoming inventory. This helps in forecasting and managing stock levels.

Once items are fully received (status becomes 'Received' or 'Completed'), they are no longer counted as incoming inventory.

3. Editing a Purchase Order

You can modify certain details of a PO if it's in an appropriate status.

When Can You Edit?

• A PO is fully editable when its status is 'Draft'.
• A PO has limited editing when its status is 'Confirmed' (before any items are received).
• Once receiving starts ('Partial Received' and beyond), direct edits are locked to maintain order integrity.

How to Enter Edit Mode:

1. Click the "Edit" button (usually a pencil icon).

2. The "Edit" button will be replaced by a "Save" button (to confirm changes) and a "Cancel" button (to discard changes).

3. Fields that can be edited will become active.

Editable Fields (Header Section):

1. Expected Delivery Date:

• Clicking on this field (while in edit mode) will open a date picker calendar.
• Select a new date from the calendar.

2. Store Location: You can select a different store location from a dropdown list.

3. Notes / Special Instructions: You can add or modify text in this multi-line field.

Editable Fields (Items Table):

When in edit mode, the items table also becomes editable:

• Product Name: Can be modified in its text field.
• Supplier SKU: Can be modified in its text field.
• Ordered Quantity: Can be changed. This is a numeric field and usually must be at least 1.
• Unit Price: Can be changed. This is a numeric field.
• Total Price (per item): This field is read-only and automatically recalculates based on quantity and price.
• Actions (per item): A delete icon allows you to remove items from the PO.
• Overall Total Amount: Automatically recalculates based on any changes.

Saving or Canceling Changes:

• Click "Save" to persist your changes.
• Click "Cancel" to discard changes and revert to the previous state.

4. Sending the Purchase Order to Supplier

You can send or resend the PO to your supplier at any time, from any status (including Completed). Sending an email does not change the PO status - it simply creates a history entry for tracking.

How to Send:

1. Click the "Send PO" button (email icon).

2. A dialog box will appear, allowing you to:

• Enter or edit the Email Subject.
• Add or remove Recipient(s) email addresses.
• Add CC Recipients if needed.
• Write a Custom Message to the supplier.
• Choose an Attachment Format (typically PDF or CSV).

3. Click "Send" in the dialog.

Email History:

Every email sent is tracked in the PO's Activity History, showing:

• Recipients and CC recipients
• Subject line
• Send status (sent or failed)
• Date and time
• Who sent it

5. Printing a Purchase Order

• Click the "Print" button (printer icon).
• This generates a PDF document of the purchase order.
• Your browser will prompt you to download or open the PDF for printing.
• You can choose to print with or without prices.

6. Receiving Items

This function records the items you've received from the supplier against this PO.

When Can You Receive Items?

• When the PO status is 'Confirmed' or 'Partial Received'.

How to Receive Items:

1. Click the "Receive Items" button (or "Receive More" if some items have already been received).

2. A dialog box will appear, listing the items on the PO.

3. Enter the following information:

• Delivery Note Number: The supplier's delivery note reference (optional).
• Receiving Notes: Any notes specific to this receipt (optional).
• Receive Qty (for each item): Enter the quantity you have physically received.

4. Optional - Mark as Complete: Check the "Mark as Complete after receiving" checkbox if this is your final receipt and you want to finalize the PO immediately.

5. Click "Confirm Receipt" to process.

What Happens After Confirming Receipt:

• The "Received Qty" for each item is updated.
• The PO's status may change:
• If some items are still pending → 'Partial Received'
• If all items are now fully received → 'Received'
• If "Mark as Complete" was checked → 'Completed'
• The inventory quantity is updated in Shopify.
• A receipt entry is added to the Transaction History.

Over-Receiving:

You can receive more items than originally ordered. This is useful when suppliers send extra items that you want to keep.

7. Returning Items to Supplier

This function allows you to return items to the supplier and adjust received quantities.

When Can You Return Items?

• When the PO status is 'Partial Received', 'Received', or 'Completed'.

Reasons for Returns:

• Defective or damaged goods
• Wrong items shipped
• Quality issues
• Over-shipment you don't want to keep

How to Return Items:

1. Click the "Return Items" button (orange color).

2. A dialog box will appear showing items that have been received.

3. For each item you want to return:

• Enter the Return Quantity (cannot exceed the received quantity)
• Select a Return Reason from the dropdown:
• • Defective/Damaged
  • Wrong Item
  • Quality Issues
  • Over-shipment
  • Other

4. Add any Notes about the return (optional).

5. Choose whether to Update Shopify Inventory (checked by default).

6. Review and click "Confirm Return".

What Happens After Confirming Return:

• The received quantities are reduced for the returned items.
• The PO's status may change:
• If any item now has received qty < ordered qty → 'Partial Received'
• Otherwise → status remains unchanged
• Shopify inventory is reduced (if checkbox was checked).
• A return entry is added to the Transaction History.

8. Marking a Purchase Order as Complete

When you're done receiving items on a PO, you should mark it as complete to finalize it.

Method 1: Manual Completion (from 'Partially Received' or 'Received' status)

1. Ensure the PO is in 'Partially Received' or 'Received' status.
2. Click the "Mark as Complete" button (teal color).
3. Confirm in the dialog that appears.
4. The status changes to 'Completed'.

Method 2: During Receive Action

1. While receiving items, check the "Mark as Complete after receiving" checkbox.
2. A warning will appear: "This will finalize the PO and no more items can be received."
3. Confirm the receipt.
4. Items are received AND status changes to 'Completed' in one action.

Important:

• Completing a PO is permanent - you cannot undo it.
• You can still return items from a completed PO if needed.
• You can still send emails and attach files to completed POs for record-keeping.

9. Viewing History

The PO Detail page includes two history sections:

Activity History

Shows status changes and email events:

• Status transitions (e.g., Draft → Confirmed → Received)
• Emails sent (with recipients, subject, and status)
• Who performed each action and when

Transaction History

Shows receiving and return events:

• Date and time of each receipt/return
• Delivery note number (if entered)
• Number of items and total quantity
• Notes
• Shopify sync status
• Option to view detailed breakdown

Tracking Items in Shopify:

When viewing receipt details, you may find a "Track" link for items managed in Shopify. Clicking this takes you directly to the item's inventory history page in Shopify.

10. Quick Reference: What Can I Do at Each Status?

11. Tips and Best Practices

• Returns can change status: Returning items from a 'Received' PO may change it back to 'Partial Received' if quantities fall below ordered amounts.

• Send emails anytime: You can send the PO to your supplier at any status. Each send is tracked in history.

• Cannot cancel after receiving: Once you start receiving items, the PO cannot be canceled. Make sure to review carefully before receiving.

• Complete when done: Mark your POs as complete when finished receiving to keep your PO list clean and accurate.

• Use returns for adjustments: If you need to adjust quantities on a 'Received' PO, use the Return Items feature.

This guide should help you navigate and manage your purchase orders effectively. If you have further questions, please contact support.

Updated on: 21/01/2026