The purchase orders list and board
Find, filter and sort your purchase orders, understand the colours and pills, and act on many POs at once.
The Purchase Orders page shows every PO the companies have sent you. You can see them as a board with one column per status, or as a list. You can also act on many POs at once.
Where: sidebar → Purchase Orders.
Good to know
A PO appears only once the company has sent it to you. POs they are still preparing (drafts) are never shown to you.
#Board or list
Switch between the two views with Board and List.
#Board
The board has one column for each status:
- Not Approved (only when there are any)
- Submitted
- Production
- On Hold (only when there are any)
- Ready to Ship
- Shipping
- Delivered
- Closed
Clicking a PO on the board can open a quick view. It shows an overview, the line items, the latest message and the files. Press Open full PO to see everything.
#List
The list has tabs:
| Tab | What it shows |
|---|---|
| All | Every PO. |
| To accept | Submitted POs, and POs where changes were requested. |
| In production | In production, including on hold. |
| Ready to ship | Production complete. |
| Shipping | Left the factory. |
| Delivered | Delivered and closed. |
The columns are PO #, Customer / orders, Status, Payment, Days to ETD, Units and Total. If you make for several companies, POs are grouped by company.
#Search, filter and sort
- Search with Search PO #, order # or customer.
- Filter by Status, Merchant, Customer, ETD or Payment. The ETD filter has Overdue, Due in 7 / 14 / 30 days and No ETD set.
- Hide closed and Hide delivered keep the view tidy.
- Sort by PO number, ETD, Most overdue first, units, total, merchant or status.
#Colours and pills
Each status has a colour:
| Status | Colour |
|---|---|
| Submitted | Amber |
| Not Approved | Red |
| Production | Purple |
| Ready to Ship | Violet |
| Shipping | Blue |
| Delivered | Green |
| On Hold | Red |
| Partial On Hold | Light amber |
| Closed | Grey |
Pills give you extra information:
- Urgent — an order on this PO is needed faster than the standard lead time. Do this PO first.
- New — you have not opened it yet.
- Changes — a production photo on this PO was sent back. Open Products on the PO to read the note.
- N photos not submitted — you uploaded photos but did not submit them, so the company has not been told. Open the PO and press Submit all production photos.
- N new messages — unread messages on the PO.
Days to ETD shows N days late, Due today, or the number of days to go.
#Acting on many POs at once
Tick the POs you want, or use Select all shown. Then choose:
- Set ETD — one date for all the ticked POs.
- Accept & start production — only Submitted POs that already have an ETD are accepted. Others are skipped and listed.
- Request payment — starts a payment request. One request is for one company and one currency.
Press Clear to untick everything.
#The row menu
The ⋯ menu on a row has: Open PO, Set ETD…, Accept & start production, Production complete, Request changes, Messages, Attachments, Request payment, Go to Freight and Put on hold….
#Graveyard
If a company withdraws or deletes a PO, it moves off your board into Graveyard. There it is read-only. You cannot reopen it. If the work comes back, the company sends the PO again.
#Common questions
A PO I was told about is not here. The company may not have sent it yet. Or Viewing is set to another company, or Hide closed or Hide delivered is hiding it. If it is still missing, ask the company in messages or contact Support.
A PO disappeared. The company withdrew it. Look in Graveyard.
Bulk accept skipped some POs. They had no ETD, or they were not Submitted. Set an ETD first.
What does Urgent mean? The company's customer needs it faster than your normal lead time.