Supplier orders: send, track and book in

See purchase orders sent to suppliers, send or mark a draft as ordered, record acknowledgement and invoice details, and tick items as arrived.

Where: web · Who can use it: The Orders page is open to every signed-in user in the navigation.

Screens may differ slightly from what you see.

What it is for

The Orders page (titled Supplier Orders) lists the purchase orders (POs) you place with suppliers. You use it to send a draft order, follow it through to delivery, and tick items off as they arrive.

The empty list says: "Orders will appear here when created from approved quotes." Orders can also come from Bulk and stock ordering and from the back-order and dropship buttons on web orders.

Who can use it

Every signed-in user sees Orders in the navigation. The page itself does not check a role before showing its buttons. The server decides whether each action is allowed, and any refusal appears as a red message at the top.

How to use it

Find an order

1. Open Orders.
2. Use the status tabs: All, Draft, Ordered, Acknowledged, Complete. Each shows a count.
3. Use the supplier drop-down (All Suppliers) to show one supplier.
4. The table shows Order Ref, Supplier, Status, Items (arrived out of total), Total and Date. Click a row to open the detail panel.

A link of the form /orders?order=<number> opens that order's panel directly.

Send a draft order to the supplier

1. Open a Draft order.
2. Click Send PO. The tooltip says it emails or places the order with the supplier, and marks it ordered only if the send works.
3. Read the message that appears.
4. If you ordered offline, click Mark as Ordered instead. This sends no email.

If the send fails, the order stays as it was. It is not silently marked as ordered.

Generate an order email to copy

Click Generate Email. A window opens with the address and the email body, written with AI. Click Copy to Clipboard and paste it into your mail program.

Record acknowledgement and invoice details

The panel shows Supplier Ack Number and Supplier Invoice Ref. Click a value (or "Click to add"), type, and press Save. For an Ordered order, Mark Acknowledged moves it on.

Book items in

Each item shows its description, SKU, quantity and, if known, price. Click Arrived on an item when it comes in. A green tick and the date replace the button. The status bar runs Draft, Ordered, Acknowledged, Invoiced, Complete. A cancelled order shows in red.

Confirmation and delivery-note panels

At the bottom of an order panel there may be two extra panels: a supplier confirmation (upload a document, review, apply) and a delivery-note intake (scan, review a draft, confirm arrival). If you cannot see them, they are off.

Tips

• Check the Items count before closing an order. "3/5" means two items are still outstanding.
• An item with an order issue shows "Issue: ..." in red.

Things to know

• The Invoiced status exists but has no tab. Find those orders under All.
• Opening an email program is not the same as sending. On the ordering screens, nothing is recorded as ordered until you confirm it (see the next article).

Related articles

• Bulk and stock ordering
• Suppliers: details, currency, RRP rule and price imports
• Suppliers and orders on the phone
• Work with a quote