Purchase Order

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Open Purchase Order
From the top navigation, open Procurement and select Purchase Order. This is where every purchase order synced from your ERP lands for tracking and action.
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What this page shows
The Purchase Order page lists every PO in this tenant, one row per order in Summary View. Use the status tabs to filter, the toolbar to reload or sync data and switch views, and the Action column to open any PO’s history or detail.
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Status filter: All
Shows every purchase order regardless of status. This is the default view when you open the page.
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Status filter: InProcess
Purchase orders that are active and being tracked, not yet at their due date.
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Status filter: Late
Purchase orders past their expected date without being completed. These typically need the most attention.
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Status filter: Early
Purchase orders tracking ahead of schedule.
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Status filter: Completed
Purchase orders that have been fully received and closed out.
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Status filter: New
Purchase orders synced in from the ERP that have not been reviewed yet.
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Status filter: Updated
Purchase order lines that were recently changed using Mass PO Update.
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Reload Data
Reloads the list with the latest data already saved in Collablly, without contacting the ERP.
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Sync with ERP
Pulls a fresh copy of every purchase order from the ERP system on demand. The Last synced timestamp shows how long ago that last happened.
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Switch to Details View
Details View breaks every PO out by line item instead of by header, useful when you need to see part-level approval and status. Click it to switch.
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Edit a PO-line
Check the box beside one or more PO-lines to select them. This reveals an Edit action button in the toolbar, between the status filters and the blue Reload Data icon.
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The Edit modal
Opens every editable field on the selected line(s): Revision Number, Price, Due Date, Qty, and Factor. Update and save without leaving the list.
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Column: Email Status
Tracks communication for this specific line. Not Sent Yet means nothing has gone out yet. Waiting for Response means it has been sent to the supplier. Needs Action means the supplier has replied and you need to Accept or suggest further changes. Resend means the communication cycle is complete and available to send again.
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Column: PO No.
Shown as PO#-Line-Rel, for example 4500158-1-1. Click it to open that line’s communication data.
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Column: PO Approved
The PO’s approval status in the ERP system.
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Column: Part No.
The part number on this line.
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Column: Part Rev.
The part’s revision value.
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Column: Factor
The job number: which job or application this part is ordered for.
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Column: Class ID
The part’s class ID in the ERP.
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Column: Line Desc
The line’s description.
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Column: Qty
Three related quantities for this line: Order (quantity ordered), Arri. (quantity arrived), and Rcvd. (quantity received).
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Column: Price
The unit cost for this line.
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Column: Tag
Any tag created and assigned to this line. Blank if none.
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Column: Date
Three related dates for this line: Order (order date), Due (due date), and Arri. (arrival date).
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Column: Last Comm.
The date of the most recent communication on this line.
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Column: SRM Status
Mirrors the same status shown at the PO-head level in Summary View, scoped to this line.
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Column: ERP Status
Delivery status against the due date. On Time: on schedule. PRPI: partially received, pending inspection. Late: the due date has passed with nothing delivered yet. Late PRPI: late and partially received, pending inspection. Late PI: late and pending inspection.
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Open the filter panel
Click the filter icon to reveal a row of search fields above the table.
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Use the filter panel
Narrow the list by Order Date, Buyer, Supplier, PO Number, or Supplier ID, alone or combined.
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Copy
Copies the current table to your clipboard, ready to paste into a spreadsheet or email.
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Download CSV
Exports the current view, respecting any filters and the active status tab, as a CSV file.
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Print
Opens a print-friendly version of the current table.
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Create PO
Opens a form to build a new PO by hand: Buyer, Supplier, Ship Via, Terms Code, and a line-item table for parts and quantities. We will walk through creating one in its own dedicated guide.
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A closer look
The Create PO form: header fields at top, an editable line-item table below for every part on the order.
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Column: PO No.
The purchase order number. Click it to open that PO’s full detail page. Check the box beside one or more rows to select them, then use the Send button that appears to send the initial communication.
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Send the initial communication
Selecting one or more rows reveals a Send button in the toolbar. It emails the supplier the PO as a PDF attachment, similar to placing the order with them, and the supplier can accept or reject it from their end.
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Column: History
Opens the communication log for this PO: every message sent or received, when, and its status.
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Column: Order Date
The date this PO was placed.
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Column: Supplier ID
The supplier’s internal ID in this tenant.
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Column: Supplier
The supplier’s company name.
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Column: Supplier Email
The email address this PO’s notifications are sent to.
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Column: Buyer
The buyer responsible for this PO internally. PO Approved, SRM Status, and Action stay pinned on the right, so scroll the table right to bring Buyer into view past Supplier Email.
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Column: Buyer Email
The buyer’s contact email on this PO, right next to Buyer once you scroll the table over.
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Column: PO Approved
Whether this PO has been approved in the ERP system: Approved or Not Approved.
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Column: SRM Status
The status of this PO’s communication with the supplier through Collablly SRM: New, Pending, Acknowledged, and so on.
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Action menu: New
When SRM Status is New, the only option is View, which opens the PO’s full detail page.
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Action menu: Pending
Once a PO moves to Pending, the menu adds Send, to resend the initial communication, and Download, to save the PO as a PDF.
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Action menu: Acknowledged
Once the supplier acknowledges the PO, the menu narrows to View and Download; Send drops off since the initial communication already went through.
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Items per page and pagination
Change how many rows show at once with Items per page, then move between pages at the bottom right.