The purchase order dashboard is where you can manage all of your PO lines across all line statuses and PO lifecycle.
Changes coming soon - jump to the end for a preview.
This article will orient you to the PO dashboard and PO data included, click on the sections below to jump to that subject.
6 minute Video tour here.
The Purchase Orders dashboard is accessed by clicking on Purchase Orders at the top of your screen.
PO lines grouped by tabs
Purchase Orders are organized at the line level by status. This gives users the visibility and ability to collaborate at the line level. These lines are further organized into tabs so you can easily manage POs start to finish.
Tab definitions:
- Updates - buyer requested updates, needs your response via the Accept/Propose Change action
- Messages - PO lines with unread messages
- Awaiting Response - supplier requested updates awaiting buyer response
- Pending - PO lines awaiting supplier acknowledgement via the Accept/Propose Change action
- All Open - all open PO lines
- Late - PO lines with past due delivery date
- Orders Due Soon (Radar) - PO lines due soon
- Hot - PO lines marked hot by buyer
- Shipped - PO lines marked shipped by supplier
- Planned - PO lines in a planned status that may need your review
- More
- Completed - PO lines filled/received in buyer’s ERP
When a tab is selected the visible PO lines meet the description of the tab. Within each tab you can filter and review PO line details.
Filter and review with the following:
-
-
- Companies - This will allow you to filter by any of the companies that you work with, the red dot will show you if the values are currently filtering. If you do not filter, it will show all results.
- Sorting - Any column with the up down arrow can be sorted, if you wanted it to sort by ascending and they are currently in descending order, just click it again and it will sort in the other direction
- Flags - The flags column will show notifications for new messages, click the “i” to review the flags (scroll to the end of this article for more information)
- Item/PN - Allows you to see details about the item/ part number for this PO. Learn more about the item history
- Pagination - Allows you to page through results listing and increase or decrease the number of results shown per page
-
PO line detail
Review the history of a PO line by clicking the blue History link.
Review all the lines of a single PO by clicking the blue PO number link.
PO line status
PO line status identifies the current status of any PO line.
Open PO statuses:
- Pending - new PO lines to be acknowledged
- Ontime - Due Date or Ship Date is currently on time and not past due.
- Late - the PO lines Due Date or Ship Date is past due and the order has not been marked as shipped
- Projected Late - the Due Date or Ship Date on the order is before the supplier's current proposed Vendor Commit Date
- Shipped - the order has been marked as fully shipped In SourceDay by the supplier, Partial shipments will not have an order status of shipped until the full order has been marked as shipped as the remainder can still fall late or have updates made
- Canceled - the supplier has proposed a cancellation to an order and they are currently waiting on their customer to accept or reject this proposed cancellation. If the cancellation is accepted then the order will now appear in the Completed tab with a Canceled status. If the cancellation is not accepted then it will appear with its original status.
- Planned - the order is currently a planned order in your customer's ERP
Completed PO statuses:
- Completed - the order is in as completed status in your customer's ERP
- Filled - the order is in as filled status in your customer's ERP
- Canceled - the order is now canceled in both SourceDay and your customer's ERP
Tags
Separate Tags Column: Important tags such as "Hot" for urgent orders or "Subscribed" for those you are closely monitoring will now be distinctly visible in a new 'Tags' column. This separation means that these crucial indicators no longer get lost in the data but stand out clearly, helping you manage your orders more effectively.
With this shift this columns can be arranged anywhere you need in the PO table using manage columns.
Tags will be added closest to the relevant content through the PO Dashboard Table, ensuring you view relevant context where and when needed.
Coming Soon
The traditional tabbed organization of your PO Lines is evolving into user-specific views accessible through left-side navigation. This new navigation provides users with more space to create unique, custom views of specific PO lines. Several preloaded views act as pre-applied filters on PO Lines, allowing you to focus on lines by risk type or by life cycle (based on order status). Click to jump to that section to learn more.
These views will replace the previous “tabs” you may be used to seeing.
PO Lifecycle Views
These views are POs filtered by status or stage in the PO lifecycle. Suppliers will also have these views in addition to a Coming due soon view (formerly known as the radar tab).
Planned orders
This view is dependent on your buyer company not all suppliers will have this view. This view displays POs in a planned status. Depending on your buyer company this may just be an FYI view into planned POs or you may be able to collaborate on these orders. Suppliers will receive an email notification for new planned orders. Learn more - Understand Planned Orders
In progress
Orders in this view have been acknowledged or confirmed by the supplier and have not been marked as shipped in full or completed.
Shipped
The Shipped view displays all orders that have been marked as shipped in full by your supplier. Partial shipments will not appear under the Shipped tab and can still receive late order notifications.
- Learn more - Understand the Shipments Dashboard
Completed
This view contains all closed PO lines within a buyer's ERP. Often those status are: "Completed", "Filled", or "Canceled" in the buyer's ERP, some integrations allow for order lines to move to a final status when the qty received is equal or greater than the qty ordered. Historical information for these POs is saved with the PO Line.
All open
PO lines in the all orders view are not in a planned or completed status.
Needs attention
The Needs attention view includes PO Lines that require your response and PO lines with a detect risk to on-time delivery.
Buyer proposed changes
POs with a buyer initiated change to the cost, quantity, or date, buyer rejected your proposed changes, and confirmation requests. (Formerly known as the Updates tab). You need to review and respond using the Accept/Propose action.
New orders (Pending)
The New order view displays all new and unacknowledged orders by line or release. SourceDay will automatically notify suppliers when they have new orders. Once suppliers confirm/acknowledge these orders they will display in the In Progress view.
Unread message
Use this view to review PO lines with messages from suppliers. Learn more about message here.
Due soon (radar)
PO lines approaching their due date or vendor commit date will be filtered into this view. These orders are ready for shipping details or a date change proposal.
All Risks
Open PO lines with a potential risk to their on time delivery (late, date change, missing acknowledgment, etc). These are PO lines that you formerly find in your updates tab. They are now filtered by risk type to give you detailed information at a glance allowing you to work more efficiently.
Create your own view
You can create your own views of POs with the advanced filter from scratch or by building off the default views. When building your advanced filter you can add many filter options.
- Click on the Filter button to open the advanced filter options.
- You can opt to add “Quick Filter” options or build your own.
- To build your own, click on “+ Add another filter” and select your search filter from the drop down menu.
- Depending on the filter selected you may need to select the operator in the middle text box before you enter or select your search criteria in the right text box.
- Click View results to run the filter. To save this filter as a new view click on Save as new view in the top right. Give the view a name and description, the view will now be listed under My views.
Learn more about creating custom views with the Advanced filter here.