Managing purchase orders (POs) on D-Tools Cloud is easy. A large part of the Purchase Order Management process is automatic. The only exception is that you should manually move the PO to "Received" status when you receive the products in the PO.
You can track the shipments directly from D-Tools Cloud. Check out this article for more details.
What is PO status?
POs are assigned a status based on the entirety of the products delivered for the PO. New POs are always in the "Draft" status. Once the PO is sent or emailed to the supplier, it moves to "Ordered". From here, you can move the PO to "Received" or update products in the PO as and when they are delivered.
See the following illustration for PO statuses and how they change throughout the PO management process.
Update PO status
All POs are listed under Procurement > Purchase Orders in the left navigation menu. You can switch between Kanban and List views to manage the POs.
Mark a PO as Received
When all products in the PO are delivered, you can move the PO to the "Received" status. This can be done in two ways:
1 - Kanban Board
Drag a PO from the Ordered column and drop it into the "Received" column.
2 - PO Status Changer
You will see a dropdown for PO status next to the supplier in the PO name. Click this and move it to "Received".
Mark received products in a PO
If you are not going to receive products of a PO in a single shipment due to prior arrangements with the supplier or supply chain issues, you can mark the delivery status for individual products. This can be done for a subset of products in the PO or a partial quantity of a product in the PO.
Go to the PO view and enter the quantity of the product received in the "Received Quantity" column. Further, if the PO has products for multiple projects or Stock, and you want to prioritize product availability, select the project or Stock on the left and update the quantity.
Doing this for a PO in the Ordered status will automatically move the status to "Partially Received." From here on, the PO remains in this status, and you can keep updating the Received Quantity columns as and when the products are delivered.
Archive PO
Archive a PO from its 3-dot menu when you don't want to see it on the Kanban Board temporarily.
To get the PO back to the Kanban Board, use the "Include" filter, click the 3-dot menu, and unarchive it.
