How a purchase order arrives
When the studio is ready to commit, they place an order against the accepted quote. It shows up two ways at once: by email, and in Programa.
By email: a "Purchase Order from [Studio]" message with the PO number, line items and subtotal, plus a Download order PDF link.
In Programa: on the project's Orders tab, with a PO number, order date, delivery date, amount and status (starts as Order placed, then Opened once you view it).
If you've got several orders, the Orders tab can be filtered by Status (Order placed, Opened, Bounced, Confirmed, Invoice received, Invoice paid, In production, Delivered) or by Ordered by to find a specific team member's orders.
Reviewing the order
Opening the Purchase Order gives you everything you need to fulfil it: line items with quantity and unit price, subtotal and order total, delivery address and any delivery notes. From the same screen you can export a PDF, attach your invoice once it's ready, and add a tracking number once you have one.
A Confirm order button sits at the top, click it once you're able to fulfil the order as specified. This moves the status to Confirmed and logs who confirmed it and when, so there's a clear record on both sides that you've committed to the order.
Tracking the order through to delivery
Once confirmed, the Confirm order button becomes a Mark as... menu, and you move the order through the rest of its life as it actually happens on your end:
Invoice issued
Invoice paid
In production
Delivered
Each stage is shown in the order's activity timeline alongside who did what and when, so it doubles as a shared log between you and the studio, no need to email updates separately. Keeping this current is the easiest way to keep a studio from chasing you for a status update.