What is a Purchase Order?
A Purchase Order (PO) is a formal document that you issue to your suppliers to authorize the purchase of goods or materials. In our logistics platform, the PO serves as the foundation for tracking your inbound shipments from order creation through delivery.
Why Use Purchase Orders?
For Shippers:
Automated Order Processing: Connect your ERP system to automatically push POs, eliminating manual data entry
Real-Time Visibility: Monitor all your Purchase Orders in one centralized grid view
Supplier Validation: Ensure suppliers create Material Orders that match your PO specifications
Delivery Planning: Track expected delivery dates to coordinate production schedules
Automated Notifications: Send Confirmation Notices when goods are picked up
For Your Partners:
Guided Order Creation: System validates Material Orders against your PO to prevent errors
Streamlined Communication: Reduce back-and-forth emails about order specifications
How to Use Purchase Orders
Step 1: Set Up PO Integration
Use our API for Purchase Orders to push PO data
Configure your ERP to send PO updates whenever orders are created or modified
Alternatively, manually create POs through the Control Tower
Step 2: Monitor Your Purchase Orders
Access the Purchase Order Grid to view all your POs:
Navigate to the Purchase Order section in Control Tower
View key information: PO number, supplier name, materials ordered, quantities, delivery dates, and current status
Track which orders are awaiting supplier order creation or are partially fulfilled
Step 3: Enable PO Validation Partner Portal (Recommended)
You can involve your partners within the Partner Portal.
Configure your settings to require suppliers to validate Material Orders against your POs:
When enabled, partners must select a valid PO number when creating Material Orders
The system automatically checks: valid PO number, correct material/part numbers
Prevents errors and ensures suppliers fulfill exactly what you ordered
How to set up see here
Step 4: Partner Creates Material Order
Once you issue a PO, your supplier will:
Log into the Partner Portal
Select your PO from the available list
Create a Material Order with shipment details
The system validates the MO against your PO requirements
If validation passes, the MO is linked to your PO line items
In case Partner Portal is not in use the Purchase Order number field within the Shipping Units to link the dedicated PO.
For optimal results, use the linking feature to associate specific parts with a shipping unit. This provides essential shipment details automatically; by using the Partner Portal, parts remain consistently linked to their respective shipping units.
Step 5: Receive Notifications
Stay informed throughout the fulfillment process:
Send a PO Confirmation email when your supplier confirms the Material Order has been picked up (Milestone Collect)
The email will be enabled in Settings --> Material Order Settings
Trigger: When Actual of Collect Milestone will be set
Default recipient: Delivery contact in Material Orders (option to adapt in Email contact settings)
Content: Material Order information + Attached Excel filed with Shipping unit details
Step 6: Track Delivery
Monitor your shipment from supplier to destination:
Track shipment progress with milestone updated
View shipping unit details (pallets, containers) linked to specific PO line items
Handle PO Status to Finish PO´s when all has been shipped
Common Use Cases
🏭 Manufacturing Inbound Logistics
A manufacturer orders 500 engine parts from a supplier:
Create PO in your ERP system for 500 parts with delivery date
PO automatically syncs to Control Tower via API
Supplier creates Material Order in Partner Portal
System validates quantity and material number against your PO
You receive/send PO confirmation email when goods are picked up
Track shipment from supplier warehouse to your production facility
📦 Partial Shipment Management
Handle orders that ship in multiple batches:
Issue PO for 1,000 units
Supplier creates first MO for 600 units
System tracks partial fulfillment in PO Grid
Supplier creates second MO for remaining 400 units
View complete fulfillment history linked to original PO
Best Practices
Enable PO Validation: Require suppliers to validate against POs to reduce errors and rework
Use API Integration: Automate PO creation from your ERP to eliminate manual data entry
Monitor the PO: Check for orders requiring attention or nearing delivery dates
Set Up Purchase Order Confirmation Notifications: Configure email recipients to ensure warehouse teams are prepared for incoming shipments
Maintain Accurate Delivery Dates: Update PO delivery dates when schedules change to keep planning accurate