Manage POs Page

Overview

Sellercloud’s Manage Purchase Orders (POs) page gives you quick and easy access to all your Purchase Orders. On this page, you can:

  • View all POs in your Sellercloud account
  • Use search filters to show only specific POs
  • Save your filters to effortlessly repeat searches
  • Sort the list of POs based on different columns
  • Show or hide data columns from the list
  • Perform individual and bulk actions related to POs, such as changing statuses, exporting details, unreceiving, and more

Page Overview

To access your POs, go to Purchasing > Manage POs.

The Manage POs page consists of:

  1. Search Filters – Use to get specific results. You can save searches for repeat use.
  2. Search Results – A list of POs matching your search filters. You can sort it differently and show or hide data columns.
  3. Actions – Actions related to POs.

Search Filters

Filters offer multiple-choice selection lists or allow you to enter specific values. Your choices build on each other. Each subsequent choice narrows the scope of your search results further and affects what the page displays. You can add as many filters as you like or none at all.

There are Default filters that are always displayed and Custom filters that you can display manually by clicking the Add filter button and selecting a filter from the list. To remove a custom filter from the page, click the Trash icon next to it.

After you click Search, each filter you apply gets highlighted in orange or green. If a filter is gray or not displayed at all, it’s not active. You can add or remove filters and search again at any time.

Once you have set up your filters, you can click Save View to save the search. Then, you can repeat the same search by selecting it from the Saved Views menu on the top right.

If the built-in filters are insufficient, open a ticket with Sellercloud Support and ask for Custom Columns for PO-related information.
For a list of all filters and their descriptions, see the Filter Descriptions.

Search Results

The search results display a list of POs matching your search criteria, with data columns showing various PO details.

You can add, remove, and even reorder data columns. To do so, click the three dots icon at the top right and select Customize Columns. Some of the available optional columns are PO Type, Created By, Receiving Warehouse, Most Expensive SKU, and Grand Total. 

In the pop-up modal, you can :

  • Reorder columns by dragging them vertically in the list
  • Hide columns by clicking the Trash icons
  • Add columns by clicking Add column

You can also sort the POs list in a different order based on a specific column using the Sort by drop-down menu.

For a list of all data columns and their descriptions, see the Column Descriptions.

Actions

The Manage POs page also has actions for PO management.

The Actions icon is located on the bottom right of the page. By default, it is a green plus icon that allows you to create a new PO. When you select POs from the search results by checking the boxes to their left, the icon turns blue. Once it’s blue, you can click it to manage all selected POs.

You can use the search to find a specific action quickly. Click the Star icon next to any frequently used action to pin it to the top of the actions list for quick access.

Most of these actions will display a notification at the bottom of the screen when used, telling you that a Queued Job has been created. You can click the link to the queued job to view it. Make sure to refresh the page to update the job’s Status.

For a list of all actions and their descriptions, see the Action Descriptions.

Descriptions

This section lists and defines all available elements on the Manage POs page. This includes the search filters, the columns that display PO data and sort results, and the actions you can perform on selected POs. This article lists the elements by category for your convenience.

Filter Descriptions

See the following tables for all Default/Custom filters and their descriptions.

Default Filters

FilterDescription
KeywordSearch by alphanumeric text in various fields throughout the PO, such as in the PO #, description, vendor, products, and more.
PO IDsSearch by the unique identification number assigned to each PO. The filter accepts multiple PO IDs.
CompanyShow POs by Company.
StatusesShow POs by their general Purchase status.
PO TypeShow only POs of these types: Credit Memo, PO, or Vendor Offer.
Receiving StatusesShow POs by their Receiving status: None or Partially Received, Fully Received, Not Received, or Partially Received.
Approval StatusShow POs based on their Approval status.
VendorShow only POs with items purchased from specific Vendors.
SKUShow only POs with specific SKUs.

Custom Filters

FilterDescription
BrandShow only POs with items from specific Product Brands.
Cancel By Date RangeShow only POs whose deadline for cancellation is within a specific date range.
ContainerShow only POs being delivered in Shipping Containers.
Create Date RangeShow only POs initially generated or created within a specific date range.
Created ByShow only POs created by specific Employees.
Created OnShow only POs initially created or generated within a specific date range.
DescriptionShows POs based on their description.
DropshipShow POs based on whether they have been automatically linked to a Dropship order or not.
ETA Date RangeShow only POs whose anticipated delivery date is within a specific date range.
EmailedShow only POs where an email has been sent to the vendor.
ExportedShow only POs marked as Exported.
Grand TotalShow only POs by the total amount owed to the vendor.
Inventory Count EnabledShow only POs based on whether they count toward your inventory.
ManufacturerShow only POs with items from specific Manufacturers.
Ordered Date RangeShows only POs placed within a specific date range.
PO/Order RelationshipShow POs based on whether they have been manually linked to a Dropship order or not.
Paid Date RangeShow POs by payment received within a specific date range.
Payment StatusShow POs by Payment Status.
Payment TermsShow POs by Payment Terms.
PriorityShow POs by priority: High, Normal, or Low.
Product GroupShow POs with items from specific Product Groups.
PurchaserShow POs by purchaser.
QB ExportedShows POs based on whether they have been exported to QuickBooks or not.
Receive DateShow POs that have been received within a custom date range.
Receive Date RangeShow POs that have been received within a predefined date range.
Received by UsersShow only POs received by specific Employees.
Receiving WarehouseShow POs by their receiving Warehouse.
Requested On DateShow only POs requested within a custom date range.
Requested On Date RangeShow only POs requested within a predefined date range.
Serial #Show POs by items with specific Serial Numbers.
Shipping StatusesShow POs by their Shipping status.
Tracking NumberShow POs with specific tracking numbers.
UnitsShow only POs with item units within a specific range.
Updated On Date RangeShow POs updated within a custom date range.
Vendor IDsShow POs with items from specific vendors, searching by the vendor’s unique identification number from the Purchasing > Vendors > Manage Vendors page.
Vendor Invoice NoShow POs by specific vendor invoice numbers.
Vendor InvoicedShow POs based on whether the vendor has been invoiced or not.

Column Descriptions

See the following table for all data columns and their descriptions.

ColumnDescription
PO #Clicking the PO # takes you to the PO Details Page.
PO TypeThe type of PO: Credit Memo, PO, or Vendor Offer.
DescriptionThe PO’s description.
VendorThe Vendor selling the ordered items.
Value Not ReceivedThe combined value of all items that are not received yet.
Created OnThe PO’s creation date.
Ordered OnThe date when the PO was placed.
PO ApprovedIndicates if the PO has been Approved.
PO StatusThe PO’s general Purchase Status.
Receiving StatusThe PO’s Receiving Status.
Payment StatusThe PO’s Payment Status.
Requested OnThe date when the PO was requested.
BalanceThe total open balance of pending payments or overpayments.
UnitsThe total amount of product units in the PO.
Grand TotalThe grand total amount paid for the PO.
Company nameThe name of the Company associated with the PO.
Credit MemoIndicates if there is a Credit Memo linked to the PO.
EmailedIndicates if the PO has been emailed to the vendor.
ETAThe Expected Delivery date of the PO.
Inventory DisabledIndicates if the PO has been disabled from counting toward your inventory.
Most Expensive SKUShows the most expensive SKU in the PO. If there are multiple SKUs, you will see the most expensive one and a count of the additional SKUs.
PriorityThe Priority assigned to the PO.
Receiving WarehouseThe receiving warehouse of the items in the PO.
Shipped OnThe PO’s shipping date.
Shipping InstructionsSpecial instructions for the PO.
Shipping StatusThe PO’s Shipping status.
Vendor Invoice NumberThe numbers of any associated Vendor Invoices.

You can show or hide these columns by clicking the three dots in the top right and selecting Customize Columns. To sort results based on these columns, use the Sort by menu.

Action Descriptions

See the following list for all actions and their descriptions.

ActionDescription
Unreceive SelectedClear the received quantities of all receiving sessions from the selected POs. This is the reverse of the Receive Whole PO action. See Unreceive POs for more information.
Enable Inventory CountStart counting the selected previously disabled POs toward the inventory once again.
Disable Inventory CountDisable the selected POs from counting toward your inventory.
Enable the Client Setting Allow To Ignore Inventory In Purchase Order for these actions to be available.
Add New Purchase OrderCreate a new PO.
DeleteDelete the selected POs. You can’t undo this action. If a PO is linked to a sales order as part of the Dropship workflow, you will be prompted to confirm if you want to break that link. If you do so, the order’s Dropship Status will automatically change to None.
ExportSelect from these options:

  • Print to PDF – Print the selected POs to a PDF using the standard export format or a custom-made plugin.
  • Email Purchase Orders – Email the selected POs to their respective vendors.
  • Export via Plugin/Profile – Export the selected POs using a custom-made plugin or an Export Mapping Profile.
  • Export To Excel – Export the selected POs to an Excel spreadsheet.
  • Export To Excel (With Items) – Export the selected POs to an Excel spreadsheet with more focus on detailed shipping information, product details, line item specifics, and additional notes.
  • Export To Excel (Open Items): This option is the same as the above one (With Items), but it only exports items that have not been received yet.
  • Export To Excel (Partial Received Items) – Export only information about partially received items from the selected POs.
Change StatusChange the selected POs’ general Purchase Status.
PO ApprovalApprove or undo the approval of the selected POs.
Exported StatusUpdate the selected POs’ Exported status.
Exported To QuickBooks StatusUpdate the selected POs’ Exported to QuickBooks status.

Was this article helpful?

Need Support?
Can't find the answer you're looking for?
Contact Support