Purchase Order Details Page

Overview

Each Purchase Order in Sellercloud has its own PO Details page where you can access and update all PO-related information and settings. In this article, you will learn about all the available options on that page. This includes the panels with PO information that are always visible, as well as the Actions you can perform on your POs and all the Toolbox tabs with additional data and settings.


PO Details

You can view and manage different data associated with each product on its PO Details page. There are a few ways to access this page:

  • Use the Global Search bar to search for a PO by PO#, Product Name, or SKU
  • Click Purchasing > Manage POs, search for POs, and click a product’s PO#.
  • Click the PO links anywhere else in the Sellercloud UI.

In any case, you will land on a PO Details page, which looks like this:

You can find essential information about the PO at the top of the page:

DetailDescription
PO IDThe unique number assigned to the PO.
CompanyThe Sellercloud Company associated with the PO.
VendorThe Vendor from whom the products are being ordered.

TagDescription
PO StatusThe current status of the PO. See Update PO Status for more information.
PriorityThe priority level assigned to the PO.
Shipping StatusThe status of product shipments related to the PO.
Receiving StatusThe status of the receiving process for products in the PO. Clicking this tag is the quickest way to open the Receiving tab, where you can view and manage the order’s receiving status and details.
Invoice StatusThe status of the invoice associated with the PO. Clicking this tag is the quickest way to open the Billing & Payments tab, where you can view and manage the order’s billing address, payment summary, and invoices.
Total ProductsThe overall count of different product items included in the order.
Total UnitsThe total quantity of individual units of products within the PO.
Creation DateDisplayed on the top right of the page; this is the date when the PO was initially generated or created.

The panels below also show the above information, as well as a lot more:

General

OptionDescription
CompanyThe Sellercloud Company associated with the PO.
VendorThe Vendor from whom the products are being ordered.
DescriptionA brief description of the PO.
Ordered OnThe date when the PO was placed.
Requested OnThe date when the PO was requested.
Order TypeThe categorization of the PO – Default, Dropship, Regular, or Wrap and Label.
Receiving WarehouseThe Warehouse where the products will be received.
Expected DeliveryThe anticipated delivery date for the products in the PO.
Cancel By DateThe deadline for canceling the PO.
CurrencyThe currency used for the PO. Selecting a currency other than USD also displays two additional fields – Rate To US$ and Rate From US$ where you can specify rates.
InstructionsAny special instructions provided for the PO.

Statuses

OptionDescription
StatusThe current overall status of the PO, indicating its stage in the procurement process. You can update it for multiple POs in bulk on the Manage POs page. See Update PO Status for more information.
PriorityThe level of urgency or importance assigned to the PO.
Shipping StatusThe status of product shipments related to the PO.
Receiving StatusThe status of the receiving process for products in the PO.
Invoiced StatusThe status of the invoice associated with the PO.
Released For ReceivingIndicates whether the order has been authorized for the receiving process.

Billing & Payments

OptionDescription
Payment TermsThe agreed-upon Payment Terms and conditions for payment associated with the PO.
MemoA payments-related note about the PO.
Over ReceivedShows if the quantity of products received exceeds the initial amount ordered.

Changes

OptionDescription
Created ByThe user responsible for creating or initiating the PO.
Updated ByThe user who last updated or modified the PO.
Approved ByThe user who approved the PO for processing.
Received ByThe user for receiving and confirming the products in the order.
Created OnThe date when the PO was initially created or generated.
Updated OnThe date of the most recent modification to the PO.
Approved OnThe date when the PO was officially approved.
Received OnThe date when the products in the order were received.

Items Summary

OptionDescription
ImageThe primary image of the product, if available.
SKUThe Stock Keeping Unit (SKU) used to identify the product in the PO.
Vendor SKUThe Vendor SKU assigned to the product by the supplier.
Product NameThe name of the ordered product.
OrderedThe quantity of the product ordered in the PO.
ReceivedThe quantity of the product that has been received and confirmed.
WarehouseThe receiving Warehouse.
Unit PriceThe price per product unit in the PO.
Line TotalThe total cost for the quantity of the product ordered on the specific line item.
See POs – Add Products for information about adding products to POs.

Total

OptionDescription
SubtotalThe total cost of the items ordered before discounts and additional charges.
Multi Discount TotalThe cumulative amount of Multi Discounts applied to the order.
Shipping TotalThe total cost of shipping for the PO.
Dropship Fee TotalThe total fees for dropshipping products in the order.
Shipping Total (3rd Party)The total cost of third-party shipping services, if applicable.
Customs TotalThe total fees related to customs duties or processing.
Tax TotalThe total amount of taxes applicable to the PO.
Other TotalThe sum of miscellaneous or additional charges not covered by other categories.
Credit Card FeeAny fees associated with credit card payments for the order.
Unreceived TotalThe total cost of products that have not yet been received.
Total UnpaidThe total amount of the order that remains unpaid.
Grand TotalThe overall total cost of the PO, including all items, discounts, fees, and taxes.
See PO Costs Explained for more information about these fields.

PO Level Multi Discounts

This panel allows you to add or remove PO Level Multi Discounts that apply to all items in the order.

You can use the Split PO action to Divide a PO into multiple separate POs. This panel shows split-order details – if you look at a parent PO, it will show the child PO, and the other way around.


PO Toolbox

The Toolbox is a key element on the PO page. It grants you access to additional PO-related tabs, where you can access other PO features and configure even more details, preferences, and settings.

To access these tabs, click the Toolbox button on the PO Details page.

Now, you can select from the options listed in the table below. Click the star to pin any frequently used tab to the page for quick access.

TabDescription
Billing & PaymentsView and manage the order’s billing address, payment summary, and invoices.
Change LogView a log with records of any changes made to the PO.
Custom ColumnsView and update any Custom PO Columns.
DocumentsUpload any PO-related documents.
Email LogsSend emails to the vendor and view any previously sent emails.
Extra CostsAdd and manage any general or item-specific extra costs.
ItemsManage PO item quantities, prices, notes, and more.
ReceivingView and manage the order’s receiving status and details.
Serial NumbersSearch and export Serial Numbers.
ShippingView and manage the order’s shipping status, address, carrier details, and tracking numbers.
Shipping ContainersAdd items to Shipping Containers.

PO Actions

To access the PO actions, click the Actions button on the PO Details page.

Now, you can select from the actions below. Click the star to pin any frequently used action to the top of the actions list.

ActionDescription
Approve Purchase OrderApprove the PO for processing. You can do this for multiple POs in bulk on the Manage POs page.
CloneCreate a duplicate copy of the PO.
CloseClose the PO by setting the Status to Completed and the Receiving Status to Fully Shipped.
Create Related Credit MemoGenerate a Credit Memo associated with the PO.
Disable Inventory CountTurn off inventory counting for the PO. You can do this for multiple POs in bulk on the Manage POs page.
Enable Per Case QtyActivate Case Quantity management for the items in the order.
Enable Fixed Discount TotalErase the current discounts and enable a fixed discount total for the order.
Enable Inventory CountEnable inventory counting for the PO. You can do this for multiple POs in bulk on the Manage POs page.
ExportExport the PO using a plugin or Mapping Profile.
Export Sold QtyExport the quantities of sold items from the PO to a spreadsheet.
Export to ExcelExport the PO to an Excel spreadsheet. You can do this for multiple POs in bulk on the Manage POs page.
Export to Excel (Merged SKUs)Export PO data to Excel, where all lines with the same SKU are combined.
Make PaymentEnter payment for the PO on the Vendor Payments page.
Manage InvoicesAdd and manage Vendor Invoices associated with the PO.
Merge Similar SKU ItemsCombine all lines with the same SKU in the PO.
Print to PDFCreate a PDF document of the PO. You can do this for multiple POs in bulk on the Manage POs page.
Print to PDF (Merged SKUs)Create a PDF document of the PO with merged SKU information.
Print to PDF (with discounts)Create a PDF document of the PO, including discounts.
Recalculate Average Cost of ProductsUpdate the Average Cost of the ordered products.
Recalculate PORecalculate the PO total.
Recalculate Last Cost of ProductsUpdate the Last Cost of products in the order.
Ship Credit MemoSend a Custom Credit Memo to the vendor.
Split SKUSplit a line item into multiple lines.
Sync To Fba Inbound ShipmentLink the PO with an Amazon FBA Inbound Shipment.
Update Default Vendors of ProductsUpdate the Default Vendor of all products in the PO to the vendor of the PO.
Update ShippingGo to the Shipping tab to view and manage the order’s shipping status, address, carrier details, and tracking numbers.
View Products in Manage InventoryAccess product details in the Manage Inventory section.
View Products in Manage CatalogAccess product details in the Manage Catalog section.
Send PO via EmailSend the PO to recipients via email. You can do this for multiple POs in bulk on the Manage POs page.
View Email Sent LogAccess a log of emails sent to the vendor regarding the PO and send new emails.
Split PODivide the PO into multiple separate POs.
Receive ShipmentConfirm and document the receipt of a shipment.
Receive Whole POReceive the entire PO.
Manage Custom ColumnsConfigure and manage any Custom PO Columns.
Delete POPermanently remove the PO from the system.
Sync To WFS Shipment PlanLink the PO with a WFS Shipment Plan.

PO Notes

You can use the PO Details page to view and post any PO-related notes. PO notes are helpful for better internal communication and collaboration among team members. For example, one way to use notes is to document changes and inform others – this way, they won’t have to check the Change Log.

To view and post PO notes:

  1. Click the Notes button on the top right.
  2. Optionally, click the eye icon to Show or Hide System Notes. Sometimes, Sellercloud may post system notes to inform about product changes. However, the best way to track changes is the Change Log (accessible from the Toolbox) because all changes are recorded there.
  3. Select the Note TypePurchase Note or Vendor Note to view different notes.
  4. To post a new note, type it below and click the post button.

You can also add PO Item notes for specific items within the PO. You can add them:

  • For one PO at a time by clicking Toolbox and selecting Items on the PO Details page.
  • In bulk by going to Purchasing > Tools > Import Purchase Info > Import Purchase Orders.

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