Procurement
Manage purchase orders from draft through receiving — create POs for any vendor, add line items, track order and tracking numbers, and mark items received individually or all at once. Once a PO is placed, line items lock to preserve the exact record of what was ordered, keeping your purchasing history accurate and auditable.
Features
- ✓ Full PO lifecycle — Draft, Approved, Ordered, Received, Closed, Cancelled with status-based line item locking
- ✓ Line item management — description, quantity, and unit cost per item; total calculates automatically
- ✓ Partial receiving — mark individual items received as they arrive; progress shows as "1/3" received
- ✓ Order number and tracking number fields — editable at any PO status including after ordering
- ✓ Vendor directory — company name, contact, phone, email, payment terms, and account number
- ✓ Vendor portal credentials storage — save login URL, username, and access notes per vendor
- ✓ Procurement dashboard — collapsible panel with open PO count, open dollar value, YTD received spend, and status breakdown with visual bars and spend per status
- ✓ PO history per vendor — open the vendor detail to see every PO ever placed with them
- ✓ PDF generation per PO — downloadable purchase order document from the detail view
- ✓ Shared vendor directory with Inventory — one supplier list feeds both modules
- ✓ Query By Example (QBE) — advanced multi-field filtering beyond simple search; shows matched record count in a persistent status bar
- ✓ AI-powered chat — ask natural-language questions about any PO or your filtered PO list; the AI sees full context
- ✓ Full audit trail — every PO action logged with timestamp, user, and details; permanent and tamper-proof
- ✓ Workflow linking — connect purchase orders to service requests, work orders, or other business records
- ✓ Vendor journal — log phone calls, emails, notes, and general interactions per vendor for a complete relationship history
- ✓ CSV export — download filtered PO data respecting search, status, vendor filters, sort order, and custom columns
- ✓ Customizable columns — choose which fields display in the PO table with saved column view preferences
What sets it apart
Line items lock when ordered
Once a PO reaches "Ordered" status, line items are locked. You can still update the tracking number and mark items received — but the original order record stays intact and tamper-proof.
Per-item partial receiving
When a shipment arrives short, mark exactly which items came in and what quantity. Each line shows received vs. ordered (e.g., "1/3") so you know precisely what's still outstanding.
Vendor portal credentials built in
Store your login URL and username for each vendor's online ordering portal — so whoever is placing the order can find the credentials without hunting through a shared spreadsheet.
Complete vendor purchasing history
Every PO ever placed with a vendor is linked to that vendor's record — open the vendor detail and see the full ordering history with totals, dates, and statuses.
AI assistant built in
Ask natural-language questions about any purchase order or your filtered list. The AI sees the full context — line items, vendor, status, amounts — and can summarize, compare, or flag issues instantly.
Permanent audit trail
Every action on every PO is logged with who did it, when, and what changed. The audit trail is read-only and tamper-proof — your purchasing records hold up to any review.
Interested in this module?
Every module can be customized to match your exact workflow. Let's talk about what you need.
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