Articles on: Module Commerce Layer

Purchase Order Management

The Purchase Order section – Purchase Order Management – supports tracking, creating, and managing purchase orders for proxy purchasing. A purchase order, or warehouse entry order, is a key document in supply chain management. It helps track ordered quantities, prevent duplicate or incorrect orders, and supports inventory management by identifying which products are being ordered or are about to be stocked.

The Purchase Order Management section includes the following parts:


OVERVIEW


The Awaiting Purchase Orders list includes the following information:

  • Purchase order ID: Order details including status, ID, creation date, and supplier
  • Item: Product details including name and image
  • Total origin price (including tax): Total product cost
  • Total quantity: Total number of purchased items
  • Domestic shipping fee: Local shipping cost
  • Warehouse: Receiving warehouse
  • Purchase staff: Purchasing staff
  • Cost center
  • Order ID (ref.)
  • Documents: Attached documents and certificates
  • Note: Notes for the purchase order
  • SLA: SLA deadline

Purchase orders are managed under the following tabs:

  • Awaiting purchase: Orders pending purchase
  • Purchased: Orders that have been purchased
  • Incoming: Orders in transit to the warehouse
  • Manage GRN: Orders completed and received – Manage Goods Receipt Note
  • Cancelled PO: Canceled purchase orders


CREATE PURCHASE ORDER

The Create Purchase Order section includes the following parts:

  • Warehouse receipt: Select the receiving warehouse from the list. The warehouse list is retrieved from the warehouse settings configured in Warehouse Settings.
  • Supplier: Select the supplier from the list. The supplier list is retrieved from the Supplier Settings in Purchase Settings.
  • + Add product: Select products to be purchased from the list. The product list is based on the chosen supplier.

Note: Before creating a purchase order, the user must complete the following configurations:

  • Create products
  • Assign products to suppliers
  • Purchase configuration (link to Purchase Config)

Start creating a purchase order by performing the following steps in sequence:


UPDATE PURCHASE ORDER STATUS


Definition of Purchase Order Statuses

  • Created: The purchase order has been created. An order will have this status immediately after successful creation.
  • Awaiting purchase: The purchase order is pending purchase.
  • Purchased: The purchase order has been purchased.
  • Inbound request: The purchase order is in transit to the warehouse, pending receipt.
  • Received: The purchase order has arrived and been received into the warehouse.
  • Cancelled: The purchase order has been canceled.

Order status in the "Awaiting Purchase" tab

After a purchase order is successfully created, it will automatically be in the "Created" status. At this stage, the user must confirm the purchase order to move it to the "Awaiting purchase" status.


Order status in the "Purchased" tab

Proceed with the confirmation action to update the purchase order as successfully purchased.


Note: Purchase staff must be configured so that, during the purchasing process, a buyer can be assigned and the order can be confirmed as placed.

Order status in the "Incoming" tab – Inbound request

A purchase order in the "Purchased" status must be updated to "Inbound request" to begin the receiving process at the warehouse.

To proceed with inbound receiving, click Generate ASN.

[ASN (Advanced Shipping Notice) is a document that provides detailed information about a shipment before it arrives, helping the warehouse prepare for receiving.]


Order status in the "Manage GRN" tab

  • If the user is using fulfillment services at Efex’s warehouse, there is no need to manually update the order status at this step. Once the warehouse receives the order, the system will automatically update the status to "Received".
  • If the user is not using Efex’s services, when the warehouse receives the order, the user must manually update the purchase order to the "Received" status. The steps are as follows:


Order status in the "Cancelled PO" tab


Note: Orders can only be canceled when their status is "Created", "Awaiting Purchase", or "Purchased".


CUSTOMIZE DISPLAY COLUMNS

To customize the display columns, please follow the instructions below.


Note: The display columns apply only for the current session. If you log out and log back in, you will need to reselect the display columns.


SEARCH AND FILTER PURCHASE ORDERS

To search and filter purchase orders, follow the instructions below.


Note: Multiple filters can be applied simultaneously in a single search.


Updated on: 24/09/2025

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