Purchase Orders: Lifecycle & Statuses
Create POs, move them through their lifecycle, email them to vendors, and close them out — including short.
What you'll need
A vendor and products with costs. Suggested quantities can come straight from Replenishment ("Create Draft POs").
Creating a PO
1. Purchase Orders → + New PO.
2. Pick the vendor, destination, expected delivery date, and currency (multi-currency POs convert into base-currency reporting automatically).
3. Add line items — unit costs prefill from the product and can be overridden. Order-rule hints (MOQs, multiples) appear as you type, and a live warning fires if packaging components can't cover the quantities.
4. Click Create PO. Drafts are freely editable.
The lifecycle
Statuses: draft → submitted → confirmed → (ready to ship → in transit, per shipment) → partially received → received. Move forward with the header button (Mark Submitted, then Mark Confirmed); shipping statuses roll up from the PO's shipments. You can step back with Revert to Draft / Revert to Submitted while there are no shipments or receipts. Approval policies, when they apply, show as an "Approval" chip on the header.
Deleting a PO requires a reason and hides it from views (it's recorded, not erased). Every material change is versioned — see the History tab ("Rev #" entries with reasons).
Emailing the PO to the vendor
Click Email to vendor. Ventorie sends a branded PO PDF from your connected mailbox; the dialog prefills the vendor's primary contact and takes an optional message. Replies land in your Ventorie Inbox and are matched back to this PO automatically — and if the PO was a draft, sending moves it to Submitted. Use Preview or Download PDF any time.
Closing short
When a PO is partially received and the remainder is never coming (QC samples, lost units, short-ship), click Close short…. Enter why it's short and confirm — the PO counts as received, stops appearing as inbound in planning, and received quantities/costs are unchanged. A "closed short" chip records the details, and Reopen brings it back if stock shows up after all.
Money view
The header total shows "incl. freight & duties" once landed costs exist. On the list page, the Payment Schedule panel breaks obligations into Deposit / Balance / Full payment rows with due dates from vendor terms (receipt-triggered net-N included), an overdue pill, and Table/Chart views. CSV import (Import button) brings POs in from other systems with AI column mapping and a dry-run preview.