Vendor Purchase Orders

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Overview

The Vendor Purchase Orders page allows you to receive shipments from vendors. When you receive a purchase order, the system automatically updates material location quantities at your current site.

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Viewing Purchase Orders

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Desktop View (Grid)

On desktop, purchase orders are displayed in an AG Grid table showing:

• Order Information: Purchase order number, vendor details, dates
• Status: Order status and receipt progress
• Totals: Order quantities and amounts

The grid supports sorting, filtering, and column management like other grid views in the application.

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Mobile View (Cards)

On mobile devices, purchase orders are displayed as cards with key information formatted for easy reading.

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Opening a Purchase Order

To view and receive a purchase order:

1. Navigate to Purchase Orders in the Material module
2. Click on the purchase order row (or tap the card on mobile)
3. The Receive Purchase Order dialog opens

The dialog displays:

• Order Header: Vendor name, PO number, dates
• Order Lines: List of materials on the order with quantities

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Receiving Purchase Order Items

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Understanding Order Line Status

Each order line shows:

• Material Item: Name and description of the material
• Quantity Ordered: Total quantity on the purchase order
• Quantity Received: Amount already received (from previous receipts)
• Quantity Remaining: Amount still to be received

Order lines are automatically sorted to show:

• Incomplete lines first (quantity remaining > 0)
• Completed lines last (fully received)

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Receiving Quantities

To receive items from the purchase order:

1. Open the purchase order
2. For each line you want to receive, enter the quantity in the receive field
3. You can receive:
   • The full remaining quantity
   • A partial quantity (for partial shipments)
   • Zero (if the item wasn’t in this shipment)
4. Click Submit to record the receipt

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What Happens When You Submit

When you submit a purchase order receipt:

1. Material quantities are recorded: Received quantities are recorded at the site location
2. Order line receipt quantities are updated: The “Quantity Received” on each line increases
3. Completion status is tracked: Lines become marked as complete when fully received
4. Receipt history is recorded: The system tracks who received the items and when

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Receiving Location

Materials are received to your currently selected site location. After receiving, use the Material Items page to move materials to specific storage locations as needed.

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Partial Receipts

You can receive a purchase order multiple times for partial shipments:

1. First shipment: Receive the items that arrived, submit
2. Second shipment: Open the same PO again, receive additional items, submit
3. Continue until all items are received

The order line tracking ensures you always know:

• What’s been received so far
• What’s still outstanding
• When each receipt was recorded

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Common Workflows

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Full Shipment Receipt

When you receive a complete shipment:

1. Open the purchase order
2. Enter the full remaining quantity for each line
3. Submit
4. The “All Items Received” alert confirms completion

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Partial Shipment Receipt

When only some items arrive:

1. Open the purchase order
2. Enter quantities only for the items that arrived
3. Submit
4. The remaining items will still show as outstanding
5. Repeat when the next shipment arrives

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Overship or Undership

Overship (received more than ordered):

• You can enter a quantity greater than ordered
• The system will record the excess receipt
• Consider adjusting the PO or contacting the vendor

Undership (received less than ordered):

• Enter the actual quantity received
• Submit the partial receipt
• The remaining quantity stays outstanding
• Receive the rest when it arrives (or close the PO if it won’t arrive)

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Canceling a Receipt

If you open a purchase order but don’t want to receive anything:

1. Click Cancel to close the dialog
2. No changes are recorded

If you’ve already submitted a receipt in error, contact your system administrator to reverse the transaction.

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Best Practices

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Verify Shipment Contents

Before submitting:

• Physically verify quantities received
• Check for damage
• Confirm material items match the PO

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Receiving Process

1. Print the PO (if needed) before the shipment arrives
2. Verify packing slip matches the PO
3. Count materials as you unload
4. Record receipt in the system (materials are recorded at the site location)
5. Move materials to specific storage locations as needed (via Material Items page)

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Multiple Receiving Staff

If multiple people receive shipments:

• Communicate which POs are being processed
• Check “Quantity Received” before entering new receipts
• Use the date/time tracking to see recent activity

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Troubleshooting

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”No order lines found” Message

This means the purchase order has no line items. Contact your administrator to verify the PO data.

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Can’t Find a Purchase Order

Purchase orders are created in your ERP system and synchronized to WorkSuite. If a PO is missing:

• Verify it exists in the ERP
• Check that synchronization is working
• Contact your system administrator

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Wrong Site Selected

If you accidentally receive to the wrong site:

• Contact your system administrator immediately
• The receipt may need to be reversed and re-entered

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Material Item Not Found

If a material item on the PO doesn’t exist in the system:

• The material may need to be created first
• Contact your system administrator

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