Order History

In this article

we will discuss how to manage, update and change purchase orders and how to track your incoming stock.

Order History

Once you have created a Purchase Order, you can track and manage the orders in the Order History tab. The order history tab shows all Purchase Order and their current statuses:

Purchase Order Status

There are 5 Order Statuses available, 4 of which can be selected by the user.

• On Order
• Completed
• Delayed
• Cancelled
• Deleted

On Order

Once a Purchase Order is created, it is automatically set to On Order. This means there is incoming stock, which is used in the calculation of the Order Proposal.
As described in the previous chapter (Create Purchase Order), the Expected Delivery Date is generated by looking at the longest lead-time of the products in the order.

Completed

When an Order has been received, the user can complete the order by selecting the 'Completed Status from the Drop Down list and save.
Setting the Order to 'completed' also updates the 'Current Stock' in WooCommerce and updates the order proposal accordingly.

For Completed and Cancelled Orders, the Expected Delivery date in the table is Light Grey (Col #D3D3D3 instead of the normal Dark Grey (Col # 131313) to indicate this order has been received or cancelled and is no longer incoming.

Delayed

If a Purchase order is dealyed, you can change the status and update the 'Expected Delivery Date';

After saving the changes, the Purchase Order status changes to 'Delayed':

If there are any impacts on the availability, you will receive a notification of potential lost sales, or get a new order recommendation.

Cancelled

When an order is cancelled, the inbound stock for this order is deleted and the Order Proposal is updated accordingly.

Deleted

The fifth status is 'Deleted'. When an Order Line is deleted, the entire order line is deleted from the table. Deleted Order Lines will need to be stored for a selected period of time.

Mass Edit function

There are two options to 'mass edit' Purchase Orders. 

1. Complete Orders 

If you select one or more orders with the tick box in the table, you can set them to completed with the 'Completed' button above the table:

This action will set the order to completed, with 100% delivery (all items in the order have been delivered)

2. Delete Orders

The second option allows you to delete the orders:

This action deletes the selected orders. If selected Purchase Orders are 'On Order', the incoming stock is deleted as well and the Order Proposals are recalculated automatically.

Edit Purchase Orders

You can edit purchase orders and update them by selecting the edit button:

The pop up that appears allows you to make changes to the status of the order (1), the Expected Delivery Date (2), Order Quantity (3) and the Received Quantity (4)

Update Order Status

After placing the Purchase Order, you can update the status as we discussed earlier in this article.

Updated Delivery Time

When you set an order status to 'Delayed' you can adjust the Expected Delivery time to the new date:

Changing the Delivery date will automatically recalculate your order proposals and stock requirements.

Update Order Quantity

You can update the order quantity on the order by order line. For example, if your suppliers informs you about short delivery or additional quantities, you can still amend the quantity and see the impact on your stock.

Quantity Received

After delivery, it can happen you're missing units, for example due to short deliveries or damaged goods during transportation. You can adjust the delived quantities and the system will automatically recalculate the impact on your stock. 

By default, the value for Qty Received is equal to the Order Qty, but you can override it by selecting the field: