Purchase Orders

Generate, send, and track purchase orders to your distributors directly from OrderDay.

Overview

The Purchase Orders feature helps you:

• Generate POs from your Order Builder selections
• Create professional PDFs with your business details
• Email directly to distributors with attachments
• Track status from draft through acknowledgment
• Review history of all past orders

Creating a Purchase Order

From Order Builder

1. Open Order Day and review recommended quantities
2. Adjust quantities as needed
3. Click Create Purchase Order
4. Select the distributor (or let OrderDay group by distributor automatically)
5. Review the order summary
6. Click Generate PO

PO Contents

Each purchase order includes:

• PO number (auto-generated, sequential)
• Your business details (name, address, contact)
• Distributor information (synced from profiles)
• Line items (product, SKU, quantity, unit cost, line total)
• Order total
• Notes (optional custom message)

PDF Generation

OrderDay automatically creates a professional PDF for each purchase order.

PDF Includes

• Your company logo (if uploaded)
• PO number and date
• Bill-to and ship-to addresses
• Product details in a clean table format
• Subtotal, tax (if applicable), and total
• Terms and conditions (customizable)

Download Options

After generating a PO:

• Download PDF - Save to your computer
• Print - Open print dialog
• Email - Send directly to distributor

Emailing Purchase Orders

Send POs directly to distributors without leaving OrderDay.

How It Works

1. Generate your purchase order
2. Click Email to Distributor
3. Review the pre-filled email:
   • To: Distributor's orders email (from profile)
   • Subject: PO #[number] from [Your Business]
   • Body: Standard order message
   • Attachment: PO PDF
4. Add any custom notes
5. Click Send

Direct Send

The email is sent directly from OrderDay's email service with the PDF attached. You'll receive a copy in your inbox.

Email Customization

Customize the default email template in Settings > Purchase Orders:

• Greeting text
• Order instructions
• Closing message
• Your signature

Order History

View all your purchase orders in one place.

Accessing Order History

Navigate to Order History in the OrderDay menu to see:

• All purchase orders (newest first)
• Quick search by PO number
• Filter by distributor
• Filter by status
• Date range selection

Order Details

Click any order to view:

• Full PO details
• Line items
• Status history
• Delivery tracking (if added)
• Notes and communications

Status Tracking

Each purchase order moves through a workflow:

Status	Meaning
Draft	Order created but not finalized
Generated	PDF created, ready to send
Sent	Emailed to distributor
Acknowledged	Distributor confirmed receipt
Received	Products delivered
Partial	Some items received, others pending
Cancelled	Order was cancelled

Updating Status

1. Open the purchase order
2. Click Update Status
3. Select the new status
4. Add notes (e.g., tracking number, expected delivery date)
5. Save

Auto-Updates

When you email a PO through OrderDay, the status automatically changes from "Generated" to "Sent".

Settings

Configure purchase order defaults in Settings > Purchase Orders:

Setting	Description
PO number prefix	Add a prefix (e.g., "ORD-") to PO numbers
Starting number	Set the starting PO number
Default terms	Payment terms shown on PO
Notes template	Default notes added to each PO
Email template	Default email body for sending POs
Logo	Your company logo for PDFs

Best Practices

1. Review before generating - Double-check quantities and pricing
2. Use distributor profiles - Keep contact info up to date for easy emailing
3. Track status consistently - Update status as orders progress
4. Add delivery notes - Record tracking numbers and delivery dates
5. Use notes field - Add special instructions for each order

FAQ

Q: Can I edit a purchase order after generating it?

A: Draft orders can be edited freely. Generated orders can be duplicated and modified, but the original PDF is preserved for records.

Q: What if I need to cancel a PO?

A: Open the order, update status to "Cancelled", and add a note explaining why. Consider emailing the distributor separately if the PO was already sent.

Q: Can I create a PO for multiple distributors at once?

A: OrderDay automatically groups order items by distributor. Each distributor gets their own PO. You can generate and send them all in one workflow.

Q: Are PO numbers unique?

A: Yes, PO numbers are sequential and unique across your account. You can customize the prefix and starting number in settings.

Related

• Order Day - Build your orders
• Suppliers - Manage distributor profiles
• Regular Customers - Plan for expected orders