Purchase Order - Internal Approval

Note: Purchase Order is a gated feature.

To know more about implementation, please contact your account manager.

Introducing Hopstack's Purchase Order Feature

Gain complete control over your inbound logistics with Hopstack’s new Purchase Order feature. Create, manage, and track multiple purchase orders for vendors effortlessly. Approve orders and collaborate seamlessly with vendors, who can now suggest changes for your review before starting manufacturing or sourcing.

Creating Purchase Orders:

1. Currently, Hopstack provides the ability to create Purchase Orders from Catalog Management. Please find the details here.

Managing Purchase Orders:

1. Once Purchase Orders are created and sent for internal approval or saved as drafts, users can go back and edit or complete the remaining details. To view the complete list of Purchase Orders, navigate to Inbound Logistics and click on the Purchase Orders module.

   

2. On going to Purchase Orders module, you will be able to view the list of all the POs that have been created.

3. Purchase Order Homepage View:

   1. There are various columns are available for you to view, and sort such as Purchase Order ID, Vendor Name, Warehouse Name and so on.

   2. Hopstack also allows you to view product details directly. If a PO contains only one product, the SKU ID will be displayed on the screen. Clicking the SKU ID will provide additional details about the product.

      1. If the PO includes multiple products, the Products column will display the total count. Clicking on this will show you detailed information for all the products listed in the PO.

         

         

4. Effortlessly search for a Purchase Order (PO) by entering the PO number or Product SKU ID. If a SKU appears in multiple POs, the results will display a list of all relevant POs for easy reference.

   

   

5. As you navigate the screen, you'll see a list of all Purchase Orders along with their current statuses.

6. Draft Status:

   1. If you have saved a Purchase Order (PO) as a draft, you can easily search for it and view the PO by clicking the PO ID or selecting “View PO” under actions.

      

   2. You can view the Purchase Order (PO) and use Hopstack's features to edit or cancel it. Once the PO is ready, you can also send it for approval within your team.

      

   3. Edit PO -When a Purchase Order (PO) is in Draft status, users can edit and save changes as often as needed, allowing them to revisit and continue working on the same PO at their convenience.

      

   4. Cancel PO- Click "Cancel" under the actions menu. The PO will then be moved to the PO Module and marked as "Canceled," where it can only be viewed. No further actions can be taken on a canceled PO.

      

   5. View Audit Trail - You will be able to view the PO audit trail, and be able to see the history for that PO which includes all the actions and further the user who took them including the timestamp when they were taken.

      

   6. Submit PO for Internal Approval-If the PO has all the required details, and you would like the PO to be sent for Approval, Under “Actions”, click “Mark Pending Approval”, and the PO will be sent for Internal Approval with status: “Pending Internal Approval”

7. PO Under Internal Review

   1. When a PO has been sent for Internal Approval, the status on the PO will be “PendingInternalApproval”.

   2. If you are an Approver for Purchase Orders, navigating to Inbound > Purchase Orders, you will be able to view the list of all the POs that you need to approve.

   3. If you click the PO ID, you will be able to view the Purchase Order details, and further will be able to view all the details, edit any information on the PO, view the audit trail on the PO to view the history and further Approve the PO.

      

   4. Edit PO - As an approver, you will be able to edit all details on the PO, which will be tracked through the audit trail, and further once the edit has been done, you will be able to submit the PO as Approved.

      

   5. Approve PO - If the PO needs editing or is ready as is, you can click "Submit to Vendor" under Actions. The PO will then be approved and automatically sent to the vendor for review.

      

   6. View Audit Trail- Under Actions, Hopstack also provides the ability to view the history of the PO while you are viewing the PO Details.

      

   7. Cancel PO- As an approver, you will be able to cancel the PO at any time if it doesnt meet your requirements or the business needs have changed.

Note: All the Actions that a user can do are also available on the Purchase Order Homepage, under Actions.