Purchase orders

In Purchase Orders you track all the POs generated from your awards. It's the post-award traceability of each purchase: which supplier, at what price, against which request, and with all the process documentation at hand.

The list

• Search by PO code, request code (PR), ERP PO number or supplier name.

• Filters by status and by who awarded. Rejected and cancelled orders are hidden by default: you can show them with the toggle.

• Columns: code, source request, external ID (ERP), supplier, items, delivery address, total, status, who awarded and creation date.

• The list loads with infinite scroll and the filters stay in the URL so you can share them.

• With View you open each order's detail.

PO statuses

The PO detail

Each order opens with four tabs. At the top you see the code, the status and, depending on the status, the buttons to reverse the award or cancel the PO (see below).

General

It's the most complete tab. It brings together:

• Award summary: who awarded, when and the total value.

• Purchase savings (if there's history): nominal savings, real savings (inflation-adjusted) and an indicator of whether you beat inflation, with the number of items that have history.

• Downloads:

  • Full dossier / file (ZIP): the entire purchase process packaged.

  • Comparison in PDF and comparison in Excel of the quotations.

  • Emails in PDF: the exchange with the supplier.

  • View comparison on screen: opens the full comparison of the award.

• Basic information: PO code, status, currency, PO type and a shortcut to the source request.

• Supplier: name, email, primary contact and payment terms.

• Delivery: lead time (days from confirmation) or delivery date, and the detailed address.

• Organization: organization, department and a summary of items and total value.

Items

The list of what was awarded with quantity and unit, unit price, line total and lead time. Each item indicates whether it came from the quotation or from an agreement, and expands to show manufacturer code, technical specifications, the reference to the request item and the per-item savings analysis (historical price, accumulated inflation, nominal and real savings).

Timeline

The chronological record of the order: creation by award, status changes, AI validation, processing and scheduled delivery date. Each event appears with its date and, where applicable, the user and the details.

Documents

The attachments from the winning supplier's quotation (downloadable one by one) and a traceability section that summarizes which request the PO came from, when and by whom, with a shortcut to the original request.

Reverse or cancel a PO

A PO in Draft, Created, Sent or Confirmed can be reversed or cancelled from its detail. They are two different actions:

• Reversing the award reopens the comparison so you can award again: the PO becomes rejected, the items become available again and the losing quotations are restored. In an award split across several POs, only the PO you chose is reversed: the other suppliers' POs are untouched and only that order's items are reopened.

• Cancelling the PO voids the order without reopening anything: the PO becomes cancelled and, if it was the request's only PO, the request is cancelled too. Use it when the purchase is not going to happen.

Both actions ask for a reason and can't be undone. If the PO was already issued, the system additionally asks you to type the PO code to confirm, and reminds you that if the order exists in your ERP you must void it there as well: Sourced does not notify the supplier or touch your ERP when reversing or cancelling.

And then

• If your organization uses the logistics module, the PO's deliveries are tracked with trackings, calendar and automatic follow-ups to the supplier.

• If your suppliers use the portal, they can confirm the PO online, send shipping notices and invoice against it (see Accounts payable).