Purchase Orders (POs) are essential for the timely procurement of parts and materials required for field service operations. Whether sourcing tools for a job or replenishing stock, effective PO management helps prevent delays, control costs, and ensure vendor accountability. Once a PO is created in the Zuper web application, administrators can track its progress, manage approvals, collaborate with vendors, and handle fulfillment — all within the Purchase Orders module.
This article explains how to access, manage, and update purchase orders at every stage of their lifecycle to support a streamlined and transparent procurement process.

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Accessing the Purchase Orders Listing Page

To view all purchase orders:
  1. Click the Purchasing module from the left navigation menu and select Purchase Orders.
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  1. You’ll see a list of purchase orders for the selected date range with key details, including:
    • Purchase Order No.    – This is the system-generated unique number assigned to each purchase order for easy identification.
    • Purchase Order Title   – This is the name given to the purchase order, often auto-filled if created from a job or quote.
    • Required By: Indicates the target date by when the requested purchase order is expected to be fulfiled.
    • Status – Indicates the current stage of the purchase order. Statuses include:
      1. Draft – The PO is being prepared and not yet submitted for approval.
      2. Awaiting Approval– The PO has been submitted and is awaiting internal approval.
      3. Approved – The PO has received internal approval and is ready to be sent to the vendor.
      4. Rejected – The PO has been declined during the internal approval process.
      5. Sent to Vendor – The approved PO has been sent to the vendor for processing.
      6. Vendor Accepted – The vendor has accepted the PO.
      7. Vendor Rejected – The vendor has rejected the PO, possibly with comments.
      8. Partially Fulfilled – Only some items have been received; pending items remain.
      9. Fulfilled – All items in the PO have been delivered by the vendor.
      10. Cancelled – The PO has been cancelled and will not be processed further.
      11. Closed – The PO has been completed and closed after fulfillment.
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  1. Associated  – Displays the job or quote linked to the purchase order, providing context on where or why the order originated.
  2. Created on – Shows the date on which the purchase order was generated, making it easier to track order timelines and monitor processing efficiency.

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Exploring the Listing Page

The listing page is designed to provide a structured view of purchase orders, making it easier to track and manage them efficiently.

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1. Summary Cards

Enable Show KPIs to display the summary cards at the top of the listing page. These cards provide a quick snapshot of your purchase order pipeline, including: PO49 Pn
  • Total Purchase Orders – The total number of purchase orders created.
  • Submitted – The number of purchase orders that have been submitted for approval.
  • Partially Fulfilled – The count of purchase orders for which only some items have been received, with pending items still awaiting delivery.
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  • Fulfilled – The total number of purchase orders for which all items have been successfully delivered by the vendor.
  • Rejected – The total number of purchase orders that were declined during the internal approval process.
These summary cards help you monitor your procurement activity at a glance and quickly identify areas that require attention.
Note: The Rejected KPI will be displayed only when an approval hierarchy is configured in settings.

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2. Customization Options

Tailor the listing view to match your workflow:
  • Click the Columns button at the top-right corner of the screen to open a panel with Displayed Columns and Available Columns.
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  • Hover over any column under Available Columns to reveal the option to add it, or drag and drop it into the Displayed Columns section.
  • Reorder fields by simply dragging and dropping columns within the Displayed Columns list.
This flexibility ensures that you see only the data most relevant to your operational preference.

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3. Search & Filtering

Quickly locate specific purchase orders using search and filter tools:
  • Use the Search Bar to look up purchase orders by title or PO number.
  • Apply filters to narrow down results based on:
    1. PO Status (e.g., Draft, Submitted, Approved)
    2. Vendor Name
    3. PO Title, and more.
PO53 Pn This functionality helps you quickly find what you need without scrolling through the entire list.

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4. Bulk Actions

Easily manage multiple purchase orders in one go:
  • Select the checkboxes next to the purchase orders you want to update.
  • Click “Update Status” to update the status of the selected purchase orders in bulk.
PO54 Pn Bulk actions save time and ensure consistency across multiple records.

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5. Pinned filters

Zuper’s Purchase Orders module lets you use pinned filters to streamline your filter experience. Pinned filters keep your most-used criteria readily accessible for quick application. Pin up to 3 filters in any module.
Navigation: Purchase Orders -> Filters -> Pinned Filter
  1. Select the “Purchase Orders” module from the left navigation menu.
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  1. Pin Filters for Quick Access
  • Once your filters are set, click the Pin Filters button in the dialog box to save them as pinned.
  • Pinned filters appear in the dialog box’s “Pinned Filters” section, allowing you to apply them with one click in future sessions.
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  1. To Unpin the filter:
  • To unpin, select a pinned filter and click Remove.
  • To apply pinned or default filters, open the dialog box and select them.
  • Use Clear All to remove active filters.
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6. Creating a new Purchase Order

To create a new purchase order from the listing page:
  • Click the + New Purchase Order button in the top-right corner.
PO55 Pn For step-by-step instructions on how to create a purchase order, refer Creating a Purchase Order article.

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7. Customize Your View

You can further refine how your purchase orders are displayed:
  • Create and save personalized views based on your preferences.
  • Set view-specific permissions to ensure the right team members have appropriate access.
PO56 Pn For more information on how to create a new view and set permissions, refer to this article.

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Managing Purchase Order Details

Once a purchase order is created, the Purchase Order Details Page serves as the central hub for tracking and managing all aspects of the purchase order. The page features a three-column layout, providing quick access to relevant information and actions within each panel.
  1. Click on any purchase order from the listing page to open its details page.

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Left Panel

The left panel displays key purchase order information—such as the PO title, vendor name, and current status—along with quick action buttons for calling, emailing, or adding notes. It also provides easy navigation to view PO details, items, notes, and activity history.
Click the Call icon to view the vendor’s contact number and initiate a phone call (available only if contact details are provided).PO31 Pn
Click the Mail icon to view the vendor’s email address and send them an email regarding the purchase order.PO32 Pn
Click “Add Note” to add comments or additional information to a purchase order throughout its lifecycle. Notes can provide extra context and may include anything from a simple text reminder to an image of parts/products, or even a video or document.PO33 Pn

For more information on how to use the notes feature, refer Notes and chats article.
The purchase order details section provides an overview of the purchase order, includingPO34 Pn
DetailsDescription
Required ByThe date on which the order needs to be fulfilled.
PO sent dateThe date on which the purchase order was officially sent to the vendor.
Reference No.An internal or external reference ID used for tracking or cross-referencing purposes.
Payment TermIndicates the agreed-upon payment terms between your organization and the vendor
Delivery MethodSpecifies how the goods will be delivered by the vendor. (e.g., Direct shipment to Job’s site, Deliver to Warehouse, pickup from vendor).
Created ByDisplays the name of the user who created the purchase order.
RemarksAdditional comments or notes entered while creating the PO, offering further context.
Vendor AddressDisplays two key address types associated with the purchase order:

• Billing Address: Automatically populated with the vendor’s registered billing address from their profile. This is where invoices and payment-related documents are directed.
• Delivery Address: Determined by the selected delivery method:

o If Direct shipment to Job’s site is chosen, the delivery address will be the job’s service location.
o If Pickup from Vendor is selected, the vendor’s pickup address will be shown.
o If Deliver to Warehouse is selected, your organization’s default warehouse address will be used.
This section displays the requested items in a clear, tabular format, making it easy to review and verify purchase order details. Each row contains the following information:
  • Item – The name of the part or product to be purchased.
  • Vendor SKU / ID – The unique identifier or stock-keeping unit assigned to the item by the vendor. PO35 Pn
  • Requested Quantity – The total number of items initially requested.
  • Fulfilled Quantity – The number of items that have already been supplied or delivered.
  • Required Quantity – The remaining number of items that still need to be purchased. (_This field is not available when the status is _Fulfilled).
  • Unit Purchase Cost – The price per unit charged by the vendor.
  • Remarks – Any specific notes, instructions, or clarifications related to the individual line item.
Note: The total cost of the purchase order is automatically calculated as:
Required Quantity × Unit Purchase Cost for all listed items.
This ensures transparency, accuracy in vendor billing, and better internal budgeting control.
This section captures the log of all activities performed on the purchase order, such as:
  • Notes added
  • Status changes
  • Attachments uploaded
  • Comments or approvals PO36 Pn
This running log helps you trace every interaction with the PO.
Displays the complete status lifecycle of the purchase order in chronological order, helping you view each status update along with the timestamp and the user who made the change.This helps in tracking the PO’s progress from creation to fulfillment.PO37 Pn
Note: For a detailed explanation of the statuses a PO goes through, refer to the Purchase Order Status article.

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Right Panel

The Right Panel provides additional contextual information and quick-access links related to the selected Purchase Order (PO). This panel enhances visibility and traceability by consolidating related data in one place.
Displays key information about the vendor, including:
  • Vendor name
  • Contact information (if available)
  • Address PO38 Pn
This helps you quickly reach out to vendors when needed.
This section displays any job or quote associated with the current purchase order. It allows quick navigation to the corresponding Job or Quote details, offering clear visibility into which job or customer quote the PO supports.PO39 PnThis ensures better coordination between purchasing activities and job execution, improving operational transparency and reducing the risk of misalignment between procurement and service delivery.Note: If the associated job or quote is pending materials from the purchase order, an indication labeled “Waiting on PO” will be shown. This indication helps stakeholders track dependencies and manage timelines effectively. A job or quote linked to a purchase order can only be closed when the purchase order status is set to Draft, Cancelled, Closed, or Fulfilled.PO40 Pn
This section allows you to upload and manage documents related to the purchase order. It displays all files added, such as:
  • Vendor quotes
  • Product images
  • Delivery slips
  • Invoices or other supporting documents PO41 Pn
Tip: You can preview or download attachments directly from this panel, making it easier to access important information and streamline documentation for audits or reference.