2. You'll see a list of material orders for the selected date range with key details, including:
* **Material Order No.** – This is the system-generated unique number assigned to each material order for easy identification.
* **Material Order Title** – This is the name given to the material order, often auto-filled if created from a job or quote.
* **Required By**: Indicates the target date by when the requested material order is expected to be fulfiled.
* **Status** – Indicates the current stage of the material order. Statuses include:
1. **Draft** – The MO is being prepared and not yet submitted for approval.
2. **Submitted** – The MO has been submitted and is awaiting internal approval.
3. **Approved** – The MO has received internal approval and is ready to be sent to the supplier.
4. **Rejected** – The MO has been declined during the internal approval process.
5. **Sent to Supplier** – The approved MO has been sent to the supplier for processing.
6. **Supplier Accepted** – The supplier has accepted the MO.
7. **Supplier Rejected** – The supplier has rejected the MO, possibly with comments.
8. **Partially Fulfilled** – Only some items have been received; pending items remain.
9. **Fulfilled** – All items in the MO have been delivered by the supplier.
10. **Invoiced-** The supplier has issued an invoice for the items delivered, and the invoice has been recorded against the Material Order. This status indicates that the MO has moved into the billing stage and is awaiting payment.
11. **Paid**-The payment for the supplier invoice has been completed. This status confirms that all financial obligations related to the Material Order have been settled.
12. **Cancelled** – The MO has been cancelled and will not be processed further.
13. **Closed** – The MO has been completed and closed after fulfillment.
3. **Associated** – Displays the job/project or quote linked to the material order, providing context on where or why the order originated.
4. **Created on** – Shows the date on which the material order was generated, making it easier to track order timelines and monitor processing efficiency.
## Exploring the Listing Page
The listing page is designed to provide a structured view of material orders, making it easier to track and manage them efficiently.
### 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 material order pipeline. The status cards are arranged in chronological order, following the MO workflow from Draft through to Fulfilled.
* **Total Material Orders** – Displays the total value of all material orders, along with the total count of MOs created.
* **Submitted** – Shows the total value and count of material orders that have been submitted for approval.
* **Supplier Accepted** – Indicates the value and count of material orders accepted by the supplier.
* **Partially Fulfilled** – Represents the value and count of material orders where only some items have been received, and others are pending.
* **Fulfilled** – Shows the value and count of material orders for which all items have been successfully received.
* **Invoiced**- Displays the value and count of material orders for which the supplier has issued an invoice, and it has been recorded in the system.
* **Paid**- Shows the value and count of material orders for which the supplier invoice has been fully paid.
* **Rejected** – Displays the total value and count of material orders that were declined during the internal approval process.
**Receiving Items**: In **Receive Items**, verify selected [options](https://docs.zuper.co/Inventory_Management/Parts_Services/Create_New_Part_Service#3-options) match.
These summary cards help you monitor your procurement activity at a glance and quickly identify areas that require attention.
* 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.
### 3. Search & Filtering
Quickly locate specific material orders using search and filter tools:
* Use the **Search Bar** to look up material orders by title or MO number.
* Apply filters to narrow down results based on:
1. MO Status (e.g., Draft, Submitted, Approved)
2. Supplier Name
3. Associated Project, Job
4. MO Title, and more.
This functionality helps you quickly find what you need without scrolling through the entire list.
### 4. Bulk Actions
Easily manage multiple material orders in one go:
* Select the checkboxes next to the material orders you want to update.
* Click "**Update Status**" to update the status of the selected material orders in bulk.
Bulk actions save time and ensure consistency across multiple records.
### 5. Pinned filters
Zuper's Material 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.
1. Select the "**Material Orders**" module from the left navigation menu.
2. **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.
3. 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.
### 6. Notes quick action
You can add or view notes on a material order directly from the listing page — without opening the full MO record. This saves time when you need to leave a quick update or check a note while reviewing multiple MOs.
The same quick action is available from the:
* **Material Orders** listing page
* **Supplier** listing page
* **Material Requests** listing page
### 7. Creating a new Material Order
To create a new material order from the listing page:
* Click the **+ New Material Order** button in the top-right corner.
For step-by-step instructions on how to create a material order, refer [Creating a Material Order](https://docs.zuper.co/Zuper_for_Roofing/Creating-material-order) article.
### 8. Customize Your View
You can further refine how your material 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.
For more information on how to create a new view and set permissions, refer to this [article](https://docs.zuper.co/Zuper_for_Roofing/Suppliers#create-view-configuration).
# Managing Material Order Details
Once a material order is created, the Material Order Details Page serves as the central hub for tracking and managing all aspects of the material order. The page features a three-column layout, providing quick access to relevant information and actions within each panel.
1. Click on any material order from the listing page to open its details page.
## Left Panel
The left panel displays key material order information—such as the MO title, supplier name, and current status—along with quick action buttons for calling, emailing, or adding notes. It also provides easy navigation to view MO details, items, notes, and activity history.
For more information on how to use the notes feature, refer [Notes and chats](https://docs.zuper.co/Work_Order_Management/Jobs/notes_and_chats#notes) article.
| Details | Description |
| :--------------: | :----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------: |
| Required By | The date on which the order needs to be fulfilled. |
| MO sent date | The date on which the material order was officially sent to the supplier. |
| Reference No. | An internal or external reference ID used for tracking or cross-referencing purposes. |
| Payment Term | Indicates the agreed-upon payment terms between your organization and the supplier |
| Delivery Method | Specifies how the goods will be delivered by the supplier. (e.g., Direct shipment to Job's site, Deliver to Warehouse, pickup from supplier). |
| Created By | Displays the name of the user who created the material order. |
| Remarks | Additional comments or notes entered while creating the MO, offering further context. |
| Supplier Address | Displays two key address types associated with the material order: • **Billing Address**: Automatically populated with the supplier'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 Supplier is selected, the supplier's pickup address will be shown.
o If Deliver to Warehouse is selected, your organization's default warehouse address will be used. |
* **Requested Quantity** shows the total number of items initially requested.
* **Fulfilled Quantity** shows the number of items that have already been supplied or delivered.
* **Required Quantity** shows the remaining number of items that still need to be purchased. This field is not available when the status is Fulfilled.
* **Unit Purchase Cost** shows the price per unit charged by the supplier.
* **Total** shows the line item total, calculated as Required Quantity × Unit Purchase Cost. This column appears across all MO statuses, from Draft through Paid.
* **Remarks** shows any specific notes, instructions, or clarifications related to the individual line item.
This helps in tracking the MO's progress from creation to fulfillment.
| **Scenario** | **What is saved** |
| :---------------------------------------------------------------------------------------------------------- | :--------------------------------------------------------------------------------------- |
| You manually send the MO as separate attachments in PDF and XLS formats, or as either a PDF or an XLS file. | The attachment is saved in document history |
| Auto-send is enabled in your settings | Documents are captured as PDF automatically on each auto send |
| You send only a hyperlink (no attachment) | A PDF is still generated and saved so you can verify what was shared |
| You clone an MO | The cloned MO starts with a fresh document history — previous sends are not carried over |
**Note:** For a detailed explanation of the statuses an MO goes through, refer to the [*Material Order Status*](https://docs.zuper.co/Zuper_for_Roofing/Material-order-status) article.
This helps you quickly reach out to suppliers when needed.
This ensures better coordination between purchasing activities and job execution, improving operational transparency and reducing the risk of misalignment between procurement and service delivery.
| Status | Edit MO? | Other key actions under More Actions |
| ------------------- | -------- | --------------------------------------- |
| Draft | ✓ Yes | Clone, Cancel, Delete |
| Submitted | ✓ Yes | Send to Supplier, Clone, Cancel, Delete |
| Approved | ✓ Yes | Clone, Cancel, Delete |
| Sent to Supplier | ✓ Yes | Clone, Cancel, Delete |
| Supplier Accepted | ✓ Yes | Clone, Cancel, Delete |
| Supplier Rejected | ✓ Yes | Clone, Cancel, Delete |
| Partially Fulfilled | ✓ Yes | Clone, Roll-up as New MO, Delete |
| Fulfilled | ✓ Yes | Clone, Close MO, Delete |
| Invoiced | ✗ No | Clone, Close MO, Delete |
| Paid | ✗ No | Clone, Delete MO |
| Closed MO | ✗ No | Clone, Delete |