Purchase Orders
Track purchase orders from draft through approval, sending, and receipt — with vendor linkage, live line-item totals, multi-select bulk delete, and an AI Assistant for spend and bottleneck analysis.
Overview
Purchase Orders (in the Procurement & Vendor module) tracks the full lifecycle of an order placed with a vendor — from an internal draft, through approval and sending, to receiving goods. Every order is linked to a vendor from the Vendor Portal directory, carries its own currency, and shows a running total calculated from its line items.
Distinct From the Purchase Module
This screen lives under Procurement & Vendor, a newer, streamlined module. It is separate from the older Purchase module's Purchase Orders screen, which has its own RFQ→Sent→Confirmed lifecycle. The two are not interchangeable — check which sidebar group you are in.
Status Workflow
Draft → Pending Approval → Approved → Sent → Received (or Cancelled at any point), with inline one-click actions for Approve and Send.
Bulk Selection
Select multiple orders with the header checkbox or per-row checkboxes, then bulk-delete them from a toolbar that appears above the table.
AI Assistant
A collapsible chat panel answers spend, bottleneck, and vendor-concentration questions using the current filtered order list as context.
CSV Export
Export the currently filtered order list to CSV with one click — PO number, vendor, status, total, currency, requester, and dates.
Dual Style
Dark Workstation and light Enterprise visual modes, switchable from Settings → Appearance → Screen Style.
Full Localisation
Every label, status badge, and column header is available in English and Turkish.
Quick Start
- Open Purchase Orders under the Procurement & Vendor sidebar group.
- Click Add PO. The order form opens as a modal (or right panel, depending on Add Record Mode in Settings → Appearance).
- Select a Vendor — only vendors with Active status appear in the dropdown.
- Set the Currency and enter who the order is Requested By.
- Add one or more Line Items (description, quantity, unit, unit price) — the subtotal updates live as you type.
- Set the Order Date and Expected Delivery date, then click Save.
- As the order progresses, use the row-level Approve and Send buttons to move it through its status workflow.
Order Status Workflow
Every purchase order carries a status badge showing where it sits in its workflow. Status changes are triggered by explicit actions in the row — there is no automatic progression.
| Status | Meaning | Available Row Action |
|---|---|---|
| Draft | Newly created order, not yet submitted for approval. | — |
| Pending Approval | Awaiting a buyer/manager sign-off. | Approve |
| Approved | Sign-off given — ready to be sent to the vendor. | Send |
| Sent | Order has been transmitted to the vendor. | — |
| Partial | Some, but not all, of the ordered quantity has been received. | — |
| Received | All ordered quantity has arrived. | — |
| Cancelled | Order cancelled at any stage before receipt. | — |
Toolbar Controls
Row 1 — Title + Primary Actions
| Control | Function |
|---|---|
| Export CSV | Downloads the currently filtered order list as a UTF-8 CSV file. |
| Add PO | Opens the new-order form (modal or slide-in panel). |
Tab Bar
Filter tabs (All, Draft, Pending Approval, Approved, Sent, Received, Cancelled) sit below the title row, each showing a live count badge for how many orders currently match that status.
Row 2 — Search + Refresh
| Control | Function |
|---|---|
| Search | Filters by PO number, vendor name, or requester in real time (case-insensitive). |
| Refresh | Re-fetches the order list from the server. |
Order Table
Columns: PO Number, Vendor, Status, Total (with sortable header), Currency, Requested By, Order Date, Expected Delivery, and Actions. Clicking the PO Number or Total column headers toggles ascending/descending sort.
Multi-Select and Bulk Delete
A checkbox column sits to the left of the PO Number column, using the shared SelectCheckbox component — the same shape, color, and size settings used across every "My Workspace" list screen (Settings → Appearance → List Style). The header checkbox selects or clears every order currently in view.
When one or more orders are selected, a bulk-action toolbar appears above the table with the selected count and two buttons: Cancel (clears the selection) and Delete (removes every selected order after confirming).
One Setting, Many Screens
List Style is not specific to Purchase Orders — changing checkbox shape or size in Settings → Appearance updates it consistently across the Purchase Orders, Vendor Portal, and RFQ Management tables, and every other list-based screen in TotalApp.
AI Assistant
A collapsible AI Assistant panel lives on the right edge of the Purchase Orders screen. Click the vertical "AI Assistant" tab (marked with a sparkle icon) to open it; click the same tab, the header close button, or the left-edge collapse tab inside the panel to close it again. The panel supports Fullscreen mode, chat History with New Chat, and saving a reply directly as a Report.
Ask it directly, or use one of the built-in suggested prompts:
- Summarize total spend by vendor and currency — a spend breakdown across the orders currently in view.
- Flag orders stuck in draft or pending approval — surfaces orders that may need attention to keep the procurement cycle moving.
- Which vendors have the highest order concentration? — highlights over-reliance on a small number of vendors.
- Help me draft a new purchase order — proposes a line-item structure based on a description of what's needed.
Opening the panel does not cover the order table — the main content area shrinks to make room on the right, so the table stays visible at a narrower width while you chat. Closing the panel restores the table to full width.
The assistant answers using whichever AI provider is configured under Settings → Agentic, so it works whether your tenant is set up for the hosted API, a local CLI, or a fully client-side model.