Manage Your Purchase Orders

Take control of your procurement process in Holocene. This tutorial guides you through viewing, customizing, and managing purchase orders—from initial setup to streamlined automation.

Step 1: Click Purchase Orders in the left menu to access your list of open purchase orders.

Step 2: Review the full list of open purchase deliveries. Each row shows order number, supplier name, origin, requested delivery date, creation date, and the current status.

Review additional details in each list row, including lead time, incoterm, PO tab, assigned user, and alerts.

Step 1: Click Add to set up a personalized view for your workflow.

Step 2: Enter a descriptive name for your custom view (for example, "My Confirmed Orders").

Step 3: Choose how to group orders—by supplier name, origin, or requested delivery date. Select columns like requested delivery date to focus your monitoring.

Step 4: Set up filters such as date ranges (today, this week, next week, or custom) and confirm delivery dates for more targeted views.

Step 5: Apply filters for origin, lead time, creation date, or assigned user. Assign the view to yourself to focus on your deliveries.

Step 6: Use advanced filtering and alert management options. Filter by alert type, including new alerts, seen alerts, Android emails, or all alerts.

Step 7: Adjust process step filters to keep your current work in focus. Select statuses (open, confirmed, Ready for Shipping, In Transit, Delivered, or Closed), and further filter by complete or incomplete to address outstanding orders.

Step 8: Add purchase orders individually or in bulk: receive via email (auto-population), ERP integration, or manual entry.

Step 9: Click Add Purchase Order and upload a purchase order in PDF or Excel format (up to 10MB).

Step 10: For manual entry, enter PO number, origin, incoterm, incoterm location, PO type, payment terms, and supplier details.

Step 11: To bulk upload, use Browse file to select and upload a CSV file up to 10MB.

Step 1 : When a PO arrives by email, it's automatically listed as open. Click the order for full details, including supplier name, incoterm, and requested delivery date.

Step 2: Review the timeline for real-time updates on order status. System statuses include:

Step 3: During the Confirmed by Supplier phase, review all related documents and system highlights.

Step 4: Trace order creation details, annotate or sign the PDF, manage addresses, assign due payment dates, and link POs to sales orders or monitor materials as needed.

Step 5: Check supplier trust and performance metrics based on your orders.

Step 6: As you process workflows, the system tracks on-time metrics, material planning, and updates your supplier master record.

Step 7: Watch for order confirmations and discrepancy alerts.

Step 8: Click Update Deliveries as required, and confirm updates to keep timelines accurate and planning updated in real-time.

Step 9: The control tower highlights delayed deliveries—mark those resolved, and let the system flag shipment discrepancies or status transitions.

Step 10: Stay updated on in-transit deliveries, view shipment differences, and check the Critical Updates section for essential notifications.

Step 11: Track all purchase order emails from one place; send emails to suppliers using stored contacts. Compose and send confirmation requests manually through the system.

Step 12: Automate confirmation reminders by configuring templates in system settings; personalize templates for your style.

Automatic reminders ensure nothing slips through the cracks. For every PO, the system automatically creates an inbound delivery record, streamlining tracking and receipt.