PO Detail Page
This guide explains every section of the Purchase Order Detail page—where to find information, what each field means, and how to perform actions. Access: Sidebar → Procurement → Click on any POPO Number
Format
PO-YYYY-XXX
| Part | Meaning | Example |
|---|---|---|
PO | Purchase Order prefix | PO |
YYYY | Year created | 2026 |
XXX | Sequential number | 001, 088, 142 |
PO-2026-088 = The 88th purchase order created in 2026
How It’s Generated
- Automatic when you create a new PO
- Sequential within each year
- Resets to 001 at start of each year
- Cannot be changed after creation
Header Section
The header displays key PO information and action buttons.Information Displayed
| Element | Description |
|---|---|
| PO Number | PO-YYYY-XXX format |
| Supplier | Supplier name |
| Status Badge | Draft / Pending Approval / Approved / Rejected |
| Total Cost | Sum of all items (PKR) |
Action Buttons
| Button | What It Does | Who Sees It | When Available |
|---|---|---|---|
| Edit | Modify PO details | Creator | Draft or Rejected status |
| Submit | Send for approval | Creator | Draft status |
| Approve | Approve the PO | Approvers | Pending Approval |
| Reject | Reject the PO | Approvers | Pending Approval |
| Delete | Remove the PO | Creator | Draft status only |
| Download | Download PO document | Everyone | Any status |
Overview Tab
Location: PO Detail → Overview (default tab) Shows basic purchase order information.Fields
| Field | What It Shows |
|---|---|
| PO Number | PO-YYYY-XXX |
| Supplier | Supplier name |
| Category | Leather / Accessories / Lining / Mixed / Other |
| Total Cost | Sum of all items (PKR) |
| Status | Current approval status |
| Created By | User who created the PO |
| Created Date | When the PO was created |
| Notes | Additional information |
Editing
1
Click Edit button
In header area (only available if Draft or Rejected)
2
Update fields
Modify supplier, category, notes, etc.
3
Save
Click Save to apply changes
Items Tab
Location: PO Detail → Items tab Shows all material items included in this purchase order.Columns Displayed
| Column | What It Shows |
|---|---|
| Description | Item description |
| Quantity | Amount being ordered |
| Unit | Unit of measure (pcs, m, kg, etc.) |
| Unit Rate | Price per unit (PKR) |
| Total | Quantity × Unit Rate |
Adding Items
1
Go to Items tab
PO Detail → Items
2
Click Add Item
Opens item form
3
Enter item details
Description, quantity, unit rate
4
Save
Item added to PO
Editing Items
1
Find the item
In the Items list
2
Click Edit icon
Pencil icon on the row
3
Update details
Modify quantity, rate, etc.
4
Save
Changes applied
Removing Items
1
Find the item
In the Items list
2
Click Delete icon
Trash icon on the row
3
Confirm
Item removed from PO
Items can only be added, edited, or removed when PO is in Draft or Rejected status.
Documents Tab
Location: PO Detail → Documents tab Manage uploaded PO documents.Document List
| Column | Description |
|---|---|
| Document Name | File name |
| Type | PDF, image, etc. |
| Uploaded By | Who uploaded |
| Date | Upload date |
| Actions | Download, Delete |
Uploading Documents
1
Go to Documents tab
PO Detail → Documents
2
Click Upload
Opens file selector
3
Select file
Choose PDF or image
4
Confirm
Document uploaded
Supported Formats
| Format | Accepted |
|---|---|
| Yes | |
| JPG/JPEG | Yes |
| PNG | Yes |
| XLSX/XLS | Yes |
Linked Sample/Material
Location: PO Detail → Overview tab → Linked Sample section Shows which sample and material this PO is for.Information Displayed
| Field | Description |
|---|---|
| Sample | Sample number (SMP-YYYY-XXX) |
| Material Type | Leather / Accessories / Lining |
| Sample Status | Current sample status |
Actions
- Click sample number to open the sample
- Link shows automatically when PO is created from a sample material
When you create a PO from a sample’s material section, the link is created automatically. You don’t need to link manually.
Approval Section
Location: PO Detail → Overview tab → Approval section Shows approval status and history.Current Status Display
| Field | Description |
|---|---|
| Status | Current approval status |
| Required Approver | Who needs to approve (based on limits) |
| Amount | Total PO amount |
| Limit Info | Which approval limit applies |
Approval History
| Column | Description |
|---|---|
| Action | Submitted / Approved / Rejected |
| By | User who took action |
| Date | When action was taken |
| Comments | Any notes added |
For Approvers
If you have approval permissions and the PO is pending:1
Review PO details
Check items, amounts, supplier
2
Click Approve or Reject
Buttons in header or approval section
3
Add comments (optional)
Especially if rejecting, explain why
4
Confirm
Action is recorded
Activity Tab
Location: PO Detail → Activity tab Complete history of all changes to this PO.Events Logged
| Event Type | What’s Recorded |
|---|---|
| Created | PO creation |
| Edited | Field changes |
| Items Added/Removed | Item changes |
| Submitted | Sent for approval |
| Approved | Approval action |
| Rejected | Rejection with reason |
| Documents | Upload/delete actions |
Status Explained
| Status | What It Means | What You Can Do |
|---|---|---|
| Draft | Being prepared, not submitted | Edit all fields, add/remove items, delete PO |
| Pending Approval | Waiting for approver | View only (creator), Approve/Reject (approvers) |
| Approved | Approved, ready to proceed | View, download documents |
| Rejected | Rejected, needs changes | Edit, fix issues, resubmit |
Status Flow
Common Scenarios
| Situation | Action |
|---|---|
| Need to change amount | Edit button → Update items → Save (if Draft/Rejected) |
| PO was rejected | Check rejection reason in Activity → Edit → Fix issues → Submit again |
| Who needs to approve? | Check Approval section → Shows required approver |
| Link PO to sample | Created automatically when PO made from sample material |
| Download PO document | Documents tab → Download button |
| Need to add more items | Items tab → Add Item (if Draft/Rejected) |
| Check approval history | Approval section or Activity tab |
Troubleshooting
Can't edit PO
Can't edit PO
Cause: PO is in Pending Approval or Approved status.Solution: You can only edit when status is Draft or Rejected. If Pending, wait for approval decision or ask approver to reject so you can edit.
Approve button not showing
Approve button not showing
PO over my approval limit
PO over my approval limit
Cause: Total amount exceeds your authorization limit.Solution: A higher-level approver is needed. Check the Approval section to see who can approve this amount.
Submit button not showing
Submit button not showing
Can't delete PO
Can't delete PO
Cause: PO is not in Draft status.Solution: Only Draft POs can be deleted. Once submitted, POs are permanent records.
Items showing wrong total
Items showing wrong total
Cause: Calculation not refreshed.Solution: Refresh page. Total = Sum of (Quantity × Unit Rate) for all items.
Linked sample not showing
Linked sample not showing
Cause: PO was created manually, not from a sample.Solution: Manual POs don’t auto-link. The link is only created when PO is generated from a sample’s material section.