> ## Documentation Index
> Fetch the complete documentation index at: https://help.macleather.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# PO Detail Page

> Complete guide to the Purchase Order Detail page in Mac Leather Dashboard

# 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 PO

***

## PO Number

### Format

**`PO-YYYY-XXX`**

| Part   | Meaning               | Example       |
| ------ | --------------------- | ------------- |
| `PO`   | Purchase Order prefix | PO            |
| `YYYY` | Year created          | 2026          |
| `XXX`  | Sequential number     | 001, 088, 142 |

**Example:** `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

<Steps>
  <Step title="Click Edit button">
    In header area (only available if Draft or Rejected)
  </Step>

  <Step title="Update fields">
    Modify supplier, category, notes, etc.
  </Step>

  <Step title="Save">
    Click Save to apply changes
  </Step>
</Steps>

<Warning>
  You can only edit a PO when it's in **Draft** or **Rejected** status. Once submitted for approval, it's locked.
</Warning>

***

## 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

<Steps>
  <Step title="Go to Items tab">
    PO Detail → Items
  </Step>

  <Step title="Click Add Item">
    Opens item form
  </Step>

  <Step title="Enter item details">
    Description, quantity, unit rate
  </Step>

  <Step title="Save">
    Item added to PO
  </Step>
</Steps>

### Editing Items

<Steps>
  <Step title="Find the item">
    In the Items list
  </Step>

  <Step title="Click Edit icon">
    Pencil icon on the row
  </Step>

  <Step title="Update details">
    Modify quantity, rate, etc.
  </Step>

  <Step title="Save">
    Changes applied
  </Step>
</Steps>

### Removing Items

<Steps>
  <Step title="Find the item">
    In the Items list
  </Step>

  <Step title="Click Delete icon">
    Trash icon on the row
  </Step>

  <Step title="Confirm">
    Item removed from PO
  </Step>
</Steps>

<Info>
  Items can only be added, edited, or removed when PO is in **Draft** or **Rejected** status.
</Info>

***

## 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

<Steps>
  <Step title="Go to Documents tab">
    PO Detail → Documents
  </Step>

  <Step title="Click Upload">
    Opens file selector
  </Step>

  <Step title="Select file">
    Choose PDF or image
  </Step>

  <Step title="Confirm">
    Document uploaded
  </Step>
</Steps>

### Supported Formats

| Format   | Accepted |
| -------- | -------- |
| PDF      | 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

<Info>
  When you create a PO from a sample's material section, the link is created automatically. You don't need to link manually.
</Info>

***

## 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:

<Steps>
  <Step title="Review PO details">
    Check items, amounts, supplier
  </Step>

  <Step title="Click Approve or Reject">
    Buttons in header or approval section
  </Step>

  <Step title="Add comments (optional)">
    Especially if rejecting, explain why
  </Step>

  <Step title="Confirm">
    Action is recorded
  </Step>
</Steps>

***

## 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

```mermaid theme={null}
flowchart TD
    A[Draft] -->|Submit| B[Pending Approval]
    B -->|Approve| C[Approved]
    B -->|Reject| D[Rejected]
    D -->|Edit & Resubmit| B
```

***

## 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

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="Approve button not showing">
    **Cause:** You don't have approval permissions, or PO is not pending.

    **Solution:**

    1. Check PO status is "Pending Approval"
    2. Verify you have approval permissions for this amount
    3. Contact admin if you should have approval rights
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="Submit button not showing">
    **Cause:** PO is not in Draft status, or missing required fields.

    **Solution:**

    1. Check status is Draft
    2. Ensure all required fields are filled
    3. Ensure at least one item is added
  </Accordion>

  <Accordion title="Can't delete PO">
    **Cause:** PO is not in Draft status.

    **Solution:** Only Draft POs can be deleted. Once submitted, POs are permanent records.
  </Accordion>

  <Accordion title="Items showing wrong total">
    **Cause:** Calculation not refreshed.

    **Solution:** Refresh page. Total = Sum of (Quantity × Unit Rate) for all items.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

***

## Related Guides

<CardGroup cols={2}>
  <Card title="Creating Purchase Orders" icon="plus" href="/procurement/purchase-orders">
    How to create new POs
  </Card>

  <Card title="Approval Workflow" icon="check" href="/procurement/approval-workflow">
    Understanding the approval process
  </Card>

  <Card title="Suppliers" icon="truck-field" href="/procurement/suppliers">
    Managing supplier information
  </Card>
</CardGroup>