Purchase Orders

Nazeli Abrahamyan

A Purchase Order (PO) in Pipe17 is a record of products you're purchasing from suppliers to restock your inventory. It's essentially a formal request to buy specific quantities of products from a vendor, with details about pricing, delivery, and destination.

With Pipe17, you can ingest and track purchase orders from all your suppliers in one place. Connectors that support purchase orders give you flexibility to either push purchase order data into Pipe17 or pull it from external systems, depending on each connector’s configuration. The flow ends when POs are complete and the information is sent to Arrival → Receipt.

Primary Use Cases

Inventory Replenishment: Track supplier orders to restock inventory.
Supply Chain Visibility: Monitor incoming inventory across suppliers.
Financial Planning: Track costs and expected delivery dates.
Receiving Management: Coordinate deliveries and receipts.
Supplier Relationship Management: Maintain records of supplier performance.
ERP Integration: Sync PO data with finance and inventory systems.

What’s Included in Purchase Orders

Element	Description
Product Details	SKU, unit price, ordered quantities, current availability, and final quantities received once the purchase order is complete.
Destination Information	Delivery location(s) where inventory is expected to arrive.
Supplier Information	Supplier details including company name, address, and related notes.
Shipping Information	Carrier and tracking details, full delivery address, and expected ship/arrival dates.
Financial Data	Purchase costs, taxes, totals, and payment terms.

Filtering Purchase Orders

Navigate to Inventory → Purchase Orders.

You can use filters to quickly narrow down purchase orders by status, supplier, location, dates, or other key attributes.

Filter Name	Source Field	Type	Values / Usage
Status	`status`	Multi-select dropdown	`draft`, `new`, `onHold`, `toBeValidated`, `reviewRequired`, `readyForFulfillment`, `sentToFulfillment`, `partialFulfillment`, `fulfilled`, `inTransit`, `partialReceived`, `received`, `canceled`, `returned`, `refunded`, `archived`, `closed`
Destination	`toLocationId`	Location selector	Filter by delivery location (displays location names)
Total Price	`totalPrice`	Numeric filter	Filter by order value (equals, greater than, less than)
Expected Ship	`shipByDate`	Date range picker	Filter by expected ship dates
Supplier Name	`vendorAddress.company`	Text search	Filter by supplier company name
Advanced Filters	Various fields	Mixed types	`extOrderId`, `referenceNumber`, `expectedArrivalDate`, `createdAt`, `updatedAt`, `currency`, `shippingCarrier`, `lineItems.sku`, `purchaseNotes`

Viewing Purchase Orders

Each purchase order record includes columns that display key details for identification, tracking, and analysis.

Column Name	Source Field	Description	Usage
PO ID	`extOrderId`	External PO identifier from supplier or ERP	Primary identifier
Reference No.	`referenceNumber`	Internal PO reference number	Additional tracking
Supplier Name	`vendorAddress.company`	Supplier/vendor name	Identifies supplier
Destination	`toLocationId` (location name)	Delivery location	Shows where items are going
Status	`status`	PO lifecycle stage	Tracks progress
Exceptions	`exceptions`	Issues or exceptions	Highlights problems
Created	`createdAt`	When PO was created	Tracks initial record timestamp
Expected Ship Date	`shipByDate`	When supplier is expected to ship	Planning and performance
Expected Arrival	`expectedArrivalDate`	When inventory is expected to arrive	Inventory planning
Actual Arrival	`actualArrivalDate`	Actual inventory arrival date	Delivery performance tracking
Total Price	`totalPrice`	Total value of PO	Financial tracking
To City	`toAddress.city`	Destination city	Logistics and planning
To State	`toAddress.stateOrProvince`	Destination state/province	Logistics, compliance
Memo	`purchaseNotes`	Notes or comments	Additional context

Additional columns:

Purchase ID
Updated
Shipping Service
Shipping Carrier
Shipping Notes
Purchase Order Date
To Country
Integration
Employee
Incoterms

Column Customization Options

Use the Refresh icon to reload data.
Resize columns directly on the page.
Drag-and-drop columns to reorder them.
Open the column selector (squares icon in the top-right corner) to manage display settings:
- Show or hide specific columns
- Adjust layout with view modes: Comfortable (default), Compact, or Full
- Enable or disable Word Wrap
- Restore default settings at any time with Restore Defaults

Purchase Order Details Page

The Purchase Order Details page displays all key information about a single purchase order. It provides a complete view of order data, history, and available actions.

Purchase Order Header

Field	Description
Purchase Order Number	Main purchase order identifier (generated in Pipe17).
Status	Current lifecycle stage of the PO.
Created By	Shows how and by whom the PO was created.
Destination	Location where items will be delivered.
Pipe17 SKU	Internal SKU in Pipe17.
Item Name	Product name linked to the catalog.
Supplier SKU	Supplier’s SKU (if provided).
Total Ordered	Quantity ordered from supplier.
Total Shipped	Quantity shipped so far.
Total Received	Quantity received so far.
Grand Total Cost	Total cost for this item.

More Actions (Dotted Menu)

Action	Description
Mark as Complete	Updates the PO status to complete and may update inventory. When the status is moved to `received`, no more changes can be made to the PO.
Copy	Creates a duplicate of the PO.
Edit	Opens the PO for editing.
View JSON	Displays raw JSON structure for troubleshooting.

Timeline

Event	Description
Ingested	When the PO was ingested into the system.
Expected Ship	Supplier’s expected ship date.
Expected Arrival	Supplier’s expected arrival date.
ASN Created	If/when an Arrival is created.
Received	When PO items are marked as received.

Custom Fields

Field	Description
Custom Fields	Displays any custom fields configured.

Purchase Order Activity

Field / Action	Description
Show related events	Link to view connected system events.

Supplier Info

Field	Description
Supplier Name	Supplier company or contact name.
Contact First Name	Supplier’s contact first name.
Contact Last Name	Supplier’s contact last name.
Email	Supplier email address.
Phone	Supplier phone number.
Street Address	Supplier street address.
City	Supplier city.
State	Supplier state.
Zip Code	Supplier postal code.
Country	Supplier country.
Notes	Any supplier notes included in the PO.

Shipping Info

Field	Description
Shipping Service	Carrier/service type.
Expected Ship Date	Supplier’s ship date.
Expected Arrival Date	Expected date of arrival.
Street Address	Destination street address.
City	Destination city.
State	Destination state.
Zip Code	Destination postal code.
Country	Destination country.

Exporting Purchase Orders

On Order Report Export
- Shows outstanding POs not yet received
- Supports inventory planning, cash flow forecasting, supplier performance
- Exported as CSV
Purchase Order Export
- Includes complete PO details (line items, addresses, financial data)
- Supports backup, integrations, and analysis
- Exported as CSV

Creating Purchase Orders

You can create purchase orders manually in the platform or via integrations. The form interface is structured into key sections to capture supplier, destination, product, and financial details.

Form Structure and Sections

Basic Purchase Order Information
- External Order ID (required), Reference Number, PO Date, Status
Supplier Information
- Vendor address fields including company, contacts, and full address
Destination Information
- Destination Location selector or full shipping address fields
Shipping and Timeline Information
- Shipping carrier, service, notes, ship by date, expected arrival date
Line Items Section
- SKU, quantity, price, product details, add/remove product rows, search catalog
Financial Information
- Subtotal, tax, total price (auto-calculated), currency, additional costs
Additional Information
- Purchase notes, incoterms, employee name, custom fields, tags

Manual Creation: Create POs in the UI.
Integration Creation: Automatically created via integrations.
Required Fields: Supplier info, destination, SKUs, and quantities.

Bulk Import of POs

Import multiple POs via CSV.
System validates data and flags errors.
Use the Download Bulk Import Template for the correct schema.

Integration with Other Features

Purchase Orders connect with:

Arrivals: When inventory is received
Receipts: Confirm received goods
Inventory: Updates stock on arrival
Locations: Tracks destination warehouses
Suppliers/Vendors: Centralizes supplier relationships
Financial Systems: Supports cost and payment tracking

Need Help?

If you need additional assistance:

Use Ask Pippen, our AI agent, located at the top of the platform page.
Submit a support request with as much relevant detail as possible. Learn how to submit a request.
For urgent issues, email us directly at support@pipe17.com.

We're here to help you succeed with your operations.

Related to:

inventory

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