Now that you have ordered your POs, they can be found under the Ordered tab.
The Ordered tab is where users with PO Permission: Receive can see all the ordered POs (or the POs assigned to their department if the Departments setting is enabled) that are ready to be Received or Completed.
Tutorial Video: PO Ordered Tab
Check out this video to run you through navigating the Ordered Tab, Receiving Goods and PO <> Bill Matching or read on below to guide you through the Ordered Tab.
Ordered tab overview
Here are some of the actions you can take from a PO's Ordered tab:
Click Received to complete delivery of your goods and services for 2-way matching.
Leave notes and view activity history under Activity > Notes / Activity.
Email the Supplier.
Void the PO.
Click on Complete to move the PO to the Completed tab.
Click the paperclip icon to attach any supporting documents.
Select the side arrow and expand and collapse to display or hide your PO image.
Create a new PO as a copy of the current one.
📌 Note: You will not be able to make any further edits or delete a PO in the Ordered tab, unless you have the "Edit After" permission. But you can void the PO for record-keeping purposes.
Purchase Order image
Click the side arrow icon in the Ordered tab to display the image of your PO in Panel 3. You will then have the standard Panel 3 action options available, such as:
View full screen.
Download the document.
Print the document.
Zoom in and out.
Rotate right or rate.
🤓 Tip: You can customise the columns displayed in Panel 1, and the headers of the line item details in Panel 2, via the settings icon .
Email your Suppliers
Click on the email icon to email the PO to your supplier.
If the email button is green, it indicates that the PO can be resent if needed. You can also check the status in the same section to confirm whether the PO has already been sent.
You can customise the body of the text, mark it as urgent (if the recipient's email settings allow for this) and enable received notifications from this email pop-up window.
Up to 10 email addresses can be entered in the CC field. Once you have entered one, tap the Enter key on your keyboard to enter the next one.
You have the option to Close and don't send or Send now.
Troubleshoot Email Issues
If you encounter issues while sending a PO, such as an error message, ensure that the PO is not saved as a draft. Draft POs cannot be sent for approval or emailed if your user permissions restrict this action. Instead, create the PO normally, select an approver, and submit it directly for approval to avoid errors.
If you receive a generic error message like "An error occurred," check your user permissions with your administrator.
Receive your goods and services for 2-way matching
Lightyear POs will help you 2-way match your POs against your goods and services received at a line item level. This helps streamline your process and accurately check against the goods delivered, so you can confidently close out and complete your POs.
For more details, see Receiving goods against your purchase orders.
🤓Tip: Learn how 3-way matching works!
Complete your Order
Once you have received your ordered goods and services, click Complete to move on to the final stage of the PO process - the Completed Tab.
