The Purchase Orders menu is the main starting point for creating, finding, editing, copying, and reviewing Purchase Orders.
What this menu is for
Use Purchase Orders when you need to create a PO, manage existing POs, generate an outside-service PO from work orders, review vendor invoices from the PO workflow, or use the PO Dashboard.
Screen path
Dashboard > Purchasing > Purchase Orders
PAX opens the Purchase Orders menu.
Menu options
| Option | What it opens |
|---|---|
New Purchase Order |
Opens the new PO form. |
Open Purchase Orders |
Opens the list of Draft and Issued POs for review, editing, and printing. |
Outside Service PO |
Opens the outside-service PO generator for open work order outside-service steps. |
Vendor Invoices |
Opens the shared Vendor Invoices screen. |
PO Dashboard |
Opens the Purchase Orders Dashboard for recent/history review, copy, print, reopen, and inspection request actions. |
Purchase order statuses
| Status | Meaning |
|---|---|
Draft |
A draft PO status exists in the lifecycle, although the current new PO form creates POs as Issued. |
Issued |
The PO is active in purchasing workflows. Inventory lines count toward quantity on order until received, closed, or cancelled. |
Closed |
The PO has been closed. Remaining open inventory quantities are removed from quantity on order. |
Cancelled |
The PO has been removed from open purchasing workflows. PAX uses cancellation instead of deleting POs. |
The Open Purchase Orders list normally shows Draft and Issued POs. The PO Dashboard can show broader history.
Vendor acknowledgment
New POs start with Vendor acknowledged unchecked. Mark a PO acknowledged when the vendor confirms receipt. The acknowledgment saves immediately and does not change the PO status or receive goods. See How to Edit Purchase Order.
For reminder timing, PAX treats an Issued PO as sent. If it remains unacknowledged after 48 hours, its creator receives an in-app reminder in Notifications. Use Awaiting acknowledgment in PO Dashboard to find unacknowledged Issued POs, including older POs and those with snoozed reminders.
What happens behind the scenes
Creating a PO generates a PO number, saves the header and line records, sets the PO to Issued, and updates quantity on order for inventory PO lines that are not work-order linked.
Editing a PO updates the header, addresses, status, and active line records. PAX adjusts quantity on order when issued inventory lines are added, removed, changed, closed, or cancelled.
PO deletion is disabled. Eligible POs are cancelled instead so purchasing history remains traceable.