Purchase Order Supplier Access (Internal)

Let a supplier’s own login read the purchase orders you raised on them and, alone among the supplier-access applets, act on them: acknowledge an order by changing its workflow status, export it as a PDF, and upload a CSV that creates purchase orders. The order itself cannot be edited here: there is no create form for the document, no save on the header or lines, and no delete.

Overview

Purchase Order Supplier Access (Internal) is the supplier-facing copy of the Purchase Order (Internal) applet. A login linked to a supplier entity opens it inside the buyer’s tenant to read the purchase orders raised on that supplier, and — uniquely in the supplier-access family — to change the order’s workflow status (the acknowledgement step), export a PDF, and upload a CSV file that creates purchase orders.

It cannot edit the order itself: there is no create form for the document, no save on the header or lines, and no delete. The listing shows finalised orders by default, but unlike the other supplier-access applets that default is replaced when the advanced search sets Posting Status.

Where it fits

Screens and menus

Listing

Columns: Purchase Order No, Branch Code, Branch Name, Description, Purchaser Name, Created Date, Created by. Most recently updated first. The listing shows FINAL orders by default; setting Posting Status in the advanced search replaces that default, so a supplier can search for DRAFT orders here — unlike the credit-note, GRN and invoice portals, where the FINAL filter is unconditional.

Document view

Nine read-only tabs — Main Details, Account, Lines, Payment, Department Hdr, Contra, Doc Link, Attachments, Export — plus one action button in the header, Update Status.

Main Details shows Workflow Status, Workflow Resolution, Branch, Location, Transaction Date, Credit Terms, Due Date, Reference, Remarks, Permit No, Currency and Tracking ID. The Workflow Status drop-down is filled from the workflow process configured for the applet (WORKFLOW_PROCESS_GUID, or the process the buyer already set on the document) and offers only the statuses reachable from the document’s current status. Choosing one resolves the matching resolution and stages the change; Update Status sends it.

Export offers a printable-format picker and EXPORT AS PDF. Unlike the other supplier-access portals, this export works with the supplier link alone.

Line Items

Columns: Purchase Order No, Item Code, Item Name, Qty, Unit Price, SST/VAT/GST, Txn Amount — seven, and no more. Opening a line shows Item Details, Serial Number, Costing Details, Pricing Details and Issue Link.

This grid is not the one the Purchase Invoice and Purchase Credit Note portals show. Those carry a wider set including Ordered Qty and Open Qty; this one does not, and the line grid has no outstanding-quantity figure. The PO Detailed Report below has one, but it is worked out one receipt at a time, so a supplier who wants to know how much of an order is still to come should add up the received quantities, or ask the buyer.

PO Detailed Report

Set Start Date and End Date and press Generate Report. The rows are grouped by PO Number, Item, Date and Qty, with Unit Price, Total Amount, GRN Qty, GRN Amount, Outstanding Qty, Outstanding Amount as values. The server works these out per receipt, not per line: a line received on one GRN shows the received quantity and ordered minus received, but a line received on two GRNs comes back as two entries, each showing ordered minus that GRN’s quantity. On a part-delivered line, add the GRN quantities yourself before you trust Outstanding. The range defaults to the start of the month two months back through today; a run returns at most 500 orders, and only orders for the linked supplier.

File Import

The File Import listing shows File Name, File Size, Format, Status, Process Status, Error Message, Created Date. The create screen takes a Delimiter, an optional supplier, and one uploaded file, then SUBMIT. Opening an imported file shows three helper grids — every row, the rows that failed, and a resubmit view — so a supplier can see exactly which CSV line was rejected.

A second tab, API Upload, appears only when the SHOW_API_UPLOAD setting is on.

What happens after SUBMIT:

1. Process status VALIDATING_DATA; the file’s rows are read.
2. Columns are validated. Any row error ⇒ process status FAILED and nothing is created.
3. No errors ⇒ purchase orders are created from the rows; if some rows remain unprocessed the file ends FAILED, otherwise it goes PARTIALLY_DONE, each row is marked with the order it created, totals are calculated, and the file ends DONE.

Configuration

Before you can use it

Applet settings

Settings are on Settings → Field Settings, which is where WORKFLOW_PROCESS_GUID is set.

Twenty-two settings take effect. Nineteen of them are the line-field hides shared with the rest of the family; three are specific to this applet.

Read outside the shared screen: DEFAULT_BRANCH and DEFAULT_LOCATION (applet-local Default Selection screen — saved, but nothing here reads them, since the applet has no document create form); PRINTABLE (Printable Format Settings, and it pre-selects the format on the Export tab); DEFAULT_ORIENTATION and DEFAULT_TOGGLE_COLUMN (Personalization → Default Selection, consumed by the File Import screens).

Document behaviour settings

The only document behaviour this applet controls is the workflow status, and it is configured in two places: Settings → Workflow Settings, which maintains the company’s workflow processes, and WORKFLOW_PROCESS_GUID on the shared Field Settings screen, which says which process this applet offers. Posting, FINAL, VOID and knock-off remain buyer-side.

Feature visibility and permissions

Nineteen client-side permissions can be granted for this applet — the SHOW_* half of the line-field pairs above. SHOW_COSTING_DETAILS is not among them, so it cannot be granted from Role Permission Listing.

What a supplier login can do. No role permission governs any of the following — installing the applet for a login linked to a supplier is what grants them, so decide who gets it with that in mind:

• Read the listing, the line items and any order — only orders on the supplier the login is linked to.
• Update Status — only when the login is linked to the exact supplier entity named on the order; otherwise the request is refused as not authorised.
• Export PDF and run the PO Detailed Report — under the same supplier filter; the report returns at most 500 orders per run.
• File Import — the login sees only the files it uploaded itself, and any login with the applet can submit a file that creates purchase orders, recorded against that login.

Fields

The document tabs are read-only apart from the workflow drop-down; the tables above list what each shows. The File Import create form has three inputs — Delimiter, an optional supplier, and the file itself — and SUBMIT stays disabled until a file is attached.

Lifecycle and effects

The document’s own posting behaviour belongs to the buyer-side applet. An order moves no stock and posts no journal; it opens the queue of quantities that goods received notes and invoices knock off, and voiding the order on the buyer side releases that queue.

What this applet changes:

• Update Status changes only the workflow status and resolution — on the order, and on any lines sent with it. Nothing else on the order moves. A process, status or resolution that does not exist is refused, and so is a line that does not exist.
• File Import creates new purchase orders; see File Import above for the status sequence.

Related applets

• Purchase Order (Internal) — the buyer-side applet.
• Purchase GRN Supplier Access (Internal) — the receipt against this order.
• Purchase Invoice Supplier Access (Internal) — the invoice that follows.
• Blanket Purchase Order Supplier Access — the agreement the order may draw down.
• Supplier — where the login link is created.

Troubleshooting

Related documentation

• Purchase Order (Internal) applet
• Purchasing module
• Supplier applet