Purchase Order Management

Access to Purchase Order information in Striven is managed by a variety of user permissions. To verify your current access, consult your system administrator or the individual responsible for assigning and managing User Roles within your organization.

You can also check the permissions specifically related to the page you are viewing in Striven by clicking on the kebab menu in the top right corner of the page and selecting Settings. This will display the Settings Info page, where the relevant permissions are listed, along with an indication of your current access status.

If there is a permission listed to which you do not have access, the system may offer the option to Request Access (depending on your organization’s system settings). Choosing this option will notify a designated individual, allowing them to grant you that specific permission.

The Purchase Order List provides visibility and accessibility into critical data regarding orders that have been saved for your Vendors. Additionally, you can locate Purchase Orders within a Vendor’s record by selecting the Purchase Order option from the waffle menu on the Vendor’s Dashboard. To view the Purchase Orders List, navigate to Vendors → Purchasing → Purchase Orders.

Upon viewing a created Purchase Order, there are two navigation bars present. The Top Navigation Bar contains options for Purchase Order Actions, and ways to interact with the Purchase Order like printing or sharing. The Left Navigation Menu presents options to view information related to the Purchase Order like Assignments, Discussions, and more. The options available from each navigation bar are detailed in the section below.

The Purchase Order Info page will display all the Order information needed to process your request for goods or services. From the status to the related transactions, this can all be gathered from right from viewing the Purchase Order itself. While Standard Purchase Orders offer flexibility and allow for editing as needed, Contract Managed Purchase Orders follow a more strict editing process where line item editing is disabled once in fulfilled or closed status, unless you have the “Purchase Orders – Edit Contract Managed Approved PO” permission.

Once you begin creating Purchase Orders, you will notice they may reside in different statuses depending on the type of PO or where the order is currently within its lifecycle. Below is a detailed list of the Purchase Order Statuses and what each of them entail:

• Incomplete: Saves the Purchase Order in its current status without running a validation check to make sure all required fields are entered.
• Pending: Saves the Purchase Order with a validation check to make sure all required fields are filled in but has not been sent to a Vendor for approval. This status indicates the PO is waiting to be internally reviewed.
• Pending Approval: Indicates that the Contract Managed Purchase Order has been sent to Vendor(s) and is waiting to be approved.
• Approved: Indicates that the Purchase Order has either been approved by the Vendor or has been reviewed internally by another Employee.
• Declined: The Vendor has chosen to decline the Purchase Order through the Vendor Portal.
• In Progress: Once a PO has been approved, users can update the status manually to In Progress. A Purchase Order will also be set to In Progress if there are related Bills that have been created but not all Items from the Purchase Order have been billed yet.
• Fulfilled: The Purchase Order has related Bills with all Items being accounted for. If users have the “Purchase Orders – Fulfill” permission in their user role then they will be able to manually update the status of the PO to Fulfilled.
• Closed: The Purchase Order has manually been updated to Closed by an Employee. This typically indicates the PO has been completed and is finished being processed.
• Canceled: The Purchase Order has manually been updated to Canceled by an Employee. This typically is used to indicate the Purchase Order is no longer active or was made by mistake.

Purchase Order Templates save significant time and effort by eliminating repeated manual entry for Purchase Orders that are created on a regular basis for specific goods or services. After adding information to a Purchase Order, there’s an option available at the bottom of the page that allows you to Save this purchase order as a template.

Once selected, you may choose the name for the Purchase Order Template, and then choose which information will be copied to new Purchase Orders once the Template is used. You may select to Use template name as the purchase order name, Save pricing information, and Save Vendor and Shipping information.

With this guide, we have discussed navigating the Purchase Order List page and how to effectively filter and find existing Purchase Orders. We’ve also reviewed the information that is available from a Purchase Order to assist you in finding the details you need regarding your Vendor Orders. We’ve also covered what information is saved and stored within a Purchase Order Template and how to create new Purchase Orders from saved Templates.