How to add a item from purchase order

Created by Emily A, Modified on Tue, 23 Sep at 8:51 PM by Emily A

Mastering Your Inventory with Purchase Orders

A Purchase Order (PO) isn’t just paperwork—it’s the blueprint for smooth and accurate inventory management. With INTOAEC, you can bring accepted POs straight into your inventory groups, ensuring every item is tracked, accounted for, and ready when you need it

What You Can Do Here:

Add items directly from a Purchase Order into your groups.
Track ordered, received, and pending quantities with precision.
Attach supporting delivery details for complete records.
Manage items dynamically-update, replace, or even delete when required.

How to Add Items from a Purchase Order (PO)

Select the Group
Open the group where you want to add items.
Click the group card to enter the Items Page.
If no items exist yet, you’ll see a message: “No Inventory Items have been Added.

Viewing an Empty Group

If you’re stepping into a group for the very first time and no items exist yet, you won’t see a cluttered table. Instead, you’ll be greeted with a simple illustration and the message “No Inventory Items Added.”

It’s your blank slate—clear, organized, and ready for you to add the very first item.

Click the “Add Items” Button

On the Items Page, select Add Items to reveal available options

Choose “Add from PO”

From the list, click Add from PO.
A side panel will appear, displaying available Purchase Orders.

Filter and Search POs

Use filters and search to quickly locate the PO you need:
Vendor Name Filter – narrow by vendor organization.
Search Bar – type a PO number or vendor name.
Apply – confirm filters.
Clear – reset filters to see all POs.

Viewing the List of Available POs

When you open the PO selection panel, you’ll see a neatly organized list of all available and accepted Purchase Orders.
Browse through the list and locate the PO that contains the items you want to add.
Click the arrow ( > ) icon next to that PO.

Once selected, a side panel will smoothly slide in, revealing the full details of the chosen Purchase Order—clear, structured, and ready for action.

Select a Purchase Order

Browse through accepted POs.
Click the arrow ( > ) beside the PO you want.
A detailed panel will open with item details:
Item Name
Ordered Quantity
Editable Received Quantity
Auto-calculated Pending Quantity
Unit Rate

Add Delivery Details (Optional)

Enter supporting information to complete the record:
Vehicle Number
Bill Number
Notes
Attachments (e.g., delivery slips, receipts).

Finalize and Add Items

After verifying all details, click the “Add” button.
The items will be added to the group and displayed in the Items Table.

Viewing Added PO Items in the Items Table

Once items are pulled in from a Purchase Order, they’ll be listed in the Items Table of your selected group. Each row gives you complete visibility into the item’s journey:

Item Name – The name of the inventory item.
Source – Whether it was added from Inventory or directly from a PO.
Ordered Quantity – The total units originally ordered.
Received Quantity – Editable field to capture what has arrived so far.
Pending Quantity – Auto-calculated balance yet to be received.
Used Quantity – Units consumed from the received stock.
Damaged Quantity – Editable field to record any unusable items.
Replaced Quantity – Editable field to track substitutions or swaps.
Unit Rate – Price per unit.
Total Rate – Calculated automatically as Unit Rate × Ordered Quantity.

Managing Your Table:

Hover over any row to reveal the three-dot menu (⋮).
Select Delete if you need to remove a PO item.
A confirmation pop-up will appear, giving you the choice to proceed or cancel.

Delete Confirmation

When you attempt to delete an item from the Items Table, the system won’t remove it right away. Instead, a confirmation pop-up will appear with the message:

“Are you sure you want to delete this line item?”

This extra step is designed to prevent accidental deletions and gives you the chance to review your choice before making changes to the group’s inventory.

If you click Yes – The selected item will be permanently removed from the group’s Items Table. Once deleted, the entry will no longer appear in your inventory records for that group.
If you click Cancel – the pop-up will close immediately, and no changes will be made. The item will remain exactly as it is in the table.

Think of this as a safeguard: it ensures that you only delete items intentionally, keeping your inventory accurate and avoiding mistakes.

Where to Access the Delivery Details of a Purchase Order

Delivery details provide supporting information for each PO, such as vehicle number, bill number, notes, and attached documents. To view them:

Open the Procurement Workspace
From the client’s dashboard, click the Procurement card.
Go to Purchase Orders
Inside Procurement, click on the Purchase Order tab to see all POs linked to the client.
Select the PO
Find the PO you want.
On the right-hand side of its row, click the three-dot menu (⋮).

View Delivery Details:

From the dropdown, select Delivery Details.
A side panel will slide in, showing all delivery information, including:
- Vehicle Number
- Bill Number
- Notes
- Attachments (images, PDFs, or scanned files)

You can both view and download delivery details directly from this panel, keeping your records organized and accessible whenever needed.

Pro Tip

Always review the delivery details as soon as a Purchase Order is fulfilled. Confirming vehicle numbers, bill references, and uploading supporting documents right away keeps your records accurate, avoids disputes, and makes future audits effortless.