FAQ: What does the "Place Order" action do for a Purchase Order?

The Place Order action, available under the More Actions (...) menu for Purchase Orders (POs) in a Pending status type, signifies that the PO has been formally issued or communicated to the supplier.

Key Outcomes:

1. Status Change: The primary outcome is changing the PO's status from its current Pending status (e.g., PENDING) to the specific PLACED status.
2. Record Keeping: It updates internal fields on the PO record:
   • is_placed flag is set to TRUE.
   • placed_by is set to the user who performed the action.
   • placed_at is set to the timestamp when the action was performed.
3. Email Generation (Optional): If the user chooses the "Email order to supplier" option during the action:
   • Zudello generates a PDF of the PO (using a configured template).
   • It sends an email (using a configured template or custom text) with the PDF attached to the specified supplier email address.
4. Audit Trail: The action is logged in the PO's Audit History.

Purpose:

• Provides a clear system indicator that the order has been officially communicated externally.
• Differentiates POs awaiting communication (PENDING) from those already sent (PLACED).
• Acts as a trigger point for subsequent processes like Goods Receiving or Invoice Matching.

Essentially, it marks the transition from an internally approved PO to an externally communicated order.

See also: Placing an Order and Troubleshooting Place Order Failed.

title: What does the "Place Order" action do for a Purchase Order? description: Explanation of the purpose and outcome of the Place Order action in Zudello. slug: /faq/purchasing/place-order-action sidebar_label: What does the Place Order action do?

FAQ: What does the "Place Order" action do for a Purchase Order?

The Place Order action, available under the More Actions (...) menu for Purchase Orders (POs) in a Pending status type, signifies that the PO has been formally issued or communicated to the supplier.

Key Outcomes:

1. Status Change: The primary outcome is changing the PO's status from its current Pending status (e.g., PENDING) to the specific PLACED status.
2. Record Keeping: It updates internal fields on the PO record:
   • is_placed flag is set to TRUE.
   • placed_by is set to the user who performed the action.
   • placed_at is set to the timestamp when the action was performed.
3. Email Generation (Optional): If the user chooses the "Email order to supplier" option during the action:
   • Zudello generates a PDF of the PO (using a configured template).
   • It sends an email (using a configured template or custom text) with the PDF attached to the specified supplier email address.
4. Audit Trail: The action is logged in the PO's Audit History.

Purpose:

• Provides a clear system indicator that the order has been officially communicated externally.
• Differentiates POs awaiting communication (PENDING) from those already sent (PLACED).
• Acts as a trigger point for subsequent processes like Goods Receiving or Invoice Matching.

Essentially, it marks the transition from an internally approved PO to an externally communicated order.

See also: Placing an Order and Troubleshooting Place Order Failed.