The Order Management module handles Purchase Order tracking and supplier collaboration — from acknowledgment through delivery. It centralizes communication, follow-ups, and status tracking in one workspace.
See also: PO Module Overview — Dashboard navigation and order status categories
Purchase orders originate in your ERP or procurement system and are transmitted to Axya through one of the following methods:
Most organizations use a direct connection between their ERP and Axya:
For configuration details, see ERP Integration.
Organizations without a direct ERP connector can forward PO emails to Axya. The AI document processing engine reads the PDF, extracts line items, and creates the order.
Orders arriving from either integration method can be received in draft state. This allows the buyer to:
The order is only visible to the supplier after the buyer clicks Send.
POs can also be created from an awarded quotation, with supplier details, parts, and pricing pre-populated. See Awarding an RFQ.
| Term | Definition |
|---|---|
| Purchase Order (PO) | A formal order sent to a supplier for fulfillment. |
| Line Item | An individual part or service on a PO, with its own quantity, price, and delivery date. |
| Draft | An order received in Axya but not yet released to the supplier. |
| Acknowledgment | The supplier's confirmation that they have received and accepted the order. |
| Revision | A change to an order after it has been sent, requiring supplier review. |
| Shipment | A delivery record indicating items have been dispatched. |
| Ready for Pickup | Items available for collection at the supplier's facility. |
For state transitions and visual indicators, see PO Lifecycle.
| Guide | Description |
|---|---|
| Creating Orders | Draft editing, sending orders, and creating from RFQ |
| Managing Orders | Dashboard, tabs, filters, and state cards |
| Order Detail Page | Detail page walkthrough, panels, and line items |
| PO Lifecycle | Status states, transitions, and revert rules |
| Acknowledgment | Full and partial supplier acknowledgment |
| Revisions | Supplier-proposed changes and buyer review |
| Shipment Tracking | Shipping, ready for pickup, and history |
| PO Sync Workbench | Reconcile supplier confirmation PDFs with PO line items |
| PO Follow-ups | Automated reminders and daily summaries |
| Collaboration | Collaborators, ownership, and distribution lists |
| Communication | Supplier chat, internal chat, and notifications |
| Supplier Order Portal | Loginless supplier portal and dashboard |
| Guide | Description |
|---|---|
| ERP Integration | Connect your ERP for automated PO synchronization |
| AI Document Processing | Automatic parsing of supplier confirmations |
| EDI / cXML | Electronic data interchange with trading partners |
| Next | |
|---|---|
| Creating Orders |