¶ Shipment Tracking
Once a purchase order has been acknowledged, the supplier can begin fulfilling it. Axya supports two fulfillment methods — Shipped (Delivery) and Ready for Pickup (Warehouse Collection) — and allows them to be mixed freely across line items within the same order.
¶ Fulfillment Methods
¶ Shipped (Delivery)
The supplier selects one or more line items and clicks Confirm Shipment. A form opens where the supplier specifies, for each item:
- Shipped quantity — can be the full quantity or a partial amount.
- Shipment date — the date the goods left the facility.
- Next delivery date — required when shipping a partial quantity, so the buyer knows when to expect the remainder.
- Shipping note — optional free-text field for carrier details, tracking numbers, or other context.
When the shipment is confirmed the order status changes to Shipped. Partial shipments are fully supported: the supplier can ship some items now and record additional shipments later until the full quantity is fulfilled.
¶ Ready for Pickup (Warehouse Collection)
Instead of shipping, the supplier can mark items as Ready for Pickup. The supplier provides:
- Pickup date — the date the goods will be available for collection.
- Notes and attachments — any instructions or documents the buyer may need.
The buyer receives an email notification and can then arrange collection directly from the supplier's facility. The order status changes to Ready for Pickup. Once the buyer has collected the goods, they can confirm the shipment from the ready-for-pickup quantity on the Order Detail Page.
¶ Mixed Fulfillment
A single order can contain a mix of shipped and ready-for-pickup line items. Each line item tracks its own fulfillment status independently, so the supplier can ship certain parts while making others available for pickup — whatever suits the logistics of each item.
¶ Shipment Progress on the Dashboard
The Orders listing displays a circular progress indicator on each order showing the overall fulfillment percentage:
- Yellow segments represent items marked as ready for pickup.
- Green segments represent items that have been shipped.
- A count badge (for example, "3/5") shows how many line items have been fulfilled out of the total.
This gives buyers a quick visual summary without having to open each order.
¶ Shipping History
Every shipment event — whether a delivery or a pickup notification — is recorded in the item's shipping history. To review it:
- Open the order on the Order Detail Page.
- Click Edit Shipping History on any line item.
The history displays each event's date, quantities, and notes. Past records can be edited to correct dates, quantities, or notes if needed. Both shipped and ready-for-pickup events appear in the same timeline.
¶ Reverting Shipment Status
Buyers can step an order's status backward when circumstances change:
- A Shipped order can be reverted to Ready for Pickup or Acknowledged.
- A Ready for Pickup order can be reverted to Acknowledged.
Reverting is blocked if any line item has already been fully received. When a revert is performed, the associated shipping confirmation data is cleared and an entry is added to the order's audit log. See the full status flow in PO Status Lifecycle.
¶ Related Pages
- PO Status Lifecycle — complete map of order states and transitions.
- Order Detail Page — where shipment actions and history are accessed.
- Supplier Order Portal — the supplier's view for confirming shipments and pickups.
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