Syncing purchase order statuses

This document explains how the Inventory Management system automatically notifies external procurement systems when the status of a Purchase Order (PO) changes. The goal is to ensure all connected systems stay synchronized and reflect the most up-to-date PO status.
Using this page, you can:
  • Search Bar: Finds specific line items by entering a stock-keeping unit identifier.
  • Filters: Expands advanced sorting and filtering parameters, such as statuses or locations.
  • Columns: Configures the visibility of data metrics within the grid.
Table 1. Purchase Order line item columns
UI Element Description
SKU/ Product Name The unique stock-keeping unit identifier and item description.
Quantity Displays a comparison metric between the physical units received and the units originally ordered.
Status The fulfillment state of the line item, such as a status indicating that the received count has not reached the total ordered amount.
Price The total price for the line allocation and the individual unit price in Canadian Dollars.
Org/ Channel The business division and digital storefront where the stock is allocated.
IL Code (Inventory Location) The physical destination warehouse or retail location identifier.
Actions Accesses utilities to pause the receiving process for a specific line item.

An Inventory Manager oversees Purchase Orders within the Inventory system and relies on accurate, real-time communication with external procurement or partner systems.

When the header-level status of a Purchase Order changes in the Inventory system, the system automatically sends a real-time (or near real-time) notification to connected external systems.

This notification is sent only to external systems, not to internal users, and ensures that external stakeholders always have the latest PO status. For example, Open, Closed/ Complete, Cancelled.

This feature helps to keep external procurement systems aligned with the Inventory system, prevent mismatches or discrepancies in PO status, improve procurement efficiency and communication, and reduce manual follow-ups or reconciliations.

Before this feature can function, the following conditions must be met:
  • The Inventory management system is integrated with external procurement systems using APIs or other supported communication methods.
  • External systems are able to receive and process PO status update notifications.
  • Users have appropriate permissions to configure, manage, or monitor notification settings.
Each notification sent to an external system includes the following information:
  • Purchase Order Number
  • Updated PO Status
  • Timestamp
Table 2. Line Item Statuses
Line Item Status Description
Open The initial state for all new or imported items.
Partially Received The state that occurs when a portion of the ordered quantity arrives.
Complete The state that occurs when the full quantity is processed. Transitioning to this state updates Inventory levels automatically.
On Hold A manual toggle used by Manager to pause intake. While this state is active, Inventory receiving is blocked and the parent Purchase Order (PO) cannot be closed. Clearing the hold status restores the previous state.
Canceled A manual state for items with zero received units. After Inventory receiving begins, line items cannot be canceled.