Add a single purchase order

Record one purchase order in PO Tracker with its shipping information, order information and line items.

Purpose. Record one PO so shipments can be linked to it.

Before you begin. Open Supplier POs or Customer POs. The tab you are on decides which type of PO is created. Self POs are not added manually. Make sure the Trade Partners, Locations and Trade Items you need already exist.

Example values: PO number PO-2026-0101, supplier Harbor Fresh Seafood, product Atlantic Cod Fillet 10 lb Case, quantity 100.

Open the form

Select Add POs

Select Add POs. The Add Purchase Orders drawer opens on Single Purchase Orders.

Enter the PO Number

Enter the PO Number. It is always required.

Shipping information

Fields that are grayed out cannot be selected or edited. The Location fields unlock after you choose the partner.

Field	Supplier PO	Customer PO
Ship From Partner	You select the supplier.	Set to your self Trade Partner.
Ship From Location	Unlocks after you choose the supplier; optional. The supplier's ship event establishes the actual origin.	You select your origin Location (required).
Ship To Partner	Set to your self Trade Partner.	You select the customer.
Ship To Location	You select one of your Locations (required).	Unlocks after you choose the customer; required. Destination targets can change through rerouting; the receive event establishes where receipt occurred.

Supplier PO: choose the supplier and your Location

For a Supplier PO, choose the Ship From Partner, then your Ship To Location.

Choose the Ship From Partner (your supplier) from the list.

Choose your Ship To Location. Ship To Partner is set to your organization.

Customer PO: choose the Locations and customer

For a Customer PO, choose your Ship From Location, then the Ship To Partner and the Ship To Location.

On Customer POs, Ship From Partner is set to your organization; choose your Ship From Location.

Choose the Ship To Partner (your customer), then the Ship To Location from their locations.

Order information

Check Visibility and the sharing checkboxes

Visibility shows whether the PO is Private, Shared With Revision or Shared Without Revision. A Supplier PO inherits the account default. If needed, select Share Locations with Partner or Share Trade Items with Partner to override the resource sharing defaults for this PO.

Optionally complete the other fields

Optionally complete the other fields. Use the values that fit your own process.

Field	Input
PO Date	Date selection
Purpose	Free text
PO Type	Free text
Transport	Free text
Delivery Date	Date selection
Cancel After	Date selection

Line items and allocations

Under Line Items, choose the Product for Line Item #1

Under Line Items, choose the Product for Line Item #1. For a Supplier PO, choose a Trade Item your organization owns, which you may share with the supplier.

Enter the Quantity

Enter the Quantity. Unit starts from the Trade Item and offers LBS, KGM, CASES and UNITS.

Enter a Unit Price and Price Basis (optional)

Optionally enter a Unit Price and choose a Price Basis of Per Unit, Per Case or Per Pallet.

Price Basis offers Per Unit, Per Case and Per Pallet.

Add Store Allocations (optional)

Optionally select Add Allocation under Store Allocations to enter quantities for one or more Locations.

Select Add Line Item to add more products

Select Add Line Item to add more products. Product and Quantity are required on each line; price and allocations are optional.

Select Add POs

Select Add POs.

Why it matters. The PO record is what shipments are linked to. Choosing the right Trade Partner and Locations lets Wholechain match events to it.

Expected result. The message Purchase order created successfully appears and a new row shows in the tracker.

Troubleshooting.

Add POs stays disabled until every field marked with a red asterisk is complete.
Location fields are grayed out until you choose the partner.
Visibility is unavailable when the Trade Partner is not connected on Wholechain; the PO stays Private.
A PO with no Location entered shows Unknown Location in the list.

Field and action reference

Single purchase order form

Order information

Field	Req.	Type	Values and validation	Default
PO Number	Yes	Text	Your PO number.	Empty
Visibility	No	List	Private, Shared With Revision, Shared Without Revision. On Supplier POs it inherits the account default. Disabled in some cases (see Rules and restrictions).	Account default
PO Date	No	Date	Date picker.	Empty
Purpose	No	Text	Free text.	Empty
PO Type	No	Text	Free text.	Empty
Transport	No	Text	Free text (transport method).	Empty
Delivery Date	No	Date	Date picker.	Empty
Cancel After	No	Date	Date picker.	Empty
Share Locations with Partner	No	Checkbox	Overrides the account sharing default for this PO.	Account default
Share Trade Items with Partner	No	Checkbox	Overrides the account sharing default for this PO.	Account default

Shipping information

Field	Supplier PO	Customer PO
Ship From Partner	Required. You select the supplier.	Set automatically to your self Trade Partner (not editable).
Ship From Location	Disabled until a supplier is chosen; then optional, and lists that supplier's Locations. The supplier's ship event establishes the actual origin.	Required. You select your origin Location.
Ship To Partner	Set automatically to your self Trade Partner (not editable).	Required. You select the customer.
Ship To Location	Required. You select one of your Locations.	Disabled until a customer is chosen; then required, and lists that customer's Locations.

Grayed-out fields cannot be selected or edited. Destination Locations can be targets that change through rerouting; the receive event establishes where receipt actually occurred.

Line items

Field	Req.	Type	Values and validation
Product	Yes	List	Trade Items in the account. On Supplier POs, choose Trade Items your organization owns, which you may share with suppliers.
Quantity	Yes	Number	Required.
Unit	No	List	LBS, KGM, CASES, UNITS. Defaults to the Trade Item's unit when it has one.
Unit Price	No	Currency	Amount in $.
Price Basis	No	List	Per Unit, Per Case, Per Pallet.
Store Allocations	No	Rows	Select Add Allocation to enter a quantity for one or more Locations. Use Add Line Item for more lines.

Add POs is disabled until all required fields are complete. On success the screen shows Purchase order created successfully.

Watch the walkthrough

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