Other Actions for Purchase Orders

In this help document, you’ll learn the other actions you can perform on the purchase orders in your organization.

Filter Purchase Orders

You can filter the purchase orders in your organization by their status or using custom views. Here’s how:

• Click Purchase Orders under Procurement.
• Click All Purchase Orders at the top and select the required filter.

If you’ve created custom views or have custom views shared with you by other users, you can filter purchase orders using these custom views. You can find your own custom views under Created By Me and those shared with you under Shared With Me. Read our help document on custom views to learn more.

Attach Files to a Purchase Order

You can attach files to a purchase order using the following methods:

• Attach the files on your device
• Attach files from cloud resources like Zoho Workdrive, Google Drive, Dropbox, One Drive, etc.

To attach files to a purchase order:

• Click Purchase Orders under Procurement.
• Click the purchase order to which you want to attach files.
• Click Upload Files in the top right corner.
• Click the dropdown next to Upload Your Files and select the preferred option.

Add Comments and View History

You can add comments to the purchase orders created in your organization. These comments will only be visible to other employees of your organization, and it’ll not be visible to your vendors.

To add a comment to a purchase order:

• Click Purchase Orders under Procurement.
• Click the purchase order to which you want to add comments.
• Click Comments & History in the top right corner.
• Enter the comment in the text box. You can also format the message using bold, italics, and underline.
• If you want to mention employees in your organization, press @ and enter the employee’s name or email address.
• Click Add Comment.

All the comments added and the actions performed on the purchase order will be available in the All Comments & History section.

Export Current View

If you’ve filtered purchase orders or rearranged, shown, or hidden columns, then you can export the current view. Here’s how:

• Click Purchase Orders under Procurement.
• Click the More icon in the top right corner.
• Hover over Export and click Export Current View.
• Choose the Export File Format. You can choose from CSV, XLS, and XLSV.
• Enter the File Protection Password if you want to protect the export file.
• Click Export.

Sort Purchase Orders

You can sort purchase orders based on different columns or fields. Here’s how:

• Click Purchase Orders under Procurement.
• Click the column based on which you want to sort. The sorting will be in ascending or descending order, as indicated by the arrow next to the column.

You can also purchase orders using the following method:

• Click the More icon in the top right corner.
• Hover over Sort By and choose the option based on which you want to sort.

Rearrange Columns

You can rearrange the columns and fields displayed on the Purchase Orders List page and show or hide them.

To rearrange columns:

• Click Purchase Orders under Procurement.
• Click the Customize Columns icon next to the column names.
• Rearrange the columns by dragging and dropping them according to your preference.
• Click Save. The columns will be arranged as per your preference.

To show or hide fields:

• Click Purchase Orders under Procurement.
• Click the Customize Columns icon next to the column names.
• Check a column name to show it on the Purchase Orders List page. Or, uncheck a column name to hide it.
• Click Save.

Refresh List

Sometimes, other employees of your organization may create new purchase orders or modify existing ones. As a result, you may not have the latest list of purchase orders. You can refresh the purchase orders to get the most up-to-date list. Here’s how:

• Click Purchase Orders under Procurement.
• Click the More icon in the top right corner and select Refresh List.