Track item deliveries against your purchase orders in FieldPromax. Record full or partial receipts, monitor outstanding quantities with color-coded indicators, and review the complete status history for every PO.
Before you start:
- Create a purchase order and mark it as sent to the vendor.
How to Access
Navigate to Purchase Orders from the main menu, then click a PO # or the View button (eye icon) to open the PO detail page.
PO Status Lifecycle
Purchase orders progress through a defined set of statuses:
- Draft (gray) — created but not yet sent. You can edit, delete, or cancel.
- Sent (blue) — marked as sent or emailed to the vendor. You can still edit, receive items, or cancel.
- Partially Received (yellow) — some items have been received, but quantities remain outstanding. You can continue receiving or cancel.
- Received (green) — all line items have been fully received. The PO is complete.
- Cancelled (red) — the PO was cancelled before all items were received.
Receiving Items
- Open the PO detail page for a PO in Sent or Partially Received status.
- Click the Receive Items button in the header bar (or select it from the Actions dropdown).
- A receiving modal opens showing each line item with its Description, Ordered quantity, quantity Received so far, and Remaining quantity.
- Enter the quantity arriving in this delivery in the Receive Now field for each item. The field accepts decimal values and is capped at the remaining quantity.
- Click Confirm Receive to record the receipt.
Result: The received quantities update on the PO. If all items are fully received, the status changes to Received. If some items remain outstanding, the status changes to Partially Received.
Partial Receiving
Vendors often ship items in multiple deliveries. FieldPromax handles this by tracking a running total of received quantities per line item. Each time a shipment arrives, open the PO and record only the quantities in that delivery. You can perform multiple receive operations on the same PO until all items are accounted for.
On the detail page, the Received Qty column in the line items table is color-coded for quick visibility:
- Green — the full ordered quantity has been received.
- Yellow — a partial quantity has been received.
- Gray — no items have been received yet.
PO Detail Page Overview
The detail page provides a complete view of the purchase order across two tabs:
Details Tab
- PO info grid — Vendor, Project, Order Date, Expected Delivery Date, Received Date, and Created Date.
- Ship To Address — the delivery address for the order.
- Line Items table — description, quantities (ordered and received), pricing, tax, and totals for each item.
- Totals summary — Subtotal, Tax, Shipping, Grand Total, Amount Paid, and Balance Due.
- Notes — Internal Notes and Vendor Notes.
- Status History — a timeline showing every status change with old and new status badges, date/time stamps, and any notes.
Payments Tab
Records of all payments made against this PO. See PO Payments for details.
Available Actions by Status
The Actions dropdown on the detail page shows different options depending on the current PO status:
- Edit PO — modify PO details (Draft and Sent only).
- Mark as Sent — change status from Draft to Sent (Draft only).
- Receive Items — record a delivery (Sent and Partially Received only).
- Export PDF — download the PO as a PDF document (any status).
- Email PO to Vendor — send the PO document by email (Draft and Sent only).
- Close PO — manually close the PO (Sent and Partially Received only).
- Cancel PO — cancel the order (Draft, Sent, and Partially Received).
- Delete PO — permanently remove the PO (Draft only).
Warning: Deleting a purchase order is permanent and only available while the PO is in Draft status. Once a PO has been sent or items received, you can cancel it but not delete it.
Next Steps
- PO Payments — record vendor payments against the purchase order.
- Creating a Purchase Order — learn how to set up a new PO.
- Phases & Budgets — see how PO costs integrate with project budgets.