Orders Management: Overview
The Orders Management section of Propamp.ai provides a comprehensive suite of tools for managing your purchase orders, shipments, and related financial transactions. This guide introduces you to the main features and workflows available in this critical part of the platform.
The main purpose of the Purchase Orders section is not only to see what orders you plan on buying, but also to track the status of those orders up until shipment.
All “Active” and “Completed” statuses purchase orders, will be used in your COG calculations.
It is highly recommended to keep your orders managed properly to get the most accurate COG analysis, to find your true cost and profits.
Accessing Orders Management
To access the Orders Management section:
- Click on “Purchase Orders” in the main left hand sidebar
- You’ll be taken to the main Purchase Orders page, which serves as your central hub for all order-related activities
Purchase Orders Structure
The Purchase Orders section is organized into several interconnected areas:
Main Purchase Orders Page
Central dashboard for viewing, filtering, and managing all purchase orders.
Purchase Order Detail Pages
Dedicated pages for viewing and managing individual purchase orders and their associated shipments.
Financial Management Tools
Features for managing quotes, costs, and payments related to your orders.
Shipment Management Tools
Capabilities for planning, creating, and tracking shipments.
Key Features Overview
Order Viewing and Browsing
The main Orders page displays your purchase orders in a structured list format, allowing you to:
- View all your orders in one place
- See key order information at a glance
- Sort and filter orders based on multiple criteria
- Access detailed views of specific orders
Advanced Filtering
The sophisticated filtering system helps you find exactly what you’re looking for:
- Text Search: Find orders containing specific text
- Status Filter: View orders by their current status (Draft, Confirmed, Shipped, etc.)
- Country Filter: Filter orders by country of origin or destination
- Supplier Filter: View orders from specific suppliers
- Freight Forwarder Filter: Filter by the logistics partner handling shipment
- Destination Filter: View orders going to specific destinations
- Sort Options: Arrange orders by date, status, value, or other criteria
Template-Based Import/Export
For efficient order management, especially with large volumes:
- Download Order Templates: Get pre-formatted Excel templates for bulk order entry
- Import Orders: Upload completed templates to create multiple orders simultaneously
- Validation System: Automatic checking for required fields and data formatting
- Batch Processing: Efficient handling of large datasets
Creating Orders
To create a new order, click on the “Create Order” button in the top right corner of the main Orders page.
Fill in the required fields and click on “Create Order”.
Basic Order Information
- Name - Unique identifier for the order
- Status - Draft, Active, or Completed
- Marketplace - Target market for the products
- Destination Type - Where products will be delivered
- Quality Control Status - Current QC approval state
Timeline Dates
- Goods Start Production - When manufacturing begins
- Goods Ready By Date - When products will be completed
- Estimated Arrival Date - Expected delivery date
Business Partners
- Supplier - Who’s making the products
- Freight Forwarder - Shipping logistics provider
- Incoterms - International shipping terms
Products Section
For each product:
- Product - Selected from product catalog
- Price - Unit cost
- Count - Quantity ordered
Shipments Section
- Shipment ID - Can connect to existing shipments
- Additional shipment details loaded automatically when ID is provided
Validation Requirements
- Name, Status, and Marketplace are mandatory
- All three date fields must be provided in logical sequence
- At least one product is required with valid quantity and price
- Products must be unique (no duplicates)
- Timeline must be logical (production start → ready date → arrival date)
The form includes inventory visualization tools that show historical data and projections based on the products selected and estimated arrival date. This tool is a great representation of your inventory needs and can help you plan your orders accordingly.
Attach shipments to track their status and delivery dates to control your inventory levels accordingly.
Financial Management
Comprehensive tools for managing the financial aspects of your orders:
- Quotation Rates: Compare and select freight quotes from different providers
- Additional Costs: Track customs duties, fees, insurance, and other expenses
- Payments: Monitor deposits, balance payments, and payment schedules
Shipment Management
Robust features for handling the logistics of your orders:
- Load Calculator: Optimize container utilization and arrangement (coming soon)
- Shipment Creation: Create new shipments from purchase orders (coming soon)
- Tracking: Monitor shipment progress and estimated delivery dates (coming soon)
- Unit Allocation: Manage how inventory is distributed across warehouses and channels
- Amazon Integration: Specialized tools for shipping directly to Amazon fulfillment centers (coming soon)
Order Lifecycle Management
Propamp.ai provides end-to-end support for the entire order lifecycle:
- Order Creation: Create purchase orders manually or via template import
- Supplier Confirmation: Track when orders are confirmed by suppliers
- Production Monitoring: Follow the manufacturing process through drill down understanding
- Shipment Planning: Organize logistics for completed products
- Shipment Tracking: Monitor goods in transit
- Delivery Confirmation: Record when orders arrive at destinations
- Financial Reconciliation: Close out payments and financial aspects
Each stage is supported by dedicated tools and features within the Orders Management section.