When you click a Purchase Order (PO) Number in the Purchase Orders list, the PO Details page opens. This page provides a complete overview of the PO header, item breakdowns, and associated activities.
Figure 1. Quick Navigation Links
At the top of the Purchase Order details, you’ll find quick navigation links for related information:
- Vendor: Click the Vendor link to view detailed information about the vendor associated with this purchase order.
- Bills: Click the Bills link to view all bills related to this PO.
- Vendor Emails: Click the Vendor Emails link to access any correspondence or emails linked to this PO’s vendor.
Purchase Order Details Overview
Information is organized into Standard Fields, Extended Fields, and Line Items.
1. Standard Fields
This section shows all the main details about the purchase order:
Table 1. Purchase Orders — Standard Fields
| Field | Description (includes example) |
|---|---|
| Vendor Name | Supplier for this PO. Example: Acme Staffing |
| Entity | Business unit or subsidiary responsible for the PO. Example: Contoso Services, Inc. (USA) |
| Requisition Number | Reference number for the requisition (if any). Example: REQ‑2025‑0142 |
| Purchase Order Number | System‑assigned PO number. Example: PO‑004392 |
| Created Date | Date the PO record was created. Example: 08/15/2025 |
| Date | Date the PO was issued/effective. Example: 08/16/2025 |
| Buyer | Person responsible for the purchase. Example: Alex Johnson |
| Requester | Person who initiated the purchase. Example: Jamie Lee |
| Total Amount | Total value of the PO. Example: $125,000.00 |
| Status | Current state of the PO (e.g., Open). Example: Open |
| Currency | Currency used for this PO. Example: USD |
All fields above show the latest synced data for this purchase order in SmartVendor.
2. Extended Fields
This section displays any organization-specific or custom fields configured for POs.
- In this example, No Extended Fields are present.
- If extended fields are used in your environment, details will appear in this section.
3. Line Items
This section gives a detailed breakdown of each purchase order item.
Table 2. Purchase Orders — Line Items
| Field | Description (includes example) |
|---|---|
| Line Number | Sequential number for each PO item. Example: 1 |
| Service Period Start | Start date for the service/goods period (if applicable). Example: 2025‑01‑01 |
| Type | Item type: Goods or Service. Example: Service |
| Spend Category | Accounting or budget category. Example: Professional Services |
| Cost Center | Budget or internal billing code. Example: 64000 WOW HR |
| Line Status | Current status of the PO line. Example: Open |
| Service Period End | End date for the service/goods period (if applicable). Example: 2025‑12‑31 |
| PO Line Description | Description of the item or service on the PO. Example: SOC 1 |
| Rate | Unit price or rate for the line (may be blank if not applicable). Example: $4,000.00 |
| PO Line Amount | Total value for the line (Rate × Quantity). Example: $48,000.00 |
| Matched Quantity | Quantity matched to receipts/invoices (if applicable). Example: 5 |
| Quantity | Units ordered (if applicable). Example: 12 |
| Matched Amount | Amount matched to receipts/invoices (if applicable). Example: $20,000.00 |
You may see additional or customized columns depending on your organization’s needs.
Figure 2. Purchase Order Details
Tip: Review PO line items (spend category, quantities, amounts) before approval or reconciliation, and use the top links (Vendor, Bills, Vendor Emails) to navigate related records.
Note: Fields and line items depend on your system’s integration and configuration. For audit/visibility purposes, confirm that extended fields and cost centers meet reporting requirements.