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Overview of the Purchase Order Module in Axya

This guide provides an overview of Axya’s Purchase Order module, including navigation, available status categories, how to manage revisions, organize columns, communicate with suppliers, and configure automated follow-ups. Video to be added soon by customer success team.

Accessing the Purchase Order Module

From the Axya homepage, open the main menu (top left).

Select Orders to access the main module page.

Understanding Order Statuses

The main page groups all active orders into different status categories:

  • All orders: complete view of all active purchase orders.

  • Pending revisions: orders requiring an action on your part (e.g., accepting or rejecting supplier changes).

  • On track: orders that have been confirmed by the supplier and are not late.

  • At risk: orders sent more than two days ago but not yet confirmed by the supplier
    (these should be followed up with the supplier).

  • Late: orders that have passed their expected shipment date.

  • Shipped: orders confirmed as shipped.

  • Ready for pickup: if your organization arranges pickups, orders ready to be collected will appear here.

Viewing Order Details

When clicking on an order, several details become available:

General Information

  • Part number

  • Description

  • Quantity

  • Unit price

  • Supplier promised date

  • Supplier item code

  • Project / Job number (based on your ERP)

  • Attached documents (purchase order, confirmation, etc.)

Columns can be moved or reorganized, and Axya will automatically save your preferred layout.

Labels

You may add labels (e.g., Urgent, Important) to facilitate tracking.
These labels will also appear in the main order list.

Step-by-Step Status

A visual indicator displays:

  • Order sent

  • Supplier confirmation (appears in green once confirmed)

  • Shipment (final step)

Adding Collaborators

  • Click the “+” icon

  • Search for an existing internal user or invite a new collaborator (email, language, permissions)

Action Panel and Communication

On the right side of the screen is the action panel:

Supplier Chat

  • Direct communication with the supplier

  • Ability to send files

Internal Chat

  • Communication between internal collaborators

  • Not visible to the supplier

Actions Panel

  • Propose a revision

  • Mark the order as ready for pickup (supplier-side action)

  • Mark as shipped

  • Edit information based on your permissions

Automated Follow-Ups

Axya automatically handles different follow-ups:

  • Confirmation follow-up: sent after a set delay if the supplier has not confirmed the order.

  • Shipping follow-up: triggered once the promised date has been confirmed.

  • Production follow-up: sent at the start of production, based on internal settings.

Each follow-up can be enabled or disabled individually.

Under the “Orders” Tab: Progress Tracking

By scrolling to the right within the table, you can view:

  • Key dates (sent, received, shipped)

  • Line-by-line progress (e.g., 1/3 items shipped)

  • Labels applied to each line















Advanced Filters

To access advanced filters, click on the three dots that appear when hovering your cursor over a column (users).

You can filter orders by:

  • Supplier

  • Buyer

  • Sent dates

  • Labels

  • Items or keywords (e.g., “steel”)

Multiple filters can be combined.

Archived Orders

  • All closed orders are stored in the archive.

  • They remain accessible at all times, with the same filtering options as active orders.

If you have any additional questions, please contact us at: customerservice@axya.co