Purchase Orders

Numbering

One pattern per document and a counter that resets with the year. Set the next number to continue a sequence from a previous system. A purchase order's number can be changed while it is a Draft and is locked once it is sent.

Document	Next Number	Preview	Counter Resets
Purchase OrderOverseas containers and domestic trucks · one sequence		PO-2026-0234	Yearly
Request for QuoteOne number per request, whatever the suppliers asked		RFQ-2026-0017	Yearly
BillThe supplier's own invoice number is kept beside ours		BILL-2026-0113	Yearly
Payment RunBills paid together on one date		PR-2026-0020	Yearly
Supplier ClaimOrders keeps CLM- for client claims		SCL-2026-0006	Yearly
ArrivalOne per container or truck on a purchase order	—	ARR-0223-1	With the PO
SupplierStone suppliers and service vendors		SUP-0114	Never

PO Number Editable While DraftLocked once sent

Allow Frame AgreementsOff · no frame agreement open

Staff Can Request PurchasesOff · a request becomes a Draft PO

PO in the Supplier's CurrencyEUR rate locked when sent · 1.10

Approval

Whether a purchase order needs a second pair of eyes before it is sent, and whose. Thresholds read the PO total in USD. PO-2026-0230 for Marmi Apuani is above the top threshold: L. Nguyen approved it Fri Oct 2 and it waits for M. Alvarez.

Purchase Orders Need Approval Above a ThresholdOn · below the first threshold the buyer sends

PO Total	Approved By	Today
Up to	None · the buyer sends	PO-2026-0233Sunbelt Stone Wholesale · Draft · not required
to		PO-2026-0223Marmi Apuani · approved by L. Nguyen Wed Aug 5
Above		PO-2026-0230L. Nguyen approved Fri Oct 2 · waiting for M. Alvarez

A Revision That Raises the Total by More Than% goes back for approval

Backup Approver for L. Nguyen

Approve from the Notification EmailOr from a phone, or in bulk on the register

Send Automatically Once ApprovedOff · each supplier's record may override

Terms & Incoterms

The payment and deposit terms a supplier can be given, and the delivery terms a PO can carry. Each supplier's record picks its own; these are the list and the defaults a new supplier opens with.

Payment & Deposit Terms	Used By	Default
30% with order · 70% against B/L copyDeposit on confirmation · balance on the bill of lading copy	Marmi Apuani · Granitos Vitória · Mármoles del Levante · Xiamen Hengda	Default Overseas
40% with order · 60% within 15 days of B/L copyBalance 15 days after the copy arrives	Quartzitos Minas
20% with order · 80% cash against documentsThe documents are released by the bank on payment	Chennai Granite Exports
30% within 7 days of confirmation · 70% against B/L copyThe deposit clock starts when the supplier confirms	Denizli Traverten
Net 30No deposit · 30 days after delivery	Sunbelt Stone Wholesale	Default Domestic
Net 15Service vendors · 15 days after the bill	Savino del Bene USA · Everglades Drayage · Bayshore Customs Brokers (fees)

Incoterms OfferedFOB (default) · CFR · CIF · EXW · DAP · Add

Default Incoterm

Prefill PriceAgreed PriceLatest Paid

Latest Paid Is KeptPer supplier and material · on the supplier's price list

Suppliers

How a supplier record is created and trusted. Versilia Marmi is Pending Approval today: its bank details are not yet verified by L. Nguyen, so no PO to it can be sent.

New Suppliers and Bank Changes Need Approval

Bank Details MaskedRevealed with View Bank Details

Supplier TypesQuarry & Factory · Quarry · Factory · US Distributor · Service · Forwarder · Customs Broker · Drayage · Cargo Insurance · Add

Supplier DocumentsContracts, certificates and test reports carry an expiry date · reminder 30 days before (Notifications)

Supplier Confirmation

How long a supplier has to confirm a sent PO, how it is chased, and what it must show before the container is loaded. PO-2026-0231 (Chennai Granite Exports) is 4 days past its window after 2 reminders.

Confirmation Due Withindays of sending

Remind the Supplier Everydays after the window

Suppliers May Confirm from the EmailConfirm or Decline · no sign-in

Escalate to the Buyer Afterreminders

Before Loading

Pre-Loading Slab Photos Required on Overseas Slab POsThe buyer approves them before the container is closed · PO-2026-0227 has 14 waiting

Face Photo per BundleEvery slab's face, numbered

Thickness GaugeOne per bundle

Container Floor After LoadingA-frames and lashing

An unanswered confirmation alerts the buyer; the PO is never cancelled.

Linked Suppliers & Destinations

A supplier on Vava sends its order straight into our Purchase Orders. Granitos Vitória's Linked Order GV-PED-2026-0219 is waiting for a buyer to accept it.

Incoming Linked OrdersWait for MeAccept Automatically

Linked Packing Lists Go Through the Review ScreenPO-2026-0225's 88 slabs came in this way

An Accepted Linked Order Becomes a PONext number PO-2026-0234

Destinations a PO May Ship To

Our YardsMiami Yard · Orlando Warehouse

Drop-Ship to a Client's AddressNo receiving step · the slabs become the client's

A Consignee Location, from ConsignmentReceived into our own stock at that location

Reorder

How the reorder list suggests what to buy. Free stock is on hand less committed and held; incoming counts sent and confirmed POs only. Overrides per supplier, material and location live on the Reorder page's Planning Settings.

MethodMin / MaxSales Speed

Thresholds SetPer material and location

Sales Speed Overdays

Safety Stockdays of sales

Lead TimeFrom each supplier's record · Marmi Apuani 55 days

Days of CoverUp to each material's maximum

Round to Packs and MinimumsUpDown

October Purchase Budgetsuggested buys are checked against it

Container Top-Up Suggestions by WeightPO-2026-0228: 79.5% → 99.1%

Create Draft POs AutomaticallyOff · drafts only, never sent

Alert When Free Stock Reaches the Reorder PointE. Costa · D. Torres · per location

Alert When an Order-By Date Passes2 lines late today

Tracking & Arrivals

Where a container's position and ETA come from, and when someone is told. ARR-0224-1 is 7 days later than first promised; ARR-0226-1's last free day at Port Everglades is Mon Oct 5.

Tracking Source

Refresh Everyh · from the container or B/L number

On Time Measured At

Gracedays

Alert When an ETA Movesdays or more

Last Free Day Alertdays before

File Shipping Documents from the InboxEach filing confirmed by a person

Reps Holding Incoming Slabs Follow Their ContainerETA and arrival events

Supplier Inboxbills.vavastonemiami@inbox.vavastone.com · bills go to the Bill Inbox, arrival notices and B/L copies are filed on their container

Port to YardDrayage is a cost line and an arrival milestone here · the truck move is Planned in Deliveries

Incoming Slabs

Everyone sees incoming slabs with their container and ETA, so they can be sold before they land. 234 slabs are on 5 containers today: 174 sellable from our yards, 48 allocated, 126 free.

Sellable from On WaterHolds and allocations allowed once the container sails

Sellable from ConfirmedOff · before loading

Costs Hidden Without the PermissionFollows View Purchase Costs & Supplier Prices under Permissions. A seller sees material, slab, size, container and ETA; where a cost would sit they read Costs Hidden · Needs Purchase Costs Permission

Receiving

What the yard does when a container is opened. ARR-0223-1 was received Fri Oct 2 to Sat Oct 3 by J. Pérez at Miami Yard: 25 slabs and 7 crates, 32 labels printed.

Over-Receipt

Put AwayPut Away NowPut Away Later

Labels Printed at ReceivingOne per slab and crate

A Variance Raises a Claim DraftSCL-2026-0005 from ARR-0223-1

Landed Cost

The costs added to a container on top of the goods, how each is spread over its slabs, and whether it goes into stock cost. ARR-0223-1's costs are still Estimated, spread by area.

Cost Type	Default Basis	Treatment	Entered As
Ocean FreightSavino del Bene USA
Cargo InsuranceAtlantic Marine Underwriters · 0.30% of CIF + 10%
Customs DutyBayshore Customs Brokers pays it for us · HTS rate
MPF + HMF0.3464% + 0.125%
Brokerage & ISFBayshore Customs Brokers
DrayageEverglades Drayage · port to yard
Port & TerminalTerminal handling at the port
Demurrage & StoragePast the last free day
Inspection / ExamCBP exam · ARR-0226-1

Default Spread Basis

Changed PerContainer and per line

A Matched Bill Replaces Its EstimateThe line turns Final

Late Costs Reach Slabs Already SoldAs a cost adjustment

Bills & Matching

How a supplier's bill is checked before it may be paid. BILL-2026-0104 (Marmi Apuani) is in Exception today: billed 28 slabs and 8 crates, received 25 slabs and 7 crates.

Match Mode

MatchedSlab by slab · count and area

Tolerances

Price

Slab and Crate Count

Area per Line±%

Cost Bills Against Estimate±% · BILL-2026-0105 +6.5%

Receipt Before the Final MatchAwaiting Receipt until the yard counts

A Bill in Exception or Not Matched Cannot Be PaidBILL-2026-0111 and 0112 held out

A Bill Matched Within Tolerance Skips ApprovalGoes straight to Approved

Bill InboxSuggests a match · a person confirms

Payments

How approved bills are paid. PR-2026-0019 (5 bills) was prepared by L. Nguyen on Fri Oct 2 and waits for M. Alvarez, scheduled Mon Oct 5.

Payment Approval Separate from Bill Approval

Remittance Advice by EmailRemittance Advice v1 · to the supplier's accounts contact

Payment Methods

WireOverseas deposits and balances

ACHDomestic suppliers and service vendors

CheckDomestic suppliers

CardSmall domestic bills

Payment Partner Not connected · payments are recorded here once made at the bank; a partner pays approved bills by ACH, wire or international transfer and brings the status back

Claims

How a claim back to a supplier runs. SCL-2026-0005 was raised from ARR-0223-1's receiving variances on Sat Oct 3; Marmi Apuani's window runs 14 days from receipt, to Fri Oct 16.

ReasonsBroken in Transit · Broken on Arrival · Off-Shade / Not as Sample · Short-Shipped · Wrong Material · Thickness Out of Tolerance · Finish Defect · Damaged on Delivery · Add

OutcomesFull Credit · Partial Credit · Credit on Next Order · Replacement in Next Container · Refund · Declined · Add

Supplier Windowdays from receipt · per supplier override

Remind the Supplier Everydays without a reply

Stock Effect

Client Claims Passed UpFrom Orders · CLM-2026-0008 became SCL-2026-0004

Statuses

The tenant's own claim statuses. Each takes one of the five house colour families, which decides its colour everywhere; a status may email the supplier when a claim enters it.

Status	On Entering	Shown As
New	Alert the buyer	New
Sent to Supplier	Email the supplier · Supplier Claim v1	Sent to Supplier
Under Review	—	Under Review
Accepted	Alert accounting	Accepted
Credit Pending	Offer the credit on the next bill	Credit Pending
Settled	Email the supplier · thank you	Settled
Declined	Alert the buyer	Declined

Document Templates

What a supplier receives, printed under our name and logo. The templates are edited in the same editor the Orders documents use.

Purchase Order v4 Published Lines, slab and pack sizes, incoterm, terms, destination · in the supplier's currency Edit

Request for Quote v2 Published Materials, quantities and the reply deadline · no prices Edit

Supplier Claim v1 Published Slab, reason, photos and the amount claimed Edit

Remittance Advice v1 Published The bills a payment settles, with their own invoice numbers Edit

All templates · versions, preview on a real PO, restore.

Custom Fields

Your own fields on a supplier, a purchase order and its lines. Each is searchable, a register column if you want it, and may print on the PO.

Field	On	Type	Example
Port of Loading	Supplier	Text	La Spezia · Marmi Apuani
Quarry Region	Supplier	Text	Apuan Alps · Marmi Apuani
Selection Method	Purchase Order	Drop-down	Loading photos (32) · PO-2026-0223
Client Reference	Purchase Order	Order link	ORD-2026-0034 · PO-2026-0223
Quarry Bed	Line	Text	—

Permissions

Who may do what at each stage of buying. Everyone sees incoming slabs with their ETA. Purchase costs, supplier prices and PO values need View Purchase Costs & Supplier Prices; roles are defined under Users & Roles.

Show

Action	M. Alvarez	E. Costa	D. Torres	L. Nguyen	J. Pérez	R. Okafor	S. Ramirez	Applies At
Create PODraft and edit before sending
Approve POWithin the approval thresholds
Send POTo the supplier, by email or over the link
Edit After ApprovalA raise over 5% goes back for approval
Cancel POAsks for a reason
ReceiveCount, inspect and put away
View Purchase Costs & Supplier PricesPO values, supplier prices, landed cost
View Bank DetailsA supplier's bank account
PayRecord payments and payment runs
Settle ClaimsAccept a credit, a replacement or a refund
Create SupplierGoes to approval when that is on
Edit SupplierTerms, contacts, price lists
Approve SupplierNew suppliers and bank changes

J. Pérez, R. Okafor and S. Ramirez do not hold the cost permission: their receiving and selling screens show counts, sizes, grades and ETAs, never a cost. Every change here is logged with who made it.

Accounting & Integrations

Bills, deposits and payments are entered, matched and approved here; the ledger is kept by the accounting source the licence names.

QuickBooks Online Accounting source · set once for the licence (Orders uses the same) · last sync Oct 3, 07:10 · no sync errors Set in Orders Settings

Sync BillsOn approval · deposits included

Sync PaymentsEach payment run, against its bills

Sync Final Landed CostWhen every line of a container is Final

Send POs to QuickBooks OnlineOff · as purchase orders there, no ledger effect

API AccessAPI keys under API / Integrations

Tracking Provider Connected · vessel, port and ETA events in

Webhook Events Out

PO Created

PO Approved

PO Sent

PO Confirmed

PO Received

PO Closed

ETA Changed

Packing List Imported

Bill Approved

Bill Paid

Notifications

Who is told at each event. Staff are told in-app and by email; the supplier by email under our name, with the PO number as its subject.

EventStaffSupplier

PO Waiting for ApprovalApprovers · reminder dailyOff

Approval DigestM. Alvarez · L. Nguyen · 7:00Off

PO SentBuyerPO and its page link

Supplier Confirmed · Confirmation OverdueBuyerReminder

Change ProposedBuyer · ApproverOur answer

Loading Photos SubmittedBuyerApproved or rejected

Departed · ETA MovedBuyer · reps holding its slabsOff

Arrival Notice · Last Free Day in 3 DaysBuyer · Yard Lead · AccountingOff

Received with VariancesBuyer · AccountingOff · by claim

Bill ExceptionAccounting · BuyerOff

Payment Due in 3 DaysAccountingRemittance on payment

Claim AnsweredBuyer · AccountingClaim and reminders

Quote Received · Quote Deadline PassedBuyerReminder before deadline

Material Reaches Its Reorder PointE. Costa · D. Torres · 7:00Off

Supplier Document Expires in 30 DaysBuyerAsk for the renewal

Daily Inbound Digest · 7:00Every seller · no costsOff

Never Automatic

Deadlines Alert and Wait for a Person An overdue confirmation, a passed quote deadline, a last free day or an expired hold raises an alert and waits for a person. Nothing is released, cancelled or closed by the system.

Settings

Configuration