Where is my order — and who's holding it up?
Supply chain teams juggle 8+ disconnected systems: requesters ask procurement, procurement logs into the vendor's portal, finance chases everyone at month-end — and once a PO is placed, changing it lives in email threads. OrderFlow puts the entire PO lifecycle — every party, every handoff, every change — on one page, with a clear owner for the next step.
Start with three guided stories (the yellow rows below):
Cost & budget control
Shared with Finance / AP
single source of truth — procurement execution drives these numbers
Budget consumption
Annual budget vs committed POs + approved requests
Location
Orders by location
Issued PO value per DC · cancelled excluded · all currencies → USD
Status breakdown
Issued PO value by stage · cancelled excluded · USD
Spend by vendor — issued PO value
Top 5 vendors by issued purchase orders · requests & cancelled POs excluded · all currencies → USD
All orders
GR over 3dGR over 7dDemo order📋 Demo story order — change history
| PO / PR # | Type | Location | Project | Curr. | Amount | Due Date | Status | Tracking # | Vendor | GR action |
|---|
All orders
GR over 3dGR over 7dDemo order📋 Demo story order — change history
| PO # ↕ | Type | Location ↕ | Project ↕ | Curr. ↕ | Amount ↕ | Due Date ↕ | Status ↕ | Tracking # | Vendor ↕ | GR action |
|---|
Demo mode — all roles shown in one view. In production each action is restricted to the role tagged on it:
ProcurementBU Mgr / RequesterVendorCarrierSite TeamFinance
— vendor & carrier steps happen in their own portals (shown here with dashed / striped styling).
Use the role switcher in the top bar to see how each collaborator's view differs on the dashboard and detail pages.
Use the role switcher in the top bar to see how each collaborator's view differs on the dashboard and detail pages.
Stage 1
Request
Stage 2
RFQ
Stage 3
Price check
Stage 4
Draft PO
Stage 5
Order placed
Stage 6
Processed
Stage 7
Shipped
Stage 8
Delivered
Stage 9
GR
Stage 10
Invoice
Purchase RequestBU Mgr / Requester
approved — within budgetPR number
PR-2026-0847
Requested by
Sarah Chen BU Manager
Department
Infrastructure
Project
DC Core Network Upgrade
Location
DC_ORD
Estimated budget
$44,080
Budget line
CAPEX-2026-INFRA
Needed by
Apr 15, 2026
Justification
"Network upgrade required for new rack deployment — existing switches at end-of-life."
Supply Chain action — Budget checkSupply Chain
Verify budget availability. If budget exceeded, flag for budget exception approval before proceeding to RFQ.
What happens
request intake — before any PO exists✓
Done · Mar 26
PR-2026-0847 submittedBU MGR
Sarah Chen (BU Manager, Infrastructure) requested 3 line items for DC_ORD.
✓
Done · Mar 30
Finance approvedFINANCE
Mike Torres approved — budget check passed. CAPEX-2026-INFRA has budget available.
3
Now
Supply Chain reviewing budget allocationSUPPLY CHAIN
Confirm the request fits the budget line, or raise a budget exception for approval.
→
Next
Proceed to RFQ / vendor selectionSUPPLY CHAIN
Invite vendors to quote and compare lead time, price and past performance.
Request for QuotationSupply Chain
3 quotes receivedRFQ number
RFQ-2026-0412
PR reference
PR-2026-0847
Category
Network equipment
Delivery requirement
DC_ORD — by Apr 15, 2026
Supply Chain action — Vendor managementSupply Chain
Select vendors to invite for quotation. Evaluate based on lead time, pricing, past performance.
Quote comparisonVendor / OEM
quotes submitted through the vendor portal| Vendor | Lead time | Unit price (SW-48P) | Total quote | Past performance |
|---|
What happens
sourcing — still no PO✓
Done · Mar 31
RFQ-2026-0412 sent to 3 vendorsSUPPLY CHAIN
Shortlist drawn from the approved vendor list for network equipment.
✓
Done · Apr 2
3 quotes receivedVENDOR
All invited vendors responded within the quotation window.
3
Now
vendor 3 shortlistedSUPPLY CHAIN
Best price-to-lead-time ratio across the three quotes.
→
Next
Price check against historical dataSUPPLY CHAIN
Sourcing validates the quoted price before the PO is issued.
Price Check / Price GuardSourcing
awaiting price approvalSelected vendor
vendor 3
Quote total
$44,080
Budget remaining (before this PO)
—
Budget remaining (after this PO)
—
Supply Chain action — Price guard & budget confirmationSupply Chain
Work with the sourcing team to validate pricing against historical data and market benchmarks. Confirm budget allocation before PO issuance.
Approve pricingSupply Chain
Sign off the quoted unit prices, then convert the approved request into a purchase order.
Price Guard validates unit prices against historical purchase data and market indices.
Budget line consumption
CAPEX-2026-INFRA
0——
New Purchase OrderProcurement
ETA is the requester's requested delivery date
Request origin APPROVED PR — READY TO CONVERT TO PO
PR number
PR-2026-0847
Requested by
Sarah Chen BU Manager, Infrastructure
Approved by
Mike Torres Finance · Mar 30, 2026
What happens
full approval chain — who did what✓
Done · Mar 26
PR-2026-0847 submittedBU MGR
Sarah Chen (BU Manager, Infrastructure) requested 3 line items for DC_ORD.
✓
Done · Mar 30
PR approvedFINANCE
Mike Torres approved — budget check passed. PR handed to procurement.
3
Now
PO issued — status: order placedSUPPLY CHAIN
Due date is the requester's requested delivery date. Order appears in the dashboard immediately.
→
Next
PO sent to vendor for acceptanceVENDOR
Vendor reviews and confirms with their delivery date.
⚡ Change requestOnly available for BU Mgr / Requester
BU manager needs to modify this order? Raise a change request before vendor ships.
Vendor confirms delivery dateVendor
Vendor accepts the PO and commits a delivery date via their portal → status: processedExternal step — simulated in demo: you're acting as the vendor
⚡ Change requestOnly available for BU Mgr / Requester
BU manager needs to modify this order? Raise a change request before vendor ships.
Vendor hands goods to carrier → status: shipped / in transitVendor
Vendor books the carrier and shares tracking number + carrier ETA. Tracking link goes live immediately.External step — simulated in demo: you're acting as the vendor
Live carrier trackingCARRIER
in transitInbound coordination ticket created
Auto-generated ticket to coordinate site receiving with the carrier.
⚡ Change requestOnly available for BU Mgr / Requester
Goods are in transit. Changes at this stage may involve rerouting, return-to-vendor, or adding to the order.
Carrier confirms deliveryCarrier
Carrier posts the actual delivery date → status: delivered. Good Receipt task created for the site team.External step — simulated in demo: you're acting as the carrier
⚡ Change requestOnly available for BU Mgr / Requester
Goods delivered but not yet receipted. Return or adjust items before completing Good Receipt.
Good Receipt task createdSite Team
Receiving team at the destination site notified. Proceed to verify items received.
Good Receipt checklistSite Team
Completed by the receiving team at the destination site — verify all items match the PO before completing
Invoice for payment
Invoice pendingDescription
PO number
Vendor
Receipt date
Total due
Approve invoice paymentFinance
Finance matched invoice against PO and GR (3-way match). Approve to close.
Full order timeline
completeWhat needs to change?
Step 1 of 4 — Select change type
Specify scope
Step 2 of 4 — Select affected items
Reason for change
Step 3 of 4 — Provide context for the supply chain team
⚠ Urgent — vendor ships within 48 hours
Flags this request for priority review
Review change request
Step 4 of 4 — Confirm and submit
pending Supply Chain review
Impact assessmentSupply Chain
Assessed by the supply chain / procurement team — select all cost and timeline impacts that apply
No cost impact
Change can be absorbed without additional cost
Vendor already procured
Storage fees or waste cost likely
Re-quote required
Vendor needs to provide new pricing
Lead time impact
Delivery date will change
Already shipped — reroute needed
Items in transit, rerouting cost applies
Other
Additional considerations
OrderFlow · Built by Fangfang Wang · Mar 2026
Procurement OS · v3.1