Purchase Order Tracker Board (PO Tracker) in Ontraccr (Use Case)

📦 Purchase Order Tracker Board (PO Tracker) in Ontraccr
 

Overview

The PO Tracker Board is used by companies to manage purchase requests from the field — from initial submission all the way to delivery. It’s a visual, customizable workflow that simplifies the procurement process by letting teams track every PO through each stage of the lifecycle.

🎯 Who Uses This

• Field teams who submit purchase requests
• Office teams managing procurement
• Warehouse or delivery personnel tracking fulfillment

🔧 Key Features of the PO Tracker Board

• Auto-create cards in a “Pending” status from field forms
• Track each PO’s progress from request to delivery
• Fully customizable statuses (e.g., Pending, Approved, Ordered, Delivered)
• Link cards to projects, vendors, or materials for easy tracking
• Permissions control to restrict who can approve or update requests

🧭 Typical Workflow

1. Field staff submits a purchase request form
   • Can auto-create a new card in the PO Tracker board
   • The card appears in the “Pending” status
2. Office team reviews the request
   • Moves the card to “Approved” or requests changes
   • May contact vendors or assign the task internally
3. Item is ordered
   • Card is moved to “Ordered” status
   • Purchase details and vendor info are added in the card fields
4. Item is received
   • Final status is “Delivered to Site”
   • Record is kept for future audits and tracking

🧩 How to Set Up a PO Tracker Board

1. Create a new board from scratch or template.
2. Use a card design that includes fields like:
   • Requester name
   • Requested item(s)
   • Linked project
   • Vendor
   • Status
   • Materials Requested
   • Date Required
   • Order Complete
3. Add statuses such as:
   • Pending, Approved, Ordered, Delivered
4. Optionally enable automations like:
   • Auto-create a card when a purchase request form is submitted
   • Email assigned users when status changes

✅ Example Fields to Include in the Card

• Purchase Request ID (auto-generated or manual)
• Project Name (linked)
• Requested Item Description
• Quantity
• Estimated Cost
• Vendor
• Expected Delivery Date
• Assigned User
• Status

🧠 Tips & Edge Cases

• You can create separate PO boards for each division or project type
• Use color coding on cards to highlight urgency or delivery status
• Combine with Ontraccr Forms for smoother request intake from field staff
• Permissions can be set so only office staff can move cards out of “Pending”