---
title: "Purchase Order Tracker Board (PO Tracker) in Ontraccr (Use Case)"
url: "https://help.ontraccr.com/en/article/purchase-order-tracker-board-po-tracker-in-ontraccr-use-case"
language: "en"
last_updated: "2025-05-27T11:21:58.777Z"
---

# 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.

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## 🎯 **Who Uses This**

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

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## 🔧 **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

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## 🧭 **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

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## 🧩 **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

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## ✅ **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

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## 🧠 **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”