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Placing purchase orders with your suppliers

Learn how to send purchase orders to your suppliers, one by one or in bulk.

Choose your default attachment template

The attachment template defines which documents your suppliers need to upload for an order. To set a default:

  1. Go to Traceability → Tracing Requests → Preferences.

  2. In the template list, click ⋮ next to a template and choose Set as default.

The default template carries the Default tag and is used automatically for new orders, unless you choose another template when you create the order.

👉 Want to create your own template? See Customize Attachment Templates for Order Tracing.

How to place a purchase order with your supplier

You can create purchase orders one by one or in bulk.

1. One by one

  1. Go to Traceability → Tracing Requests → PO Requests and click Add New.

  2. Supplier & Buyer: Choose your facility process, then your supplier and their facility process. If the goods go to a company other than you, untick Same as buyer and choose the receiver. Click Continue to request details. If you can’t find your supplier, use Connect a company at the bottom of the supplier list. Retraced shows whether the supplier has active users who will be notified.

  3. Request Details: Add a PO Request number, then add your products under Order products (Style, Variant or SKU) and assign the ordered quantity with + Assign. You can also create a new Style here if it isn’t in your catalog yet. Optionally, add the Order Type, Order Date, Agreed Delivery Date and Custom Tag. Tick “I have read and agree to proceed creating this order” and click Continue to documents.

    💡 An order with several lines entered here creates a single tracing request. To trace order lines separately, import the order via the Orders Hub.

  4. Documents: Check the documents your supplier needs to provide. You can upload files yourself with Add files (or Bulk Upload), but it’s optional. To use a different template than your default, untick Use main tracing preferences and select another template. Click Create Order. Your supplier is notified by email.

2. In bulk

  1. On the PO Requests tab, click Import.

  2. Click Download template and fill in the mandatory fields in the “Purchase Order Upload” sheet.

  3. Upload: Upload the completed Excel or CSV file (up to 5000 rows) by dragging it into the field or clicking Choose file, then click Continue.

  4. Map columns: Check that your columns are matched correctly, and match them manually if not. Required columns are listed at the bottom and turn green when matched. Click Next.

  5. Review: The importer highlights any errors in your file. Fix them, then click Import N rows (N is the number of rows).

    The new orders appear at the top of the PO Requests tab, and your suppliers are notified.

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